writing rfps and evaluating vendor proposals
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Writing RFPs and Evaluating Vendor Proposals
Rajesh VirkarNational Association for Public Health Statistics
and Information Systems
NAPHSIS-VSCP Joint Meeting, New York, NYJune 8-12, 2003
Theme: Re-engineering
First two days: 67.4% presentations on topics related to re-engineering
MoVERS booth Vendors’ booths … now what?
Using all the information…
Move forward with an RFP RFP template is a deliverable to
SSA on the EDRS project RFP template has been drafted,
and is under review/revision
Making Preparations Decide the focus of the project
Birth, Death, Back Office, etc. Decide overall objectives
All-phases-at-once or One-phase-at-a-time Stakeholders’ input and support If 85-95% requirements are common,
then what are the 5-15% that are unique?
Seek help from partners
Stakeholders For Birth:
Senior management, Jurisdiction office, Local offices, Hospitals, Other Jurisdictional agencies, Federal agencies, Registers of Deeds, etc.
For Death: Senior management, Jurisdiction office,
Local offices, Hospitals, Funeral Directors, ME, Coroners, Other Jurisdictional agencies, Federal agencies, Registers of Deeds, etc.
Help from Partners
Who are your in-state partners in putting together an RFP? Public Health CIO / State CIO IT Support State/Jurisdiction Purchase and
Contracts Office IT / Vital Records Oversight
Committee(s) Attorneys ?
High Level Components of an RFP
General Information and Administrative Requirements
Contract Terms and Conditions Statement of Work Cost Proposal
General Information and Administrative Requirements
Jurisdictional procurement process Administrative requirements Proposal format and content Evaluation process Glossary
Jurisdictional Procurement Process Process description
Issuance of RFP Bidders’ conference Written questions Milestones and Deadlines Evaluation (technical, cost) “Best Value” procurement
Clarifications Protests
Administrative Requirements Communication with the jurisdiction Proposal submission
Exceptions Competitive Offer Cost for Proposal Preparation Time for Acceptance Subcontracting Proprietary Information Historically Underutilized Businesses
Proposal Format and Content Vendor’s organization Vendor’s qualification Subcontractors References Acknowledgement of contract
provisions Detailed statement of work Project plan
Evaluation Process
Proposal format Vendor’s understanding
Vital Records business Challenges
Vendor’s qualifications Adequacy and completeness of the
proposal
Glossary
Explanations of the jurisdictional alphabet soup… Who’s who What’s what
Contract Terms and Conditions Key Personnel Subcontracting Performance and Default Availability of Funds Confidentiality Copyright Access to Books, Persons and Records Compliance with Laws, Rules and
Regulations
Contract Terms and Conditions (cont.)
Advertising Amendments Acts of Insolvency Conduct upon Expiration or
Termination Liquidated Damages Contract Bond Contract Administration and Project
Management
Contract Terms and Conditions (cont.) Contractor’s Project Manager Schedule: Meetings and Progress Reports Delivery and Installation Final Acceptance Training and Documentation Warranties and maintenance Software Licenses Software Source Code Improvements and other Modifications to
Software
Statement of Work Overview of current processes Strategic direction Purpose of contract & Scope Functional requirements Technical standards, guidelines and
requirements Deliverables Project plan
Overview of current processes
Current business processes Problems and challenges facing
vital records Personnel Changing business requirements Contractual obligations The new U.S. standard certificates
Strategic Direction
Automation of Vital Records processes
Restructuring of the workforce Expected effects of re-engineering
on business practices Expected effects of re-engineering
on Vital Records employees Available resources
Purpose of Contract & Scope Purpose of contract
Detailed design Database design Technical specifications Security and integration with other systems Operational support mechanisms Develop, test and install
Scope Multiple phases?
Functional Requirements Controller Diagrams Use Cases Use Case to Actor Matrix Use Case Diagrams Use Case Activity Diagrams System Requirements, Design
Considerations and Business Rules State Diagrams Glossary
Technical Standards, Guidelines and Requirements NAPHSIS EDR Standards and Guidelines NCHS Standards for Data Edits Jurisdictional Technology Standards Data Requirements Interface Requirements OVS Requirements Document Reports and File Extracts Requirements
Deliverables Project Kickoff Document – Baseline
for the project plan If applicable, assessment of vendor’s
product Work Plans Status Reports Enhanced Requirements Document High-Level System Design Document Detailed Design Document
Deliverables (cont.)
Software Development Plan Software Testing Plan System Implementation Plan Historical Data Migration Plan Training Plan Disaster Recovery Plan
Deliverables (cont.) System Documentation
End-User Manual(s) System Administrator Manual(s) (including
backup/recovery management, archival/restore management, etc.)
Warranty Maintenance/Support Help-Desk Support
The System: MoVERS or its components Submission Requirements
Project Plan
Work breakdown structure Timeline Resources
Vendor Jurisdiction (vital records) Jurisdiction (IT)
Cost Proposal General Information
Number of facilities, users, volume of records Cost Responsibilities – Who will pay for what? System Licensing Options
Based on unlimited users Based on concurrent number of users Based on functions and features available at a site
System Pricing (software, hardware, tools)
Post Warranty Maintenance (full, on-call)
Cost Proposal (cont.)
Life cycle cost analysis matrix Phases: Requirements enhancement,
High level design, Detailed design, Development, Testing, Training, Data Migration, Implementation, …
Cost categories: Vendor resources, Jurisdiction resources, Software tools, Equipment, Networking, …
Evaluating Vendor Proposals
Proposal evaluation committee Decide evaluation criteria Assign weights Combine scores Follow-up
Criteria for Vendor Evaluation Ability to Complete Statement of Work Clarity and Conciseness of Proposal Corporate Background Corporate Experience (prior experience
and references) Cost Financial Information Fit with Technical Architecture
(database and network)
Criteria for Vendor Evaluation (cont.)
Hardware and Software Functionality
Product Demonstration Quality of the Project Plan Support and Training System Ease of Use Understanding Requirements
Evaluating Vendor(s)
Follow-up meetings/demos for top 2 or 3 vendors
Negotiate towards the final bid Sign contract …”May the Force Be With You!”
Next…
For the South Dakota RFP Experience, Kathi Mueller
Manager, Data, Statistics and Vital Records
State Registrar Award Winner!