Request for Proposal OCIO Provision of Professional Services TRIM Enterprise Deployment

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1 Request for Proposal OCIO Provision of Professional Services TRIM Enterprise Deployment Office of the Chief Information Officer Government of Newfoundland & Labrador

2 Information Sheet Request for Proposal for IM/IT Services RFP Title: Provision of Professional Services TRIM Enterprise Deployment RFP #: OCIO Issue Date: September 18, 2008 Questions Deadline: September 26, 2008 Closing Date: October 17, 2008 Award Date: October 28, 2008 Start: November 1, 2008 Proposal Label: Closing Date: Government Purchasing Agency 30 Strawberry Marsh Road St. John s, Newfoundland and Labrador Canada A1B 4R4 Project Name OCIO # October 17, :00 pm NST OCIO Contact Information Name: Mark Brown Title: Director, Application Development Phone: (709) Alternate OCIO Contact Name: Iris Power Title: Information Management Consultant Phone: (709) Other Info: Proponents Meeting (Optional) Location: Date:

3 TABLE OF CONTENTS 1.0 INTENT OF THE REQUEST FOR PROPOSALS (THE RFP) BACKGROUND OFFICE OF THE CHIEF INFORMATION OFFICER (OCIO) BRANCHES OF THE OCIO DESCRIPTION OF EXISTING SYSTEM PROJECT INFORMATION OVERVIEW OF PROJECT CONTRACTOR AND RESOURCE RESPONSIBILITIES PROJECT MANAGEMENT PRIMARY LOCATION OF WORK AND TRAVEL REQUIRED HARDWARE, SOFTWARE, AND FACILITIES STATUS REPORTING WARRANTY WORK SCHEDULES PROPOSAL SUBMISSION PROCEDURES PROPOSAL SUBMISSION INQUIRIES AND COMMUNICATION PROPOSAL CONTENT PROPOSAL FORMAT PROPOSAL ACCEPTANCE CONFIDENTIALITY OF PROPOSALS GENERAL TERMS AND CONDITIONS ATLANTIC PROCUREMENT AGREEMENT AGREEMENT WORKPLACE HEALTH, SAFETY AND COMPENSATION COMMISSION (WHSCC) CORPORATION UNSUCCESSFUL PROPONENTS SECRECY AND SECURITY CERTIFICATE OF CONDUCT VERIFICATION OF EDUCATIONAL CREDENTIALS AND/OR DESIGNATIONS SUBCONTRACTORS NO GUARANTEE OF WORK LIABILITY FOR ERRORS INDEMNITY PROPOSAL EVALUATION OVERRIDING PRINCIPLES PROPOSAL & PROPONENT CRITERIA EXPERIENCE CRITERIA EVALUATION COMMITTEE REFERENCES AND INTERVIEWS PROPONENT INFORMATION REQUESTED DESCRIPTION OF BUSINESS PERSONNEL SUBSTITUTIONS PROJECT CANCELLATION PROJECT EXTENSION OTHER INFORMATION FORMAT FOR PROJECT DESCRIPTIONS INFORMATION RELEVANCY...18

4 8.0 FINANCIAL CONSIDERATIONS TERMS OF OFFER PRICING PROPONENT EXPENSES PAYMENT TERMS AND PROGRESS PAYMENTS...19 SCHEDULE A...20

5 1.0 INTENT OF THE REQUEST FOR PROPOSALS (the RFP) The Office of the Chief Information Officer (OCIO) is seeking proposals for the professional services of a team to provide TRIM project management and support for the Enterprise rollout of TRIM Context to meet a variety of Line of Business requirements. The contract with the successful proponent will be in place until March 31, Subject to the annual funding process, the OCIO reserves the right to extend the agreement with the successful proponent for an additional 2 years. 2.0 BACKGROUND 2.1 OFFICE OF THE CHIEF INFORMATION OFFICER (OCIO) The OCIO provides for the operation of Government's computer systems and infrastructure, the planning, development and implementation of new IT initiatives, the coordination of IT and information management for Government and IT industry development. The focus of the OCIO is on strengthening and modernizing the functions of government. It recognizes information is a key asset that must be effectively managed to provide benefit. The OCIO will actively promote technology to support business users by providing effective services including the right tools and skills. The OCIO has a centralized structure reflecting the operational and strategic role of IT across government. The office is located in Executive Council and the CIO reports directly to the Premier. 2.2 BRANCHES OF THE OCIO The Information Management Branch has a mandate for the development of Information Management (IM) policy and standards and provision of IM advisory services to government departments and agencies. The Application Development Branch has a mandate to oversee delivery and implementation of all Government of Newfoundland and Labrador TRIM related projects. The Application Services Branch has a mandate to support production systems including the operational support of applications. The Operations Branch has a mandate to support government s core infrastructure. The AD Branch has the lead role in implementing TRIM projects across the GNL. TRIM is the government information management technology standard. 2.3 DESCRIPTION OF EXISTING SYSTEM TRIM is an electronic content management (ECM) software created by TOWER Software. It is a solution to effectively manage business information through the application of business rules and information management constructs to ensure the efficient capture, reuse, storage, retrieval, navigation, and disposal of government information assets. The GNL has 15 existing TRIM implementations that cover a wide range of applications from case management to records centre management. The IM division is currently in the process of rolling out an Executive Correspondence Management System across the GNL. In addition, new Provision of Professional Services TRIM Enterprise Deployment Page 5 of 25

6 TRIM line-of business implementations are added at a rate of approximately 5 a year. The environment for TRIM in the GNL is varied and complex. 3.0 PROJECT INFORMATION 3.1 OVERVIEW OF PROJECT The overall goals of the project are: To work with Application Development Branch, Information Management Branch and Client Services Division of OCIO to identify and plan TRIM projects; To lead individual departmental TRIM projects relating to specific project initiatives; To lead the enterprise deployment of TRIM throughout GNL as required; To provide Tower certified training for TRIM Administrators, TRIM Power users, TRIM end users and TRIM technical training. To work with the Application Services and Operations to provide technical and system support for TRIM applications as required. The OCIO is currently deploying TRIM Enterprise. TRIM Enterprise (TRIM-E) is a subset of TRIM-GNL (Enterprise License capabilities) and provides an initial footprint into the TRIM- GNL world. TRIM-E allows departments to implement TRIM in a reasonable timeframe, to enable the automated management of departmental information. Its starting point is scaled to fit the capacity of both the OCIO and the departments. In most departments this will be the Executive correspondence management function. Once deployed, TRIM-E positions departments to further expand its use of TRIM into other business areas. Specific deliverables in each project will include, but are not limited to: creation of OCIO Project management framework documents for each project, business analysis of system requirements, TRIM configuration and creation of a TRIM configuration report, TRIM Administrator and end user training, preparation of a client support plan, scanning configuration where necessary and post-implementation support. Numerous other projects directly relate to the use of TRIM as the source of documentation and data. The start of each project is determined by corporate initiatives, individual departmental requirements or the need determined by projects under development. Teams of resources with TRIM expertise and experience are required to implement these projects as required by OCIO. 3.2 CONTRACTOR AND RESOURCE RESPONSIBILITIES The contractor will provide the following types of resources whose responsibilities could include but are not limited to the following: Project Manager: Manages several projects; responsible for all elements of a project and its associated project team. Manages projects during the development, implementation and operations start-up by ensuring resources are made available and the project is developed and is fully operational within agreed scope, time, cost and performance parameters; uses OCIO approved project management methodology. Defines and documents the objectives for the project; determines budgetary requirements, the composition, roles and responsibilities and terms of reference for the project team. Provision of Professional Services TRIM Enterprise Deployment Page 6 of 25

7 Formulates statements of problems; establishes procedures for the development and implementation of significant, new or modified project elements to solve these problems, and obtains approval thereof. Prepares plans, charts, tables and diagrams to assist in analyzing or displaying problems; works with a variety of project management tools. Produces project documentation such as scope documents, project plans, issue and risk logs, budget projections, monthly status reports, etc. Meets in conference with stakeholders and other project managers and states problems in a form capable of being solved. Resolves issues and ensures appropriate project rigor. Reports progress of the project on an ongoing basis and at scheduled points in the life cycle to stakeholders. Responsible for project sign-off. Business Analyst: Business process analysis, development, reengineering and implementation. Facilitate and document information or requirements gathering sessions. Identify barriers and develop solutions to ensure the success of projects. Act as team member, participate in meetings, collaborate on projects, liaise with end users, and seek appropriate solutions for clients. Prepare project documentation such as configuration reports, quick reference cards and user guides. Consider IM implications in the design and configuration of the system. Facilitate changes to workflow, forms and business processes. Evaluate manage, test, configure and implement Commercial Off the Shelf software (COTS) according to client needs in relation to TRIM implementation. Follow OCIO standards, guidelines, procedures and methodologies for system development. Identifies requirements for database improvements by determining users' needs, system performance and functional requirements. Conducts project specific training and provides post-implementation operational support. Maintains configuration control of the database; performs and/or coordinates updates to the database design; controls and coordinates changes to the database, including the deletion of records, changes to existing records and additions to the database until hand-over to the client. Perform other related duties as required. Technical Consultant: Provides technical and architectural leadership role in project teams. Review existing applications and identify opportunities for integration. Manage the testing and implementation of new releases of software. Contributes to and defines enterprise architecture for TRIM. Accepts, prioritizes and manages requests from the stakeholders. Defines and customizes data conversion strategies and specifications Provides post-implementation operational support to client. Delivers a Client Support Plan for each implementation. Liaises with the OCIO technical group to ensure technical requirements are met including development dataset, SAN storage space and Oracle server space. Liaises with LANDesk team to ensure efficient deployment of software to the desktop. Trainer: Provision of Professional Services TRIM Enterprise Deployment Page 7 of 25

8 Customize presentation material to suit the presentation approach to be used, the audience or other circumstances of the training, if needed. Incorporate modifications to the instructor s guide as required. Preparation and delivery of the course, which may involve the conduct of different types of learning activities including classroom-based learning, small learning groups, feedback coaching sessions, site visits, study tours, on-line facilitated training and simulations. Deliver course material in a balanced presentation blending both conceptual and practical, skill-building aspects. Maintain a pace that ensures participants are able to follow and understand the material, while staying on schedule and maintaining the integrity of the course. Use effective questioning techniques to ensure the participants understand the material, leading to the desired course outcomes and reinforcing the course s key messages. Recording and summarizing feedback and insights, evaluating the course effectiveness and providing feedback to management and advice on desirable changes to the course for future use. 3.3 PROJECT MANAGEMENT All projects conducted by the OCIO for the Government of Newfoundland & Labrador will have an OCIO Delivery Manager. The responsibilities of this individual may include, but not be limited to, management of administrative details such as notification of absences, account billing, contractual issues, etc; for this project, the OCIO Contract Manager will be Mark Brown or his designate. The successful vendor is responsible for day-to-day oversight of the project and assumes full accountability for deliverables agreed upon for each project. 3.4 PRIMARY LOCATION OF WORK AND TRAVEL The location will be the offices of the successful bidder while working on location with the GNL offices implementing TRIM. Their offices are primarily the Confederation Building, St. John s Newfoundland & Labrador but work may be required in Regional office locations around the province. The resources are to be located in this province, in the St. John=s area for the duration of the assignment. Expenses for site visits to the province or regular fly-backs to a permanent home will be borne by the contractor. Under no circumstances will the OCIO compensate the resource or the contractor for travel within the province without prior approval. Compensation for travel will be at standard government rates. 3.5 REQUIRED HARDWARE, SOFTWARE, AND FACILITIES The successful bidder will supply all computer hardware and software required by the selected resource. The contractor will be responsible for providing training and meeting any special needs of the selected resource. 3.6 STATUS REPORTING The proponent must be capable of providing weekly status reports to the Director Application Development, OCIO and to the Executive Directors of Application Development Provision of Professional Services TRIM Enterprise Deployment Page 8 of 25

9 or Information Management, OCIO when requested and by using the OCIO standard project management templates. 3.7 WARRANTY By submission of a proposal the Proponent warrants the proposed resource(s) possess the necessary skills, expertise and experience to complete the assignment. The work performed shall be guaranteed for a period of 6 months after project completion which shall be deemed to have taken place when the OCIO authorizes payment of the final invoice or when a period of 30 calendar days has elapsed during which the OCIO has not requested any changes or corrections to the project deliverables, provided such changes or corrections are within the scope of the project. Any deficiencies identified by the OCIO during the warranty period, that are within the scope of the project, will be corrected by the contractor without cost. 3.8 WORK SCHEDULES Hours and days of work will be as prescribed for the Public Service of the Province of Newfoundland and Labrador when working onsite. It is not anticipated there will be a requirement for overtime or holidays worked, however the selected vendor should be prepared to work beyond regular hours at the request of the OCIO. 4.0 PROPOSAL SUBMISSION PROCEDURES 4.1 PROPOSAL SUBMISSION The Proponent must provide one (1) proposal package containing six (6) complete hard copies and one (1) complete electronic copy (Adobe Acrobat Format) of the Response to the RFP. The soft copies should contain information identical to the hard copies. Facsimile or electronic only proposals are not acceptable and will not be considered Proposal packages must be received in full no later than 4:00 p.m., NST on or before the closing date specified on the RFP Information Sheet. Proposals received after that time shall not be considered and will be returned. Proposals must be signed by an authorized representative of the Proponent. Unsigned proposals shall not be considered and will be returned The Proposal must be delivered to the Government Purchasing Agency (GPA) at the address specified on the Information Sheet. GPA will not open the proposal package but will only take receipt of the proposal package on behalf of the OCIO for purposes of date and time stamping. The OCIO will then ensure the date and time stamp are enforced as per the time lines outlined in the RFP instructions All proposals must remain valid and open for acceptance for not less than one hundred and twenty (120) calendar days from the Closing Date of this RFP Proponents are solely responsible, and without recourse to GNL or the OCIO, for any expenses they incur in preparing and submitting an RFP and for its participation in the RFP process including, but not limited to, attending any Provision of Professional Services TRIM Enterprise Deployment Page 9 of 25

10 interviews or presentations requested by the Evaluation Committee and providing any additional information that may be requested by the Evaluation Committee. The Province and the OCIO shall not defray nor be liable for any reason for any expenses incurred by Proponents in responding to this RFP All compliant proposals and accompanying documentation submitted prior to the Closing Time are considered the property of the OCIO and will not be returned. 4.2 INQUIRIES AND COMMUNICATION All inquiries and other communications with GNL officials with respect to this RFP are to be directed ONLY to the individual(s) identified on the RFP information sheet Written inquiries and requests for clarification will be accepted up to October 17, :00 pm NST. Inquiries and requests for clarification received after this date will not be addressed Verbal information or representations shall not be binding upon GNL or the OCIO. Only written changes, alterations, modifications or clarifications approved by OCIO are binding. In order to be valid all such changes, alterations, modifications or clarifications shall be issued in the form of addenda and all such addenda shall become a part of this RFP All addenda issued in relation to this RFP will be available by contacting the Government Purchasing Agency or on the Government Procurement website at Proponents are responsible for ensuring they have received all addenda pertaining to this RFP and shall be deemed to have received same through their submission of a proposal in Response to this call Information pertaining to the OCIO obtained by the Proponent as a result of its participation in relation to this RFP is confidential and must not be disclosed by the Proponent except as authorized by the OCIO The OCIO may, during the assessment period, request a meeting with a Proponent to clarify points in the proposal. Demonstrations of any or all proposed solutions may also be requested. No changes by the Proponent will be permitted after the RFP Closing Time. The Proponent shall be responsible for any expenses incurred related to this requirement. 4.3 PROPOSAL CONTENT ALL PROPOSALS MUST ADDRESS THE CONTENT OF THE RFP. Compliant proposals are those clearly demonstrating a thorough understanding of the RFP, and its stated requirements and criteria. The OCIO will disqualify proposals that do not demonstrate this understanding and do not specifically address requirements and criteria as specified throughout this RFP document. 4.4 PROPOSAL FORMAT Provision of Professional Services TRIM Enterprise Deployment Page 10 of 25

11 Proposals shall be organized in the following format: Executive Summary, including: an overview of the professional services proposed; the hourly rate by resource type for the delivery of the requested work Professional Services Proposed Proponent will present a description of the services they propose to offer the OCIO. This section gives Proponents an opportunity to describe any special suitability, experience, product, resources, etc., that sets them apart from other Proponents. The section must: demonstrate the Proponent s understanding of the project and associated issues; demonstrate the Proponent s knowledge of the work performance of proposed resource(s); specifically address the requirements stated in the RFP; state how the past professional experience of the organization and the proposed resource(s) meets the requirements as described in the RFP; include brief supporting details from relevant projects Financial Proposal Clearly indicate the hourly rate by resource type for regular time and the rate with HST included. Observe all terms and conditions of Section 8.0 FINANCIAL CONSIDERATIONS Appendices Additional information relevant to the proposal, but not included in the above, should be attached to the proposal as appendices, and may include: resumes of proposed personnel; standard corporate profile; and any other information as deemed relevant by the Proponent. 4.5 PROPOSAL ACCEPTANCE The Purchaser reserves to itself the unfettered right to reject any or all Responses received in response to this RFP and is not bound to accept the highest ranking or any Response. The Purchaser may elect to cancel this RFP at any time with or without cause and no liability shall accrue to the Purchaser as a result of its exercise of its discretion in this regard The proposal of the successful Proponent will form part of any resulting agreement by attachment and incorporation by reference. Claims made in the proposal will constitute contractual commitments. Any provision in the proposal may be included in the resultant agreement as a direct provision thereof Any agreement resulting from this RFP shall be governed by the laws of the Province of Newfoundland and Labrador. Any agreement issued pursuant to this Provision of Professional Services TRIM Enterprise Deployment Page 11 of 25

12 RFP shall be issued in the name of the Proponent exactly as that Proponent s personal or corporate name is stated in the RFP document. Funds payable (CDN$) for materials delivered pursuant to this Agreement shall be paid only to the Proponent who is so listed as party to this Agreement. 4.6 CONFIDENTIALITY OF PROPOSALS All documents and other records in the custody of or under the control of some or all of the OCIO, or its representatives shall be subject to the Access to Information and Protection of Privacy Act, SNL 2002, c. A-1.1 ( Act ). Subject to the limitations of the Act, all RFP s and other documents and other records submitted by a Proponent in connection with this RFP will be considered confidential and financial and other proprietary information will not be disclosed. 5.0 GENERAL TERMS AND CONDITIONS 5.1 ATLANTIC PROCUREMENT AGREEMENT This procurement opportunity is subject to the provisions of The Atlantic Procurement Agreement and the Agreement on Internal Trade. Information on these Agreements may be obtained by visiting AGREEMENT In the event of any discrepancies between the RFP, the proposal submitted or the resultant agreement, the agreement will govern. 5.3 Workplace Health, Safety and Compensation Commission (WHSCC) The successful Proponent must be in good standing with the Workplace Health, Safety and Compensation Commission (WHSCC) or its equivalent in the jurisdiction where the Proponent organization is located and provide a certification letter to this effect prior to receiving any payments for this contract. 5.4 CORPORATION If the Proponent is a corporation, the organization must be licensed to conduct business in its own jurisdiction and shall include a certificate of good standing for that jurisdiction. (Please note: the successful Proponent must register in the Province of Newfoundland and Labrador, pursuant to the Newfoundland and Labrador Corporations Act.) 5.5 UNSUCCESSFUL PROPONENTS Unsuccessful Proponents may contact the OCIO to obtain information on their performance in the evaluation. Unsuccessful proponents will be entitled to the following: scores for their own proposed resources, average overall score for all proposed resources, Contractor debriefing to review the evaluation. Requests for debriefings should be made within a reasonable time frame. 5.6 SECRECY AND SECURITY Provision of Professional Services TRIM Enterprise Deployment Page 12 of 25

13 The resource(s) of the successful Proponent will be required to sign the Government Oath of Secrecy and the successful Proponent will be required to sign a TERMS OF USE - Security of Government Information on Information Technology assets of Contractors. 5.7 CERTIFICATE OF CONDUCT The successful Proponent may be required to provide a Certificate of Conduct for the proposed resource(s). 5.8 VERIFICATION OF EDUCATIONAL CREDENTIALS AND/OR DESIGNATIONS The Proponent may be required, in respect of the proposed resource, to provide: verification of educational credentials and/or designations; an evaluation of Canadian Equivalence for credentials and/or designations earned outside Canada. Other background educational information such as industry accreditation for the educational facility. 5.9 SUBCONTRACTORS Proponents may subcontract all or part of the work specified in this RFP. Subcontractors and the portions of work to be performed must be identified in the proposal. If the project is awarded to a Proponent proposing to use subcontractors, those subcontractors must provide verification they are committed to rendering the service(s) required. If substitution of one subcontractor for another is required it must be with prior written approval of all parties to the contract. There will be no assignment of contracts without prior written approval of the OCIO NO GUARANTEE OF WORK All projects and assignments offered under RFPs issued by the Government of Newfoundland and Labrador are funded by annual budget allocations. This includes multiyear projects that are dependent upon continued funding from one fiscal year to the next. The province acts in good faith in planning long term projects, however no guarantee of value or quantity of work beyond the life of the current fiscal year can be made LIABILITY FOR ERRORS While the Province has used considerable effort to ensure the accurate representation of information in this RFP, such information is supplied only as a guideline for Proponents. The information is not guaranteed or warranted to be accurate by the Province, nor is it necessarily comprehensive. Nothing in this RFP is intended to relieve Proponents from seeking additional information and forming their own opinions and conclusions with respect to the matters addressed in this RFP INDEMNITY The Proponent will indemnify and save harmless the Province from and against all claims, demands, losses, damages, costs and expenses made against or incurred, suffered or Provision of Professional Services TRIM Enterprise Deployment Page 13 of 25

14 sustained by the Province at any time or times (either before or after the expiration or sooner termination of the resulting Contract) where the same or any of them are based upon or arise out of or from anything done or omitted to be done by the Proponent or by any servant, employee, officer, or director of the Proponent during the performance of the contract. 6.0 PROPOSAL EVALUATION Max EVALUATION CRITERIA Points 1. Organization s capacity to address items in the statement of work will be rated based on the team s experience and capabilities in three areas: project management experience, business analysis and technical knowledge. The 470 available points will be allocated as follows: a. Proponent Organization 140 b. Project Manager 90 c. Business Analyst 80 d. Technical Consultant 80 e. Project Team including training proposal 80 Min Points 2. Proposal Completeness Proponent Profile Costs for the sample scenarios from the statement of work points will be awarded according to the formula: 250 The 70% minimum threshold does not apply to this metric. TOTAL available points 920 Minimum required 70% of available except cost OVERRIDING PRINCIPLES Proposals go through a rigorous step-by-step evaluation process. Each step of the evaluation indicates maximum and minimum scores. Proposals receiving less than the minimum score for each section will be disqualified. Once a proposal is disqualified, it will not proceed to the next step and will receive no further consideration. The intent is to enter into a contract with the Proponent achieving the highest overall score while meeting the following requirements: All proposals must address the content of the RFP. Qualifying proposals are those clearly demonstrating a thorough understanding of the RFP, and its stated requirements and criteria. The OCIO will disqualify proposals that do not demonstrate this understanding and do not specifically address project requirements and criteria as specified throughout. A proposal includes the Proponent=s response to the RFP as well as a clear and concise description of how the proposed resource(s) meets the qualifications. A proposal that does not meet this description will be disqualified Proponents must have firsthand knowledge of the work performance of the proposed resource(s). Firsthand knowledge can be defined as any existing professional relationship that places the Proponent in a position to comment on competence and professionalism. Proponents will describe the nature and duration of this professional relationship. If, in the opinion of the Provision of Professional Services TRIM Enterprise Deployment Page 14 of 25

15 OCIO, the Proponent cannot demonstrate firsthand knowledge of the work performance of the proposed resource(s) the proposal will be disqualified. 6.2 PROPOSAL & PROPONENT CRITERIA Submissions will be examined for adherence to instructions. Your response to this RFP will be taken as an indication of your ability to follow written instructions carefully and completely in a working relationship. Failure to comply completely with the mandatory criteria listed will result in elimination of your complete submission as non-compliant. Omissions and errors in other areas will impact your scores for Proposal Completeness and Proponent Suitability Organization s capacity to address the items in the proposal (140 points - Minimum score 98): Responses will be reviewed to determine how well the RFP is addressed, the team s experience and capabilities in Project Management, Business Analysis and Technical Knowledge. Proposals that fail to achieve the minimum points will be disqualified and receive no further consideration. Criteria for determining this include the following: Does the organization demonstrate it has operated for a minimum 3 years? Are the specific requirements, as detailed in Schedule A.1 Proponent Organization, thoroughly addressed? Does the organization demonstrate experience with TRIM, requirements analysis for electronic record management systems? Does the organization demonstrate experience with Information Protection Services for government departments and/or Agencies? Does the organization demonstrate its ability to document reports, training manuals and other materials? Proponent Resources & Team (330 points - Minimum score 231): Proposals failing to achieve the minimum points will be disqualified and receive no further consideration. Responses will be assessed on factors including the following: Do the resources have the required education and certifications? Do the resources have the required experience on projects? Do the resources demonstrate the experience required in technical, analysis, documentation, classification systems and TRIM? If needed, can the Proponent provide support for the proposed resource (for example, personnel substitutions, mentoring, skills development, etc.). Does the organization have direct knowledge of the work performance of the proposed resource? Proposal Completeness (100 points - Minimum score 70): Proposals failing to achieve a minimum 70 points will be disqualified and receive no further consideration. Responses will be assessed on factors including the following: Does the proposal reflect professionalism and careful preparation? Are all the specific requirements, as detailed in Schedule A thoroughly addressed? Is the proposal laid out as required in Section 4.4, Response Instructions? Can the requested information be easily found? Provision of Professional Services TRIM Enterprise Deployment Page 15 of 25

16 Does the organization have direct knowledge of the work performance of the proposed resource? Proponent Profile (100 points Minimum score 70): Responses will be assessed on factors including, but not limited to, the organization s ability to accommodate resource substitutions, the organization s ability to provide support for the proposed candidate (e.g., mentoring, skills development, etc.), the number of resources available to the organization as well as the strength of the relationship with Tower software; and so forth Proponent Costing & Hourly Rate Factors (250 points): Proposals will be rated on the anticipated costs to the OCIO. The proposal judged to represent the lowest overall cost will be awarded full marks with all other proposals prorated based on the difference between their cost and the lowest cost proposal. Responses will be assessed on factors including the following: Are the resources based in St. John s and use the enterprise architecture? The resource hourly rates proposed? The extent of the experience of resources proposed. Organization s understanding that government departments and agencies have many physical records to be added to the application. Organization s understanding that a scanning component involved Mandatory Proposal Requirements: Failure to comply will result in disqualification. Proponents must complete Schedule A given in the appendix for each resource being proposed for consideration. Responses should clearly and concisely explain how the proposed resource(s) meets each of the minimum requirements, and give brief examples or descriptions. Shortcuts, reference numbers, or see resume in Schedule A are not acceptable. Proponents should ensure claims made in Schedule A are supported in the resume. 6.3 EXPERIENCE CRITERIA Except where otherwise stated, these qualifications may be distributed among all proposed team members. Experience implementing TRIM software; University degree in Information Management or equivalent training and experience; Project Management experience in medium to large scale projects of more than 3 years Communication skills. Oral communication skills may be demonstrated by brief discussion of experience with public speaking or presentations, teaching or facilitation, and/ or conducting meetings with a variety of audiences such as peers, users, executives, etc. Written communication skills may be demonstrated by describing publications or by indicating the variety of document types developed, such as proposals, system documentation, terms of reference, project plans, business cases, budgets, etc. Provision of Professional Services TRIM Enterprise Deployment Page 16 of 25

17 6.3.3 Education Proposed resources will normally have completed university or college training in Information Management, Records Management, Information Technology or a combination of training and experience. In addition, the resources proposed should have significant experience in information or records management, TRIM or related software as well as Project Management training and experience. 6.4 EVALUATION COMMITTEE The Evaluation Committee may include such members of the Government of Newfoundland and Labrador staff and outside consultants as the Government of Newfoundland and Labrador considers necessary or advisable to provide proper technical, legal and financial evaluation and analysis of the proposals received. Evaluators may not individually score every component, depending upon the background and expertise required. The evaluation team will meet as required to create a team score for each Proponent proposal. 6.5 REFERENCES AND INTERVIEWS The proposal must provide the names, telephone numbers and addresses of at least two clients who can confirm successful completion by the Proponent, of similar assignments within the past four years. The proposal shall also contain at least two references for each proposed resource. References shall be contacted to determine the level of satisfaction with work performance. The OCIO reserves the right to obtain references from sources other than those given in the proposal. A contract will not be awarded to any company or resource whose references, in the opinion of the OCIO, are found to be unsatisfactory. Interviews will be conducted at the discretion of the OCIO. A contract will not be awarded to any company if the results of an interview, in the opinion of the OCIO, are found to be unsatisfactory. 7.0 PROPONENT INFORMATION REQUESTED Proponents are required to provide the information requested in each of the points in this section. 7.1 DESCRIPTION OF BUSINESS BRIEFLY describe the types of services provided. Identify office locations, length of time in business, and number of current employees. Provision of Professional Services TRIM Enterprise Deployment Page 17 of 25

18 7.2 PERSONNEL SUBSTITUTIONS Throughout the life of the project, the OCIO will accept personnel substitutions only under extraordinary circumstances and only after thorough consultation. Specify the circumstances under which the Proponent would assign alternate personnel (substitutions). Indicate any conditions that would apply should personnel substitution be necessary. 7.3 PROJECT CANCELLATION Specify any conditions or changes that would apply should it be necessary to cancel this project prior to the contract expiration date. 7.4 PROJECT EXTENSION Specify any conditions or changes that apply should it be necessary to extend this project. 7.5 OTHER INFORMATION Specify any other conditions or information, of which the OCIO should be aware, that may affect the successful completion of this project. 7.6 FORMAT FOR PROJECT DESCRIPTIONS In responding to the RFP, Proponents are asked to provide information on relevant work assignments only. Information on work assignments should demonstrate compliance with the criteria and illustrate the experience of the Proponent and the proposed resource(s) in the criteria shown. Descriptions of work assignments should include the following details at a minimum: length of the project or assignment and date of completion; a brief description of the work; software development tools used if applicable; operating systems and hardware used if applicable; an indication of the size of the development effort, such as the size of the development team or number of person-days of work; and the proposed resource s role and duties on the project or assignment. 7.7 INFORMATION RELEVANCY In responding to this RFP, Proponents are to be concise in supplying descriptive information. The resumes and project descriptions should, however, include sufficient detail to support claims made in the proposal. 8.0 FINANCIAL CONSIDERATIONS 8.1 TERMS OF OFFER All quoted prices and rates will remain in effect for no less than 2 years. Any change in rates within two calendar years from proposal submission will necessitate the release of a new RFP. 8.2 PRICING Provision of Professional Services TRIM Enterprise Deployment Page 18 of 25

19 Prices quoted shall be in Canadian currency excluding HST. For fixed price contracts, all expenses must be built in to the proposed project cost. The proponent must agree to travel at government rates. 8.3 PROPONENT EXPENSES All costs relating to living accommodations and travel to primary location of work shall be borne by the Proponent or contracted resource(s). 8.4 PAYMENT TERMS AND PROGRESS PAYMENTS If proposal is accepted, the contract will provide for the following: Government=s standard payment terms are net 30 days from receipt of invoice. All applicable taxes must be shown separately on the invoices. Progress payments requested by the Proponent must be supported by sufficient detail to relate the work completed and the cost incurred and must be approved by the OCIO prior to submission. The OCIO reserves the right to a 10% hold back for the duration of this project. Provision of Professional Services TRIM Enterprise Deployment Page 19 of 25

20 SCHEDULE A Proponents must complete the following Schedule for each resource being proposed for consideration. Proponents should be descriptive in responding. Responses should clearly and concisely demonstrate how the Proponent meets the criteria, and give brief examples or descriptions. Shortcuts, reference numbers, or see resume in the Schedule are not acceptable responses. SCHEDULE A.1 Criteria PROPONENT ORGANIZATION Mandatory /Rated Minimum Requirements 98/140 In order to be considered, the Proponent organization must have substantial compliance with at least the minimum levels of experience set out in this section. Each of the factors indicated in this section must apply to the Proponent organization which can be determined by a combination of experience from current team members and relevant past activities of the organization. Please respond to each requirement with enough detail to allow the evaluation committee to judge Proponent suitability. Number of years in operation Proponent must have been in operation for a minimum of 3 years. Proponent must have a relationship established with Tower Software Planning and administrative experience Proponent must demonstrate a minimum of 3 years experience in requirement analysis for electronic record management projects. Technical expertise Proponent must demonstrate a minimum of 3 years experience in developing and implementing TRIM systems on an Oracle platform. Project management and coordination experience Briefly describe examples sufficient to demonstrate range and depth of experience. Projects with analysis experience Proponents must demonstrate 3 years experience in the areas of providing Information Protection Services for information assets in all formats for Government departments and/or Agencies. Briefly describe examples sufficient to demonstrate range and depth of experience. Documentation experience Briefly describe three substantial reports, training manuals or other materials that have been delivered Provision of Professional Services TRIM Enterprise Deployment Page 20 of 25

21 SCHEDULE A.2 Criteria PROJECT MANAGER Minimum Requirements Education Relevant University degree or a recognized college diploma or a professional designation in IT or a combination of training and experience is required. Certifications List and explain and certifications held by the Project Manager Indicate security clearances held by the Project Manager Project management experience Minimum 3 years experience managing information technology projects. Provide sufficient detail to demonstrate range and depth of experience. Experience managing implementation of electronic records management systems. Experience with using a formal project management methodology Information technology experience Minimum 3 years system experience in database and network technologies. Provide sufficient detail to demonstrate range and depth of experience. Documentation experience Briefly describe three substantial reports, training manuals or other materials that have been delivered. Mandatory/ Rated 63/ SCHEDULE A.3 Criteria BUSINESS ANALYST Minimum Requirements Education Relevant University degree or a recognized college diploma or a professional designation in IT or a combination of training and experience is required. Certifications List and explain certifications held by business analyst. List TRIM Administrator certification held. Indicate security clearances held by business analyst. Project Experience Minimum 2 years experience participating in IT development projects. Experience configuring TRIM based on business needs analysis. Experience developing classification systems for business records. Analysis Experience Briefly describe three examples sufficient to demonstrate range and depth of experience. Experience applying IM principles and best practises into processes and procedures Mandatory/ Rated 56/ Provision of Professional Services TRIM Enterprise Deployment Page 21 of 25

22 SCHEDULE A.4 Criteria TECHNICAL CONSULTANT Minimum Requirements Education Relevant University degree or a recognized college diploma or a professional designation in IT or a combination of training and experience is required. Certifications List and explain certifications held by the Technical Consultant. TRIM Administrator certification held. Indicate security clearances held by business analyst. Project Experience Minimum 2 years experience participating in IT development projects. Experience configuring TRIM based on business needs analysis. Network Operations Experience Briefly describe examples sufficient to demonstrate range and depth of experience. Experience applying IM principles and best practises into processes and procedures. Proven ability to troubleshoot TRIM issues in a complex environment Understanding of various scanning technologies such as Kofax or Kodak Database Systems Experience Minimum 2 years system experience in database technologies. Provide sufficient detail to demonstrate range and depth of experience Documentation Experience Briefly describe three substantial reports, training materials or other materials that have been delivered Mandatory /Rated 56/ Provision of Professional Services TRIM Enterprise Deployment Page 22 of 25

23 SCHEDULE A.5 Criteria TEAM - Minimum Requirements Fill out sheet for EACH proposed team member excluding project manager The requirements below must apply to every member of the proposed team. Team scores are assessed on the capabilities of the team as a whole. The eight factors listed for evaluation are divided into two types: individual and aggregate. Mandatory/ Rated The first three factors, Education, Certifications and Project Experience, are individual measures. Each team member must meet or exceed the stated minimums. The score for each of these factors is calculated as an average of the individual team member scores. The remaining five factors, Network operations experience, Database systems experience, Projects with analysis experience, Incident management experience, Dissemination experience are aggregate measures. Each of the five factors must be addressed by at least one member of the team who must meet or exceed the minimum requirements indicated for that factor. Points are apportioned for the team as a whole rating the team s combined ability to address the requirements for each of the five categories. Each team member must meet or exceed the minimum requirements for two of the five factors. Education Relevant University degree or a recognized college diploma or a professional designation in IT or a combination of training and experience is required. Certifications List and explain certifications held by team member. Indicate security clearances held by team member. Project Experience Minimum 2 years experience participating in information technology projects. Provide sufficient detail to demonstrate range and depth of experience. Network operations experience Briefly describe examples sufficient to demonstrate range and depth of experience. Database systems experience Minimum 2 years system experience in database technologies. Provide sufficient detail to demonstrate range and depth of experience. Projects with Analysis experience Briefly describe examples sufficient to demonstrate range and depth of experience. Incident Management experience Briefly describe examples sufficient to demonstrate range and depth of experience. Dissemination experience Briefly describe examples sufficient to demonstrate range and depth of experience implementing including communications strategy. Training Briefly describe experience developing and delivering training sessions including how success was evaluated. 56/ Provision of Professional Services TRIM Enterprise Deployment Page 23 of 25

24 SCHEDULE A.6 PROPOSAL COMPLETENESS (100 points - Minimum score 70 points) 70/100 Proposals receiving less than the minimum score for this section will receive no further consideration during evaluation. Responses will be reviewed to determine how completely each of the relevant points of the Request for Proposal is addressed, how well the information is presented and how easily the requested information can be identified. SCHEDULE A.7 PROPONENT PROFILE (100 points - Minimum score 70 points) 70/100 Proposals receiving less than the minimum score for this section will receive no further consideration during evaluation. Responses will be assessed on factors including, but not limited to, the organization s ability to accommodate resource substitutions, the organization s ability to provide support for the proposed candidate (e.g., mentoring, skills development, etc.), the number of resources available to the organization as well as the strength of the relationship with Tower software; and so forth. Provision of Professional Services TRIM Enterprise Deployment Page 24 of 25

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