RFP#APD2017-01
ATTACHMENT VII: PROPOSAL NARRATIVE
PROPOSER NAME: Insert response here.
Maximize the points you may be awarded.
· Insert responses in each area noted. Your responses must be provided in blue and in the same font and size provided herein. Do not alter the formatting of this template in any way.
· Provide concise, focused, but complete responses to the questions and issues, as stated, in the order provided.
· Include sufficient technical, functional and administrative details to demonstrate that you understand the scope of work.
· Responses of “To be provided upon request”, “To be determined”, “See answer to question above”, “Confidential” or that do not provide the information requested (e.g. responses without sufficient explanation, left blank, or referring to another response or section) are not acceptable.
· Some of the questions in this Attachment may require a response redundant with another response in another area of this RFP or within this same Attachment – please respond again to ensure proper scoring.
· Indicate clearly in this template where separate documents, attachments, etc. are provided and identify the section for which it should be considered (scored).
· Do not attach any documents that have not been explicitly requested.
A. TECHNICAL DESCRIPTION OF PROPOSER’S CCP CMS – 10%
1. Overview of CCP CMS: How does your proposed CCP CMS meet the requirements of this RFP?
a. System architecture (including system hardware, system software, supporting tools, network diagrams and integration with other systems)
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b. Security architecture (description of how security controls in-place to maintain the system's confidentiality, integrity, and availability)
Insert response here.
c. User interface
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d. CCP CMS modules
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e. Current and planned design/development activities
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f. Integration approach with existing and external systems via interfaces
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g. Disaster recovery approach within your CCP CMS
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h. Project objectives described in RFP Sections 2.2.2 (A – I)
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2. APD Hardware/Software: Describe your recent experience with and any recommendations regarding the hardware/software APD has currently listed as 'preferred' in RFP Section 2.4.5. Insert response here.
3. Data Flow Diagram: Insert or attach a high-level application data flow diagram showing major functions and interrelationships among those functions and a description of the proposed technical architecture, including supporting diagrams and materials, as appropriate. Insert response here.
4. Software History.
a. What was the release date of your original CCP CMS Software?
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b. What version of the software are you proposing and when was the proposed version released for general (non-Beta) use?
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c. Provide a list of the three most current releases of this software including:
Release Number / Release Date / Summary of New Features and Fixes Included in ReleaseInsert response here. / Insert response here. / Insert response here.
Insert response here. / Insert response here. / Insert response here.
Insert response here. / Insert response here. / Insert response here.
B. SUPPORT AND MAINTENANCE – 5%
Upon award and for the duration of the software maintenance agreement, all updates to the software shall be made available to APD at no additional charge, including platform/product upgrades. APD, at its sole discretion, will determine whether or not to take advantage of updates and support.
1. Frequency and Support of Software Releases, Patches and Fixes.
a. Approximately how often are major software versions released? Patches and fixes? Insert response here.
b. How do you inform your customers of a release? Insert response here.
c. How do you ensure that modifications/customizations made to licensed software are accommodated in the upgrades and patches? Insert response here.
d. How do your releases support rollback to previous versions, in the event unintended results or issues are encountered? Insert response here.
e. Describe your customer support policy for older product release(s). Insert response here.
f. Please include a description of circumstances in which additional cost (maintenance cost, not labor) could be incurred. Insert response here.
2. CCP CMS Legal Compliance.
a. Describe your approach and response standards for accommodating legislative changes. Insert response here.
b. How will you ensure federal, state and local laws are incorporated into the CCP CMS in a timely manner? Insert response here.
c. Under what circumstances, if any, would APD incur costs beyond annual maintenance when a change(s) is required due to a new law (e.g., AB109)? Insert response here.
3. Proposer’s Support Staff for Proposed CCP CMS.
Provide an organization chart of the group that supports the software product(s) you are proposing. Include FTE (full-time equivalent) count of programmers, support personnel, business analysts, etc. If your firm supports multiple products in this market, please limit your response to only those individuals who support the proposed product(s). Insert response here.
4. User Assistance.
a. List and describe all means of providing the user with help. Include online help files, web-based support, paper documentation, context sensitive help, etc. Insert response here.
b. How frequently is the documentation updated? Insert response here.
c. How will you support APD customization of help documentation? Insert response here.
d. And how will this customized documentation be preserved during subsequent changes to the software? Insert response here.
5. User Resources.
List all user events, communications, and other resources you normally make available over the course of a year. Include any registration/attendance costs associated with these events and if they are addressed in the standard maintenance payment. Insert response here.
6. Tracking Procedures and Tools.
a. Describe your procedures and the tools used for tracking feature requests, issues, and bugs. Insert response here.
b. And how do you establish priority and communicate status? Insert response here.
c. Fully describe your priority levels of support and the guaranteed initial response time, update interval, and resolution time for each priority level. Insert response here.
7. Maintenance Services.
Describe all maintenance services included in each major level of support tiers provided, i.e., software patches to major enhancements. Insert response here.
8. Software Updates and Schedule.
What updates are planned for your next major release? What is your schedule for this release? Insert response here.
9. Upgrade Process.
Describe the upgrade process, including the process for moving upgrades from Development/Test to Training and into Production environments. Insert response here.
10. Warranty Plan.
Describe the proposed warranty plan, including warranties for all applications included in the proposed solution. Insert response here.
11. Other Maintenance and Support Services.
Describe any other maintenance and support services offered or available for the proposed solution. Insert response here.
Include any applicable costs for these services in Attachment VIII, Cost Proposal.
C. Implementation and Management Approach – 35%
Although a detailed APD approach is included in Section 2, Scope of Work of this RFP, Proposers are expected to propose a best-industry methodology and solution, and are encouraged to provide innovative ideas to meet the needs of the APD in a timely manner.
1. High-Level Outline of CCP CMS Implementation Process.
At a high level, outline and briefly describe your solution’s implementation process from initial contract award and engagement, through deployment and into operations and maintenance. Include configuration, development, data mapping and conversion, integration, testing, training, etc.
Insert response here.
2. Approach to Gathering Business and Technical Requirements.
Provide a detailed description of your approach to gathering business and technical requirements for the Functionalities/Features checklist (Attachment VI), to design your CCP CMS and related architecture. At minimum, your response should include:
a. Business requirements gathering, gap analysis and validation approach and related steps; Insert response here.
b. Technical requirements development and validation approach and related steps; Insert response here.
c. System design approach and related steps; Insert response here.
d. Description of how you incorporate industry best practices into your approach; Insert response here.
Other: Insert response here.
3. Phase Description and Methodology.
Describe your project methodology for each of the five (5) Phases (see Section 2.4.1, Phased Approach of RFP) of your system development life cycle, including all resources, tools, and controls to be employed, to successfully accomplish project planning, scheduling, status tracking and go-live, etc.
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4. Deliverables.
Describe how you will approach the following list of the deliverables:
a. Enterprise architecture design for CCP CMS implementation and operations;
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b. Detailed gap analysis Report;
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c. Communication plan;
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d. Project management plan;
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e. Resource management plan;
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f. Change management plan;
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g. Risk and issue management plans, including the escalation process;
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h. Requirements specifications management plan;
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i. Quality management plan to ensure successful implementation of all phases;
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j. Testing plan, approach and supporting tools;
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k. Configuration and customization with written design documents;
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l. Integration plan;
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m. Interface control plan;
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n. Data mapping plan, data cleansing/conversion plan and conversion tools;
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o. System and User Documentation with Project artifact document repository, including, but not limited to: technical documentations, online help, workflow documentation, user documentation, system configuration documentation, database schema, tables, reports, etc.;
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p. Implementation Go-Live plan;
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q. User training plan;
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r. Technical/analyst training plan;
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s. CCP CMS support team knowledge transfer plan;
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5. Software Configuration.
a. Outline the process for configuring your software solution. Insert response here.
b. How do you confirm that business process and data management needs are addressed? Insert response here.
c. How are configuration changes and client decisions documented? Insert response here.
6. Custom Development.
a. Describe your process for addressing customer requests for new functionalities requiring a code or table modification. Insert response here.
b. Describe how you met a customer request for a functionality that required custom development. Insert response here.
7. Data Cleansing and Conversion
a. Describe your approach to successful data cleansing and conversion. Indicate major activities, project timing, and roles for your team and APD. Insert response here.
b. Provide a data migration plan, authored by your company, from a recent project. Insert response here.
c. In your experience what problems are likely to occur and when? Insert response here.
d. How do you address validation of migrated data? Insert response here.
8. Testing
a. Describe the approach to all testing normally employed in the implementation of your solution. Insert response here.
b. From a recent project, provide a representative sample of a project test plan that addresses planning activities, the types of testing conducted (unit testing, functional testing interface testing, regression testing, UAT, etc.), testing tools, and defect tracking. Insert response here or indicate where attached.
c. What resources will you provide to APD to support user acceptance testing (scripts, test plans, etc.)? Insert response here.
9. Quality Assurance Approach
a. Describe the quality assurance approach employed in the implementation of your solution. Insert response here.
b. Include representative samples of any reports, plans or other quality control instruments from a recent project. Insert response here or indicate where attached.
c. Describe your approach to development of training materials for the newly configured/customized system. Insert response here.
10. Experience with Agile methodology.
Per RFP Section 2.4.2, describe your experience using the Agile methodology on similar client projects within the past five years. Identify the clients, briefly describe the projects, and identify the specific years the projects were implemented. Provide any lessons learned or recommendations. Insert response here.
11. Experience working with clients to develop project plans and verification and validation plans.
Per RFP Section 2.4.3, the selected Contractor will be required to collaborate with APD to develop a Narrative Project Plan and Project Validation and Verification Plan. Describe your experience collaborating with clients on similar projects within the past five years. Identify the clients, briefly describe the projects, and identify the specific years the projects were implemented. Provide any lessons learned or recommendations. Provide a representative sample of a Narrative Project Plan and Project Validation and Verification Plan. Insert response here.
12. Ability to Ensure Compliance with Security Requirements.
Describe your firm’s ability to be contractually compliant with RFP Section 2.5 Confidentiality and Security requirements upon contract certification. Insert response here.
13. Organizational Change Management Approach.
Describe your proposed approach to Organizational Change Management for this Project. Include any services provided to develop new business processes and to support changes in policies and procedures required as a result of the CCP CMS. Insert response here.
D. Project Staffing Plan – 10%
1. Continuity of Qualified Staffing. The Proposer certifies that it is willing and able to commit to and maintain continuity of qualified staffing, including number of FTEs, roles and experience level (in accordance with the Mandatory Qualifications stated herein), to successfully complete services being proposed.
r Yes. Please explain.
Insert response here.
r No. Please explain.
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2. Key Personnel Qualifications
The following are Key Personnel roles and Mandatory Qualifications.
Key Position Title / Mandatory Qualifications / Name of Proposed Staff Person /Project Manager / · 5 years of large-scale program/project management experience.
· Successful implementation of the proposed software is required.
· The Proposer’s Project Manager for this RFP must have been the Project Manager for one of the Proposer’s CCP CMS prior projects and must have been the person responsible for managing resources, budget, timelines, deliverables and deployment for no less than 50% duration of the project (from project kick-off to deployment), but no less than 6 months.
· Project Management Professional Certification (PMP) preferred. / Insert response here. /
Enterprise Architect / 5 years of professional enterprise architectural experience with the proposed technical environment/infrastructure. / Insert response here. /
Database Administrator / 5 years experience with the proposed database. / Insert response here. /
Senior Development Manager / 5 years experience with the proposed CCP CMS software. / Insert response here. /
Senior Business Analyst / · 10 years of large-scale business analyst experience.
· 3 years experience with the proposed CCP CMS software is required. / Insert response here. /
Testing Manager / 2 years experience with the proposed CCP CMS software is required. / Insert response here. /
Configuration and Release Manager / 3 years experience with the proposed CCP CMS software is required. / Insert response here. /
Training Manager / 2 years experience with the proposed CCP CMS software is required. / Insert response here. /
Interface Manager / 3 years experience with the proposed CCP CMS software is required. / Insert response here. /
Conversion Manager / 3 years experience with the proposed CCP CMS software is required / Insert response here. /
a. Provide detailed narrative information listed below for each person identified as Key Personnel: