Data Center Services RFO Pre-bid Conference #1
-
Upload
datacenters -
Category
Business
-
view
623 -
download
1
Transcript of Data Center Services RFO Pre-bid Conference #1
Data Center Services RFOPre-proposal Conference #1
Texas Department of Information ResourcesTexas Department of Information Resources
April 13, 2006April 13, 2006
2
Presented ByBrian Rawson, Service Delivery Director
Cindy Reed, Service Delivery Deputy Director
Kim Weatherford, Statewide Technology Operations Director
Shaun Daly, Technology Partners International
3
AgendaIntroductions
Meeting Objectives
Key Dates and Activities (RFO Instructions Part 2)
Logistics HUB Subcontracting Plan (RFO Appendix J) Question and Answer Process (RFO Instructions Part 2) Data Room Overview (RFO Instructions Part 2)
Key Technical Deliverables Technical Solution, Transition Plan, and Transformation Plan (RFO
Instructions Part 4) Due Diligence Plan (RFO Instructions Part 2 and Addendum 2)
Pricing Structure (RFO Exhibit 4-A)
Master Services Agreement (MSA)
Evaluation Criteria and Protocol (RFO Instructions Part 3)
4
Meeting objectivesClarification of RFO key points
Focus attention on critical areas
Provide input to help bidders develop questions No questions will be taken today
Review of answers to procurement logistics
Cindy ReedService Delivery Deputy Director
RFO Schedule and Procurement ProcessRFO Schedule and Procurement Process
6
Key Dates and Activities
Due DiligenceAugust 28 – October 6
Contract ExecutionDec
Proposals DueMay 31
Data Center Services RFO ReleasedMarch 31
Pre-proposal Conference 1April 13
Master Services Agreement ReleasedApril 7
Pre-proposal Conference 2May 5
Data Room AvailableApril 18 – May 25
Question and Answer PeriodApril 10 – May 12
Service Provider Clarification SessionsJune 22 – June 30
Down SelectAugust 18
Proposal Clarifications DueOctober 13
Contract Begins
March 31
Amended Proposals SubmittedJuly 10 – 17
7
HUB Subcontracting Plan (HSP)DIR has determined that subcontracting opportunities are probable under this contract
Therefore, respondents must make a Good Faith Effort to utilize Historically Underutilized Businesses (HUBs)
Responses submitted without a HSP will be rejected
All respondents are required to submit a HSP (including HUBs)
If not subcontracting, the HSP must include a written explanation of how the company intends to perform the entire scope of the contract with its own resources
The HSP form includes specific instructions for meeting the Good Faith Effort requirements
8
HSP Key PointsThese HUB requirements are commonly missed.
All respondents must
Notify three (3) or more Texas Building Procurement Commission (TBPC) certified HUBs for EACH subcontracting opportunity identified
Provide notice of subcontracting opportunities to at least one (1) minority or women trade organization or development center
Provide notification of subcontracting opportunities no less than five (5) working days prior to the submission of your response to the RFO
DIR encourages all respondents to seek HUB subcontractors and maximize HUB participation in their proposals.
9
Submitting Questions (April 10 – May 12)Download the question form (http://www.dir.state.tx.us/datacenter/vendor/rfoDocuments.htm)
Select one Primary Contact per company to submit questions, provide clarification if needed, and receive answers (preferably one Primary Contact per bid team)
Complete the form with one or more questions (yellow shaded area below)
Email question forms to the DIR RFO Point of Contact ([email protected])
What does Server mean in Cell E2.3-22?ServersExhibit 2.3E2.3-22
ABC001
Cross-Reference to Posted Answer #
QuestionCategory/DocumentLocation/Cell Reference
Service Provider Acronym/Unique Question Number
EXAMPLE
10
Receiving Answers (April 18 – May 19)Public Questions and answers will be posted to the DIR Website
each Tuesday and Thursday (http://www.dir.state.tx.us/datacenter/vendor/rfoDocuments.htm)
Questions and answers will be posted anonymously, without reference to submitting company or team
Private DIR will email the each Primary Contact their questions with
cross reference to posted answers, as shown below
3What does Server mean in Cell E2.3-22?ServersExhibit 2.3
ABC001
Cross-Reference to Posted Answer #
QuestionCategory/DocumentLocation/Cell Reference
Service Provider Acronym/Unique Question Number
EXAMPLE
11
Data RoomThe Data Room will be open from April 18 through May 25 Tuesday through Thursday 8:00 – 11:00 AM and 1:00 – 4:00 PM
Scheduling an appointment Submit attendees names/titles and requested dates/times to
DIR RFO Point of Contact The DIR RFO Point of Contact will confirm appointments Due to space constraints, a maximum of 4 people can be in
the Data Room at any given time
Rules DIR will schedule appointments to ensure equitable access
for all bidders Service providers cannot copy materials or remove them
from the Data Room
Kim WeatherfordStatewide Technology Operations
Director
Key Technical DeliverablesKey Technical Deliverables
13
Technical SolutionThe Technical Solution describes the overall strategy for meeting the state’s technical requirements
The Technical Solution needs to
Explain how the solution meets the state’s overall objectives, service objectives, and sourcing objectives
Align with specific responses to the technical requirements
Describe the proposed data center system Use of the State Data Center in San Angelo
Use of other proposed facilities (State or Service Providers)
14
Transition PlanThe Transition Plan describes the schedule for turnover of assets and resources.
The Transition Plan needs to address:
Pre-commencement planning and activities
Post-commencement activities to complete transition
Activities required at the program office level (service provider)
Considerations at the individual agency level
Key milestones to meet initial service objectives (employee transition, portal development, agency billing requirements, etc.)
Timing and dependencies
15
Transformation PlanThe Transformation Plan describes the strategy for consolidation.
The Transformation Plan should address
Implementation of processes, tools and methodology to meet the state’s desired service levels and disaster recovery requirements
Planning for consolidation to proposed facilities
Upgrades to data center facilities
Agency migrations to the enterprise solution
Implementation of standardized processes for all agencies and future customers
Timing and dependencies
16
Due DiligenceDue Diligence Plan should
Include those activities which will allow you to stand behind your solution without assumptions/reservations
Provide sufficient detail so DIR can understand state resource commitments
Be designed to minimize disruption to normal operations and personnel
The proposed plan needs to be reasonable
Concentrate on complex and/or unique requirements
Focus on eliminating assumptions and risk (no general questions)
Balance face to face interviews with surveys or other vehicles for gathering data
17
Due Diligence, continuedAll service provider representatives will require escorts for any visits to requested sites
Any request for information (interviews, surveys, or questionnaires) needs to be concise and relevant for the RFO and submitted in advance for review and approval by DIR
Due diligence must be conducted during the established time frame No post contract due diligence
19
Pricing StructureBid Guidelines
Pricing should be on a consolidated enterprise basis; not on an individual DIR Customer basis
Exhibit 4 – use track changes to mark changes
Pricing should include Initial stub period (4/07 – 8/07)
The subsequent 7 fiscal year periods
Optional 3 year pricing at the end of term
Compliant Bid (required)Complete Attachment 4-A
Price complete scope of work
Alternative Bids (optional)Price alternative scope of work
20
Pricing Structure, continuedPricing should align with the resource baselines provided in Attachment 4-D (Resource Baselines); however, service providers should project contractually guaranteed consolidations and reflect these in 4-D and 4-A Base Charges.
One-time Charges
Like other charges, provide on an “As incurred,” un-engineered basis
Project how one-time charges would be allocated over the term (including finance charges and interest rate) on summary fees tab
22
Master Services Agreement ExpectationsAccept the Agreement substantially in the form written
Review Agreement with everyone whose authorization or approval may be required prior to submitting response
Follow MSA instructions for any changes
23
Evaluation CriteriaEvaluation criteria
Quality of Service (technical) 30%Business Relationship Terms 20%Terms and Conditions 10%Financial 30%Human Resources Solution 10%
100%
Important considerations
Understanding of agency requirements
Quality, integrity, and completeness of response
Acceptance of terms and conditions
Early savings and savings over the term of the contract
Data centers located in Texas; services in U.S.
24
Evaluation ProcessAgency personnel, including business leaders, from the 27 participating agencies comprise the evaluation team
DIR will participate and facilitate
The state CTO will make the final decision
Service providers cannot communicate about the RFO with any evaluation team members
Data Center Services
Financial
Analysis
Human
Resources
Terms &
Conditions
Technical
Solution
Executive
Advisory Panel
Evaluation Team Structure
CTO