THE METROPOLITAN WATER DISTRICT OF SOUTHERN CALIFORNIA REQUEST FOR PROPOSAL FOR PROJECT CONTROLS AND REPORTING SYSTEM RFP-TK-1037
KEY RFP DATES REQUEST FOR PROPOSALS (RFP) ISSUED ......................................November 20, 2013 MANDATORY PRE-SUBMITTAL CONFERENCE…...December 4, 2013 @ 1:00 p.m., PT REQUESTS FOR CLARIFICATION DUE ................... December 9, 2013 @ 11:00 a.m., PT ELECTRONIC PROPOSALS DUE............................. December 23, 2013 @ 3:00 p.m., PT
NOTICE A mandatory pre-proposal conference will be held at Metropolitan’s Union Station Headquarters, 700 N. Alameda Street, Los Angeles, CA 90012, at 1:00 p.m., PT on December 4, 2013 ALL RESPONDENTS MUST BE REGISTERED ON METROPOLITAN’S NETConnect E-PROCUREMENT SYSTEM IN ORDER TO SUBMIT A PROPOSAL. To ensure receipt of the latest information and updates regarding this solicitation, interested parties must register on NETConnect at www.mwdh2o.com ; click on “Doing Business”; then select “Vendor Registration.” Contract Analyst: Tae Kim
Table of Contents Abbreviations ................................................................................................................. vii Section 1 Information for Respondents ........................................................................... 1 1-1 1-2 1-3 1-4 1-5 1-6 1-7 1-8 1-9 1-10 1-11 1-12 1-13 1-14 1-15 1-16 1-17 1-18 1-19
About Metropolitan......................................................................................................... 1 Project Background ....................................................................................................... 1 Brief Description of Services.......................................................................................... 1 Minimum Requirements ................................................................................................. 2 Business Outreach Program.......................................................................................... 2 Project Schedule............................................................................................................ 4 Mandatory Pre-Proposal Conference ............................................................................ 4 Request for Clarification ................................................................................................ 4 General Proposal Information ........................................................................................ 4 Rights Reserved to Metropolitan ................................................................................... 5 Validity ........................................................................................................................... 5 Pre-Contractual Expenses ............................................................................................. 5 Confidentiality ................................................................................................................ 5 Protest Procedure .......................................................................................................... 6 Award of Contract .......................................................................................................... 6 Sample Agreement ........................................................................................................ 6 Task Order ..................................................................................................................... 6 Insurance ....................................................................................................................... 6 Definitions ...................................................................................................................... 7
Section 2 Background ..................................................................................................... 9 2-1 2-2 2-3 2-4 2-5 2-6
Metropolitan’s Projects .................................................................................................. 9 Standard Work Breakdown Structure ............................................................................ 9 Existing Schedules ........................................................................................................ 9 Project Budget vs. Appropriated Funds ....................................................................... 10 Project Management and Administration Staff ............................................................ 11 Existing Software Systems .......................................................................................... 11
Section 3 Scope of Services ......................................................................................... 15 3-1 3-2 3-3 3-4 3-5 3-6 3-7 3-8 3-9 3-10 3-11
Goals ........................................................................................................................... 15 Objectives .................................................................................................................... 16 General Scope of Services .......................................................................................... 16 PCRS Requirements and Features ............................................................................. 16 Requirements of the Enterprise Reporting Environment ............................................. 19 System Integration Requirements ............................................................................... 20 New Schedule Standards and New Project Schedules ............................................... 21 Document Links Requirements.................................................................................... 22 Knowledge Transfer and Documentation Requirements ............................................. 23 Scheduling Software Selection, Procurement and Installation .................................... 24 Scheduling and PCRS Software License Requirements ............................................. 25
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Table of Contents (Continued) Section 4 Technical Requirements ................................................................................ 26 4-1 4-2 4-3 4-4 4-5 4-6 4-7 4-8 4-9 4-10 4-11 4-12 4-13 4-14 4-15
General ........................................................................................................................ 26 Consultant Project Management Activities .................................................................. 27 Design Phase Requirements ....................................................................................... 28 Development Phase Requirements ............................................................................. 28 Deployment Phase Requirements ............................................................................... 29 Software Installation and Configuration ....................................................................... 29 Hardware Selection, Procurement and Installation...................................................... 29 System Testing Requirements..................................................................................... 29 Deployment Plan ......................................................................................................... 31 New Project Schedules................................................................................................ 31 New Document Links ................................................................................................... 32 Documentation............................................................................................................. 32 Knowledge Transfer Materials ..................................................................................... 33 Support and Maintenance Activities ............................................................................ 33 Key Deliverables .......................................................................................................... 33
Section 5 Evaluation Criteria ......................................................................................... 35 5-1 5-2 5-3 5-4 5-5 5-6 5-7 5-8 5-9
General ........................................................................................................................ 35 Qualifications of Staff ................................................................................................... 35 Company Experience and Past Performance.............................................................. 35 Project Management, Implementation Plan, and Project Schedule............................. 36 Proposed Solution ....................................................................................................... 36 Questions for Respondents ......................................................................................... 36 Cost Proposal .............................................................................................................. 37 Environmental Sensitivity............................................................................................. 37 Business Outreach Program Compliance.................................................................... 38
Section 6 Proposal Instructions ..................................................................................... 39 6-1 6-2 6-3
General ........................................................................................................................ 39 Online Submittal Instructions ....................................................................................... 39 Response Requirements ............................................................................................. 40
Section 7 Evaluation Process and Negotiations ............................................................ 44 7-1 7-2
Evaluation Process ...................................................................................................... 44 Negotiations ................................................................................................................. 44
Exhibits Exhibit 1 – Existing Enterprise Project Structure .................................................................... 45 Exhibit 2 – Examples of Dashboards Required ...................................................................... 48 Exhibit 3 – Report Data .......................................................................................................... 49 Exhibit 4 – Samples of Existing Reports ................................................................................ 54 Exhibit 5 – Questions for Respondents .................................................................................. 68 Exhibit 6 – Cost Proposal ....................................................................................................... 73 RFP-TK-1037
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Table of Contents (Continued) Attachments (Attached Separately) Attachment A – Sample Agreement Attachment B – Sample Task Order Form Attachment C – Respondent’s Participation Form Attachment D – Conflict of Interest Statement
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Abbreviations AP: Accounts Payable AR: Accounts Receivable BCWP: budgeted cost of work performed COB: close of business CPI: cost performance index DVBE: Disabled Veteran Business Enterprise EAC: estimate at completion EBS: Oracle Enterprise Business Suite ECM: electronic content management EPS: enterprise project structure ERE: Enterprise Reporting Environment ETC: estimate to complete Expnd.: expenditure FTE: full-time equivalent GL: General Ledger IBMS: Integrated Budget Management System - a Metropolitan-developed application developed within Cognos Contributor IT: Information Technology O&M: Operations and Maintenance OBS: organizational breakdown structure Org.: organization P6 R6 (or R8.1, R8.3): Primavera P6 release 6, release 8.1, and release 8.3 respectively PA: project administrator PAGM: Project Accounts and Grant Management (a module of EBS) PCRS: Project Controls and Reporting System PDF: Portable Document Format. PM: project manager PMIS: Project Management Information System (a Metropolitan-developed application) PMP: Project Management Plan Q&A: questions and answers, Question and Answer tool RBE: Regional Business Enterprise RFP: Request for Proposals RISC: reduced instruction set computer SBE: Small Business Enterprise SLA: Service Level Agreement
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Abbreviations (continued) SPI: schedule performance index TCPI: to complete performance index Transf. Aprvd. By: Transfer Approved By UAT: User Acceptance Testing WBS: Work Breakdown Structure
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Section 1 Information for Respondents 1-1
About Metropolitan
1-1.1 The Metropolitan Water District of Southern California (Metropolitan) is a public agency incorporated in 1928 pursuant to the Metropolitan Water District Act to build the Colorado River Aqueduct, a facility it still owns and operates. Metropolitan’s primary purpose is to provide a supplemental water supply for domestic and municipal uses at wholesale rates to its member agencies. Metropolitan imports water from two sources: the Colorado River via the Colorado River Aqueduct and Northern California via the California Aqueduct. Today, Metropolitan provides nearly 60 percent of the water used within its service area. 1-1.2 Metropolitan consists of 26 member agencies that include 14 cities, 11 municipal water districts, and one county water authority. Metropolitan is governed by a 37-member Board of Directors made up from the member agencies. 1-1.3 Metropolitan’s service area comprises 5,200 square miles and includes portions of the six counties of Los Angeles, Orange, Riverside, San Bernardino, San Diego, and Ventura. Existing Metropolitan facilities include the 242-mile-long Colorado River Aqueduct with 5 pumping plants, and a distribution system utilizing 8 functional reservoirs, 5 water treatment plants, 43 pressure control structures, 16 hydroelectric plants, and approximately 775 miles of large-diameter pipelines. 1-1.4 Respondents are encouraged to review Metropolitan’s Web Site announcements on a regular basis for contracting opportunities: www.mwdh2o.com. 1-2
Project Background
1-2.1 Metropolitan invites proposals from experienced and qualified firms (Respondents) for the design, development and implementation of a Project Controls and Reporting System (PCRS) in accordance with the requirements of this Request for Proposals (RFP). 1-2.2 The PCRS will support implementation of current and future public works-type engineering and information technology projects, which include 300 to 350 projects at any given time. Those projects range in size from $50,000 to several hundred million dollars. Project types include rehabilitation, replacement, and expansion of the following: water storage, conveyance, and distribution systems; treatment plants; hydroelectric plants; pumping plants; service connections; pressure reducing stations; maintenance yards and support facilities; and, information technology and communications systems and facilities. 1-2.3 Metropolitan’s existing Project Management Information System (PMIS), which the PCRS will supersede, has reached the end of its useful life. Metropolitan requires a robust, enterprise-level system that can handle a full range of projects, from small to highly complex, large-scale engineering projects. This new system must enable staff to better plan, monitor, and report on projects; to improve resource management; and to improve cash flow forecasting. 1-3
Brief Description of Services
1-3.1 The services required under this RFP include the design, development, and deployment of the PCRS; recommendation for new scheduling software to be acquired; creation of new RFP-TK-1037
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schedules for approximately 330 projects, and recommendation of schedule configuration and usage (i.e., resource codes, cost codes, etc.) in accordance with Best Practices; creation of links in the PCRS to existing documents for approximately 330 projects; and, if necessary, designing, preparation of procurement specifications, and assisting with procurement and installation of hardware appliances or components required to fully implement the PCRS. 1-3.2 The PCRS must include a front-end application, back-end data warehouse, and any and all integration and applications necessary to meet the requirements of this RFP. The PCRS shall provide all Metropolitan personnel – executive managers, senior managers, middle managers, project managers, project administrators, project team members, and general staff – a common application for all routine project management needs including accessing project information, updating project status, generating project status and cost reports, and managing project management processes. 1-3.3 The PCRS must reside on-site at Metropolitan, and be compatible with current Metropolitan hardware and software infrastructure and proposed future Metropolitan hardware and software infrastructure described in this RFP. 1-3.4 The PCRS must integrate with the scheduling application, Oracle Enterprise Business Suite (EBS) version 11.5.10, and PeopleSoft version 9.2. Additionally, the system shall pass input data to Cognos and Project Accounts and Grant Management (PAGM), a module of EBS. 1-4
Minimum Requirements
1-4.1 Respondent's Proposal will be deemed non-responsive to the extent that it does not meet the following minimum requirements: (A) Respondent shall be a certified partner with the vendor whose system is being proposed; (B) Respondent and its proposed staff shall have a minimum of five (5) recent years of experience, within the last seven years, in project management and controls systems, and performance of requested services as detailed in the scope of services; (C) Respondent and its proposed staff shall have a minimum of three (3) years of recent experience, within the last five years, with the proposed software system; (D) Respondent and its proposed staff shall have a minimum of five (5) years of immediate experience implementing Primavera P6 release 6 (P6 R6) or later versions, two years of which must include Primavera P6 release 8.1 (P6 R8.1) or later versions. 1-5
Business Outreach Program
1-5.1 The Metropolitan Water District of Southern California is committed to creating an environment that affords all individuals and businesses open access to the business opportunities available within the regional service area in a manner that reflects the diversity of the service area. 1-5.2 It is the policy of Metropolitan Water District to solicit participation in the performance of all construction, professional services, procurement contracts, supplies, and equipment procured by Metropolitan by all individuals and businesses, including but not limited to small RFP-TK-1037
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businesses, locally owned businesses, women, minorities, disabled veterans, and economically disadvantaged enterprises. 1-5.3 A Small Business Enterprise (SBE) is independently owned and operated; is not dominant in its field; and meets the criteria set forth by the Small Business Administration in Title 13, Code of Federal Regulations, Part 121. 1-5.4 To receive a Small Business Enterprise or Disabled Veteran Business Enterprise (SBE/DVBE) incentive, a Respondent must achieve a participation level of 20% by demonstrating that the Respondent itself qualifies for SBE/DVBE recognition1, or if not, that the Respondent will utilize certified SBE and/or DVBE subcontractors to achieve the required participation level. Respondent must submit the Respondents Participation Form, Error! Reference source not found.. 1-5.5 A Regional Business Enterprise (RBE) is a business that has maintained an office for a minimum of one year within Metropolitan’s service area, which includes portions of six counties. Those counties are as follows: Los Angeles, San Bernardino, Riverside, Orange, San Diego and Ventura. The business must have a business permit or license issued by the local jurisdiction in which they are located. Please refer to the following link to see cities within our service area: http://www.mwdh2o.com/mwdh2o/pages/memberag/member04.html. Those firms that qualify as RBEs will receive five (5) percentage points toward total scoring points. 1-5.6 A Disabled Veteran Business Enterprise (DVBE) is independently owned and operated; is not dominant in its field; and meets the criteria set forth by the Veterans Benefit Act of 2003 (15 U.S.C. 657f) AND BY the California Department of General Services (DGS), Procurement Division (PD), Office of Small Business and DVBE Certification (OSDC). 1-5.7 Disabled Veteran Business Enterprises (DVBEs), participating as primes, must apply when registering online at www.mwdh2o.com; click on "Professional Service Opportunities"; and link to "Vendor Registration." Those firms that qualify as DVBE primes, or meet the participation levels through utilizing DVBE sub-consultants, if applicable, will receive five (5) percentage points toward total scoring points. (A maximum of five percentage points are available for SBE and/or DVBE status.) 1-5.8 For questions or clarification concerning the Business Outreach Program, please call the Business Outreach Office Hot Line at 213.217.7444.
1 To receive SBE/DVBE incentives, all SBE/DVBE Respondents and sub-consultant/sub-contractors must be registered in Metropolitan's online registration system before a proposal can be submitted. Other acceptable proof of SBE/DVBE status is: - An SBE /DVBE profile printout from Metropolitan's online registration system, available at www.mwdh20.com - A copy of Certification of SBE Status issued by Metropolitan's Business Outreach Office, or - DVBE certification issued by the State of California or the U.S. Department of Veterans Affairs, or - A micro-business certification issued by the State of California Department of General Services, or - Certification of SBE status from one of our MOU partners.
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1-6
1-7
Project Schedule □
November 20, 2013
Release of RFP Solicitation
□
December 4, 2013
Mandatory Pre-Proposal Conference
□
December 9, 2013
Respondent Request for Clarification due
□
December 23, 2013
RFP Submittal Closing Date 3:00 p.m., Pacific Time (PT)
Mandatory Pre-Proposal Conference
1-7.1 A mandatory pre-proposal conference for prospective Respondents will be held at 1:00 p.m., PT on the date indicated above at Union Station Headquarters, 700 N. Alameda St., Los Angeles, CA 90012. Metropolitan will discuss the services required under this RFP. Subcontractors are not required to attend the pre-proposal conference. To assist in preparations, Respondents are asked to email their intention to attend the conference to Mr. Tae Kim at
[email protected] by 3:00 p.m., PT, Friday, November 27, 2013. 1-7.2 Limited valet parking is available at Metropolitan’s main entrance. Additional parking is available in the Union Station complex. Parking will not be validated. Sign in at the front desk for a temporary badge and the location of the conference. Allow sufficient time to sign in and locate the conference room. 1-8
Request for Clarification
1-8.1 Firms requesting clarification pertaining to this RFP must submit all requests by 11:00 a.m., PT, on the date indicated above, on Metropolitan’s e-procurement website through its Question and Answer (Q&A) tool. 1-8.2 Each question must be submitted individually in the Q&A tool. For example, if your firm should have two or more questions, enter your first question, submit it and then enter your next question in a separate question detail window, submit it and so on. 1-8.3 As appropriate, Metropolitan will respond to questions. Answers to questions will be posted and/or an addendum will be issued for material information or changes to the RFP. 1-8.4 In order to be responsive, receive updates, clarifications, and addenda, firms must complete the online registration by going to www.mwdh2o.com, then click on “Doing Business”, and then Vendor Registration and download this solicitation document. 1-9
General Proposal Information
1-9.1 Respondents are encouraged to carefully review this RFP in its entirety prior to preparation of the Proposals. 1-9.2
All Proposals submitted will become the property of Metropolitan.
1-9.3 Respondent may modify or amend its Proposal only if Metropolitan receives the amendment prior to the deadline stated herein for receiving Proposals. 1-9.4 If Respondent forms a joint venture, a copy of the joint venture agreement will be requested if Respondent is selected for award. Do not submit the joint venture agreement with the Proposal. RFP-TK-1037
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1-9.5 A Proposal may be considered non-responsive if conditional, incomplete, or if it contains alterations of form, additions not called for, or other irregularities that may constitute a material change to the Proposal. 1-10
Rights Reserved to Metropolitan Metropolitan reserves the right to: (A) Reject any or all Proposals; (B) Select the Proposal most advantageous to Metropolitan; (C) Verify all information submitted in the Proposal; (D) Cancel this solicitation at any time without prior notice and furthermore – Metropolitan makes no representations that any contract will be awarded to any Respondent responding to this RFP; (E) Award its total requirements to one Respondent or to apportion those requirements among two or more Respondents as Metropolitan may deem to be in its best interests; (F)
Negotiate the final contract with any Respondent(s) as necessary to serve the best interests of Metropolitan;
(G) Amend the RFP; (H) Amend the final contract to incorporate necessary attachments and exhibits or to reflect negotiations between Metropolitan and the successful Respondent. 1-11
Validity
Proposals must be valid for a period of at least twelve (12) months from the closing date and time of this RFP. Proposals may not be withdrawn after the submission date. 1-12
Pre-Contractual Expenses
Metropolitan shall not be liable for any pre-contractual expenses incurred by Respondents in the preparation of their Proposals. Respondents shall not include any such expenses as part of their Proposal. Pre-contractual expenses are defined as expenses incurred by the Respondent in preparing its Proposal in response to this RFP; submitting that Proposal to Metropolitan; negotiating with Metropolitan any matter related to the Proposal; and, any other expenses incurred by the Respondent prior to the date of award and execution of an Agreement. 1-13
Confidentiality
1-13.1 Metropolitan is subject to the Public Records Act, California Government Code Section 6250 et seq. As such, all required submittal information is subject to disclosure to the general public. Consequently, unless specifically required by the solicitation, respondents should not submit personal data such as driver’s license information, social security numbers, etc. to avoid the possibility of inadvertent disclosure of this personal information. Please note that Metropolitan cannot consider proposals marked confidential in their entirety. RFP-TK-1037
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1-13.2 Respondent may provide supplemental information exempt from public disclosure under Gov. Code § 6254, including “trade secrets” under Evidence Code § 1060. Such supplemental information shall not be material to the required submittal information and Metropolitan shall be under no obligation to consider such supplemental information in its evaluation. 1-13.3 If submitting confidential, supplemental information, such information should be sectioned separately from the rest of the submittal and clearly marked "Confidential." Upon completion of its evaluation, Metropolitan will destroy any confidential, supplemental information submitted, or return such information to Respondent if so requested. 1-14
Protest Procedure
Respondents may review Metropolitan’s protest procedure available at www.mwdh2o.com by clicking on “Doing Business,” then scrolling down and clicking on “Professional Services Protest Procedures.” 1-15
Award of Contract
After a Respondent is selected, the award of a contract (Agreement) is contingent upon the successful negotiation of terms, acceptability of fees, and formal approval by Metropolitan. 1-16
Sample Agreement
Attachment A is Metropolitan’s Sample Agreement. Before submitting a Proposal, Respondents shall carefully review all of the provisions set forth in the Sample Agreement. Metropolitan reserves the right to modify, add or delete any of the provisions of the Agreement prior to issuance. 1-17
Task Order
Respondents should note that services that may be awarded as a result of this solicitation may be negotiated and ordered through the issuance of a written Task Order (see Attachment B – Sample Task Order). Task Orders will be used to further define elements of work and shall include a negotiated schedule, price, deliverables and other terms and conditions for the particular task. All Task Orders must be approved and signed by the Agreement Administrator and the successful Respondent. 1-18
Insurance
Respondent shall state its willingness and ability to provide Metropolitan with required insurance coverage as set forth in the sample Agreement within seven days of notification of selection for award. The insurance coverage required for this RFP is as follows: (A) General Liability
= $1,000,000
(B) Automobile Liability
= $1,000,000
(C) Workers’ Compensation insurance covering all of Consultant’s employees shall be furnished in accordance with the Statutory Requirements of the State of California and shall include Employers’ Liability insurance with a limit of $1,000,000 for each accident for bodily injury or disease. RFP-TK-1037
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(D) Professional Liability or Errors and Omissions = $1,000,000 / $2,000,000 aggregate 1-19
Definitions
1-19.1 Agreement: Contractual document specifying the terms and conditions, and defining the Scope of Services to be performed by the Consultant for a specific project, or on a continuing or on-call basis. 1-19.2 Consultant: The party entering into an Agreement with Metropolitan for the performance of the work described in this RFP. 1-19.3 Disabled Veteran Business Enterprise: Any firm that is independently owned and operated; is not dominant in its field; and meets the criteria set forth by the Veterans Benefit Act of 2003 (15 U.S.C. 657f) AND BY the California Department of General Services (DGS), Procurement Division (PD), Office of Small Business and DVBE Certification (OSDC) 1-19.4 Fee Schedule or Cost Proposal: A summary of costs by major task or project phase showing subtotals and totals to be charged. 1-19.5 Joint Venture: An association of two or more persons or firms engaged in the cooperative effort of providing services described in the Scope of Services for which a Proposal is being submitted. 1-19.6 Key Personnel: Lead members of Consultant's team and actual direct participants in the services. Key personnel may include the Consultant’s employees or a Subcontractor. 1-19.7 Metropolitan: Metropolitan as used hereinafter shall refer to The Metropolitan Water District of Southern California. 1-19.8 Middle Manager: A Unit Manager or Section Manager. In Metropolitan’s organizational structure, the lowest managerial position is the Team Manager. Above this position, in ascending order, are the Unit Manager, Section Manager, Group Manager, Assistant General Manager, and General Manager. 1-19.9 Project Manager/Agreement Administrator: The person assigned to administer the work to be accomplished by Consultant and the primary point of contact between Metropolitan and Consultant. 1-19.10 Regional Business Enterprise: A Regional Business Enterprise (RBE) is a business that has maintained an office for a minimum of one year within Metropolitan’s service area, which includes portions of six counties. Those counties are as follows: Los Angeles, San Bernardino, Riverside, Orange, San Diego and Ventura. The business must have a business permit or license issued by the local jurisdiction in which it is located. 1-19.11 Respondent: A sole proprietor, partnership, corporation, or joint venture making a Proposal or response to Metropolitan's Request for Proposal. 1-19.12 Senior Manager: A Group Manager. Refer to the definition for Middle Manager. 1-19.13 Small Business Enterprise: Those firms meeting the criteria set forth by the Small Business Administration in Title 13, Code of Federal Regulations, Part 121. 1-19.14 Solicitation: An RFP, RFI or RFQ issued by Metropolitan.
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1-19.15 Subcontractor/Sub-consultant: Any person, firm, or corporation performing work or providing service for the Consultant in support of the Scope of Services for an agreement.
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Section 2 Background 2-1
Metropolitan’s Projects
2-1.1 Metropolitan’s projects are subdivided into three primary portfolios: capital, reimbursable, and Operations and Maintenance (O&M) projects. Capital projects are further subdivided into two secondary portfolios: engineering, and information technology (IT) projects. As of July 1, 2013, the portfolios included the following approximate number of projects: Portfolio Quantity Capital/Engineering 300 Capital/IT 20 Reimbursable 9 O&M 1 Total 330 2-1.2 The aforementioned engineering, reimbursable, and O&M projects are currently scheduled in P6 R6, while the IT projects are scheduled in Microsoft Project. The P6 R6 schedules are NOT loaded with roles, but most are loaded with budgets as discussed below in Article 2-3. 2-1.3 Metropolitan’s capital budget (Engineering and IT) is anticipated to range from $200 million to $300 million annually. 2-2
Standard Work Breakdown Structure
2-2.1 For Engineering, reimbursable, and O&M projects, the existing Work Breakdown Structure (WBS), that is the organization of work below the project level, includes the following seven phases: (1) study, (2) preliminary design, (3) final design, (4) advertising-award, (5) construction, (6) post-construction, and (7) procurement. 2-2.2 For IT projects, the existing WBS includes the following four phases: (1) definition, (2) design, (3) development, and (4) deployment. 2-2.3 Above the project level, Metropolitan utilizes Primavera’s Enterprise Project Structure, shown in Exhibit 1, to group projects by program, region, and type of project (going from lower to higher level). 2-3
Existing Schedules
2-3.1 Each existing project has a high-level, budget-and-cost-loaded schedule maintained in P6 R6, and in some cases, a detailed schedule kept in Microsoft Project 2007 or some other format. The high-level schedules in P6 R6, an example of which is shown in Figure 2 below, include two generic activities for work performed prior to January 1, 2013, and one activity per phase for work planned from January 1, 2013 through project completion. The following eight resources are assigned to each activity: (1) labor, (2) materials, (3) incidental expenses, (4) professional/technical, (5) right of way, (6) operating equipment, (7) administrative overhead, and (8) contracts (see Figure 4). These “resources” represent Metropolitan’s standard
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accounting cost categories. Budgeted costs and actual costs are manually entered for each activity. This resource configuration is used to generate cash flow forecast by cost category.
Figure 2 ‐ Typical existing schedules in P6 R6 (Note: some non‐standard WBS phases are shown.) Figure 1 ‐ Typical existing schedules in P6 R6 (Note: some non‐standard WBS phases are shown.)
Figure 4 ‐ Typical “resource”‐loaded activity in P6 R6 – existing schedules. Figure 3 ‐ Typical “resource”‐loaded activity in P6 R6 –
2-3.2 Detailed project schedules are maintained by each project manager in various network folders. Generally speaking, these schedules are not loaded with budgets, resources, roles or costs. Most are in Microsoft Project 2007 format, but a few are in Excel or P6 R6 format. 2-4
Project Budget vs. Appropriated Funds
2-4.1 When speaking of project budget within the context of Metropolitan’s project management or project controls arenas, this term is defined as the estimated total cost to RFP-TK-1037
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perform the entire scope of work of a project, but does not necessarily represent the funded or authorized amount. On the other hand, appropriated funds are the amounts authorized through the project authorization process to perform either the entire project or only a certain portion of the project, as specified in the project authorization documents. For multi-phase projects (most projects), the budget would be the cost to perform all phases, but funds might be appropriated one phase at a time, which means that the budget will generally be greater than the appropriated funds, until funds are appropriated for the final phase of the project. 2-4.2 Project budgets are tracked in the Integrated Budgeting Management System (IBMS), while appropriated amounts are tracked in PAGM. Budgets are manually entered in IBMS and spread by quarter and fiscal year as explained in more detail under Article 2-6, “Existing Software Systems,” subparagraph 2-6.8. Appropriated amounts are entered in PAGM as “budget.” The budget in PAGM is not to be confused with the budget in IBMS. During project setup the PAGM budget for most projects is broken down by “resource,” and for most projects, accounting expenditure types (labor, materials, incidentals, etc.) are used as project resources. A small percentage of existing projects, primarily reimbursables, are budgeted in PAGM by task. 2-5
Project Management and Administration Staff
2-5.1 Metropolitan’s projects are managed by a staff of approximately 45 project managers (PMs) and 11 project administrators (PAs). One PA is designated as the Master Scheduler. Above the PMs and PAs, there are five (5) levels of management including Team, Unit, Section, Group, and Executive management, each with its own reporting requirements and responsibilities. In addition, other Metropolitan staff monitor and provide updates on specific projects and activities in their roles as either stakeholders or project team members. 2-5.2 For the purposes of this RFP, “middle managers” are defined as Unit and Section Managers, and “senior managers” as Group Managers. 2-6
Existing Software Systems
Overview 2-6.1 Metropolitan’s project managers and project administrators use a variety of computer applications to monitor and report on capital, reimbursable, and O&M programs and projects. Figure 5 below illustrates the relationship amongst the various systems currently available for use.
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Figure 5 ‐ Existing Data Flow (Current Process)
2-6.2 Applications which play a role in the existing project management, project controls and reporting processes are discussed below. Financial System 2-6.3 Oracle EBS 11.5.10 is Metropolitan’s financial system, running on the 10g database platform. EBS includes the modules iProcurement, Purchasing, Inventory, Fixed Assets, PAGM, Accounts Payable (AP), Accounts Receivable (AR), and General Ledger (GL). Metropolitan plans to upgrade EBS to version 12 by June 2015. 2-6.4 In the GL, Metropolitan uses an eleven (11) segment chart of accounts (COA) which includes the following segments: Account
Activity
Appropriation
Fund
Grant
Location
Organization
Project
SubAccount
Task
TBD
2-6.5 Project setup in PAGM involves defining project budgets by accounting cost category for capital projects and by task for reimbursable projects. Scheduling Applications 2-6.6 Metropolitan uses Primavera P6 R6 and Microsoft Office Project 2007 for project scheduling. P6 R6 is used primarily for high-level project schedules. Approximately 92 percent of current projects are in P6 R6. The remaining projects are in Project 2007. 2-6.7
Primavera P6 R8.1 was installed in late-2011, but is currently not being used.
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Budgeting and Forecasting Systems 2-6.8 Metropolitan uses the Integrated Budget Management System (IBMS) to collect budget and forecast data, which includes for each capital project: total project budget; monthly and quarterly cash-flow estimates for budget year through budget year plus two; yearly cash-flow forecasts for budget year plus three through end of project. For each project, cash-flow estimates must be further subdivided by 9 cost categories: labor, professional & technical services, materials, incidentals, construction contracts, overhead, right-of-way, equipment usage, and contingency. The labor component must be further broken down by organization (Engineering, Operations, etc.). Forecast data is currently entered manually, and as project schedules change, the forecast data is updated manually. 2-6.9
IBMS is a Metropolitan-developed application created within Cognos Contributor.
Reporting Systems 2-6.10 BI Publisher – Currently not being used. BI Publisher works with P6 R8.1, and includes one standard MWD monthly status report. 2-6.11 Cognos BI – Currently running version 8.3. The Cognos data warehouse is currently integrated with Oracle EBS and pulls in data nightly from the EBS suite. Certain cost reports and dashboards have been designed within Cognos BI similar to some PMIS reports. 2-6.12 Microsoft Office Excel 2007 and Word 2007 – Used by PMs and PAs for preparation of most project reports. 2-6.13 PMIS – A 20-year-old Metropolitan-developed application which is to be phased out and eventually replaced by this PCRS. PMIS was built using Developer 2000 (Oracle Tools) and upgraded to Developer 2000/R2 (Forms and Reports). Oracle DB is version 8i. PMIS contains historical cost and labor data. Timekeeping and Employee Data Applications 2-6.14 For timekeeping, Metropolitan uses WorkTech Version 5.1. WorkTech is used by all employees to report time charged on all projects. Employees are required to charge their time by Oracle EBS project number and task code. 2-6.15 Employee information such as employee number, organization, classification, etc., is maintained in PeopleSoft 8.9. This application will be upgraded (to version 9.2) in the near future. Document Management Systems 2-6.16 FileNet Content Service, Version 5.4 – Metropolitan’s electronic content management (ECM) application, used to store Board letters, Board meeting minutes, signed engineering drawings and other documents. 2-6.17 ProjectWise V8i, Version 8.11 – Used primarily to store design documents such as drawings and calculations. 2-6.18 SharePoint Version 2007 and 2010 – Used primarily for collaboration in the Board letter writing process.
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Integration Application 2-6.19 Although not currently used, OP3 Version 2.5.11 was installed in 2012 to integrate EBS’ PAGM, with P6 R8.1. OP3 was configured to load costs from PAGM to P6 R8.1 at the resource level, BUT this integration was limited to the following “resources:” 1) Labor, 2) Materials, 3) Incidentals, 4) Professional & technical, 5) Right-of-way, 6) Operating equipment, 7) Administrative overhead, and 8) Contracts. Processes Management Application 2-6.20 EForms is a 20-year-old, Metropolitan-developed application, used to generate electronic forms including Work Request, Project Authorization, Change of Scope Request, Request for Project Completion or Cancellation, Cost Transfer Request, Program Budget Request, and IT Project Management Checklist. 2-6.21 Although EForms is capable of tracking electronic signatures and routing of forms via Outlook, this functionality is not utilized for most of the aforementioned forms due to discrepancies between the forms and the current process. Therefore, some forms are printed and then processed manually. 2-6.22 EForms plays a key role in standard project milestones including project initiation, budget and scope and schedule control, and project closeout. The EForms application is capable of writing form data to an Oracle database, but none of the aforementioned forms are presently configured to do so.
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Section 3 Scope of Services 3-1
Goals The goals of the PCRS include, but are not limited to the following:
General (A) Provide all Metropolitan personnel – executive managers, senior managers, middle managers, project managers, project administrators, project team members, and general staff – a common application for all routine project management needs including accessing project information, updating project status, generating project status and cost reports, and managing project management processes. (B) Eliminate the need for multiple data entries by centralizing project data. (C) Successfully implement and complete deployment of the PCRS by December 1, 2015. Access (D) Increase visibility of project status by providing to Metropolitan personnel access to reports which summarize key project data (such as budget, costs, scope, status, and schedule) across all projects, yet allow users to drill down to individual project activities. (E) Allow users to select report grouping and filtering criteria (such as project region, appropriation number, project manager name, project priority, etc.) in accordance with each individual’s needs. Resource Management (F)
Improve resource management with new role and resource-loaded schedules, and new reports and reporting tools, which give team managers the information and tools needed to plan labor resource allocations based on project schedule needs, or adjust schedules based on the availability of labor resources.
(G) Provide the ability to manage internal labor resources by role or skill at the team level (Metropolitan’s lowest organizational level). Financial Forecasting (H) Improve financial forecasting with cash-flow estimates which are based on new cost-loaded project schedules and with reports and reporting tools that give managers the information they need to estimate funding needs, and react to variances between baseline and current forecasts.
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Schedule Management (I)
Facilitate and improve schedule management by providing the tools, templates, and guidelines for developing, managing, and controlling schedules throughout the life of the projects.
(J)
Provide a centralized system for project team members to collaborate on schedule development, management and control in accordance with industry best practices.
Reporting (K) Replace Metropolitan’s primary, yet aged reporting system, PMIS, with a new reporting application that produces reports and charts, which are easily customizable by the end users. 3-2
Objectives The main objectives of this project are to: (A) Provide a centralized PCRS for Metropolitan’s project management needs. (B) Provide a centralized reporting environment and data warehouse which supports the needs of the PCRS, yet is expandable for future project and non-project reporting needs. (C) Integrate schedule, financial and budgeting systems in order to facilitate tracking of actual costs and labor usage against budgets, forecast cash-flows and forecast resource requirements. (D) Deploy a common scheduling application and create new schedules for all existing, active projects. (E) Create links in the PCRS to existing project documents. (F)
Configure the scheduling application and other systems as necessary to allow for reporting and CIP cash and resource forecasting at all levels.
(G) Develop a procedures manual based on best practices that will define each process and application in the PCRS. (H) Transfer PCRS application knowledge to Metropolitan staff. 3-3
General Scope of Services
The scope of services under this RFP generally includes all PCRS design, development, and deployment required to achieve the project objectives, in conformance with the specifications herein, and creating, furnishing, installing, and configuring the necessary software for the PCRS (including a front-end application and back-end data warehouse); 3-4
PCRS Requirements and Features
3-4.1 The PCRS application’s features shall include: (1) a user interface, (2) a dashboards area, (3) an area for running and customizing reports, (4) an area for updating program and RFP-TK-1037
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project status, (5) an area to create and manage project authorizations, and (6) an area which provides access to project documentation. Requirements of these six areas are discussed in more detail below. 3-4.2
General requirements and features of the PCRS are as follows: (A) Simple, easy-to-use, web-based application with a user-friendly interface, (B) Role-based interface and security levels, and (C) Provide auditable data.
Features of the User Interface 3-4.3 The PCRS user interface shall have an initial menu, which guides users, as a minimum, to the following five areas: (A) Dashboards (B) Reports (C) Project/Program Status (D) Authorizations (E) Project/Program Documents Requirements and Features of the Dashboards Area 3-4.4 The dashboards area shall provide easy to read and understand graphical information on the performance and status of projects, programs and portfolios. 3-4.5 Dashboards shall be drillable to more granular levels of information. For example, clicking on a dashboard that summarizes data at the portfolio level would lead users to data summaries at a lower level, namely the program level. The dashboards would also give users the option of summarizing data by project region, project manager, etc. Clicking on programlevel dashboards would expose the status of individual projects. Clicking on the status of individual projects would expose the status of project phases and activities. 3-4.6 Users shall have the ability to customize and save personalized dashboard views. Dashboard gauges and reports shall be easy to modify using drag and drop features to add and remove summary fields, group and sort data, and add or remove column and row headings. 3-4.7 Dashboards shall be printable and exportable to Excel, Word, PowerPoint and Portable Document Format (PDF). 3-4.8 The PCRS shall be configured with a minimum of 5 dashboards. Examples of these are included in Exhibit 2. Requirements and Features of the Reports Area 3-4.9 The reports area shall enable users to run standard and ad-hoc reports such as budget, labor usage, cost, cash flow forecasting, resource requirements, schedule, etc. 3-4.10 This application shall allow reports to be run on individual or multiple projects selected by one or more project attributes including but not limited to project number and name, program RFP-TK-1037
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number and name, portfolio, region, location, priority, ranking, project manager, project administrator, scheduling application codes (standard and user-defined project and activity codes), and by a combination of these and other project criteria or data types used by Metropolitan. 3-4.11 Users shall have the ability to customize standard reports and save personalized reports. Reports shall be easy to modify using drag and drop features to add and remove fields, group and sort data, add or remove column and row headings. 3-4.12 Data in the reports shall be summarized at any level selected by the user, yet drillable to a granular level of detail. The new reporting system shall be capable of allowing the user to produce various types of reports based on selections made by the user. 3-4.13 Reports shall be printable and exportable to Microsoft Excel, Word, PowerPoint and Adobe PDF. 3-4.14 The PCRS shall be configured with a minimum of 25 reports. For examples of standard and ad-hoc report data required, as well as existing data types by system, please see Exhibit 3. 3-4.15 Examples of existing reports, which are to be emulated by the PCRS, are included in Exhibit 4. Requirements and Features of the Project/Program Status Area 3-4.16 The Project/Program Status area shall show basic project and program information such as the current schedule, and enable project team members to update specific project activities with actual start and finish dates, planned start and finish dates, percent complete, narratives (scope of work, monthly goals and accomplishments), steps completed, and issues. 3-4.17 Project status updates by team members shall require approval by the project manager before the change is committed in the schedule. Requirements and Features of the Authorizations Area 3-4.18 The Authorizations area shall provide all users the ability to view, initiate, update, and approve project authorizations in accordance with Metropolitan’s standard procedures. 3-4.19 The application shall be expandable to allow automation of additional pertinent business processes. 3-4.20 The following authorizations will be initially required under this scope: (A) Initial Project Authorizations (B) Project Change Authorizations (C) Project Completion / Cancellation (D) Design and Inspection Project Budget Agreements (E) Project Budget Detail
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Requirements and Features of the Project/Program Documents Area 3-4.21 The Project/Program Documents area shall display links to project and program documents contained in existing ECM systems (FileNet and SharePoint), including, but not limited to, signed Board letters and approved Board meeting minutes in FileNet, links to links to project folders in Bentley ProjectWise, and links to project documents in SharePoint. 3-4.22 This area shall provide project managers and Administrators with the ability to add or delete links to project documents, and to add or remove project-related documents, with rolebased security levels. The PCRS shall add new documents in an existing ECM. 3-4.23 Linked files shall be searchable by project number, program number project title, or location. A link to the Project/Program Documents area shall be included within all of the other PCRS areas. 3-5
Requirements of the Enterprise Reporting Environment
3-5.1 The Enterprise Reporting Environment (ERE) shall be a centrally-managed, robust system, which meets the needs and objectives of the PCRS and serves as the primary source for Metropolitan-wide reporting and analysis. Such an environment shall, generally speaking, consist of a data warehouse and data marts. 3-5.2 As a minimum, the enterprise reporting environment shall conform to the requirements and include the features described in the paragraphs below. 3-5.3
General Requirements and Features The ERE shall have the following general features and requirements: (A) Expandable to support future reporting systems (to be developed by others); (B) Foundational and scalable architecture to include additional reporting that leverages delivered Oracle Finance data models thus reducing the need for labor intensive “custom” design efforts; (C) Establishment of a common set of standards, guidelines and processes to be used in the development of financial reports and dashboards.
3-5.4
Data Warehouse Requirements The data warehouse shall: (A) Source data from a nightly replication of the Oracle Financials, PeopleSoft and the selected scheduling application; (B) Be the new repository for historical cost and labor data currently stored in PMIS; (C) Be updated nightly providing data current as of close of business (COB) the night before; (D) Be dimensionally modeled and designed for ease of reporting; (E) Provide output to Cognos and PAGM.
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3-5.5
Data Marts Requirements Data marts shall be provided for the following data subsets: (A) Purchase Orders (B) Requisitions (C) Vendor Analysis (D) Accounts Payable (E) Account Receivables (F)
Projects and Grants
(G) General Ledger (H) Asset Management (I)
Labor Cost Distribution
(J)
Scheduling application
(K) Inventory 3-5.6
Centralized Reporting Environment
The centralized reporting environment shall be designed and developed using Business Intelligence tools which include: (A) A role-based, user-friendly Web interface; (B) Subject-oriented, interactive “Dashboards” containing the common set of core reporting capabilities; (C) A security framework that controls authentication and provisioning of appropriate data access. 3-6
System Integration Requirements
3-6.1 The Consultant shall integrate financial data, including costs, authorized budgets, and labor data, with the centralized project schedules; load chargeable task codes and WBS data from the schedules to PAGM; and transfer total budgets and budget forecasts (appropriated and non-appropriated budgets) from the schedules to Cognos IBMS. Integration shall be programmed to occur automatically on any desired frequency. 3-6.2 System integration shall result in the ability to perform the following functions at the activity, project, program, and portfolio level: (A) Track actual costs against appropriated budgets; (B) Track actual costs against budgeted roles or resources; (C) Track actual costs against budgeted expenses;
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(D) Track actual labor against budgeted labor by role2; (E) Provide up-to-date monthly, quarterly, and annual cash-flow forecasts; and, (F)
3-7
Provide up-to-date monthly, quarterly, and annual resource or role full-timeequivalent (FTE) requirement forecast reports.
New Schedule Standards and New Project Schedules
3-7.1 Consultant shall provide a best practices review and recommendations on current and future scheduling application configuration in support of Metropolitan’s forecasting and reporting requirements. Recommendations shall address the areas of WBS setup, resource and role setup, activity and project codes, resource and role loading setup, etc. 3-7.2 Consultant shall work with Metropolitan to design and create standard schedule templates for various classes of projects (Engineering, IT, O&M, reimbursable) and subclasses (which may include type of project, such as pipeline vs. treatment plant, and small vs. large budget). An example of what a standard schedule might be required to look like for a non-IT project is shown in Figure 6 below. 3-7.3 Consultant shall create new project and activity code libraries and customized codes necessary to generate the reports required by Metropolitan. This includes but is not limited to resource libraries, location codes, calendars, etc. 3-7.4 Consultant shall create new project schedules in the new scheduling application for approximately 330 existing projects. As part of this work, Consultant shall: (A) Prepare and submit a plan for Metropolitan review, describing how new project schedules will be created from existing schedules, (B) Conduct face-to-face information gathering meetings with project managers and project administrators, as needed, to develop the schedules in accordance with approved standards.
2
For example: Civil Engineer, Project Manager, IT Programmer, etc.
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Figure 6 ‐ Example of Schedule Template for Non‐IT Project
3-8
Document Links Requirements
3-8.1 Consultant shall create links in the PCRS to existing documents for approximately 330 projects. Metropolitan anticipates an average of three (3) document links per project. As part of this work, Consultant shall: (A) Prepare and submit a plan for Metropolitan review describing how existing project documents will be linked to the new PCRS.
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(B) Conduct face-to-face information gathering meetings with project managers and project administrators, as needed, to determine the exact location or name of files to be linked in the PCRS. 3-8.2 Links to existing project and program documents in FileNet, SharePoint and ProjectWise shall be visible within the aforementioned Project/Program Document area. 3-9
Knowledge Transfer and Documentation Requirements
3-9.1 The Consultant shall submit a formal Knowledge Transfer Plan for review and approval by Metropolitan. The Knowledge Transfer Plan shall describe how the Consultant intends to provide users the necessary knowledge to be able to use the PCRS and scheduling application, and technical staff the necessary knowledge to be able to administer the system and to support its key users. 3-9.2 The Consultant shall provide knowledge transfer tailored to each type of user, including managers (executive and senior), middle managers, project managers, project administrators, project team members, and general staff. 3-9.3 Knowledge transfer for technical staff shall impart the knowledge necessary to understand how the system works in order for them to provide administration where required, and to support the interfaces to other Metropolitan systems. 3-9.4
Knowledge transfer for project managers and project administrators shall include: (A) Detailed instructions for all user applications in the PCRS system, the effects of a change in one application on another application or process, and the role of each application or system; (B) Instructions on the use of the scheduling application, including creating schedules with or without templates, adherence to standard WBS and data codes, application of activity codes and project code necessary for Metropolitan’s reporting needs, and differences in functionality between P6 R6 and the new scheduling application; and, (C) Instruct on creation of baselines, resource codes, cost accounts, dictionaries, calendars, and reports (standard and custom), and best practices for maintenance (project administrators only).
3-9.5 Knowledge transfer shall be provided at Metropolitan Headquarters for the following numbers of end users: 45 project managers, 11 project administrators, 35 project team members, 10 managers (middle, senior and executive) and 20 general staff. 3-9.6 Consultant shall provide end user manuals and materials (both hardcopy and editable electronic format) for all staff listed in paragraph 3-9.5 above. 3-9.7 For project managers and project administrators, Consultant shall develop a procedures manual based on best practices for each process and application in the PCRS. 3-9.8 Consultant shall document the system configuration and all customizations in order to enable Metropolitan to support future enhancement and maintenance of the proposed system.
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3-10
Scheduling Software Selection, Procurement and Installation
3-10.1 Consultant shall propose the most appropriate scheduling application based on Metropolitan’s user requirements listed in Table 1 below. It is anticipated that up to 120 users will require access to project schedules. However, as can be seen in the table, access requirements vary from simply viewing schedules with preset layouts for middle managers, to being able to create schedules for project managers and project administrators. 3-10.2 If requested, Consultant shall assist Metropolitan with procurement of the scheduling software. 3-10.3 Consultant shall propose the quantity and kinds of scheduling licenses required and applications installed shall be based on user requirements. 3-10.4 Consultant shall provide the following services during installation of scheduling software: (A) Assist Metropolitan with installation of the scheduling application. (B) Set up and assign access rights for the scheduling database. (C) Set up project/schedule templates. (D) Structure project, organizational breakdown structure (OBS), and resource hierarchies, set up basic calendars, define organization-wide custom fields and codes, and configure the scheduling software as necessary to allow for reporting and CIP cash and resource forecasting at all specified levels. (E) Create user accounts and user groups for the Project Management module. (F)
Assign security rights to users in the scheduling application.
3-10.5 The aforementioned software installation work shall be done with input from the Project Manager and with review and approval by the Project Manager.
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Table 1 ‐ System Access Requirements
3-11
Activities
P6 Administration
Reports
Dashboards
Authorizations
Capital budget administrator PC team manager P6 Administrator Project administrators PM team managers Project managers Project team members Middle managers Senior and executive managers General staff (reporting system access) Total
Projects
Role
a b a a a a c c -
c c a a b a b c -
a -
c c c c c c c c c c
c c c c c c c c c c
a a a a a a a a a a
Authorized users 4
System Access Requirements3 Scheduling PCRS Application
2 1 3 11 3 45 35 20 10 220
350
Scheduling and PCRS Software License Requirements
Table 1 above summarizes the system access requirements by role, for both the PCRS and scheduling applications. For bidding purposes, this table may be used to estimate the quantity and kind of software licenses required.
3
Access values: - = no access a = modify, create, & delete data; + b b = update status; + c c = create and modify personal layouts; + d d = view using standard layouts 4 The “authorized users” column in Table 1 represents the estimated number of users per role. RFP-TK-1037
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Section 4 Technical Requirements 4-1
General
4-1.1 All applications under this project shall be installed on-site at Metropolitan. A hosted system will not be allowed due to security concerns around the interactions required between this system and the Oracle EBS and PeopleSoft systems which reside within the Metropolitan internal network. 4-1.2 System documentation and knowledge transfer for users and technical support staff shall enable Metropolitan to successfully use and support the system post implementation. 4-1.3
All software and applications shall be the latest release generally used in production.
4-1.4 Metropolitan reserves the right to purchase software directly from a software vendor if so desired. 4-1.5 During the Design Phase of the project, Consultant shall work jointly with Metropolitan staff to ensure knowledge transfer and adequate understanding of the system being implemented. This is necessary so that Metropolitan technical staff can properly support the system once it is deployed. 4-1.6 Software furnished, installed, created, or configured under this project shall be compatible with Metropolitan’s hardware, software, and network infrastructure, including but not limited to the following: (A) HP 9000 rp7420 and rp8420 UNIX RISC servers (current environment) and HP rx2800 Itanium servers (future environment); (B) Oracle EBS - Oracle Financials 11.5.10 on the 10g database platform and future versions of application and/or database; (C) PeopleSoft Human Capital Management (HCM) and Enterprise Learning Management (ELM), version 9.2; (D) Microsoft-Exchange - Currently, version 2010 is in production. Desktop environment consists of Office 2010, 32-bit Vista SP1 operating system, but Metropolitan expects to migrate to Windows 7 within the 2013 calendar year. 4-1.7 Metropolitan will provide separate software environments to accommodate development, testing and production. Generally, Metropolitan defines these as follows: (A) Development is the area for initial installation and configuration. (B) Testing is more protected so that system testing can take place in a managed environment. (C) Production is the area where the live implemented system resides.
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4-2
Consultant Project Management Activities
4-2.1 Consultant shall submit a Project Management Plan (PMP) within two weeks of beginning this engagement. The Project Management Plan shall, at a minimum, include the following: (A) Project schedule (B) Total project cost estimate (C) Consultant expectations for Metropolitan staff availability (D) Consultant Communication Plan (E) Project Risk Management Strategy and Plan (F)
Project Change Management Strategy and Plan
(G) Project team organization (H) Communications Plan (I)
Deployment strategy
(J)
Test and acceptance strategy
(K) Knowledge Transfer Plan 4-2.2 The project schedule shall take into account Metropolitan’s needs and constraints and shall be detailed, cost-and-resource-loaded, logic-driven, and in P6 R6 format. 4-2.3 Consultant shall provide an updated project schedule on a monthly basis, as of the first of each month. 4-2.4 Consultant shall prepare bi-weekly status reports, indicating work accomplished during past reporting period, and work planned for the next reporting period. 4-2.5 Consultant shall prepare and maintain a project Issues Log to identify and track each project problem or issue as it arises. 4-2.6 Consultant shall attend bi-weekly project status meetings, either in person, by video or audio conference, or as directed. 4-2.7 Consultant shall provide demonstrations of the installed system to Metropolitan staff and management, as requested. A minimum of two demonstrations will be required for audiences of up to 30 people. Additional demonstrations shall be provided as requested. 4-2.8 The Communications Plan shall include frequency and format of status meeting and reports and communications protocols. 4-2.9 The Knowledge Transfer Plan shall identify key “joint” activities between Consultant and Metropolitan staff to ensure adequate knowledge transfer at project completion.
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4-3
Design Phase Requirements
4-3.1 Consultant shall provide all system design services and deliverables necessary to fully configure and implement the selected system. 4-3.2
The Design Phase shall include a “Discovery” sub-phase during which Consultant shall: (A) If necessary, provide final specifications for software and hardware to be acquired (based on software and hardware included in Consultant’s Proposal); (B) Review Metropolitan's hardware and network architecture in light of the proposed solution requirements, and make recommendations for changes or new purchases; (C) Provide guidance for business process changes; (D) Assess Metropolitan’s PCRS project requirements and verify that they can be met by the proposed solution.
4-3.3 Consultant shall develop a System Design Document based on requirements outlined in this RFP and during the Project Team meetings. The System Design Document shall define and describe the configuration of the PCRS, the number and design of project reports, and the number and design of dashboards. It shall also define the interfaces with Metropolitan's Oracle EBS, the scheduling application, IBMS, FileNet, and other systems to be integrated with or linked to the PCRS. 4-3.4
The System Design Document shall consist of, at a minimum, the following sections: (A) Functional Design; (B) Gap Analysis - Describes instances where the proposed software solution does not meet Metropolitan requirements, and proposal for mitigation and documents customizations if needed; (C) System Architecture Context Diagram - Shows major components (hardware, software, facilities) of the new system and their relationships; (D) Network Architecture diagram - Shows overall network configuration required for the application; (E) Security Architecture - Describes operating system, network, data, application, and interfaces; (F)
Data Relationships – Includes data dictionary and entity relationship diagram(s);
(G) Technical Design. 4-3.5 Hardware procurement and installation shall be performed during Design Phase per Article 4-7, “Hardware Selection, Procurement and Installation.” 4-4
Development Phase Requirements
4-4.1 Upon approval of the design, Consultant shall perform all required development activities such as installing, configuring, modifying and documenting all software necessary to RFP-TK-1037
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develop a complete and operational Project Controls and Reporting System. During this phase, Consultant shall develop and document all system integration points and interfaces and develop and document PCRS reports, views, forms, and dashboards. 4-4.2 Throughout the Development Phase, Consultant shall provide knowledge transfer and adequate understanding of the system being implemented to Metropolitan staff. 4-4.3 Development Phase shall include the requirements in Article 4-8, “System Testing Requirements,” from “General” (Paragraph 4-8.1) through “User Acceptance Testing” (Paragraph 4-8.13). System Acceptance shall be performed under the Deployment Phase paragraph 4-8.14. 4-5
Deployment Phase Requirements
Deployment phase requirements shall include the requirements of Article 4-6, “Software Installation and Configuration,” Article 4-9, “Deployment Plan,” Article 4-10, “New Project Schedules,” Article 4-11, “New Document Links,” Article 4-12, “Documentation,” Article 4-13, “Knowledge Transfer Materials,” Article 4-14, “Support and Maintenance Activities,” and Paragraph 4-8.14 (below the subheading of “System Acceptance”). 4-6
Software Installation and Configuration
4-6.1 Consultant shall work with Metropolitan to ensure that configuration of the system provides a fully functional Project Controls and Reporting System which meets Metropolitan's requirements. Consultant shall work with Metropolitan to schedule any required installations so as to minimize disruption to ongoing business activities. 4-6.2 If there are any client software components required for the proposed solution, Consultant shall work with Metropolitan staff to develop the client installs; however, deployment of client software is the responsibility of Metropolitan’s IT staff. 4-7
Hardware Selection, Procurement and Installation
4-7.1 Consultant shall propose all necessary hardware appliances required for the successful implementation of the PCRS, subject to Metropolitan’s review and approval. 4-7.2 As directed by Metropolitan, Consultant shall assist with procurement, installation, and configuration of hardware appliances. If installation of hardware qualifies as a Public Works Project, Consultant will be required to oversee the installation of the hardware by a contractor. 4-8
System Testing Requirements
General 4-8.1 Consultant shall participate in testing of the configured software. During this phase, issues with how configured software meets requirements, as well as how it functions (that is, does it meet design specifications?) are evaluated. Performance criteria and benchmarks are identified and tested. All test results during this phase shall be clearly documented, and a pass/fail determination made.
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4-8.2 Consultant shall maintain a detailed Testing Issues Log to document all problems encountered during this phase. The Issues Log shall be updated continuously as problems are resolved. 4-8.3
All known issues will be retested at final User Acceptance Testing.
System Testing Plans and Reports 4-8.4 Consultant shall provide a high level test strategy and plan, hereinafter called the Test Plan which describes how testing will be carried out. 4-8.5 Upon approval of the Test Plan, Consultant shall jointly develop with Metropolitan detailed test plans. These plans shall include the procedures used for testing the final system configuration, test cases for testing system functionality, procedures for final acceptance testing and detailed documentation of all test results. 4-8.6 Testing shall include, but is not limited to Unit, Integration, System, Performance and User Acceptance Testing. Testing shall include procedures for establishing benchmarking test data to be used during User Acceptance Testing to measure system performance. Specifically, the test deliverables include but are not limited to: (A) Test Strategy and high level Test Plan (Consultant), (B) Test Scenarios/Cases/Scripts (Jointly developed), (C) Identification of performance benchmark criteria (Jointly developed), (D) Test Issues Log which documents all testing issues as they are identified (Jointly maintained), (E) Final Test Report (Jointly developed), (F)
Procedures for failover testing (Jointly developed),
(G) Planning and general oversight of testing (Jointly managed). Planning for System Testing 4-8.7 Consultant shall assist Metropolitan in developing Test Scenarios/Cases/Scripts and executing testing in order to ensure that the software operates as designed and configured. 4-8.8
The Test Plan shall test all modules, features, functions and system performance.
4-8.9 Prior to the testing phases, Consultant shall assist Metropolitan to establish performance benchmarks as required to evaluate the fully configured system and establish criteria for final User Acceptance Testing (UAT). Error Remediation and Adjustments 4-8.10 Consultant shall perform remediation of errors (“adjustments”) required to properly configure the Project Controls and Reporting System Solution and to verify performance criteria in the approved design specification and/or test cases. 4-8.11 Consultant shall clearly document all error remediation and adjustments, and update the testing Issues Log as appropriate. RFP-TK-1037
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4-8.12 When error corrections are completed, Consultant shall notify Metropolitan that the system complies with the Metropolitan requirements and system design specifications, and is ready for User Acceptance Testing. User Acceptance Testing 4-8.13 Metropolitan will perform UAT. Issues encountered during the System Testing phase discussed herein shall be incorporated as part of the final acceptance test plan. This testing will involve Metropolitan Project Administration and Project Management staff and Information Technology support staff. System Acceptance 4-8.14 System Acceptance will be achieved when Metropolitan provides final "sign-off" that the system operates per the Requirements and agreed upon System Design. The following items are required for Final Acceptance of the systems: (A) Verification/validation of system based on User Acceptance Testing results; (B) Verification/validation of new project schedules; (C) Resolution of all critical issues as documented on the Project and Testing Issue Logs; (D) Documentation of any outstanding non-critical issues at time of deployment; (E) A 30-day Consultant-supported acceptance period; (F)
Signed user acceptance document;
(G) All documentation required by this RFP in an approved, editable format; and (H) Signed Service Level Agreement (SLA) between Consultant and Metropolitan. 4-9
Deployment Plan
4-9.1 Consultant shall develop a Deployment Plan, subject to Metropolitan review and approval, which identifies the activities required for system deployment at Metropolitan. The plan shall be based on Consultant’s knowledge as well as input obtained from Metropolitan staff. 4-9.2 The plan shall ensure that the system has successfully passed all tests prior to deployment. If there are outstanding non-critical issues, then the plan shall address how and when these issues will be resolved. 4-9.3 The plan shall include detailed daily and hourly level activities for installation, testing, cutover, and maintenance and support for the proposed solution. 4-10
New Project Schedules
4-10.1 The schedule creation plan required by Article 3-6.2(F) shall address the following: (A) Use of existing P6 R6 and Microsoft Project schedules;
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(B) Importation of actual costs and labor data for completed and in-progress activities into the new scheduling application; and, (C) Information-gathering meetings with project managers and project administrators. 4-10.2 Existing project schedules will be provided in P6 R6, Microsoft Project 2007, or Excel formats. Approximately 90 percent of existing projects have P6 R6 schedules, and the remaining projects are in Microsoft Project 2007 or Excel. Many existing projects in P6 R6 format also have Microsoft Project 2007 or Excel format schedules. 4-10.3 Existing project schedules in P6 R6 do not conform to the aforementioned standard WBS and are essentially high-level milestone schedules. An example of the existing P6 R6 schedules is discussed in Section 2, “Background,” Article 2-3. More detailed schedules exist for some projects in Microsoft Project 2007 or Excel, but in any case, these were not created with templates nor with the same methodology, and are therefore not uniform in their structure. Therefore, Consultant shall conduct interviews with each project’s project manager to determine the most up-to-date version of each project’s schedule. 4-10.4 New schedules shall be logic-driven, based on standard work breakdown structures and schedule templates, with data structures and content compatible with Metropolitan’s reporting and dashboards needs. 4-10.5 New project schedules shall include resource and expense budgets, formatted as needed to meet Metropolitan’s reporting needs. 4-10.6 Consultant shall verify that cost curves in budget-loaded activities are in accordance with the project managers’ requirements for each individual project. 4-10.7 Consultant shall standardize schedule data structures and document these for future reference by Metropolitan. 4-11
New Document Links
4-11.1 The document link creation plan required by Article 3-8 shall address the following: (A) Creation of document links within PCRS to FileNet, SharePoint, and project folders in Bentley ProjectWise; and, (B) Information-gathering meetings with project managers and project administrators. 4-11.2 Metropolitan will provide lists of file names associated with each program and project. 4-12
Documentation
System documentation must represent the configurations of the final system. Consultant shall deliver, at a minimum, the following information: (A) User Guide (B) System Administration and Technical Manuals (C) A complete set of system diagrams in hardcopy and electronic format (D) Data Dictionary and Entity-Relationship diagram RFP-TK-1037
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(E) Documentation detailing the actual installation and configuration at Metropolitan (F)
Documentation for any custom work performed including setups and interfaces
(G) Warranty and/or maintenance contract information 4-13
Knowledge Transfer Materials
All knowledge transfer and reference materials shall be provided in electronic and hard copy. Knowledge transfer materials shall describe or make reference to the system in its deployed configuration. 4-14
Support and Maintenance Activities
4-14.1 During the acceptance period discussed in Article 4-8, Consultant shall assist Metropolitan’s users with support issues as they arise, provide coaching and document any configuration changes required. 4-14.2 Support beyond the required acceptance period shall be provided under the terms of a negotiated maintenance agreement to be mutually agreed upon by Metropolitan and Consultant. 4-15
Key Deliverables Key project deliverables include but are not limited to:
4-15.1 Project Management (A) Project Management Plan (B) Monthly schedule updates (C) Bi-weekly status reports (D) Attendance at bi-weekly project status meetings (E) Project Issues log 4-15.2 Design Phase (A) Draft System Design Document (B) Final System Design Document (C) Guidance for business process changes (D) Recommendations for hardware to be acquired (E) Design of reports and dashboards 4-15.3 Development Phase (A) System integration points and interfaces (B) All software (installed, configured, modified, and documented)
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(C) Reports, views, forms, and dashboards (developed and documented) (D) Knowledge transfer (E) Test Plan and system and user acceptance testing deliverables 4-15.4 Hardware Procurement and Installation (A) Assistance with procurement and installation of hardware 4-15.5 Deployment Phase (A) Deployment Plan (B) A fully functional Project Controls and Reporting System (C) Software (provided, installed, configured) (D) Historical cost and labor data transferred from PMIS to the ERE (E) Demonstrations to Metropolitan managers and staff (F)
Assistance in preparing standard client installations (as directed)
(G) System documentation, including updated System Design Document (H) Assistance with production implementation upon user acceptance (I)
Production cut-over and go-live
(J)
End-user knowledge transfer and materials
(K) New project schedules (L)
Links in the PCRS to existing project documents
(M) Support through acceptance period (N) Signed SLA
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Section 5 Evaluation Criteria 5-1
General
5-1.1 Respondent shall provide Metropolitan with a proposal that demonstrates their comprehension of the requirements specified in this RFP. The proposed project team shall be experts in the areas of project management systems and implementation of the proposed scheduling software. The proposed project team shall demonstrate the capability and experience to successfully implement the proposed solution. 5-1.2 The following evaluation criteria will be used for the evaluation of Respondents and selection of a Consultant. Each Proposal will be competitively evaluated on its relative strengths and weaknesses against the criteria listed below and as described in Section 6, “Proposal Instructions.” The order of the listed criteria is not indicative of their priority, weighting or importance. 5-2
Qualifications of Staff
Respondent shall identify and provide a listing with job titles and resumes for key staff members who will be assigned to this project. Resumes shall highlight title, education, licenses and certifications (issued and expiration dates) with similar project experience within the last five years and other qualifications for the services described in this RFP. If Respondent wishes to include additional resumes, they should be included as an appendix to the proposal. 5-3
Company Experience and Past Performance
5-3.1 Respondent shall cite the total number of projects, including any projects for government agencies, (table format preferred) worked on within the last five (5) years most relevant in size and scope to the services requested under this solicitation. For a minimum of three (3) past projects, provide the project title, a brief narrative/description, and indicate Respondent firm’s role (lead firm, support, or other applicable role), and the final product or outcome and the benefits realized by the client as a result of the work. Please provide directory/contact information. List the most current projects first. Please provide all pertinent information including but not limited to: (A) Client name and address; (B) Client contact name, telephone and fax numbers, and email address; (C) Project schedule and cost; and, (D) Names of key personnel of the Respondent’s team that participated on the named projects and their specific responsibilities. 5-3.2 Choose three (3) projects from those cited above within the last three (3) years that best demonstrate your experience and qualifications and provide a detailed description of each. Provide a project schedule and list percentage of completion for current or in progress related efforts. Identify your responsibilities, problems and issues encountered, solutions
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recommended, results generated, and the final product or outcome and the benefits realized by the client as a result of the work. 5-3.3 Metropolitan may use past performance information obtained from a variety of sources and not just those identified by the Respondent. 5-4
Project Management, Implementation Plan, and Project Schedule
Based on Respondent’s similar past experience, Respondent shall submit their project management approach, implementation plan, project schedule and timeline for complete implementation of the products and services required in the scope of work. Respondent’s project schedule shall contain all key milestones and tasks. Respondent’s Implementation Plan and Project Schedule will be reviewed for comprehensiveness and acceptability of proposed implementation plan and project schedule and timeline. 5-5
Proposed Solution
5-5.1 Based on Respondent’s similar past experience, Respondent shall provide a description of the methods and approach that will be used to perform the requested services. Discuss objectives, recommendations and solutions. Respondent is encouraged to identify and recommend any improvements or enhancements for the proposed service, as well as to highlight other issues Respondent deems prudent. 5-5.2
Respondent’s Proposed Solution will be reviewed for the following: (A) Responsiveness of proposed solution to the conceptual requirements specified in this RFP; (B) System functionality, including the ease with which the system can be tailored and configured to meet business requirements, and the ability to meet or adapt to Metropolitan’s technical requirements; (C) Reliability of the vendor and the proposed solution based on references and other business and user community information; (D) Ability to minimize risk in the event that the software vendor ceases to conduct business; and, (E) Future value to Metropolitan by offering features and functions beyond the requirements identified in this RFP, such as additional dashboards and reports Respondent feels would be beneficial to Metropolitan.
5-6
Questions for Respondents
5-6.1 Respondent’s Proposed Solution will be further reviewed for its ease of reporting and querying, ease of managing automated reporting, ability to organize the end-user environment, data analysis capabilities, ease of external system integration, ease of system installation and tool administration, security and protection, system performance and scalability, design/development capabilities, and online training and help facilities based on the responses provided to the questions and statements made in Exhibit 5.
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5-7
Cost Proposal
5-7.1
The pricing components to be provided include: (A) Project Management (1)
Preparation of PMP;
(2)
Recurring PM activities including attendance at bi-weekly meetings, preparation of status reports, project status log, and schedule updates;
(B) Design; (C) Development; (D) Hardware procurement and installation; (E) Deployment of PCRS; (F)
Creation of project schedules;
(G) Creation of document links; (H) Software purchase and maintenance costs; (I)
Travel Expenses;
(J)
Annual Maintenance costs; and,
(K) Any additional costs which Respondent anticipates will be required. 5-7.2 Based on its understanding and recommendations, Respondent shall submit a cost proposal, utilizing Exhibit 6, reflecting the cost to deliver all the services and equipment requested under this solicitation. Respondent shall provide sufficient detail and description in its cost proposal for Metropolitan to evaluate the overall quality of the proposed service. 5-7.3 Respondent’s cost proposal shall include a payment schedule reflecting desired payment based on logically ordered project phases or various task completions. 5-7.4
Respondent’s cost proposal will be reviewed for: (A) Competitiveness and reasonableness of costs (B) Complete and detailed costs, including indirect costs
5-8
Environmental Sensitivity
Describe policies or procedures that your firm has implemented that demonstrate environmentally friendly practices. Such practices may include but would not be limited to: use of hybrid vehicles, mandated use of recycled paper, mandated use of products certified by Green Seal, a policy which reduces waste, etc. Firms that demonstrate environmentally friendly practices will be awarded 5 percentage points toward the total number of evaluation points.
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5-9
Business Outreach Program Compliance
5-9.1 Respondents (primes) who qualify as a Small Business Enterprise and/or Disabled Veteran Business Enterprise, or who meet the stated participation levels through sub-consultant utilization, and have submitted the required documents as stated in Section 1, “Information for Respondents,” Article 1-5, “Business Outreach Program,” will be awarded 5 percentage points toward the total number of evaluation points. 5-9.2 Respondents (primes) who qualify as Regional Business Enterprise and have submitted the required documents as stated in Section 1, Article 1-5, will be awarded 5 percentage points toward the total number of evaluation points.
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Section 6 Proposal Instructions 6-1
General
Proposals shall be submitted online in accordance with the “Online Submittal Instructions” below. Failure to submit your Proposal online by the deadline will result in a nonresponsive determination. 6-2
Online Submittal Instructions
6-2.1 Proposals shall be submitted online through Metropolitan’s E-Procurement system “NETConnect.” 6-2.2 First time users to the system must first register before attempting to upload a response. Responses shall be submitted in an Adobe Acrobat PDF format or Microsoft WORD format. Please note the following two files types and upload options: (A) Respondent shall upload its technical file as the “response” file type. (B) Respondents shall upload its fee schedule separately as the “cost” file type. (C) Respondents may upload additional information or other material such as marketing information as a “general attachment” file type. This information should not be material to the proposal and may not be reviewed. 6-2.3 In order to upload a response, in addition to a login identification and password, Users MUST HAVE a PIN code prior to attempting to post a document. Respondents should ensure that they have their correct pin code prior to the Proposal due date. 6-2.4 To locate the User’s PIN code, please navigate to your vendor profile page on the NETConnect system and click on “Get PIN.” PLEASE AVOID WAITING UNTIL THE DAY AND TIME THE SOLICITATION CLOSES TO SEEK PIN CODE ASSISTANCE FROM EPROCUREMENT SYSTEM REPRESENTATIVES. 6-2.5
File shall be named as follows: (A) Response File: FirmName_RFP#.pdf/doc, as an example – “ACMECompany_1037.doc” (B) Cost File (Cost Proposal): FirmName_RFP#_cost.pdf/doc, as an example – “ACMECompany_1037_cost.doc” (C) General Attachment (Other Material): FirmName_RFP#_other.pdf/doc, as an example – “ACMECompany_1037_other.doc”
6-2.6 Respondent’s aggregate response file size should not exceed 15MB. Firms not adhering to this protocol may be deemed non-responsive. 6-2.7 Proposals received after the stated time and date, will be considered late and will be automatically rejected by the NetConnect system. PLEASE ALLOW A MINIMUM OF ONE HOUR before the solicitation closing time to upload your Proposal. Respondent is solely RFP-TK-1037
Section 6 Proposal Instructions Page 39
responsible for familiarizing itself with all the necessary steps to ensure that its Proposal is submitted correctly both in form and content and within the stipulated deadline. Firms that are locked out by the NetConnect system during the posting process will be deemed nonresponsive and not considered during the evaluation process. 6-2.8 A confirmation with a date/time stamp and confirmation number will be issued upon completion of the posting process. IF YOU DO NOT RECEIVE CONFIRMATION, YOUR PROPOSAL HAS NOT BEEN SUBMITTED. 6-2.9 Respondents should contact a NETConnect representative at 1 (888) 614-2437 with problems that may be encountered during the online posting process. 6-2.10 Proposals will be received until the date and time indicated in Article 1-6, “Project Schedule” above. 6-3
Response Requirements
6-3.1 The information requested below will be used to evaluate the Respondent’s Proposal based on the criteria outlined in Section 3. Respondents may be deemed non-responsive if they do not respond to all Sections, A through N. 6-3.2 Proposals must be prepared simply and economically, providing a straightforward, concise description and information to satisfy the requirements of this RFP. Emphasis should be on completeness and clarity of content with sufficient detail to allow for accurate evaluation and comparative analysis. A material departure from the format requirements listed herein may render the Proposal as non-responsive. 6-3.3 Respondent’s Proposal should be organized in separate sections with corresponding letters and related headings in the order presented below. Each section shall include the required information or statement relevant to that section. The sections shall include the following: (A) Executive Summary Letter (B) Validity of Proposal (C) Statement of Compliance (D) Certificate of Insurance (E) Minimum Requirements (F)
Financial Information
(G) Qualifications of Staff (H) Company Experience and Past Performance (I)
Project Management, Implementation Plan, and Project Schedule
(J)
Proposed Solution – Methodology, Project Approach, Implementation Plan and Project Schedule
(K) Questions for Respondents (L) RFP-TK-1037
Cost Proposal / Payment Schedule Section 6 Proposal Instructions Page 40
(M) Sub-consultants (N) Environmental Sensitivity (O) Conflict of Interest 6-3.4
The content of each proposal section shall be as follows: (A) Executive Summary Letter
This letter shall be a brief formal letter from Respondent that provides information regarding the firm and its ability to perform the requirements of this RFP. This letter must include the following table: Respondent Information Name of Firm (as it appears on W-9 Tax form) Type of Firm (Sole Proprietorship, Limited Liability Corporation, Corporation, Partnership) Identify State of incorporation, LLC, partnership et al. Other Name(s) of Firm (with acronym) SBE/DVBE? If yes, state which, otherwise, state no. NETConnect Vendor ID # Address D&B D-U-N-S Number XX-XXX-XXXX City, State & Zip Main Telephone Contact Name Contact Telephone Contact Facsimile Contact E-mail Address Sub-consultant(s) Information Firm Name Address City, State & Zip RFP-TK-1037
Section 6 Proposal Instructions Page 41
The letter shall be signed by an individual authorized to bind the submitting entity or by two corporate officers authorized to bind the proposing entity as set forth in the California Corporations Code, and shall identify all materials and enclosures being forwarded in response to this RFP. An unsigned Proposal may be grounds for rejection. (B) Validity of Proposal Responses to this RFP shall be valid for a minimum of twelve (12) months. Submissions that do not meet this validity requirement may be considered non-responsive. The Respondent shall state herein the length of time for which the submitted Proposal shall remain valid. (C) Statement of Compliance Respondent shall include in this section either a statement of compliance with all parts of this solicitation (Sample Agreement, terms and conditions, scope of services, etc.) or a list of exceptions. The list of exceptions must include: suggested rewording / changes; reasons for submitting the proposed exception; and any impact the proposed exception may have on the services to be provided. (D) Certificate of Insurance Respondent shall state herein the willingness and ability to provide the required insurance coverage and ACORD insurance form. Insurance requirements are listed in Section 1 herein and in the Sample Agreement. Metropolitan shall request the actual ACORD insurance form if and when a recommendation for award is made. (E) Minimum Requirements In this section, Respondent shall demonstrate that it meets the minimum requirements. Respondent’s Proposal will be deemed non-responsive if these minimum requirements are not met. (F)
Financial Information
Respondent must indicate herein its willingness to provide this information. If requested, Respondent shall submit a complete financial statement for the two most recent years, prepared in accordance with generally accepted accounting principles. The financial statement must include a balance sheet and income statement. Respondent must be prepared to substantiate all information shown. At its discretion, Metropolitan may accept other financial information that allows for an analysis of the Respondent’s financial condition. For agreements valued at $100,000 or more, Metropolitan may require a Dunn and Bradstreet report on Respondent(s) recommended for agreement award. (G) Qualifications of Staff In accordance with requirements set forth under Article 5-2, Qualifications of Staff, Respondent shall demonstrate herein the qualifications of its proposed staff. If Respondent wishes to include additional resumes, they should be included as an appendix to the proposal.
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Section 6 Proposal Instructions Page 42
(H) Company Experience and Past Performance In accordance with requirements set forth under Section 5, Evaluation Criteria, Article 53, Respondent shall demonstrate herein its company experience and past performance. (I)
Project Management, Implementation Plan, and Project Schedule
In accordance with requirements set forth under Section 5, Evaluation Criteria, Article 54, Respondent shall demonstrate in detail its project management approach, implementation plan, project schedule and timeline for complete implementation of the products and services required. (J)
Proposed Solution
In accordance with requirements set forth under Section 5, Evaluation Criteria, Article 55, Respondent shall describe herein in detail a description of the methods and approach that will be used to perform the requested services. (K) Questions for Respondents In accordance with requirements set forth under Section 5, Respondents shall use Exhibit 5 to submit answers to Metropolitan’s questions. (L)
Cost Proposal and Payment Schedule
In accordance with requirements set forth under Section 5, Evaluation Criteria, Article 56.1, Respondent shall use Exhibit 6 to submit its cost proposal. Also include a desired payment schedule. Cost proposal and payment schedule shall be uploaded as a separate “cost” file type as set forth in Article 6-2 on page 39. Include an itemization of all costs in support of the fixed price. Metropolitan may accept and incorporate the submitted cost proposal as part of the award/agreement process without further negotiation or, alternatively, may use it as the basis for negotiations. Consequently, Respondents are encouraged to provide their best pricing. (M) Sub-consultants Respondent shall submit herein the Error! Reference source not found. “Respondents Participation Form” to identify SBE, DVBE, RBE, and other sub-consultants they intend to contract with to provide services described in the RFP. Please note that pricing information for sub-consultants are required as part of Respondent’s Cost Proposal submittal. (N) Environmental Sensitivity In accordance with requirements set forth under Section 5, Evaluation Criteria, Article 58, Respondent shall describe herein your approach to the project or your firm’s policies or procedures that demonstrate environmentally friendly practices. (O) Conflict of Interest Respondent must complete and submit herein the Conflict of Interest Statement attached herein as Error! Reference source not found..
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Section 6 Proposal Instructions Page 44
Section 7 Evaluation Process and Negotiations
7-1
Evaluation Process
7-1.1 Proposals will be reviewed by the Contract Analyst to verify compliance with submission instructions, response requirements, and minimum requirement(s). Any Proposal not meeting the minimum requirement(s) will be deemed non-responsive. 7-1.2 Proposal evaluation will commence immediately following the review conducted by the Contract Analyst. During the evaluation process, the evaluation panel may request clarification, as necessary, from Respondents. Respondents should not misconstrue a request for clarification for negotiations. It is anticipated that the evaluation process will be completed within approximately 30 to 45 working days. Respondents will be notified via email regarding the status of its Proposal. 7-1.3 Following the evaluation of the submitted Proposal, a short list of the most qualified Respondents may be developed based on the criteria outlined in Section 5. Metropolitan may elect to have the short list of Respondents give oral presentations. Short-listed Respondents must be prepared to give their presentation within five (5) business days of the request by Metropolitan. The evaluation panel may ask questions about Respondent’s written Proposal and other issues regarding the scope of work. The short-list interview may be evaluated and scored. Metropolitan may ask short-listed firms to submit a best and final offer for further evaluation. 7-2
Negotiations
Negotiations regarding agreement terms, conditions, scope of work, and pricing may or may not be conducted with Respondent. Therefore, Proposals submitted should contain the Respondent’s most favorable terms and conditions, since the selection and award may be made without discussion with any Respondent. If Metropolitan engages the Respondent in negotiations and satisfactory agreement provisions cannot be reached, then negotiations may be terminated. Metropolitan may elect to contact another firm submitting a proposal. This sequence may continue until an agreement is reached.
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Section 7 Evaluation Process and Negotiations Page 45
Exhibit 1 – Existing Enterprise Project Structure
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Exhibit 1 Page 46
Exhibit 1 – Existing Enterprise Project Structure (continued)
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Exhibit 1 Page 47
Exhibit 1 – Existing Enterprise Project Structure (continued)
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Exhibit 1 Page 48
Exhibit 2 – Examples of Dashboards Required
Figure 7 ‐ Project data grouped by program
Figure 8 – Various graphical views of project data summarized by program
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Exhibit 2 Page 49
RFP-TK-1037
Role
Employee Name
Acct Group
Expenditure Category
Expenditure Type
Pay period
Expenditure Type
Invoice
Current Period Cost Cost to date Variance Credits
Expenditure Type Budget
Expenditure Category
Credits
Invoice Date
Acct. Groupi
Amount Paid
Check Date
Region
Variance
Expenditure Category
Expenditure Type
Priority
Cost to Date
Acct Group
Expenditure Category
PA
Current Period Cost
Resource/Role
Accounting Group
PM
Budget
PM
Approp.
Project No.
Variance
Charging Availability Status
Task no. & description
Project No.
Approp. No.
Cost to date
Task no. & description
Project No
Filter Group Sum
Current Period Cost
Project No
3. Phase Reports Invoice No.
Filter Group Sum Download
Approp. No.
2. Invoice Reports Vendor Name
Filter Group Sum
Current Phase
1. Appropriation Summary & Project Summary Reports
Budget
Approp. No.
Filter Group Sum
Organization
4. Task and Organization Reports
Current Phase
Exhibit 3 – Report Data
Examples of standard and/or ad-hoc report data required of the PCRS reporting application, grouped by report type:
Expenditure Reports
Exhibit 3
Page 50
RFP-TK-1037
Pay Period Organization Employee/ Item Description Transfer By Transf. Aprvd. By Transf. Date
Cost
Expend. Date
Variance
Expend. Type
Units
Expend. Cat.
Current Period Cost Cost to Date Quarterly ETC Forecast Fiscal Year ETC Forecast Variance
Task No. & Description Budget
Phase
Quantity
Acct. Group
Project No.
Budgeted Hours Actual Hours
TCPI
To Task
Approp. No.
Pay Period
SPI
To Project
Month
CPI
To Approp.
Organization
Quarter
EAC
From Task
Fiscal Year
BCWP
Phase
ETC
Task No. & Description
Task No. & Description Employee Name
Phase
Filter Group Totals by Period Cumulative Totals Project No.
8. Labor by Organization/ Project Report Approp. No.
Filter Group Sum Project No.
7. Earned Value Reports
Organization
From Project
Filter Group Sum
Approp. No.
5. Resource Reports
Role
Filter Group Sum
Role
6. Cost & Labor Transfer History Reports From Approp.
Exhibit 3 – Report Data (continued)
Earned Value Reports
Labor Reports
Exhibit 3 Page 51
RFP-TK-1037
Modified Acct. Groupiii
Task Code
Activity Description
P6 Role & Expense Items
Fiscal Year Expenditure Category Quarter Month
Variance
Invoice Dates
Filter Group Totals by Period Cumulative Totals Amount Paid
Invoices No.
ETC Hours Variance
Month
Actual Hours
Quarter
Budgeted Hours
Fiscal Year
Approved Board Letter
Project No.
Task No. & Description
Max. Amount Payable
Approp. No.
Project No.
Board Letter Item No
Agreement Administrator
Approp. No.
Actual Board Action Scope
Expiration Date
Actual Board Action Amount
Effective Date
Organization
Total Amount
Actual Board Action Date
Scope
Unit Cost
Planned Board Action Scope
Vendor Name
Role
Units
Planned Board Action Date
Planned Board Action Amount
Facility
10. Agreement/ Contract Reports Agreement No.
9. Labor Resource Reports
Quantity
Engineering Cost Categoryii
Filter Group Sum
Scope
12. Detailed Budget Spreadsheet Project No.
Filter Group Sum Link to ECM
Project Name
11. Board Actions Reports Approp. No.
Filter Group Totals by Period Cumulative Totals
Appropriation
Exhibit 3 – Report Data (continued)
Agreement/Contract Reports
Miscellaneous Reports
Exhibit 3 Page 52
Last Board Action
PM
PA
DM
Design By
Current Phase
Form E541 Scope
Project No.
Project Title
Threat/ Obstacle
Planned Work
Variance
Accomplishments
Costs to Date
Costs this Period
Budget
% Complete
Finish Date
Start Date
Filter Group Sum Data Item
Eng. Cost Category ii
Filter Group Sum Data Item Monthly Report (continued)
Approp. No.
Month
13. Monthly Report
Approp. Title
Exhibit 3 – Report Data (continued)
Sources of Existing Data Below are partial lists of data fields produced by existing systems: P6 R6: Program/Appropriation Title Project Manager Project Admin Project No. Task Code Start Date % Complete Role Projected Completion Date EPS CIP Index Microsoft Access IBMS Project No. IBMS Project Name CIP Index Program Oracle Project Code Recommend Project Status Driver R&R/Upgrade
RFP-TK-1037
Project Title Design Manager Program/Approp No./Award Phase Budgeted Hrs Finish Date Resource Planned Completion Date Projected Cost at Completion Location Resource 5109 COS Program Type Necessity Directive Service Disruption Cost/Product/Sustain Risk Multiplier
Exhibit 3 Page 53
Exhibit 3 – Report Data (continued) PAGM – Project Data: Project Number Project Description Key Member (PM, PA, etc.) Fund Location EPS PAGM – Cost Data: Trans Id Item Date Quantity Project Burdened Cost Bill Amount Expnd. Org.
Project Name Project Start Date Organization Appropriation Project Classification
Expenditure Type Expenditure Category Employee/Supplier Unit of Measurement [UOM] Accrued Revenue Comment
Other Oracle EBS (Vendor Analysis and others): Vendor Agreement Number Vendor Agreement Administrator Vendor Name Vendor Budget Vendor Expenditures Invoice Number Max Amount Payable Deliverable Schedule Other data not presently kept in any single database but that will be required, possibly in the new scheduling application, for grouping and sorting of reports: Region Priority i
Accounting Groups include: (1) Labor, (2) Materials, (3) Incidental Expenses, (4) Professional and Technical Services, (5) Right-of-Way, (6) Operating Equipment, (7) Administrative Overhead, (8) Construction Contracts, and (9) Remaining Budget ii Engineering cost categories include: (1) Owner Costs; (2) Conceptual, Study and/or Preliminary Design Phase; (3) Final Design; (4) Construction; (5) Construction Management; and, (6) Remaining Budget. iii Modified Accounting Groups include: (1) Labor + Admin. Overhead, (2) Materials, (3) Incidental Expenses, (4) Professional and Technical Services, (5) Right-of-Way, (6) Operating Equipment, (7) —Not Used—, (8) Construction Contracts, (9) Remaining Budget
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Exhibit 3 Page 54
Exhibit 4 – Samples of Existing Reports
Figure 9 ‐ PMIS report RPRJC210
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Exhibit 4 – Samples of Existing Reports (continued)
Figure 10 ‐ PMIS report RPRJC220
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Exhibit 4 – Samples of Existing Reports (continued)
Figure 11 ‐ PMIS report RPERL604
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Exhibit 4 – Samples of Existing Reports (continued) CRA Reliability Phase II Program MONTHLY REPORT
REPORTING PERIOD: June 2012 CRA 230 kV Disconnect Switch Replacement August 16, 2011 Item 8-6 103851 15438
PROJECT NAME LAST BOARD ACTION: PROJECT NUMBER: APPROPRIATION: PROJECT DESCRIPTION:
PROJECT MANAGER: PROJECT ADMINISTRATOR: DESIGN MANAGER: DESIGN BY: CURRENT PHASE:
Cristian Ovalle Candice Rochman Reed Reynaldo Consultant, Lee & Ro Construction
FORM E541/PROJECT AUTHORIZATION This project will replace 38 outdated 230 kV disconnect switches and switch actuators at the Colorado River Aqueduct's (CRA) Gene, Eagle Mountain, Iron Mountain, and Hinds Pumping Plants; and install operator ground mats at all 230 kV and 69 kV disconnect switches at the Intake and Gene 69 kV and 230 kV switch yards and at the Iron Mt., Eagle Mt., and Hinds 230 kV switch yards. The new disconnect switches will be interlocked with existing circuit breakers, and new fiber optic communications lines will be installed between the switch yards and the pumping plant control rooms to send status and monitoring information to the control room and to SCADA. Data Source
PM INPUT & BOARD PAGM PERFORMANCE MONTHLY MESUREMENT ACTUALS SPREADHSEET
P6 SCHEDULE
PHASE
OWNER COST CONCEPTUAL/STUDY/PRE-DESIGN FINAL DESIGN CONSTRUCTION CONSTRUCTION SUPPORT AS-BUILTS TOTAL
CUMULATIVE CALCULATED=( (PROJECT COST EXPENDED TO TO DATE) DATE-BUDGET)
BUDGET ISSUES
START DATE
END DATE
% COMPLETE
Sep-06 Sep-06 Oct-10 Sep-11 Sep-11 Apr-13
Aug-13 Oct-10 Sep-11 Apr-13 Apr-13 Aug-13
60% 100% 100% 60% 60% 0%
BUDGET
EXPENDED THIS PERIOD $535,500.00 $6,133.60 $116,000.00 $540,500.00 $6,195,000.00 $809,800.00 $5,825.00 $88,000.00 $4,161.73 $8,284,800.00 $16,120.33
EXPENDED TO DATE $391,321.30 $91,778.71 $515,946.46 $3,368,201.17 $500,049.44 $0.00 $4,867,297.08
RISK
THREAT OR OBSTACLE
REMAINING FUNDS $144,178.70 $24,221.29 $24,553.54 $2,826,798.83 $309,750.56 $88,000.00 $3,417,502.92
PM'S INPUT ACCOMPLISHMENTS DURING REPORTING PERIOD None. TASK TO BE COMPLETED NEXT REPORTING PERIOD None. No further construction work until December 2012. Anticipate starting preparation of as-builts in July 2012 for work completed at Hinds and Eagle Mountain. PROJECT THREAT OR OBSTACLE None.
Figure 12 – Engineering Monthly Report
RFP-TK-1037
Exhibit 4 Page 58
Exhibit 4 – Samples of Existing Reports (continued)
RFP-TK-1037
Exhibit 4 Page 59
Exhibit 4 – Samples of Existing Reports (continued) $8
$250
DIEMER ORP CONSTRUCTION CASH FLOW $7 $200 $6 $5
$150
$100
$3
Millions
Millions
$4
$2 $50 $1 $0
$0 Aug Oct - Dec Feb Apr - Jun - Aug Oct - Dec Feb Apr - Jun - Aug Oct - Dec Feb Apr - Jun - Aug Oct - Dec Feb Apr - Jun - Aug Oct - Dec Feb - 08 08 - 08 - 09 09 09 - 09 09 - 09 - 10 10 10 - 10 10 - 10 - 11 11 11 - 11 11 - 11 - 12 12 12 - 12 12 - 12 - 13
Shimick Actual Period Shimick Actual Cumm
RFP-TK-1037
4-29-09 Estimated 4-29-09 Estimated Cumulative
6-2-10 Estimated 6-2-10 Estimated Cumulative
Exhibit 4 Page 60
Exhibit 4 – Samples of Existing Reports (continued)
RFP-TK-1037
Exhibit 4 Page 61
Exhibit 4 – Samples of Existing Reports (continued)
Current Budget + Remaining Budget = $59.2 M
RFP-TK-1037
Exhibit 4 Page 62
Exhibit 4 – Samples of Existing Reports (continued)
RFP-TK-1037
Exhibit 4 Page 63
Exhibit 4 – Samples of Existing Reports (continued)
RFP-TK-1037
Exhibit 4 Page 64
Exhibit 4 – Samples of Existing Reports (continued)
RFP-TK-1037
Exhibit 4 Page 65
Exhibit 4 – Samples of Existing Reports (continued)
RFP-TK-1037
Exhibit 4 Page 66
Exhibit 4 – Samples of Existing Reports (continued) Diemer Filter Upgrades Projects
BA Board Action
Three-Year Look-Ahead
Fabrication
PDR /Final Design
100% & Bidding
Delivery
NTP /Kickoff
Construction /Installation
Update: July 2013 by J. Alvarado
Year 2013 Projects /Phases
3
4
5
6
7
8
Year 2014 9
10
11
12
1
2
3
4
5
6
7
8
9
10
11
12
YORBA LINDA POWER PLANT MOD
Procurement
Fabrication
Delivery
Deliv1
Construction
BA NTP Submittals
Demo & Installation by Phases
Filter Valve Replacement Procurement Procurement
Bid
BA Fabrication
Delivery
Deliv1
Deliv2
East Filter Valves Final Design East Filters
BA
Kick30% off
60%
90%
100%/Bi d
Installation Contract 1
BA KO
Submit
Install
West Filter Valves Final Design West Filters
KO 30%
60%
90%
Installation Contract 2
Filter Building Seismic Upgrades East Filter Valves Final Design Construction - East Buildings
Kick30% off
60%
90%
100% Bid BA KO Submit.
Retrofit
West Filter Valves Final Design
KO 30%
60%
90%
Construction - West Buildings
Shutdown
RFP-TK-1037
Exhibit 4 Page 67
Exhibit 4 – Samples of Existing Reports (continued) Treatment Plant Design Team ‐ Resource Loading Report Employee: Jane Doe Run Date: 10/1/2013
Project #
Project Name
Role
DM
PM
Current Phase Current Complete Phase (Month)
6-Month Forecast Budgeted Hours
Actual Hours
% Comp.
EAC
VAC
109113
Project A
Mech. Engr
John Doe J. Smith
FD
Oct-13
790.0
690.0
77%
900.0
-110.0
109036
Project B
Mech. Engr
John Doe
S. Adams
FD
On Hold
115.0
115.0
100%
115.0
0.0
109892
Project C
Mech. Engr
John Doe J. Smith
FD
Jun-14
210.0
0.0
0%
210.0
109391
Project D
Mech. Engr
John Doe
PDR
Dec-13
170.0
60.0
38%
109260
Project E
Jane Des. Mgr. Doe J. Smith
S
Oct-13
40.0
20.0
109564
Project F
Jane Des. Mgr. Doe J. Smith
PDR
Dec-13
90.0
109558
Project G
Jane Des. Mgr. Doe J. Smith
PDR
Mar-14
109571
Project H
Jane Des. Mgr. Doe J. Smith
CS
109111
Project I
Mech. Engr
John Doe
S. Adams
909999
Project J
Mech. Engr
John Doe
109880
Project K
Mech. Engr
John Doe
Oct- Nov- Dec- Jan- Feb- Mar2013 2013 2013 2013 2013 2013
40
30
10
10
5
5
0.0
30
40
40
40
20
40
160.0
10.0
40
30
40
50%
40.0
0.0
20
0.0
0%
90.0
0.0
10
10
20
20
15
15
150.0
0.0
0%
150.0
0.0
10
20
20
30
40
30
Feb-14
50.0
0.0
0%
50.0
0.0
10
10
10
10
10
S
Apr-14
150.0
0.0
0%
150.0
0.0
30
40
50
S. Adams
N/A
Ongoing
200.0
0.0
0%
200.0
0.0
S. Adams
PDR
On Hold
90.0
90.0
100%
90.0
0.0
S. Adams
20
20
20
20
20
20
187
142
151
169
151
160
0
26
27
18
9
9
TOTAL BUDGETED HOURS
180
160
160
160
150
160
TOTAL FTE’s
0.96
1.13 1.06 0.95 0.99 1.00
Scheduled Leave
Scheduled Working Hours
MWD Holidays
Notes: 1. Phase Abbreviations: S= Study, PDR= Preliminary Design, FD= Final Design, CS= Construction Support, AB= As‐builts. 2. If project is on‐hold, put On Hold in the phase completion column
RFP-TK-1037
Exhibit 4 Page 68
Exhibit 5 – Questions for Respondents Please provide a complete description of the proposed BI solution, including the key features of the BI solution and products, as well as what makes the solution unique and most suitable for Metropolitan. On-Demand Querying and Reporting Please address the following questions and statements regarding on-demand query and report generation functionality:
Respondent's Answers
(1) On-demand querying and subsequent report generation must be intuitive and easy for end-users to understand and use. (2) End-user tools must provide extremely quick response times to their users. Multi-dimensional analysis (i.e., slicing and dicing the data) must be available, as well as drill-down, drill-up and drillacross. (3) Please describe the types of graphical views the product supports (e.g., pie charts, line graphs, bar graphs, or other). Also describe how such graphs may be customized by end-users, including resizing, embedding trend lines, re-angling (i.e., for 3dimensional views), preparing a print-ready graph, specifying a legend, title, axis labels, fonts, color schemes, etc. Managed Automated Reporting Please address the following questions and statements regarding automated report generation and distribution:
Respondent's Answers
(4) Describe how the product is used to schedule the production and distribution of managed reports. How are reports distributed to end-users? (5) Can end-users subscribe to reports without contacting an administrator? (6) Describe how end-users schedule their own reports. (7) Is drill-down and drill-across functionality available to end-users when viewing automatically generated reports? (8) Can end-users customize an automatically generated report (e.g., add/delete columns)? Can end-users save such changes for future report generations? (9) Does the product support the ability to send a section of a report to a particular group of users (i.e., bursting functionality)? (10) Does the product support the ability to easily constrain a dimension using union/intersect/set difference techniques (as opposed to an end-user manually selecting each desired attribute in the set)?
RFP-TK-1037
Exhibit 5 Page 69
Exhibit 5 – Questions for Respondents (continued) Organization of the End-User Environment Please address the following questions and statements regarding the end-user environment provided by the product:
Respondent's Answers
(11) Please describe how data and reports are organized and displayed in the tool. (12) Do end-users have the ability to view a subject directory that reveals the types of data that are available on a company-wide basis, even if endusers do not have full access to such data? (13) Please describe how the product provides access to the underlying metadata from within the Extract, Transform, Load (ETL) tool. Data Analysis Please address the following questions and statements regarding the product’s data analysis capabilities:
Respondent's Answers
(14) Describe the statistical analysis functions that the product supports (e.g., linear regression, strength of relationships, or correlations). (15) Does the product have the ability to detect or discover trends in the data? If so, how is such trend discovery configured? What actions can the product perform given such discoveries (e.g., send an email, alert a pager, or other)? External System Integration Please address the following questions and statements regarding the integration of the product with other external systems and tools:
Respondent's Answers
(16) Please list all systems and tools that the product successfully integrates with (e.g., ETL tools, Microsoft Excel, Microsoft Access, Oracle relational database management system (RDBMS), or others), including the level of integration. Also describe how such integrations have been verified (e.g., via a welldefined certification process?). (17) How does the product assimilate metadata from ETL tools from other vendors, including Cognos? (18) Please list the data export formats that the product supports (e.g., tab separated value/character separated value (tsv/csv), Microsoft Excel, Microsoft Word, Microsoft PowerPoint, XML, HTML, proprietary format).
RFP-TK-1037
Exhibit 5 Page 70
Exhibit 5 – Questions for Respondents (continued) System Installation and Tool Administration Please address the following questions and statements regarding the installation and administration of the product: (19) Please describe the platform and system requirements of the product.
Respondent's Answers
(20) For web-based clients, are there specific requirements on the type and version of browser that may be used? (21) Please describe the overall architecture of the product. (22) Please describe the steps involved in installing the product. (23) Please list the administrative functions that are included in the product, such as defining roles, backup/recovery, etc. (24) How do tool administrators detect when the product requires additional hardware or requires human intervention (e.g., to restart a process)? (25) How often are major/minor software upgrades available? How would we be notified of a new software release? Security Please address the following questions and statements regarding security:
Respondent's Answers
(26) How are end-users and administrators authenticated to the product? How do end-users and administrators gain access to reports, datasets, etc. (e.g., via roles)? (27) Please fully describe how reports and data are protected from unauthorized users. (28) Please describe how row-level access to the data is attained. (29) What level of encryption is used on passwords, data, reports, etc.? (30) How does the existence of a firewall change the security architecture? (31) How does the web-based client differ in terms of security from the standalone client? Performance and Scalability Please address the following questions and statements regarding the runtime performance and scalability of the product:
Respondent's Answers
(32) How is performance measured within the product? Are such measures available to tool administrators, and if so, how?
RFP-TK-1037
Exhibit 5 Page 71
Exhibit 5 – Questions for Respondents (continued) Respondent's Answers (33) How is I/O measured and recorded to aid in determining where additional aggregations may be necessary to improve performance? (34) How does one obtain maximum performance with the product? (35) If multiple instances of the product are supported, does the product implement a load-balancing scheme? If so, please describe. (36) How does the product protect against “runaway queries” in which a query causes system resources to be fully consumed? Does the product support the use of upper-bound time limits on the amount of time a query executes? If so, can end-users establish their own time limits? Design/Development Environment Please address the following questions and statements regarding the design/development environment of the product:
Respondent's Answers
(37) Please describe how the product supports the development process, moving reports from development to test to production. (38) Does the product support version control to maintain a history of changes through the development process? (39) Describe the debugging capabilities of the product. (40) Please describe how end-users and developers design reports, including both quick (e.g., wizardbased) and detailed methods. (41) Please describe the flexibility the developer has in directing the placement of output objects on a report. End-users require web-based reports, as well as print ready reports. (42) Can non-data objects be added to reports (e.g., text, graphics, hyperlinks to related information or other reports, etc.)? (43) Can developers save their queries, models, reports, etc. as templates in support of reusability and enterprise-wide consistency? How is this accomplished? (44) Does the product automatically generate Structured Query Language (SQL) or other query language output? If so, is the end-user able to view the SQL statements? (45) Can developers edit or write their own custom SQL statements? What negative side effects does this cause?
RFP-TK-1037
Exhibit 5 Page 72
Exhibit 5 – Questions for Respondents (continued) Respondent's Answers (46) Can developers call external Oracle stored procedures or other such external functions? If so, how is this accomplished? Online Training and Help Facilities Please address the following questions and statements regarding the product’s online help facilities: (47) Please describe the online help that the product provides to end-users and administrators. (48) Does the product include training aids such as online tutorials, etc.?
Respondent's Answers
(49) Please describe the level to which the online help facilities are integrated within the product (e.g., rightclick access, separate utility, on the web, etc.). (50) Are there certification programs available for the product?
RFP-TK-1037
Exhibit 5 Page 73
Exhibit 6 – Cost Proposal Item 1. 2. 3. 4. 5. 6. 7. 8.
Description
Labor Hours
Preparation of PMP Recurring PM activities Design Development Hardware procurement and Installation Deployment Creation of project schedules Creation of document links
Labor $
Materials & Equip. $
Amount $
Item Description 9. License fees
Amount
User Capital budget administrator PC team manager P6 Administrator Project administrators PM team managers Project managers Project team members Middle managers Senior and executive managers General staff
Item 10.
Description
12.
Total
Total
2 1 3 11
3 45 35 20 10 220 Total license fees (350 perpetual licenses)
Labor Hours
Additional costs (describe):
11.
Quantity
Unit Cost Schedule application PCRS
Labor $
Materials & Equip. $
RFP-TK-1037
Amount $
$
Total fixed costs (Add Items 1 through 9)
Annual maintenance cost
$
$
Page 74
