technology stack. - procure.ohio.gov order... · web viewstatus report in ms word including...

NOTICEThis opportunity is being released to ODJFS – Professional Technical Services pre-qualified contractors as a result of Open Market RFP #0A1183. The terms and conditions of the #0A1183 contract apply to this task order solicitation.

ONLY Contractors pre-qualified in the 2.0 OWCMS Ecosystem Technology Category are eligible to submit proposal responses AND to submit inquiries. The State does not intend to respond to inquiries or to accept proposals submitted by organizations not pre-qualified in this Technology Category.

An alphabetical listing of Contractors pre-qualified to participate in this opportunity follows:

CGI Technology Inc.CMA Consulting

Conduent State & Local SolutionsStrategic Systems Inc.

Symbiosys Solutions Inc.

Pre-qualified offerors are expected to respond to a majority of the Solicitations received during the course of a fiscal year. A no-bid response should provide an explanation to why they are not responding to the Solicitation.

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Task Order Solicitation PTJFS-19-02-002OWCMS Enhancements

OWCMS Enh

0A1183 Task Order – OWCMS Enhancements -- PTJFS-19-02-002

DATE ISSUED: January 15, 2019

The Ohio Department of Job and Family Services is requesting proposals for work leveraging Contract 0A1183 Professional Technical Services: System Operations and Maintenance for Employment Services Systems. The Terms and Conditions of Contract 0A1183 apply to this Task Order Solicitation:

PROJECT: Ohio Workforce Case Management System (OWCMS) Enhancements

POST DATE: January 15, 2019

INQUIRY PERIOD BEGINS: January 15, 2019

INQUIRY PERIOD ENDS: February 5, 2019 at 8:00 a.m. (Columbus, Ohio time)

PROPOSAL DUE DATE: February 12, 2019 at 1:00 p.m. (Columbus, Ohio time)

OPENING LOCATION: Department of Job and Family ServicesOffice of Contracts and Acquisitions30 East Broad Street, 31st FloorColumbus, Ohio 43215

ORGANIZATION: This Task Order solicitation consists of six (6) parts, two (2) attachments and two (2) supplements. The attachments and supplements are listed below. The requirements for a Proposal's contents and formatting are contained in this Task Order Solicitation. We will also be using the evaluation and award process outlined in this Task Order Solicitation.

Parts:Part One Scope of WorkPart Two Staffing Plan and Time CommitmentPart Three ODJFS Vendor SupportPart Four Task Order Evaluation CriteriaPart Five Requirements for Proposals

Attachments:Attachment A OWCMS Development Task Order Standards Attachment B System Test Standards for Task Orders

Supplements: Supplement 1 OWCMS Enhancement Requirements Supplement 2 State Architecture Security Privacy and Data Handling

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Table of Contents

1. Scope of Work.........................................................................................................................................................4

1.1. Ohio Workforce Case Management System Enhancements..............................................................................51.2 Standards...........................................................................................................................................................61.3 Deliverables..........................................................................................................................................................61.3.1.Project Planning and Commencement of Work.................................................................................................61.3.2.Sprints................................................................................................................................................................61.3.2.1.Required Artifacts...........................................................................................................................................61.3.2.2.Other Artifacts................................................................................................................................................71.3.3.Sprint 0..............................................................................................................................................................71.4. Required Phase Gates........................................................................................................................................81.4.1.User Acceptance Testing (UAT)..........................................................................................................................81.4.2.Design Review and Approval..............................................................................................................................81.4.3.Standards Compliance Review...........................................................................................................................81.4.4.Project Value Review.........................................................................................................................................81.5. Code Merge.......................................................................................................................................................91.6. Deployments......................................................................................................................................................9

2. Staffing Plan and Time Commitment......................................................................................................................9

3. ODJFS Vendor Support..........................................................................................................................................11

3.1 ODJFS Program Area Support..........................................................................................................................113.2 Project Management Support..........................................................................................................................113.3 Development Support......................................................................................................................................113.4 Testing Support................................................................................................................................................113.5 Colocation, Remote Access, PC and Development Tool Support.....................................................................113.6 Document Review and Approval......................................................................................................................11

4. Task Order Evaluation Criteria..............................................................................................................................11

5. Requirements for Proposals..................................................................................................................................14

5.1 Inquiry Process....................................................................................................................................................145.2 Proposal Instructions.......................................................................................................................................145.3 Proposal Format..............................................................................................................................................155.3.1 Tab A - Cover Letter..........................................................................................................................................155.3.2 Tab B - Subcontractor Letters...........................................................................................................................155.3.3 Tab C – Proposed Solution...............................................................................................................................155.3.4 Tab D - Staffing Requirements.........................................................................................................................165.3.5 Tab E - ODJFS Support Expectations................................................................................................................165.3.6 Tab F - Assumptions........................................................................................................................................165.3.7 Cost Proposal - Sealed separately....................................................................................................................17

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Purpose. The purpose of this Task Order solicitation is to provide The Ohio Department of Job and Family Services with a prequalified Contractor, herein after referred to as the “Contractor”, to provide services from the OWCMS Ecosystem Technology Category in the Professional Technical Services Contract. The Contractor must furnish the necessary personnel, equipment, material and/or services and otherwise do all things necessary for or incidental to the performance of work set forth in Section 1, Scope of Work.

Background. The ODJFS vision and business philosophy on Case Management is a client-centered approach that is intended to eliminate barriers to self-sufficiency. ODJFS believes that Case Management should be a collaborative process that holistically assesses participant’s needs in order to provide services to achieve optimal outcomes. The State’s services include:

Plan/assess, implement, and monitor the individualized opportunity plan while using computer-based technologies to help meet the participants human service needs;

Provide linkages to services such as employment and training opportunities, support services, as well as job and career counseling during their program participation and after job placement.

ODJFS has two core systems that work together to meet the needs of individuals and employers:

One, OhioMeansJobs.com (OMJ) is Ohio’s premier online career and employment center. For employers, it lists millions of resumes with advanced filtering tools that make it easy to narrow down many resumes to the most promising ones. For individuals, it lists more than 100,000 job openings, in addition to many other features. These include a resume builder and rater, a budget calculator, skill and interest assessments, online tutorials, free GED and college entrance practice tests, and special sections for veterans, college students, younger students, unemployment claimants, workers with disabilities and restored citizens;

Two, the Ohio Workforce Case Management System (OWCMS) is the current case management and reporting system for the State of Ohio Workforce Professionals, including state, county, and local workforce partners.

The current unemployment and job market environment necessitates that ODJFS supply high-quality, cost effective and integrated workforce development services that meet the needs of State customers. Procurement of an industry leading system with state-of-the-art capabilities that streamline and simplify service delivery is central to ODJFS’ ability to achieve this.

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Technology Stack.

FrameworkOracle 12c DatabaseIBM Rational Application Developer (RAD) 8.5.1WebSphere Application Server 7.0.0.41JEE 5 Java 1.6 (or Java 6)IBM Rational Application Developer 8.5EJB 3 JPA 1.0JSF 1.2

1. Scope of WorkThe scope of work to be completed under this Task Order includes completion of work on the Ohio Workforce Case Management System (OWCMS) Enhancements Project. This must be completed no later than August 1, 2019.

The approach to the completion of work will be to develop final requirements and implement new and revised software using agile processes to meet the business objectives for each project. The project’s requirements, as shown in the supplement 1, provide more details on the overall scope of work within the Task Order. The proposed cost and number of sprints must cover the work effort required to meet the requirements contained within Supplements One.

Software Development Life Cycle (SDLC)The desire is that the work in this Task Order will be accomplished using agile processes. The Offeror must propose an agile methodology that addresses the full life cycle from scope management to user acceptance testing and implement the projects described in this document.

1.1. Ohio Workforce Case Management System EnhancementsThe goal of this project is to provide enhancements to the OWCMS system.

Objectives

The Office of Workforce Development operates several federal programs that focus on improving Ohio’s workforce through career and job search related services, assistance to employers, training, and education. These workforce programs are funded by the U.S. Department of Labor and include programs such as Wagner Peyser, the Workforce Innovation Opportunities Act (WIOA), Re-employment and Eligibility Assessment, and the Trade Adjustment Assistance Program. Today, the internal system used to manage these programs is through Ohio Workforce Case Management System (OWCMS) and currently looking to build on our existing system by implementing additional case management functionality.

OWCMS must be modified to accommodate the Trade program effectively. Also, modifications are included to create new functionality to track details of the Trade Petitions while utilizing OWCMS Case Management. Modification of the existing Seeker Assessment (which was designed for Trade program) is required to be used by WIOA programs. This

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program has policy that Trade managers workload must be maintained equally amongst each one. This will be achieved with new functionality added to the existing Caseload view in OWCMS.

Modify the IOP with necessary changes that will make this more general for all WIOA programs to use. This will include adding more data fields and removing some existing functionality.

Since WIOA changes in 2016, OWCMS has not completely updated. Modification to the WIOA services require completion.

The final detailed requirements will be developed and implemented during the project using agile processes. The project’s current written requirements, as shown in Supplement 1, provide more details on the overall scope of the project.

1.2 StandardsDuring the life of the Task Order, in addition to the standards defined in DAS RFP 0A1183, the standards as shown in the following attachments must be followed when specific activities covered by the standards have been scheduled into sprints via the sprint planning process. During the project the Contractor may propose alternative approaches to completion of work. Any changes to these standards will be documented and approved through project change control.

A. Attachment A: Development Task Order Standards B. Attachment B: System Test Standards for Task Orders

1.3 Deliverables

1.3.1. Project Planning and Commencement of WorkThe Contractor must start work on a comprehensive Project Management Plan no later than five (5) business days following the issuance of a purchase order with a kick-off between ODJFS and the Contractor’s representative(s). The Project Management Plan must contain at least: scope, schedule, communication, resource, risk and issue management.

The named key resources provided in the Contractor’s proposal must begin work on the Project within fifteen (15) business days of the issuance of a purchase order.

The Contractor must develop and provide an overall Test Management Plan for the project that describes the approach to be followed for functional, regression and performance tests. The Test Management Plan is expected to be completed before the start of Sprint 1.

This work and related activities are expected to be completed within thirty (30) calendar days of the issuance of a purchase order.

1.3.2. SprintsThe project will be comprised of development iterations (sprints) that are equally divided across the duration of the project. Sprint work is to begin immediately upon submission of the Sprint 1 certification letter and end after implementation of the work identified in the Scope of Work Section of this Task Order.

1.3.2.1. Required Artifacts

Each sprint delivered must include at least the following artifacts:

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A. Updated groomed product backlog and sprint planning documents;B. Updated and approved requirement documentation;C. Updated status report in MS word including project risks, issues, and change orders;D. Updated burn charts representing metrics for work completed and estimated work remaining vs. time

remaining;E. Sprint Show and Tell Presentation;F. Sprint Retrospective Report; andG. One or more deliverables from the “Other Artifacts” listed below as appropriate to the planned work.

1.3.2.2. Other Artifacts

The following artifacts must be provided by the Contractor at the completion of each sprint when applicable. Sprint planning will determine the exact composition of work for each sprint.

Development ArtifactsA. Approved detailed design and technical design documents;B. Approved wireframes/screen mockups/system documentation;C. Completed design and code walkthrough templates;D. Tested application code checked into Dimensions;E. Approved database scripts (Data Definition Language (DDL), Data Manipulation Language (DML)) checked

into dimensions;F. Scheduling Modification Request (SMR) for new and revised batch jobs; andG. Build Files (.EAR files, .JAR files, etc.) deployed to appropriate development and testing environments.

Testing ArtifactsA. Approved project requirements are to be stored in HP Application Lifecycle Management (ALM);B. Approved test plan that meets system test standards;C. Created or updated automated test scripts in HP UFT (Unified Functional Testing);D. Presentation for system test knowledge walkthrough; andE. System test results documentation as defined in the Testing Standards.

1.3.3. Sprint 0 The Offeror’s proposal must include the activities and a schedule that it will execute during sprint 0 period to ensure successful start of the development work and completion of the project objectives described in this document. The Offeror’s proposal must include specific details on the expectations the Offeror has of ODJFS staff and resources during this period. Sprint 0 is expected to begin within twenty-one (21) calendar days of the issuance of a purchase order.

A. The Contractor will create the initial prioritized product backlog based on requirements documents provided with this document and additional Contractor-facilitated planning sessions completed during the sprint.

B. The Contractor will provide orientation to ODJFS agile team members and other key ODJFS project stakeholders on the agile processes to be used. The orientation must include information on the process including roles and responsibilities.

C. The Contractor will provide a certification letter that all prerequisites to start Sprint 1 are complete. Prerequisites are:

1. Development and Testing Environments must be prepared and ready for use;2. All system and tool access must be available to sprint team members;3. Contractor and ODJFS agile team members must be available to start work;4. Approval of the Test Management Plan; and

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5. Approval of the Project Management Plan. D. Other activities as defined by the Contractor in the proposed SDLC.

1.4. Required Phase Gates

1.4.1. User Acceptance Testing (UAT)The ODJFS Product Owner must accept the system changes at the conclusion of each sprint. Acceptance is required before the next sprint can start.

1.4.2. Design Review and ApprovalBefore coding new application components or making database changes, the Contractor must submit new or updated design documents using the supplied template, or approved alternative, for review and approval by the ODJFS Development Lead and/or Application Database Analyst (DBA). Modifications to existing functions are expected to conform to the system’s existing design constructs. ODJFS will review and approve the design documents or request changes within each sprint.

1.4.3. Standards Compliance ReviewThe Contractor is responsible for ensuring its staff comply with the published standards attached to this document. ODJFS will conduct a formal code review on a sampling of code delivered during selected sprints to ensure compliance with the standards identified in Attachment A. Sprint planning will identify the sprints in which the code reviews will occur. Code delivered in the current or a prior sprint will be selected for the review. For formal code reviews the Contractor must provide a list of files changed/created for each piece of functionality using the code review template document. The Contractor must complete a walk through with the ODJFS Development Lead. The ODJFS Development Lead will review completed code to ensure compliance with coding guidelines, coding standards and naming standards. ODJFS may also conduct informal or Ad Hoc standards compliance reviews by review of checked in code. ODJFS may leverage automated tools for standards compliance reviews.

The Contractor must develop and maintain a test plan that complies with ODJFS System Test Standard (Attachment B). ODJFS System Test Lead will validate test scripts developed along with Ad Hoc standards reviews to ensure compliance with the standards. For example,

A. Attaching test documents to the Customer Service Request (CSR)/Work Request (WR)/Incident Report (IR) in Dimensions.

B. Updating CSRs, WRs and IRs with test comments.C. Generating test plan and execution documents from HP Application Lifecycle Management (ALM) Tool.D. Daily documentation of defects related to the test set in HP ALM.

At the conclusion of the review, the Contractor will be provided with specific corrective action for items found to not be in compliance with standards. The Contractor must develop and present ODJFS with a corrective action plan to address the standards issues that do not impact the current and future planned sprints. On approval, the Contractor will complete the corrective action plan.

1.4.4. Project Value ReviewThe Contractor’s representative must attend regular meetings and the schedule for which will be identified in the Project Management Plan, with the ODJFS project manager and key stakeholders. The Contractor’s representative must

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present project risks, issues, sprint retrospective reports and progress of delivered work against planed work (Burn charts). The periodic value review will assess the actual output of the team(s) vs. the planned output of the team(s). ODJFS and Contractor’s representative will work to resolve obstacles to value delivery and address project issues and risks as needed. The failure to consistently meet the objectives of the planned sprints may result in suspension of work until issues related to the value delivery can be resolved.

1.5. Code MergeWhen the code from a sprint is scheduled for deployment to production, it is the responsibility of the Contractor to merge the project code back into the main production branch, as directed by ODJFS prior to final system testing and User Acceptance Testing (UAT) for the sprint. The Contractor must compare with the appropriate repository version before check-in and complete any code update and merge activities as necessary. Code overlap among simultaneous projects need to be coordinated before merge.

1.6. DeploymentsThe Contractor must deploy the code to system test and UAT Environments based on an agreed to schedule with the ODJFS and in accordance with deployment standards. Deployments that are required outside of the agreed to schedule must be approved by the ODJFS Product Owner and ODJFS designated Test Lead. ODJFS staff will coordinate deployments to production.

2. Staffing Plan and Time CommitmentThe Offeror’s Staffing Plan and Time Commitment response must contain the following information:1. An organizational chart including any subcontractors and key management and administrative personnel assigned to

this project. 2. A contingency plan that shows the ability to add more staff if needed to ensure meeting the Project’s due date(s). 3. The number of people onsite at State location(s) at any given time to allow the State to plan for the appropriate

workspace. Offeror Note: The following table is provided as an example of what the State expects the Offeror to provide in the proposal response for this requirement.

Illustrative Offeror Staffing PlanProject Month

1 2 3 4 5 6 7 8 9

Phase Startup/Analyze Design Build Test DeployProject Management

State 1 1 1 1 1 1 1 1 1Offeror 1 1 1 1 1 1 1 1 1

Technical FTEsState 3 3 3 3 3 3 3 3 3Offeror 10 10 10 10 10 10 10 10 10

Business/Agency FTEsState 2 2 2 2 2 2 2 2 2Offeror 2 2 2 2 2 2 2 2 2

Summary TotalState 6 6 6 6 6 6 6 6 6Offeror 13 13 13 13 13 13 13 13 13

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Offerors are encouraged to add additional roles and responsibilities as appropriate based on their proposed Project Staffing Plan as to highlight the involvement of their Proposed Team and inclusion of State resources in the project to help ensure its success. The number of FTEs depicted in the above table are provided as an illustrative example and in no way connotes State expectations as to the level or involvement of the State or Contractor in this project.

A statement and a chart that clearly indicates the time commitment of the proposed Project Manager and the Offeror’s Key Project Personnel, inclusive of the Project Manager and the Offeror’s proposed team members for this Work during each phase of the Projects, the System Development Life Cycle associated with Projects, and the commencement and ongoing operation within the Service.

The Offeror also must include a statement indicating to what extent, if any, the candidates may work on other projects or assignments during the term of the Contract. The State may reject any Proposal that commits the proposed Project Manager or any proposed Key Project Personnel to other projects during the term of the Project, if the State believes that any such commitment may be detrimental to the Offeror’s performance.

In addition, the Offeror’s proposal must identify all Key Project Personnel who must provide services as part of the resulting Contract. The Key Project Personnel roles are:

Scrum Master Technical Lead Testing Lead

The Contractor may not remove these Key Project Personnel from the Work without the prior, written consent of the ODJFS, except as provided in the Replacement Personnel section of the RFP 0A1183.

Resumes for the proposed candidates must be provided for all Key Project Personnel. Representative resumes are not acceptable. The resumes will be used to supplement the descriptive narrative provided by the Offeror regarding their proposed project team.

The resume (2-page limit per resume) of the proposed Key Project Personnel must include:

Proposed Candidate’s Name; Proposed role on this Project; Listings of competed projects (a minimum of two references for each named Key Project Personnel) that are

comparable to this Project or required similar skills based on the person’s assigned role/responsibility on this Project. Each project listed must include at a minimum the beginning and ending dates, client/company name for which the work was performed, client contact information for sponsoring Directors, Managers or equivalent level position (name, phone number, email address, company name, etc.), project title, project description, and a detailed description of the person’s role/responsibility on the project;

Education; Professional Licenses/Certifications/Memberships; and Employment History.

3. ODJFS Vendor Support

3.1 ODJFS Program Area SupportThere will be an ODJFS Product Owner assigned to each project.

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3.2 Project Management SupportThere will be an ODJFS Project Management Office (PMO) Project Manager assigned to each Task Order to help the Contractor coordinate cross-team efforts and report project status.

3.3 Development SupportThere will be one or more ODJFS development lead(s) assigned to each Task Order. The development lead(s) will be available to the Contractor team to allow knowledge transfer between ODJFS and the Contractor team.

3.4 Testing SupportThe ODJFS Test Lead will be available to the Contractor team to allow system knowledge transfer between ODJFS and Contractor teams.

3.5 Colocation, Remote Access, PC and Development Tool SupportThe Offeror must describe the requirements (see 5.3.5, Tab E) for its team in the proposal submitted. ODJFS will provide all resources required for the Contractor’s team to access and use ODJFS development and test systems. This includes remote or onsite access to PCs and required development and testing tools described in the standards documentation attached to document.

3.6 Document Review and ApprovalAny formal documents that result from sprint activities that need to be reviewed/approved by ODJFS will require five (5) business days for review and/or approval. No more than two (2) documents can be under review at the same time without prior approval from ODJFS.

4. Task Order Evaluation CriteriaEvaluation of Proposals Generally. The evaluation process may consist of up to four (4) distinct phases. Requests for more information may occur at the State’s discretion when needed and in any phase.

1. Initial Review;2. Technical evaluation;3. Evaluation of costs; and 4. Requests for more information, as described in RFP 0A1183, as needed.

ODJFS may decide whether phases are necessary, and ODJFS may rearrange the order in which it proceeds with the phases. ODJFS also may add or remove sub-phases to any phase at any time, if ODJFS believes doing so will improve the evaluation process.

Initial Review. ODJFS will review all proposals for their format and completeness. After the initial review, ODJFS will forward all timely, complete, and properly formatted proposals to an evaluation team.

Technical Evaluation. In the technical evaluation phase, the ODJFS will rate the technical merits of theProposals based on the following requirements and the weight assigned to each requirement as defined in this Task Order Solicitation. ODJFS will evaluate every proposal that it has determined is timely. ODJFS reserves the right to reject any proposal that is incomplete and/or improperly formatted. The evaluation will be scored according to the requirements identified in this Task Order and will result in an overall “does not meet”, “meets”, or “exceeds” rating.

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Cost Evaluation. Once the staffing and technical merits of the proposals are considered, ODJFS will consider the costs of the proposals remaining under evaluation. It is within the ODJFS’ discretion to wait until after any interviews, presentations, and demonstrations to evaluate costs.

Overall Evaluation. The overall evaluation is calculated by combining and weighing each offeror’s Technical Proposal Score and Cost as shown in the "Price Performance Formula". The proposal with the highest overall score will be awarded.

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Proposed Solution Weight Does Not Meet

Partially Meets Meets Exceeds

The proposed solution provides a methodology that allows the State to make decisions about cost vs value in order to remove scope and related cost during sprint planning. See Section 5.3.3, Tab C – Proposed Solution, page 15.

25 0 3 5 7

The proposed solution is an Agile or Agile Hybrid methodology. See Section 5.3.3, Tab C – Proposed Solution, page 15. 10 0 3 5 7

The proposed solution provides for Incremental delivery of potentially deployable features. See Section 5.3.3, Tab C – Proposed Solution, page 15.

10 0 3 5 7

The proposed solution contains a High Level Sprint plan and project schedule that addresses the requirements within Supplement One– Proposed Solution.

50 0 3 5 7

The proposed solution demonstrates a method by which development and testing Standards will be maintained during the project. (Section 5.3.3, Tab C – Proposed Solution)

5 0 3 5 7

Project Team Requirements.

Team Requirements Weight Does Not Meet

Partially Meets Meets Exceeds

Ability to provide a high-quality team, with appropriate knowledge, skills, experience and credentials. (Section 2 and Section 5.3.4, Tab D Staffing Requirements)

50 0 3 5 7

Price Performance Formula. The evaluation team will rate the proposals based on the following criteria and respective weights.

Criteria PercentageTechnical Proposal 70%

Cost Summary 30%

To ensure the scoring ratio is maintained, ODJFS will use the following formulas to adjust the points awarded to each offeror.

The offeror with the highest point total for the Technical Proposal will receive 700 points. The remaining offerors will receive a percentage of the maximum points available based upon the following formula:

Technical Proposal Points = (Offeror’s Technical Proposal Points/Highest Number of Technical Proposal Points Obtained) x 700

The offeror with the lowest proposed Not-To-Exceed Fixed Cost will receive 300 points. The remaining offerors will receive a percentage of the maximum cost points available based upon the following formula:

Cost Summary Points = (Lowest Not-To-Exceed Fixed Cost/Offeror’s Not-To-Exceed Fixed Cost) x 300

Total Points Score: The total points score is calculated using the following formula: Total Points = Technical Proposal Points + Cost Summary Points

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5. Requirements for Proposals

5.1 Inquiry ProcessPre-Qualified Contractors may make inquiries regarding this Task Order Solicitation anytime during the inquiry period listed in the Calendar of Events. To make an inquiry, Pre-Qualified Contractors must use the following process:

Access the State’s Procurement Website at http://procure.ohio.gov/; From the Quick Links menu on the right, select “Bid Opportunities Search”; In the “Document/Bid Number“ field, enter the Task Order Solicitation ID number found on the first page of this

Solicitation; Click the “Search” button; On the Opportunity Search Results page, click on the hyperlinked Bid Number; On the Opportunity Details page, click the “Submit Inquiry” button; On the document inquiry page, complete the required “Personal Information” section by providing:

o First and last name of the prospective Offeror’s representative (the Offeror Representative) who is responsible for the inquiry,

o Name of the prospective Offeror, o The Offeror Representative’s business phone number, and o The Offeror Representative’s email address;

Type the inquiry in the space provided including: o A reference to the relevant part of this Solicitation, o The heading for the provision under question, and o The page number of the Solicitation where the provision can be found;

Enter the Confirmation Number at the bottom of the page Click the “Submit” button.

A Pre-Qualified Contractor submitting an inquiry will receive an acknowledgement that the State has received the inquiry as well as an email acknowledging receipt. The Pre-Qualified Contractor will not receive a personalized response to the question nor notification when the State has answered the question.

Pre-Qualified Contractors may view inquiries and responses on the State’s Procurement Website by using the “Bid Opportunities Search” feature described above and by clicking the “View Q & A” button on the document information page.

The State usually responds to all inquiries within three business days of receipt, excluding weekends and State holidays. But the State will not respond to any inquiries received after 8:00 a.m. on the inquiry end date.

The State does not consider questions asked during the inquiry period through the inquiry process as exceptions to the terms and conditions of this Solicitation.

5.2 Proposal InstructionsThe Offeror must provide six (6) copies of their proposal. Each copy must be organized in an indexed binder with numbered pages and sections ordered as listed below in 5.3. ODJFS wants clear and concise proposals, but offerors must answer questions completely and meet all the Task Order’s requirements. The Offeror also must provide an electronic copy of everything contained within the proposal on a CD in Microsoft Office or Adobe Acrobat format, as appropriate. If there is a discrepancy between the hard copy and the electronic copy of the proposal, the hard copy will control, and ODJFS will base its evaluation of the Offeror’s proposal on the hard copy.

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Proposal Responses MUST be submitted to the State Agency’s Procurement Representative: Meredith GreenleeOhio Department of Job and Family ServicesOffice of Contracts and Acquisitions30 East Broad Street, 31st Floor Columbus, Ohio 43215

5.3 Proposal Format Each proposal must contain the following tabbed sections:

A. Cover LetterB. Subcontractor LettersC. Proposed SolutionD. Staffing Requirements E. ODJFS Support ExpectationsF. Assumptions

Cost Proposal (separately sealed)

5.3.1 Tab A - Cover LetterThe cover letter must be in the form of a standard business letter and must be signed by an individual authorized to legally bind the Offeror. One of the six (6) indexed binders must include the original cover letter and it must be signed in blue ink. The cover letter must include a brief executive summary of the solution the Offeror plans to provide. The letter must also have the following:

A. A list of the people who prepared the proposal, including their titles; andB. The name, address, e-mail, and phone number of a contact person who has authority to answer questions

regarding the proposal.

5.3.2 Tab B - Subcontractor Letters For each proposed subcontractor, the Offeror must attach a letter from the subcontractor, signed by someone authorized to legally bind the subcontractor, with the following included in the letter:

A. The subcontractor's legal status, federal tax identification number, D-U-N-S number, and principal place of business address;

B. The name, phone number, fax number, email address, and mailing address of a person who is authorized to legally bind the subcontractor to contractual obligations;

C. A description of the work the subcontractor will do;D. A commitment to do the work if the Offeror is selected; andE. A statement that the subcontractor has read and understood the RFP and this Task Order and will comply with

the requirements of the RFP and this Task Order.

5.3.3 Tab C – Proposed Solution This Task Order must be accomplished using agile processes. This section must also address each of the five (5) proposed solution scored criteria located in Section 4 of this Task Order solicitation document, in addition to the requirements given in this section.

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Describe your SDLC process definition and flows. Describe how the process will provide for the required phase gates to ensure design and scope quality.

Describe your recommended iteration (sprint) duration and rationale for it. Describe how each iteration will deliver potentially deployable user accepted code that conforms to documented standards. Describe the approach you will use for sprint planning that will allow ODJFS to understand the cost for incremental delivery of features. ODJFS wants to make cost vs. value decisions before start of development on features that must be implemented over multiple sprints. ODJFS will use this information to determine which requirements will be included in scope for development and which will be removed from the scope.

Describe agile approach orientation to be provided to ODJFS Subject Matter Experts (SMEs) and Product Owners.

Describe how your methodology will provide the required artifacts by providing examples of the following with your proposal:

A. Groomed product backlog; B. Sprint planning documents;C. Requirement documentation;D. Status report in MS word including project risks, issues, and change orders;E. Burn charts or other reports representing work completed, estimated work to-do vs. time remaining;F. Sprint Show and Tell Presentation G. Sprint Retrospective Report;H. Identify your team composition, number of team members, roles and role definitions, and the team’s

physical location;I. Identify team’s ramp-up period and roll-off plan (by name or role, if applicable); andJ. Include the activities and schedule that you will execute during the project.

5.3.4 Tab D - Staffing RequirementsThe Offeror must provide information outlined in Section 2: Staffing Plan and Time Commitment of this task order.

5.3.5 Tab E - ODJFS Support ExpectationsThe Offeror must describe the support it needs from ODJFS for execution of this Task Order. Specifically, the Offeror must address the following:

A. Software development or project management tools;B. Other support expectations.

ODJFS has provided the details regarding the support it feels may be required to support the Contractor. ODJFS may not be able or willing to provide the additional support the Offeror lists in this part of its proposal. The Offeror therefore must indicate whether its request for additional support is a requirement for its performance. If any part of the list is a requirement, ODJFS may reject the Offeror’s proposal, if ODJFS is unable or unwilling to meet the requirements.

5.3.6 Tab F - AssumptionsThe Offeror must list all the assumptions the Offeror made in preparing the proposal. If any assumption is unacceptable to ODJFS, ODJFS may at its sole discretion request that the Offeror remove the assumption or choose to reject the proposal. No assumptions may be included regarding the outcomes of negotiation, terms and conditions, or

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requirements. Assumptions should be provided as part of the Offeror response as a stand-alone response section that is inclusive of all assumptions with reference(s) to the section(s) of the Task Order that the assumption is applicable to. Offerors should not include assumptions elsewhere in their response.

5.3.7 Cost Proposal - Sealed separatelyEach offeror must complete a Cost Proposal in the exact format provided in this section. ODJFS may reject any proposal with a reformatted Cost Proposal. The Cost Proposal must not include exceptions, additional terms and conditions, or assumptions. The Cost Proposal must be in a separate sealed package. The total number of sprints that will be delivered by the Contractor may be fewer. Final determination of the duration of work for each project to be implemented will be determined based on ongoing product backlog grooming, sprint planning and completion of project objectives defined in the attached requirements supplement. Contractor will be paid eighty percent (80%) of the fixed cost for the sprint upon Contractor completion and State acceptance of the sprint with twenty percent (20%) held back until final system acceptance by the State.

Position Title Cost per Sprint NameScrum Master $Technical Lead $Test Lead $Agile Team Member $(add additional lines as needed for additional Agile Team Members)

$

Total Cost Per Sprint $Payment upon AcceptanceTotal Cost Per Sprint – 20% Holdback

$

Number of SprintsNumber of SprintsSprint Duration (weeks)

Total Project

Project Total Cost (100%) Holdback (20%)

Total Cost of OWCMS Enhancements $ $

Total Project (Not-To-Exceed Fixed Cost) $

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