Request for Offer (RFO) # 12-4769 Change Management Requirements For: CALREACH You are invited to review and respond to this RFO. To submit an offer for these goods and/or services, you must comply with the instructions contained in this document. By submitting an offer, your firm agrees to the terms and conditions stated in this RFO and your CMAS contract. Read this document carefully. The RFO due date is: May 28, 2013. Responses to this RFO and any required copies must be clearly labeled and submitted by mail or hand carried to: Autumn Hernandez Office of Statewide Health Planning and Development 400 R Street, Suite 380 Sacramento, CA 95811 Telephone: (916) 326-3980 Email Address: Autumn.Hernandez@oshpd.ca.gov May 14, 2013
General Information 1 Background and Purpose of the Request For Offer (RFO) The Office of Statewide Health Planning and Development (OSHPD) is currently in the process of managing changes towards the recent implementation of their Software as a Service (SaaS) solution which supports the administration of OSHPD s scholarship, loan repayment, and grants programs for Responsive Electronic Application for California s Healthcare (CalREACH). The solution will centralize eligibility and automate the process to apply for financial incentives to increase the supply of health providers in underserved areas of California. These programs are currently being administered by OSHPD s Health Professions Education (Foundation) and Healthcare Workforce Development Division (HWDD). To support this endeavor, OSHPD developed a comprehensive Business Process Improvement (BPI) analysis as well as detailed Functional and Technical Requirements, both geared towards identifying, defining, documenting, and confirming Pre-Implementation and Procurement Requirements (Phase 1) and the actual System Implementation (Phase 2). With the conclusion of Phase 1 and 2 activities, OSHPD identified that the SaaS online application were developed primarily to support corporate and non-profit grant-making and philanthropy rather than government administration of scholarship and loan repayment programs. Consequently, various modifications were required to this SaaS solution to adapt to OSHPD s requirements. OSHPD is seeking a consultant to perform Change Management Service (Phase 3) to ensure that all requirements for the necessary modification to our requirements to implement the SaaS solution in terms of functionality, usability, reliability, performance, security, and supportability are being followed through. Specific requirements are defined in the Statement of Work included as Exhibit A. All interested firms must be current California Multiple Award Schedule (CMAS) contractors and meet the requirements specified in this RFO. Contractors must have qualified staff on hand for this project and ready to begin work on or before the project initiation date specified in the key dates. 2
1 Key Actions/Dates Key Actions Date 1 Release of RFO May 14, 2013 Email Questions regarding RFO due to OSHPD* May 16, 2013 3:00 P.M. PST Q & A Published May 17, 2013 RFO Response Due Date (Received at OSHPD) May 28, 2013 3:00 P.M. PST Anticipated Contract Award June 17, 2013 Contract Initiation June 28, 2013 Contract Completion June 27, 2014 * Emailed questions and responses replace the Contractors Conference. All questions regarding this RFO must be in writing and received by the OSHPD Project Contact, listed below, no later than 3:00 p.m. PST, Thursday, May 16, 2013. The Project Contact will compile written answers to questions which have been received by the question due date then send the responses by email to all potential CMAS contractors who requested the RFO after receiving the initial inquiry of interest. 2 RFO Response Requirements This RFO and the contractor s response to this document may be made part of the CMAS order documents and the resulting contract file. One full copy of your approved CMAS must be provided with the offer. Responses must contain all requested information and data and conform to the format described in this section. It is the contractor s responsibility to provide all necessary information OSHPD needs to evaluate the response, verify requested information and determine the contractor s ability to perform the tasks and activities defined in the Statement of Work (Exhibit A) and Cost Worksheets (Exhibit B-1). The contractor must submit one (1) copy on digital media in MS Word 2007 format, one (1) printed original and four (4) printed copies of the RFO response to the Department Contact no later than 3:00 p.m. May 28, 2013. Electronic only responses will NOT be accepted. Late or incomplete RFO responses will NOT be considered. 3 RFO Response Content Final Checklist (Exhibit C) has been provided to ensure all requirements are included in the RFO offer submitted to OSHPD. 1 All key action/dates are based on procurement document approvals and issuance of the purchase order for these services. The actual initiation and completion dates will be set at the time the purchase order is issued 3
Statement of Work (Exhibit A) Contractors must submit a response that maps each task/deliverable to the requirements. The response must include: Evidence of understanding of the project/work requirements Provide documented samples of SaaS Requirements Development and Change Management work from previous projects A proposed approach to complete the work objectives Proposed outline and/or samples of each key deliverable (provide samples from previous projects) Preliminary project plan and schedule for SaaS Requirements Development and/or Change Process Support activities Project team organization and staffing Qualifications of the firm including at least two non-oshpd references from previous state or federal projects that are similar in nature and scope to this project (reference name, title, company/agency, phone number and e-mail address are required) Resumés for each proposed project staff person and an explanation setting forth how each person is qualified for the proposed classification Costs Complete Exhibit B-1 Cost Worksheet, detailing direct labor and other costs. Travel Costs All work will be performed at OSHPD s Sacramento offices (400 R Street) located in downtown Sacramento. Travel costs to any work sites within the greater Sacramento area will not be reimbursed. Administrative Requirements: Contractors must include all of the required or applicable items identified below: Requirement Item Requirement Status Payee Data Record (STD 204) Full CMAS Contract Disabled Veterans Business Enterprise (DVBE) Preference Small Business Preference REQUIRED REQUIRED Not Required However, indicate in your response if you are a Certified DVBE and include a copy of your certification. Not Required However, indicate in your response if you are a Certified Small Business and include a copy of your certification. 4
Requirement Item List of subcontractors Requirement Status If used, your response must identify all subcontractors you intend to use for this project. Provide the subcontractor s firm name, address, contact person, and phone number. Subcontractors are subject to all CMAS terms and conditions. 4 Contractor Minimum Qualifications The Contractor must meet the following minimum qualifications to be given further consideration: 1. Must be a qualified CMAS vendor in good standing with the Department of General Services. 2. Key personnel must have at least 3 years experience providing Requirements Development and/or Change Management services to government agencies. At least 2 of those years must have been provnding services towards scholarships, loan repayments, and grants administration. 3. Must have a mature requirements methodology consistent with industry best practices. 4. Must demonstrate understanding of the systems development lifecycle (SDLC) and the implementation of software solutions. 5 Contractor Desirable Qualifications The contractor demonstrates and understanding and experience in the following areas: 1. Knowledge of scholarship, loan, and grants process 2. Training facilitation experience 3. Workflow and document management solutions 6 Evaluation Process Selection will be based on the best overall value. RFO responses that meet all requirements for a complete response will be considered responsive. Responsive RFO responses will be assessed using a two-step method to determine the selected offer. Step 1 Each response will be assessed based on the technical review factors/criteria as outlined in the following table. The technical review has a possible 60 points. Prospective offers must receive a minimum of 42 points to be considered responsive. Responses that fail to meet the minimum technical points will be rejected. Only the responsive offers will be considered in Step 2. Step 2 Cost has a possible 40 points. The points will be determined according to the criteria/formula specified in the following table. 5
A. Demonstrates experience in Change and/or Requirements Development Services and provides documented examples of former engagements B. Demonstrates knowledge and experience of scholarships, loan repayments, and grants C. Demonstrates knowledge and experience in workflow and document management solutions UNDERSTANDING OF STATEMENT OF WORK A. Address specific services requested B. Demonstrates clear understanding of scope of work to be performed Office of Statewide Health Planning and Development CATEGORY AND CRITERIA MAXIMUM POINTS = 60 Possible Points: 25 (10 points each A-B;5 points for C) APPROACH CLEARLY STATED A. Description of the services and the methodology the firm proposes for this project. B. Preliminary project plan and schedule for Change and/or Requirements Activities that demonstrates a suitable approach for Foundation and HWDD s business needs. Points are awarded to responses that adequately addresses experience and knowledge in each area listed (A-C). Possible Points: 10 (5 points each) Points are awarded to responses that demonstrate an understanding of the work that is to be provided and adequately addresses the criteria listed for each section. Possible Points: 20 (10 points each) Clearly describes the approach of the services and methodology. Clearly demonstrates an approach tailored to meet Foundation and HWDD s specific needs. REFERENCES A. References for work in Change and/or Requirements Development Activities field for similar engagements comparable in scope to this project or to larger projects Possible Points: 5 -Provides references for similar engagements -Previous work met expectations -Effective communication on issues -Previous work demonstrated quality of work performed and products delivered Minimum score of 42 (70%) points must be met on the above criteria CATEGORY AND CRITERIA MAXIMUM POINTS = 40 COST Possible Points: 40 Lowest offer receives the maximum points. Remaining offers are reduced in proportion to the multiple of lowest offer (dollar amount over lowest offer, divided by lowest offer, times maximum points Example : Lowest Offer: $40,000 Next Lowest: $45,000 (45,000-40,000)/40,000 x 40 = 5 pts 40 points 5 points = 35 points $40,000 = 40 points; $40,000 = 35 points 6
REQUEST FOR OFFER STATEMENT OF WORK Exhibit A Scope and Description The Office of Statewide Health Planning and Development (OSHPD) is requesting change management service necessary for the modification to our requirements for the post SaaS implementation to support the administration of OSHPD s scholarship, loan repayment, and grants programs. The refined or revised requirements developed out of this service will be used to support CalREACH system s application submissions for scholarships, loan repayment and grants funding to students enrolled in health professions education programs and health professional training program. Contractor Responsibilities The contractor shall: Refine/revise OSHPD s requirements and/or business processes for portions of the system that will go live after June 2013 (Contracts, Payments, Monitoring Processes) Develop and maintain a requirements traceability matrix for portions of the system that will go live after June 2013 Update process maps and narrative for existing HPEF and HWDD programs Capture lessons learned after implementation Augment/facilitate training activities where needed Coordinate changes in requirements and/or users interactions with the system for the next application cycle for June 2014 implementation Conduct Business Process Improvement review of new programs (not in original CalREACH scope) to include the following: map processes, document requirements, map data, and prepare forms design for implementation in the SaaS vendor s environment 7
State Responsibilities OSHPD shall: Office of Statewide Health Planning and Development Provide access to OSHPD staff and subject matter experts Review interim and completed work Accept the completed and approved work Provide computers and workspace for the Contractor (Up to 2 staff) Assign an OSHPD Project Manager to coordinate Contractor activities Key Deliverables Provide change management/coordination to refine and revise requirements after system implementation Periodic update/changes to CalREACH SaaS Requirements Documentation and/ or the Business Process Improvement (BPI) Documentation, as directed by OSHPD after system implementation Development and ongoing maintenance of Requirements Traceability Matrix Capture Lessons Learned after system implementation Augment /Facilitate selected SaaS vendor s solution training activities where needed Acceptance Criteria OSHPD will be the sole judge of the acceptability of all deliverables produced by the Contractor as a result of this Agreement. Contractor s deliverables that fail to meet the terms and conditions of this contract, minimum OSHPD conditions, expectations, requirements or other applicable standards, specifications or guidelines, the following resolution process will be employed: OSHPD will notify Contractor in writing of deliverable non-acceptance by identifying the specific inadequacies and/or failures in the deliverables produced by the Contractor. The notification will occur within fourteen (14) business days of receipt of deliverable. If no notification is provided by OSHPD within fourteen (14) business days, Contractor may invoice and bill for the deliverables. 8
Contract Amendments In the event of unforeseen delays, contract may be amended to add time and/or money at the same rates as listed on the contractor s proposal. All amendments must be consistent with selected contractor s CMAS agreement and state contracting laws and policies. Additional Contract Terms The Contractor is expected to provide all deliverables over the period of the contract. The contract term is to begin Junely 28, 2013 and run through June 27, 2014. Services proposed on this offer cannot exceed $125,000 dispersed over the term of the contract. The contract is subject to CMAS terms and conditions between the Contractor and the State of California. This is a time and material-based contract provided by the Contractor at the rates included in the contractor offer, as identified in Exhibit B-1. Progress payments will be made upon completion and written acceptance of the work provided under this contract. No more than one invoice per month can be submitted. Invoices must include the Agreement Number and be submitted in triplicate to: Office of Statewide Health Planning and Development Accounting Office 400 R Street, Suite 359 Sacramento, CA 95811 9
REQUEST FOR OFFER MAIN CONTRACTOR COST Exhibit B-1 COST WORKSHEET Name CMAS Title Hourly Rate Hours TOTAL SUBTOTAL SUBCONTRACTOR COSTS Name CMAS Title Hourly Rate Hours TOTAL SUBTOTAL CONTRACT TOTAL 10
REQUEST FOR OFFER Exhibit C Final Checklist The offer package must include the following: [ ] Cover Letter identifying your firm s primary contact, phone number and email address [ ] Technical Proposal: Section 4, RFO Response Content [ ] Cost Worksheets Exhibit B-1 [ ] Payee Data Record (STD 204) [ ] One (1) copy on digital media in MS Word 2007 format; original and four (4) printed copies of the offer package [ ] Full copy of your CMAS package ALL OFFERS MUST BE SENT OR DELIVERED TO: Autumn Hernandez Office of Statewide Health Planning and Development Request for Offer 12-4769 400 R Street, Room 380 Sacramento, CA 95811 ALL OFFERS MUST BE RECEIVED AT THE ABOVE ADDRESS NO LATER THAN 3:00 P.M. ON MAY 28, 2013. RFO RESPONSES RECEIVED AFTER 3:00 P.M. ON MAY 28, 2013 WILL BE REJECTED. 11