Professional Documents
Culture Documents
ADDENDUM 1
March 26, 2009
Issued By:
State of California
Department of General Service
Procurement Division
707 Third Street, 2nd Floor
West Sacramento, CA 95605
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TABLE OF CONTENTS
SECTION I INTRODUCTION AND OVERVIEW...............................................................................................1
A.
B.
C.
D.
E.
F.
MYCALPAYS FUNCTIONALITY.......................................................................................................................17
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B.
OVERVIEW.......................................................................................................................................................29
KEY ACTION DATES........................................................................................................................................29
ADMINISTRATIVE REQUIREMENTS..................................................................................................................29
SI-AR-1. Cover Letter.....................................................................................................................................29
SI-AR-2. Payee Data Record (Std. 204).........................................................................................................30
SI-AR-3. General Liability Insurance Certificate...........................................................................................30
SI-AR-4. Workers Compensation Liability Insurance Certificate..................................................................30
SI-AR-5. Secretary of State Certification........................................................................................................30
SI-AR-6. Stage I Contract Statement of Work and Contract Terms and Conditions...................................30
SI-AR-7. Target Area Contract Preference (TACPA)......................................................................................31
SI-AR-8. Enterprise Zone Act Preference (EZA)............................................................................................32
SI-AR-9. Local Area Military Base Recovery Act (LAMBRA)........................................................................32
SI-AR-10.
Small Business............................................................................................................................32
SI-AR-11.
California Disabled Veteran Business Enterprise (DVBE) Program Requirements..................33
SI-AR-12.
Commercially Useful Function (CUF).......................................................................................34
D. BIDDER CORPORATE QUALIFICATION REQUIREMENTS (MANDATORY)...........................................................34
SI-CM-1.
SAP Certification........................................................................................................................34
SI-CM-2.
Financial Capacity/Responsibility..............................................................................................34
SI-CM-3.
SAP HR/Payroll Experience.......................................................................................................35
SI-CM-4.
SAP Public Sector Large Project Experience.............................................................................35
E.
BIDDER CORPORATE QUALIFICATION REQUIREMENTS (DESIRABLE).............................................................36
SI-CD-1.
SAP Public Sector HR/Payroll Experience.................................................................................36
SI-CD-2.
SAP Public Sector Large Project Experience.............................................................................36
F.
PROPOSED STAFF QUALIFICATION REQUIREMENTS........................................................................................36
SI-SM-1. Project Manager..............................................................................................................................37
SI-SM-2. SAP Functional Personnel Administration and Organizational Management (PA/OM) Lead.......38
SI-SM-3. SAP Functional Benefits (BN) Lead................................................................................................38
SI-SM-4. SAP Functional Time (TM) Lead.....................................................................................................38
SI-SM-5. SAP Functional Payroll (PY) Lead..................................................................................................38
SI-SM-6. SAP Functional Finance/Controlling (FI/CO) Lead.......................................................................38
SI-SM-7. SAP Technical Infrastructure/Development (Netweaver/ABAP) Lead............................................38
G. PROPOSAL FORMAT.........................................................................................................................................38
1.
Proposal Format and Content...................................................................................................................39
H. EVALUATION AND SELECTION.........................................................................................................................40
1.
Introduction...............................................................................................................................................40
2.
Receipt of Proposals..................................................................................................................................40
3.
State Evaluation Team...............................................................................................................................40
4.
Review of Stage I Proposals......................................................................................................................41
5.
Scoring of Stage I Proposals.....................................................................................................................42
6.
Contract Award.........................................................................................................................................45
SECTION IV STAGE II PROCUREMENT..........................................................................................................47
A.
B.
C.
OVERVIEW.......................................................................................................................................................47
KEY ACTION DATES........................................................................................................................................47
ADMINISTRATIVE REQUIREMENTS..................................................................................................................47
SII-AR-1.
Cover Letter................................................................................................................................47
SII-AR-2.
Payee Data Record (Std. 204).....................................................................................................47
SII-AR-3.
General Liability Insurance Certificate......................................................................................47
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SII-AR-4.
Workers Compensation Liability Insurance Certificate..............................................................48
SII-AR-5.
Secretary of State Certification...................................................................................................48
SII-AR-6.
Stage II Statement of Work and Contract Terms and Conditions............................................48
SII-AR-7.
Target Area Contract Preference (TACPA).................................................................................49
SII-AR-8.
Enterprise Zone Act Preference (EZA).......................................................................................49
SII-AR-9.
Local Area Military Base Recovery Act (LAMBRA)...................................................................49
SII-AR-10.
Small Business............................................................................................................................50
SII-AR-11.
California Disabled Veteran Business Enterprise (DVBE) Program Requirements..................50
SII-AR-12.
Commercially Useful Function (CUF).......................................................................................51
D. FUNCTIONAL AND TECHNICAL REQUIREMENTS.............................................................................................52
1.
Functional Requirements...........................................................................................................................52
2.
Technical Requirements.............................................................................................................................52
3.
Project Constraints....................................................................................................................................52
E.
SCOPE OF SERVICES........................................................................................................................................53
F.
SUPPLEMENTAL SOFTWARE TOOLS.................................................................................................................69
G. PROPOSAL FORMAT.........................................................................................................................................70
1.
Proposal Format and Content...................................................................................................................71
2.
Volume 1- Response to Requirements........................................................................................................71
3.
Volume 2 Costs.......................................................................................................................................77
4.
Volume 3 - Contract...................................................................................................................................78
I.
EVALUATION AND SELECTION.........................................................................................................................78
1.
Introduction...............................................................................................................................................78
2.
Receipt of Proposals..................................................................................................................................79
3.
State Evaluation Team...............................................................................................................................79
4.
Review of Stage II Proposals.....................................................................................................................79
5.
Scoring of Stage II Proposals....................................................................................................................80
6.
Best and Final Offer (BAFO) Negotiation Process...................................................................................86
7.
Contract Award.........................................................................................................................................87
APPENDIX A STAGE I EXHIBITS......................................................................................................................88
EXHIBIT- 1: STAGE I CORPORATE QUALIFICATION REFERENCE FORM..................................................................89
EXHIBIT- 2: STAGE I ASSESSMENT STAFFING MATRIX...........................................................................................90
EXHIBIT- 3: STAGE I BIDDING PREFERENCES........................................................................................................94
EXHIBIT- 4: STAGE I COMMERCIALLY USEFUL FUNCTION STATEMENT................................................................95
EXHIBIT- 5: STAGE I CONTRACT............................................................................................................................96
APPENDIX B STAGE II EXHIBITS....................................................................................................................95
EXHIBIT- 6: STAGE II BIDDING PREFERENCES.......................................................................................................96
EXHIBIT- 7: STAGE II COMMERCIALLY USEFUL FUNCTION STATEMENT...............................................................97
EXHIBIT- 8: STAGE II COST WORKBOOK...............................................................................................................98
EXHIBIT- 9: STAGE II ASSESSMENT STAFFING MATRIX.......................................................................................101
EXHIBIT- 10: STAGE II PRIOR WORKING RELATIONSHIPS....................................................................................108
EXHIBIT- 11: STAGE II PROPOSED STAFF THAT WORKED ON STAGE I.................................................................109
EXHIBIT- 12: STAGE II CONTRACT.......................................................................................................................110
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List of Tables
Table 1. MyCalPAYS Functionality..............................................................................................................................17
Table 2. 21st Century Staffing Levels............................................................................................................................20
Table 3. 21st Century Project Existing Toolsets............................................................................................................27
Table 4. Stage I Key Action Dates................................................................................................................................29
Table 5. Stage I Contract Deliverables.........................................................................................................................31
Table 6. DVBE Incentive Points...................................................................................................................................33
Table 7. Minimum Requirements Scoring.................................................................................................................42
Table 8. Sample Proposed Staff Qualification Scoring.................................................................................................43
Table 9. Desirable Requirements - Scoring..................................................................................................................43
Table 10. DVBE Incentive Points.................................................................................................................................45
Table 11. Final Score with DVBE and SB Examples...................................................................................................45
Table 12. Contractor Selection Example......................................................................................................................45
Table 13. Stage II Key Action Dates.............................................................................................................................47
Table 14. DVBE Incentive Points.................................................................................................................................51
Table 15. Scope of Services..........................................................................................................................................53
Table 16. Stage II Evaluation Factors...........................................................................................................................80
Table 17. Proposed Staff Experience Points Available..............................................................................................82
Table 18. DVBE Incentive............................................................................................................................................85
Table 19. Final Score with DVBE and SB Example....................................................................................................85
Table 20. Contractor Selection Example......................................................................................................................86
List of Figures
Figure 1. Procurement Timeline.....................................................................................................................................2
Figure 2. TFC Functional Organization........................................................................................................................19
Figure 3. 21st Century Project Governance Structure...................................................................................................24
Figure 4. SAP Server Landscape Architecture as of January 2009..............................................................................26
Figure 5. Proposed SAP Server Landscape..................................................................................................................27
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C. Procurement Official
The Procurement Division Official is the single point of contact for this procurement. Please
submit proposals and questions to:
Department of General Services Procurement Division
Attention: Kayla Dann
707 Third Street, 2nd Floor (North)
West Sacramento, CA 95605
Phone: (916) 375-4381
Fax:
(916) 375-4505
E-mail: kayla.dann@dgs.ca.gov
D. Procurement Library
The Procurement Library containing project artifacts will be provided in electronic format to
Bidders1 at the Bidders Conference (see Table 4. Stage I Key Action Dates for date and time).
Due to the nature of the information provided, receipt of this information will require a nondisclosure agreement.
E. Protest Process
This procurement process does not include any provisions to protest either the process or
resulting contract award(s). An unsuccessful Bidder shall have no right to protest the results of
the negotiating process undertaken pursuant to PCC 6611. As a remedy, an unsuccessful
Bidder may file a petition for a writ of mandate in accordance with Section 1085 of the Code of
Civil Procedure. The venue for the petition for a writ of mandate will be Sacramento, California.
Copies of the Procurement Library will be provided to Bidders who meet requirement RFP Section III.D.SI-CM-1..
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2. Desirable Items
The words "should" or "may" in the RFP indicate desirable attributes or conditions, but are
non-mandatory in nature. Deviation from, or omission of, such a desirable feature, even if
material, will not in itself cause rejection of the bid.*
2. RFP Documents
This RFP includes, in addition to an explanation of the State's needs which must be met,
instructions which prescribe the format and content of bids to be submitted and the model(s)
of the contract(s) to be executed between the State and the successful bidder(s).
If a bidder discovers any ambiguity, conflict, discrepancy, omission, or other error in this
RFP, the bidder shall immediately notify the Department Official identified in Section I of
such error in writing and request clarification or modification of the document.
* If this solicitation document is an RFP, the word "bid" as used throughout is intended to
mean "proposed," "propose" or "proposal" as appropriate.
Modifications will be made by addenda issued pursuant to Paragraph B-7, Addenda, below.
Such clarifications shall be given by written notice to all parties who have identified
themselves as bidders to the Department Official identified in Section I, without divulging the
source of the request for same. Insofar as practicable, the State will give such notices to
other interested parties, but the State shall not be responsible therefore.
If the RFP contains an error known to the bidder, or an error that reasonably should have
been known, the bidder shall bid at its own risk. If the bidder fails to notify the State of the
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error prior to the date fixed for submission of bids, and is awarded the contract, the bidder
shall not be entitled to additional compensation or time by reason of the error or its later
correction.
5. Bidders' Conference
A Bidders' Conference may be held, during which suppliers will be afforded the opportunity
to meet with State personnel and discuss the content of the RFP and the procurement
process. Suppliers are encouraged to attend the Bidders Conference. The time, date and
place of such conference, if held, is included in the Key Action Dates.
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The State may also accept oral questions during the conference and will make a reasonable
attempt to provide answers prior to the conclusion of the conference.
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the performance of the entire contract, and the joint bidders must designate, in writing, one
individual having authority to represent them in all matters relating to the contract. The State
assumes no responsibility or obligation for the division of orders or purchases among joint
contractors.
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documentation will cause the suppliers bid to be considered nonresponsive and the bid
rejected.
H. Bidding Steps
1. General
The procurement process to be used in this acquisition is composed of TWO (2) Stages.
REFER TO SECTION III, TABLE 4 AND SECTION IV, TABLE 13 TO DETERMINE WHICH
STEPS ARE INCLUDED IN THIS RFP. REFERENCES TO STEPS NOT INCLUDED IN
SECTION III and IV ARE NOT APPLICABLE TO THIS RFP.
4. Confidentiality
FINAL BIDS ARE PUBLIC UPON OPENING; HOWEVER, THE CONTENTS OF ALL
PROPOSALS, DRAFT BIDS, CORRESPONDENCE, AGENDA, MEMORANDA, WORKING
PAPERS, OR ANY OTHER MEDIUM WHICH DISCLOSES ANY ASPECT OF A BIDDER'S
PROPOSAL SHALL BE HELD IN THE STRICTEST CONFIDENCE UNTIL NOTICE OF
INTENT TO AWARD. BIDDERS SHOULD BE AWARE THAT MARKING A DOCUMENT
"CONFIDENTIAL" OR "PROPRIETARY" IN A FINAL BID MAY EXCLUDE IT FROM
CONSIDERATION FOR AWARD AND WILL NOT KEEP THAT DOCUMENT FROM BEING
RELEASED AFTER NOTICE OF INTENT TO AWARD AS PART OF THE PUBLIC
RECORD, UNLESS A COURT HAS ORDERED THE STATE NOT TO RELEASE THE
DOCUMENT. THE CONTENT OF ALL WORKING PAPERS AND DISCUSSIONS
RELATING TO THE BIDDER'S PROPOSAL SHALL BE HELD IN CONFIDENCE
INDEFINITELY UNLESS THE PUBLIC INTEREST IS BEST SERVED BY AN ITEM'S
DISCLOSURE BECAUSE OF ITS DIRECT PERTINENCE TO A DECISION, AGREEMENT
OR THE EVALUATION OF THE BID. ANY DISCLOSURE OF CONFIDENTIAL
INFORMATION BY THE BIDDER IS A BASIS FOR REJECTING THE BIDDER'S
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5. Submission of Proposals and Bids See Section III and Section IV for
detailed information
a. Preparation
Proposals and bids are to be prepared in such a way as to provide a straightforward,
concise delineation of capabilities to satisfy the requirements of this RFP. Expensive
bindings, colored displays, promotional materials, etc., are not necessary or desired.
EMPHASIS SHOULD BE CONCENTRATED ON CONFORMANCE TO THE RFP
INSTRUCTIONS, RESPONSIVENESS TO THE RFP REQUIREMENTS, AND ON
COMPLETENESS AND CLARITY OF CONTENT.
b. Bidder's Cost
Costs for developing proposals and bids for Stage I are the responsibility entirely of the
bidder and shall not be chargeable to the State.
c. Completion of Proposals and Bids
Proposals and bids must be complete in all respects as required by the RFP section on
PROPOSAL FORMAT. A Final Bid may be rejected if it is conditional or incomplete, or if
it contains any alterations of form or other irregularities of any kind. The Final Bid must
contain all costs required by the RFP sections on COST and PROPOSAL FORMAT,
setting forth a unit price and total price for each unit price item, and a total price for each
lump sum price item in the schedule, all in clearly legible figures. Exhibit I-A at the end
of this Section I entitled COMPETITIVE BIDDING AND BID RESPONSIVENESS
emphasizes the requirements of competitive bidding and contains examples of common
causes for rejection of bids. Bidders are encouraged to review this exhibit.
d. False or Misleading Statements
Bids which contain false or misleading statements, or which provide references which do
not support an attribute or condition claimed by the bidder, may be rejected. If, in the
opinion of the State, such information was intended to mislead the State in its evaluation
of the bid, and the attribute, condition, or capability is a requirement of this RFP, it will be
the basis for rejection of the bid.
e. Signature of Bid See Section III and Section IV of this RFP for detailed information.
f. Delivery of Proposals and Bids See Section III and Section IV of this RFP for
additional information.
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Mail or deliver proposals and bids to the Department Official listed in Section I. If mailed,
it is suggested that you use certified or registered mail with return receipt requested as
delivery of documents is at the bidders own risk of untimely delivery, lost mail, etc.
Proposals and bids must be received in the number of copies stated in the RFP section
on PROPOSAL AND BID FORMAT and not later than the dates and times specified in
Section III and IV and in the individual schedules provided the bidders.
g. Withdrawal and Resubmission/Modification of Proposals and Bids NOT
APPLICABLE
6. Rejection of Bids
The State may reject any or all bids and may waive any immaterial deviation or defect in a
bid. The State's waiver of any immaterial deviation or defect shall in no way modify the RFP
documents or excuse the bidder from full compliance with the RFP specifications if awarded
the contract.
7. Evaluation and Selection Process See Section III and IV of this RFP for
additional information.
a. Errors in the Final Bid
An error in the Final Bid may cause the rejection of that bid; however, the State may at
its sole option retain the bid and make certain corrections.
In determining if a correction will be made, the State will consider the conformance of the
bid to the format and content required by the RFP, and any unusual complexity of the
format and content required by the RFP.
(1) If the bidder's intent is clearly established based on review of the complete Final
Bid submittal, the State may at its sole option correct an error based on that
established intent.
(2) The State may at its sole option correct obvious clerical errors.
(3) The State may at its sole option correct discrepancy and arithmetic errors on the
basis that if intent is not clearly established by the complete bid submittal the Master
Copy shall have priority over additional copies, the bid narrative shall have priority
over the contract, the contract shall have priority over the cost sheets, and within
each of these, the lowest level of detail will prevail. If necessary, the extensions and
summary will be recomputed accordingly, even if the lowest level of detail is
obviously misstated. The total price of unit-price items will be the product of the unit
price and the quantity of the item. If the unit price is ambiguous, unintelligible,
uncertain for any cause, or is omitted, it shall be the amount obtained by dividing the
total price by the quantity of the item.
(4) The State may at its sole option correct errors of omission, and in the following
four situations, the State will take the indicated actions if the bidder's intent is not
clearly established by the complete bid submittal.
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(a) If an item is described in the narrative and omitted from the contract and
cost data provided in the bid for evaluation purposes, it will be interpreted to
mean that the item will be provided by the bidder at no cost.
(b) If a minor item is not mentioned at all in the Final Bid and is essential to
satisfactory performance, the bid will be interpreted to mean that the item will
be provided at no cost.
(c) If a major item is not mentioned at all in the Final Bid, the bid will be
interpreted to mean that the bidder does not intend to supply that item.
(d) If a major item is omitted, and the omission is not discovered until after
contract award, the bidder shall be required to supply that item at no cost.
The determination of whether an item is minor or major is the responsibility of the
State.
(5) If a bidder does not follow the instructions for computing costs not related to the
contract (e.g., State personnel costs), the State may reject the bid, or at its sole
option, recompute such costs based on instructions contained in the RFP.
If the recomputations or interpretations, as applied in accordance with this section,
subparagraph d, result in significant changes in the amount of money to be paid to
the bidder (if awarded the contract) or in a requirement of the bidder to supply a
major item at no cost, the bidder will be given the opportunity to promptly establish
the grounds legally justifying relief from its bid.
IT IS ABSOLUTELY ESSENTIAL THAT BIDDERS CAREFULLY REVIEW THE COST
ELEMENTS IN THEIR FINAL BID, SINCE THEY WILL NOT HAVE THE OPTION TO
CORRECT ERRORS AFTER THE TIME FOR SUBMITTAL.
8. Award of Contract
Award of contract, if made, will be in accordance with the RFP section on EVALUATION to a
responsible bidder whose Final Bid complies with all the requirements of the RFP
documents and any addenda thereto, except for such immaterial defects as may be waived
by the State. Award, if made, will be made within one hundred eighty (180) days after the
scheduled date for Contract Award specified in Section III or Section IV; however, a bidder
may extend the offer beyond 180 days in the event of a delay of contract award.
The State reserves the right to determine the successful bidder(s) either on the basis of
individual items or on the basis of all items included in its RFP, unless otherwise expressly
provided in the State's RFP. Unless the bidder specifies otherwise in its bid, the State may
accept any item or group of items of any bid. The State reserves the right to modify or
cancel in whole or in part its RFP.
Written notification of the State's intent to award will be made to all bidders submitting a
Final Bid.
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9. Debriefing
A debriefing may be held after contract award at the request of any bidder for the purpose of
receiving specific information concerning the evaluation. The discussion will be based
primarily on the technical and cost evaluations of the bidder's Final Bid. A debriefing is not
the forum to challenge the RFP specifications or requirements.
I. CONTRACTUAL INFORMATION
1. Contract Form
The State has model contract forms to be used by State agencies when contracting for
information technology (IT) goods and services. The model contract(s) appropriate for the
specific requirements of this RFP are included in the RFP.
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Exhibit IA
COMPETITIVE BIDDING AND BID RESPONSIVENESS
The purpose of competitive bidding is to secure public objectives in the most effective
manner and avoid the possibilities of graft, fraud, collusion, etc. Competitive bidding is
designed to benefit the public body (the State, in the present context), and is not for the
benefit of the bidders. It is administered to accomplish its purposes with sole reference to
the public interest. It is based upon full and free bidding to satisfy State specifications, and
acceptance by the State of the most effective solution to the State's requirements, as
determined by the evaluation criteria contained in the RFP.
Competitive bidding is not defined in any single statute but is more in the nature of a
compendium of numerous court decisions. From such court decisions, the following rules
have evolved, among others:
1. Request for Proposals must provide a basis for full and fair competitive bidding among
bidders on a common standard, free of restrictions tending to stifle competition.
2. The State may modify the RFP, prior to the date fixed for Contract Award, by issuance of
an addendum to all parties who are bidders.
3. To have a valid bid, the bid must respond and conform to the invitation, including all the
documents which are incorporated therein. A bid which does not literally comply may be
rejected.
4. For a variance between the request for bids and the bid to be such as to preclude
acceptance (the bid must be rejected), the variance or deviation must be a material one.
5. State agencies usually have the express or implied right to reject any and all bids in the
best interests of the State. Bids cannot, however, be selectively rejected without cause.
6. Other than allowed by law, no negotiation as to the scope of the work, amount to be
paid, or contractual terms is permitted. However, this does not preclude the State from
clarifying the bidders intent by asking questions and considering answers.
7. A competitive bid, once opened and declared, is in the nature of an irrevocable option
and a contract right of which the public agency cannot be deprived without its consent,
unless the requirements for rescission are present. All bids become public documents.
8. Bids cannot be accepted "in part," unless the invitation specifically permits such an
award.
9. No amendment or variation of the terms of this Contract shall be valid unless made in
writing, signed by the parties and approved as required. No oral understanding or
agreement not incorporated in the Contract is binding on any of the parties.Contracts
entered into through the competitive bidding process cannot later be amended, unless the
Invitation for Bids includes a provision, to be incorporated in the contract awarded, providing
for such amendment.
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Exhibit IA
(Continued)
Since competitive procurement became the required method for securing certain IT goods or
services, the State has received a number of bids which were deemed to be nonresponsive
to the Request For Proposals or which could not be considered as valid bids within the
competitive bidding procedures. Nonresponsive bids or bids which contain qualifications
may be rejected. Many of the causes for rejection arise from either an incomplete
understanding of the competitive bidding process or administrative oversight on the part of
the bidders. The following examples are illustrative of more common causes for rejection of
bids. These examples are listed to assist potential bidders in submission of responsive bids.
1. A bid stated, "The prices stated within are for your information only and are subject to
change."
2. A bid stated, "This proposal shall expire thirty (30) days from this date unless extended
in writing by the ____ Company." (In this instance award was scheduled to be
approximately 45 days after bid submittal date.)
3. A bid for lease of IT equipment contained lease plans of a duration shorter than that
which had been requested in the IFB/RFP.
4. A personal services contract stated, "
, in its judgment, believes that the
schedules set by the State are extremely optimistic and probably unobtainable.
Nevertheless,
will exercise its best efforts..."
5. A bid stated, "This proposal is not intended to be of a contractual nature."
6. A bid contained the notation "prices are subject to change without notice."
7. A bid was received for the purchase of IT equipment with unacceptable modifications to
the Purchase Contract.
8. A bid for lease of IT equipment contained lease plans of a duration longer than that
which had been requested in the RFP with no provision for earlier termination of the
contract.
9. A bid for lease of IT equipment stated, "...this proposal is preliminary only and the order,
when issued, shall constitute the only legally binding commitment of the parties."
10. A bid was delivered to the wrong office.
11. A bid was delivered after the date and time specified in the RFP.
12. An IFB/RFP required the delivery of a performance bond covering 25 percent of the
proposed contract amount. The bid offered a performance bond to cover "x" dollars which
was less than the required 25 percent of the proposed contract amount.
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13. A bid did not meet contract goal for DVBE participation and did not follow the steps
required by the bid to achieve a "good faith effort."
14. A bid appeared to meet contract goal for DVBE participation with the dollars submitted,
but the supplier had miscalculated the bid costs. When these corrections were made by the
State, the supplier's price had increased and the dollars committed for DVBE participation
no longer met goal. The supplier had not followed the steps to achieve a "good faith effort."
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The Employment History System, which serves as the official employee roster and the
source of employee and position information. This functionality also serves as the data
file used to generate and audit most of the payroll payments issued by the SCO.
The Payroll System, which has the primary functions of pay computation, certification
(auditing), creation of employee paychecks, and reporting to deduction, tax, and
retirement organizations.
The California Leave Accounting System (CLAS), which maintains a record of leave
benefits and usage, determines leave accruals, and interfaces with the employee roster
and payroll systems to provide on-line tracking and recording of leave accounting
records.
The Position Control System, which has the primary purpose of tracking established
positions and expenditures by position.
The Time and Attendance System, which is a summary time capturing system.
In addition to the centralized legacy systems operated by the SCO, departments also operate
local systems that maintain data that is used either for input to the SCO systems or utilize the
output of the SCO systems.
While the current systems are still operating, there is significant risk of system failure due to
aging technology and a supporting workforce that is rapidly retiring. Like other large public and
private organizations, the State has a legacy of business practices that need to be eliminated
or redesigned to make the entire organization operate more efficiently.
In recognition of the existing systems limitations, the need for new functionality, and the need
for reengineered business processes, the SCO embarked on a project entitled the 21st Century
Project. The 21st Century Project is an effort to procure and implement a software suite that
replaces the existing Employment, Payroll, Leave, Time Reporting, and Position Control
functionality, and introduce new capabilities. The 21st Century Project does not include fiscal or
budget systems, but does require interfaces to SCOs existing financial systems.
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In May 2004, the Department of Finance approved the Feasibility Study Report (FSR) for the
21st Century Project. The FSR established that the existing Human Resource Management
System (HRMS)/Payroll System operated by the SCO were outdated and did not meet the
needs of todays government. Based on this approval, the SCO initiated a two-phased
procurement process. The purpose of the first procurement was to select a commercial off the
shelf (COTS) software solution to support the States human resource management needs.
In April 2005, the software procurement was finalized and SAP was selected as the COTS
software for the States new HRMS/Payroll System, MyCalPAYS.
The second phase of the procurement process began in May 2005 with the release of a
Request for Proposal for system integrator services. The objective of the procurement was to
secure the services of an experienced integrator to implement the SAP solution. In June 2006,
a contract was awarded to BearingPoint to provide system integration services for the 21st
Century Project. The prime contractor had overall responsibility for implementing the solution.
In January 2009, the State terminated the prime contractor for failure to meet contractual
commitments. The SCO, working in conjunction with its stakeholders, has developed a goforward strategy to complete the implementation of MyCalPAYS. The go-forward strategy
includes the following major considerations:
The deferral of the CSU employee population will require that the legacy systems remain
operational until the second project is completed.
Once fully deployed and the warranty period is completed, SCO staff will maintain and
operate MyCalPAYS, as originally envisioned.
A. MyCalPAYS Functionality
Table 1 provides a summary of the business functionality included in this project by SAP
module. The State intends to implement the below functionality on SAP release ECC/ERP 6.0,
Portal 7.0 and BI 7.03. Additional information is contained in the Procurement Library.
Table 1. MyCalPAYS Functionality
SAP Module/Sub-module Area
Personnel Administration
Full functionality
Description of Functionality
Single repository for employee master data maintenance
and reporting
Standardized process for employee life-cycle events
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State of California
21st Century Project MyCalPAYS
Description of Functionality
Manage Social Security number confidentiality (PERNR)
Streamline process for validating HR/Payroll data elements
Organizational Management
Full Functionality
Time Management
Time and attendance, Time
Evaluation & CATS
Benefits Administration
Full functionality for Sect. 125 plans,
limited for Health plans
Payroll
Full functionality
SAP Portal
ESS/MSS functionality (via internet
and intranet)
Finance/Controls
Organizational setup to external
Financial System
Reporting
Business Intelligence, SAP
Delivered and Custom Reports
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State of California
21st Century Project MyCalPAYS
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State of California
21st Century Project MyCalPAYS
RICEF Workstream: Responsible for extraction of legacy data for loading to SAP,
and the full development life-cycle activities for SAP custom objects.
2. Project Staffing
The State is committed to building a strong project and support team for the 21st Century
Project. It is the intention of the State that two-way communication and knowledge transfer
occurs throughout the project between the selected Bidder and key stakeholders, especially
21st Century Project team core members, as this team will be responsible for providing the
on-going maintenance and operations of MyCalPAYS.
The functional areas are currently organized into the following hierarchical structure: Project
Management Office, Business Operations, Technical Operations and Organizational Change
Management. The project team is currently staffed at approximately 85% of authorized
positions. When fully staffed, 122 full-time equivalent (FTE) core project resources (State
and consultants) will be available to support the project and form the basis of the future state
support operations.
The following table provides a summary of positions by team for the MyCalPAYS Core
Project Team:
Table 2. 21st Century Staffing Levels
Organizational Hierarchy
Project Management Office
Business Operations
Technical Operations
Sub team
Project Leadership
Project Advisory Team
Project Planning Support
Project Planning Office
Quality Assurance
Leadership/Team Leads
Payroll
Time
Benefits
Organizational Management
Personnel Administration
Leadership/Team Leads
Development
FTEs
2
2
3
10
1
4
10
7
5
4
6
4
10
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State of California
21st Century Project MyCalPAYS
Organizational Hierarchy
Organizational Change Management
FTEs
12
19
4
4
10
3
1
1
122
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State of California
21st Century Project MyCalPAYS
payments, payroll warrants for State employees, and pension payments for
Public Employees and State Teachers Retirement Systems.
State Personnel Board (SPB). SPB is responsible for the States Civil Service
System. Within the framework of the merit system established by the State
Constitution, SPB oversees all aspects of the merit employee system, and receives
and resolves personnel action appeals on medical issues, examination and
discrimination complaints, and adverse actions.
Department of Finance (DOF). DOF assists and advises the Governor in the
formulation of policies and programs. The principal functions of DOF are to prepare,
present, and support the annual financial plan of the State; serve as the Governors
chief fiscal policy advisor; assure responsible and responsive state resource
allocation within available resources; operate the CALSTARS program (state
accounting system); and establish integrity in state fiscal and program performance
databases and systems.
DOF interacts with other state departments on a daily basis in terms of administering
the Governors budget, reviewing fiscal proposals, establishing accounting systems,
auditing department expenditures, and communicating the Governors fiscal policy to
departments. In addition, the DOF has the responsibility to present the Governors
budget by January 10 of each year. The SCO systems must meet DOFs format of
budgetary information for position management and payroll expenditures and the
reporting processes for budgetary purposes. In addition, the SCO sends DOF
position information.
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State of California
21st Century Project MyCalPAYS
Office of the Chief Information Officer (OCIO). In August 2007 the Legislature
appropriated funds to establish the Office of the State Chief Information Officer as a
cabinet-level agency with statutory authority over strategic vision and planning,
enterprise architecture, IT policy, and project approval and oversight
The State CIO also provides leadership for the State's information technology
programs and works collaboratively with other information technology leaders
throughout state government. The State CIO's role, therefore, is as a strategic
planner and architect for the State's information technology programs and as a
leader in formulating and advancing a vision for that program.
Judicial Council (JC). The JC of California provides policy guidance to the courts,
the Governor, and the Legislature concerning court practice, procedure, and
administration. The council is dedicated to improving state court administration. The
council performs its constitutional and other functions with the support of its staff
agency, the Administrative Office of the Courts. The Administrative Office of the
Courts provides leadership and service to promote the fair, accessible, and effective
administration of justice in California.
The JC is the legal employer of JC employees. As such, the JC sets salaries for
approximately 1,436 employees. The SCO systems must meet the business
requirements set forth by these laws, rules, and policies. Additionally, the SCO
system must produce human resources reports and data to assist the JC in setting
or modifying the laws, rules, and policies.
3. Project Governance
The 21st Century Project is governed by a series of committees and teams that are tasked to
assist with providing strategic direction and management project, as represented in Figure
3.
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State of California
21st Century Project MyCalPAYS
State Controller
Steering Committee
(SCO,OCIO, DOF, DGS, DPA & SPB)
Project
Leadership
PMO
Business
Standardization
Committee (BSC)
Business
Transformation
Council (BTC)
Org. Change
Management Team
TEAMWORK
Functional &
Integration Teams
Agency/Dept.
Support Teams
Business Transformation Council (BTC): The BTC provides direction for key business
related issues that will affect the way the State operates as it transitions to a new
system. This group strives for innovation in business and supports best practice
optimization. The BTC group is comprised of SCO leadership and representation from
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State of California
21st Century Project MyCalPAYS
the Department of Personnel Administration, State Personnel Board, Office of the State
CIO (OCIO), and representation from departments and agencies.
Business Standardization Committee (BSC): The BSC deals with issues that directly
affect the configuration of the new system. The BSC provides guidance and
recommendations to the project teams regarding potential opportunities for standardizing
business practices. The goal of the BSC is to meet business requirements within State
guidelines and limit enhancements to the system that will incur significant support costs
for the future. The BSC is comprised of SCO leadership and members include PPSD
business content experts, Department of Personnel Administration, State Personnel
Board, the OCIO, and other key stakeholders.
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State of California
21st Century Project MyCalPAYS
Adobe Connect
BSI Tax Factory
HP Quality Center
(formerly Mercury
Quality Center)
Version
Adobe PDF Library
8.0
Licensing
>30,000 users
100 forms
Page 26
State of California
21st Century Project MyCalPAYS
Tool
RWD Productivity
Pak v 2.12:
Dev, Prof, and
Limited Prof
RWD Productivity
Pak v 2.12:
Employee
Project Server
(EPM):
Project Pro (EPM):
Project (EPM):
MS Project
Version
v 2.12.0
Licensing
Users: 54,140
V 2.12.0
Users: 238,960
(Win32, Microsoft
SQL Server 2000)
(Win32, Microsoft
Office Project 2003)
(Win32, Microsoft
Office Project 2003)
2003
Enterprise: 1
Project Scheduling
Users: 10
Project Scheduling
Users: 150
Project Scheduling
Users: 80
Project Scheduling
Page 27
State of California
21st Century Project MyCalPAYS
Date
03/13/2009
03/19/2009
03/20/2009
03/23/2009
03/26/2009
03/30/2009
04/07/2009
04/20/2009
C. Administrative Requirements
The Bidder must provide responses to the following administrative requirements:
See EXHIBIT- 5: Stage I Contract , Attachment ARFP Section III.C.SI-AR-6. for additional information
Page 28
State of California
21st Century Project MyCalPAYS
The insurer will not cancel the insured's coverage without 30 days prior written notice to
the State;
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State of California
21st Century Project MyCalPAYS
Stage I contract deliverables are provided in Table 5 and are also included in EXHIBIT- 5: Stage
I Contract.
Table 5. Stage I Contract Deliverables
Stage I Deliverable
Deliverable 1: Assessment and Cost Benefit of Project
Artifacts
Deliverable 2: Critical Design Evaluations
Deliverable 3: Proposal For System Integrator Services
Due Date
Within three weeks of contract award
On-going, as per agreed upon schedule
As identified in RFP SCO-22191058
3
4
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State of California
21st Century Project MyCalPAYS
SI-AR-10.Small Business
Per California Government Code, Section 14835, et seq., Bidders who request and qualify as a
California-certified small business will be given a five percent (5%) preference for bid evaluation
purposes only.
In addition, a five percent (5%) bid preference is now available to a non-small business claiming
25% California certified small business subcontractor participation. Bidders claiming this
preference must be certified by California as a small business or must commit to subcontract at
least 25% of the net bid price with one or more California certified small businesses. Completed
small business certification applications and required support documents must be submitted to
the Office of Small Business and DVBE Services (OSDS) no later than 5:00 p.m. on the Final
Proposal due date, and the OSDS must be able to approve the application as submitted.
The Small Business regulations (located at 2 CCR 1896 et seq.) concerning the application and
calculation of the small business preference, small business certification, responsibilities of
small business, DGS certification, and appeals are revised, effective September 9, 2004. The
new regulations can be viewed at www.pd.dgs.ca.gov/smbus.
Bidders desiring to claim this preference must include a request for the Small Business
Preference on EXHIBIT- 3: Stage I Bidding Preferences and provide a copy of the Small
Business approval letter from DGS showing the Bidders Small Business number and approved
product and service classifications in their final Stage II proposal.
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State of California
21st Century Project MyCalPAYS
Meet the contract goal of 3% of the total maximum value of the contract, which is
$500,000.00. Commit to full DVBE participation, Compliance Option A:
http://www.pd.dgs.ca.gov/publications/resource_Compliance_Option_A.htm
Provide documentation as prescribed to show that the Bidder has made a good faith effort
to achieve 3% DVBE participation. Documentation in support of Good Faith Effort,
Compliance Option B:
http://www.pd.dgs.ca.gov/publications/resource_Compliance_OptionB.htm
Provide evidence that the Bidder has an approved DVBE Utilization Plan with the
Department of General Services, Procurement Division, Compliance Option C:
http://www.pd.dgs.ca.gov/publications/resource_Compliance_OptionC.htm
DVBE Incentive:
DVBE Incentive
Points:
5%
3%
2%
38.5
23.1
15.4
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State of California
21st Century Project MyCalPAYS
Confirmed DVBE
Participation of:
DVBE Incentive
Points:
1%
0%
7.7
0
2% up to 3%
1% up to 2%
Tie between Suppliers Claiming Incentive: In the event of a precise tie between the bid of SB
and the bid of a DVBE that is also a SB, the award shall go to the DVBE that is also a SB.
Note: A non-certified SB vendor may not displace a #1 rank certified SB vendor as the result of
application of the DVBE incentive. However, a certified SB may displace another SB for award
as the result of application of the DVBE incentive.
The SCO has determined that SAP AG, as the software provider, is eligible under this requirement.
Page 33
State of California
21st Century Project MyCalPAYS
a) Audited financial statements or SEC 10K filings that support average annual gross
revenue of $200,000,000 or more for each of the companys last three fiscal years
or
b) A letter from an established surety company stating their willingness to issue a
Letter of Bondability for $50,000,000. The State will not be requiring a performance
bond for this project.
The principal purpose for this request is to provide information to determine financial
qualification. State policy and state and federal statutes authorize maintenance of this
information.
The State will treat all financial information submitted as confidential as provided by law when
designated as such. This information will only be shared with personnel involved in the
evaluation of this RFP. All financial data will be returned to the Bidder or destroyed upon
request.
Successfully Completed for purposes of this RFP is defined as: the system is in production and is being utilized by the
users as the system of record.
7
Successfully Completed for purposes of this RFP is defined as: the system is in production and is being utilized by the
users as the system of record.
8
Public Sector for purposes of this RFP is defined as any United States (US) federal, state or local government entity, or
any non-US government entity.
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State of California
21st Century Project MyCalPAYS
Public Sector for purposes of this RFP is defined as any United States (US) federal, state or local government entity, or
any non-US government entity.
10
Public Sector for purposes of this RFP is defined as any United States (US) federal, state or local government entity,
or any non-US government entity.
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State of California
21st Century Project MyCalPAYS
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State of California
21st Century Project MyCalPAYS
G. Proposal Format
This section describes the proposal format and the approach for the development and presentation
of proposals. Format instructions must be followed, requirements in the RFP must be answered,
and requested information must be supplied. Each Bidder is responsible for providing sufficient
information and documentation for the proposal to be thoroughly evaluated. Failure to do so may
result in lower scores or rejection of the proposal.
The pages in the proposal must be standard 8.5 x 11 paper, except for charts, diagrams, etc.,
which may be foldouts. If foldouts are used, the folded size must fit within the 8.5 x 11 format.
Each volume of the various proposal submissions must be provided separately in an appropriately
sized 3-ring binder. Double-sided printing is preferred.
It is the Bidders responsibility to ensure its proposal is submitted in a manner that enables the
State Evaluation Team to easily locate response descriptions and exhibits for each requirement of
this RFP. Page numbers must be located in the same page position throughout the proposal.
Figures, tables, charts, etc. must be assigned index numbers and must be referenced by these
numbers in the proposal text and in the proposal Table of Contents. Figures, etc., must be placed as
close to the text references as possible.
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State of California
21st Century Project MyCalPAYS
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State of California
21st Century Project MyCalPAYS
SAP PY Lead
SAP FI/CO Lead
SAP Netweaver/ABAP Lead
Volume 2 - Contract
This volume (a single master copy) must contain four (4) copies of the contract contained in EXHIBIT5: Stage I Contract. Each copy must contain an original signature. The Contract must be reproduced on
single-sided pages.
2. Receipt of Proposals
Complete proposals must be delivered by the dates and times specified in Table 4. Stage I Key
Action Dates. Each proposal will be date and time stamped as it is received and verified that all
responses are submitted under an appropriate cover, sealed and properly identified. Proposals
must meet all requirements specified in Section G, Proposal Format, and, if not, may be
rejected and deemed non-responsive.
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State of California
21st Century Project MyCalPAYS
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State of California
21st Century Project MyCalPAYS
Reqt. ID
SI-CM-1
SI-CM-2
SI-CM-3
SI-CM-4
Maximum
Points
Pass/Fail
Pass/Fail
140
14070
280
560490
11
Page 41
State of California
21st Century Project MyCalPAYS
Bidder
A
Total Months
Public Sector
Experience
(a)
252
Total Months
SAP
Experience
(b)
720
Total Number of
SAP Full Lifecycle
Implementations
(c)
7
324
540
10
874
360
660
13
1033
Total
Experience
(a+b+c)
979
Calculation
979 (Bidder A) X 280 (weight)
1033 (Bidder C)
874 (Bidder B) X 280 (weight)
1033 (Bidder C)
1033 (Bidder C) X 280 (weight)
1033 (Bidder C)
Reference
SI-CD-1
Maximum
Points
70
Page 42
Points
Awarded
265.4
236.9
280
State of California
21st Century Project MyCalPAYS
Additional SAP Public Sector Large
Project Experience
Total
140210
210280
Preference Programs
Cost adjustments for preference claims (TACPA, EZA, LAMBRA and Small Business) will be
performed after the corporate and proposed staffing requirements have been scored.
Per Government Code, Section 14835, et seq., Bidders who qualify as a small business will be
given a 5 percent (5%) preference for contract evaluation purposes only. The 5 percent (5%)
preference is calculated on the total number of points awarded to the highest scoring non-small
business that is responsible and responsive to the proposal requirements. If after applying the
small business preference a small business has the highest score, no further preferences would
be applied as the small business cannot be displaced from the highest score position by
application of any other preference. The rules and regulations of this law, including the definition
of a small business for the delivery of goods and services are contained in the California Code
of Regulations, Title 2, Section 1896, et seq. and can be viewed online at:
http://www.pd.dgs.ca.gov/smbus.
In accordance with Section 999.5(a) of the Military and Veterans Code, an incentive will be
given to bidders who provide Disabled Veteran Business Enterprise (DVBE) participation. For
contract award evaluation purposes only, the State shall apply an incentive to proposals that
include California certified DVBE participation. The maximum incentive for this procurement is
five percent (5%) of the total possible points earned and is based on the amount of DVBE
participation obtained, according to the table below. Additional information for DVBE can be
viewed online at: http://www.pd.dgs.ca.gov/dvbe.
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State of California
21st Century Project MyCalPAYS
The incentive is applied during the evaluation process and is only applied for responsible bids
from responsive bidders proposing the percentage(s) of DVBE participation for the incentive(s)
specified in the solicitation.
Table 10. DVBE Incentive Points
Confirmed DVBE Participation of:
DVBE Incentive:
5%
3%
2%
1%
0%
38.5
23.1
15.4
7.7
0
Over 5%
4% up to 5%
3% up to 4%
2% up to 3%
1% up to 2%
The DVBE Incentive percentage is applied to total points possible for the bid. The following
illustrates the incentive points available based on the Bidder confirmed percent of DVBE
participation, based on a maximum of 770 points. In the example below, Bidder A has DVBE
participation over 5% and Bidder B is a certified small business.
Table 11. Final Score with DVBE and SB Examples
DVBE
Incentive
A
B
Score Prior to
Incentive/Preferen
ces
615.4
488.9
38.5
0
Small
Business
Preference
0
34
680
Bidder
Total
Score
653.9
522.9
680
Tie between Suppliers Claiming Incentive: In the event of a precise tie between the bid of SB
and the bid of a DVBE that is also a SB, the award shall go to the DVBE that is also a SB.
6. Contract Award
The State Evaluation Team will determine which Bidder proposals are responsive and
responsible. From these Bidders, the State Evaluation Team will determine which two (2)
Bidders have the highest combined score for evaluation factors, up to a maximum of 770 points.
The State will award up to two (2) contracts to the highest scoring Bidders. If only one Bidder is
determined to be a responsive and responsible bidder, the State Evaluation Team may only
award a single contract. At any time the State Evaluation Team may reject any and all
proposals submitted in response to the RFP. If the event of a tie, the Bidder with the highest
Proposed Staff Qualification score will receive the award.
Table 12 provides an example of how the final total score is determined.
Table 12. Contractor Selection Example
Bidder
A
B
C
March 26, 2009
Addendum 1
Corporate
Qualification
s Score Mandatory
280210
252182
260190
Staffing
Qualificati
on Score
265.4
236.9
280
Corporate
Qualifications
Score Desirable
70140
70
140210
Total
Proposal
Score
615.4
488.9
680
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State of California
21st Century Project MyCalPAYS
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State of California
21st Century Project MyCalPAYS
Overview
In accordance with the procurement process that has been outlined in earlier sections of the RFP,
the Bidder(s) awarded contracts out of the Stage I procurement process will be responsible for
delivering a comprehensive proposal for integration services that includes their approach, staffing,
and cost for completing the MyCalPAYS system. .
B.
Listed below are the important actions and dates and times by which the actions must be taken or
completed. If the State finds it necessary to change any of these dates, it will be accomplished via
an addendum to this RFP. ALL DATES AFTER THE STAGE II PROPOSAL SUBMISSION
DEADLINE ARE APPROXIMATE AND MAY BE ADJUSTED AS CONDITIONS INDICATE,
WITHOUT ADDENDUM TO THIS RFP.
Table 13. Stage II Key Action Dates
Action
1. Contractor start date for Stage I Contract
2. Bidders / DGS negotiate Stage II contract terms and conditions
3. Submission of Stage II Proposals (12:00 p.m. PDT)
4. Evaluation of Stage II Proposals including costs
5. Negotiations / Revisions to Final Proposals if needed / Contract Finalized
6. SCO Finalize Evaluation and Selection Report and Submit to DGS
7. DGS Review/Approval of Evaluation and Selection Report
8. 10. Project Approvals (SPR, Section 11)
9. 11.Stage II Contract Award and Execution
C.
Date
04/20/2009
05/07/2009 05/27/2009
07/27/2009
07/28/2009 08/07/2009
08/10/2009 0904/2009
09/08 09/14/2009
09/15/2009 09/22/2009
September October 2009
November 16, 2009
Administrative Requirements
Page 46
State of California
21st Century Project MyCalPAYS
The insurer will not cancel the insured's coverage without 30 days prior written notice to
the State;
12
13
Page 47
State of California
21st Century Project MyCalPAYS
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State of California
21st Century Project MyCalPAYS
SII-AR-10.
Small Business
Per California Government Code, Section 14835, et seq., Bidders who request and qualify as a
California-certified small business will be given a five percent (5%) preference for bid evaluation
purposes only.
In addition, a five percent (5%) bid preference is now available to a non-small business claiming
25% California certified small business subcontractor participation. Bidders claiming this
preference must be certified by California as a small business or must commit to subcontract at
least 25% of the net bid price with one or more California certified small businesses. Completed
small business certification applications and required support documents must be submitted to
the Office of Small Business and DVBE Services (OSDS) no later than 5:00 p.m. on the Final
Proposal due date, and the OSDS must be able to approve the application as submitted.
The Small Business regulations (located at 2 CCR 1896 et seq.) concerning the application and
calculation of the small business preference, small business certification, responsibilities of
small business, DGS certification, and appeals are revised, effective September 9, 2004. The
new regulations can be viewed at www.pd.dgs.ca.gov/smbus.
Bidders desiring to claim this preference must include a request for the Small Business
Preference on EXHIBIT- 6: Stage II Bidding Preferences and provide a copy of the Small
Business approval letter from DGS showing the Bidders Small Business number and approved
product and service classifications in their final Stage II proposal.
SII-AR-11.
California Disabled Veteran Business Enterprise (DVBE) Program
Requirements
For this procurement, the State has a DVBE goal of three percent (3%) of the combined total
cost. If the Bidder does not meet the goal, have an approved DVBE Business Utilization Plan, or
do a Good Faith Effort to meet the goal, the DVBE participation requirement shall cause an offer
to be considered non-responsive and ineligible for contract award. A DVBE Resource Packet
can be found at: http://www.pd.dgs.ca.gov/publications/resource.htm,
To meet this requirement the Bidder must do at least one of the following:
Meet the contract goal of 3%. Commit to full DVBE participation, Compliance Option A:
http://www.pd.dgs.ca.gov/publications/resource_Compliance_Option_A.htm
Provide documentation as prescribed to show that the Bidder has made a good faith effort
to achieve 3% DVBE participation. Documentation in support of Good Faith Effort,
Compliance Option B:
http://www.pd.dgs.ca.gov/publications/resource_Compliance_OptionB.htm
Provide evidence that the Bidder has an approved DVBE Utilization Plan with the
Department of General Services, Procurement Division, Compliance Option C:
http://www.pd.dgs.ca.gov/publications/resource_Compliance_OptionC.htm
The Bidders final Stage II proposal must contain the Std. 840 Disabled Veteran Business
Enterprise Participation Summary, found at:
http://www.documents.dgs.ca.gov/pd/delegations/DVBEPckt2.doc
March 26, 2009
Addendum 1
Page 49
State of California
21st Century Project MyCalPAYS
DVBE Incentive:
DVBE Incentive
Points:
5%
3%
2%
1%
0%
125
75
50
25
0
Over 5%
4% up to 5%
3% up to 4%
2% up to 3%
1% up to 2%
Tie between Suppliers Claiming Incentive: In the event of a precise tie between the bid of SB
and the bid of a DVBE that is also a SB, the award shall go to the DVBE that is also a SB.
SII-AR-12.
On January 1, 2004, Chapter 623, Statutes of 2003, became effective and required all small
businesses, microbusinesses, and disabled veteran business enterprises to perform a
commercially useful function in any contract they perform for the State.
A business that is performing a commercially useful function is one that does all of the following:
Is responsible for the execution of a distinct element of work of the contract.
Carries out its obligations by actually performing, managing or supervising the work
involved.
Performs work that is normal for its business, service and function.
Is not further subcontracting a portion of the work that is greater than that expected to be
subcontracted by normal industry practices.
The Bidder must provide a written statement detailing the role, services and/or goods the small
business, microbusiness, and/or disabled veteran business enterprise will provide to meet the
Commercially Useful Function requirement, using EXHIBIT- 7: Stage II Commercially Useful
Function Statement. If a small business, microbusiness, or disabled veteran business enterprise
is not being proposed, this form is not required.
D.
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State of California
21st Century Project MyCalPAYS
2. Technical Requirements
The following section outlines the technical requirements for the 21st Century/MyCalPAYS
implementation:
Technical Architecture/Infrastructure
The Bidder will be required to meet the following requirements prior to deploying beyond the two
pilot phases:
a. Online Transaction Response Time Currently, internal response time for online
transaction performance is one half (.5) second. The Bidder must comply with the
States existing internal response time for online transactions with a load of 7500
users performing simultaneous online entry (see the COTS RFP in the Procurement
Library). The internal response time must be achievable during maximum workload
peaks and the average online response time the solution must be achieved during
ninety percent (90%) of online operations.
b. System Availability The Bidder must comply with the following minimum system
availability timeframes for both online system access as well as daily batch
processing windows.
At a minimum, it is expected that the system will be available for online transaction
user access daily (Monday Friday) 7:00am through 7:00pm Pacific Time and
7:00am through 4:00pm Pacific Time, Saturdays. Sundays will be designated as a
hardware and application maintenance window unless otherwise stated. Daily batch
processing windows will be designated during all other offline hours (e.g. 7:01 pm
6:59am Pacific Time).
The Bidder should review the existing SAP Server Landscapes and include recommendations, if
any, for changes to the hardware infrastructure needed to complete the project.
3. Project Constraints
The following items have been identified as project constraints:
a. In order to reduce project risks, the implementation approach must include, at a
minimum, two (2) pilots. The first pilot group will be the State Controllers Office
comprised of approximately 1,400 employees. The second pilot group employee
population to be implemented should include no more than 10,000 employees; the
specific departments to be included will be determined by the State, in consultation
with the Bidder, after contract award.
b. The State expects to leverage knowledge and implementation experience, predefined major phases and tasks, standard templates and best practices gained from
experience implementing ERP software in projects across a wide client base. For
this reason, California requires the Bidder to implement the proposed solution using
SAPs Solution Manager and Accelerated SAP (ASAP) methodology.
March 26, 2009
Addendum 1
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State of California
21st Century Project MyCalPAYS
c. The State anticipates changes will occur to existing interface specifications during
the project as well as in future support. For outbound interfaces, each external entity
(or interfacing organization) will be allowed four (4) months for the design,
development, and testing of an interface prior to integration testing with MyCalPAYS.
The time period begins when the specification is delivered to the external entity by
the State Controllers Office and the Contractor.
For inbound interfaces, each external entity (or interfacing organization) will be
allowed six (6) months for the design, development, and testing of an interface prior
to integration testing with MyCalPAYS. The time period begins when the
specification is delivered to the external entity by the State Controllers Office and the
Contractor.
d. Due to the complexity of the States various stakeholder schedules, it is imperative
advance notice is provided to participants well in advance of scheduling key
meetings. With this in mind the State has established a two (2) week lead time (ten
(10) State working days) for all scheduled meetings involving external stakeholders.
e. According to the complexity of the request, the State may require a minimum of three
(3) and up to six (6) months to modify legacy extracts prior to any testing.
E.
Scope of Services
The following table provides the scope of services required for this project. This table is defined by
project work stream within major category with an appropriate identifier. Both State and Contractor
expectations are clearly outlined in their respective columns. The next three columns of the table
are designed to clearly communicate State, Contractor or Shared project responsibilities for each
major category. If an X is marked in either the State or Contractor column for a particular item, it is
expected that party will perform all or most of the activities for the project. If an X is marked in the
Shared column, the State and Contractor share equally in delivery of that item. An additional
column to the right is provided to further clarify scope in each area.
Table 15. Scope of Services
Scope of Services
Identifier
Workstream
Scope Item
State Involvement
Contractor
Involvement
S
T
A
T
E
C
O
N
T
R
A
C
T
O
R
S
H
A
R
E
D
Additional Scope
Clarification
Project
Administration
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State of California
21st Century Project MyCalPAYS
Identifier
Workstream
Scope Item
State Involvement
P-2
Physical and
Information
Security
Agreement
P-3
Governance
P-4
Status Meetings
& Reporting
P-5
Project Staffing
Project Leadership
PMO
Functional
Technical
Organizational Change
Management
Contractor
Involvement
The Contractor shall
identify any additional
services (e.g.:
connectivity, VPN,
software, or hardware)
necessary to support the
Contractors project
The Contractor will
agree that all Contractor
staff will be informed of
and comply with the
physical and information
security standards
followed by the State
Controller's Office. The
standards assure the
confidentiality, integrity
and availability of the
States information
assets.
The Contractor will be
required to provide
project updates,
overviews, status
reports, and present
information as needed.
S
T
A
T
E
C
O
N
T
R
A
C
T
O
R
Additional Scope
Clarification
S
H
A
R
E
D
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State of California
21st Century Project MyCalPAYS
Identifier
Workstream
Scope Item
State Involvement
Contractor
Involvement
State PMO for timely
review prior to starting
on the project.
S
T
A
T
E
C
O
N
T
R
A
C
T
O
R
S
H
A
R
E
D
Additional Scope
Clarification
resources approved
for the project will not
be removed except in
hardship situations.
The State has first
right of refusal on all
proposed Contractor
staff.
P-6
Project Library
P-7
Deliverables
Management
P-8
Implementation
Timeline
P-9
Project Schedule
Solution must be in
concert with the
States tolerance for
risk.
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State of California
21st Century Project MyCalPAYS
Identifier
P-10
Workstream
Scope Item
Solution
Manager
State Involvement
Contractor
Involvement
P-11
Legacy System
Administration
P-12
P-13
SAP Services
Future State
Environment
It will be the
responsibility of the
Contractor to obtain
SAP Solution Manager
training for both State
and Contractor project
staff
The Contractor will work
directly with the State to
determine changes that
will be required to
existing systems to
support the project.
S
T
A
T
E
C
O
N
T
R
A
C
T
O
R
S
H
A
R
E
D
Additional Scope
Clarification
PM Support Services
Contractor of the
States selection.
The State and the
Contractor will be
responsible for
training the State
operations staff on
the uses of Solution
Manager to support
production
operations.
A date will be
established to freeze
legacy system
modifications.
These activities
would be
independent of the
project.
People, processes,
and tools required to
support the future
should be clearly
outlined.
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State of California
21st Century Project MyCalPAYS
Identifier
Workstream
Scope Item
State Involvement
Contractor
Involvement
S
T
A
T
E
C
O
N
T
R
A
C
T
O
R
S
H
A
R
E
D
Additional Scope
Clarification
Functional
F-1
Business
Blueprint
Validation
Business
Configuration
It is the responsibility of
the Contractor to
configure the
applications as defined
in the Scope of
Functionality.
It will be the
responsibility of the
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State of California
21st Century Project MyCalPAYS
Identifier
Workstream
Scope Item
State Involvement
configurations. Functional teams
will assist in development of the
configuration of the system.
F-3
Business
Testing & Test
Plans
Contractor
Involvement
Contractor to provide
knowledge transfer to
state staff regarding the
configuration that will
allow the State to
support the system in
post implementation
(stabilization).
The Contractor will
supply a testing team
that will develop scripts
using Mercury and
perform the following
types of testing:
Data Conversion
Unit
Integration (including
integration with
external agencies)
Payroll comparison
User acceptance
Stress/load.
System and
Performance (further
defined in this
document)
___________________
The Contractor must
propose all test plans for
the custom development
of the software,
including all
customizations,
modifications,
extensions and
configurations.
S
T
A
T
E
C
O
N
T
R
A
C
T
O
R
S
H
A
R
E
D
Additional Scope
Clarification
___________________
The Contractor will
design and develop test
scenarios, test variants,
test cases, test data,
and expected test
results. This includes
any data conversion
(extraction,
transformation, and
loading) necessary to
support testing.
The Contractor will
identify tool(s)
necessary to migrate
data in support of testing
and will provide
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State of California
21st Century Project MyCalPAYS
Identifier
F-4
F-5
Workstream
Scope Item
Business
Report
Development
Business
Workflow
State Involvement
F-7
Business
Adobe
Interactive
Forms
Business
Customization
It will be the
responsibility of the
Contractor to gather and
utilize State specific data
to be used during the
testing phase.
The Contractor will
develop and test up to
100 reports.
S
H
A
R
E
D
Additional Scope
Clarification
Contractor
Involvement
expertise necessary to
utilize the tool (e.g. SAP
TDMS).
S
T
A
T
E
C
O
N
T
R
A
C
T
O
R
It is anticipated
revalidation of the
required three (3)
work flow
specifications will be
required.
It is anticipated
revalidation of the
required three (3)
Adobe Interactive
forms will be
required.
It will be the
responsibility of the
Contractor to implement
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State of California
21st Century Project MyCalPAYS
Identifier
Workstream
Scope Item
State Involvement
existing customizations.
Contractor
Involvement
develop and thoroughly
test the customizations.
S
T
A
T
E
C
O
N
T
R
A
C
T
O
R
S
H
A
R
E
D
Additional Scope
Clarification
customizations, adopt
industry best practice
and entertain
workable solutions
that do not require
customization of the
software.
A final list of
customizations
currently in scope will
be confirmed during
the Stage I process
The State anticipates
some customizations
will be required to
meet various state
statutes.
Currently 83
customizations have
been identified and
documented.
Technical
T-1
T-2
Business
Intelligence
Operational
Recovery
SAP proposed an
Operation Recovery
strategy (that does
not include highavailability services).
The State augmented
the original SAP
strategy.
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State of California
21st Century Project MyCalPAYS
Identifier
T-3
Workstream
Scope Item
Disaster
Recovery (DR)
State Involvement
Contractor
Involvement
Contractor will facilitate
the development and
successful testing of
operational recovery
processes.
S
T
A
T
E
The Contractor is
responsible for business
continuity until the entire
system has been
deployed.
The Contractor will
direct in the planning,
development and testing
of MyCalPAYS system
disaster recovery.
Data Conversion
Strategy &
Cleansing
A complete disaster
recovery test must be
completed prior to first
agency deployment.
T-5
Hosting
S
H
A
R
E
D
Additional Scope
Clarification
C
O
N
T
R
A
C
T
O
R
This landscape
includes the existing
project infrastructure
and the planned endstate infrastructure.
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State of California
21st Century Project MyCalPAYS
Identifier
T-6
Workstream
Scope Item
Interfaces &
Integration with
External
Systems
State Involvement
T-7
Portal
T-8
ESS/MSS
Contractor
Involvement
During the Stage I effort,
the Contractor will
review the system
landscape for size,
function, and
performance when
compared to the prior
integrator provided
design.
The Contractor will be
responsible for
validating, developing
and testing of all
interfaces documented
in the prior design. This
validation includes the
complexity level of each
interface, and the
utilization of the PI
environment.
S
T
A
T
E
C
O
N
T
R
A
C
T
O
R
X
S
H
A
R
E
D
Additional Scope
Clarification
It is anticipated there
are approximately
123 interfaces.
These interfaces
support
approximately 1200
files exchanged with
external entities each
month.
Time collection
applications exist in
approximately 15
agencies and
departments.
The interfaces are a
mixture of high,
medium and low in
complexity.
The State has
determined the portal
including ESS/MSS
will not be deployed
to the general
population of
employees.
Due to a variety of
constraints, the State
has determined that
ESS/MSS will be
deployed to a limited
population of
employees.
Currently, this
population should be
agency HR/Payroll
users, timekeepers
and super users. It is
estimated the
deployment
population is
approximately 30,000
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State of California
21st Century Project MyCalPAYS
Identifier
Workstream
Scope Item
State Involvement
T-9
Data Security
T-10
Security
T-11
Segregation of
Duties
T-12
System
Performance
Measurement
and Testing
Tools
Contractor
Involvement
S
T
A
T
E
C
O
N
T
R
A
C
T
O
R
S
H
A
R
E
D
Additional Scope
Clarification
users.
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State of California
21st Century Project MyCalPAYS
Identifier
Workstream
Scope Item
State Involvement
Contractor
Involvement
performance (stress,
load, throughput) testing
S
T
A
T
E
C
O
N
T
R
A
C
T
O
R
T-13
Readiness
The Contractor is
expected to provide
knowledge for operating
and transferring
knowledge to State
employees during
various phases of
project testing.
The Contractor will
determine to determine
the minimum
requirements needed for
landscape/environment
readiness and will be
responsible for
monitoring all readiness
activities on the project
plan while ensuring that
stress/load testing,
performance monitoring,
tuning, etc. are
completed as needed.
Additional Scope
Clarification
Recommendations
from the Contractor
regarding additional
tools that should be
used during this
project to monitor and
tune the SAP
landscape and
technical stack,
manage desktop
software or to
manage other
technical areas
should also be
proposed by the
Contractor.
S
H
A
R
E
D
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State of California
21st Century Project MyCalPAYS
Identifier
T-14
Workstream
Scope Item
Solution Stack
and Landscape
State Involvement
The States data center will
have primary responsibility for
the procurement, setup,
configuration, testing, tuning,
performance monitoring and
security of all infrastructure
items.
The State will provide resources
and oversight for these areas:
Database management systems
(logical design) and application
software (core ERP software
and 3rd-party components).
Contractor
Involvement
The Contractor will be
expected to provide
input and options to the
State regarding the
following infrastructure
items:
Platform Architecture
Applications
Management
(Functional,
Technical)
Database
Management
(Physical, Logical)
Testing/Tuning
processes and tools
Systems
management
processes and tools
(e.g., configuration
management,
backup/recovery,
monitoring,
reporting, etc.)
Documentation
(SLAs, policies, etc.)
Help Desk Services
Disaster Recovery
High Availability
Business Continuity
Agency Readiness
Assessments
The Contractor will
implement any
landscape design or
hardware sizing
changes based upon the
recommendations
provided in their
proposal response.
S
T
A
T
E
C
O
N
T
R
A
C
T
O
R
S
H
A
R
E
D
X
Additional Scope
Clarification
At go-live, the
Contractor will have
the primary
responsibility for
operation of the
infrastructure and
application software.
The Contractor will
also be responsible
for planning and
executing transition
activities to the State
staff by final
implementation
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State of California
21st Century Project MyCalPAYS
Identifier
O-1
Workstream
Scope Item
Deployment
Schedule and
Strategy
State Involvement
Using its expertise (e.g.,
knowledge of the States
working environment, human
resources programs, labor, etc.)
the State will identify and
provide resources for
deployment of the system. The
State has adopted a plan that
supports an initial pilot for the
Office of the State Controller
with subsequent deployments to
various agencies.
O-2
Post
Implementation
Support
(Deployment)
Contractor
Involvement
The Contractor must
develop at least one
detailed deployment
strategy in their
proposal. This analysis
must identify the pros &
cons of issues relating to
a particular solution as
well provide mitigation
strategies designed to
ensure a successful
project deployment. The
analysis should also
consider and discuss the
impact of deployment
activities on department
staff (end users) and
project staff, e.g.,
communications,
resources, work effort,
expertise needed by
both departments and
the project team. The
analysis should also
propose the tools,
guidebooks, staffing
(project and
department), timelines,
etc.
Examples of other
successful projects of
similar size and scope
should be cited.
Utilizing a Knowledge
Transfer Plan, the
Contractor must prepare
the State to assume the
operational and support
needs of the new
system after completion
of the phased
deployment.
S
T
A
T
E
C
O
N
T
R
A
C
T
O
R
X
S
H
A
R
E
D
Additional Scope
Clarification
It should be assumed
that the State will
assume operation
and support the
system after
completion of the
phased deployment.
.
O-3
Knowledge
Transfer Plans
Page 65
State of California
21st Century Project MyCalPAYS
Identifier
Workstream
Scope Item
State Involvement
with the Contractor to identify
knowledge areas and goal
dates. The State will complete
self-evaluations for
competencies acquired.
Contractor
Involvement
transfer plans for all key
personnel and perform
evaluations at regular
(three month minimum)
intervals.
S
T
A
T
E
C
O
N
T
R
A
C
T
O
R
S
H
A
R
E
D
Additional Scope
Clarification
plans is to prepare
the State to maintain
and effectively use
the MyCalPAYS
without consultant
support after the
implementation. To
accomplish this goal
of State self-reliance,
the State support
staff must acquire
adequate knowledge
and skills and
demonstrate the
ability to perform
project support tasks.
The knowledge
transfer
measurement results
are not meant to be
part of SCO
employee
performance
evaluation, rather the
results are meant to
gauge the progress
toward SCOs self
sufficiency as it
relates to managing
and maintaining the
SAP HR/Payroll
system.
O-4
User Acceptance
Testing
O-5
End User
Training
Materials
Development
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State of California
21st Century Project MyCalPAYS
Identifier
O-6
Workstream
Scope Item
State Involvement
End User
Training Delivery
Contractor
Involvement
Contractor to work
seamlessly with any
Contractor selected by
the State.
The Contractor will
support the training
effort through knowledge
transfer sessions.
Reproduction of training
materials and storage will be the
responsibility of the State.
S
T
A
T
E
O-8
Project Branding
O-9
Organizational
Change
Additional Scope
Clarification
It will be the
responsibility of the
Contractor to provide
content on an ongoing
basis to populate the
project web site.
The Contractor will be
the responsibility of the
Contractor to utilize
approved Project
templates for all project
documents.
It will be the
responsibility of the
Contractor to work
seamlessly with any
S
H
A
R
E
D
It will be the
responsibility of the
Contractor to work
seamlessly with any
Contractor selected by
the State.
O-7
C
O
N
T
R
A
C
T
O
R
It is assumed the
project will move
forward with
MyCalPAYS as its
official logo and
utilize the blue and
green colors of the
State Controllers
office.
The State reserves
the right to separately
contract for change
management
services. These
services may include
but are not limited to:
Organizational
Change Management
Assessments, Role
Definition, and Job
Page 67
State of California
21st Century Project MyCalPAYS
Identifier
Workstream
Scope Item
State Involvement
O-10
RWD-uPerform
O-11
Communications
Contractor
Involvement
Contractor selected by
the State.
The Contractor will
direct the activities of the
RWD - uPerform to
develop document
standards and
templates, publishing
and administrative
processes and generate
project documentation
(i.e. BPP, testing scripts,
as well as other
functionality).
The Contractor will
recommend, internal
and external, a
communications
strategy. This strategy is
not limited to printed
materials. It should also
consider approaches for
web communications,
newsletters, stakeholder
meetings, letters, etc.
It will be the
responsibility of the
Contractor to work
seamlessly with any
Contractor selected by
the State.
F.
S
T
A
T
E
C
O
N
T
R
A
C
T
O
R
S
H
A
R
E
D
Additional Scope
Clarification
Impact Assessment
(e.g. Job Analysis,
Workforce Planning,
etc.)
The State has determined that additional project tools may be required to complete the 21st Century
Project. Bidders must propose tools to support the following gaps for the project. Bidders must
clearly articulate their use, functionality and associated costs. If the selected Bidder plans to use
proprietary tools from a third party vendor, the Bidder must indicate if the tool will be transferred to
the State at the end of the project or provide the cost to procure and maintain those tools. The
State may choose to purchase any or all of the tools proposed by the Bidder to fill gaps either from
the Bidder at the proposed cost or from another third-party provider.
1. Time Reporting The State will require all project team members (State and
Contractor) to input their respective time worked against various project deliverables.
The State requires a comprehensive web based tool that allows each project team
member to input their time electronically and provides reporting for each of the project
teams at a detail and summary level.
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State of California
21st Century Project MyCalPAYS
G.
Proposal Format
This section describes the proposal format required for Stage II Contractors to submit for final
evaluation. Format instructions must be followed, requirements must be answered and required
information must be supplied. Each Bidder is responsible for providing sufficient information and
documentation for the proposal to be thoroughly evaluated. Failure to do so may result in lower
scores or rejection of the proposal.
The pages in the proposal must be standard 8.5 x 11 paper, except for chart, diagrams, etc., which
may be foldouts. If foldouts are used, the folded size must fit within the 8.5 x 11 format. Each
volume of the Contractors Proposal for Integration Services must be provided separately in an
appropriately sized 3 ring binder. Double-sided printing is preferred.
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State of California
21st Century Project MyCalPAYS
It is the Bidders responsibility to ensure its proposal is submitted in a manner that enables the
State Evaluation Team to easily locate response descriptions and exhibits for each requirement.
Page numbers must be located in the same page position throughout the proposal. Figures, tables,
charts, etc. must be assigned index numbers and must be referenced by the numbers in the
proposal text and in the proposal Table of Contents. Figures, etc., must be placed as closed to the
text references as possible.
Volume 2 Costs
This volume must contain Bidder costs.
Volume 3 Contract
This volume (a single master copy) must contain four (4) copies of the contract.
Page 70
State of California
21st Century Project MyCalPAYS
Cover Letter
Payee Data Record
General Liability Insurance Certificate
Workers Compensation Liability Insurance Certificate
Secretary of State Certification
Bidding Preferences and Supporting Documentation, if applicable
California Disabled Veteran Business Enterprise (DVBE) Response
Commercially Useful Function Statement
Description
Activities associated with planning, coordinating and managing the project
schedules, resources, relationships, and problems. Include a description
of the methodology your firm will use highlighting accelerators, extensions
and adaptations to the standard ASAP methodology.
Activities performed to validate that the solution meets the functional and
technical requirements standards.
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State of California
21st Century Project MyCalPAYS
Implementation Service
Software Configuration and
Development
Configuration Control
Management
Testing
System Deployment
Organizational Change
Management
Production Support
Supporting Tools
Other
d. Functional Design Changes In this section the Bidder must commit to provide, or
enumerate any changes to, the functional requirements/design (see RFP Section
IV.D.1).
e. Technical Requirements In this section the Bidder must enumerate any changes to
and commit to meet the technical requirements. The Bidder must also enumerate any
March 26, 2009
Addendum 1
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State of California
21st Century Project MyCalPAYS
Project Constraints - In this section the Bidder must enumerate any changes to and
commit to meet the project constraint requirements (see RFP Section IV. D.3).
g. Agreement to Scope of Services In this section the Bidder must commit to providing
the scope of services, including all necessary Contractor staffing, included in the RFP
(see RFP Section IV.E).
h. Project Plan (Microsoft Project version 2003) In this section the Bidder must submit a
high level timeline of activities in addition to the MS Project work plan. Use of Gantt
charts depicting the various work stream activities over time is highly recommended. A
detailed work plan must be provided with a Work Breakdown Structure, level 3, which
includes a sequencing of major business and technical phases and activities along with
the deliverables resulting from the work, the person-days involved in the work and the
schedule/timetable for completing the project in its major phases or parts.
i.
Response to Supplemental Software Tools In this section the Bidder must provide
details for each of the proposed requested tools described in Supplemental Software
Tools (see RFP Section IV.F). Bidders must clearly articulate their use, functionality,
vendor/manufacturer of tool with appropriate release/version and associated costs. If
the selected Bidder plans to use proprietary tools from a third party vendor, the Bidder
must indicate if the tool will be transferred to the State at the end of the project or
provide the cost to procure and maintain those tools.
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State of California
21st Century Project MyCalPAYS
Project Manager
Infrastructure/Netweaver Lead
Portal Lead
Security Lead
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State of California
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4. The State recognizes that there is value-add if members of the Bidders proposed
team have previous experience working together on a SAP implementation
project. The Bidder must complete EXHIBIT- 10: Stage II Prior Working
Relationships to document prior work experience.
5. The State recognizes that there is value-add if members of the Bidders proposed
team performed in one of the Key Roles of the Stage I contract. The Bidder must
complete EXHIBIT- 11: Stage II Proposed Staff that worked on Stage I to
document this experience.
6. Include a staff loading chart detailing all resources (Bidder and State) that will be
assigned to the project, the total hours by month by phase of the project. Include
appropriate subtotals and grand totals.
March
Jane Doe
February
SAMPLE
HR Team Lead
January
December
November
Est.
Hours
Est.
Hours
Est.
Hours
Est.
Hours
Est.
Hours
1
Subtotal hours (by vendor resource)
February
March
SAMPLE
HR Team Lead
January
December
November
SUBCONTRACTOR
-Resource Role
Est.
Hours
Est.
Hours
Est.
Hours
Est.
Hours
Est.
Hours
1
Subtotal hours (by subcontractor
resource)
Total Hours:
Total Project Cost:
Blended Hourly Rate:
Bidders must repeat the table structure above to provide staff loading for State staffing
recommendations.
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TAB 4 APPENDICES
In this section, the following information should be included; at a minimum (the Bidder may
provide other information pertinent to the project and the selection process that may not have
been required previously):
a. Resumes Resumes for key personnel proposed for the project.
b. Literature Any marketing collateral related to proposed commercial off the shelf
software tools.
3. Volume 2 Costs
The Bidder must complete EXHIBIT- 8: Stage II Cost Workbook, with the following information:
a. Deliverables by Phase and Cost The State will pay for the one-time realization, final
prep, and go-live phases through deliverables submitted by the Bidder. Each deliverable
will be submitted through a timely process that will allow both the State and Bidder to
define and deliver a quality product. For proposal purposes, the Bidder must submit a
deliverables list for each component of the project. This should be submitted in
Microsoft Word format with the following elements:
Deliverable Title
Deliverable Description
Deliverable Format (Word or PowerPoint)
Estimated Contractor Hours to Complete
Estimated State Hours to Complete
Estimated Delivery Date
Responsibility (by Workstream)
Deliverable Cost
Include appropriate subtotals and grand totals.
The totals for these deliverables should clearly match to the total project hours in the
Staff Loading Chart.
b. Supplemental Software Tools The Bidder must propose supplemental COTS tools to
support the development and implementation of MyCalPAYS. Should the Bidder propose
any software supplied under the Software Licensing Program (SLP) administered by the
Department of General Services, Procurement Division, the State will require the use of
an SLP contract to procure the software. Bidders must use the SLP contracts costing
structure to develop their Costs Proposal. For Microsoft products, the Bidders must use
the Microsoft Select Agreement State and Local contract, not the Microsoft Academic
Select contracts. Refer to the following website to obtain the appropriate information:
http://www.pd.dgs.ca.gov/masters/slp.htm
If the proposed tools are not provided under the SLP, the Bidder must propose the cost
to provide the tool directly. It will be the States option whether to procure the tool from
the Bidder or directly from another third party provider.
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State of California
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The Bidder must clearly identify the software tool, version, licensing model, proposed
license and purchase cost. The Bidder must also include the annual maintenance cost
for a period of five (5) years.
c. Labor for Unanticipated Tasks The State anticipates that during the contract period,
legislative and/or program changes may necessitate application modifications, and/or
the State may require unanticipated assistance in implementing MyCalPAYS. This
support must be structured in terms of a fixed blended hourly rate for consulting services
that will be used to support change requests. These costs will be used to create work
authorizations for specific tasks, as needed, on a time and materials basis, using the
fixed blended labor rate proposed by the Bidder.
For evaluation purposes, the State has established 2,000 hours as the approximate
number of hours for unanticipated work. These hours are in no way binding and do not
commit the State to actual amounts of work required in the future, nor does it commit or
limit the State to a specific number of hours per year.
d. Labor for additional Maintenance and Operations Support The State anticipates
that during the contract period after system acceptance, the State may require
assistance in maintaining and operating MyCalPAYS. This support must be structured in
terms of a fixed blended hourly rate for consulting services that will be used to support
the State. These costs will be used to create work authorizations for specific tasks, as
needed, on a time and materials basis, using the fixed blended hourly rate proposed by
the Bidder.
For evaluation purposes, the State has established 10,000 hours as the approximate
number of hours for maintenance and operations support. These hours are in no way
binding and do not commit the State to actual amounts of work required in the future, nor
does it commit or limit the State to a specific number of hours per year.
4. Volume 3 - Contract
This volume (a single master copy) must contain four (4) copies of the contract contained in
EXHIBIT- 12: Stage II Contract. Each copy must contain an original signature. The Contract
must be reproduced on single-sided pages.
2. Receipt of Proposals
Complete proposals must be delivered by the dates and times specified in Table 13. Stage II
Key Action Dates. Each proposal will be date and time stamped as it is received and verified
March 26, 2009
Addendum 1
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State of California
21st Century Project MyCalPAYS
that all responses are submitted under an appropriate cover, sealed and properly identified.
Proposals must meet all requirements specified in Section F.Proposal Format, and, if not, may
be rejected and deemed non-responsive.
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State of California
21st Century Project MyCalPAYS
Bidder up to the maximum number of points for each evaluation factor based on the evaluation
assessment.
Table 16. Stage II Evaluation Factors
Evaluation Criteria
1.
2.
3.
RFP
Section
Reference
IV.D
IV.D
IV.D
IV.F
Bidder
Response
Section
Vol 1. Tab 1
Vol 1. Tab 1
Vol 1. Tab 2
Vol 1. Tab 3
Weighted
Score
Maximum Points
Pass/Fail
Pass/Fail
30%
Pass/Fail
Pass/Fail
750
Pass/Fail
150
350
100
Pass/Fail
Pass/Fail
Pass/Fail
150
Pass/Fail
750
400
50
30%
50
IV.F
Vol. 2
250
1000
40%
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State of California
21st Century Project MyCalPAYS
In each area the Bidder must describe their proposed approach used to complete the work
areas or activities. Bidders will be awarded points for (1) successfully implemented concepts
used on prior projects; (2) successfully implemented accelerators (e.g., templates, tools,
methods) from other projects; and (3) detailed explanations of how the various activities will be
accomplished.
Functional Design Changes (100 points)
Scoring of this section is based on the Bidders ability to have reviewed all existing
documentation for the project and clearly communicate acceptance or changes to the functional
requirements. Bidders will be awarded points according to the impact their proposed changes
have on (1) long term cost; (2) business operations; and (3) risk to the State.
Technical Requirements (Pass/Fail)
The Bidder will be given a pass score if the Bidder states their commitment to adhering to the
Technical Requirements outlined in the RFP Section IV.D.2.
Project Constraints (Pass/Fail)
The Bidder will be given a pass score if the Bidder states their commitment to adhering to the
Project Constraints outlined in the RFP Section IV.D.3.
Agreement to Scope of Services (Pass/Fail)
The Bidder will be given a pass score if the Bidder commits to deliver of the Scope of
Services, including all necessary staffing, as outlined in the RFP section IV.E.
Project Plan (150 points)
Scoring of this section will be based on how well the Bidder has structured the various activities
of the project. The Project Plan will be assessed and scored based on the Bidders (1)
proposed project schedule including detailed tasks, start/end dates and durations, milestones,
resources, dependencies and critical path; (2) timing of project deliverables; (3) hours assigned
to the various activities/deliverables of the project taking project constraints into consideration
(see RFP section IV.D.3); and (4) presentation of the project work streams in a visual format for
the life of the project. Project Plans must be submitted in Microsoft Project 2003 to at least the
third level breakdown structure. Supporting visual presentation materials should be in either
Visio or PowerPoint 2003.
Response to Supplemental Software Tools (Pass/Fail)
The Bidder will be given a pass score if the Bidder provides their response to the proposed
requested tools described in Supplemental Software Tools (see RFP Section IV.F).
Proposed Staffing (Scored)
The Bidders proposal will be evaluated and scored on the following factors:
March 26, 2009
Addendum 1
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State of California
21st Century Project MyCalPAYS
Project Management
General Project Management Experience:
Associated Roles:
Project Manager
Public Sector Expertise:
Associated Roles:
Project Manager
SAP HR/Payroll Implementation
Experience:
Associated Roles:
Project Manager
Functional/Integration
SAP HR/Payroll Implementation
Experience:
Associated Roles:
Functional Team Lead
Personnel Administration (PA) Lead
Organizational Management (OM) Lead
Benefits Administration (BN) Lead
Time Management (TM) Lead
Payroll (PY) Lead
Financials/Controlling (FI/CO) Lead
Testing Team Lead
Deployment Team Lead
End User Training Team Lead
SAP HR/Payroll Implementation
Experience on release ECC/ERP 6.0:
Total
Points
Available
2 years to 3 years
3+ years to 8 years
8 +years to 10 years
10+ years
= 1 Point
= 2 Points
= 5 Points
=10 Points
10
2 years to 3 years
3+ years to 8 years
8+ years to10 years
10+ years
= 5 Points
= 10 Points
= 15 Points
= 20 Points
20
2 years to 3 years
3+ years to 8 years
8+ years to10 years
10+ years
= 2 Points
= 5 Points
= 10 Points
= 15 Points
15
2 years to 3 years
3+ years to 8 years
8+ years to10 years
10+ years
= 2 Points
= 5 Points
= 10 Points
= 15 Points
150
1 year to 2 years
2+ years
= 2 Points
= 5 Points
35
Associated Roles:
Functional Team Lead
March 26, 2009
Addendum 1
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State of California
21st Century Project MyCalPAYS
Criteria Category by Role
Points
Points
Points
Points
Total
Points
Available
5 years to 6 years
6+ years to 8 years
8+ years to10 years
10+ years
=2
=3
=4
=5
2 years to 3 years
3+ years to 8 years
8 +years to 10 years
10+ years
= 1 Point
= 2 Points
= 5 Points
= 10 Points
60
2 years to 3 years
3+ years to 8 years
8+ years to10 years
10+ years
= 2 Points
= 5 Points
= 10 Points
= 12 Points
60
50
400
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State of California
21st Century Project MyCalPAYS
(Note: the prior working relationships must be on a single project. For example, if two proposed
staff members worked together on project A, and two other staff members worked together on
project B, the Bidder would be awarded 10 points.)
Key Staffing Proposed in Stage II from Stage I contract (50 points)
Scoring of this section will be based on the number of proposed Stage II Key Staff that worked
in a Stage I Key Role (see RFP section III.F) on the Bidders team. Points will be assigned
according to the following guidelines:
2 resources proposed = 10 points
3 5 resources proposed = 40 points
6 7 resources proposed = 50 points
Staff Loading Chart (250 points)
Scoring of this section will be based on the degree of accurate detail provided in the Staff
Loading Chart. Assumptions should be clearly marked if needed to provide additional
clarification. If a resource is utilized for only portion of a month, the Chart should reflect these
hours. Criteria used to evaluate the staff loading chart will include:
Timing for adding project resources to meet the various project milestone schedule
dates
Matching resource scheduled hours to deliverable estimated hours and staffing
Appropriately adding/removing resources to reflect the various stages of the project
(blueprint, realization, final prep, deployment and post implementation support)
Integrating State estimated resource hours in the overall timing and plan
Incorporating the timing of project constraints provided in RFP section IV.D.3)
Cost
The maximum number of points that can be awarded for the Total Solution Cost assessment is
1000. Each Bidders cost score will be based on the ratio of its total cost to the total cost
associated with the lowest responsive proposal multiplied by the maximum number of cost
points (1000), as shown.
Lowest Cost Assessment x 1000
Bidder Cost Assessment
Preference Programs
All pertinent preferences will be applied to the applicable evaluation criteria before selection is
announced. The Small Business Preference will be applied as required by law.
For Bidders that are found responsible and responsive to the proposal requirements, the cost
adjustments for preference claims for TACPA, EZA, and LAMBRA will be performed during the
cost assessment review.
Per Government Code, Section 14835, et seq., Bidders who qualify as a small business will be
given a 5 percent (5%) preference for contract evaluation purposes only. The 5 percent (5%)
preference is calculated on the total number of points awarded to the highest scoring non-small
March 26, 2009
Addendum 1
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State of California
21st Century Project MyCalPAYS
business that is responsible and responsive to the proposal requirements. If after applying the
small business preference a small business has the highest score, no further preferences would
be applied as the small business cannot be displaced from the highest score position by
application of any other preference. The rules and regulations of this law, including the definition
of a small business for the delivery of goods and services are contained in the California Code
of Regulations, Title 2, Section 1896, et seq. and can be viewed online at:
www.pd.dgs.ca.gov/smbus.
In accordance with Section 999.5(a) of the Military and Veterans Code, an incentive will be
given to bidders who provide Disabled Veteran Business Enterprise (DVBE) participation. For
contract award evaluation purposes only, the State shall apply an incentive to proposals that
include California certified DVBE participation. The maximum incentive for this procurement is
five percent (5%) of the total possible points earned and is based on the amount of DVBE
participation obtained, according to the table below. Additional information for DVBE can be
viewed online at: www.pd.dgs.ca.gov/dvbe.
The incentive is applied during the evaluation process and is only applied for responsible bids
from responsive bidders proposing the percentage(s) of DVBE participation for the incentive(s)
specified in the solicitation.
Table 18. DVBE Incentive
Confirmed DVBE Participation of:
DVBE Incentive:
5%
3%
2%
1%
0%
125
75
50
25
0
Over 5%
4% up to 5%
3% up to 4%
2% up to 3%
1% up to 2%
The DVBE Incentive percentage is applied to total points possible for the bid. The following
illustrates the incentive points available based on the Bidder confirmed percent of DVBE
participation, based on a maximum of 2,500 points. In the example below, Bidder A has DVBE
participation over 5% and Bidder B is a certified small business.
Table 19. Final Score with DVBE and SB Example
DVBE
Incentive
Small Business
Preference
Total Score
A
B
Score Prior
to
Incentives
2200
2100
125
0
0
120
2325
2320
2000
2000
Bidder
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State of California
21st Century Project MyCalPAYS
7. Contract Award
Table 20 provides an example of how the final total score is determined.
Table 20. Contractor Selection Example
Bidder
A
B
C
Functional
and
Technical
Requirement
s
650
500
600
Proposed
Staffing
Cost
Incentives
and
Preferences
Total
Proposal
Score
550
700
600
1000
900
800
125
120
0
2325
2320
2000
Page 85
State of California
21st Century Project MyCalPAYS
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State of California
21st Century Project MyCalPAYS
Contact Name:
Date:
Phone #:
Client Name:
Contact Name:
Address:
Phone #:
Fax #:
Contact Email
Address:
Project Name:
Project
Description:
Bidder Firms
Involvement:
Peak Bidder
Staffing (# of
resources):
Date System
Went into
Production as
System of Record:
If SAP, Employee
Population Implemented:
Yes
No
Page 87
State of California
21st Century Project MyCalPAYS
Duration
(in
months)
20
Public Sector
Engagement
(Yes/No)
No
SAP
Implementation
(Yes/No)
Yes
Page 88
SAP Full
Lifecycle
(Yes/No)
Yes
State of California
21st Century Project MyCalPAYS
Contractor Name:
Staff Name:
Proposed Role: Project Manager
Project Name
Client Name, Contact, &
Employer, Role, and Type of
Number
Experience
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
SAP Full
Lifecycle
(Yes/No)
Staff Name:
Proposed Role: SAP PA/OM Lead
Project Name
Client Name, Contact, &
Employer, Role, and Type of
Number
Experience
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
SAP Full
Lifecycle
(Yes/No)
Contractor Name:
Staff Name:
Proposed Role: SAP BN Lead
Project Name
Client Name, Contact, &
Number
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
SAP Full
Lifecycle
(Yes/No)
Contractor Name:
Page 89
State of California
21st Century Project MyCalPAYS
Contractor Name:
Staff Name:
Proposed Role: SAP TM Lead
Project Name
Client Name, Contact, &
Number
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
SAP Full
Lifecycle
(Yes/No)
Contractor Name:
Staff Name:
Proposed Role: SAP PY Lead
Project Name
Client Name, Contact, &
Number
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
SAP Full
Lifecycle
(Yes/No)
Contractor Name:
Staff Name:
Proposed Role: SAP FI/CO Lead
Project Name
Client Name, Contact, &
Number
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
SAP Full
Lifecycle
(Yes/No)
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State of California
21st Century Project MyCalPAYS
Contractor Name:
Staff Name:
Proposed Role: SAP Netweaver/ABAP Lead
Project Name
Client Name, Contact, &
Employer, Role, and Type of
Number
Experience
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
SUMMARY TABLE
Role/Resource
1.
2.
3.
4.
5.
6.
7.
Number of Years
Months Public Sector
Experience
Number of
YearsMonths
SAP Experience
Project Management
SAP PA/OM
SAP Payroll
SAP Time
SAP - Benefits
SAP Finance
SAP - Technical
Totals
Page 91
SAP Full
Lifecycle
(Yes/No)
State of California
21st Century Project MyCalPAYS
Sincerely,
Signature
Date
Page 92
State of California
21st Century Project MyCalPAYS
Date:
Name of Bidder:
On January 1, 2004, Chapter 623, Statutes of 2003, became effective and required all small
businesses, microbusinesses, and disabled veteran business enterprises to perform a
commercially useful function in any contract they perform for the State.
A business that is performing a commercially useful function is one that does all of the following:
Is responsible for the execution of a distinct element of work of the contract.
Carries out its obligations by actually performing, managing or supervising the work
involved.
Performs work that is normal for its business, service and function.
Is not further subcontracting a portion of the work that is greater than that expected to be
subcontracted by normal industry practices.
THE BIDDER MUST PROVIDE A WRITTEN STATEMENT BELOW DETAILING THE ROLE,
SERVICES AND/OR GOODS THE SUBCONTRACTOR(S) WILL PROVIDE TO MEET THE
COMMERCIALLY USEFUL FUNCTION REQUIREMENT.
Type of Business:
(check one)
Name of Subcontractor:
Specific Role(s) of
Business for this Project:
(e.g., data conversion,
training, testing, etc.)
Goods/Services to be
Provided:
(describe Bidder vs.
subcontractor
responsibilities for each
role)
Small Business
Microbusiness
DVBE
Page 93
State of California
21st Century Project MyCalPAYS
Page 94
STATE OF CALIFORNIA
STANDARD AGREEMENT
STD. 213 (NEW 06/03)
1.
AGREEMENT NUMBER
This Agreement is entered into between the State Agency and the Contractor named below
STATE AGENCYS NAME
CONTRACTORS NAME
2.
3.
4.
The parties agree to comply with the terms and conditions of the following attachments which are by this
reference made a part of the Agreement:
500,000.00
IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.
CALIFORNIA
CONTRACTOR
Department of General
Services
Use Only
CONTRACTORS NAME (If other than an individual, state whether a corporation, partnership, etc.)
BY (Authorized Signature)
DATE SIGNED
STATE OF CALIFORNIA
AGENCY NAME
DATE SIGNED
Exempt
per
State of California
21st Century Project MyCalPAYS
Attachment A - Page 1
State of California
21st Century Project MyCalPAYS
d.
e.
f.
g.
h.
i.
Due Date
Within three weeks of contract award
On-going, as per agreed upon schedule
As identified in RFP SCO-22191058
Attachment A - Page 2
State of California
21st Century Project MyCalPAYS
The State will provide a work area at no cost to the Contractor. Project site is located
in West Sacramento, California.
The State will not reimburse for travel to and from the project site.
The State is not responsible for Contractors losses on State property, or otherwise,
caused by any reason.
Attachment A - Page 3
State of California
21st Century Project MyCalPAYS
Contractor Responsibilities:
The Contractor must designate one project representative to oversee the
management and requirements of the contract. The Contractors project
representative will work directly with the SCO Project Manager.
The Contractor must adhere to SCO policies, i.e., policy on identification
badges/keycards and requirements for cardholders. This includes returning the card
upon completion of contract.
The services provided under this contract must be performed by Contractor in a
manner that will not disrupt the operational needs of the State.
All buildings, appurtenances, and furnishings must be protected by Contractor from
damage caused by work performed under this contract. Such damages to the
foregoing, upon approval by the State, must be repaired and/or replaced at
Contractors expense by State approved methods, so as to restore the damaged
areas to their original condition.
The Contractor must ensure that individuals assigned to this contract (employees
and/or subcontractors) will exercise all necessary caution to avoid any injury to
persons or any damage to property.
The Contractor is responsible for the health and safety protection of its employees in
the performance of this contract.
The Contractors employees (or subcontractors) must participate in emergency
disaster exercises.
The Contractors employees must agree and adhere to the SCO Information
Technology Security Policies, Standards, and Guidelines.
Subcontractor Changes
The Contractor must not change subcontractor(s) if such changes conflict with the work to be
performed under the resulting contract. The State recognizes that changes to subcontractor(s)
may be necessary and in the best interests of the State, however, advance notification of a
contemplated change and the reasons for such change must be made to the State no less than
seven (7) business days prior to the existing subcontractors termination. If this should occur,
the Contractor should be aware that the SCO Project Manager or designee must approve any
changes to the subcontractor(s) prior to the termination of the existing subcontractor(s) and hire
of the new subcontractor(s). This also includes any changes made between submittal of the
final proposal and actual start of the contract. All subcontractor(s) are subject to a corporate
reference check. The corporate reference check must produce a good reference and
demonstrate a strong probability of successful performance by the subcontractor(s). The State
will not compensate the Contractor for any of the Contractors time or effort to educate or
otherwise make the new subcontractor(s) ready to begin work on the contract.
Staffing Changes
The Contractor must not reassign staff if such reassignment conflicts with the work the
individual is to perform on this contract. The State recognizes that resignation or other events
may cause a staff member to be unavailable to the Contractor. If this should occur, the
Contractor has five (5) business days to replace the unavailable staff and the SCO Project
Manager or designee must approve any changes to Contractors staff. This also includes
substitutions made between submittal of the final proposal and the actual start of the contract,
as well as staffing changes that may be made during the course of the contract.
March 26, 2009
Addendum 1
Attachment A - Page 4
State of California
21st Century Project MyCalPAYS
Confidentiality of Information
The persons supplied by the Contractor engaging in services to the State pertaining to this
project who require contact with State information will be required to exercise security
precautions for data that is made available and must accept full legal responsibility for the
protection of this confidential information. This includes financial, statistical, personal, technical,
and all other types of data and information relating to operations at SCO, whether expressly
made available to the persons supplied by the Contractor or encountered coincident to
performing work on the contract.
Under no circumstances shall the persons supplied by the Contractor use, publish, sell or
otherwise disclose to any third party the contents of any records, data, or reports derived from
data submitted for processing without the prior authorization and consent of the State
Procurement Official or designee in writing.
The Contractors staff will be required to complete the following forms as part of the staff roll on
process. These forms can be found in the Procurement Library.
Invoicing
Payment for services performed under this Agreement will be made upon satisfactory
completion of all deliverables documented in this Statement of Work. The Contractor must
invoice the State Controllers Office following the submission of a fully responsive Deliverable 3,
Proposal for System Integrator Services, detailing the hours and dollars expended by the
Contractor by contractor staff person by deliverable.
The Contractor may invoice the State for actual hours spent by Contractor staff for the
deliverables at the Contractors standard billing rate, up to a maximum of $500,000.00. Invoices
must not include charges for vacation, sick leave, holidays, military leave, jury duty, Contractors
staff meetings or administrative work.
If the SCO does not accept the identified deliverables in this SOW, payment of invoice will be
withheld and the Contractor will be notified. The Contractor must take timely and appropriate
measures to correct or remedy the reason(s) for non-acceptance and demonstrate to the SCO
that the Contractor has successfully completed the scheduled work for each general task or
deliverable before payment will be made.
Invoice Content
The invoice will be approved by the SCO Project Manager. Invoices submitted for payment
must be submitted in triplicate and include:
Contract number
Invoice number
Invoice date
Attachment A - Page 5
State of California
21st Century Project MyCalPAYS
Hours of service performed by individual contract personnel, per day per deliverable
(daily time sheet)
A certification statement signed by a company official, attesting to the accuracy of the
invoice data.
Note: Final content/layout will be determined after contract award.
Attachment A - Page 6
State of California
21st Century Project MyCalPAYS
Committee level within the time frame prescribed above, either party may assert its other rights
and remedies as provided by the contract.
The State and the Contractor agree that, the existence of a dispute notwithstanding, they will
continue without delay to carry out all their responsibilities under the contract.
Attachment A - Page 7
State of California
21st Century Project MyCalPAYS
Page 95
State of California
21st Century Project MyCalPAYS
Sincerely,
Signature
Date
Page 96
State of California
21st Century Project MyCalPAYS
Small Business
Microbusiness
DVBE
Page 97
State of California
21st Century Project MyCalPAYS
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State of California
21st Century Project MyCalPAYS
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21st Century Project MyCalPAYS
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21st Century Project MyCalPAYS
Duration (in
months)
20
Public Sector
Engagement
(Yes/No)
No
SAP
Implementation
(Yes/No)
Yes
SAP HR/Payroll
Implementation
(Yes/No)
Yes
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
No
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State of California
21st Century Project MyCalPAYS
Contractor Name:
Staff Name:
Proposed Role: Project Manager
Project Name
Client Name,
Contact, & Number
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
Contractor Name:
Staff Name:
Proposed Role: Functional Team Lead
Project Name
Client Name,
Contact, & Number
Contractor Name:
Staff Name:
Proposed Role: Personnel Administration (PA) Lead
Project Name
Client Name,
Contact, & Number
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State of California
21st Century Project MyCalPAYS
Contractor Name:
Staff Name:
Contractor Name:
Staff Name:
Proposed Role: Organizational Management (OM) Lead
Project Name
Client Name,
Contact, & Number
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
Contractor Name:
Staff Name:
Proposed Role: Benefits Administration (BN) Lead
Project Name
Client Name,
Contact, & Number
Contractor Name:
Staff Name:
Proposed Role: Payroll (PY) Lead
Project Name
Client Name,
Contact, & Number
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State of California
21st Century Project MyCalPAYS
Contractor Name:
Staff Name:
Proposed Role: Time Management (TM) Lead
Project Name
Client Name,
Contact, & Number
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
Contractor Name:
Staff Name:
Proposed Role: Financials/Controlling (FI/CO) Lead
Project Name
Client Name,
Contact, & Number
Contractor Name:
Staff Name:
Proposed Role: Technical Team Lead
Project Name
Client Name,
Contact, & Number
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State of California
21st Century Project MyCalPAYS
Contractor Name:
Staff Name:
Proposed Role: ABAP Development Lead
Project Name
Client Name,
Contact, & Number
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
Contractor Name:
Staff Name:
Proposed Role: Infrastructure/Netweaver lead
Project Name
Client Name,
Contact, & Number
Contractor Name:
Staff Name:
Proposed Role: Portal Lead
Project Name
Client Name,
Contact, & Number
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State of California
21st Century Project MyCalPAYS
Contractor Name:
Staff Name:
Proposed Role: Business Intelligence (BI)/Reporting Lead
Project Name
Client Name,
Contact, & Number
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
Contractor Name:
Staff Name:
Proposed Role: Security Lead
Project Name
Client Name,
Contact, & Number
Contractor Name:
Staff Name:
Proposed Role: Testing Team Lead
Project Name
Client Name,
Contact, & Number
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State of California
21st Century Project MyCalPAYS
Contractor Name:
Staff Name:
Proposed Role: Deployment Team Lead
Project Name
Client Name,
Contact, & Number
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
Contractor Name:
Staff Name:
Proposed Role: End User Training Lead
Project Name
Client Name,
Contact, & Number
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State of California
21st Century Project MyCalPAYS
Project Name:
Client Name, Contact, & Number:
Proposed Staff Member
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State of California
21st Century Project MyCalPAYS
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State of California
21st Century Project MyCalPAYS
Page 110
STATE OF CALIFORNIA
STANDARD AGREEMENT
STD. 213 (NEW 06/03)
1.
AGREEMENT NUMBER
This Agreement is entered into between the State Agency and the Contractor named below
STATE AGENCYS NAME
CONTRACTORS NAME
2.
3.
4.
The parties agree to comply with the terms and conditions of the following attachments which are by this
reference made a part of the Agreement:
IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.
CALIFORNIA
CONTRACTOR
Department of General
Services
Use Only
CONTRACTORS NAME (If other than an individual, state whether a corporation, partnership, etc.)
BY (Authorized Signature)
DATE SIGNED
STATE OF CALIFORNIA
AGENCY NAME
DATE SIGNED
Exempt
per
State of California
21st Century Project MyCalPAYS
Attachment A - Page 1
State of California
21st Century Project MyCalPAYS
changes to the staffing prior to the reassignment of the existing staff and hire of the new staff.
This also includes substitutions made between submittal of the final proposal and the actual
start of the contract, as well as staffing changes that may be made during the course of the
contract. All staff are subject to a reference check. The reference check must produce a good
reference and demonstrate a strong probability of successful performance by the staff. The
State will not compensate the Contractor for any of the Contractors time or effort to educate or
otherwise make the new staff ready to begin work on the contract.
Deliverable Expectation Documents
Prior to submission of each deliverable, the Contractor must propose a format and outline for
each deliverable and obtain SCO approval prior to deliverable preparation. This approval
process must include submission of a Deliverable Expectation Document (DED). A DED
template is contained in the Procurement Library.
The goal for the use of the DED is to ensure a common understanding exists between the SCO
and the Contractor regarding the scope, format and content (depth and breadth) of the
deliverable prior to the Contractor beginning work on the deliverable. The complexity of the DED
will be proportional to the complexity of the deliverable. The DED must summarize the key
content of the deliverable including, where appropriate, key figures, diagrams and tables. In
addition, the DED includes the completion and acceptance criteria that must be met before the
SCO will approve the deliverable (signifying task completion), the due date for the deliverable,
the reviewers and the amount of time for State review of the deliverable. Unless otherwise
indicated by the State in the approval of the DED, the States review period shall be a minimum
of ten (10) State business days. (Additional time may be necessary for the State to complete its
review, depending on the size and complexity of the deliverable. If additional time is necessary,
this will be identified during the DED review/approval process.)
Standards for Acceptance of Deliverables
State staff will be responsible for reviewing and approving each deliverable. Unless agreed
upon otherwise, the States review time will not be more than ten (10) business days. Should
revisions to the document be required by the State, the Contractor will receive written
notification of changes and reflect them in the document within five (5) business days of
receiving the changes. The State may, at its discretion, allow a period longer than five (5)
business days in consideration of the scope of the change. The Contractor may not change a
deliverable that has been accepted by the State without the approval of the State.
State acceptance will be based upon the following:
The deliverable will address all components required by the contract and any areas
agreed upon subsequently through meetings and planning sessions.
Deliverable documents will be comprehensive in level of detail and quality as defined
in this SOW and the DED.
Deliverable documents will be organized in a structured manner and be professional
in presentation.
Deliverable documents will be consistent in style and quality. This means if the
document is the composite work of many people within the Contractors organization,
the document will be edited for style and consistency.
Attachment A - Page 2
State of California
21st Century Project MyCalPAYS
Deliverable Formats
Unless explicitly stated otherwise, all deliverables must be provided in Microsoft Office 2003,
Visio 2003 and/or Microsoft Project 2003 format. A signed Deliverable Transmittal cover letter
must accompany each deliverable. This applies to word processing documents, spreadsheets,
schedules, presentations and databases.
Two (2) hardcopies and one (1) electronic copy of the deliverable are submitted with the
Deliverable Transmittal Sheet. If the electronic version is e-mailed to the State, the hardcopies
are still required.
Contract Payment Provisions
Contract Deliverables
The State will make progress payments to the Contractor based on the achievement of critical
project deliverables. The payment amount will be based on the Deliverables by Phase and Cost
Table. Once the deliverable is complete and accepted by the State, the Contractor may invoice
the State for that deliverable.
Labor for Unanticipated Tasks
In the event of unanticipated tasks, SCO will prepare a Work Authorization to direct the
Contractor to perform the additional tasks. The Contractor may invoice for Work Authorizations
following completion and written acceptance of each Work Authorization by the SCO Project
Manager.
Labor for Maintenance and Operations Support
After the State has accepted the system, the State may request additional technical and
maintenance support from the Contractor to address system changes and upgrades for a period
of two (2) years. The additional technical and maintenance support will not exceed 10,000
hours. (These hours will be evaluated as part of Labor Costs for Maintenance and Operations
Support, Exhibit 8 Stage II Cost Workbook.)
If requested, SCO will prepare a Work Authorization to direct the Contractor to perform the
additional tasks. The Contractor may invoice for Work Authorizations following completion and
written acceptance of each Work Authorization by the SCO Project Manager.
MyCalPAYS Production Acceptance and System Warranty
When the deployment phase is completed (i.e., all civil service, exempt, elected officials and
judges are using MyCalPAYS as the system of record) and the system has been in production
for ninety (90) calendar days, the SCO Project Manager will make a recommendation to the
Steering Committee, based on input from the system users and administrators, whether to
accept the system.
The system acceptance criteria will be defined in the System Acceptance Plan, to be developed
jointly by the State and the Contractor, and will include such components as:
Completion of all testing phases described in the Scope of Services, with no Critical
or Urgent errors.
Priority
1 - Critical
Characteristics of Situation
Loss of data
Data corruption
Attachment A - Page 3
State of California
21st Century Project MyCalPAYS
Priority
2 - Urgent
Characteristics of Situation
Productive use prohibited
No workaround available
An aggregated number of Priority 2 problems are outstanding
(open/pending) as determined by the SCO
Primary purpose compromised
Productive use impacted
Workaround generally not available
3 - Important
4 - Routine
Submission of an Action Plan stating how the Contractor will address any remaining
errors or anomalies from the testing or roll-out phases.
Submission of licenses and warranty information for all software supplied by the
Contractor. Licenses and warranties shall be held in the name of or transferred to the
SCO.
The Steering Committee will make the final acceptance decision. The SCO Project Manager will
provide written notification to the Contractor of the Steering Committees decision, which will
constitute the completion of the MyCalPAYS Production Acceptance Period.
Upon completion of the MyCalPAYS Production Acceptance Period, the maintenance and
operations period will begin.
Confidentiality of Information
The persons supplied by the Contractor engaging in services to the State pertaining to this
project who require contact with State information will be required to exercise security
precautions for data that is made available and must accept full legal responsibility for the
protection of this confidential information. This includes financial, statistical, personal, technical,
and all other types of data and information relating to operations at SCO, whether expressly
made available to the persons supplied by the Contractor or encountered coincident to
performing work on the contract.
Under no circumstances shall the persons supplied by the Contractor use, publish, sell or
otherwise disclose to any third party the contents of any records, data, or reports derived from
data submitted for processing without the prior authorization and consent of the State in writing.
The Contractors staff will be required to complete the following forms as part of the roll on
process. These forms can be found in the Procurement Library.
Attachment A - Page 4
State of California
21st Century Project MyCalPAYS
Costs
The RFP, EXHIBIT- 8: Stage II Cost Workbook, will be attached to, and become part of, the
Statement of Work when the Contract is awarded.
Payment Provisions
The State will make progress payments to the Bidder based on the achievement of critical
project deliverables. The payment amount will be based on the Deliverables by Phase/Cost
Table that will be submitted as part of the proposal response and included in the contract. Once
the deliverable is complete and accepted by the State, the Contractor may invoice the State for
that deliverable. The State will withhold twenty percent (20%) of the invoiced amount, pending
System Acceptance.
For any Work Authorizations that are issued under this contract, the State will withhold twenty
percent (20%) of the invoiced amount, pending System Acceptance.
Invoicing
Payment for services performed under this Agreement will be made upon satisfactory
completion of all deliverables documented in this Statement of Work. The State will withhold
twenty percent (20%) of the invoiced amount, pending System Acceptance.
If the SCO does not accept the identified deliverables in this SOW, payment of invoice will be
withheld and the Contractor will be notified. The Contractor must take timely and appropriate
measures to correct or remedy the reason(s) for non-acceptance and demonstrate to the SCO
that the Contractor has successfully completed the scheduled work for each general task or
deliverable before payment will be made.
Invoice Content
Payments will be approved by the SCO Project Manager. Invoices submitted for payment must
be submitted in triplicate and include:
Contract number
Invoice number
Invoice date
Hours of service performed by individual contract personnel, per day per deliverable
(daily time sheet)
A certification statement signed by a company official, attesting to the accuracy of the
invoice data.
Attachment A - Page 5
State of California
21st Century Project MyCalPAYS
Attachment A - Page 6