Cherokee Nation Businesses, LLC

Project Portfolio Management Tool

RFP Document

April 2016

CNB Project Portfolio Management Tool RFP Final

1.0 Introduction

1.1 Company

1.2 Contact

1.3 Project Objective

2.0 RFP GENERAL INFORMATION

2.1 RFP Overview

2.2 RFP Format

2.3 RFP Timetable

2.4 Vendor Characteristics

2.5 Contractual Issues

2.6 Security and Control

2.7 Training

2.8 Documentation

2.9 Design Approach and Strategy

2.10 Roles and Responsibilities

2.11 Tribal Employment Rights Office

2.12 Cherokee Nation Gaming Commission

2.13 Rejection of Bids

3.0 Vendor’s Response to RFP

3.1 Format of Vendor’s Response

3.2 Introduction and Vendor Background

3.3 Design Approach

3.4 Training

3.5 Project Costs

3.6 Security Questionnaire

3.7 RFP Certification

4.0 Glossary

5.0 Legal Documents

BUSINESS RELATIONSHIP AFFIDAVIT

1.0 Introduction

1.1 Company

Cherokee Nation Businesses, L.L.C. (CNB), is wholly owned by the Cherokee Nation, one of the nation's largest American Indian tribes. CNB, the economic engine of the Cherokee Nation, owns companies in the gaming, hospitality, personnel services, distribution, aerospace, manufacturing, telecommunications, technology services, medical equipment, security and defense services, construction and environmental services industries. CNB continues to grow and expects to acquire new businesses in the future.

CNB currently employs more than 4,400 people in northeastern Oklahoma and northwestern Arkansas. The Cherokee Nation and its businesses employ more than 10,000 people in all, making it one of the area’s largest employers.

1.2 Contact

All questions related to this document should be directed by email to Talia Myresat the following address:

1.3Project Objective

1.3.1 Overview

CNB wants to manage project portfolio(s) in a single environment, including the proposal of projects, the approval of projects, the planning and management of project schedules and resources, and the project documentation. CNB also desires to manage the utilization of human resources for the 40 hour work week, including project and non-project work. It is intended that proposed projects will be able to be included and excluded from the portfolio of projects for evaluation and optimization purposes. Besides Tribal Internal Control Standards (TICS), other regulations that must be considered include IRS, HIPAA, PCI Council, ID Theft and Deterrence Act and other regulations such as DCAA, DCMA, ITAR, FinCEN, etc.

This project will include several components: software, integration with a third party project planning tool, creation and scanning of project documents, and the actual implementation (partner/consultant). CNB may or may not award all components to the same vendor. During the bid process, each vendor will have the opportunity for a site visit to assess the property and obtain additional information. Specific information such as number of users, locations, document quantities, etc. will be provided once an NDA is signed.

1.3.2 Vision Statement

CNB’s Project Portfolio Management (PPM) system must encompass several areas of functionality to meet the needs of all its users. The base feature is a project portfolio management system as a process with a single point of access and management for proposed and approved projects. The system is intended to be employed, eventually, across multiple business units, with each business unit standing as an individual entity in the system, with the capability to aggregate selected business units, at the discretion of CNB management.

Portfolio and project documents and information will be available to appropriate personnel, with the ability to limit editing capabilities separate from viewing capabilities, but function and feature. Additionally, the system will allow supervisors to document time availability by work category for each employee, based on a 40-hour work week.

The PPM system will interact with a third party project management planning software, with the ability to extract selected data and present reports and dashboards based on the extracted and separately-entered information.

1.3.3Key Business Objectives and Success Criteria:

Manage the project workflow, from idea to project closeout

Provide resource utilization data, by employee, for project and non-project work

Management is able to optimize the use of available resources to ensure the highest priority work is being accomplished at all times

Supervisors control the availability of each employee

Project Managers, Project Sponsors, Project Stakeholders, and others in the organization have access to project data and documents for their individual consumption

Executive Management has 24/7 access to project portfolio data

1.3.4Enterprise Content ManagementFeatures

The solution should address the following requirements:

Process Support

  • Configurable workflow, with approval capability at each step, which supports the project portfolio process and the project management process.
  • Partitioned work areas, accommodating multiple disparate business units/departments.
  • Configurable aggregation capabilities of selected business units/departments.
  • Supports multiple development lifecycles, with milestones for each lifecycle phase
  • Support “agile” workflow.
  • Auto-generated notification when a project is approaching the completion of a lifecycle phase.
  • Status Reporting
  • Status Reporting schedule is configurable by project.
  • Notification of status reports not completed.
  • Issues Logs – Issues Management
  • Risk Management Logs – Risk Management
  • Optional: Survey capability (for completed projects, etc.)

Portfolio Optimization

  • Multiple portfolios with unique criteria, projects, dashboard, and reports.
  • Shared resources across multiple portfolios.
  • Shows the current state of approved projects.
  • Shows the impact of proposed projects on the portfolio.
  • “Pipeline” projects – not yet approved by the Portfolio Management Team – appear upon completion of a project proposal in ServiceNow.
  • Supports chargeback practices.
  • Ability to provide “what if” portfolio scenario planning (e.g. the effect of adding a new project on available resources).

Project Planning and Management

  • High-level planning available in the PPM tool.
  • Easy interface with Microsoft Project is preferred, with configurable identification of extracted and reported data.
  • Check In/Check Out of project plans.
  • Auto-update upon Check In.
  • Interface with Outlook Calendar for task calendaring.
  • Interface Outlook email for status reporting, with auto-creation of status report requests using identified fields in the project plan.
  • Actual time reporting by project or by task, as determined by CNB (both capabilities need to be present but selectable).
  • Auto-generation of status requests for all baselined activities.
  • Status reports indicate if the reporting activity is on the critical path.
  • Status reports indicate the predecessor(s) and successor(s) of the reporting activity.
  • Resources can be planned by the PM by skillset, and supervisors can subsequently assign actual individual/employees.
  • Status reporting needs to be a non-licensed activity.
  • Budget tracking.
  • Optional: The PM has the capability to accept or not accept each status report line item as submitted by the resource. Accepted items update the project plan automatically.

Resource Utilization Management

  • Provides an Organization Breakdown Structure (OBS):
  • Unlimited employees
  • Unlimited organizational levels
  • Skills management
  • Job titles
  • 40 hour work week
  • Presents individual resource availability and utilization.
  • Extracts project utilization information from Microsoft Project.
  • Presents utilization based on project priorities.
  • Actual time reporting by project, not by task.
  • Can update project plans based on time reported, but this is an option that can be turned on or turned off, at the discretion of CNB.
  • Can be aggregated at all levels of the OBS.
  • Reminder for time reporting based on the pre-determined schedule.
  • Notifies Project Managers and Supervisors when a resource is over-allocated.
  • Identification of Billable time versus Administrative time.
  • Skills can be determined and managed, with multiple skill levels for a single skill.
  • Resource Availability is based on an average time capacity of each resource.
  • Exceptions to the average time capacity can be logged by the supervisor.
  • Exceptions to the average time capacity appears differently from the average time capacity.
  • Utilization of each resource is demonstrated by project/non-project function, with each project/non-project function evidenced by a distinct color or differentiator.
  • Utilization of each resource is demonstrated based on assigned project/non-project function priorities.
  • Time reporting needs to be a non-licensed activity.
  • Time can be entered in advance (anticipating vacations, etc.).
  • PMs, Supervisors, and Assigned Resources need to be able to change the Assigned Resource.
  • Reportable by priority level – able to track level of priority each resource is working on.
  • Ability for the supervisor to “experiment” with capacity before formally setting the capacity (“shadow” capacity planning)
  • Drilldown capacity for each project on the utilization screen.

Dashboards and Reporting

  • Configurable dashboard presentation at all levels of the project portfolio and project workflow.
  • Project listings based on prioritization of projects.
  • Available 24/7 electronically.
  • Automatically “pushed” to selected individuals on a pre-determined schedule via email.
  • Information is extractable into spreadsheet tools for creation of adhoc reports.
  • Project categories can be created, and projects can be reported by category.
  • Auto-generated notification of change on each dashboard item, as determined by individual CNB personnel.
  • Projects can be selected to be included on reports to various audiences.
  • Time reporting to supervisors is a one-page report.
  • Auto-generated report of resource time reported versus planned/approved capacity.
  • All team members need to be able to see project plans.
  • Baseline History report.
  • History report by individual resource for changes in capacity.
  • Creation of email lists, based on project roles.
  • Report of individuals who have not reported time for each designated time reporting period.
  • Optional: Ability to access database for custom reporting

Document Repository

  • Digitize, store, and archive project and portfolio documents.
  • Easy document retrieval.
  • Allow for secure encryption of documents.
  • Allow searching a document's fields and indexes across the document repository.
  • Save, store, and archive digitized documents using PDF/A format.
  • Optional: Integration with SharePoint

System Access and Security

  • Varying levels of licensing based on roles and activities.
  • Temporary access/licenses available for consultants, contractors, non-IT personnel (concurrent licensing preferred for this).
  • Access to system fields and documents, based on roles, with varying levels of capabilities and access per role.
  • Provide maintenance schedule and reliability standards for the solution.
  • Provide the support schedule i.e., 24 hours a day x 7 days a week, 365 days a year.
  • Abide by the regulatory and compliance rules (e.g. HIPAA, ITAR)in protecting electronic information from unauthorized access
  • Provide role-based security.
  • Auditing trail, tracking access and contribution to the system.
  • Utilize single sign-on authentication, as defined by AD group memberships.
  • Utilize multi-forest AD environment to define a user's security permissions.
  • Provide mobile device functionality that authenticates using active directory or SAML/Federation services.
  • Function with multiple operating systems, such as Windows 7 and above and iOS 8 and above
  • Use the English language. The English language shall be the official language used for communication concerning this project.
  • United States currency shall be the official currency concerning this project.
  • Web-based solutions shall be cross-browser compatible, such as with IE8 and above, Safari, Chrome, and Fire Fox
  • System can be hosted, non-hosted or hybrid. If hosted, it should utilize SAML for authentication.
  • Integration with ServiceNow
  • Integration with Microsoft Project
  • Integration with Okta
  • Integration with Active Directory in terms of single sign-on and security groups
  • Optional: Integration with Kronos
  • Optional: Integration withDeltek Time & Expense and Shop Floor Time
  • Optional: Integration with PeopleSoft HR
  • Optional: Integration with Microsoft Outlook
  • Optional: Microsoft Team Foundation Server

System Support

  • Cloud-based solutions shall provide CNB with a backup and disaster recovery plan, while on-site solutions shall default to the existing CNB disaster recovery plan.
  • Lab/Development (sandbox) and Production environment

1.3.5Project Management

CNBunderstands each vendor will bring its own methodology to the project, however, the Project Portfolio Managementproject will be managed by the internal CNB Project Manager.

1.4 Scope and Limitations

The scope of this RFP is to evaluate Project Portfolio Management(PPM) systems against the requirements contained in this document, then select, and implement the system that best fits CNB’s requirements. This RFP may be awarded as all-in-one or piece-meal:

  • Project Components
  • Software
  • Implementation of PPMsolution (in whole or in part)

Bid responses should list the effort, cost and timelines for each component (software, and implementation) separately.

2.0 RFP GENERAL INFORMATION

2.1 RFP Overview

The goal of this Request for Proposal (RFP) is to determine if your services meet the functional and technical needs of CNB. Please feel free to submit any additional information you deem appropriate for this project.

Any CD/flash drive and/or user documentation submitted with your proposal will be returned upon written request. All other materials provided will become the property of CNBand will not be returned to the vendor. Vendors shall provide 3 hard copies of each proposal and then one copy via soft copy on flash drive/CD, etc.

RFP submission:

All proposals should be sent by express delivery, regular mail or hand delivery to CNB’s Catoosa Corporate office at the following address, to be received no later than 3:00 pm on Monday, May 2, 2016.

IF BY EXPRESS DELIVERY OR REGULAR MAIL

Cherokee Nation Businesses, L.L.C.

Attn: Talia Myres

777 W. Cherokee Street

Catoosa, Oklahoma 74015

IF BY HAND DELIVERY

Cherokee Nation Businesses, L.L.C.

Attn: Talia Myres

Corp. Building 3

1102 N. 193rd East Avenue

Tulsa, Ok 74105

Bids shall be submitted at the time and place indicated and shall be enclosed in a sealed envelope, marked with the Project Title, RFP Number, Name and Address of the bidder, and accompanied by the other required documents. If the Bid is sent through the mail or other delivery system, the sealed envelope shall be enclosed in a separate envelope addressed to the Cherokee Nation Entertainment, L.L.C., Attn: Talia Myres, with the notation “SEALED BID - DO NOT OPEN” on the face thereof.

A pre-bid conference call will be held sometime between Wednesday, April 20, 2016 and Friday, April 22, 2016. The purpose of this call is to allow potential bidders to ask questions and make clarifications about the RFP. A signed Non-Disclosure Agreement must be returned to CNB prior to attending the pre-bid call. NDAs are due to Talia Myres via email by 5:00pm CST on April 18, 2016. If possible, submit your questions via email to by April 18, 2016. Verbal questions will be taken on the call but it’s preferred to have a list of the questions prior to the call.

The attached “Non-Disclosure Agreement” document must be filled out in its entirety and returned via emailprior to any questions being answered and prior to attending the pre-bid call. The Non-Disclosure Agreement must also be returned in the RFP response. Failure to return the Non-Disclosure document with bid prior to bid closing will result in disqualification of bid.

RFP responses should include all requested information including the scope of the bid. This information will be held in confidence and will not be made available to other vendors. Likewise, the vendor agrees to hold in confidence any and all information included in this RFP and will not disclose to a third party any part of this RFP, except as necessary to generate a response to this RFP. CNBreserves the right to issue one award, multiple awards or reject any or all responses. CNBreserves the right to make partial awards, to award all work, to reject any and all bids, to waive any and all bid document requirements and to negotiate contract terms with the successful bidder, and the right to disregard all nonconforming, nonresponsive or conditional bids. Discrepancies between words and figures will be resolved in favor of words. Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum. The vendor is responsible for all costs they incur in preparing their response to this RFP. The vendor may be asked to present their response on-site. Any questions regarding this RFP should be communicated via e-mail to .

2.2 RFP Format

This RFP will be posted to the procurement website: Any amendments, revisions, or other information relevant to the RFP will be posted here as well.

2.3 RFP Timetable

The timetable below is subject to change, but if any modifications to the project time schedule are made, they will be communicated to all bidders in a timely manner.

April 11 to April 29, 2016 – RFP Posted to Cherokeebids.org website

April 18, 2016 – SignedNon-Disclosure due to CNB via email. This is required to attend the pre-bid call.

Between April 20, 2016 and April 22, 2016 –Pre-bid conference call

May 2, 2016 – Bid Responses Due to CNB

May 9, 2016 through May 23, 2016 – Vendor de-scope/interviews/demos with CNB project team

June 2, 2016 – CNBFinal Selection

2.4 Vendor Characteristics

Outlined below, not necessarily in order of importance, are the high-level descriptions of criteria that will be looked for in evaluating proposals.

Successfully implemented project portfolio managementtool.

Have a reputation for financial stability and operate a well-established and stable organization.

Demonstrate an approach and design methodology compatible with the approach outlined in this document.

Have a collaborative mindset that enables CNBto effectively implement and support the process/application.

2.5 Contractual Issues

Upon award, Cherokee Nation Businesses and the vendor will negotiate mutually agreeable terms and conditions. All work products after award will become the property of CNB. Vendor must contractually commit to all statements made in their RFP response. All statements in this document are considered in scope even if not identified in vendor documents.