Bid 5000000092
Solicitation 5000000092
Accounting System Technical Advisor
Bid designation: Public
State of California
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Bid 5000000092
Bid 5000000092 Accounting System Technical Advisor Bid Number
5000000092
Bid Title
Accounting System Technical Advisor
Expected Expenditure $40,000.00 (This price is expected - not guaranteed) Bid Start Date
Jul 18, 2013 11:59:24 AM PDT
Bid End Date
Jul 25, 2013 2:00:00 PM PDT
Question & Answer End Date
Jul 22, 2013 12:00:00 PM PDT
Bid Contact
Vikki Eszlinger 916-414-4890
[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 The California State Teachers’ Retirement System (CalSTRS) is seeking quotes from California Certified Small Business to provide Accounting System Technical Advisory Services related to newly implemented and planned automated systems and enhancements
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Bid 5000000092
July 12, 2013 CALIFORNIA STATE TEACHERS’ RETIREMENT SYSTEM REQUEST FOR QUOTE (RFQ) FROM CALIFORNI CERTIFIED SMALL BUSINESSES FOR PROJECT MANAGEMENT OFFICE ACCOUNTING SYSTEM TECHNICAL ADVISOR RFQ NUMBER 5000000090 QUOTE DUE DATE: July 25, 2013 @ 2:00 P.M. Pacific Daylight Time (PDT) The California State Teachers’ Retirement System (CalSTRS) is seeking quotes from California Certified Small Business to provide Accounting System Technical Advisory Services related to newly implemented and planned automated systems and enhancements. It is incumbent upon proposers to fully understand the scope of services described in Section A, Scope of Work. For more information about CalSTRS, please refer to the Internet Web site at www.calstrs.com. Should you have any questions related to this request, please send an e-mail to the address indicated below. If interested, please complete, sign and send the complete Request for Quote, pages 1-6 along with all of the required supporting documentation for the minimum qualifications by e-mail to: Michelle Crosby, Central Procurement Analyst E-MAIL –
[email protected]
A.
SCOPE OF WORK
Scope of Work Under the general direction of the Chief Financial Officer and Financial Services branch leadership, the subject matter expert (SME) will work as an accounting system technical advisor and business analyst in support of the financial system known as Business Direct (an SAP ERP implementation) and as a liaison between the Financial Services branch project team representatives and various BusinessRenew project teams on topics related to accounting, budgeting, project accounting, and procurement to ensure interactions and dependencies between the initiatives are identified and addressed. In concert with the Business Direct team and Financial Services staff, the SME will: Compare current business practices with the functionality available in Business Direct and modify existing business procedures, or develop new procedures to optimize the functionality provided by Business Direct. Document the new and updated business processes and provide guidance and training as needed. Design, develop and implement the processes and procedures required for the business units to monitor and administer the processes in Business Direct that affect their work. Design, develop and implement the processes and procedures for extracting data from Business Direct and calculating possible late payment penalties from compliance with the Prompt Payment Act. 7/18/2013 1:01 PM
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Bid 5000000092
Request for Quote (RFQ) 5000000092 Accounting System Technical Advisory Services Page 2 of 7
Assist with the development, maintenance and management of the BusinessDirect Month-End, Quarter-End, and Year-End Closing Procedures. Assist with the development and rollout of communication for the business processes. Identify, analyze and find solutions to obstacles that impede the integration of Business Direct into the business practices. Assist with the establishment of requirements for, design, implementation, and management of interfaces/interactions between BusinessDirect and other BusinessRenew project systems. Assist with the research and analysis of business requirements for the enterprise Pension Solution project. Lead meetings with program/project stakeholders and team members
Assist with deliverables/tasks for other CalSTRS teams/programs/projects, as directed by Financial Services branch management. In these circumstances, the temporary assignment(s) scope of work will not significantly differ from duties in this Statement of Work and the temporary assignment(s) will not exceed a total of 480 hours within a State fiscal year. Temporary assignment tasks will be reported on the CalSTRS weekly status report, and the hours expended will be deducted from existing total contract hours and included on the contract personnel’s timesheet and monthly invoice. Transfer of knowledge to appropriate State employees is a requirement of this contract.
Completion Criteria Deliverables/tasks will include all work assignments identified to be completed. Deliverables/tasks are considered complete after an internal quality assurance process is completed and approved by designated reviewers. Performance and timeliness of all deliverables/tasks will be monitored via the submission of weekly status reports and meetings. Status and actual hours will be reported on a weekly basis for the deliverables/tasks assigned. Each deliverable/task will be tracked via the appropriate program/project schedule and budget to monitor progress toward the completion of the deliverables/tasks and milestones.
Security and Confidentiality CalSTRS Human Resources Office shall conduct a background investigation on the contract personnel. CalSTRS will issue a badge for physical security to the appropriate CalSTRS work areas. The Senior State Manager will identify the data access requirements for access to system data and coordinate with appropriate channels to ensure the proper access is assigned and reviewed periodically for update as necessary. Access rights will be monitored and concerns of improper data access will be brought to the attention of the Senior State Manager. Workers’ Compensation/Employer’s Liability Insurance Contractor shall maintain statutory workers’ compensation and employer’s liability coverage for all its employees who will be engaged in the performance of the agreement, including special coverage extensions where applicable.
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Request for Quote (RFQ) 5000000092 Accounting System Technical Advisory Services Page 3 of 7
B.
MINIMUM QUALIFICATIONS The certified small business must meet all of the following minimum qualifications, to CalSTRS satisfaction, to be considered. Failure to satisfy all of the minimum qualifications, based on CalSTRS sole judgment, may result in the immediate rejection of the proposal. Proposers are required to submit evidence of meeting the minimum qualifications as stated below and indicate whether or not you meet the minimum qualification by circling either Yes or No. 1.
As of July 18, 2013, the proposer must be a small business certified by the California Department of General Services as evidenced by the small business certification number. Small Business Certification Number: ___________________
C.
Yes / No
2.
As of July 18, 2013, the proposer must have at least three (3) years of experience providing accounting system technical advisory services. Yes / No
3.
As of July 18, 2013, the proposer must have been a legal business entity for the last three (3) years and licensed to do business in California as evidenced by the submission of a copy of the proposer’s business license. Yes / No
4.
As of July 18, 2013, the proposer must have workers’ compensation and employer’s liability insurance meeting the criteria stated above as evidenced by the submission of a copy of the insurance certificate. Yes / No
QUOTE The proposer is required to submit their quote for the services described in Section A, Scope of Work, in the same format as identified in the Price Quote on page 5. The quote as submitted shall be for the term of the agreement and shall include all related expenses to providing the services described. The agreement, if awarded, shall be based on a point value assessment of the following factors: A. Quoted price for completion of deliverables. B. Industry and program experience. C. Demonstrated effectiveness and timeliness in completing projects of similar scope and complexity.
D.
REFERENCES Proposers are required to provide three (3) client references on page 7, to which the proposer has provided services as described in Section A, Scope of Work. CalSTRS reserves the right to contact references other than those listed.
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Bid 5000000092
Request for Quote (RFQ) 5000000092 Accounting System Technical Advisory Services Page 4 of 7
E.
TERM CalSTRS intends to award an agreement for up to three (3) years, with two (2) one-year options to extend to a certified small business.
F.
ADDITIONAL TERMS AND CONDITIONS The successful proposer will be required to adhere to additional terms and conditions and the laws of the State of California as applicable to the services described herein
G.
AMENDMENTS If CalSTRS determines it is necessary to modify this Scope or Budget of this agreement, CalSTRS will engage the Contractor in re-scoping discussions and will, at its sole discretion, incorporate the revisions into an amendment. Any contract resulting from this RFQ may be amended at the hourly rates proposed in your response to this RFQ.
H.
CONTRACTOR PERFORMANCE The Contractor’s performance will be evaluated at the conclusion of the contract, and more frequently, at CalSTRS discretion.
I.
CalSTRS RESPONSIBILITIES It is CalSTRS responsibility to provide access to business and technical documents as necessary for the contractor to complete tasks identified in the contracting document
J.
TRAVEL/PER DIEM CalSTRS will not cover travel expenses, per diem, or parking. The contractor is responsible for covering all such costs associated with this contract
K.
FOLLOW-ON CONTRACTING LIMITATION The applicant awarded this contract will be prohibited from bidding on any recommended work produced as a result of their execution of this contract.
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Bid 5000000092
Request for Quote (RFQ) 5000000092 Accounting System Technical Advisory Services Page 5 of 7
PRICE QUOTE
Name of Certified Small Business Proposers are required to submit their proposal, in the format below, including all expenses for the services as described in this RFQ. The fees as submitted shall be for the term of the agreement.
Contractor’s Name
Hourly Wage
Total Costs
Hours
Total
$________________
Name of Firm ________________________________ Proposer's Authorized Signature
_________________________ Printed Name
Title
__________________________ Date
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Request for Quote (RFQ) 5000000092 Accounting System Technical Advisory Services Page 6 of 7
INDUSTRY AND PROGRAM EXPERIENCE
Name of Certified Small Business Please describe all relevant experience in accounting system and technical advisory services within the last five (5) years. Include project scope and details, as well as timelines for completion. Please note if additional pages attached.
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Request for Quote (RFQ) 5000000092 Accounting System Technical Advisory Services Page 7 of 7
REFERENCES _______________ ______________________________ Name of Certified Small Business List below three (3) client references, in which the proposer has provided similar services as described in Section A, Scope of Work. CalSTRS reserves the right to contact references other than those listed. Failure to complete and return this Attachment will cause your quote to be rejected. REFERENCE 1 Name of Firm Street Address
City
Contact Person
State
Zip Code
Telephone Number
Dates of Service Brief Description of Service Provided
REFERENCE 2 Name of Firm Street Address
City
Contact Person
State
Zip Code
Telephone Number
Dates of Service Brief Description of Service Provided
REFERENCE 3 Name of Firm Street Address
City
Contact Person
State
Zip Code
Telephone Number
Dates of Service Brief Description of Service Provided If three references cannot be provided, explain why:
Use additional sheets as needed.
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Bid 5000000092
Question and Answers for Bid #5000000092 - Accounting System Technical Advisor
OVERALL BID QUESTIONS There are no questions associated with this bid. If you would like to submit a question, please click on the "Create New Question" button below.
Question Deadline: Jul 22, 2013 12:00:00 PM PDT
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