21st Century Project

RFP SCO-22191058
Bidders Conference
March 19, 2009

Briefing Topics

Housekeeping

Welcome and Introductions

Opening Remarks

Procurement Overview

Procurement Goals / Process

Procurement Timeline
Stage I Key Components
Stage II Key Components
Stage II Contract
Questions and Answers Procurement Overview

System Demonstration

Procurement Library Overview

Closing Remarks

Key Action Dates Stage I

Welcome and Introductions

Kayla Dann, DGS Procurement Official

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

DVBE

Protests

Welcome and Introductions

21st Century Project Leadership Team

Name

SCO Title

Project Role

Jim Lombard

Chief Administrative Officer

Project Sponsor

Dave Dawson

Chief Information Officer

Project Director

Don Scheppmann

Chief Personnel/Payroll Services Division

Project Executive

Cheryl Hotaling

21st Century, Project Manager

Project Manager

Susan Bolin

21st Century, Manager

Project Planning Office

Natalie Clohossey

21st Century, Manager

Organizational Change
Management

Dennis Duarte

21st Century, Chief

Business Operations

Russ Nichols

21st Century, Chief

Technical Operations

Andrew Koenigsberg

21st Century, Consultant

Project Advisor

Lowell Magee

21st Century, Consultant

Project Advisor

Opening Remarks

Jim Lombard
SCO Chief Administrative Officer,
Project Sponsor

Procurement Goals and Process

Cheryl Hotaling, 21st Century Project Manager

Procurement Goals
The procurement process is designed to balance the following goals:

Ensure clarity of scope of services/solution to be provided

Expedite procurement to retain the value of existing project artifacts
Allow Bidders the option to leverage existing project artifacts (documentation,
configuration, developed enhancements) as accelerators to reduce cost and time to
implement

Procurement Conducted Under Public Contract Code 6611

Encourage competition

PCC 6611: Provides, in part, that the Department of General Services may use a
negotiation process if the department finds that the business need or type of solution can
be further defined as a result of a negotiation process or that negotiation is necessary to
ensure that the department is receiving the best value.

Two- Stage Competitive Procurement

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

design validation

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

contractors
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Procurement Timeline

Procurement Overview Stage I

Stage I selection criteria based on:

SAP certification (Pass/Fail)

Financial Capacity/Responsibility (Pass/Fail)
Corporate References (Scored)
Key Staff Proposed (Scored)

Stage I will allow selected Contractors to assess work to date and

engage in confidential discussions with the State prior to Stage II
proposal

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

Contract deliverables will include:

1.
2.
3.

Cost/Benefit Assessment
Critical Design Evaluations
Stage II Proposal for Completing MyCalPAYS

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

Stage II selection criteria based on:

Functional and Technical Requirements
Executive Summary

750
Pass/Fail

Project Scope

150

Proposed Approaches, Process and Procedures

350

Functional Design Changes

100

Technical Requirements

Pass/Fail

Project Constraints

Pass/Fail

Agreement to Scope of Services

Pass/Fail

Project Plan
Response to Supplemental Software Tools

Proposed Staffing

150
Pass/Fail

750

Proposed Key Staff Experience

400

Proposed Key Staffing with Prior Working Relationships

50

Key Staffing Proposed in Stage II from Stage I contract

50

Staff Loading Chart

250

Cost

Contract will be fixed-price, deliverables based

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

Best and Final Offer negotiation process included

1000

Procurement Overview Stage II Contract

Stage II Contract Negotiation Process

Stage I Key Activity in Preparation for Stage II (Prior to Stage I Proposal

Submission)
Bidder to provide requested changes to standard contract terms and conditions to
DGS
Within 1 week, DGS to provide initial response to requested changes
Stage I potential Bidders can decline to bid if initial response is unacceptable

Stage II Procurement Activity

DGS will negotiate specific language for requested changes to standard contract
terms and conditions with Bidders selected in Stage I
Approved changes will be made available to both Bidders
Approved changes to be incorporated into Bidders Stage II final proposals

Best and Final Offer (BAFO)

The State may conduct negotiations after receipt and scoring of the final proposals to
select the best value
All components of the final proposal may be negotiated
Bidder will submit written revisions to final proposal based on negotiations
Revised proposals will be re-scored

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Procurement Overview

Questions and Answers

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System Demonstration

Demonstrator - Karen Roy, Functional Team Member

MyCalPAYS live functional demonstration within our development

client environment, simulating:

Creation of a new State of California position

A State of California new employee hiring action
Functional module integration (OM and PA)
Enterprise Structure and infogroup configurations

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Procurement Library Overview

The library is available at end of Bidders Conference to certified

SAP Global Partners Services

Structure:
0.

1.
2.
3.
4.
5.
6.

Read Me First!
MyCalPAYS Design
Functional
Technical
Testing
Org Change Mgmt
Project Management Office

Content Overview

Read Me First!, MyCalPAYS Design & Functional (Dennis Duarte)

Technical & Testing (Russ Nichols)
Org Change Management (Kathy James)
Project Management Office (Cheryl Hotaling)

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Closing Remarks

Stage I Key Action Dates

Action

Date

1. Release Request for Proposal

03/13/200
9

2. Bidders Conference 9:00 AM PDT

710 Riverpoint Court, Suite 150
West Sacramento, CA 95605

03/19/200
9

3. Last day to submit questions for clarification of RFP Stage I

03/20/200
9

4. Bidders submit initial Stage II Contract Change Request

03/23/200
9

5. DGS responds to questions for clarification of RFP Stage I

03/26/200
9

6. DGS submits initial response to Stage II Contract Change

Requests

03/30/200
9

7. Submission of Stage I Proposals (12:00 p.m. PDT)

04/07/200
9

8. Stage I Contracts Award and Execution

04/20/200
9

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