MICHIGAN DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND BUDGET IT SERVICES for Project Control Office (PCO) STATEMENT OF WORK Enterprise Architecture (EA) - Solution Design Team (SDT) Project Manager (PM) A Pre-Qualification Program was developed to provide a mechanism for the creation and startup of the Project Control Office (PCO), staff augmentation and project management support of various projects across The Department of Technology, Management and Budget (DTMB) and related project management activities. The PCO will be used to monitor the status of on-going projects to ensure that projects stay on track to achieve the anticipated benefits. In addition, the PCO will:
Ensure consistent and accurate progress reporting on the costs and other critical resources consumed by projects. Provide stakeholders with timely assessments of project progress, with early identification and correction of project-level issues that may impact performance. Adjudicate resource conflicts between projects. Maintain visibility of key project information across the program. Ensure that the project portfolio remains in tune with changing business objectives and strategy. Identify lessons-learned and continually refine the PCO process.
Process for obtaining PCO Services The State, after formalizing a comprehensive Work Request, will facilitate a second tier selection process for each Contracting effort. This PCO Work Request template will identify the statement of work, category of service, period of performance, deliverables, specific response information required, work evaluation, payment criteria, and any special terms and conditions. Awards made as a result of any formal Work Request for PCO Services will be subject to the defined services and Terms and Conditions of the Primary Contracts listed below. Each award will be issued as a change notice to the applicable Primary Contract.
This is a PCO work request. Only the pre-qualified Contractors listed below may submit proposals. Contractor Name
City
State
Contract Number
CW Professional Services (DBA-Lochbridge) Dewpoint
Detroit Lansing
MI MI
071B4300086 071B3200057
OH
071B3200059
IL
071B3200056
MI
071B3200053
Advocate Solutions, LLC Columbus Government Solutions, Inc. CSG Chicago HP State & Local Enterprise Services, Inc. Lansing Reminder: The following are requirements for PCO proposals:
Bidders are limited to One (1) candidate resume per position Candidates MUST meet the minimum requirements of the position One (1) copy of each resume MUST be submitted All resumes submitted must be sent "blind" (not on company letterhead and without logos or identifying company marks) Rate proposal must be submitted according to instructions in the Information Required from Contractors Section, Rate Proposal.
Failure to adhere to any of the above requirements may result in the contractor being disqualified. This request is issued under your Contract with the Michigan Department of Technology, Management and Budget, Purchasing Operations, as established under the Project Control Office (PCO) Program.
Project Title: Enterprise Architecture (EA) - Solution Design Team (SDT) Requesting Agency: DTMB EA Buyer: Whitnie Zuker Required Skill Category Requested:
Period of Coverage: 11/24/2014 – 11/23/2015 Date: 11/03/14 Phone: 517-643-8547
One (1) Senior Project Manager for an estimated 1820 hours
The Enterprise Architecture (EA) - Solution Design Team (SDT) Senior Project Manager (PM) resource must manage the scope and sequence of activities required to delivering SDT services to the team’s portfolio of project engagements. The domain of projects engaged includes the most highly visible and most complex projects, across multiple state agencies. Estimating 1820 work effort hours over the period covered. The estimated hours may be increased/decreased at any time during this project. This Position is deemed as Key Personnel. See Staffing Skillsets Criteria section below for further details to fulfill this position. The State reserves the right to add additional resources to support the DTMB EA STD pilot program. If additional positions are required, the State will provide the vendor a 30 day notification and the vendor will provide a list of candidates with resumes within ten business days or a timeline that is mutually agreed upon with the state and the vendor. Any and all additional resource requests must be approved and executed by DTMB Procurement prior to coming on board. BACKGROUND: The State of Michigan’s (SOM) Office of Enterprise Architecture (EA), at the direction of the Chief Technology
Officer (CTO), implemented the SDT as a pilot program supporting a limited scope of mission-critical IT projects, beginning in November 2013. The SDT consists of a cross-functional team of IT professionals, with SMEs drawn from a wide variety of IT disciplines. During the pilot, the SDT successfully provided guidance, acceleration, contingency planning and, where necessary, remediation for such vital projects as the Affordable Care Act (ACA) / Medicaid Compliance Program (MCP) and Michigan Identity Citizen Access Management (MICAM). As a result of the successful pilot, DTMB’s Chief Deputy Director instructed the CTO to expand the SDT, to deliver the same services on a permanent basis and with an enterprise scope. PROJECT OBJECTIVE: The SDT must provide guidance, acceleration, contingency planning and, where necessary, remediation for a wide variety of mission critical projects, based on a Statement Of Work (SOW) negotiated with each project team, prior to beginning the SDT engagement. The SDT must ensure that engaged project teams receive all support necessary to successfully meet their project goals and deliverables, on-time and on-budget. All SDT project engagements will be managed by the SDT Project Manager, in alignment with DTMB standard Project Management Methodology and Solution Engineering Methodology. The Senior Project Manager must manage the scope and sequence of activities required to delivering SDT services to the team’s portfolio of project engagements. The domain of projects engaged includes the most highly visible and most complex projects, across multiple state agencies. The estimated time period for this resource will be 11/24/2014 – 11/23/2015 with the possible option to extend. SCOPE OF WORK: The Project Manager will work under the direction of the SDT Program Lead for the covered period. Services provided include, but are not limited to: 1. Deliver PM services in support of the organization and operation of the SDT and the operation of the SDT engagement lifecycle process. 2. Provide project management support services, to help guide engaged project teams in meeting their PMM and SEM requirements, as documented in approved SDT engagement SOWs. This may include recommendations on scope control, resource usage, time management, cost management and best practices. TASKS: Specific tasks include, but are not limited to: 1. Provide information and support to project teams contemplating an SDT engagement. Manage the SDT Engagement process, to ensure that required submissions and approvals are received prior to the start of an SDT engagement. 2. Organize and schedule the activities of the SDT. 3. Track and provide up-to-date bill-back information and bill-back guidance for SDT members. 4. Coordinate SDT activities, to ensure that engaged client projects will be completed on time, within budget and within scope. a. This includes the development and execution of detailed project plans (and supporting documents) for managing the activities of the SDT itself, including schedule, budget, issues and risks. 5. Develop, maintain and execute required project documentation and deliverables in alignment with the State’s project management methodology (PMM) and system engineering methodology (SEM) utilizing the State Unified Information Technology Environment (SUITE). 6. Develop and execute a Communication Plan, detailing communications interactions with team, management, and stakeholders. Prepare for and facilitate meetings as defined in the approved project communications plan.
7. Develop and implement change control process; risk management process, and issue management process. Take proactive, expedient actions to mitigate project issues and risks and escalate for resolution as appropriate. Execute effective control processes to ensure SDT services are delivered within scope, on time and on budget. 8. Provide project management mentoring and support of other project management activities. 9. Provide support for other Projects on an as needed basis requested by the SOM 10. Provide State of Michigan resource planning, forecasting and role and skill descriptions. 11. Maintain records of work completed and deliverables. Ensure all required documentation is complete. 12. Collect and report on the status, progress and general health of the SDT.
DELIVERABLES: Deliverables will not be considered complete until the SDT Program Lead has formally accepted them. Deliverables for this project include, but not limited to: 1. All deliverables required by the SOM’s Project Management Methodology (PMM). 2. All deliverables required by the SOM’s System Engineering Methodology (SEM). 3. Weekly Time Sheets: Each Friday, a time sheet will be completed and submitted to the SDT Program Lead. The time sheet will list the week’s services performed and actual hours worked. 4. SDT client satisfaction survey summaries and metrics reports. 5. Documented agendas, issues and resolutions, risks and mitigations, changes, decisions, action items and meeting notes. 6. Engagement status reports. APPROVAL OF DELIVERABLES, IN GENERAL (a) All Deliverables (Written Deliverables, and Service Deliverables) require formal written approval by the State, in accordance with the following procedures. Formal approval by the State requires that the Deliverable be confirmed in writing by the State to meet its specifications. The parties acknowledge that the approval process set forth herein will be facilitated by ongoing consultation between the parties, visibility of interim and intermediate Deliverables and collaboration on key decisions. (b) The State’s obligation to comply with any State Review Period is conditioned on the timely delivery of Deliverables being reviewed. (c) Prior to commencement of its review or testing of a Deliverable, the State may inspect the Deliverable to confirm that all components of the Deliverable have been delivered without material deficiencies. If the State determines that the Deliverable has material deficiencies, the State may refuse delivery of the Deliverable without performing any further inspection or testing of the Deliverable. Otherwise, the review period will be deemed to have started on the day the State and Contractor receive the Deliverable and agree that the Deliverable is ready for use and, where applicable, Contractor has provided certification in accordance with Section 6.3(a). (d) The State will approve in writing a Deliverable upon confirming that it conforms to and, performs in accordance with, its specifications without material deficiency. The State may, but shall not be required to, conditionally approve in writing a Deliverable that contains material deficiencies if the State elects to permit Contractor to rectify them post-approval. In any case, Contractor will be responsible for working diligently to correct within a reasonable time at Contractor’s expense all deficiencies in the Deliverable that remain outstanding at the time of State approval. (e) If, after three (3) opportunities (the original and two repeat efforts), Contractor is unable to correct all deficiencies preventing Final Acceptance of a Deliverable, the State may: (i) demand that Contractor cure the failure and give Contractor additional time to cure the failure at the sole expense of Contractor; or (ii) keep any resulting Contract(s) in force and do, either itself or through other parties, whatever Contractor has failed to do, in which event Contractor shall bear any excess expenditure incurred by the State in so doing beyond the Contract(s) price for such Deliverable and will pay the State an additional sum equal to ten percent (10%) of such excess expenditure to cover the State’s general expenses provided the State can furnish proof of such general
expenses; or (iii) terminate the particular Statement of Work for default, either in whole or in part by notice to Contractor provided Contractor is unable to cure such breach. Notwithstanding the foregoing, the State shall not use, as a basis for exercising its termination rights under this Section, deficiencies discovered in a repeat State Review Period that could reasonably have been discovered during a prior State Review Period. (f) The State, at any time and in its reasonable discretion, may halt the testing or approval process if such process reveals deficiencies in or problems with a Deliverable in a sufficient quantity or of a sufficient severity as to make the continuation of such process unproductive or unworkable. In such case, the State may return the applicable Deliverable to Contractor for correction and re-delivery prior to resuming the testing or approval process. PROCESS FOR APPROVAL WRITTEN DELIVERABLES: The State Review Period for Written Deliverables will be the number of days set forth in the applicable Statement of Work/Purchase Order following delivery of the final version of the Deliverable (failing which the State Review Period, by default, shall be five (5) Business Days for Written Deliverables of one hundred (100) pages or less and ten (10) Business Days for Written Deliverables of more than one hundred (100) pages). The duration of the State Review Periods will be doubled if the State has not had an opportunity to review an interim draft of the Written Deliverable prior to its submission to the State. The State agrees to notify Contractor in writing by the end of the State Review Period either stating that the Deliverable is approved in the form delivered by Contractor or describing any deficiencies that must be corrected prior to approval of the Deliverable (or at the State’s election, subsequent to approval of the Deliverable). If the State delivers to Contractor a notice of deficiencies, Contractor will correct the described deficiencies and within five (5) Business Days resubmit the Deliverable in a form that shows all revisions made to the original version delivered to the State. Contractor’s correction efforts will be made at no additional charge. Upon receipt of a corrected Deliverable from Contractor, the State will have a reasonable additional period of time, not to exceed the length of the original State Review Period, to review the corrected Deliverable to confirm that the identified deficiencies have been corrected. PROCESS FOR APPROVAL OF SERVICE DELIVERABLES: The State Review Period for approval of Service Deliverables is governed by the applicable Statement of Work/Purchase Order (failing which the State Review Period, by default, shall be forty- five (45) Business Days for a Service Deliverable). The State agrees to notify Contractor in writing by the end of the State Review Period either stating that the Deliverable is approved in the form delivered by Contractor or describing any deficiencies that must be corrected prior to approval of the Deliverable (or at the State’s election, subsequent to approval of the Deliverable). If the State delivers to Contractor a notice of deficiencies, Contractor will correct the described deficiencies and within thirty (30) Business Days resubmit the Deliverable in a form that shows all revisions made to the original version delivered to the State. Contractor’s correction efforts will be made at no additional charge. Upon receipt of a corrected Deliverable from Contractor, the State will have a reasonable additional period of time, not to exceed the length of the original State Review Period, to review the corrected Deliverable to confirm that the identified deficiencies have been corrected. PROCESS FOR APPROVAL OF PHYSICAL DELIVERABLES: The State Review Period for approval of Physical Deliverables is governed by the applicable Statement of Work/Purchase Order (failing which the State Review Period, by default, shall be forty-five (45) continuous Business Days for a Physical Deliverable). The State agrees to notify Contractor in writing by the end of the State Review Period either stating that the Deliverable is approved in the form delivered by Contractor or describing any deficiencies that must be corrected prior to approval of the Deliverable (or at the State’s election, subsequent to approval of the Deliverable). If the State delivers to Contractor a notice of deficiencies, Contractor will correct the described deficiencies and within thirty (30) Business Days resubmit the Deliverable in a form that shows all revisions made to the original version delivered to the State. Contractor’s correction efforts will be made at no additional charge. Upon receipt of a corrected Deliverable from Contractor, the State will have a reasonable additional period of time, not to exceed the length of the original State Review Period, to review the corrected Deliverable to confirm that the identified deficiencies have been corrected. DELIVERABLE ACCEPTANCE CRITERIA: Resource will work with SDT Program Lead to develop formal acceptance criteria. Acceptance criteria for this project may include, but are not limited to: All deliverables included in the State’s Project Management Methodology (PMM). All deliverables included in the State’s System Engineering Methodology (SEM). All Deliverables will not be considered complete until the SDT Program Lead has formally accepted them. All Documentation must be complete and meet both SOM and DTMB standards.
PROJECT CONTROL AND REPORTS: A bi-weekly progress report must be submitted to the SDT Program Lead throughout the life of this project. This report may be submitted with the billing invoice. Each bi-weekly progress report must contain the following: 1. Hours: Indicate the number of hours expended during the past two weeks, and the cumulative total to date for the project. Also state whether the remaining hours are sufficient to complete the project. 2. Accomplishments: Indicate what was worked on and what was completed during the current reporting period. 3. Planned Tasking: Describe activities to be accomplished during the next reporting period. 4. Funds: Indicate the amount of funds expended during the current reporting period, and the cumulative total to date for the project. 5. Issues: Indicate major issues/risks/changes, real or perceived, and recommend resolutions SPECIFIC AGENCY STANDARDS: DTMB standards shall be adhered to. PAYMENT SCHEDULE: Payment will be made on a Time and Materials and all invoices must include the purchase order number basis. DTMB will pay CONTRACTOR upon receipt of properly completed invoices which shall be submitted to the billing address on the State issued purchase order not more often than monthly. DTMB Accounts Payable area will coordinate obtaining Agency Project Manager and DTMB Project Manager approvals. All invoices should reflect actual work completed by payment date, and must be approved by the Agency Project Manager and DTMB Project Manager prior to payment. The invoices shall describe and document to the State’s satisfaction a description of the work performed, the progress of the project, and fees. Payment shall be considered timely if made by the DTMB within forty-five (45) days after receipt of properly completed invoices. EXPENSES: The State will not pay for any travel expenses, including hotel, mileage, meals, parking, etc., unless the State has agreed in advance and in writing to reimburse Contractor for such expenses at the State’s current travel reimbursement rates. PROJECT CONTACT: The DTMB Buyer for this project is: Whitnie Zuker DTMB – Procurement Buyer, IT Division Constitution Hall – 1st Floor 525 W. Allegan Street Lansing, MI 48933 Phone: 517-284-7030 Fax: 517-335-0046 Email:
[email protected] STATE RESPONSIBILITIES: 1. SDT Program Lead will be reviewing and approving performance and deliverables. 2. State will make their staff reasonably available. 3. State will provide office space. 4. State will provide telephone access for project-related calls originating from within the State’s office. 5. State will provide copying equipment for project-related documents. 6. State will provide access to Facsimile equipment for items that are project related. 7. State will provide computer hardware and software, as deemed necessary. LOCATION OF WHERE THE WORK IS TO BE PERFORMED: SOM office buildings, Lansing Michigan EXPECTED CONTRACTOR WORK HOURS AND CONDITIONS: Work hours are not to exceed eight (8) hours a day, forty (40) hours a week. Normal working hours of 8:00 am to 5:00 pm are to be observed unless otherwise agreed to in writing.
No hours over 40 hrs./week will be permitted without prior written approval of the SDT Program Lead. Any hours over 40 hrs./week are paid at straight time, no premium pay will be authorized. SKILL SET CRITERIA Responses will be evaluated on the following criteria:
1. 2. 3. 4. 5. 6.
Skill Sets 10+ years of experience as an IT project manager. 5+ years experience as a senior-level project manager. 1+ years of demonstrated success in managing IT projects using the SOM’s SUITE SEM and PMM. High level of proficiency with MS SharePoint, Word, Excel, Visio, PowerPoint, Outlook. Bachelor’s degree or higher, in any field of study. Extensive background in IT infrastructure management. Total
Weight 25 25 15 15 10 10 100
Although not an element of the response scoring evaluation, the following candidate attributes are strongly desired: Desired Candidate Attributes Superior organizational skills. Superior written and verbal communication skills
The tier II award will be made to the responsive and responsible bidder who offers the best value to the State of Michigan. Interviews may be taken into consideration when the State makes a best value award. Best value will be determined by the bidder meeting the minimum point threshold and offering the best combination of the factors stated in Skill Set Criteria, Desired Candidate Attributes, interviews, and price.
INFORMATION REQUIRED FROM CONTRACTORS
CANDIDATE INFORMATION
Name and date of availability of the candidate for each requested position. The resume(s) of the actual individual(s) proposed The results of two reference checks that the Contractor has performed on the proposed individual, including the names and telephone numbers of the references themselves. At least one of these reference checks must be from a supervisor. The results of a criminal background check and any additional screening required by a specific work statement to meet agency requirements upon award. Verification of a candidate’s permission to work in the United States. Payment Rate for each resume submitted. Payment rates may not exceed the rates in the Contract. However, the Payment rates may be less, depending on the State's requirements, nature of the job market, and candidate's abilities. A signed commitment letter from the individual referencing the SOW number, with the candidate’s name, signature, and date. Blanket commitment letters for all ITB’s will not be accepted. During the response period, the Contractor may request any clarification needed on the Statement of Work.
RATE PROPOSAL
All rates quoted in contractor’s response to this work request will be firm for the duration of the contract. No price changes will be permitted.
Staffing Position Required Senior Project Manager
Estimated Hours 1820
PROPOSAL SUBMITTAL Submit 1 copy of each qualified name and resume and 1 copy of the Rate Proposal in accordance with the following instructions:
Submit all bids ELECTRONICALLY via BUY4MICHIGAN NO LATER THAN 3:00 P.M. ON THE DUE DATE AS INDICATED ON BUY4MICHIGAN. Submit with your proposal a signed cover letter with the company name, contact name and phone number, contact email address, and ITB number. All resumes submitted must be sent "blind" (not on company letterhead and without logos or identifying company marks).
