ATTACHMENT A- COVER SHEET, Part 1
Oregon Department of Revenue
ATTN: Kim Dunston Phone: 503-945-8811
955 Center St NE. Fax: 503-945-8382
Salem, OR 97301-2555
REQUEST FOR QUOTATION
150-1239-11
Return to Kim Dunston by 3:30 PM PST on Wednesday, January 19, 2011 via mail, or email to , or fax to 503-945-8382.
Description: IT Applications/Architecture Consultant
Estimated Contract Start Date: February 1, 2011 Contract End Date: June 30, 2011
Contact: Kim Dunston
RFQ CLOSE DATE AND TIME: January 19, 2011 at 3:30 pm PST
I. Background
The IT Services section within the Oregon Department of Revenue (Agency) has an immediate need for an Applications/Architecture Manager. Due to state budget cuts and a freeze on filling open positions, Agency is requesting bids for contract support to provide needed technical leadership for the remainder of this biennium (through June 2011). In addition, the successful bidder will assist the Agency in preparing to recruit a full-time ongoing Applications/Architecture Manager, i.e. defining role and responsibilities and needed skills. The successful bidder will not participate in the actual recruitment, which may take place in the next biennium.
II. Scope of Work
This position is in IT Services and is part of the IT management team. The successful candidate will be able to work on-site in Salem three days a week (specific days to be determined). The successful candidate will have strong management and communication skills, web application design and development experience, and technical architectural design skills.
Consultant shall provide the following services:
1. Manage Agency’s Web development team (4 in-house developers and several ComSys contractors) delivering as much functionality as possible by June 30, 2011 on Agency’s Taxpayer Self-Sufficiency web application. This includes making day-to-day task and project assignments, prioritizing work, providing staff oversight, communicating with stakeholders including the Agency Management Team, and resolving issues with the Project Manager, Business Sponsor and others. Agency’s technical staffs are SEIU union represented and must be managed within the bounds of the SEIU contract and Agency personnel policies.
2. Validate our current and future technical architectures, options and trade-offs. Documentation of Agency’s current architecture and future business requirements exist. Contractor will engage and lead Agency staff in performing an in depth analysis, and based on an understanding of Agency’s business requirements and technology roadmap, develop a proposal (with stated assumptions and guiding principles) for an architecture (or architectural options) that meet(s) documented requirements. Contractor will also help create an IT technical architecture team and implement a process for assessing architectural options on an ongoing basis, whether evaluating alternative solutions to meet business needs or leveraging opportunities provided by new technologies.
- Assist in the successful adoption of Agile/Iterative development methodology. Review current development processes, determine needed changes, and assist in the leadership, training and coaching of development staff in adopting Agile/Iterative methodology.
4. Assist in preparations to recruit a full-time Applications/Architecture Manager – define and document role and responsibilities, qualities/characteristics needed in successful candidate, suggest recruiting strategies and advertising locations.
III. Evaluation Criteria
1. Skill to meet Agency need. 40%
Describe your knowledge and hands-on experience in the following areas:
a. Guiding web application development – using industry best practice and standards; establishing an appropriate and effective architecture for web applications; conducting development using an agile/iterative methodology; experience implementing a service oriented architecture and an enterprise service bus.
b. Developing and implementing organizational Enterprise Architecture processes – helping organizational management teams understand the need for EA and expected outcomes from EA; defining roles & responsibilities required and initiating EA processes at an organization; establishing and maintaining EA documentation.
c. Managing a team of in-house developers and contractors to deliver web-based business applications – i.e. requirements analysis through development, testing and implementation, utilizing iterative development methodology. Experience managing represented staff in a public sector environment a plus.
d. Providing leadership to an IT Services organization in migrating to a new technical environment and preparing to support new core systems. Key skills needed:
i. Strong communication, interpersonal and influencing skills
ii. Organizational change management skills
iii. Customer relationship skills (supporting and garnering support from business divisions)
2. Depth and breadth of Web application expertise. 15%
Describe/demonstrate the depth and breadth of your expertise in Web application development. How many years of experience do you have managing a web development team? What types of development methodologies and integrated development environments have you used? What are the primary technical/architectural decisions that a government agency needs to make with regards to delivering services via the Web? What in your experience is the most effective way for an IT shop to migrate from a traditional waterfall methodology to agile development methods? Provide examples of work products delivered or related documentation where appropriate.
3. Depth and breadth of Technical architectural design expertise. 15%
Describe/demonstrate the depth and breadth of your expertise in implementing Enterprise Architecture, and specifically, the Applications, Infrastructure, Data and Security architectural domains. What key roles and responsibilities should the IT organization play in helping to establish agency-wide Enterprise Architecture processes? What kinds of written deliverables should be produced and maintained as part of agency-wide Enterprise Architecture processes? What is the most effective way for an IT organization to document and communicate Technical Architectural alternatives and trade-offs to the agency’s management team and business leaders? Provide examples of your work products or related documentation where appropriate.
4. References. 20%
References shall demonstrated previous success in similar projects. Submit References using Attachment A, Cover Sheet: Part 2.
5. Cost Proposal. 10%
Hourly cost must be inclusive of all services, expenses and fees (i.e., Payroll expenses – hours/rate/title, Admin, Travel, Overhead, etc.). Consultant shall submit the Cost Proposal separately from the rest of their submission.
All quotes shall be scored based on the scoring criteria listed above. The lowest Cost Proposal price or rate shall be awarded the maximum number of Cost Points available under the RFQ. Cost Proposals with higher prices or rates shall be awarded a percentage of the maximum Cost Points awarded based on the following formula:
(L/X)*Y = A
where:
X = Cost Proposal being scored
L = Lowest Cost Proposal among all Proposals
A = Awarded points
Y = Total Points Possible
If Agency requests clarification of any pricing information included in Consultant’s Cost Proposal, Consultant shall provide the clarification within 2 business days (Monday through Friday, state-observed holidays and furloughs excluded) or the Proposal may be rejected as non-responsive at the sole discretion of Agency.
Agency will award the solicitation to the highest ranking quote. In the event negotiations with the apparent successful Proposer fail, Agency reserves the right to rescind the award and offer to the next highest ranking Proposer.
Agency will establish an evaluation committee which may consist of Agency staff, government partners and community partners to review, evaluate and score each Quote.
Any attempt by a Proposer to improperly influence a member of the evaluation committee during the quote review and evaluation process shall result in quote rejection.
The evaluation committee may request additional clarification from Proposers for any portion of the Quotes. If a Quote is unclear, Proposer may be asked to provide clarification. No new information or documentation may be submitted, however, and clarifications may not be used to rehabilitate a non-responsive Quote.
IV. Quote Requirements
The Quote must describe how the Proposer shall meet all of the requirements described in the Scope of Work. Quotes that merely offer to provide Supplies and Services as stated in the RFQ shall be considered non-responsive and shall not be further considered.
Insurance requirements for this contract are set forth in Section 4 of Attachment C. The successful Proposer must provide certificates of insurance and any applicable endorsements as required by Section 4 to Agency prior to execution of the Contract.
V. Submission of Quotes
Proposer shall sign and submit the Quote Cover Sheet (see Attachment A). Electronic submission of quotes is Agency’s preferred method. With the exception of electronic or fax submissions, Submit one original signed quote and five copies. The originals and all copies of the Quote must be submitted in a sealed envelope or box, labeled “Quote to RFQ #150-1239-11” and delivered to the Single Point of Contact.
Proposers shall provide a minimum of three references for equivalent services to those described in this RFQ performed within the last 5 years.
Agency shall not be responsible for any failure attributed to the transmission, or receipt of facsimiled or emailed Quotes. Proposer should confirm Agency receipt.
Agency reserves the right to accept any quote or any part or parts thereof, negotiate the Statement of Work, or to reject any or all quotes and cancel the RFQ. Submission of a quote does not constitute an agreement between Agency and Vendor, nor does it secure or imply that Vendor will be selected.
By submitting a quote to this RFQ, Proposer agrees to all terms and conditions of the Contract (Attachment C) and its included Section 1(Statement of Work), Section 4 (Insurance Requirements), Exhibit 1 (Independent Contractor Certification), Exhibit 2 (Agency Secrecy Clause) and Exhibit 3 (IRS Safeguard Language). The Contract attached hereto is incorporated herein by reference.
The cost, statement of work of the project and any terms and conditions of the awarded contract, may be negotiated, within the overall intent described in this RFQ, with the selected Proposer. If negotiations are not successful and a Contract is not executed within 60 days, Agency may either: (a) terminate negotiations with the top selection and begin negotiations with the next highest ranked Proposer, (b) cancel the solicitation, or (c) continue negotiations with the highest ranked proposer.
All costs incurred in preparing and submitting a Quote in response to the RFQ are the responsibility of the Proposer and shall not be reimbursed by Agency.
VI. Single Point of Contact (SPC)
All questions, whether about the technical requirements, contractual requirements, the procurement process, or any other aspect of the project or needed services, shall be directed only to the SPC listed on the first page of this Request for Quotes.
VII. Protests
In accordance with OAR 125-247-0270, protests shall not be allowed.
VIII. Questions
All inquiries relating to the RFQ process, administration, deadline or award, or to the substantive technical portions of the RFQ, should be directed to the SPC listed on the first page of this RFQ.
All questions regarding the intent of the work or technical aspects of the work must be submitted in writing (mail, fax, or e-mail). When appropriate, revisions, substitutions, or clarifications shall be issued as addenda to this RFQ. Changes/modifications to the RFQ requirements shall ONLY be recognized if in the form of written addenda issued by Agency. Agency shall advertise the response on the Oregon Procurement Information Network (ORPIN). Anyone who has received a copy of this RFQ from somewhere else will only be alerted to the existence of any addenda by checking the ORPIN system.
Questions regarding this RFQ will be accepted until 12:00 p.m. PST on Wednesday, January 12, 2011. Questions from and answers to any one Proposer will be posted on ORPIN (as soon as resolved and before the submission deadline), if such questions will clarify any part of this RFQ.
IX. ORPIN
The RFQ, including all Addenda and Attachments, shall be posted on the Oregon Procurement Information Network System (ORPIN). Agency is not required to mail the RFQ, its Addenda or Attachments. Notification of any substantive clarifications provided in response to any question will be provided and published at the ORPIN web site below. For complete RFQ documentation visit the ORPIN web site:
http://orpin.oregon.gov/open.dll/welcome and view Agency Opportunity number listed on the first page of this RFQ.
Addenda are incorporated within the RFQ and may be viewed and downloaded on ORPIN by registered suppliers. Proposers should consult ORPIN regularly until the RFQ closing time to ensure that they have not missed any Addenda announcements.
Any oral communications shall be considered unofficial and non-binding. Proposers shall rely only on written statements issued by the SPC.
Proposers unfamiliar with ORPIN may contact the State Procurement Office (SPO) at the Department of Administrative Services, 1225 Ferry St. SE - U140, Salem, OR 97301-4285; telephone (503) 378-4642. Proposers may also look for updates about ORPIN on the SPO website: http://procurement.oregon.gov/.
X. Reservation of Agency Rights
Agency reserves all rights regarding the RFQ, including, without limitation, the right to:
a. Amend, delay or cancel the RFQ without liability if Agency finds it is in the best interest of the Agency to do so;
b. Reject any or all Quotes received upon finding that it is in the best interest of the Agency to do so;
c. Waive any minor informality or non-conformance with the provisions or procedures of the RFQ, and seek clarification of any Quote, if required;
d. Reject any Quote that fails substantially to comply with all prescribed RFQ procedures and requirements;
e. Negotiate a Statement of Work based on the Scope of Work described in this RFQ and to negotiate separately in any manner necessary to serve the best interest of the public;
f. Amend any Contracts that are a result of the RFQ for both anticipated amendments as set forth in Attachment C, Section 3 (D), and unanticipated amendments;
g. Engage consultants by selection or procurement independent of the RFQ process or any Contracts or agreements under it to perform the same or similar services; and
h. To extend any Contracts that result from the RFQ without an additional RFQ process for up to a total of 1 years, pursuant to OAR 125-246-0560.
Although price is a consideration in determining the apparent successful Proposer, the intent of the RFQ is to identify a Quote from a Proposer that has a level of specialized skill, knowledge and resources to perform the work described in the RFQ. Qualifications, performance history, expertise, knowledge and the ability to exercise sound professional judgment are primary considerations in the selection process. Due to the highly technical nature of some of these tasks, the Proposer with the lowest Price Quote may not necessarily be awarded a Contract. Agency reserves the sole right to determine the best Quote.