21st Century Project

RFP SCO-22191058

Bidders Conference

March 19, 2009

2

Briefing Topics

Housekeeping

Welcome and Introductions

Opening Remarks

Procurement Overview Procurement Goals / Process

Procurement Timeline

Stage I – Key Components

Stage II– Key Components

Stage II Contract

Questions and Answers – Procurement Overview

System Demonstration

Procurement Library Overview

Closing Remarks Key Action Dates – Stage I

3

Welcome and Introductions

Kayla Dann, DGS Procurement Official

707 Third Street, 2nd Floor (North)West Sacramento, CA 95605Phone: (916) 375-4381FAX: (916) 375-4505E-mail: kayla.dann@dgs.ca.gov

DVBE

Protests

4

Welcome and Introductions

21st Century Project Leadership Team

Name SCO Title Project Role

Jim Lombard Chief Administrative Officer Project Sponsor

Dave Dawson Chief Information Officer Project Director

Don Scheppmann Chief Personnel/Payroll Services Division Project Executive

Cheryl Hotaling 21st Century, Project Manager Project Manager

Susan Bolin 21st Century, Manager Project Planning Office

Natalie Clohossey 21st Century, Manager Organizational Change Management

Dennis Duarte 21st Century, Chief Business Operations

Russ Nichols 21st Century, Chief Technical Operations

Andrew Koenigsberg 21st Century, Consultant Project Advisor

Lowell Magee 21st Century, Consultant Project Advisor

5

Opening Remarks

Jim Lombard SCO Chief Administrative Officer, Project Sponsor

6

Procurement Goals and Process

Cheryl Hotaling, 21st Century Project Manager

Procurement Goals

The procurement process is designed to balance the following goals:

Encourage competition

Ensure clarity of scope of services/solution to be provided

Expedite procurement to retain the value of existing project artifacts

Allow Bidders the option to leverage existing project artifacts (documentation, configuration, developed enhancements) as “accelerators” to reduce cost and time to implement

Procurement Conducted Under Public Contract Code 6611 PCC 6611: Provides, in part, that the Department of General Services may use a

negotiation process if the department finds that the business need or type of solution can be further defined as a result of a negotiation process or that negotiation is necessary to ensure that the department is receiving the best value.

Two- Stage Competitive Procurement

Stage I – Award contracts to the 2 highest scoring bidders to perform assessment/critical design validation

Stage II – Award a single contract to complete MyCalPAYS to one of the Stage I contractors

7

Procurement Timeline

Vendor Negotiations

and Confidential Discussions

Stage II

Vendor Proposal

DevelopmentProposal

Evaluation and Vendor

Selection Process

Procurement Approval

Due Diligence Process &

Assessment

Critical Designs

March –April 2009

April 2009

June - July 2009

Procurement Planning

Solicitation Scope of Work

April -June 2009

July - November 2009

Stage I Contract Award

Stage I

VendorSelectionProcess

Completed

Integrator Selected

8

Procurement Overview – Stage I

Stage I selection criteria based on:

SAP certification (Pass/Fail)

Financial Capacity/Responsibility (Pass/Fail)

Corporate References (Scored)

Key Staff Proposed (Scored)

Stage I will allow selected Contractors to assess work to date and engage in confidential discussions with the State prior to Stage II proposal

Contracts will be for actual costs, to a maximum of $500K each

Contract deliverables will include:

1. Cost/Benefit Assessment

2. Critical Design Evaluations

3. Stage II Proposal for Completing MyCalPAYS

Contract terms and conditions will not be negotiated for the Stage I contract period

9

Procurement Overview – Stage II

Contract will be fixed-price, deliverables based

Single envelope method (administration, functional, technical and cost)

Best and Final Offer negotiation process included

Functional and Technical Requirements 750

Executive Summary Pass/Fail

Project Scope 150

Proposed Approaches, Process and Procedures 350

Functional Design Changes 100

Technical Requirements Pass/Fail

Project Constraints Pass/Fail

Agreement to Scope of Services Pass/Fail

Project Plan 150

Response to Supplemental Software Tools Pass/Fail

Proposed Staffing 750

Proposed Key Staff Experience 400

Proposed Key Staffing with Prior Working Relationships 50

Key Staffing Proposed in Stage II from Stage I contract 50

Staff Loading Chart 250

Cost 1000

Stage II selection criteria based on:

10

Procurement Overview – Stage II Contract

Stage II Contract – Negotiation Process

Stage I Key Activity in Preparation for Stage II (Prior to Stage I Proposal Submission) Bidder to provide requested changes to standard contract terms and conditions to

DGS Within 1 week, DGS to provide initial response to requested changes Stage I potential Bidders can decline to bid if initial response is unacceptable

Stage II Procurement Activity DGS will negotiate specific language for requested changes to standard contract

terms and conditions with Bidders selected in Stage I Approved changes will be made available to both Bidders Approved changes to be incorporated into Bidders’ Stage II final proposals

Best and Final Offer (BAFO) The State may conduct negotiations after receipt and scoring of the final proposals to

select the best value All components of the final proposal may be negotiated Bidder will submit written revisions to final proposal based on negotiations Revised proposals will be “re-scored”

11

Procurement Overview

Questions and Answers

12

System Demonstration

Demonstrator - Karen Roy, Functional Team Member

MyCalPAYS live functional demonstration within our development client environment, simulating:

Creation of a new State of California position

A State of California new employee hiring action

Functional module integration (OM and PA)

Enterprise Structure and infogroup configurations

13

Procurement Library Overview

The library is available at end of Bidders Conference to certified SAP Global Partners – Services

Structure:0. Read Me First!1. MyCalPAYS Design2. Functional3. Technical4. Testing5. Org Change Mgmt6. Project Management Office

Content Overview Read Me First!, MyCalPAYS Design & Functional (Dennis Duarte) Technical & Testing (Russ Nichols) Org Change Management (Kathy James) Project Management Office (Cheryl Hotaling)

14

Closing Remarks

Stage I – Key Action Dates

Action Date

1. Release Request for Proposal 03/13/2009

2. Bidder’s Conference – 9:00 AM PDT

710 Riverpoint Court, Suite 150

West Sacramento, CA 95605

03/19/2009

3. Last day to submit questions for clarification of RFP – Stage I 03/20/2009

4. Bidders submit initial Stage II Contract Change Request 03/23/2009

5. DGS responds to questions for clarification of RFP – Stage I 03/26/2009

6. DGS submits initial response to Stage II Contract Change Requests

03/30/2009

7. Submission of Stage I Proposals (12:00 p.m. PDT) 04/07/2009

8. Stage I Contracts Award and Execution 04/20/2009