INFORMATION TECHNOLOGY ASSESSMENT & PLANNING CONSULTANT REQUEST FOR PROPOSALS (RFP)

INFORMATION TECHNOLOGY ASSESSMENT & PLANNING CONSULTANT REQUEST FOR PROPOSALS (RFP) Los Angeles County Children and Families First Proposition 10 Commission (aka First 5 LA) RELEASE DATE: AUGUST 24, 2017 UPDATED: AUGUST 29, 2017

TABLE OF CONTENTS I. II. III. IV. V. VI. VII. VIII. IX. X. XI. XII. TIMELINE FOR SELECTION PROCESS... 3 BACKGROUND... 4 PROJECT OVERVIEW... 5 SCOPE OF WORK... 6 SUMMARY OF DESIRED QUALIFICATIONS... 8 TERMS OF PROJECT... 9 SELECTION PROCESS AND REVIEW CRITERIA... 9 REQUIRED DOCUMENTS... 10 TERMS OF THE RFP... 11 CONTRACTUAL CONSIDERATIONS... 11 APPEALS POLICY... 13 APPENDICES... 13

I. TIMELINE FOR SELECTION PROCESS 1 ACTIVITY DATE RFP Released August 24, 2017 Informational Webinar Final date to submit questions and requests for additional information 10-11 a.m. on August 31, 2017 September 6, 2017 Posting of responses to questions September 7, 2017 Proposal Due September 14, 2017 Interviews October 4-5, 2017 Contractor Selected October 12, 2017 Board of Commissioners Approval November 9, 2017 Contract Start Date November 10, 2017 Potential proposers are highly encouraged to participate in the Informational webinar from 10-11 a.m. on August 31, 2017. Please register for the webinar at: https://attendee.gotowebinar.com/register/2524221796533775107. After registering, you will receive a confirmation email containing information about joining the webinar. A recording of the webinar will also be made available on the Funding Opportunities webpage: http://www.first5la.org/index.php?r=site/article&id=3899. All questions and requests for additional information regarding this RFP must be received in writing by First 5 LA via email before 5 p.m. PT on September 6, 2017. First 5 LA reserves the sole right to determine the timing and content of the responses to all questions and requests for additional information. First 5 LA may respond to individual inquiries and then post replies to all questions by the posting date. Questions and requests for additional information must be submitted in writing to: Junette Sheen, Manager, Contract Operations & Purchasing E-mail: jsheen@first5la.org 1 Note: Dates are subject to change at First 5 LA s sole discretion. 3 of 13

II. BACKGROUND First 5 LA Giving Kids the Best Start In 1998, California voters passed Proposition 10, which levied a 50-cent per pack tax on all tobacco products. The resulting tax revenues were earmarked for the creation of a comprehensive system of information and services to advance early childhood development and school readiness within each county in California. In Los Angeles County, the First 5 LA Commission was formed as a public entity to develop and oversee various early childhood initiatives and to manage the funding from Proposition 10. Since 1998, First 5 LA has invested more than $1 billion to improve the health, safety and school readiness of children prenatal to age 5. Proposers are encouraged to read about the First 5 LA FY 2015-2020 Strategic Plan, attached as Appendix A. First 5 LA Organizational Structure To strengthen First 5 LA s ability to effectively execute its 2015-2020 Strategic Plan, the organization took steps to align its internal structure with its mission and strategy. In addition to the Executive Director and the Executive Vice President, the new Vice Presidents of Policy & Strategy, Integration & Learning, and Programs are part of a five-member Executive Team of organization-wide leaders who shape, set and execute First 5 LA s strategic direction. In early 2017, First 5 LA fully aligned its internal structure with the outcome areas and strategies outlined in its 2015-2020 Strategic Plan. First 5 LA is comprised of 15 departments, divided into four (4) divisions: Administration Integration & Learning Policy & Strategy Programs First 5 LA employs 126 staff as of July 19, 2017, and the organization intends to employ 148 staff to support the work of the Strategic Plan fully. First 5 LA s leadership team is as follows: Executive: 5 Directors: 15 The Information Technology Department (ITD) is part of the Administrative Division, under the direction of the Executive Vice President. ITD has six (6) staff members: Interim Director, Administrative Assistant, IT Project Manager, IT Business Applications Support, Network Administrator & Service Desk Support, and IT Help Desk Administrative Support. Information Technology at First 5 LA Today ITD at First 5 LA is responsible for supporting the organization s Information Technology (IT) needs, including telecommunications, audio-visual operations, software/hardware, network connectivity, information management systems and databases. ITD has also made some forays into the strategic application of technology such as the establishment of an intranet through SharePoint. First 5 LA s technology infrastructure and systems consist of a variety of network technologies, computer hardware, operating systems, and applications for administrative and programmatic work. While ITD supports many of the systems, some applications and databases are housed in other 4 of 13

departments. First 5 LA also supports, through grants and contracts, various data development projects and databases. Please reference Appendix B for a description of First 5 LA s current IT infrastructure. During fiscal year 2017-2018, ITD is or will be involved with the following projects: Assessment of Security Risk: The objective of the risk assessment, conducted in April 2017, was to evaluate security risk at the First 5 LA facility. First 5 LA plans to mitigate the identified risks through improvements in the security response profile, enhancements to the security systems, redesign and implementation of an emergency response plan, staff security mindfulness training and a communication system. Customer Relationship Management (CRM): First 5 LA currently has no centralized method to manage relationships with partners and other entities. A staff workgroup has developed data and workflow requirements for a CRM system. Staff in three departments will pilot a CRM tool in SharePoint Online, and it will be assessed over the next year to determine the long-term viability of using SharePoint for CRM. Financial Re-engineering: First 5 LA began re-engineering its accounting software, Financial Edge NXT, in fiscal year 2016-2017 and plans to implement up to five additional modules this year. Move SharePoint Server Sites to SharePoint Online: First 5 LA currently uses SharePoint 2013 for most sites utilized by First 5 LA staff and SharePoint Online for sites accessed by external parties. We are not running a hybridized SharePoint environment, so content and metadata are not consistently available across the Server and Online platforms. ITD is investigating the possibility of moving our SharePoint Server sites to SharePoint Online, and it will be tested with the ITD SharePoint site. First 5 LA Commission Agenda Builder: Over the last seven months, we have utilized SharePoint to collect information and content for distribution agenda materials of meetings of the Board of Commissioners and to migrate historical information to a site that uses managed metadata for categorization. There are continuing improvements to the site, and it may be an early candidate to migrate to SharePoint Online. Geographic Information System (GIS) Web Platform: ITD will implement a web-based GIS platform to provide First 5 LA a self-service mapping and reporting service for staff. This platform will also be used to make First 5 LA geo-referenced data available to the public and can be embedded into the First 5 LA website. Records Retention: First 5 LA uses ApplicationXtender for electronic content management. We will be upgrading the software and installing and implementing the records management module. Equipment Replacement: Each year ITD replaces approximately 25% of staff computers with new hardware to ensure that computing resources are up-to-date. Project Tools: The Integration & Learning Division is exploring a project management tool and a platform for communication and collaboration for staff. III. PROJECT OVERVIEW The purpose of this Request for Proposals (RFP) is to invite submissions from qualified and experienced consultants for an IT assessment and planning project. First 5 LA is seeking one (1) consultant to conduct an IT assessment and create a 5-year IT strategic plan. First 5 LA will then retain the consultant for implementation support. First 5 LA reserves the right to discontinue the contract following the completion of the IT assessment. The results of this project are intended to propel the future work of ITD. 5 of 13

In the course of implementing the outcome areas and strategies outlined in the 2015-2020 Strategic Plan, staff have begun identifying opportunities, needs and specific requirements for information systems and technology. To unearth and delve deeper into staff needs and opportunities, First 5 LA seeks to engage a consultant to drive an internal assessment process with staff. Currently, ITD primarily fulfills a help desk function, but First 5 LA would like the consultant to assess and validate the role envisioned for ITD as a strategic enabler during implementation of the agency s Strategic Plan. The assessment will evaluate technology systems maintained by ITD, structure and staffing of ITD, and business processes employed by ITD staff and internal customers of ITD to identify how they currently support the Strategic Plan and to inform how they might better support the Strategic Plan in the future. Based upon the results of the assessment, the Executive Team will make decisions on the consultant s preliminary recommendations, including vision and overarching IT strategy for the future. The final product with be a 5-year IT strategic plan that will help First 5 LA achieve greater impact. IV. SCOPE OF WORK Assessment of ITD Systems, Structures and Processes The selected consultant will conduct an assessment and provide preliminary recommendations to address immediate, short- and long-term vulnerabilities and needs. The consultant will then facilitate a process with the Executive Team to review the recommendations and determine the future direction of IT at First 5 LA. The selected consultant will conduct an assessment including but not limited to the following topics: IT Systems o All existing technical infrastructure and technology systems used throughout the agency, including the custom site www.first5la.org o Vulnerabilities in accessing the systems, including staff access rights o IT staff succession planning o Risks of system failure o Security risks o Inoperability of existing system o Business continuity o Emergency Preparedness o Components that require an upgrade o Ability to adequately recover from a disaster Staffing resources, including positions, roles, skills and department structure for ITD, required to support information management and the IT strategy Current business processes used by staff as they access IT resources and by ITD staff in their work Needs & Opportunities o Current and projected technology needs driven by organizational changes at First 5 LA o How technology supports our 2015-2020 Strategic Plan, our organizational structure and way of doing business. o Potential for IT to be better integrated into programmatic work o Business needs of all users at First 5 LA o Current and potential use of technology. For example, Sharepoint primarily serves as a file repository, and the full capabilities of Sharepoint are not maximized. 6 of 13

o High-level analysis of enterprise architecture integration opportunities for key applications Other concerns or problem areas Direction and vision of IT, informed by First 5 LA s stakeholders Tasks undertaken by the consultant may include but are not limited to the following: Read and understand First 5 LA s 2015-2020 Strategic Plan Interview Executive Team, Senior Director of Administration, Department Directors, ITD staff and other staff and stakeholders of First 5 LA as needed Research, compare and provide examples of IT systems, structures, processes and strategies of organizations similar to First 5 LA Acquire information from First 5 LA s software vendors as needed Review and validate information on infrastructure and systems from sources such as previously completed IT assessments and staff knowledge of IT systems. Review information in existing IT network diagrams Research costs of IT solutions Update First 5 LA regularly on work progress Present findings and recommendations to First 5 LA Leadership Revise findings and recommendations upon gathering feedback Following the conclusion of the assessment, First 5 LA expects at minimum the following deliverables: 1. Inventory and analysis of First 5 LA s IT infrastructure and systems, including gaps and vulnerabilities, 2. Analysis of First 5 LA s ITD structure and staffing, including gaps and vulnerabilities, 3. Analysis of First 5 LA s ITD business process, including gaps, pain points and vulnerabilities, 4. Analysis of current IT strategy and ITD role and recommendations on future IT strategy and ITD role, and 5. Report of a prioritized set of recommendations for immediate, short- and long-term solutions. The report shall include but shall not be limited to: a. Solutions for risks that require immediate mitigation b. Solutions for any identified risks, gaps, pain points or vulnerabilities c. Opportunities to serve unmet needs Each recommendation shall also include a cost estimate. The consultant will support the Executive Team in reviewing and validating the consultant s findings. The consultant will facilitate discussions with the Executive Team to agree upon key recommendations that will serve as the foundation for the 5-year IT strategic plan. Following approval of the recommendations by First 5 LA, the consultant will write a strategic plan to implement the recommendations. 5-Year IT Strategic Plan The purpose of the 5-year IT strategic plan is to lay out the path to actualize the IT strategy and vision across the agency and particularly in ITD, given the resources identified in the assessment phase of the project. The consultant is expected to collaborate continuously with First 5 LA leadership and staff in the development of the plan. Tasks undertaken by the consultant may include but are not limited to the following: 7 of 13

Incorporate decisions made about vision, strategy and other foundational elements into the plan Incorporate learning and information gathered during the assessment Research costs of IT solutions Update First 5 LA regularly on work progress Present drafts of strategic plan to First 5 LA Leadership Revise strategic plan upon gathering feedback First 5 LA expects that the 5-year IT strategic plan will cover topics such as, but not limited to: IT governance replacement planning service methodology policies project prioritization IT structure and staffing appropriate for carrying out the strategy in relation to the size of the organization internal and external resources required for implementation collaboration platforms, which may include re-engineering Sharepoint or other technology The plan shall describe major phases of work, tasks, short- and long-term milestones, and associated timelines. The plan shall address prioritization and sequencing of projects and activities. The plan shall provide cost estimates for projects and activities. The plan shall identify the staff anticipated to perform under this plan and their anticipated tasks/roles. Implementation Support The selected consultant will assist in the implementation of the IT Strategic Plan. This third phase is contingent upon the results of the assessment and IT Strategic Plan, and thus will be developed upon completion of the first two phases of work. V. SUMMARY OF DESIRED QUALIFICATIONS The ideal proposer will meet the following qualifications: Experience with performing similar work described for organizations of similar size, scope, technology and complexity of First 5 LA Adequate staff capacity to effectively complete the project Demonstrated experience completing deliverables on budget and on time Demonstrated experience in IT strategy development Experience with facilitating discussions about IT strategy Experience with implementing an IT strategy at an agency similar to First 5 LA in size, scope, technology and complexity. Demonstrated experience in IT assessment efforts Experience in identifying vulnerabilities, risks, and solutions for agencies similar to First 5 LA in size, scope, technology and complexity. Experience writing IT strategic plans for agencies similar to First 5 LA in size, scope, technology and complexity. 8 of 13

VI. TERMS OF PROJECT A final budget for the assessment and IT Strategic Plan will be negotiated once a consultant has been selected. The budget for implementation support will be negotiated upon completion of the IT Strategic Plan. Funds will be paid upon submission of invoices based on incurred expenses. First 5 LA anticipates that the contract will begin November 10, 2017. The selected consultant will enter into a fixed fee deliverables based contract with a fixed price payment structure. Final amount and length of contract will be negotiated with the selected proposer and may be subject to final approval by the Board of Commissioners. The selected contractor is responsible for supplying all business equipment needed to carry out its duties (e.g., computer, printer, fax, internet access, etc.). The duration, extension, renewal, and amendment of the contract may be contingent upon the First 5 LA Board of Commissioner s approval. VII. SELECTION PROCESS AND REVIEW CRITERIA First 5 LA will review the proposers based on the multi-stage review process detailed below. Proposals must score satisfactorily in each level of review, as applicable. Level 1 Internal Review: First 5 LA will evaluate all proposals for completeness and minimum requirements. Basic requirements include: timely receipt of proposal, submission of all required attachments and adherence to eligibility requirements. Proposals with omissions of any required documentation are subject to disqualification. First 5 LA will also conduct a due diligence review which includes a review of the Litigation and Contract Compliance form and a review of whether proposer (that are current and former contractors, grantees and vendors) currently remain placed in non-compliant status by First 5 LA under any existing and past agreement with First 5 LA. Level 2 Proposal Review: Proposers that pass Level 1 review will proceed to Level 2 review. Internal reviewers will review and score proposals using the review tool listed as Appendix C and sign a Conflict-of-Interest form. Highly scoring proposers in Level 2 Review will proceed to Level 3 Review. Please refer to Appendix C for specific Scoring Criteria that will be used during Level 2 review. Level 3 Interview Highly scoring proposals from Level 2 Review will proceed to Level 3 Review. Only key personnel on the proposed RFP must attend the interview. Interviews are scheduled to be held on dates shown in the RFP Timeline. These dates are subject to change at First 5 LA s sole discretion. Interviews will be held either at First 5 LA or via phone. Further written materials may be requested prior to or after the interview. First 5 LA reserves the right to schedule additional interviews/meetings should additional questions arise. The interview panel will recommend a proposer from the interview process to be awarded the contract or recommended to First 5 LA s Board of Commissioners for award of the contract. Reference Checks Reference checks will be completed. Information obtained through reference checks will complement the results from the other levels of review. First 5 LA must be able to contact a minimum of three (3) references provided by the proposer. If three (3) references cannot be reached, First 5 LA may deem 9 of 13

the proposer ineligible for this opportunity. Information obtained through the reference checks will complement the results from the other levels of review. The highest scoring applicant from the Level 3 review process, with successful references, will be recommended for award of the contract. VIII. REQUIRED DOCUMENTS Proposers must submit the following required documents through the online application system in order to be eligible for this RFP. All narrative sections should be single-spaced, 11 point font with 1 margins. 1. Online Application 2. Proposal (5 pages maximum) Describe the proposed work plan to accomplish the activities and complete the deliverables within the proposed timeframe proposed. It is expected that the proposer will use its expertise and offer suggestions to the scope of work to identify the required processes and methods to perform each project. If subcontractors are anticipated, describe what work will be subcontracted, experience with each potential subcontractor, and how the subcontracted work will be controlled and monitored to ensure that project goals are met. 3. Team Qualifications and Resumes (15 pages maximum, not including resumes) Demonstrate staff and team qualifications by providing the following: 1. Description of how the organization has adequate staff qualifications to complete the deliverables of this RFP and ensure that project goals are met. Please include information about lead personnel and key supporting personnel. 2. List of all staff and subcontractors that will perform or is anticipated to perform work under this RFP and the anticipated task/role. 3. Resumes for key personnel and subcontractors performing work for the project (resumes must clearly explain relevant background and qualifications of key personnel and subcontractors). 4. Summary of Experience (6 pages maximum) Describe two (2) relevant work experiences that specifically illustrate how proposer has been successful with previous projects of similar scope and scale. 5. Cost Proposal (2 pages maximum) Provide a fixed fee cost proposal for the assessment phase and a fixed fee cost proposal for the IT Strategic Plan phase of work. Please do not propose a cost for the implementation support phase. Provide a cost breakdown for each of the proposed fixed fees and include an explanation of your proposed costs. Also provide the hourly rate per staff anticipated to perform work for this project, including any subcontractors. State each staff member s name, title and rate. 6. References Provide a list of three (3) current or former references for which the proposer has performed similar work. Please use the form provided as Appendix D. 7. Litigation and Contract Compliance Form Please read the information on the required Litigation and Contract Compliance form thoroughly and include a signed copy by the proposal deadline. If you checked Yes to any of the questions on this form, please explain whether this will impact the project on this solicitation. Omission of the form will constitute an 10 of 13

incomplete proposal and may be grounds for disqualification. Refer to Appendix E Litigation and Contract Compliance Form and complete the form. 8. Business License Please attach a copy of your Business License if required by law. Failure to submit all required attachments will constitute an incomplete proposal and may be grounds for disqualification. Proposers are responsible for any errors omissions in their proposals and applications. In order to respond to this RFP, please complete and submit your proposal and all required documents to First 5 LA no later than 5:00 P.M. PT on September 14, 2017. Proposals received after this deadline will not be considered. It is the responsibility of the proposer to ensure, prior to submission, that its proposal reflects the requirements of this solicitation. IX. TERMS OF THE RFP First 5 LA has the right to amend this solicitation by written addendum. Such addenda shall be made available via the online funding center. Failure to address the requirements of addenda may result in the proposal not being considered, at the sole discretion of First 5 LA. It is the responsibility of proposers to ensure, prior to submission, that their application reflects the most recent addenda information and RFP requirements. Addenda to this solicitation, if any, will be posted on First 5 LA s website at http://www.first5la.org/funding-center. First 5 LA reserves the right to reject all proposals and re-solicit for proposals. Failure to comply with proposal specifications shall be grounds for disqualification of proposals. Each proposer shall be required to honor the price and specifications quoted for a minimum of sixty (60) calendar days following submission of the proposal. First 5 LA also reserves the right to cancel this RFP, in its sole discretion, at any time before execution of a contract. First 5 LA shall not be liable for any costs incurred in connection with a proposer s preparation of a proposal in response to this RFP. Any cover letters, résumés and curriculum vita, including attached materials, submitted in response to this RFP shall become First 5 LA s property and subject to public disclosure. Each proposal shall be retained for official files and will become public record upon submittal unless the proposal or specific parts of the proposal can be shown to be exempt from disclosure by law. The budget, scope of work and other contractual information may be included in board materials which are made public if the contract requires board approval. Each proposer may clearly label parts of a proposal as CONFIDENTIAL if the proposer thereby agrees to indemnify and defend First 5 LA for honoring such a designation. The failure to so label any information that is released by First 5 LA shall constitute a complete waiver of all claims for damages caused by any release of the information. If a public records request for information labeled confidential is received by First 5 LA, First 5 LA will notify the proposer of the request. Within seven (7) calendar days after First 5 LA s notification to the proposer, it will be the proposer s duty to act in protection of the labeled information. The proposer s failure to so act shall constitute a complete waiver. X. CONTRACTUAL CONSIDERATIONS The successful proposer must sign and adhere to the provisions of the First 5 LA Contract (see sample Contract Appendix F). The successful proposer must execute the Contract without substantive alteration. All proposers must review the sample Contract in detail and fully understand the contractual obligations described in the Contract, including all insurance requirements. 11 of 13

Current and former First 5 LA grantees, contractors and vendors must be in good standing and compliant with all aspects of current and former agreements with First 5 LA in order to be eligible to respond to this RFP. First 5 LA may deem a proposer ineligible to respond to this RFP if it finds, in its sole discretion, that the proposer has done any of the following: (1) violated any term or condition of a First 5 LA agreement; (2) committed any act or omission, or engaged in a pattern or practice, that negatively reflects on the proposer s quality, fitness or capacity to perform services listed in this RFP; (3) committed an act or offense that indicates a lack of business integrity or business dishonesty; or (4) made or submitted a false claim to First 5 LA or any other public entity. First 5 LA may, after contract award, amend the awarded contract, scope of work and any other exhibits in accordance with the terms of the contract and as needed throughout the contract term to best meet the needs of First 5 LA. The award of a contract by First 5 LA to an individual/agency/organization that proposes to use subcontractors for the performance of work under the contract resulting from this RFP process shall not limit First 5 LA s right to approve subcontractors, assemble teams and/or assign leads. Each proposer will be evaluated independently for added value to the overall team. A copy of executed subcontract(s) related to Program funding must be provided to First 5 LA. If the awarded contract is not signed prior to the intended start date, the commencement of any activities under the contract s Scope of Work/Performance Matrix (Exhibit A) will not begin until the contract execution date (the date all parties have signed and delivered the contract) and the successful proposer will not be eligible to obtain reimbursement for any costs incurred prior to the contract execution date, unless otherwise approved in writing by First 5 LA. If the awarded contract is not signed by the successful proposer within thirty (30) calendar days from the proposed intended start date, First 5 LA may withdraw the contract award. First 5 LA may revise the proposed effective date prior to final execution of the awarded contract. If the value of the contract is $75,000 or more in the aggregate in any fiscal year, the award and execution of the contract is subject to First 5 LA s Board approval. Any performance of services commenced prior to obtaining all written approvals by First 5 LA shall be considered voluntary. Unless otherwise submitted during the RFP process, the successful proposer will be required to submit additional required documentation including, but not limited to, the following documents before the awarded contract can be fully executed: Litigation and Contract Compliance Form By-laws (if applicable) Articles of Incorporation (if applicable) Board of Directors or List of Partners (as applicable) Signature Authorization Form Annual Independent Audit for prior fiscal year or calendar year (if applicable) Appropriate business licenses (for vendors or private organizations) IRS Determination Letter for non-profit status (if applicable) Completed IRS Form W-9 Memorandums of Understanding and Subcontracts (for any sub-contractors, collaborators, and/or partners) Certificates of Insurance for all insurance requirements outlined in the sample Contract. 12 of 13

XI. APPEALS POLICY First 5 LA reserves the right, without prejudice, to reject any or all submitted proposals. An appeal shall be permitted only on the grounds that the decision violated applicable law, First 5 LA policies and procedures, or the terms of this RFP. Appeals challenging First 5 LA s decision on the merits or qualifications of proposers or the scoring of proposals shall not be permitted. An appeal of a First 5 LA decision shall be in writing and filed with the office of the Executive Director, or his or her designee, within ten (10) business days following the date the notification of decision is made by First 5 LA. For more information, please refer to the Appeals Policy located at http://www.first5la.org/about-us/policies. XII. APPENDICES Appendix A First 5 LA 2015-2020 Strategic Plan (Information) Appendix B Current Information Technology Infrastructure (Information) Appendix C Level 2 Review: Proposal Scoring Criteria (Information) Appendix D References (For submission with application) Appendix E Litigation and Contract Compliance Form (For submission with proposal) Appendix F Sample Contract (Information) 13 of 13