State of California
Bid RFI - 0515
5
Solicitation RFI - 0515
RFI-CALIFORNIA PROJECT APPROVAL/PROJECT AND PORTFOLIO MANAGEMENT PROJECT
Bid designation: Public
State of California
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State of California
Bid RFI - 0515
Bid RFI - 0515 RFI-CALIFORNIA PROJECT APPROVAL/PROJECT AND PORTFOLIO MANAGEMENT PROJECT Bid Number
RFI - 0515
Bid Title
RFI-CALIFORNIA PROJECT APPROVAL/PROJECT AND PORTFOLIO MANAGEMENT PROJECT
5
Expected Expenditure $0.00 (This price is expected - not guaranteed) Bid Start Date
May 26, 2015 1:21:18 PM PDT
Bid End Date
Jun 30, 2015 4:00:00 PM PDT
Question & Answer End Date
Jun 9, 2015 4:00:00 PM PDT
Bid Contact
TIFFANY ANGULO 916-454-7299
[email protected]
Standard Disclaimer The State of California advises that prospective bidders periodically check the websites, including but not limited to Bidsync, and/or other state department links for modifications to bid documents. The State of California is not responsible for a prospective bidder's misunderstanding of the bid solicitation or nonresponsive bid due to failure to check these websites for updates or amendments to bid documents, and/or other information regarding the bid solicitations. Failure to periodically check these websites will be at the bidder's sole risk. The information published and/or responded to on these websites is public information. Confidential questions/issues/concerns should be directed to the contact on the ad.
Description REQUEST FOR INFORMATION (RFI) CALIFORNIA PROJECT APPROVAL/PROJECT AND PORTFOLIO MANAGEMENT PROJECT The purpose of this Request for Information (RFI) is to solicit information and suggestions to the California Department of Technology, (Department of Technology) Information Technology Project Oversight Division (ITPOD) on currently available Project Portfolio Management (PPM) solutions for planning purposes and for the education and understanding of the ITPOD. The Department of Technology is requesting responses from all interested parties (Respondents) who can provide PPM solutions and services, needed to automate and integrate the new California Information Technology Project Approval Lifecycle stage gate model and processes including the implementation of case management of Department of Technology review, approval and reporting processes. The purpose of the automation project is to implement an end-to-end statewide portfolio/project management system that supports data collection, decision making, continuous monitoring and reporting for all statewide reportable IT projects from the point of initial project proposal submission through project closeout and lessons learned. The intention is to leverage existing technologies and solutions currently available in the commercial marketplace to provide a portfolio view of a department IT efforts as well as assess trends and model lessons learned across the entire State of California IT Project Portfolio. Please be aware of upcoming Key Action Dates and Contact Information for any questions.
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State of California
Bid RFI - 0515
REQUEST FOR INFORMATION CALIFORNIA PROJECT APPROVAL/PROJECT AND PORTFOLIO MANAGEMENT PROJECT
REQUEST FOR INFORMATION (RFI)
CALIFORNIA PROJECT APPROVAL/PROJECT AND PORTFOLIO MANAGEMENT PROJECT
May 26, 2015
5/26/15 5/26/2015 2:22 PM
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State of California
Bid RFI - 0515
REQUEST FOR INFORMATION CALIFORNIA PROJECT APPROVAL/PROJECT AND PORTFOLIO MANAGEMENT PROJECT
A. PURPOSE The purpose of this Request for Information (RFI) is to solicit information and suggestions to the California Department of Technology, (Department of Technology) Information Technology Project Oversight Division (ITPOD) on currently available Project Portfolio Management (PPM) for planning purposes and for the education and understanding of the ITPOD. The Department of Technology is requesting responses from all interested parties (Respondents) who can provide PPM solutions and services, needed to automate and integrate the new California Information Technology Project Approval Lifecycle stage gate model and processes including the implementation of case management of Department of Technology review, approval and reporting processes. DISCLAIMER:
READ
BEFORE
RESPONDING
TO
THIS
RFI
1. This RFI is issued for information and planning purposes only and does not constitute a solicitation for services or products. A response to this RFI is not an offer and cannot be accepted by the Department of Technology to form a binding contract. 2. Respondents are solely responsible for all expenses associated with responding to this RFI. 3. Respondents are advised that the responses to this RFI may be subject to the Public Records Act. 4. Respondents are requested to respond to the requirements based on actual or planned product or service offerings which are available for delivery within the next 12 months. The Department of Technology, at its sole discretion, may invite Respondents to this RFI to make a presentation to the ITPOD Division and/or to engage in a conversation concerning PPM solutions. The information provided by Respondents to this RFI may assist the D e p a r t m e n t of Technology in future development of the solution and solicitation efforts for t h e i m p l e m e n t a t i o n a n d a u t o m a t i o n o f s tatewide IT Project Approval Lifecycle and PPM solution. The Department of Technology may, at its sole discretion, choose to ignore or to otherwise not consider or evaluate any response, or any portion of a response, received as a result of this RFI.
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State of California
Bid RFI - 0515
REQUEST FOR INFORMATION CALIFORNIA PROJECT APPROVAL/PROJECT AND PORTFOLIO MANAGEMENT PROJECT
B. SCOPE The overall objective of this RFI is to identify what products and services are available in the market place that can provide a commercial-off-the-shelf, Software as a Service (SAAS) or cloud solution and related integration services for the Department of Technology. The purpose of the automation project is to implement an end-to-end statewide portfolio/project management system that supports data collection, decision making, continuous monitoring and reporting for all statewide reportable IT projects from the point of initial project proposal submission through project closeout and lessons learned. The intention is to leverage existing technologies and solutions currently available in the commercial marketplace to provide a portfolio view of a department IT efforts as well as assess trends and model lessons learned across the entire State of California IT Project Portfolio. The business environment for the intended outcomes for this solution would include the following:
The submission and disposition of Project Approval Lifecycle Stage/Gate Deliverables by Agencies/state entities to the Department of Technology for review and approval. Agencies and state/entities tracking the progress and status of deliverables through the project approval lifecycle. Department of Technology receipt, review and tracking of deliverables thought the project approval lifecycle Communication internal and external of the disposition of project approval lifecycle deliverables to Agencies/state entities. Reporting for all statewide reportable IT projects from the point of initial project proposal submission through project closeout and lessons learned. Provide Agencies/state entities and the Department of Technology with a portfolio view of a department and statewide IT efforts as well as assess trends and model lessons learned. IT project data will be captured in a manner that allows for complex data analytics to support informed decision making and reporting. Support Agency/state entity and statewide decision making for proposed IT projects. Support the collection and analysis of data for the Project Approval Lifecycle’s Stage/Gate model. An automated workflow will help facilitate the evaluation of a perspective project’s business need, project risks and costs/benefits, helping ensure optimal vetting is conducted to ensure the highest return on investment for IT projects. Supports the management and execution of project work after the decision is made to embark on a project. Supports IT project planning, including project schedules and work breakdown structures. Allows for the monitoring of project status, including cost and schedule. Support project team communication and collaboration. 5/26/15
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State of California
Bid RFI - 0515
REQUEST FOR INFORMATION CALIFORNIA PROJECT APPROVAL/PROJECT AND PORTFOLIO MANAGEMENT PROJECT
Support continuous monitoring of active projects. Support the collection of routine project status reports, assesses project risks and measures project health through specific data points. Provide transparent project status information to all authorized stakeholders and interested parties. The proposed system must have a highly effective reporting system to allow many forms of reporting to take place for information entered into the system. The proposed system must have highly flexible and capable security functionality to ensure data is only available to those who have the need and the authority deemed appropriate. Provide integration necessary to align the PPM solution with the new California Project Management Framework (CA-PMF). Allow for users to upload documents and other artifacts to areas of functionality where appropriate. Allow creation of forms that can be used as printed output, or as online checklists that can collect data online related to the completion of the forms as they relate to other areas of functionality in the system (contract performance or program performance). Provide a notification and messaging system that allows users to create categories of messages (system-level communication) or notifications (business-level communication) and define the messages that would be sent in a preset mode, or for actual editing in situations that call for humans to determine the notification at the time of execution. Allow stakeholders to report on operational data, management and vendor performance data, and process improvement data through activity performed on contracted programs and administration of contracts, or program execution and benefits delivered to parolees. Support the solution as a hosted, cloud, SaaS, or other model that facilitates improved operational capability.
C. KEY ACTION DATES Listed below are the Key Action Dates and times within which actions should be taken or completed. If the California Technology Agency finds it necessary to change any of these dates, an Addendum to this RFI will be posted on the eProcurement System (BidSync) Webpage (formerly the California State Contracts Register) at http://www.eprocure.dgs.ca.gov/default.htm. Respondents must register with BidSync to submit questions and receive question and answer sets that may be issued.
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State of California
Bid RFI - 0515
REQUEST FOR INFORMATION CALIFORNIA PROJECT APPROVAL/PROJECT AND PORTFOLIO MANAGEMENT PROJECT
Key Action
Date
Time
Release of RFI
May 26, 2015
2:00 p.m. PT
Last Day to Submit Questions on the RFI
June 9, 2015
4:00 p.m. PT
State Responds to Questions
June 19, 2015
4:00 p.m. PT
Last Day to Submit RFI Response
June 30, 2015
4:00 p.m. PT
D. CONTACT OFFICIAL and CORRESPONDANCE 1. All correspondence and questions related to this RFI shall be directed to: Attention: Tiffany Anglo, STAR Project Member EMAIL:
[email protected] Phone: 916-916-384-9704 Parcel Post (FedEx, UPS, etc.) or Hand Delivered
United States Postal Service (USPS)
Department of Technology
Department of Technology Attn: Tiffany Angulo
Attn: Tiffany Angulo 1325 J Street Sacramento, Ca. 95814 – Drop off at Security 1st Floor
1325 J Street Sacramento, Ca. 95814 – STE 1600 – Mail Stop G6
The contact person designated above is the contact person for this RFI. Organizations responding to this RFI that require clarification of any matter must contact only this individual. No other representative of the California Department of Technology is authorized to communicate with Respondents with respect to this RFI.
2. Question and Answer Set The vendor may submit questions regarding the RFI by the specified date in the Key action Dates. What to Include in an Inquiry and formatting; a. Include in the subject line of the e-mail: RFI (Insert Name) “Questions,” in MS Word format (See Section G. 3 Delivery). b. Vendor name, name of firm, telephone number, fax number, e-mail address, as part of sender’s contact information. c. A description of the subject or issue in question, or discrepancy found. 5/26/15 5/26/2015 2:22 PM
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State of California
Bid RFI - 0515
REQUEST FOR INFORMATION CALIFORNIA PROJECT APPROVAL/PROJECT AND PORTFOLIO MANAGEMENT PROJECT
d. RFI section, page number, reference, or other information useful in identifying the specific problem or issue in question. e. If suggesting changes or approaches, include a rational for doing so. f. Place questions in numerical Order 3. Question Submission Department of Technology will accept e-mail inquiries only. Questions must be received no later than the date specified in Section C, Key Action Dates. At its discretion, the State may contact an inquirer to seek clarification of any inquiry received. E. BACKGROUND The Department of Technology initiated the State Technology Approval Reform (STAR) Project to transform the current IT project approval lifecycle process to improve the planning, quality, value, and likelihood of success for technology projects undertaken by the State of California. The STAR Project provides an opportunity to improve the quality of IT project proposals by increasing efficiency, reducing redundancies, and ensuring project proposals have a clear business case and worthy IT investment value. The intent of the STAR Project is to create a new process and policy to ensure projects are undertaken with a strong business case, clear business objectives, accurate costs, and realistic schedules. The new project approval lifecycle incorporates procurement and solution analysis as part of the approval lifecycle and will follow a Stage/Gate model. This model provides a series of “go/no go” decision points that request only the necessary and known information needed to make sound decisions for that particular Stage/Gate point in time. As additional information is collected and refined throughout the project approval lifecycle process, cost estimates, schedules, and business objectives will be progressively elaborated by agencies/state entities and evaluated by the Department of Technology to determine if the project is still practical and if the investment should continue to move forward towards project approval. The Stage/Gate approach to IT project approval will promote a more collaborative working relationship between the Department of Technology and agency/state entities by providing more opportunities for engagement and allow the Department of Technology to provide guidance early on and throughout the project approval process. The STAR Project will evaluate how the IT project approval process can be streamlined for project proposals that are lower in risk, higher in business value, and are organizationally ready to undertake and support an IT project. The goals for the STAR Project include creating efficiencies, reducing project risk, building collaborative relationships with Agencies/state entities, improving project performance leading to project success, and improving project approval integrity. The 5/26/15 5/26/2015 2:22 PM
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State of California
Bid RFI - 0515
REQUEST FOR INFORMATION CALIFORNIA PROJECT APPROVAL/PROJECT AND PORTFOLIO MANAGEMENT PROJECT
existing processes for proposing, planning, and securing approval for IT projects are cumbersome and time-consuming for agencies and state entities. IT projects are often approved by the Department of Technology with inaccurate cost estimates and unrealistic schedules because reliable project information is not known at the time of project proposal submission. Project proposals are developed and submitted with minimal consultation and collaboration between Agencies/state entities and oversight agencies. In addition, all projects currently follow the same levels of project approval lifecycle documentation and reporting rigor regardless of level of risk, business value, or organizational readiness the project has to an organization. In addition to these issues, the State of California does not have an end-to-end system to capture statewide Information Technology (IT) project data, perform data analytics and provide centralized reporting. The State does not have a platform for project teams to collaborate and track project cost, schedule and risks. The Department of Technology is initiating a mission critical IT Project to implement an end-to-end statewide portfolio/project management system that supports data collection, decision making, continuous monitoring and reporting for all statewide reportable IT projects from the point of initial project proposal submission through project closeout and lessons learned. This system will leverage existing technologies and solutions currently available in the commercial marketplace to provide a portfolio view of departments IT efforts as well as assess trends and model lessons learned. The first phase of the project will focus on the automation of the Project Approval Lifecycle (Stage/Gate Process) developed and implanted as part of the STAR Project and the second phase will be to implement the Statewide PPM Solution. The Project and Portfolio Management (PPM) phase of the project will establish project tracking capability for projects managed within the state of California’s Agencies/state entities as well as those managed by the Department of Technology’s Office of Technology Services and the new Statewide Project Management Office. The tracking capability will include project reporting for executive management decision making, a central repository for managing all statewide projects and a reduction in the manual and repetitive tasks performed by Agencies/state entities in order to comply with statewide project reporting requirements. This project is the next step in the support of continued collaboration with Agencies/state entities, and providing service based; customer centric services, while improving the transparency on the health of State of California’s IT project portfolio with internal and external stakeholders. This contract is to hire consultant services to perform and produce a Stage 2 Alternatives Analysis Stage/Gate Deliverable to aid in the purpose of obtaining project approval from the Department of Technology’s IT Project Oversight Division.
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State of California
Bid RFI - 0515
REQUEST FOR INFORMATION CALIFORNIA PROJECT APPROVAL/PROJECT AND PORTFOLIO MANAGEMENT PROJECT
G. RFI RESPONSE AND CONTENT FORMAT If vendors are interested in participating in this RFI, please adhere to the actions, dates and times included in Section C, Key Action Dates. The Respondent shall take the following action: 1. Prepare a cover page to their response that includes the following: •
Company name;
•
Company mailing address;
•
Point of contact information (name, telephone number, and email address).
Original signature of authorized representative shall affirm that he/she has read the information in the RFI and would like to be considered to participate in the RFI. 2. Follow the numbering scheme format provided in each attachment and include responses to: ATTACHMENT I - Introduction and summary of response Proposed California Project Approval Lifecycle and Project and Portfolio Project Specifications ATTACHMENT II – Questionnaire related to Section B. Scope ATTACHEMENT III - Implementation Approach and Rough Order of Magnitude (ROM) – Project Projected Cost Information ATTACHMENT IV - Requirements ATTACHMENT V- Additional Information Responses should be concise and straightforward. Respondents should provide narrative, diagrams, pictures, and any other available means to convey their comments or answer to each specification or question. 3. Delivery One (1) original, one (1) copies, and one (1) CD/DVD-ROM or flash drive of your response clearly labeled to the Contact Official as described in Section D, Contact Official. Electronic format responses must be Microsoft Office 2010 or newer or PDF. All text, tables, and drawings must use the Microsoft Office Suite (2010 or later) and be provided in readable formats. RFI responses must be submitted by the deadline identified in Section C, Key Action Dates. Please seal and mark your response “Request for Information – Do Not Open”, and list the RFI Name (California Project Approval Lifecycle and Project and Portfolio Management Project) on the front of your package. 5/26/15 5/26/2015 2:22 PM
8 p. 10
State of California
Bid RFI - 0515
REQUEST FOR INFORMATION CALIFORNIA PROJECT APPROVAL/PROJECT AND PORTFOLIO MANAGEMENT PROJECT
4. Response Information and Responding Responding to this RFI creates no obligation on the part of any Respondent to the Department of Technology. Conversely, issuing this RFI and considering the responses creates no obligation on the part of the Department of Technology or the IPOD to any Respondent. Submitting a response to this RFI will not qualify an unqualified Respondent or enhance the review of that Respondents proposal(s) to any future solicitations. Not submitting a response to this RFI will not prohibit a response to any future solicitation, nor disadvantage the evaluation of a response to any future solicitation. By submitting a response to this RFI a Respondent is implicitly agreeing with these conditions. The Department of Technology asks willing Respondents to share non-binding budgetary pricing information for each proposed solution. Pricing is only for ITPOD Division planning purposes, and is an attempt to gauge order-of- magnitude costs and the relative feasibility of a possible future California Project Approval and Portfolio Integration Project solution(s) which the ITPOD Division might choose to deploy. Any pricing provided in a response to this RFI will not be considered an offer on the part of a Respondent. Upon RFI response opening, all documents submitted in response to this RFI will become the property of the Department of Technology, and will be regarded as public records under the California Public Records Act (Government Code section 6250 et. Seq.) and subject to review by the public unless it’s deemed proprietary trade secret information. This confidential information must be clearly marked and identified as such on each page of the response on which it appears. Simply marking the entire response as confidential will NOT suffice. If a Public Records Act request is received, the marked information will be independently assessed by the Department of Technology as to whether or not the information is indeed exempt. If deemed non-exempt, the respondent will be notified of our intention to disclose it, giving the respondent an opportunity to intervene.
H. ADDITIONAL INFORMATION Any additional information that has not been specifically requested but the Respondent deems important and relevant must be submitted on ATTACHMENT V, Additional Information. Examples of additional information may include: A. Lessons learned from other PPM projects. B. Identify Cost Drivers C. Attachment should include any unanticipated tasks, risks, additional scope, or solution information the market place may have, for State considerations
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State of California
Bid RFI - 0515
REQUEST FOR INFORMATION CALIFORNIA PROJECT APPROVAL/PROJECT AND PORTFOLIO MANAGEMENT PROJECT
J. ATTACHMENTS AND APPENDICES 1. Attachment I – Introduction and summary of response Proposed California Project Approval Lifecycle and Project and Portfolio Project Specifications 2. Attachment II – Questionnaire related to Section B. Scope 3. Attachment III – Implementation Approach and Rough Order of Magnitude – Project Projected Cost Information 4. Attachment IV – Requirements Set 5. Attachment V - Additional Information 6. Appendix A - Reference Material
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10 p. 12
State of California
Bid RFI - 0515
REQUEST FOR INFORMATION CALIFORNIA PROJECT APPROVAL/PROJECT AND PORTFOLIO MANAGEMENT PROJECT
ATTACHMENT I Introduction and summary of response Proposed California Project Approval Lifecycle and Project and Portfolio Project Specifications In this section Respondents are invited to describe any solution(s) to implement the proposed CA-PAL/PPM solution that they have available or anticipate making available in the next 12 months which the Respondent believes will inform the D e p a r t m e n t o f Technology and which are in keeping with the purpose and scope of this Request for Information (RFI). In particular, the Department of Technology desires to know if the Respondent has available solution(s) which can satisfy meeting the delivery of the business environment for the intended outcomes for this solution as detailed in Section B, Scope of the RFI and if the Respondent anticipates being able to satisfy the business outcomes. The Department of Technology asks willing Respondents to share non-binding budgetary pricing information as outlined in this RFI. Pricing is only for CA-PAL/PPM p l a n n i n g purposes, and is an attempt to gauge order-of-magnitude costs and the relative feasibility of a possible future CA-PAL/PPM solution(s) which the CA-PAL/PPM might choose to deploy. If the Respondent wishes to describe multiple products or solutions then a s a c c o r d i n g multiple Attachment 1-V’s, must be submitted. Marketing materials may be inserted at the end of this section for each solution discussed. For each solution presented, please provide: 1. Vendor Name
2. Product Name
3. Product Availability – include the date or anticipated date when the product would be available.
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11 p. 13
State of California
Bid RFI - 0515
REQUEST FOR INFORMATION CALIFORNIA PROJECT APPROVAL/PROJECT AND PORTFOLIO MANAGEMENT PROJECT
ATTACHMENT I 1. Identify the Company Name, address, city, state, and zip code, telephone, and fax numbers. 2. Identify the name, title, address, phone and fax numbers, and email address of the primary contact person for this RFI response. 3. Provide a brief overview of your company including number of years in business, number of employees, nature of business, and description of clients. 4. Identify any parent corporation and/or subsidiaries, if applicable. 5. Give a brief description of your products or services. Include the date of the first installed site or first service provided. 6. List any industry awards/recognition that you have received. 7. Indicate the total number of installations in the last five years by the year of installation and the total number of users. 8. Provide a summary of your company’s vision. General Description 1. Please provide a general overview of a proposed solution (i.e. what services or products are needed).
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State of California
Bid RFI - 0515
REQUEST FOR INFORMATION CALIFORNIA PROJECT APPROVAL/PROJECT AND PORTFOLIO MANAGEMENT PROJECT
ATTACHMENT II Questionnaire Information regarding functionality, user interface/experience 1. Please address how a solution could address the following, responses should be clear regarding out of the box functionality versus functionality that can be provided with additional customization, configuration or at an additional cost: A. Enable the submission and disposition of Project Approval Lifecycle Stage/Gate Deliverables by Agencies/state entities to the Department of Technology for review and approval. B. Enable Agencies and state/entities the ability to track the progress and status of deliverables through the project approval lifecycle. C. Allow the Department of Technology to receive , review and track deliverables thought the project approval lifecycle D. Provide a means to communicate to internal and external stakeholders the disposition of project approval lifecycle deliverables. E. Provide the ability to report on all statewide reportable IT projects from the point of initial project proposal submission through project closeout and lessons learned. F. Provide Agencies/state entities and the Department of Technology with a portfolio view of a department and statewide IT efforts as well as assess trends and model lessons learned. G. Provide the ability to capture IT project data in a manner that allows for complex data analytics to support informed decision making and reporting. H. Support Agency/state entity and statewide decision making for proposed IT projects. I. Support the collection and analysis of data for the Project Approval Lifecycle’s Stage/Gate model. J. Integrate or interface with standard industry tools used for requirements management and traceability. K. Provide an automated workflow to help facilitate the evaluation of a perspective project’s business need, project risks and costs/benefits, helping ensure optimal vetting is conducted to ensure the highest return on investment for IT projects. L. Supports the management and execution of project work after the decision is made to embark on a project. M. Supports IT project planning, including project schedules and work breakdown structures. N. Allows for the monitoring of project status, including cost and schedule. O. Support project team communication and collaboration. P. Support continuous monitoring of active projects. 5/26/15 5/26/2015 2:22 PM
13 p. 15
State of California
Bid RFI - 0515
REQUEST FOR INFORMATION CALIFORNIA PROJECT APPROVAL/PROJECT AND PORTFOLIO MANAGEMENT PROJECT
ATTACHMENT II Q. Support the collection of routine project status reports, assesses project risks and measures project health through specific data points. R. Provide transparent project status information to all authorized stakeholders and interested parties. S. Provide highly flexible and capable security functionality to ensure data is only available to those who have the need and the authority deemed appropriate. T. Provide integration necessary to align the PPM solution with the new California Project Management Framework (CA-PMF). U. Allow for users to upload documents and other artifacts to areas of functionality where appropriate. V. Allow creation of forms that can be used as printed output, or as online checklists that can collect data online related to the completion of the forms as they relate to other areas of functionality in the system (contract performance or program performance). W. Provide a notification and messaging system that allows users to create categories of messages (system-level communication) or notifications (business-level communication) and define the messages that would be sent in a preset mode, or for actual editing in situations that call for humans to determine the notification at the time of execution. X. Allow stakeholders to report on operational data, management and vendor performance data, and process improvement data through activity performed on contracted programs and administration of contracts, or program execution and benefits delivered to parolees. 2. Information pertaining to scalability, programing, development and hosting. A. Can the solution be scalable, so that it can become more complex in the future, and federate with other data initiatives? B. Enable interagency collaboration, publishing, coordination, user management/administration features. C. Ability for solution to be implemented and supported as a hosted, cloud, SaaS, or other model.
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State of California
Bid RFI - 0515
REQUEST FOR INFORMATION CALIFORNIA PROJECT APPROVAL/PROJECT AND PORTFOLIO MANAGEMENT PROJECT
ATTACHMENT II 3. Information regarding data hosting/processing and ownership. Please explain how a solution could address the following:
A. Enable users to download the data that that is viewed in the visual displays. B. What types of data file formats could a user have access to? (e.g. CSV, XLSX, SAS, etc.) C. How would backend users submit and refresh data. D. Are there upper limits on the quantity (i.e. rows/columns) of data a solution can accommodate? E. Collect and access data entered by state agencies via STAR’s web-forms. F. All project data collected are stored in a centralized repository. G. The capability to “integrate” all of the essential data elements established in supporting the STAR Stage/Gate model. H. The capability to capture project requirements via its native web-forms and/or data import. I. The solution has the capability to establish mechanisms (similar to balanced scorecard key performance indicators) to regularly mine the experience gained from state agencies/users for: a) refining and improving the project valuation framework and the PPM process; b) Vendor’s performance; c) lessons learns; and etc.
4. Please provide information pertaining to technical specifications, capabilities and performance. A. B. C. D. E. F. G. H. I. J. K. L. M. N.
Is this product or service available as a client, server and or proxy based system? Which operating systems are compatible with this product? What server software is compatible with this product? Can this product work effectively on a multi-platform network? What integrated library systems are compatible with this product? Does this product communicate with library automation systems in order to perform tasks such as determining patron age for varying levels of filtering or blocking? Beyond typical network or desktop equipment, what additional hardware is needed for optimal operation of this product? How does this product work with hardware and software based security applications? Are there special network requirements (LAN or WAN) for optimal operation of this product? How much memory is required on the host machine (server and/or workstation)? What is the minimum processing speed required for optimal operation of this product? What telecommunications connectivity or speeds are required for optimal operation of this product? Which browsers are compatible with this product? Which is/are preferred? Does this product have any known conflicts or incompatibilities with any software or hardware (including firewall products)? If so, describe. 5/26/15
5/26/2015 2:22 PM
15 p. 17
State of California
Bid RFI - 0515
REQUEST FOR INFORMATION CALIFORNIA PROJECT APPROVAL/PROJECT AND PORTFOLIO MANAGEMENT PROJECT
ATTACHMENT IV Requirements Set (s)
In this section ( o p t i o n a l ) Respondents may provide a complete set of solicitation requirements for a t least one PPM or IT project similar to the proposed CA-PAL/PPM project that has been successfully implemented by the respondent in government/nongovernment environment within the last 5 years. For the purposes of this RFI a “complete set” is defined as a fully vetted, defined set of solution requirements from a previous successfully implemented PPM or IT project similar to the proposed CA-PAL/PPM project as received in or further refined as a result of a previously awarded solicitation) The requirements are to be provided in the following format:
Microsoft Excel Spreadsheet Sortable Pivot Table Modifiable, unlocked and usable
Respondents are requested to redact or scrub the requirements set of all proprietary or otherwise classified and/or confidential information prior to submission the Department of Technology for the purposes of responding to this RFI.
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State of California
Bid RFI - 0515
REQUEST FOR INFORMATION CALIFORNIA PROJECT APPROVAL/PROJECT AND PORTFOLIO MANAGEMENT PROJECT
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ATTACHMENT III Implementation Approach and Rough Order of Magnitude – Project Projected Cost Information In this section Respondents are invited to describe the proposed implementation approach to delivering the proposed solution. In addition to the implementation approach please provide a high level schedule and associated rough order of magnitude on projected cost for each associated phase or milestone. For the purpose of developing the high level schedule, respondents should assume a project approval/funding date of July 1, 2016. The following details should be included in this section: 1. Please provide a brief overview with regard to the proposed implementation approach. A. Is the vendor involved with the customization of the client’s requirements into the proposed solution offered? B. Is the vendor willing to assist with customization? C. Is the vendor willing to provide consultation? D. Describe your policy and services offered in relation with implementation. E. Implementation responsibility and tasks which you as the Supplier will undertake. F. Implementation responsibility and tasks which the client will undertake. G. Additional anticipated staff requirements that the client may require for the implementation and thereafter with the operation, administration and maintenance of the system. H. What is the estimated time to install and implement? I. Data conversion – will the vendor assist to get the data correctly uploaded in the system? J. Can a phased implementation approach be supported? 2.
Please provide information pertaining to ROM /Total Cost of Ownership. A. What are the initial (one-time) costs for this product (ie; development and implementation? B. How is the product priced? By the workstation? By the number of workstations? By the number of simultaneous users? What are the increments in which licenses are offered – e.g. 1-49, 50-99, 100-499, 500 to 999, 1,000 to 1,500? C. Is there an annual subscription or renewal fee required for proper function of the product? If so, what is the rate? For how long are quoted renewal prices guaranteed? D. If costs are based on number of users, indicate the rate. E. What additional hardware and/or software are needed for proper performance? F. Are discounts offered for volume purchasing?
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State of California
Bid RFI - 0515
REQUEST FOR INFORMATION CALIFORNIA PROJECT APPROVAL/PROJECT AND PORTFOLIO MANAGEMENT PROJECT
ATTACHMENT IV Additional Information A respondent may submit any additional information that has not been specifically requested but deemed important and relevant in this attachment. Responses should be concise and straightforward. Respondents should provide narrative, diagrams, pictures, and any other available means to convey their comments or answer to each specification or question.
Respondents are requested to redact or scrub the requirements set of all proprietary or otherwise classified and/or confidential information prior to submission the Department of Technology for the purposes of responding to this RFI.
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State of California
Bid RFI - 0515
REQUEST FOR INFORMATION CALIFORNIA PROJECT APPROVAL/PROJECT AND PORTFOLIO MANAGEMENT PROJECT
Appendix – A Reference Material
http://www.cio.ca.gov/ http://www.cio.ca.gov/Government/IT_Policy/pdf/TechnologyLetters/TL1407-Project-Approval-Lifecycle-Stage-1-and-Stage-2.pdf http://www.cio.ca.gov/ppmo/
Statewide Information Management Manual (SIMM) Statewide Information Management Manual (SIMM) template forms, instructions, and transmittal letter documents
State Administrative Manual (SAM) Reference sources for statewide policies, procedures, regulations, and information on management policies
IT Project Tracking Approved state Information Technology Projects
STAR Project
Reporting (IT Due Dates) Submission documents and important submittal dates
California Department of Technology History History of the California Department of Technology
California Project Management Methodology (CA-PMM) Access the California Project Management Methodology (CA-PMM SIMM 17)
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State of California
Bid RFI - 0515
REQUEST FOR INFORMATION CALIFORNIA PROJECT APPROVAL/PROJECT AND PORTFOLIO MANAGEMENT PROJECT
Appendix – A Stage/Gate Model Framework
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State of California
Question and Answers for Bid #RFI - 0515 - RFI-CALIFORNIA PROJECT APPROVAL/PROJECT AND PORTFOLIO MANAGEMENT PROJECT
Bid RFI - 0515
5
Overall Bid Questions There are no questions associated with this bid. Question Deadline: Jun 9, 2015 4:00:00 PM PDT
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