Information Technology Modernization Project

Information Technology Modernization Project

Project Management Support Services

Request for Proposal (RFP) #2740-180-D

December 18, 2006

Department of Motor Vehicles

Department of Motor Vehicles RFP #2740-180-D Information Technology Modernization RFP

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IMPORTANT NOTICE TO ALL BIDDERS

Solicitation No. RFP 2740-180-D

This solicitation/acquisition is being conducted under Public Contract Code § 12125, et seq., the Alternative Protest Process. Submission of a bid constitutes consent of the bidder for participation in the Alternative Protest Process. Any protests filed in relation to the proposed contract award shall be conducted under the procedures in this document for the Alternative Protest Process. Any bidder wishing to protest the proposed award of this solicitation must submit a written Notice of Intent to Protest (facsimile acceptable) to the Coordinator before the close of business on the last day of the protest period, which will be established in the Notice of Intent to Award. Failure to submit a timely, written Notice of Intent to Protest waives the bidder’s right to file a protest.

Alternative Protest Process Coordinator Department of General Services Procurement Division 707 Third Street, 2nd Floor West Sacramento, CA 95605 Voice: 916 / 375-4652. Fax: 916 / 375-4611.


MASTER TABLE OF CONTENTS �SECTION I: INTRODUCTION I-1

SECTION II: RULES GOVERNING COMPETITION II-1

SECTION III: CURRENT SYSTEM III-1

SECTION IV: PROPOSED SYSTEM IV-1

SECTION V: ADMINISTRATIVE REQUIREMENTS V-1

SECTION VI: TECHNICAL REQUIREMENTS VI-1

SECTION VII: DELIVERABLE LIST AND ACCEPTANCE CRITERIA VII-1

SECTION VIII: COST INSTRUCTIONS VIII-1

SECTION IX: PROPOSAL AND BID FORMAT IX-1

SECTION X: EVALUATION X-1

APPENDIX A: MODEL CONTRACT A-1

APPENDIX B: STATEMENT OF WORK B-1

APPENDIX C: BIDDER RESPONSE FORMS C-1

APPENDIX D: REQUIREMENTS RESPONSE MATRIX D-1

APPENDIX E: ADDITIONAL INFORMATION E-1

Department of Motor VehiclesRFP # 2740-180-D Information Technology Modernization RFP

December 18, 2006 Section I – Page 1

Section I:

Introduction



Table of Contents

1 INTRODUCTION..............................................................................................................................................5

1.1 PURPOSE OF RFP.........................................................................................................................................5 1.2 BACKGROUND .............................................................................................................................................6 1.3 SCOPE OF RFP AND BIDDER ADMONISHMENT.............................................................................................6 1.4 AVAILABILITY.............................................................................................................................................7 1.5 PROCUREMENT OFFICIAL ............................................................................................................................7 1.6 KEY ACTION DATES....................................................................................................................................8 1.7 AMERICANS WITH DISABILITIES ACT (ADA) NOTICE .................................................................................9 1.8 INTENTION TO BID.....................................................................................................................................10 1.9 FINANCIAL RESPONSIBILITY INFORMATION ..............................................................................................10 1.10 CONFIDENTIALITY.....................................................................................................................................10



1 INTRODUCTION

1.1 Purpose of RFP

This RFP is being conducted under the policies developed by the Department of Finance and procedures developed by the Department of General Services as provided under Public Contract Code Section 12100 et seq., ACQUISITION OF INFORMATION TECHNOLOGY GOODS AND SERVICES. The purpose of this Request for Proposal (hereafter called the RFP) is to obtain a qualified supplier to perform Project Management Support Services in support of the Department of Motor Vehicles (DMV) Information Technology Modernization (ITM) Project. The ITM Project seeks to modernize the DMV’s technical infrastructure which services the driver license, occupational license and vehicle registration processes. The DMV intends to incrementally deploy a solution over a number of years that addresses two key aspects of the current technology infrastructure. The solution will:

1. Migrate user interface platforms to a centralized Web-server architecture using a Web browser to present information to users; and,

2. Migrate data and transaction management systems from the 40-year-old, DMV-

built, non-commercial applications to proven industry-standard commercially-available software applications that are currently supported by the Department of Technology Services (DTS) Data Center.

On March 30, 2006, the Department of Finance (DOF) approved a Feasibility Study Report submitted by DMV entitled, Information Technology Modernization (ITM – Project Number PCAS#05-532). The Project Management Support Services being requested in this proposal are critical to the overall success of the ITM Project. The Project Management Support Services vendor will work closely with the ITM Project Manager to ensure that the project is delivered on-schedule, within budget and with a high-degree of quality standards applied. The Project Management Support Services effort will provide assistance and guidance to project leadership in support of the following high-level tasks: Integration Management, Scope Management, Time Management, Cost Management, Quality Management, Human Resource Management, Communications Management and Risk Management. Contracted services shall be provided primarily at the project location (2415 First Avenue, Sacramento, CA 95818). The period of performance for this contract is upon approval of the contract through June, 2013.



1.2 Background

Every year, the DMV issues over eight million driver licenses and identification (ID) cards, sends out over 80 million pieces of mail, issues/renews over 33 million vehicle registrations, and processes over 132 million requests for information. The technical infrastructure supporting this flow of data resides on 40-year old technology that has become difficult to support, maintain, and respond to the increasing number of federal and State mandates. DMV’s reliance on these Information Technology (IT) systems jeopardizes the State’s ability to provide services essential to California’s public safety, revenue collection, and economy. Although the systems have been fine-tuned over the years to meet the level of service users have come to expect, the antiquated systems have become stretched beyond their limits. The large workload volume and complex processes make manual workload processing infeasible in California. Failure of DMV automated systems would impact the timeliness of revenue allocation and distributions to local entities that depend on timely receipt of funds to provide services. Such failure would also place public safety at risk since law enforcement and the Department of Justice (DOJ), two of DMV’s largest customers, would not be able to obtain information needed to verify the identity of potential criminals. More than 200 million DMV transactions per year (18 percent of DMV system workload) are attributable to data exchange with DOJ and other law enforcement entities. Safety and law enforcement entities depend extensively on DMV records to protect the California public. Without fast, reliable, continuous access to DMV records, public safety is clearly at risk. DMV’s obsolete technical architecture heightens the risk of disrupting the automated access necessary for effective law enforcement and protection of the public.

1.3 Scope of RFP and Bidder Admonishment

This RFP contains the instructions governing the requirements that interested Bidders must meet in order to submit a responsive bid. It provides information regarding the proposal format in which offers must be submitted, the material to be included, the requirements that must be met to be eligible for consideration and the Bidder’s responsibilities. Responses to this RFP will be evaluated based on the best-value to DMV. Best value will be determined by the best offer that meets and potentially exceeds DMV’s administrative, business and technical requirements at the most reasonable overall cost to implement and operate. Bidders should carefully read the entire RFP, paying close attention to Section VIII - Cost Instructions and Section X - Evaluation to ensure a complete understanding of the evaluation process. Issuance of this RFP in no way constitutes a commitment by DMV to award a contract. The DMV reserves the right to reject any or all offers received if DMV determines that it is in the Department’s best interest to do so.



In order to submit a responsive bid and be afforded the benefits of the steps included in this RFP, the Bidder must take the responsibility to:

1. Carefully read the entire RFP; 2. If clarification is necessary, ask questions in a timely manner; 3. Submit all required responses, complete to the best of the vendors ability, by the

required dates and times; 4. Make sure that all procedures and requirements of the RFP are accurately

followed and appropriately addressed; and, 5. Carefully re-read the entire RFP before submitting an offer.

Failure to respond completely to any portions of this RFP and/or addenda may result in vendor disqualification.

1.4 Availability

The selected Bidder must be able to meet the requirements of this RFP and be ready to begin work as specified in Section I, 1.6 - Key Action Dates. If personnel offered by the selected Contractor leave the Contractor’s firm or are otherwise unable to participate in the Contract, such persons must be replaced with comparable qualified personnel subject to approval by the DMV at its sole discretion, in accordance with this RFP.

1.5 Procurement Official

The official representing the DMV for the purposes of this RFP, as well as the mailing address for RFP submission, is set forth below. The Procurement Official will be available for the purpose of receiving proposals, questions and/or protests from Bidders. PROCUREMENT OFFICIAL The Procurement Official and the mailing address to send bids, questions or copies of protests is:

Deborah Fraga-Decker Department of General Services Procurement Division 707 Third Street, 2nd Floor West Sacramento, CA 95605 [email protected]

Proposals and/or protests shall not be submitted by fax or e-mail. Questions regarding the RFP may be submitted by e-mail to the address of the Procurement Official listed above. All e-mails must contain the following phrase in the subject line of the e-mail: “RFP DMV #2740-180-D”.



1.6 Key Action Dates

Listed below are the key activities, actions, dates and times by which the actions must be taken or completed. If the DMV finds it necessary to change any of these dates, it will be accomplished via an addendum to this RFP. ALL DATES AFTER THE SUBMISSION OF FINAL PROPOSALS ARE APPROXIMATE AND MAY BE ADJUSTED AS CONDITIONS INDCATE, WITHOUT ADDENDUM TO THIS RFP.

# ACTION DATE 1 Release of RFP December 18, 2006

2 Last day to submit questions for clarification of RFP for Bidder’s Conference

January 2, 2007

3 Bidder’s Conference, (10:00 A.M., PST) January 11, 2007

4

Last day to submit Letter of Intent to Bid (Appendix C, Section C.2) and signed Confidentiality Statement (Appendix C, Section C.4)

January 19, 2007

5 Last day to request a change in the requirements of the RFP* February 6, 2007

6 Last day to protest the requirements of the RFP February 22, 2007

7 Last day to submit written questions with a guaranteed response prior to Final Proposal Submission

March 7, 2007

8 Submission of Final Proposals (12:00 P.M., PST)*** March 20, 2007

9 Final Proposal Evaluation March 21, 2007 – April 26, 2007 10 Public Cost Opening (10:00 A.M., PST) April 27, 2007 11 Notification of Intent to Award May 31, 2007 12 Last day to protest selection** June 7, 2007 13 Contract Award and Execution June 11, 2007

* Or five (5) days after the last Addendum that changes the requirements of the RFP. ** See 2.5.1 - Protests. *** BIDDERS: REVIEW BIDDER SUBMISSION CHECKLIST PRIOR TO SUBMITTING FINAL PROPOSAL, see Appendix C, Section C.1 Bidder Submission Checklist.



1.7 Americans with Disabilities Act (ADA) Notice

To meet and carry out compliance with the nondiscrimination requirements of Title II of the Americans with Disabilities Act (ADA), it is the policy of the Procurement Division (within the State Department of General Services) to make every effort to ensure that its programs, activities, employment opportunities, and services are available to all persons, including persons with disabilities. For persons with a disability needing reasonable accommodation to participate in the Procurement process, or for persons having questions regarding reasonable accommodation for the Procurement process, please contact the Procurement Division at (916) 445-2500 (main office); the Procurement Division TTY/TDD (telephone device for the deaf) and California Relay Service numbers are listed below. You may also contact directly the Procurement Division contact person that is handling this procurement. IMPORTANT: TO ENSURE THAT WE CAN MEET YOUR REQUESTED ACCOMODATION(S), IT IS BEST THAT WE RECEIVE THE REQUEST AT LEAST 5 WORKING DAYS BEFORE THE SCHEDULED EVENT (i.e., MEETING, CONFERENCE, WORKSHOP, etc.) OR 5 WORKING DAYS PRIOR TO THE DEADLINE DUE-DATE FOR PROCUREMENT DOCUMENTS. The Procurement Division TTY telephone number is: Sacramento Office: (916) 376-1891 The California Relay Service Telephone Numbers are: Voice: 1-800-735-2922 TTY: 1-800-735-2929



1.8 Intention to Bid

Bidders that want to participate in the RFP steps should submit a notification of intention to bid on this procurement in accordance with Section II, 2.2.3 - Bidder’s Intention to Submit a Proposal, to receive additional information. Only those Bidders acknowledging interest in this RFP will receive additional correspondence regarding this procurement. The letter should identify the contact person for the solicitation process, as well as a phone and fax number (refer to Appendix C, Section C.2 - Letter of Intent to Bid). There is to be only one (1) contact person during the process. Information related to a Bidder will only be given to the designated contact person. It shall be the Bidder’s responsibility to immediately notify the Procurement Official, as specified in Section I, 1.5 - Procurement Official, in writing, regarding any revision to the information pertaining to the designated contact person. The State shall not be responsible for proposal correspondence not received by the Bidder if the Bidder fails to notify the State, in writing, about any change pertaining to the designated contact person. The letter is to also identify the Bidder’s intention related to contract language. See Appendix A – Model Contract and Appendix B - Statement of Work for more instructions on submitting proposed contract language changes.

1.9 Financial Responsibility Information

Financial responsibility will be demonstrated by a letter of bondability submitted with the Bidder’s proposal. The letter of bondability shall be in the amount of $3,500,000.

1.10 Confidentiality

To preserve the integrity of the security and confidentiality measures integrated into State’s information systems, each Bidder is required to sign the Confidentiality Statement located in Appendix C, Section C.4 – Confidentiality Statement and submit it along with the Letter of Intent to Bid form in order to be eligible to participate in this solicitation.


December 18, 2006 Section II – Page 1

Section II:

Rules Governing Competition



Table of Contents

2 RULES GOVERNING COMPETITION..............................................................................................................5

2.1 IDENTIFICATION AND CLASSIFICATION OF REQUIREMENTS.........................................................................5

2.1.1 Mandatory Requirements.......................................................................................................................5 2.1.2 Desirable Items......................................................................................................................................5

2.2 PROPOSAL REQUIREMENTS AND CONDITIONS .............................................................................................6

2.2.1 General ..................................................................................................................................................6 2.2.2 RFP Documents .....................................................................................................................................6 2.2.3 Examination of the Work .......................................................................................................................6 2.2.4 Questions Regarding the RFP ...............................................................................................................6 2.2.5 Request to Change the Requirements of the RFP ..................................................................................7 2.2.6 Addenda .................................................................................................................................................7 2.2.7 Bonds .....................................................................................................................................................7 2.2.8 Exclusion for Conflict of Interest ...........................................................................................................7 2.2.9 Follow-on Contracts (PCC 10365.5, PCC 10410, and PCC 10411).....................................................8

2.3 BIDDING STEPS............................................................................................................................................8

2.3.1 Preparation of Proposals.......................................................................................................................8 2.3.2 Bidders Conference................................................................................................................................8 2.3.3 Bidders Intention to Submit a Proposal.................................................................................................9 2.3.4 Final Proposal .....................................................................................................................................10 2.3.5 Sealed Cost Openings ..........................................................................................................................12 2.3.6 Rejection of Proposals .........................................................................................................................13 2.3.7 Contract Award ...................................................................................................................................14 2.3.8 Debriefing............................................................................................................................................14

2.4 OTHER INFORMATION ...............................................................................................................................15

2.4.1 Protests ................................................................................................................................................15 2.4.2 News Releases......................................................................................................................................17 2.4.3 Disposition of Proposals......................................................................................................................17



2 RULES GOVERNING COMPETITION

The purpose of competitive bidding is to secure public objectives in the most value-effective manner and avoid the possibilities of graft, fraud, collusion, etc. Competitive bidding is designed to benefit the State and is not for the benefit of the Bidders. It is administered to accomplish its purposes with sole reference to the public interest. It is based upon full and free bidding to satisfy State specifications, and acceptance by the State of the most value-effective solution to the State’s requirements, as determined by the evaluation criteria contained in the Request for Proposal (RFP).

2.1 Identification and Classification of Requirements

Section II of this RFP describes the entire procurement process. Specific guidelines for the submission of this RFP response are found in Section IX, Proposal and Bid Format.

2.1.1 Mandatory Requirements

The State has established certain requirements with respect to proposals to be submitted by prospective Bidders1. The use of “shall,” “must,” or “will” in this RFP indicates a requirement or condition which is mandatory. A deviation, if not material, may be waived by the State. A deviation from a requirement is material if the response is not in substantial accord with the RFP requirements, provides an advantage to one Bidder over other Bidders, or has a potentially significant affect on the delivery, quantity or quality of items bid2, amount paid to the Bidder, or on the cost to the State. Material deviations cannot be waived.

2.1.2 Desirable Items

The words “should” or “may” in this RFP indicate desirable attributes or conditions, but are non-mandatory in nature.

1 For the purposes of the instructions of this RFP, all entities that have identified their intent to be a Bidder to the Procurement Official are called Bidders until such time that the Bidder withdraws or other facts indicate that the Bidder has become nonparticipating. 2 The word “bid” as used throughout this document is intended to mean “proposed,” “propose” or “proposal” as appropriate.



2.2 Proposal Requirements and Conditions

2.2.1 General

This RFP, the evaluation of responses, and the award of any resulting contract shall be made in conformance with current competitive bidding procedures as they relate to the procurement of information technology goods and services by the State of California. A Bidder’s Final Proposal is an irrevocable offer for 180 calendar days following the scheduled date for Contract Award in the Key Action Dates specified in Section I, Introduction. A Bidder may extend the offer in the event of a delay of Contract Award.

2.2.2 RFP Documents

This RFP includes the State’s requirements and instructions, which prescribe the format and content of proposals to be submitted. The State’s contract has been identified in Appendix A, Model Contract. If a Bidder discovers any ambiguity, conflict, discrepancy, omission, or other error in this RFP, the Bidder shall immediately notify the Procurement Official identified in Section I, Introduction and Overview, of such error in writing and request clarification or modification of the document. Modifications will be made by addenda issued pursuant to Section II, 2.2.6, Addenda. Such clarifications shall be provided to all parties that have identified themselves as bidders to the Procurement Official for this RFP, without divulging the source of the request. Insofar as practicable, the State will give such notices to other interested parties, but the State shall not be responsible therefore.

If this RFP contains an error known to the Bidder, or an error that reasonably should have been known, the Bidder shall propose at its own risk. If the Bidder fails to notify the State of the error prior to the date fixed for submission of proposals, and is awarded the contract, the Bidder shall not be entitled to additional compensation or time by reason of the error or its later correction.

2.2.3 Examination of the Work

The Bidder should carefully examine the entire RFP and any addenda thereto, and all related materials and data referenced in this RFP or otherwise available to the Bidder, and should become fully aware of the nature and location of the work, the quantities of the work, and the conditions to be encountered in performing the work. Specific conditions to be examined are listed in Section V, Administrative Requirements, and Section VI, Technical Requirements.

2.2.4 Questions Regarding the RFP

Bidders requiring clarification of the intent or content of this RFP or on procedural matters regarding the competitive proposal process may request clarification by submitting questions, in an email or envelope clearly marked “Questions Relating to



RFP #2740-180-D” to the Procurement Official listed in Section I, Introduction. To ensure a response prior to submission of the proposals, questions must be received by the Procurement Official, in writing, by the scheduled date(s) in the Key Action Dates paragraph specified in Section I, Introduction. If a Bidder submits a question after the scheduled dates(s) the State will attempt to answer the question but does not guarantee that the answer will be prior to the proposal due date. Question and answer sets will be provided to all Bidders. The State will publish the questions as they are submitted including any background information provided with the question; however, the State at its sole discretion may paraphrase the question and background content for clarity.

2.2.5 Request to Change the Requirements of the RFP

If the Bidder believes that one or more of the RFP requirements is onerous, unfair, or imposes unnecessary constraints on the Bidder in proposing less costly or alternate solutions, the Bidder may request a change to this RFP by submitting, in writing, the recommended change(s) and the facts substantiating this belief and reasons for making the recommended change. Such request must be submitted to the Procurement Official by the date specified in the Key Action Dates specified in Section I, Introduction, for requesting a change in the requirements.

2.2.6 Addenda

The State may modify the RFP prior to the date fixed for Contract Award by issuance of a notification to all Bidders that are participating in the procurement process at the time the addendum is issued that an addendum has been issued, unless the amendments are such as to offer the opportunity for nonparticipating Bidders to become participating, in which case, the addendum will be sent to all Bidders that have identified their intent to be a Bidder to the Procurement Official. Addenda will be numbered consecutively. If any Bidder determines that an addendum unnecessarily restricts its ability to propose, the Bidder is allowed five (5) working days to submit a protest to the addendum according to the instructions contained in Section II, 2.4.1 Protests.

2.2.7 Bonds

Each agency reserves the right to require a performance bond. If a performance bond is required for this procurement, it will be specified in Section V, Administrative Requirements.

2.2.8 Exclusion for Conflict of Interest

No consultant shall be paid out of State funds for developing recommendations on the acquisition of Information Technology (IT) products or services or assisting in the preparation of a feasibility study, if that consultant is to be a source of such acquisition or could otherwise directly and/or materially benefit from State adoption of such recommendations or the course of action recommended in the feasibility study. Further, no consultant shall be paid out of State funds for developing recommendations on the



disposal of State surplus IT products, if that consultant would directly and/or materially benefit from State adoption of such recommendations.

2.2.9 Follow-on Contracts (PCC 10365.5, PCC 10410, and PCC 10411)

No person, firm, or subsidiary thereof who has been awarded a consulting services contract, or a contract which includes a consulting component, may be awarded a contract for the provision of services, delivery of goods or supplies, or any other related action which is required, suggested, or otherwise deemed appropriate as an end product of the consulting services contract. Therefore, any consultant who contracts with a State agency to develop formal recommendations for the acquisition of IT products or services is precluded from contracting for any work recommended in the formal recommendations (formal recommendations include, among other things, feasibility studies). The following are the known firms that are precluded from participating in this acquisition: Business Advantage Consulting and Coders Online.

2.3 Bidding Steps

2.3.1 Preparation of Proposals

Exhibit II-A, Competitive Bidding and Proposal Responsiveness, located at the end of Section II, emphasizes the requirements of competitive bidding and contains examples of common causes for rejection of proposals. Bidders are encouraged to review this exhibit. Proposals are to be prepared in such a way as to provide a straightforward, concise delineation of the Bidder’s compliance with the requirements of this RFP. Expensive bindings, colored displays, promotional materials, etc., are not necessary or desired. Emphasis should be concentrated on conformance to the RFP instructions, responsiveness to the RFP requirements, and on completeness and clarity of content. Before submitting each document, the Bidder should carefully read the Proposal for errors and adherence to the RFP requirements.

2.3.2 Bidders Conference

A Bidders’ Conference will be held, during which Bidders will be afforded the opportunity to meet with State personnel and discuss the content of the RFP and the procurement process. Written questions received prior to the cutoff date for submission of such questions, as noted in the Key Action Dates specified in Section I, Introduction, will be answered at the conference without divulging the source of the query. Bidders are encouraged to attend the Bidders’ Conference. The State may also accept oral questions during the conference and will make a reasonable attempt to provide answers prior to the conclusion of the conference. Formal answers to questions will be posted to the procurement website approximately five (5) State business days after the



Bidders’ Conference. If, in the State’s opinion, questions asked at the conference cannot be adequately answered during the discussion, answers will be provided with the posted data. Oral answers shall not be binding on the State. A sign-in sheet will be provided to document attendance. The information from the sign-in sheet will be provided to interested parties. The time, date and location of the Bidders’ Conference is included in the Key Action Dates specified in Section I, Introduction.

2.3.3 Bidders Intention to Submit a Proposal

Bidders that want to participate in the RFP steps are encouraged to submit a notification of intention to propose on this procurement in order to receive notifications. Only those Bidders that submit a letter stating that they intend to submit a proposal for this RFP will receive notifications regarding this procurement. The letter should identify the contact person for the solicitation process, plus their phone and fax numbers and e-mail address. The State is responsible for notifying one contact person per prime contractor. Information related to a Bidder will be given to the designated contact person. It shall be the Bidder’s responsibility to immediately notify the Procurement Official, in writing, regarding any revisions to the information. The State shall not be responsible for proposal correspondence not received by the Bidder if the Bidder fails to notify the State, in writing, of any revisions. Bidders who wish to participate are asked to return the Letter of Intent to Bid located in Appendix C, Section C.2, Letter of Intent to Bid, to the Procurement Official listed in Section I, Introduction, to ensure they remain on the State of California’s official list of participating Bidders. If the letter is not submitted by the date as specified in the Key Action Dates specified in Section I, Introduction, or the Bidder does not participate in a bid step, the State reserves the right to drop them from the participating Bidder list and they will not receive any further correspondence until they contact the Procurement Official and indicate that they would like further correspondence.



2.3.4 Final Proposal

2.3.4.1 Submission of Final Proposal

Proposals must be complete in all respects as required by Section IX, Proposal and Bid Format. A Final Proposal may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. A Final Proposal shall be rejected if any such defect or irregularity constitutes a material deviation from the RFP requirements. The Final Proposal must contain all costs required by Section VIII, Cost, and Section IX, Proposal and Bid Format. Cost data, including any electronic copies (as identified in Section IX, Proposal and Bid Format) must be submitted under separate, sealed cover. If the cost data are not submitted under separate sealed cover, the proposal may be rejected. This section describes specific guidelines applicable to the submission of the Final Proposal to the RFP and is applicable to the new Final Proposal if all original Final Proposals are declared flawed by the Evaluation Team.

2.3.4.1.1 Bidder’s Costs

Costs for developing Proposals are entirely the responsibility of the Bidder and shall not be chargeable to the State.

2.3.4.1.2 Completion of Proposals

Proposals must be complete in all respects as required by the RFP Section IX, Proposal and Bid Format. A Final Proposal may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. A Final Proposal must be rejected if any defect or irregularity constitutes a material deviation from the RFP requirements. The Final Proposal must contain all costs required by the RFP sections on Cost and Proposal Format. Cost data, including any electronic copies, must be submitted under a separate, sealed cover. EXHIBIT II-A, COMPETITIVE BIDDING AND PROPOSAL RESPONSIVENESS, emphasizes the requirements of competitive bidding and contains examples of common causes for rejection of proposals. Bidders are encouraged to review this exhibit.

2.3.4.1.3 False or Misleading Statements

Proposals which contain false or misleading statements or which provide references which do not support an attribute or condition claimed by the Bidder may be rejected. If, in the opinion of the State, such information was intended to mislead the State in its evaluation of the Proposal and the attribute, condition, or capability is a requirement of this RFP, it will be the basis for rejection of the Proposal.



2.3.4.1.4 Signature on Proposals

A cover letter (which shall be considered an integral part of the submission) shall be signed by an individual who is authorized to bind the bidding firm contractually. The signature block must indicate the title or position that the individual holds in the firm. An unsigned Final Proposal shall be rejected.

2.3.4.1.5 Delivery of Proposals

The Final Proposal must be submitted by the date and time in the Key Action Dates specified in Section I, Introduction. If mailed, proposals must be received by the Department of General Services on or before the specified date and time. Mail or deliver proposals to the Department of General Services Procurement Official listed in Section I, Introduction. If mailed, it is suggested that you use certified or registered mail with return receipt requested as delivery of proposals is done at the Bidder’s own risk of untimely delivery, lost mail, etc. Proposals must be received in the number of copies stated in Section IX, Proposal and Bid Format. Proposals must be received no later than the dates and times in the Key Action Dates specified in Section I, Introduction. One (1) copy must be clearly marked “Master Copy”. All copies of proposals must be under sealed cover, which is to be plainly marked “FINAL PROPOSAL for RFP #2740-180-D”. Final Proposals not received by the date and time in the Key Action Dates specified in Section I, Introduction, will be rejected.

As required in Section IX, Proposal and Bid Format, all cost data must be submitted under separate, sealed cover and clearly marked “COST DATA for RFP #2740-180-D”. If cost data is not submitted separately sealed, the proposal may be rejected. Proposals submitted under improperly marked covers may be rejected. If discrepancies are found between two or more copies of the proposal, the proposal may be rejected. However, if not rejected, the Master Copy is the basis for resolving discrepancies.

2.3.4.1.6 Withdrawal and Resubmission/Modification of Proposals

A Bidder may withdraw its Final Proposal at any time prior to the proposal submission date and time in the Key Action Dates specified in Section I, Introduction, by submitting a written notification of withdrawal signed by the Bidder authorized in accordance with Section II, 2.3.4.1.4 Signature on Proposals. The Bidder may thereafter submit a new or modified proposal prior to such proposal submission date and time. Modification offered in any other manner, oral or written, will not be considered. Clarifications of Final Proposals shall not be considered to be modifications. Final Proposals cannot be changed or withdrawn after the date and time designated for receipt, except as provided in Section II, 2.3.6.3 Errors in the Final Proposal.



2.3.4.2 Clarification of Final Proposals

During the evaluation of the Final Proposal, the State Evaluation Team may ask the Bidder to clarify their submitted information but will not allow the Bidder to change their proposal.

2.3.4.3 Flawed Final Proposals

At the State’s sole discretion it may declare the Final Proposal to be a Draft Proposal in the event that the State Evaluation Team determines that Final Proposals from all Bidders contain material deviations. Bidder may not protest the evaluation team’s determination that all proposals have material deviations. If all proposals are declared noncompliant, the State will issue an addendum to the RFP and confidential discussions will be held with Bidders who are interested in continuing to be considered. Each Bidder will be notified of the due date for the submission of a new Final Proposal to the State. This submission must conform to the requirements of the original RFP as amended by any subsequent addenda. The new Final Proposals will be evaluated as required by Section X, Evaluation.

2.3.4.4 Confidentiality

Final Proposals are public upon opening; however, the contents of all proposals, correspondence, agenda, memoranda, or any other medium which discloses any aspect of a Bidder’s proposal shall be held in confidence until the notice of intent to award has been issued. Bidders should be aware that marking a document “confidential” or “proprietary” may exclude it from consideration for award. However if accepted for evaluation by the State such marking in a Final Proposal will not keep that document, after notice of intent to award, from being released as part of the public record, unless a court has ordered the State not to release the document. The content of all working papers and discussions relating to the Bidder’s proposal, if retained, shall be held in confidence indefinitely unless the public interest is best served by an item’s disclosure because of its direct pertinence to a decision, agreement or the evaluation of the proposal. Any disclosure of confidential information by the Bidder is a basis for rejecting the Bidder’s proposal and ruling the Bidder ineligible to further participate. Maintaining the confidentiality of information that is designated as confidential by the State is paramount; it cannot be over emphasized.

2.3.5 Sealed Cost Openings

Final Proposals will not have their sealed cost envelopes opened until the State has evaluated and scored the technical and administrative submission. Cost Proposals will only be opened for responsive proposals from responsible Bidders. On the date of the cost opening, the State will post a summary of the points awarded to each Bidder. This summary will be provided to all the Bidders and the public in attendance at the cost opening as well as persons who request the summary.



2.3.6 Rejection of Proposals

The State may reject any or all proposals and may waive any immaterial deviation or defect in a proposal. The State’s waiver of any immaterial deviation or defect shall in no way modify the RFP documents or excuse the Bidder from full compliance with the RFP specifications if awarded the contract.

2.3.6.1 General

Final Proposals will be evaluated according to the procedures contained in the Section X, Evaluation.

2.3.6.2 Evaluation Questions

During the evaluation and selection process, the State may require a Bidder’s representative to answer specific questions and provide clarification, as long as the answers and clarification is in writing.

2.3.6.3 Errors in the Final Proposal

An error in the Final Proposal may cause the rejection of that proposal; however, the State, in its sole discretion, may retain the proposal and make certain corrections. In determining if a correction will be made, the State will consider the conformance of the proposal to the format and content required by the RFP, and any unusual complexity of the format and content required by the RFP.

The State, in its sole discretion, may correct obvious clerical errors. The State, in its sole discretion, may correct discrepancy and arithmetic errors on the basis that, if intent is not clearly established by the complete proposal submittal, the Master Copy shall have priority over additional copies, the Proposal Master Copy narrative shall have priority over the cost sheets. If necessary, the extensions and summary will be recomputed from the lowest level of detail, even if the lowest level of detail is obviously misstated. The total price of unit-price items will be the product of the unit price and the quantity of the item. If the unit price is ambiguous, unintelligible, uncertain for any cause, or is omitted, it shall be the amount obtained by dividing the total price by the quantity of the item.

If a Bidder does not follow the instructions for computing costs not related to the contract (e.g., State personnel costs), the State may reject the proposal, or in its sole discretion, re-compute such costs based on instructions contained in the RFP.

The State may at its sole option correct errors of omission and, in the following four situations, the State will take the indicated actions if the Bidder’s intent (as determined by the State) is not clearly established by the complete proposal submittal.



1. If an item is described in the narrative and omitted from the cost data

provided in the proposal for evaluation purposes, it will be interpreted to mean that the item will be provided by the Bidder at no cost.

2. If an item is not mentioned at all in the proposal, the proposal will be interpreted to mean that the Bidder does not intend to supply that item.

3. If an item is omitted, and the omission is not discovered until after contract award, the Bidder shall be required to supply that item at no cost.

The determination of whether an item is minor or major will be the responsibility of the State.

It is absolutely essential that Bidders carefully review the cost elements in their Final Proposal.

In the event an ambiguity or discrepancy between the general requirements described in Section III, Current System, and the specific functional and technical requirements set forth in Section VI, Technical Requirements, is detected after the opening of proposals, Section VI, Technical Requirements, and the Bidder’s response thereto, shall have priority over Section III, Current System and the Bidder’s response thereto.

2.3.7 Contract Award

Award of contract, if made, will be in accordance with Section X, Evaluation, to a responsible Bidder whose Final Proposal complies with the requirements of the RFP and any addenda thereto, except for such immaterial defects as may be waived by the State. Award, if made, will be made within 180 calendar days after the scheduled date for the Contract Award as set forth in the Key Action Dates Section I, Introduction, unless a protest is received. If a protest is received, the Award, if made, will be made within 180 calendar days after the protest is resolved. The State reserves the right to modify or cancel in whole or in part its RFP prior to contract award.

2.3.8 Debriefing

A debriefing will be held after Contract Award at the request of any Bidder for the purpose of receiving specific information concerning the evaluation. The discussion will be based primarily on the technical and cost evaluations of the Bidder’s Final Proposal. A debriefing is not the forum to challenge the RFP specifications or requirements.



2.4 Other Information

2.4.1 Protests

Before a protest is submitted regarding any issue other than selection of the "successful Bidder," the Bidder must make full and timely use of the procedures described in Section II, 2.2.4 Questions Regarding the RFP and Section II, 2.2.5, Request to Change the Requirements of the RFP, to resolve any outstanding issues between the Bidder and the State. This procurement procedure is designed to give the Bidder and the State adequate opportunity to submit questions and discuss the requirements before the Final Proposal is due. The protest procedure is made available in the event that a Bidder cannot reach a fair agreement with the State after exhausting these procedures. There are two types of protests, requirements and award protests. A protest shall be submitted according to the procedure below. Protests regarding any issue other than selection of the "successful Bidder" are requirements protests and will be heard and resolved by the Deputy Director of the Department of General Services, Procurement Division, whose decision will be final. An award protest is where a Bidder has submitted a Final Proposal which it believes to be totally responsive to the requirements of this RFP and to be the proposal that should have been selected according to the evaluation procedure in the Section X, Evaluation and the Bidder believes the State has incorrectly selected another Bidder for award, the Bidder may submit a protest of the selection as described below. All protests of the RFP requirements or procedures must be received by the Deputy Director of the Procurement Division as promptly as possible, but not later than the respective time and date in the Key Action Dates specified in Section I, Introduction, for such protests. Protests concerning the evaluation, recommendation, or other aspects of the selection process (award protests) must be received by the Deputy Director of the Procurement Division as promptly as possible, but not later than the respective time and date in the Key Action Dates specified in Section I, Introduction, for such protests or the respective date in the Notification of Intent to Award, whichever is later. Certified or registered mail should be used unless delivered in person, in which case the protester should obtain a receipt of delivery. IMPORTANT NOTICE TO ALL BIDDERS: This solicitation/acquisition is being conducted under the provisions of the Alternative Protest Process (Public Contract Code Section 12125, et seq.) By submitting a bid or proposal to this solicitation, the bidder consents to participation in the Alternative Protest Process, and agrees that all protests of the proposed award shall be resolved by binding arbitration pursuant to the California Code of Regulations, Title 1, Division 2, Chapter 5.



During the protest period, any participating bidder may protest the proposed award on the following grounds:

• For major information technology acquisitions – that there was a violation of the solicitation procedure(s) and that the protesting bidder’s bid should have been selected; or

• For any other acquisition – that the protesting bidder’s bid or proposal

should have been selected in accordance with the selection criteria in the solicitation document.

A Notice of Intent to Award for this solicitation will be publicly posted in the Procurement Division reception area and sent via facsimile to any bidder who made a written request for notice and provided a facsimile number. All protests must be made in writing, signed by an individual who has contractual authority to bind the bidding company, and contain a statement of the reasons for protest; citing the law, rule, regulation or procedures on which the protest is based. The protester must provide facts and evidence to support the claim. Bidder is to send the notice of protest to:

Alternative Protest Process Coordinator Dispute Resolution Unit Department of General Services Procurement Division 707 Third Street, 2nd Floor West Sacramento, CA 95605

A written Notice of Intent to Protest the proposed award of this solicitation must be received (facsimile acceptable) by the Coordinator before the close of business 5 p.m. PST/PDT on the 3rd day following public posting. Failure to submit a timely, written Notice of Intent to Protest waives bidder’s right to file a protest. Within seven (7) working days after the last day to submit a Notice of Intent to Protest, the Coordinator must receive from the protesting bidder, the complete protest filing to include the detailed written statement of protest, filing fee and deposit or small business certification as applicable. Untimely submission of the complete protest filing waives the bidder’s right to protest. Protest bond requirement: Bond amount for this Alternative Protest Process shall be eighty (80) per cent of the estimated contract value. See California Code of Regulations, Title 1, Section 1418. See Appendix E, Section E.1 - Alternative Protest Process Procedures for procedures for conducting protests under the Alternative Protest Process.



2.4.2 News Releases

News releases or any publications relating to a contract resulting from this RFP shall not be made without prior written approval of the Procurement Official listed in Section I, Introduction.

2.4.3 Disposition of Proposals

All materials submitted in response to this RFP upon submission are the property of the State of California and will be returned only at the State’s option and at the Bidder’s expense. At a minimum, the Master Copy of the Final Proposal shall be retained for official files and will become a public record after the Notification of Intent to Award as specified in the Key Action Dates specified in Section I, Introduction. However, materials the State considers confidential information (such as confidential financial information submitted to show bidder responsibility) will be returned upon the request of the Bidder.



Exhibit II–A

COMPETITIVE BIDDING AND PROPOSAL RESPONSIVENESS

Competitive bidding is not defined in any single statute but is more in the nature of a compendium of numerous court decisions. From such court decisions, the following rules have evolved, among others:

1. The RFP must provide a basis for full and fair competitive bidding among Bidders on a common standard, free of restrictions tending to stifle competition.

2. The State may modify the RFP, prior to the date fixed for Contract Award, by issuance of an addendum to all parties who are Bidders.

3. To have a valid proposal, the proposal must respond and conform to the invitation, including all the documents, which are incorporated therein. A proposal which does not literally comply may be rejected.

4. For a variance between the request for proposals and the proposal to be such as to preclude acceptance (the proposal must be rejected), the variance or deviation must be a material one.

5. State agencies usually have the express or implied right to reject any and all proposals in the best interests of the State. Proposals cannot, however, be selectively rejected without cause.

6. Proposals cannot be changed after the time designated for receipt and opening thereof. No negotiation as to the scope of the work, amount to be paid, or contractual terms is permitted. However, this does not preclude the State from clarifying the Bidder’s intent by asking questions and considering the answers.

7. A competitive proposal, once opened and declared, is in the nature of an

irrevocable option and a contract right of which the public agency cannot be deprived without its consent, unless the requirements for rescission are present. All proposals become public documents.

8. Proposals cannot be accepted “in part,” unless the invitation specifically permits such an award.

9. Contracts entered into through the competitive bidding process cannot later be amended, unless the RFP includes a provision, to be incorporated in the contract awarded, providing for such amendment.



Exhibit II–A, (Continued) Since competitive procurement became the required method for securing certain IT goods or services, the State has received a number of proposals which were deemed to be non-responsive to the Request for Proposals (RFP) or which could not be considered as valid proposals within the competitive bidding procedures. Non-responsive proposals which contain qualifications must be rejected. Many of the causes for rejection arise from either an incomplete understanding of the competitive bidding process or administrative oversight on the part of the Bidders. The following examples are illustrative of more common causes for rejection of proposals. These examples are listed solely to assist potential Bidders in submission of responsive proposals.

1. A proposal stated, “The prices stated within are for your information only and are subject to change.”

2. A proposal stated, “This proposal shall expire ninety (90) days from this date unless extended in writing by the ____________ Company.” (In this instance award was scheduled to be approximately 90 days after the proposal submittal date.)

3. A proposal for lease of IT equipment contained lease plans of a duration shorter than that which had been requested in the RFP.

4. A personal services contract stated, “____________, in its judgment, believes that the schedules set by the State are extremely optimistic and probably unobtainable. Nevertheless, ____________ will exercise its best efforts...”

5. A proposal stated, “This proposal is not intended to be of a contractual nature.” 6. A proposal contained the notation “prices are subject to change without notice.” 7. A proposal was received for the purchase of IT equipment with unacceptable

modifications to the Purchase Contract. 8. A proposal for lease of IT equipment contained lease plans of a duration longer

than that which had been requested in the RFP with no provision for earlier termination of the contract.

9. A proposal for lease of IT equipment stated, “...this proposal is preliminary only and the order, when issued, shall constitute the only legally binding commitment of the parties.”

10. A proposal was delivered to the wrong office. 11. A proposal was delivered after the date and time specified in the RFP. 12. An RFP required the delivery of a performance bond covering 50 percent of the

proposed contract amount. The proposal offered a performance bond to cover “x” dollars which was less than the required 50 percent of the proposed contract amount.

13. A proposal did not meet the contract goal for Disabled Veterans Business Enterprise (DVBE) participation and did not follow the steps required by the proposal to achieve a “good faith effort”.

14. A proposal appeared to meet the contract goal for DVBE participation with the dollars submitted, but the Contractor had miscalculated the proposal costs. When these corrections were made by the State, the Contractor’s price had increased and the dollars committed for DVBE participation no longer met the goal. The Contractor had not followed the steps to achieve a “good faith effort”.


December 18, 2006 Section III – Page 1

Section III:

Current System



Table of Contents

3 CURRENT SYSTEM ........................................................................................................................................5

3.1 DEPARTMENT OF MOTOR VEHICLE PROGRAMS...........................................................................................5 3.2 OVERVIEW OF THE CURRENT SYSTEM.........................................................................................................6 3.3 FRONT-END SYSTEMS .................................................................................................................................6 3.4 BACK-END SYSTEMS...................................................................................................................................7 3.5 CURRENT ARCHITECTURE HIGH-LEVEL DIAGRAM......................................................................................8 3.6 WORKAROUNDS ..........................................................................................................................................8



3 CURRENT SYSTEM

3.1 Department of Motor Vehicle Programs

The DMV provides services to a broad and diverse group of customers, ranging from drivers to government agencies, and businesses to law enforcement organizations. The services can be categorized at a high level into five core programs, which are described below:

1. Driver License and Identification Card Program: The DMV verifies the identify of driver license and ID card applicants, tests and issues licenses to qualified drivers and issues identification cards to non-drivers. Over eight million driver licenses and ID card are issued annually.

2. Vehicle Title and Registration Program: The DMV issues registrations and titles to more than 33 million commercial and personal cars, trucks, motorcycles, trailers, and vessels each year. It also issues special placards to disabled individuals and personalized license plates to purchasers.

3. Occupational Licensing Programs: The DMV licenses and regulates a variety of occupations and businesses relating to driving and vehicles. Examples of regulated businesses include vehicle manufacturers, dealers, salespeople, distributors, dismantlers, transporters, traffic schools, and driving schools. For example, DMV issues more than 68,000 motor carrier permits annually.

4. Driver Safety Program: The DMV promotes driver safety by monitoring driving performance, evaluating high-risk drivers’ abilities, and limiting driving privileges of drivers identified as safety risks. The DMV conducts more than 110,000 quasi-judicial hearings annually to assess the appropriateness of driving privileges.

5. Services in Support of Multiple Programs: The DMV provides essential support services for the benefit of the State, local governments and agencies, other states, and the federal government. Examples of essential support services include collection and distribution of fees and fines, customer service, educational activities, administration of the financial responsibility program for auto insurance, electronic data interchange with a variety of entities, and implementation and support of non-driving-related mandates, such as driving privilege sanctions related to failure to pay child support and graffiti convictions.



3.2 Overview of the Current System

The front-end and back-end systems that support core DMV functions are based upon a technical architecture developed in the 1960’s. The environment includes hardware and operating systems that are no longer industry supported, programming languages that are not taught in school or within the IT industry, and database functionality that is severely limited by record size limitations and extendibility. The DMV business processes that depend upon this antiquated technical infrastructure include the State’s driver license (DL), occupational license (OL), and vehicle registration (VR) programs. The increasingly complex and inflexible architecture has made it difficult to respond to mandated legislative changes and has increased the risk of a catastrophic system failure.

3.3 Front-End Systems

The front-end systems, referred to as DMV Automation (DMVA), currently run on servers located in each field office and some headquarter units. In addition to providing a user interface, these systems also contain business logic necessary to support the driver license, vehicle registration and occupational licensing programs, and communicate with the DMV databases on the back-end system. Built in 1983, DMVA is written in Event Driven Language (EDL) and runs under the Event Driven Executive (EDX) operating system, neither of which is currently supported. The DMVA system formats the data stored locally in each field office into transactions that are sent to the host mainframe at the DTS Data Center.



3.4 Back-End Systems

The back-end systems contain post-licensing business logic as well as the master-files which store information on vehicles, drivers, and occupational licensees. The back-end systems grant access to the master-file records and provide the requested data to the front-end systems. Built in 1964, these systems are architecturally constrained and require specialized skills to use and maintain. The three main components of the back-end infrastructure are:

• Real-Time Control (RTC) System: RTC is a tightly integrated, complex, custom transaction management system built by the DMV in the 1960’s and written in Assembler. RTC performs many functions including, transaction scheduling and queuing, task initiation and task management, memory and buffer management and priority management.

• Automated Management Information Systems (AMIS): AMIS is a custom file

system used to store and access the master-files. It contains a number of custom programs that allow staff to access, print or modify a single record, and allows for the recovery of a single record or a collection of records. AMIS was built by the DMV in the 1960’s and written in Assembler. With few exceptions, all data originates within these databases which are housed on a mainframe at the DTS Data Center. The AMIS databases are non-relational databases populated with master data records, each of which is a physically separate, indexed, Virtual Storage Access Method (VSAM) file with predefined field sequencing and fixed maximum lengths. Because the structure of the AMIS data records is fixed, the databases are extremely limited in terms of the amount and type of data they can capture in each data record.

• California Motor Vehicles Data Communications System (CAMVDCS):

CAMVDCS acts as a communications gateway service by providing access to applications and system services for internal and external requestors, performs application routing services, and serves as a queue manager for all inbound and outbound transactions. On a daily basis, the DMV communications network processes well over 1.3 million electronic transactions. Most of these transactions occur between the hours of 6:00 A.M. and 7:00 P.M. Monday through Friday. There is 24 by 7 support for law enforcement and some support for field offices on Saturdays. CAMVDCS was developed in COBOL by the DMV and utilizes CICS transaction management for some services.



3.5 Current Architecture High-level Diagram

Figure 3-1 provides a high-level representation of the current architecture:

Figure 3-1 Overview of Current Architecture

3.6 Workarounds

The inflexible nature of the DMV data architecture and the inherent limitations of its hardware and operating systems in the field offices have resulted in numerous complex manual and automated workarounds to meet business needs and legislative mandates. There is a large project backlog containing 300-500 service requests dating back a number of years. Updating these systems to meet all changing Department processes and requirements is not possible. Consequently, only the most important system changes (e.g., those that are legislatively mandated) are considered for implementation and of those, a portion is still not implemented. As a result, manual process workarounds are implemented in order for the department to adhere to legislative mandates, many of which carry financial consequences for non-compliance.


December 18, 2006 Section IV – Page 1

Section IV:

Proposed System



Table of Contents

4 PROPOSED SYSTEM.......................................................................................................................................5

4.1 OVERVIEW OF THE PROPOSED SYSTEM .......................................................................................................5 4.2 FRONT-END SYSTEMS .................................................................................................................................6 4.3 BACK-END SYSTEMS...................................................................................................................................6 4.4 PROPOSED ARCHITECTURE HIGH-LEVEL DIAGRAM ....................................................................................7 4.5 ITM PROJECT SCHEDULE ............................................................................................................................7



4 PROPOSED SYSTEM

4.1 Overview of the Proposed System

The DMV intends to incrementally deploy a solution over a number of years that addresses two key aspects of the current technology infrastructure. The solution will:

1. Migrate user interface platforms to a centralized, Java-based, web-server architecture that uses a web browser to present information to the user; and,

2. Migrate data processing and management systems from 40-year-old, DMV-built,

non-commercial applications to proven industry-standard commercially-available software applications that are currently supported by the DTS Data Center.

Specifically, the scope of the proposed system includes the following:

• Replace all DMVA functionality, including all programs written in EDL code, with a Java-based custom alternative;

• Replace all decentralized servers currently supporting DMVA with a centralized alternative while continuing to meet system performance targets;

• Replace all RTC functionality, including all programs written in Assembler code, with a commercially-supported transaction management system alternative (CICS);

• Replace all AMIS functionality, including all programs written in Assembler code, with a commercially-supported database management system (DB2);

• Migrate all DL, VR, and OL master data records to the DB2 database; and

• Maintain all CAMVDCS functionality while incorporating functionality utilized by DMVA into the web-based solution.



4.2 Front-End Systems

The proposed system will use an incremental approach to move the user interface platforms to a centralized, Java-based, web-server infrastructure that uses a web browser to present information to the user. Although the transactional components of the front-end systems will be re-architected, the business processes as well as the overall look-and-feel of the display screens will not change as part of this project, and therefore, no business process re-engineering activities will need to take place.

4.3 Back-End Systems

The proposed system will move the existing back-end components for data management and data processing to common commercial software available at the DTS Data Center. Specifically, the proposed back-end re-architecture will include:

• Removal of RTC: The custom-built RTC system used by transactions will be eliminated and a new industry-standard transaction management system (CICS) will be integrated into the environment.

• AMIS Removal: DMV began the removal of AMIS with the migration of the VR

master-files to DB2. The ITM Project will complete the migration of the remaining VR records and migrate the DL and OL master-files using the same method.

• CAMVDCS: CAMVDCS will remain in place in order for external non-Internet

users to access the DMV data.



4.4 Proposed Architecture High-level Diagram

Figure 4-1 provides a high-level, post-project technical architecture.

Figure 4-1 Proposed Solution Conceptual Architecture

4.5 ITM Project Schedule

The Project Management Support Services contract spans a seventy-three (73) month period from June 2007 through June 2013. Table 4-2 describes the various phases of the overall ITM Project. The Project Management Support Services Vendor will join the project during Phase 3.0 Project Initiation. The table describes the various phases of the development and implementation portion of the project and defines the timeframes during which parallel development and implementation will take place among the various component groups. NOTE: The following table was excerpted from the Feasibility Study Report approved by the Department of Finance on March 30, 2006. The dates contained within the table are only estimates and may be subject to change as the Project progresses. The State does anticipate completing the ITM Project by the end of FY 2012/2013.



Figure 4-2 ITM Project Schedule by Phase

Project Phases & Stages Estimated Start

Estimated End

Phase 1.0 FSR Development and Approval Stage 1: Prepare and submit Agency Report 6/6/05 8/29/05 Stage 2: Prepare and Submit Feasibility Study Report 8/15/05 1/16/06

Stage 3: Control Agency Review and Approval 1/17/06 5/1/06 Phase 2.0 Project Vendor Procurement Stage 1: Develop Procurement Plan and ITPP 11/10/05 5/1/06 Stage 2: Requirements Definition 1/9/06 5/1/06 Stage 3: Prepare RFOs and RFPs 5/1/06 6/8/06

Stage 4: Department of General Services (DGS) Review & Approval of Project Vendor RFPs 6/9/06 7/15/06

Stage 5: Solicitation, Selection, and Contracting for Project Management Support Services Vendor

7/15/06 4/13/07

Stage 6: Solicitation, Selection, and Contracting for IPOC & IV&V Vendors 7/15/06 4/13/07

Stage 7: Solicitation, Selection, and Contracting for Development, Conversion and Consulting Vendor

7/15/06 7/13/07

Phase 3.0 ITM Project Initiation Stage 1: Create ITM Project Management Team 12/5/06 4/6/07 Stage 2: Project Orientation 4/9/07 5/4/07 Stage 3: Project Processes and Tools 4/9/07 5/25/07 Stage 4: Develop Detailed Project Plan 4/9/07 5/25/07 Phase 4.0 IT Modernization and Implementation Phase 4.1 Data Record Migration Stage 1: Project Initiation 4/16/07 4/27/07 Stage 2: Requirements Confirm & Define 4/30/07 5/11/07 Stage 3: Design Refinement 5/14/07 6/15/07 Stage 4: Data Cleanup 5/14/07 6/15/07




Estimated End

Stage 5: Testing 5.1 Develop Test Plan 5.2 Unit Testing 5.3 System Testing 5.4 Performance Testing 5.5 Acceptance Testing 5.6 Parallel Testing 5.7 Post-Implementation Verification

5/29/07 3/19/10

Stage 6: DL Master File Migration 6/18/07 9/26/08 Stage 7: VR Master File Migration 9/26/08 3/5/10 Stage 8: Documentation 5/14/07 4/5/10 Stage 9: Close-Out 3/8/10 4/5/10 Phase 4.2 DMVA Replacement Stage 1: Project Initiation 7/16/07 7/27/07 Stage 2: Requirements Confirm & Define 7/30/07 8/10/07 Stage 3: System Design 8/13/07 8/24/07 Stage 4: Develop System Services 8/27/07 12/21/07 Stage 5: Develop DL Functionality 12/24/07 12/14/09 Stage 6: Develop Functions Integration 12/24/07 6/21/10

Stage 7: Develop VR Functionality 12/15/08 12/17/10

Stage 8: Develop Web Presentation 12/15/08 1/27/12 Stage 9: Testing 9.1 Develop Test Plan 9.2 Unit Testing 9.3 System and Integration Testing 9.4 Performance Testing 9.5 Acceptance Testing 9.6 Parallel Testing 9.7 Post-Implementation Verification

9/4/07 1/27/12

Stage 10: Retire Hardware 7/5/11 1/23/12 Stage 11: Documentation 8/6/07 1/13/12 Stage 12: Close-Out 1/16/12 2/17/12 Phase 4.3 Develop CICS Environment Stage 1: Project Initiation 7/16/07 7/27/07 Stage 2: Requirements Confirm & Define (Gap) 7/30/07 9/21/07 Stage 3: Design 9/24/07 1/25/08 Stage 4: Transactions System Development 10/8/07 1/9/12




Estimated End

Stage 5: Transactions Testing 5.1 Develop Test Plan 5.2 Unit Testing 5.3 System and Integration Testing 5.4 Performance Testing 5.5 Acceptance Testing 5.6 Parallel Testing 5.7 Post-Implementation Verification

10/8/07 1/27/12

Stage 6: Documentation 8/13/07 1/13/12 Stage 7: Close-Out 1/16/12 2/10/12 Phase 4.4 Rewrite Transaction Programs Stage 1: Project Initiation 2/2/09 2/13/09 Stage 2: Requirements Confirm & Define 2/16/09 3/13/09 Stage 3: Design 3/16/09 5/5/09

Stage 4: Development of Converted Transaction Programs 6/15/09 4/26/13

Stage 5: Testing 5.1 Develop Test Plan 5.2 Unit Testing 5.3 System and Integration Testing 5.4 Performance Testing 5.5 Acceptance Testing 5.6 Parallel Testing 5.7 Post-Implementation Verification

5/11/09 5/17/13

Stage 6: Documentation 3/16/09 5/17/13 Stage 7: RTC Retired 4/19/13 4/19/13 Stage 8: Close-Out 4/22/13 5/24/13


December 18, 2006 Section V – Page 1

Section V:

Administrative Requirements



Table of Contents

5 ADMINISTRATIVE REQUIREMENTS ........................................................................................................5

5.1 GENERAL ADMINISTRATIVE REQUIREMENTS ..............................................................................................5

5.1.1 Bidder Responsibility.............................................................................................................................5 5.1.2 Confidentiality .......................................................................................................................................6 5.1.3 Contracts Audits, Records, and Federal Access ....................................................................................7 5.1.4 Use of Standard Office Automation Tools .............................................................................................8 5.1.5 Dispute Resolution.................................................................................................................................8 5.1.6 Invoices and Payments for Services.......................................................................................................8 5.1.7 Withholding of Payments, Liquidated Damages, Assessment of Other Damages..................................9

5.2 STAFFING REQUIREMENTS ..........................................................................................................................9

5.2.1 Vendor Staffing Changes .......................................................................................................................9 5.2.2 Use of Subcontractors..........................................................................................................................10 5.2.3 Work Location .....................................................................................................................................12 5.2.4 Bidder References ................................................................................................................................12 5.2.5 Bidder Qualifications...........................................................................................................................12 5.2.6 Staffing Qualifications .........................................................................................................................14

5.3 BUSINESS COMPLIANCE REQUIREMENTS...................................................................................................16

5.3.1 Insurance Documents ..........................................................................................................................16 5.3.2 Certification to do Business in the State of California ........................................................................17 5.3.3 Payee Data Record ..............................................................................................................................17 5.3.4 Letter of Bondability & Financial Disclosure .....................................................................................18 5.3.5 Americans with Disabilities Act (ADA) Compliance Statement...........................................................19 5.3.6 Disabled Veteran Business Enterprise (DVBE) Participation Program .............................................20 5.3.7 Optional Preference Claims ................................................................................................................21

5.4 STATEMENT OF WORK ..............................................................................................................................26



5 ADMINISTRATIVE REQUIREMENTS

This section addresses the administrative requirements for the California Department of Motor Vehicles (DMV) ITM Request for Proposal (RFP #2740-180-D). Responses to the requirements in this section marked as “Administrative Requirement #” must be included in the Bidder’s proposal. Bidders must meet, adhere to and respond to all of the requirements included in this RFP to be responsive. All administrative requirements outlined in this section, Section V - Administrative Requirements, as well as the technical requirements outlined in Section VI – Technical Requirements, have been summarized in Appendix D – Requirements Response Matrix (hereafter referred to as the Matrix), and must be completed by the Bidder. Failure to positively identify the Bidder’s intention to fulfill a requirement may result in a determination of material defect and rejection of the Bidder’s response. In addition to meeting the administrative requirements identified in this section and the technical requirements described in Section VI – Technical Requirements, the Bidder must adhere to all of the following additional administrative requirements of this RFP to be responsive:

• Actions to be taken as specified in Section I, 1.6 - Key Action Dates; • Rules Governing Competition as specified in Section II - Rules Governing

Competition; • Completion of appropriate cost sheets identified in Section VIII - Cost

Instructions; and • Format instruction as specified in Section IX - Proposal and Bid Format.

The DMV will not accept or retain any proposals that are marked confidential in their entirety and Bidders are strongly discouraged from requesting confidential treatment for any of the information contained in a proposal. However, the DMV understands that confidential information may be required to evaluate and score proposals adequately. If a Bidder concludes that certain confidential information is essential to provide evaluators with a complete understanding of the project, Bidders may submit confidential information with the proposal. (Refer to Section V, 5.1.2 – Confidentiality).

5.1 General Administrative Requirements

5.1.1 Bidder Responsibility

Prior to award of the contract, the State must be assured that the Bidder selected has all of the resources to successfully perform under contract. This includes, but is not limited to, personnel in the numbers and with the skills required, equipment of appropriate type and in sufficient quantity, financial resources sufficient to complete



performance under the contract, and experience in similar endeavors. If, during the evaluation process, the State is unable to assure itself of the Bidder’s ability to perform under contract, if awarded, the State has the option of requesting from the Bidder any information that the State deems necessary to determine the Bidder’s responsibility. If such information is required, the Bidder will be so notified and will be permitted approximately five working days to submit the information requested. Types of financial responsibility information include annual reports and currently audited balance sheets for the firm that is bidding.

Administrative Requirement 1: The Bidder’s proposal must include sufficient data to support their ability to perform under contract. If, during the evaluation process, the State determines the need for additional information to validate the Bidder’s responsibility, the Bidder agrees to furnish the State with the requested information within five working days of the request. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement. Administrative Requirement 2: The Bidder’s proposal must contain a Cover Letter signed by an individual who is authorized to bind the Bidder’s firm contractually and indicating the title and position that person holds in the firm, including a statement that the Bidder commits to fulfilling all the requirements of RFP #2740-180-D (refer to Section IX - Proposal and Bid Format for additional instructions). The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.

5.1.2 Confidentiality

The Bidder engaging in services to the DMV pertaining to this project, requiring contact with confidential State and DMV information, will be required to exercise security precautions for all such data that is made available and must accept full legal responsibility for the protection of this confidential information. This includes all financial, statistical, personal, technical and/or other data and information relating to DMV operations as well as DMV information that is designated confidential by the ITM Project. To preserve the integrity of the security measures of the State’s and DMV’s automated information systems, each Bidder is required to sign the Confidentiality Statement located in Appendix C, Section C.4 – Confidentiality Statement. Under no circumstances shall the Bidder sell or otherwise disclose information, records, or data to any unauthorized third party, or inappropriately use or publish the contents of any records or data submitted for processing.



Administrative Requirement 3: Bidder agrees that all personnel assigned to the ITM Project shall submit a signed copy of the confidentiality statement provided in Appendix C, Section C.4 – Confidentiality Statement of this RFP. After contract execution all contractor and subcontractor personnel shall sign a confidentiality statement prior to working on this project. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.

5.1.3 Contracts Audits, Records, and Federal Access

The Vendor shall agree that State representatives shall have access to and the right to examine, audit, inspect and copy the records, documents, billings and other items during the contract term and during the five-year period thereafter. These items include records and substantiating data for project invoices, status reports, configuration management, quality assurance, and schedules and work plans. The State shall pay copy expenses associated with these activities. The State representatives shall be accompanied by Vendor personnel at all times during such examination, inspection, review or audit. The Vendor will work with any State appointed or retained auditor to provide the information necessary for its independent assessment of Vendor’s compliance with the Agreement. Vendor agrees to make internal records, personnel, project control systems and other support information available on a reasonable basis as requested by such auditor on behalf of the State. The Vendor shall retain all project documentation during the period of performance indicated in Section I, 1.1 - Purpose of RFP. Upon termination of the Vendor’s participation in the Information Technology Modernization Project, all project documentation, including backups, draft documentation, deliverables and any other written or electronic documentation associated with the project, shall be turned over to the State for retention.

Administrative Requirement 4: Bidder’s shall agree, upon award of contract and throughout the duration of the contract, to allow State representatives immediate access to all electronic and manual records, documents, billings and other items as they relate to the project. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement. Administrative Requirement 5: Bidder shall agree to retain all electronic records for the duration of the contract. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.



5.1.4 Use of Standard Office Automation Tools

The selected Bidder shall use the standard project management, word processing, relational database management, presentation and spreadsheet products used by the State (Microsoft Office and Microsoft Project), at the version levels specified by the State, in the preparation of all ITM Project correspondence and deliverables. On the published date of this RFP, the current software and version levels in use by the State include:

• Microsoft Office, version 2003 • Microsoft Project, version 2003

Administrative Requirement 6: Bidder agrees to use the standard project management, word processing, relational database management, presentation and spreadsheet products used by the State at the version levels specified by the State in the preparation of all ITM Project correspondence and deliverables. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.

5.1.5 Dispute Resolution

Both parties shall acknowledge and agree that certain technical and/or project-related problems or issues may arise, and shall use their best, good faith efforts to cooperatively resolve disputes and problems that arise in connection with this Contract. However, there may be instances where the severity of the problem justifies escalated reporting and to this extent, the following escalation process shall be used:

1. Problems or issues shall normally be reported in regular status reports or in-person meetings between the Vendor and the DMV Project Manager.

2. If the problem or issue warrants additional escalation, either party can request escalation of the issue to the DMV Chief Information Officer (CIO), or their designee. The escalation should be handled in writing specifying the disputed issue, the position of the party initiating the dispute and acknowledgement of the relative positions of the parties. The DMV CIO (or designee) will attempt to resolve the dispute within ten (10) days of submission by either party.

3. If the DMV CIO (or designee) is unable to resolve the dispute within such ten

(10) days, the decision of the DMV Project Manager shall be final. If the Vendor is unsatisfied, it may pursue its available legal and equitable remedies.

5.1.6 Invoices and Payments for Services

In consideration for the satisfactory completion of the deliverables described herein, the State agrees to pay the Vendor, in arrears, upon receipt of an invoice in duplicate, for



services rendered under this contract. The payment invoice shall be submitted by the Vendor, upon completion of the identified deliverables, in sufficient scope and detail to define the actual work performed and specific milestones completed, including a description of the activities associated with the deliverables for both the Contractor and subcontractors and the hours allocated to those activities. Invoices shall be mailed to:

Department of Motor Vehicles P.O. Box 9322382 Sacramento, CA 94232-3820 Attn: Accounts Payable M/S F-109

Invoices shall include the following components:

• Purchase Order number; • Total amount of the invoice and subtotals for each deliverable being

invoiced, including resource name and hourly rate expended against each deliverable;

• Copies of the signed timesheet(s) supporting the billed hours; and • Certification statement signed by a company official attesting to the

accuracy of the invoice data. If the DMV does not accept the identified deliverables in this SOW, payment of the invoice shall be withheld by the DMV and the Contractor will be notified. The Contractor must take timely and appropriate measures to correct or remedy the reason(s) for rejection and demonstrate to the DMV that the Contractor has successfully completed the scheduled work for each deliverable before payment will be made.

5.1.7 Withholding of Payments, Liquidated Damages, Assessment of Other Damages

The State, in its sole discretion, may withhold payments, impose liquidated damages, and/or assess and impose other damages as set forth in the draft contract (refer to Appendix A - Model Contract and Appendix B - Statement of Work) whenever Vendor fails to perform or improperly performs with regard to the tasks, deliverables, goods, services, performance requirements or other work required.

5.2 Staffing Requirements

5.2.1 Vendor Staffing Changes

During the term of this contract, the State reserves the right to approve or disapprove Vendor’s staff, to approve or disapprove any proposed changes in such staff, and to



require the removal or reassignment of any Vendor or Subcontractor staff found disruptive or otherwise unacceptable by the State. The Vendor shall provide the State with a resume of any member of its staff or a Subcontractor’s staff assigned to or proposed to be assigned to any aspect of the performance of the contract prior to commencing any services. All staff proposed by the Vendor as replacements for other staff shall have comparable or greater skills to perform the Project activities as were performed by the staff being replaced. The State reserves the right to negotiate a lower rate if the staff skills are not equivalent to the original staff.

Administrative Requirement 7: The Vendor shall provide the State with a resume of any member of its staff or a Subcontractor’s staff assigned to or proposed to be assigned to any aspect of the performance of the contract prior to commencing any services. All proposed staffing changes should reflect similar experience and skills to that of the original staff member. The Vendor acknowledges that the State has the authority to approve or disapprove all proposed staffing changes. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.

5.2.2 Use of Subcontractors

The selected Prime Contractor must accept full responsibility for coordinating and controlling all aspects of the contract, including support or activities to be performed by any subcontractor. The Prime Contractor will be the sole point of contact with the State relative to contract performance. Nothing contained in this Contract or otherwise shall create any contractual relationship between the State and any subcontractors, and no subcontract shall relieve the Vendor of its responsibilities and obligations hereunder. The Vendor agrees to be fully responsible to the State for the acts and omissions of its subcontractors and of persons directly employed by the Vendor. The Vendor’s obligation to pay its subcontractors is an independent obligation from the State’s obligation to make payments to the Vendor. As a result, the State shall have no obligation to pay or to enforce the payment of any monies to any subcontractor. Any subcontractor that the Bidder chooses to use in fulfilling the requirements of this RFP, and which is expected to receive more than ten (10) percent of the value of the contract, must also meet all Administrative and Technical Requirements of the RFP, as applicable. Subcontractors must also be tax compliant.



If the Bidder chooses to use any agents, suppliers, and subcontractors in fulfilling the requirements of this RFP, the Bidder shall:

• Provide the name of any agents, suppliers, and subcontractors who expect to receive more than 10% of the value of the contract; and

• Provide the company name, address, and primary contact person, and the

telephone numbers for the agents, suppliers, and subcontractors; and

• Describe the involvement and responsibilities of the agents, suppliers and subcontractors in the final proposal.

All work that will be provided by subcontractors must be well documented in the RFP response. The Prime Contractor must explain how the Prime Contractor will manage and control the work of the subcontractors. This information, if subcontractors are being utilized, and the documents associated with the subcontracts must be included as attachments to the proposal. The Prime Contractor will be responsible for compliance with all requirements under the contract, even if requirements are delegated to subcontractors. All State policies, guidelines, and requirements (e.g. workers compensation, drug-free workplace, non-discrimination clause and Americans with Disabilities Act) apply to all subcontractors. The Prime Contractor and all subcontractors shall not in any way represent themselves in the name of the DMV or the State of California without prior written approval.

Administrative Requirement 8: Bidder must agree to accept full Prime Contractor responsibility for coordinating and controlling all aspects of the contract and any subcontractors. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement. Administrative Requirement 9: Bidder must agree to complete and submit the Subcontractor List Form located in Appendix C, Section C.5 - Subcontractor List of this RFP. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement. Administrative Requirement 10: Bidder must agree that Administrative Requirements applicable to the subcontracted work will apply and be adhered to by all subcontractors proposed to contribute ten (10) percent or more of the total contract value, even if subcontractor concurrence is not specifically defined in the Administrative Requirement. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.



5.2.3 Work Location

Services shall be performed at the Department of Motor Vehicles located at 2415 First Avenue, Sacramento, CA 95818 during normal business hours Monday through Friday, with the exception of State holidays, and at all other times as required to successfully provide the services described by this RFP.

5.2.4 Bidder References

The State requires that a Bidder submitting a proposal that results in the award of a contract will be considered the “Prime Contractor.” As such, the Bidder must provide at least one (1) customer reference from previous projects that are similar in nature to the scope and complexity of the ITM project and reflect a similar scope of work as compared to the tasks described in Section VI - Technical Requirements. Bidders shall submit a minimum of one (1) complete project reference, using the Bidder Experience Form located in Appendix C, Section C.6 – Bidder Experience.

Administrative Requirement 11: Bidders must provide one (1) or more customer references using the Bidder Experience Form located in Appendix C, Section C.6 – Bidder Experience. The type of work represented in the Bidder references must meet the requirements outlined in Section V, 5.2.5 - Bidder Qualifications. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.

The successful ITM Project Management Support Services vendor will propose a team of individuals, including a Project Manager, that possess extensive project management expertise. Team members’ roles and experience toward that role must be clearly identified. A vendor’s proposed staffing must be sufficient to ensure timely completion of deliverables, and combined, shall meet the staffing qualifications outlined in Section VI - Technical Requirements. The vendor shall provide at least two (2) references for each of the proposed team members using the Staff Experience Reference Form located in Appendix C, Section C.7 – Staff Experience Reference Form.

Administrative Requirement 12: Bidders must provide two (2) or more references for each proposed team member using the Staff Experience Reference Form located in Appendix C, Section C.7 – Staff Experience Reference Form. The type of work represented in the Bidder references must meet the requirements outlined in Section V, 5.2.6 – Staffing Qualifications. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.

5.2.5 Bidder Qualifications

The successful Bidder must have previously provided Project Management Support Services for large, complex technical development projects similar to the ITM project. The Bidder must show experience in managing and/or providing consultative services



for the entire duration of a large scale project lifecycle including project startup, requirements assessment, design, development, testing and implementation. The Bidder is required to complete at least one (1) Bidder Experience Form located in Appendix C, Section C.6 – Bidder Experience. In addition, the bidding company must have at least three (3) years experience in providing project management resources to multi-year IT projects comparable to the DMV ITM Project.

Administrative Requirement 13: The Bidder must complete at least one (1) Bidder Experience Form located in Appendix C, Section C.6 – Bidder Experience. The Bidder should select an application development project in similar size and scope to that of the ITM project. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.

Administrative Requirement 14: The Bidder must have at least three (3) years experience in providing project management resources to multi-year IT projects comparable to the DMV ITM Project. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.

The Bidder’s proposal should also include a brief description of the bidding company’s organizational history and operational experience, especially history and experience in providing Project Management Consulting services to other Federal, State or County agencies. If the Bidder plans to staff the project with subcontractor(s) who will perform over ten percent (10%) of the SOW tasks defined in Section VI – Technical Requirements, the Bidder shall also provide a brief description of the subcontracting company’s organizational history and operational experience. Specifically, the bidding company’s description (and all applicable subcontracting companies) should include the following type of information:

• The organization’s legal form, rules for organizational governance, and authority to conduct business in this arena;

• Ownership structure and identification of controlling interests and parties; • Staffing structure, including numbers and ratio of employees to

subcontractors, overall staffing availability, staffing levels, and staffing expertise;

• A profile of its infrastructure including office location(s) and space; • A profile of its project management methodology; and, • A profile of its business and service philosophy, policies, vision and mission

statements. Administrative Requirement 15: Bidders must provide a background of the company’s organizational history and operational experience, especially history and experience in providing Project Management Support Services for similar large scale application development and implementation projects. The Bidder must provide separate background descriptions for each subcontractor



performing over ten percent (10%) of the SOW tasks defined in Section VI – Technical Requirements. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.

5.2.6 Staffing Qualifications

The Bidder shall determine the number and roles of staff required for the ITM Project Management Support Services engagement based on the Administrative Requirements outlined in Section V – Administrative Requirements and the Technical Requirements outlined in Section VI – Technical Requirements. At a minimum, the Bidder’s staff shall include a Project Manager to serve as the primary representative to the DMV Project Manager. The Bidder’s Project Manager will assume responsibility for the Project Management Support Services Staff and will delegate their workload and prioritize their tasks. The mandatory qualifications for the Project Manager include:

1. At least five (5) years of cumulative experience in the capacity of a chief project manager on large-scale information technology projects. Multiple projects may be used to meet this requirement; however, the total cost for each project must be greater than $100 million.

2. Experience managing at least one (1) large-scale application development

project, with a total project cost greater than $50 million, from initiation through completion. Management experience must include all phases of the development lifecycle including: requirements analysis, design, development, testing, and implementation and rollout.

3. Experience managing at least one (1) large-scale legacy IT modernization

project, with a total project cost greater than $50 million. Experience should include vendor management, requirements management (including identification and analysis of legacy business rules), and management of the implementation.

4. Experience in utilizing or creating a structured project management

methodology (such as Rational Unified Process) in the management of a large-scale application development project.

5. At least one (1) year of primary responsibility in creating, monitoring and

controlling a detailed project work plan and any associated sub-plan(s) on a multi-year IT project with a total project cost exceeding $50 million. Work plan experience must be in Microsoft Project.

6. Possession of a current, valid PMI®, Project Management Professional

(PMP®) Certification. The PMP® Certification shall be maintained by the



Project Manager or any replacement Project Manager for the term of their engagement under the contract.

In addition, the Bidder may determine the quantity and roles for the additional staff members for this engagement. The mandatory qualifications for additional staff include:

1. Each additional staff member shall have at least four (4) years of cumulative experience performing project management activities in the following knowledge areas: Integration Management, Scope Management, Time Management, Cost Management, Quality Management, Human Resource Management, Communication Management and Risk Management.

2. At least two (2) years of experience maintaining project work plans and

schedules using Microsoft Project.

3. At least two (2) years of experience participating in all phases of the application development lifecycle including, requirements analysis, design, development, testing and implementation. Multiple projects may be used to meet this requirement.

The desirable qualifications for additional staff members include:

1. Possession of a current, valid PMI®, Project Management Professional (PMP®) Certification.

2. Experience developing or evaluating project performance metrics.

The Bidder’s proposal must contain a detailed description of the proposed staff to perform the Project Management Support Services tasks as identified in Section VI – Technical Requirements as well as a resume for each proposed team member. The Bidder must also complete a Staffing Qualifications Matrix indicating overall compliance for each qualification described above.

Administrative Requirement 16: The Bidder must complete the Proposed Staffing Form located in Appendix C, Section C.8 – Bidder’s Proposed Staffing Form. This form should contain the name, role and percent of a full time equivalent (40 hours per week) for each staff member proposed. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement. Administrative Requirement 17: The Bidder must submit a resume for each staff member proposed for the Project Management Support Services team. Each resume should list the organization the person worked for, start and end dates for each contract, and a description of the primary responsibilities performed during the engagement, especially as it relates to the ITM Project



tasks. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement. Administrative Requirement 18: The Bidder must complete the Staffing Qualifications Matrix located in Appendix C, Section C.9 – Staffing Qualifications Matrix. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement. Administrative Requirement 19: The Bidder has validated that the proposed Project Manager meets all mandatory qualification requirements as described in Section V, 5.2.6 – Staffing Qualifications, including a current and valid PMI®, Project Management Professional (PMP®) Certification. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement. Administrative Requirement 20: The Bidder has validated that each additional, proposed staff member meets all mandatory qualification requirements as described in Section V, 5.2.6 – Staffing Qualifications. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.

5.3 Business Compliance Requirements

5.3.1 Insurance Documents

The Bidder must maintain in force (as required by State law) a valid Worker’s Compensation Insurance Policy for all employees engaged in the performance of the contract and agree to furnish the State satisfactory evidence thereof at the time of Final Proposal submittal and at any time the State may so request. For purposes of this RFP, the Vendor shall furnish to the State a certificate of insurance stating that there is commercial general liability and workers’ compensation insurance presently in effect for the Contractor of not less than $1,000,000 per occurrence for bodily injury and property damage liability combined. The certificate of insurance must include the following provisions:

1. The insurer will not cancel the insured’s coverage without 30 days prior written notice to the State; and

2. The State of California, its officers, agents, employees, and servants are

hereby named as additional insured but only with respect to work performed for the State of California.



Administrative Requirement 21: Bidder agrees to provide a certificate of insurance stating that the bidding company has commercial general liability and workers’ compensation insurance presently in effect for all employees engaged in the performance of this contract. Any Bidder utilizing subcontractors to perform more than 10% of the total contract value will also need to submit the applicable insurance certificate from those subcontracting firms. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.

5.3.2 Certification to do Business in the State of California

All corporations, Limited Liability Companies (LLC’s) and Limited Partnerships (LPs) must be registered and in ‘Active’ status with the California Secretary of State (SOS) to be awarded a contract. The Secretary of State Certificate of Status must be included with the final proposal. The Secretary of State may be contacted as follows:

California Secretary of State Division of Corporate Filing and Services 1500 Eleventh Street, Third Floor Sacramento, CA 95814-5701 Certification Unit: (9160 657-5251 Administrative Requirement 22: Bidder’s Final Proposal submission must contain the Bidder’s certification with the California Secretary of State to do business in California. If certification has not been received, a copy of the Bidder’s application and statement of the status must be included. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.

5.3.3 Payee Data Record

Bidders must complete the Payee Data Record form (Std. 204) and submit the completed document with their proposal (see Appendix C, Section C.10 – Payee Data Record for information on how to obtain this form). Payment cannot be made unless the form is completed and returned.

Administrative Requirement 23: Bidder’s Final Proposal submission must contain a fully executed copy of the Payee Data Record form (Std. 204) (see Appendix C, Section C.10 – Payee Data Record for information on how to obtain this form). The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.



5.3.4 Letter of Bondability & Financial Disclosure

A letter of bondability for $3,500,000 (three million five hundred thousand dollars) must be included in each Bidder’s proposal. The letter of bondability must be from an admitted surety insurer.

Administrative Requirement 24: A letter of bondability for $3,500,000 (three million five hundred thousand dollars) must be included in the Bidder’s proposal from an admitted surety insurer. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.

Furthermore, Proposals in response to State procurements for assistance in preparation of feasibility studies or the development of recommendations for the acquisition of IT products and services must disclose any financial interests (e.g., service contract, Original Equipment Manufacturer (OEM) agreements, re-marketing agreements) that may foreseeably allow the individual or organization submitting the proposal to materially benefit from the State’s adoption of a course of action recommended in the feasibility study or the acquisition recommendations. If, in the State’s judgment, the financial interest will jeopardize the objectivity of the recommendations, the State may reject the proposal. The Bidder must submit a Proposal with full disclosure of any third party involvement. This disclosure must include:

• An explanation of the Bidder’s relationship to the third party • An explanation of all benefits, financial incentives, existing contracts,

and/or re-marketing agreements that may foreseeably allow the Bidder to materially benefit from a recommendation made to the State.

• An explanation of the proposed relationship between the third party and the State.

Administrative Requirement 25: The Bidder must complete the Disclosure of Third Party Involvement Form in Appendix C, Section C.3 – Disclosure of Third Party Involvement with full disclosure of all third parties relationships in which the Bidder may have a financial interest that may foreseeably allow the Bidder to materially benefit from a recommendation made to the State. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.



5.3.5 Americans with Disabilities Act (ADA) Compliance Statement

To meet and carry out compliance with the non-discrimination requirements of Title 2 of the Americans with Disabilities Act (ADA), it is the policy of the DGS Procurement Division to make every effort to ensure that its programs, activities, employment opportunities, and services are available to all persons, including persons with disabilities. For persons with a disability needing reasonable accommodation to participate in the Procurement process, please contact the Procurement Division at (916) 375-4400 (main office). You may also contact directly the DGS Contract Administrator contact person that is handling this procurement. IMPORTANT: TO ENSURE THAT WE CAN ACCOMMODATE ALL BIDDERS, REQUESTS SHOULD BE RECEIVED AT LEAST TEN (10) WORKING DAYS BEFORE THE SCHEDULE EVENT (i.e. MEETING, CONFERENCE WORKSHOP, ETC.) OR DEADLINE DUE DATE FOR PROCUREMENT DOCUMENTS. The Procurement Division TTY telephone number is:

• Sacramento Office: 916-376-1891 The California Relay Service telephone numbers are:

• Voice: 800-735-2922 • TTY: 800-735-2929



5.3.6 Disabled Veteran Business Enterprise (DVBE) Participation Program

The Office of Small Business and Disabled Veteran Business Enterprise (DVBE) Certification offers program information and may be reached at:

Small Business and DVBE Certification 707 Third Street, 1st Floor, Room 400 West Sacramento, CA 95605 Homepage: www.pd.dgs.ca.gov/smbus 24-hour information and document request system: (916) 322-5060 Receptionist: (916) 375-4940 Fax: (916) 375-4950

The State has established a DVBE participation goal of three percent for this procurement. If the Bidder documentation shows participation of less than 3%, a Good Faith Effort or approved Business Utilization Plan must be documented. Bidders must fully comply with DVBE Participation Program requirements. Failure to submit a complete response may result in a non-responsive determination, in which case the Final Proposal will be rejected. Refer to the DVBE Resource Packet and Documentation of DVBE Program Requirements website, found in Appendix C, Bidder Response Forms, for requirements and the STD 840 form that must be completed. The completed STD 840 form must be included in Volume 1 in the draft and final bids. In accordance with Section 999.5(a) of the Military and Veterans Code, an incentive will be given to Bidders who provide one percent or more DVBE participation. For contract award evaluation purposes only, the State shall apply an incentive to proposals that include California certified DVBE participation as confirmed by the State. The incentive amount for awards is based on the amount of DVBE participation obtained. The incentive is only given to those Bidders who are responsive to the DVBE Program Requirement and propose DVBE participation in the resulting contract. See Section X – Evaluation for details on incentive use. If the Bidder proposed to use a DVBE firm(s), the Bidder must complete the appropriate forms in Appendix C, Bidder Response Forms to be eligible to receive this DVBE incentive benefit. These forms allow Bidders to identify if they are a DVBE and/or identify DVBE subcontractors, their proposed contract function, and the corresponding percentage of participation. The Disabled Veteran Business Enterprise Declarations form (STD 843), found in Appendix C, Bidder Response Forms, is completed by a California certified DVBE owner and DVBE managers of the DVBE who will be participating in the awarded purchase document.



Administrative Requirement 26: The Bidder must agree to provide notification to DVBE subcontractors immediately after an award is announced by the State. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement. PLEASE READ THIS REQUIREMENT CAREFULLY. FAILURE TO COMPLY WITH THE DVBE REQUIREMENT MAY CAUSE YOUR SOLICITATION RESPONSE TO BE DEEMED NONRESPONSIVE AND YOUR FIRM WILL BE INELIGIBLE FOR AWARD OF THE PROPOSED CONTRACT(S). Administrative Requirement 27: The Bidder’s proposal must:

a. Explicitly commit to contract with DVBE to meet or exceed the goal of 3 percent DVBE participation; or

b. Document a good faith effort to locate qualified DVBEs to meet or exceed the goal of 3 percent DVBE participation; or

c. Submit a copy of “Notice of an Approved DVBE Business Utilization Plan” in the name of the Bidder’s company.

Bidder’s proposal must include the Standard 840 form and the Disabled Veteran Business Enterprise Declarations Form Std 843 in the Bidders proposal. If a copy of Bidder’s Notice of an Approved DVBE Business Utilization Plan is submitted, the Std 840 may be excluded. The Bidder must check one of the boxes in the Requirements Response Matrix for this requirement indicating which DVBE option is chosen. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.

5.3.7 Optional Preference Claims

Bidders are not required to apply for EZA, TACPA, LAMBRA, or Small Business preference. Denial of EZA, TACPA, LAMBRA, or Small Business preference requests is not a basis for rejection of the proposal. Contracts awarded with applied preferences will be monitored throughout the life of the contract for compliance to statutory, regulatory, and contractual requirements. The State will take appropriate corrective action to apply sanctions as necessary to enforce performance programs. If a Bidder qualifies for more than one bidding preference (EZA, TACPA, LAMBRA, Small Business), the maximum preference allowed by law is 15% or $100,000. Cost adjustments for Optional Preference Claims will be performed during the Cost Assessment as described in Section - X Evaluation.

5.3.7.1 Small Business Preference

The Office of Small Business and Disabled Veteran Business Enterprise (DVBE) Certification offers program information and may be reached at:



Small Business and DVBE Certification 707 Third Street, 1st Floor, Room 400 West Sacramento, CA 95605 Homepage: www.pd.dgs.ca.gov/smbus 24-hour information and document request system: (916) 322-5060 Receptionist: (916) 375-4940 Fax: (916) 375-4950

Government Code § 14835, et seq. and California Code of Regulations, Title 2, § 1896, et seq., requires a five percent (5%) preference be given to Bidders who qualify as a small business. The Department of General Services, Office of Small Business and Disabled Veteran Business Enterprise Certification must certify small businesses seeking eligibility for the five percent preference. The Bidders must specifically request the five percent small business preference be applied to their Final Proposal. The preference is used only for evaluation purposes to arrive at the lowest proposal amount of the small business Bidder, and does not alter the amounts of the actual Final Proposals. To claim this preference, the Bidder shall complete the Small Business Preference and Certification Request Form (STD 811) found in Appendix C, Bidder Response Forms. California Government Code Section 14835, et seq. requires that a five percent preference be given to Bidders who qualify as a certified small business. On September 9, 2004, California Code of Regulations, subchapter 1896 now allows a five percent preference to non-small business Bidders that submit a written commitment to subcontract at least twenty-five percent of its total proposal price with one or more small business(es).

Resource Description Web Address

DGS Small Business Program (provides the regulations in full)

www.pd.dgs.ca.gov/smbus

California Code of Regulations ccr.oal.ca.gov Small Business Procurement and Contract Act, Government Code §§14835 et seq.

www.leginfo.ca.gov/cgi-bin/waisgate?WAISdocID=1843838612+0+0+0&WAISaction=retrieve

A five percent bid preference is available to a non-small business claiming twenty-five percent California certified small business subcontractor participation. If claiming the non-small business subcontractor preference, the bid response must



include a list of the small business(es) with which you commit to subcontract in an amount of at least twenty-five percent of the net proposal price with one or more California certified small businesses. Each listed certified small business must perform a “commercially useful function” in the performance of the contract as defined in Government Code Section 14837(d)(4). The required list of California certified small business subcontractors must be attached to the proposal response and must include the following: 1) subcontractor name, 2) address, 3) phone number, 4) a description of the work to be performed and/or products supplied, 5) and the dollar amount or percentage of the net proposal price (as specified in the solicitation) per subcontractor. To claim this preference, Bidders shall complete the Small Business Preference and Certification Request Form (STD 811) found in Appendix C, Bidder Response Forms. The Bidders claiming the five percent preference must commit to subcontract at least twenty-five percent of the net proposal price with one or more California certified small businesses. Completed certification applications and required support documents must be submitted to the Office of Small Business and DVBE Certification (OSDC) no later than 5:00 p.m. on the proposal due date, and the OSDC must be able to approve the application as submitted. Questions regarding certification should be directed to the OSDC at (916) 375-4940.

Administrative Requirement 28: Bidder’s proposal must contain a fully executed copy of the Small Business Preference Form to claim this preference (see Appendix C, Section C.12 – Small Business Preference Information on instructions for how to obtain this form). The Bidder’s proposal should not contain this item if there is no intention to claim this preference. The Bidder must acknowledge this requirement in either case. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.

5.3.7.2 Target Area Contract Preference Act (TACPA)

The intent of the Target Area Contract Preference Act (TACPA) is to promote economic development and employment opportunities in distressed areas of the State by offering bidding preferences on qualified RFPs. Government Code Section 4530, et. seq., provides that whenever any State agency contracts for the procurement of services in excess of $100,000 and the worksite is not fixed by the terms of the contract, preference will be granted to California-based Bidders if they meet certain requirements, as defined in Title 2, California Code of Regulation, Section 1896.30, et. seq., regarding the labor needed to produce the services. Bidders seeking to obtain a TACPA five percent (5%) preference must submit a completed Std. Form 830S (see Appendix C, Section C.13 TACPA Information on instruction for how to obtain this form). This form should be submitted with or prior to the Final Proposal and should include all appropriate certifications, the



address(es) of the worksite(s), county census tract number, block group number, a valid signature. In addition, if seeking the additional one percent (1%) to four percent (4%) preference available for hiring persons with a high risk of unemployment, the appropriate box must be checked on the form. A Bidder who has claimed a TACPA preference and is awarded the contract will be obligated to perform in accordance with the preference and preferences requested, provided that the TACPA preference was granted in obtaining the contract. Bidders should contact the Office of Small Business and DVBE Certification for the information on TACPA Record Keeping Requirements at 707 Third Street, First Floor, Room 400, West Sacramento, CA 95605, or call (916) 375-4609 or (916) 375-4940.

Administrative Requirement 29: Bidder’s proposal must contain a fully executed copy of the TACPA Form to claim this preference (see Appendix C, Section C.13 TACPA Information for instructions on how to obtain this form). The Bidder’s proposal should not contain this item if there is no intention to claim this preference. The Bidder must acknowledge this requirement in either case. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.

5.3.7.3 Enterprise Zone Act (EZA)

The intent of the Enterprise Zone Act (EZA) is to promote economic development and employment opportunities in designated enterprise zones by offering bidding preferences on qualified solicitations. Government Code Section 7080, et. seq., provides that California-based companies may be granted a five percent (5%) preference when bidding on state contracts in excess of $100,000 for services if the business site is located within designated “Enterprise Zones”. EZA provides for two preferences: worksite and workforce. These preferences are explained in more detail on Standard Form 831 (see Appendix C, Section C.14 EZA Information for instructions on how to obtain this form). A Bidder who has claimed an EEIA preference and is awarded the contract will be obligated to perform in accordance with the preference requested, provided that the EEIA preference was granted in obtaining the contract. Bidders should contact the Office of Small Business and DVBE Certification for information on EEIA Record Keeping Requirements at 1808 14th Street, Suite 100, Sacramento, California 95814, or call (916) 322-5060. Questions regarding the identification of high density unemployment areas or a designated enterprise zone, should be directed to the Department of Commerce (Enterprise Zone Programs), 801 K Street, 17th Floor, Sacramento, California 95814, or call (916) 324-8211.



Administrative Requirement 30: Bidder’s proposal must contain a fully executed copy of the Standard Form 831 to claim the EEIA preference (see Appendix C, Section 3.14 EZA Information for instructions on how to obtain this form). The Bidder’s proposal should not contain this item if there is no intention to claim this preference. The Bidder must acknowledge this requirement in either case. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.

5.3.7.4 Military Base Recovery Area (LAMBRA)

Government Code Section 7118, et. seq., provides that whenever a state agency prepares a solicitation for a goods or services contract in excess of $100,000 and the worksite(s) is not fixed by the terms of the contract, a five percent (5%) bid preference will be granted to California-based Bidders if they certify under penalty of perjury that no less than fifty percent (50%) of the labor required to perform a contract for goods, or one hundred percent (100%) of the labor hours required to perform a contract for services are performed at an approved worksite(s) located in a local agency military base recovery area. Bidders seeking to obtain a LAMBRA five percent (5%) preference must submit a completed STD Form 832 (see Appendix C, Section C.15 LAMBRA Information for instructions on how to obtain this form). This form should be submitted with or prior to the Final Proposal submission and should include all appropriate certifications, the bidding firms name and the name of all suppliers and subcontractors that will work with the Bidder to fulfill the terms of the contract along with the address(es) of each of the worksite(s) and estimated labor hours, Military Base Recovery Area name(s), and the Bidder’s signature. In addition, if a Bidder seeks the additional one percent (1%) to four percent (4%) preference available for hiring persons with a high risk of employment, the appropriate box on the form should be checked. A Bidder who has claimed a LAMBRA preference(s) and is awarded the contract will be obligated to perform in accordance with preference(s) requested, provided that the LAMBRA preference(s) was granted in obtaining the contract. Bidders should contact the State Trade and Commerce Agency at (916) 324-8211 to identify LAMBRA zone locations. Firms receiving LAMBRA preferences must report their labor hours.

Administrative Requirement 31: Bidder’s proposal must contain a fully executed copy of the LAMBRA form to claim this preference (see Appendix C, Section 3.15 LAMBRA Information for instructions on how to obtain this form). The Bidder’s proposal should not contain this item if there is no intention to claim this preference. The Bidder must acknowledge this requirement in either case. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.



5.4 Statement of Work

The purpose of the Statement of Work (SOW) is to provide the California DMV with an overview of the proposed ITM Project Management Support Services in response to this RFP. A sample SOW is included in Appendix B – Statement of Work. The Bidder may add additional content to this SOW in terms of additional tasks or deliverables that the Bidder feels are necessary to manage the ITM project.

Administrative Requirement 32: Bidder agrees to submit a Statement of Work as part of their proposal that is consistent with the requirements detailed in Section VI – Technical Requirements of this RFP. Bidders may add additional tasks and/or deliverables to the sample SOW located in Appendix B – Statement of Work. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.


December 18, 2006 Section VI – Page 1

Section VI: Technical

Requirements



Table of Contents

6 TECHNICAL REQUIREMENTS....................................................................................................................5

6.1 INTEGRATION MANAGEMENT......................................................................................................................5

Integration Management Tasks............................................................................................................................7 6.1.1 Integration Management Technical Requirements ..............................................................................10

6.2 SCOPE MANAGEMENT ...............................................................................................................................11

6.2.1 Scope Management Tasks....................................................................................................................12 6.2.2 Scope Management Technical Requirements ......................................................................................13

6.3 TIME MANAGEMENT .................................................................................................................................13

6.3.1 Time Management Tasks .....................................................................................................................14 6.3.2 Time Management Technical Requirements ........................................................................................15

6.4 COST MANAGEMENT.................................................................................................................................15

6.4.1 Cost Management Tasks ......................................................................................................................16 6.4.2 Cost Management Technical Requirements.........................................................................................16

6.5 QUALITY MANAGEMENT...........................................................................................................................17

6.5.1 Quality Management Tasks .................................................................................................................17 6.5.2 Quality Management Technical Requirements ....................................................................................19

6.6 HUMAN RESOURCE MANAGEMENT ...........................................................................................................19

6.6.1 Human Resource Management Tasks ..................................................................................................20 6.6.2 Human Resource Management Technical Requirements.....................................................................20

6.7 COMMUNICATION MANAGEMENT .............................................................................................................21

6.7.1 Communication Management Tasks ....................................................................................................21 6.7.2 Communication Management Technical Requirements.......................................................................23

6.8 RISK MANAGEMENT..................................................................................................................................23

6.8.1 Risk Management Tasks.......................................................................................................................24 6.8.2 Risk Management Technical Requirements .........................................................................................24

6.9 PROCUREMENT MANAGEMENT .................................................................................................................25



6 TECHNICAL REQUIREMENTS

This section prescribes all the specific technical requirements to which the Bidders must comply. It is essential that the Bidder provides a level of detail in their proposal to show sufficient understanding of the technical requirements, along with detail to show that their company can meet or exceed the technical experience requirements of the RFP. The technical requirements for this RFP are categorized in the Project Management Institute (PMI) knowledge areas that are applicable to the ITM project. Each section contains the following structure:

• A brief discussion of the knowledge area in terms of how it will relate to the ITM Project;

• A table containing the tasks expected to be performed by the selected Project Management Support Services Vendor during the term of the ITM Project and a reference to the applicable deliverables outlined in Section VII, 7.1 Deliverable List (these tasks, and associated deliverables are repeated in the Statement of Work located in Appendix B), and

• A list of technical requirements that the Bidder must respond to in the

proposal submission (the technical requirements are repeated in the Requirements Response Matrix located in Appendix D).

6.1 Integration Management

Project Integration Management refers to the set of activities which ensure that all of the various components of the project are properly coordinated. The selected Project Management Support Services Vendor will work closely with the ITM Project Manager to regularly assess all aspects of the project, ensure that all sub-project teams are working towards the same goals and objectives, and make tradeoffs among competing objectives and alternatives in order to meet or exceed stakeholder needs and expectations. In a project the size and complexity of the ITM Project, this knowledge area is a critical component for the overall success of the project. The Project Management Support Services Vendor will be actively engaged in the ITM Project during Phase 3.0 ITM Project Initiation and during Phase 4.0 IT Modernization and Implementation. Phase 4.0 is further subdivided into four sub-phases: Phase 4.1 Data Record Migration, Phase 4.2 DMVA Replacement, Phase 4.3 Develop CICS Environment and Phase 4.4 Rewrite Transaction Programs. Although each sub-phase contains a separate System Development Lifecycle (SDLC), the sub-phases are scheduled to run in parallel with each other (see Table 4-2 ITM Project Schedule by Phase located in Section IV, 4.5 ITM Project Schedule). As a result of this parallel



development, a critical role of the Project Management Support Services Vendor will be to ensure an overall Project Management Plan is in place that monitors the schedule, dependencies, risks and issues among the various sub-phases of the project. Figure 6-1 describes the anticipated organizational structure for the ITM Project. As seen in the diagram, there are various sub-project teams that will each be responsible for different components of the project. It is imperative that the architectural designs, coding standards, testing methodology, issue management, risk management and communication be coordinated between the sub-project teams to ensure that all team members are working in unison and towards the same set of goals and objectives. As changes to the scope, schedule, and/or architectural infrastructure are approved, these changes must be effectively communicated to all stakeholders and the appropriate documentation updated to reflect the change. Following an approved change, the selected Project Management Support Services Vendor shall closely monitor the project to determine if any unanticipated impacts to the project occur as a result of the change. In addition, the Project Management Support Services Vendor will work closely with the DMV Project Management Services Team, Independent Verification and Validation (IV &V) Vendor, the Independent Project Oversight (IPO) Vendor and the Enterprise Wide Oversight Consultant (EWOC) to ensure that all aspects of the project are completed on time, on budget and with a high-degree of quality.

Figure 6-1 ITM Project Organization Structure



Integration Management Tasks

During the term of the Project, the following Integration Management tasks must be performed by the selected Project Management Support Services Vendor: Integration Management Tasks Sub-Category Task # Task Activity

IM 1.1

Assist the ITM Project Manager in overall management of the ITM Project by working with appropriate State and contracted staff, such as the Independent Project Oversight Vendor, the Enterprise Wide Oversight Consultant (EWOC) Vendor, the Independent Verification and Validation Vendor and the Project Development, Conversion and Consulting Vendor.

IM 1.2

Assist the ITM Project Manager in ensuring that all elements of the project are properly coordinated. Determine and manage inter-dependencies between project cost, scope, quality, schedule and staffing.

IM 1.3

Assist the ITM Project Manager in ensuring that all sub-project teams, departments, interfacing partners and stakeholders are working towards a common, well-defined set of goals and requirements.

IM 1.4

Evaluate ITM Project progress, resources, budget, schedules, workflow and reporting on a regular basis to ensure the project remains on track. Report results through weekly, monthly and yearly status reports (see Deliverables #1, #2 and #3 in Section VII, 7.1 Deliverable List).

IM 1.5 Understand program business objectives and their relationship to the Project.

General Integration Management

IM 1.6

Provide consultative services to project leadership to ensure that the project approach makes use of established industry best practices and mitigates project risks.



Integration Management Tasks Sub-Category Task # Task Activity

Project Management Plan(s)

IM 1.7

Assist the ITM Project Manager in the development of a Project Management Plan outlining the project management approach, organizational structure, scope statement, work breakdown structure(s), identified deliverables (including all State and Vendor deliverables), acceptance criteria, cost estimates, schedule, work management process and assumptions. This plan, and all associated sub-plan(s) will serve as the cornerstone for the overall management of the project. The Project Management Plan will be created at the beginning of the project and updated on a monthly basis, as appropriate (see Deliverable #4 in Section VII, 7.1 Deliverable List).

IM 1.9

Assist the ITM Project Manager in developing a Project Change Control Plan outlining the change control methodology, tools, and approving entities (change control board). The Project Change Control Plan will be created at the beginning of the project and updated on a monthly basis, as appropriate (see Deliverable #5 in Section VII, 7.1 Deliverable List). Change

Control

IM 1.10

Ensure that all changes to the project scope are formally documented as a change request, reviewed to determine if approval will be granted, and if approved, ensure that all appropriate project documentation is updated to reflect the change, including, requirements, design, development, testing, and project management documentation.

IM 1.11

Assist the ITM Project Manager in establishing an Issue Management Plan to include the process for identifying, reporting, tracking, evaluating, communicating, assigning, and resolving all Project related issues, at both a sub-project team level as well as an enterprise project level. The Issue Management Plan will be created at the beginning of the project and updated on a monthly basis, as appropriate (see Deliverable #6 in Section VII, 7.1 Deliverable List).

Issue Management

IM 1.12 Assist the ITM Project manager in recognizing the inter-dependencies of identified issues among the various sub-project teams.




IM 1.13

Develop a Document Management Plan containing the process for managing all requirements documentation, system documentation, testing documentation, project management documentation, communication and deliverables. The Document Management Plan will be created at the beginning of the project and updated on a monthly basis, as appropriate (see Deliverable #7 in Section VII, 7.1 Deliverable List).

IM 1.14

Develop a Project Control Library for the project containing all project documentation including project management plan (and all associated sub-plans), project work plan, status reports, invoices, and deliverables. The project control library should be maintained on-line in an electronic format with a formal backup procedure. The project control library should also be maintained in hardcopy format.

IM 1.15

Create a document tracking system for the receipt and acceptance status for each deliverable submitted by the State as well as the contracted vendors. The document tracking system should contain a template for a Deliverable Acceptance Document (DAD) consisting of formal correspondence to the vendors indicating whether the deliverable was accepted or rejected. If the deliverable is rejected, the DAD template should contain the rationale for the rejection, consequences of rejection and the next steps for the Vendor to follow. (see Deliverable #8 in Section VII, 7.1 Deliverable List).

Document Management

IM 1.16 Assist the ITM Project Manager in tracking all deliverables from the State as well as the contracted vendors.

Project Close-out IM 1.17

Assist the ITM Project Manager in creating a final project report outlining the background of the project, summary of the results, problems encountered and solutions to those problems, attainment of objectives, lessons learned, corrective actions taken, target and actual completion dates, significant deviations from the planned deliverables, etc. (see Deliverable #9 in Section VII, 7.1 Deliverable List).




IM 1.18

Assist the ITM Project Manager with project closeout activities such as ensuring that all project documentation is returned by vendors leaving the project, ensuring that all project documentation, including the project control library, is up-to-date and filed in appropriate manner, issuance of final reports to the State, final contract closure and ensuring that all knowledge transfer activities have taken place.

6.1.1 Integration Management Technical Requirements

Bidders must complete the following Technical Requirements that apply to Integration Management on the ITM Project, as part of their proposal submission process. These requirements can also be found in the Requirements Response Matrix in Appendix D of this RFP.

Technical Requirement 1: The Bidder shall include in their proposal the Integration Management methodology that they will apply to the ITM Project. Bidders should base their response on the overall scope and complexity of the ITM Project, the lists of tasks identified in Section VI, 6.1 Integration Management Tasks, industry best practices, and lessons learned from other projects of similar scope and complexity. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement. Technical Requirement 2: The Bidder shall include in their proposal an attachment of a sample Project Management Plan created by the bidding company on a project of similar scope and size to the ITM Project (confidential data should be removed prior to submission). The Project Management Plan submitted by the Bidder should make reference to the issue, risk and communication management processes planned for the project, however, the Bidder need not submit a separate Issue Management Plan, Risk Management Plan or Communication Management Plan. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement. Technical Requirement 3: The Bidder shall include in their proposal an attachment of a sample Monthly Project Report for a project of similar size and complexity to the ITM Project (all confidential data should be removed prior to submission). The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.



Technical Requirement 4: The Bidder shall include in their proposal the Change Control Management methodology that they will apply to the ITM Project. Bidders should base their response on the overall scope and complexity of the ITM Project, the lists of tasks identified in Section VI, 6.1 Integration Management Tasks, industry best practices, and lessons learned from other projects of similar scope and complexity. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement. Technical Requirement 5: The Bidder shall include in their proposal the Issue Management methodology that they will apply to the ITM Project. Bidders should base their response on the overall scope and complexity of the ITM Project, the lists of tasks identified in Section VI, 6.1 Integration Management Tasks, industry best practices, and lessons learned from other projects of similar scope and complexity. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.

6.2 Scope Management

Scope Management refers to the activities involved in defining the project boundaries in terms of the work required to complete the project successfully, monitoring those boundaries to ensure that all approved requirements are met, and ensuring that additional requirements are not added without going through the appropriate change control process. The selected Project Management Support Services Vendor will work closely with the ITM Project Manager to ensure that the project completes according to schedule and that all defined requirements meet and exceed stakeholder expectations. Section IV, 4.5 ITM Project Schedule defines the project phases and sub-phases during the term of the project. Although each sub-phase contains a distinct system development lifecycle, the sub-phases are scheduled to run in parallel with each other. Therefore, it is critical that the Project Management Support Services Vendor participate in the scope definition for each sub-phase to ensure consistency, identify dependencies between sub-phases and validate that all project requirements are addressed in the appropriate sub-phases. In past projects, the DMV has successfully partitioned the scope of large projects in an effort to minimize the risk of failure and interruption to DMV’s business processes. The ITM Project will follow this proven methodology by making incremental progress over the course of several years. The ITM Project will not involve any business process re-engineering in an effort to minimize the impact of the DMV workforce. The selected Project Management Support Services Vendor must employ a structured approach to Scope Management in order to avoid scope creep and to ensure the success of the project.



6.2.1 Scope Management Tasks

During the term of the Project, the following Scope Management tasks must be performed by the selected Project Management Support Services Vendor: Scope Management Tasks Sub-Category Task # Task Activity

SM 2.1

Assist ITM Project Manager in identifying potential scope changes that might occur as a result of a documented issue, risk, staffing concern, legislative change, organizational change, etc.

General Scope Management

SM 2.2

Assist the ITM Project Manager with a Scope Management Plan, defining the process to handle documentation, communication and tracking of all approved scope changes. The Scope Management Plan will be created at the beginning of the project and updated on a monthly basis, as appropriate (see Deliverable #10 in Section VII, 7.1 Deliverable List).

Project Charter SM 2.3

Work with ITM Project Manager to create a Project Charter outlining the business need for the project, description of the project, project manager assigned to the project, constraints and assumptions. The Project Charter will be created at the beginning of the project and updated on a monthly basis, as appropriate (see Deliverable #11 in Section VII, 7.1 Deliverable List).

SM 2.4

Work with ITM Project Manager to develop an Overall Project Work Plan in Microsoft Project identifying each task, subtask and deliverable to be completed for all sub-project teams within the ITM Project. The Work Plan should contain tasks assigned to both State and vendor resources. The Project Work Plan will be created at the beginning of the project and updated on a weekly basis, as appropriate (see Deliverable #12 in Section VII, 7.1 Deliverable List).

Project Work Plan(s)

SM 2.5

Monitor and track the work plan on a weekly basis to include critical path and task dependency analysis in order to ensure that impacts to both critical and non-critical path activities can be identified and addressed in a timely manner. Variance resulting in an impact to the project of greater than 5% should be included in the weekly status report.



Scope Management Tasks Sub-Category Task # Task Activity

SM 2.6

Work with ITM Project Manager to immediately respond to variances in project schedule in order to eliminate or reduce the negative impacts of deviations. Determine appropriate course of action and update all documentation accordingly, including the project work plan.

SM 2.7

Verify that milestone and completion dates are monitored on a weekly basis and variances that will result in a 5% or greater impact to the budget and/or schedule are reported in the weekly status report.

SM 2.8 Ensure that the project work plan is updated upon approval of any scope change.

SM 2.9

Work with the ITM Project Manager to monitor changes in the external environment such as new regulations, new policies, departmental reorganizations, etc. to determine if any changes to project scope need to be made. Work with the ITM Project Manager to make appropriate modifications to project documentation, re-baseline the project work plan (if necessary) and communicate changes to all affected stakeholders.

6.2.2 Scope Management Technical Requirements

Bidders must complete the following Technical Requirements that apply to Scope Management on the ITM Project, as part of their proposal submission process. These requirements can also be found in the Requirements Response Matrix in Appendix D of this RFP.

Technical Requirement 6: The Bidder shall include in their proposal the Scope Management methodology that they will apply to the ITM Project. Bidders should base their response on the overall scope and complexity of the ITM Project, the lists of tasks identified in Section VI, 6.2.1 Scope Management Tasks, industry best practices, and lessons learned from other projects of similar scope and complexity. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.

6.3 Time Management

Time Management refers to the activities required to ensure that the project completes on time. The Project Management Support Services Vendor will work closely with the ITM Project Manager to define the scope and detailed requirements for each phase of the ITM Project. Once the scope is defined and approved, the Vendor will work with the ITM Project Manager and the appropriate project teams to determine the durations and



ownership for each task as well as the task dependencies. The Vendor will create a project schedule(s) using the current State version of Microsoft Project and once approved the Vendor will baseline the schedule. Once a schedule baseline has been created, the Vendor will closely monitor the progress of the schedule by tracking the hours expended per task as well as the percent complete of each task. If a variance is detected, the Vendor will work with the ITM Project Manager and the project teams to understand the variance and mitigate any impacts to the project. All updates to the project schedule must be effectively communicated to all appropriate project stakeholders. In addition, the Vendor will participate in the evaluation of all change requests to determine if there is any impact to scope and/or schedule. The Vendor will assist in the quantification of the impact and documentation of the assessment. If the change is approved, the Vendor will make the necessary adjustments to the project schedule, re-baseline the schedule if needed, and communicate the changes to all appropriate stakeholders.

6.3.1 Time Management Tasks

During the term of the Project, the following Time Management tasks must be performed by the selected Project Management Support Services Vendor: Time Management Tasks Sub-Category Task # Task Activity

TM 3.1

Work with the ITM Project Manager and identified sub-teams to identify the scope and tasks for each phase of the project, determine the durations for each identified task, identify the appropriate resources to perform the work and determine if any dependencies with other tasks, constraints or assumptions exist.

General Time Management

TM 3.2

Work with the ITM Project Manager to define a process for managing and updating the project schedule. The ITM Project will be composed of several sub-project teams, each with their own set of identified tasks. The Vendor will work with the ITM Project Manager to establish a process for each sub-team to report their weekly schedule updates. The Vendor will be responsible for the maintenance and upkeep of the overall project plan for the ITM Project.



Time Management Tasks Sub-Category Task # Task Activity

TM 3.3

Track hours expended for each task in the work plan, resolving and reporting any variances that will result in a 5% or greater impact to the project budget and/or schedule. In addition to hours expended, the percent complete for each task should be tracked in terms of estimated task completion. If the calculated percent complete of hours expended for each task differs from the estimated task completion percent, the vendor shall work with the ITM Project Manager to mitigate the discrepancy, examine potential increase in scope, and adjust the schedule as needed.

6.3.2 Time Management Technical Requirements

Bidders must complete the following Technical Requirements that apply to Time Management on the ITM Project, as part of their proposal submission process. These requirements can also be found in the Requirements Response Matrix in Appendix D of this RFP.

Technical Requirement 7: The Bidder shall include in their proposal the Time Management methodology that they will apply to the ITM Project. Bidders should base their response on the overall scope and complexity of the ITM Project, the lists of tasks identified in Section VI, 6.3.1 Time Management Tasks, industry best practices, and lessons learned from other projects of similar scope and complexity. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.

6.4 Cost Management

Cost Management refers to the activities required to ensure that the project remains within budget. The Vendor will work with the ITM Project Manager to ensure the efficient use of all resources engaged during each phase of the project. The Vendor will advise the ITM Project Manager in making life-cycle costing decisions throughout the duration of the project. The Vendor will help determine the tradeoff value in terms of quality, scope, schedule, and budget. On the ITM Project, earned value will not be calculated on a weekly basis at the task level; rather, a high-level earned value assessment will be performed on a monthly basis. The assessment will address the overall cost variance, schedule variance, and schedule performance index. On projects with long durations, such as the ITM Project, there can be a tendency for stakeholders to underemphasize the impact of schedule and cost variance early-on during the project lifecycle. However, if variances are ignored during the initial years, it can be very difficult to mitigate problems and issues in the latter phases of the project. Therefore, the Vendor, working with the ITM Project



Manager, will be responsible for critical assessment of the monthly earned value results in order to resolve problems and issues early during the project lifecycle when there are greater opportunities for resolution, resulting in fewer project tradeoffs.

6.4.1 Cost Management Tasks

During the term of the Project, the following Cost Management tasks must be performed by the selected Project Management Support Services Vendor: Cost Management Tasks Sub-Category Task # Task Activity

CST 4.1 Assist the ITM Project Manager in determining life-cycle cost trade-offs.

CST 4.2 Assist the ITM Project Manager in determining the necessary resource allocations in order to keep the project on budget. General Cost

Management

CST 4.3

Assist the ITM Project Manager in determining the earned value. Earned value will not be calculated at the task level; rather, a high-level assessment of earned value will be performed on a monthly basis.

6.4.2 Cost Management Technical Requirements

Bidders must complete the following Technical Requirements that apply to Cost Management on the ITM Project, as part of their proposal submission process. These requirements can also be found in the Requirements Response Matrix in Appendix D of this RFP.

Technical Requirement 8: The Bidder shall include in their proposal the Cost Management methodology that they will apply to the ITM Project. Bidders should base their response on the overall scope and complexity of the ITM Project, the lists of tasks identified in Section VI, 6.4.1 Cost Management Tasks, industry best practices, and lessons learned from other projects of similar scope and complexity. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement. Technical Requirement 9: The Bidder shall include in their proposal a discussion of their methodology for calculating earned value on a project of the size and scope of the ITM Project. Bidders may choose to include samples of prior earned value analysis assessments or reports for consideration. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.



6.5 Quality Management

Quality Management refers to the project activities designed to ensure that the completed project satisfies the objectives under which the project was undertaken. On the ITM Project, the Vendor will work with the Project Manager to determine the critical success factors for the ITM Project. The Vendor will assist the Project Manager in managing the project throughout all phases to ensure that the final results meet and/or exceed the original expectations. Quality Management standards will be applied to both the management of the project as well as the development of the product. As the project progresses and change requests are approved, the Vendor will work with the ITM Project Manager in assessing the quality, schedule and cost tradeoffs. Since the ITM Project goals have been defined in an incremental approach, the overall quality of the development will be a critical factor to the success of the project. At project completion, the resulting technical environment should facilitate efficient maintenance and consist of a flexible infrastructure to support the next wave of improvements. As a result, the Vendor will play a key role in ensuring that quality of product and process are maintained throughout the entire lifecycle of the project.

6.5.1 Quality Management Tasks

During the term of the Project, the following Quality Management tasks must be performed by the selected Project Management Support Services Vendor: Quality Management Tasks Sub-Category Task # Task Activity

QM 5.1 Work with the ITM Project Manager and Quality Assurance Vendors to ensure that the ITM Project is delivered according to the approved specifications.

QM 5.2

Create a Quality Management Plan for the ITM Project outlining quality control procedures, organizational responsibilities for quality management in each phase of the project lifecycle and acceptance criteria. The Quality Management Plan will be created at the beginning of the project and updated on a quarterly basis, as appropriate (see Deliverable #13 in Section VII, 7.1 Deliverable List).

General Quality Management

QM 5.3

Assist the ITM Project Manager in developing a Value Realization Plan to outline the methods for evaluating adherence to performance targets and identifying critical success factors for the project. The Value Realization Plan will be created at the beginning of the project and updated on a quarterly basis, as appropriate (see Deliverable #14 in Section VII, 7.1 Deliverable List).



Quality Management Tasks Sub-Category Task # Task Activity

QM 5.4

Ensure that appropriate technical standards are in place so that the technical infrastructure, design architecture, and object configuration remains consistent between the front-end components and back-end components. The DMV system services team will work with both the VR and DL sub-project teams and therefore, it is imperative that consistent standards are in place to facilitate efficiency of the system services team.

QM 5.5 Ensure that appropriate project management and quality assurance standards are in place.

QM 5.6 Ensure that detailed project, business, and technical requirements have been documented and approved and that a requirements baseline is established.

QM 5.7

Work with the ITM Project Manager to determine a Requirements Management Plan to include a traceability strategy for the project that will trace each requirement to a design model, code, test cases and scripts, training materials and associated documentation. The Requirements Management Plan will be created at the beginning of the project and updated on a monthly basis, as appropriate (see Deliverable #15 in Section VII, 7.1 Deliverable List).

QM 5.8

Verify that requirements specifications are well-defined and understood by all project sub-teams and ensure that stakeholder participation and involvement occurs throughout the life cycle of the project.

Requirements Management

QM 5.9

Assist the ITM Project Manager and Project Development, Conversion and Consulting Vendor in creating a Requirements Traceability Matrix. The Requirements Traceability Matrix will be created at the beginning of the project and updated on a monthly basis, as appropriate (see Deliverable #16 in Section VII, 7.1 Deliverable List).

QM 5.10

Work with the ITM Project Manager to review deliverables for the project to ensure that they are aligned with defined standards, DMV’s needs and contractual requirements.

QM 5.11 Develop a tracking system for deliverables detailing projected completion date, responsible resources, and approval/rejection status.

Deliverables

QM 5.12 Review all deliverables for adherence to industry standards




QM 5.13

Assist the ITM Project Manager and appropriate vendors in developing a Deliverable Expectation Document (DED) for each required deliverable. Assist the ITM Project Manager and the Quality Assurance Team in the review and tracking of each DED.

QM 5.14

Work with the ITM Project Manager and associated vendors to complete a Deliverable Acceptance Document (DAD) for each deliverable submitted. Assist the ITM Project Manager and Quality Assurance Team in the review and tracking of each DAD.

6.5.2 Quality Management Technical Requirements

Bidders must complete the following Technical Requirements that apply to Quality Management on the ITM Project, as part of their proposal submission process. These requirements can also be found in the Requirements Response Matrix in Appendix D of this RFP.

Technical Requirement 10: The Bidder shall include in their proposal the Quality Management methodology that they will apply to the ITM Project. Bidders should base their response on the overall scope and complexity of the ITM Project, the lists of tasks identified in Section VI, 6.5.1 Quality Management Tasks, industry best practices, and lessons learned from other projects of similar scope and complexity. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.

6.6 Human Resource Management

Human Resource Management refers to the activities involved in making efficient use of all project stakeholders. Due to the length of the ITM Project, the peaks and valleys of project resources must be strategically planned and carefully monitored to ensure that adequate and appropriate resources are available throughout the term of the project. In addition, resource retention and motivation need to be carefully monitored to ensure efficient use of resources.



6.6.1 Human Resource Management Tasks

During the term of the Project, the following Human Resource Management tasks must be performed by the selected Project Management Support Services Vendor: Human Resource Management Tasks Sub-Category Task # Task Activity

HR 6.1

Provide recommendations to the ITM Project Manager in terms of improving or making changes to the project organizational structure in order for the project to run more efficiently.

HR 6.2

Verify and assess the ITM organizational structure to ensure that lines of reporting and responsibility provide adequate technical and managerial oversight for the project.

HR 6.3 Ensure that all roles on the project are well-defined and have an associated set of understood responsibilities.

HR 6.4

Assist the ITM Project Manager in creating a Staffing Management Plan that defines a strategy to ensure that adequate project resources are engaged on the ITM Project during each project phase. Since the ITM Project spans a period of seventy-five (75) months, there will be peaks and valleys in terms of the number of resources working on this project. The Vendor shall work with the ITM Project Manager to predict future staffing needs based on the phase and status of the project o ensure that resource utilization is optimal. The Staffing Management Plan will be created at the beginning of the project and updated on a monthly basis, as appropriate (see Deliverable #17 in Section VII, 7.1 Deliverable List).

General Human Resource Management

HR 6.5

Assist the ITM Project Manager in improving project performance by assisting in the planning and execution of team development activities targeted at increasing morale, building skill sets, and providing recognition.

6.6.2 Human Resource Management Technical Requirements

Bidders must complete the following Technical Requirements that apply to Human Resource Management on the ITM Project, as part of their proposal submission process. These requirements can also be found in the Requirements Response Matrix in Appendix D of this RFP.



Technical Requirement 11: The Bidder shall include in their proposal the Human Resource Management methodology that they will apply to the ITM Project. Bidders should base their response on the overall scope and complexity of the ITM Project, the lists of tasks identified in Section VI, 6.6.1 Human Resource Management Tasks, industry best practices, and lessons learned from other projects of similar scope and complexity. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.

6.7 Communication Management

Communication Management refers to the activities involved in ensuring timely and appropriate generation, collection, dissemination, storage and ultimate disposition of project information. The proposed organization structure for the ITM Project consists of several sub-project teams that will each develop defined work products and deliverables (see Figure 6-1 ITM Project Organization Structure in Section VI, 6.1 Integration Management). It is imperative to the project’s success that communication be structured and efficient throughout the project lifecycle.

6.7.1 Communication Management Tasks

During the term of the Project, the following Communication Management tasks must be performed by the selected Project Management Support Services Vendor: Communication Management Tasks

Sub-Category Task # Task Activity

General Communication Management

COM 7.1

Assist the ITM Project Manager in developing an ITM Project Communication Plan which should include a distribution structure for the dissemination of information, description of the information to be distributed, frequency of distribution for each type of communication, method of communication, standard meetings with expected participants, and escalation procedures and reporting chain, The Communication Plan will be created at the beginning of the project and updated on a monthly basis, as appropriate (see Deliverable #18 in Section VII, 7.1 Deliverable List).



Communication Management Tasks


COM 7.2

Evaluate the communication plan on a regular basis to verify that the current strategies defined in the plan are working and that they support open communication and work product sharing between all project stakeholders. Modify the communication plan as appropriate to ensure project success.

COM 7.3

Assess and recommend improvement, as needed, to assure continuous executive stakeholder buy-in, participation, support and commitment, and that open pathways of communication exist among all stakeholders.

COM 7.4

Work with ITM Project Manager to ensure that all technical sub-project teams are designing and coding in a consistent and cohesive manner. Ensure that appropriate processes and procedures are in place to facilitate open communication and sharing between sub-teams.

COM 7.5

Assist the ITM Project Manager in communicating project strategy, benefits, direction, status, and recommendations to the Project Oversight vendor, Project Sponsor, oversight agency representatives and other stakeholders.

COM 7.6

Communicate status, issue and progress in a timely and accurate manner to all project participants throughout the duration of the Project.

COM 7.7

Attend required ITM, State and stakeholder meetings as requested. The vendor shall take meeting minutes during such meetings, publish the meeting minutes to all applicable stakeholders and track action items resulting from the meeting. Meetings

COM 7.8

Assist the ITM Project Manager in planning and facilitating a project kick-off meeting with the ITM Project team and any other stakeholders deemed necessary by the State.

Reports COM 7.9

Provide weekly status reports for Project Management Support Services tasks which reference the associated tasks in the Project Work Plan. Weekly status report should include any new issues or risks identified in terms of Project Management Support Services and should identify a list of tasks planned for the next reporting period.



Communication Management Tasks


COM 7.10

Assist the ITM Project Manager in creating the weekly project status report (see Deliverable #1 in Section VII, 7.1 Deliverable List).

COM 7.11

Assist the ITM Project Manager in creating the monthly project status report (see Deliverable #2 in Section VII, 7.1 Deliverable List).

COM 7.12

Assist the ITM Project Manager in creating the yearly report documenting overall project status, earned value metrics, future predictions regarding resource allocations, cost, schedule and quality, and high priority/impact risks and issues (see Deliverable #3 in Section VII, 7.1 Deliverable List)..

COM 7.13

Assist the ITM Project Manager in developing meaningful metrics to measure the success of the project throughout each phase of the lifecycle.

COM 7.14

Assist the ITM Project Manager with all State mandated project reports such as Special Project Reports.

6.7.2 Communication Management Technical Requirements

Bidders must complete the following Technical Requirements that apply to Communication Management on the ITM Project, as part of their proposal submission process. These requirements can also be found in the Requirements Response Matrix in Appendix D of this RFP.

Technical Requirement 12: The Bidder shall include in their proposal the Communication Management methodology that they will apply to the ITM Project. Bidders should base their response on the overall scope and complexity of the ITM Project, the lists of tasks identified in Section VI, 6.7.1 Communication Management Tasks, industry best practices, and lessons learned from other projects of similar scope and complexity. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.

6.8 Risk Management

Risk Management refers to the activities concerned with identifying, analyzing and responding to project risk. On the ITM Project, the DMV Project Management Services Team will assume primary responsibility for risk management, including the creation of the ITM Risk Management Plan. However, the Project Management Support Services Vendor, working with the ITM Project Manager and the Project Management Services



Team, will participate in the identification of risks, establishing mitigation strategies and contingency plans, updating appropriate project documentation if and when a risk event does occur, and assisting in the identification of inter-dependencies of risks among the various sub-project teams.

6.8.1 Risk Management Tasks

During the term of the Project, the following Risk Management tasks must be performed by the selected Project Management Support Services Vendor: Risk Management Tasks Sub-Category Task # Task Activity

RM 8.1

Work with the ITM Project Manager and the Project Management Services Team to integrate risk management tasks into the project work plan. Continue to monitor new risks and risk events that have been triggered to determine the impact, if any, to the project work schedule. Make adjustments as appropriate to all project documentation and communicate those changes to all affected project stakeholders.

RM 8.2

Work with the ITM Project Manager and the Project Management Services Team to identify the dependencies between risks identified by the sub-project teams to determine if the risk should be escalated to an Enterprise level.

RM 8.3

Monitor identified risks on a regular basis to determine if a risk event has occurred. If a risk event (or a trigger to a risk event) has occurred, work with the ITM Project Manager and the Project Management Services Team to execute the documented contingency or implementation plan.

General Risk Management

RM 8.4

Track and monitor the status of executed contingency plans and continually assess the project to determine if there is an impact to the schedule, scope, resource allocation, cost and/or quality of the project.

6.8.2 Risk Management Technical Requirements

Bidders must complete the following Technical Requirements that apply to Risk Management on the ITM Project, as part of their proposal submission process. These



requirements can also be found in the Requirements Response Matrix in Appendix D of this RFP.

Technical Requirement 13: The Bidder shall include in their proposal the Risk Management methodology that they will apply to the ITM Project. Bidders should base their response on the overall scope and complexity of the ITM Project, the lists of tasks identified in Section VI, 6.8.1 Risk Management Tasks, industry best practices, and lessons learned from other projects of similar scope and complexity. The Bidder must check “Yes” on the Matrix indicating compliance, or “No” on the Matrix indicating non-compliance with the requirement.

6.9 Procurement Management

Procurement Management refers to the activities required to acquire goods and services from outside the performing organization. On the ITM Project, all procurement activities will be handled by the ITM Project Manager, the DMV Procurement Unit, and the State Department of General Services.


December 18, 2006 Section VII – Page 1

Section VII:

Deliverable List and Acceptance Criteria



Table of Contents

7 DELIVERABLE LIST AND ACCEPTANCE CRITERIA............................................................................5

7.1 DELIVERABLE LIST .....................................................................................................................................5 7.2 DELIVERABLE STANDARDS .......................................................................................................................11 7.3 DELIVERABLE EXPECTATION DOCUMENTATIONS (DEDS) ........................................................................11 7.4 DELIVERABLE REVIEW PROCESS...............................................................................................................11 7.5 DELIVERABLE ACCEPTANCE CRITERIA .....................................................................................................12



7 DELIVERABLE LIST AND ACCEPTANCE CRITERIA

7.1 Deliverable List

The following table lists the expected deliverables resulting from this RFP. The Vendor may suggest other deliverables to be considered by the DMV.

# Deliverable Title RFP Reference

Frequency/ Due Date

1 Weekly Project Status Report: Each week, the Vendor will assist the ITM Project Manager in the creation of a weekly project status report outlining the current health of the project. The weekly project status report should include, but is not limited to: weekly accomplishments, new issues and/or risks that have developed, status of open issues and risks, milestone tracking, overview of deliverables received and/or reviewed, etc.

Section 6.1, 6.2.1, 6.7.1

Weekly*

2 Monthly Project Status Report: The Vendor will assist the ITM Project Manager in developing a monthly status report, for submission to the State Department of Finance (DOF), targeting the overall health of the project. This report should include, but not be limited to: overall health of the project, planned milestone completion dates versus actual milestone completion dates, planned expenditures by phase versus actual expenditures, description of adherence to scope and reasons for any changes, impact assessment of critical change requests, enterprise level risks or issues that need to be profiled, assessment of Estimate at Completion (EAC), etc.

Section 6.1, 6.7.1

Monthly




Frequency/ Due Date

3 Yearly Project Status Report: The Vendor will assist the ITM Project Manager in developing a yearly project status report, for submission to the Joint Legislative Budget Committee and the policy committees on Transportation, by January 1 of each year during the life of the project. In addition to the general health of the project and critical issues and risks, the yearly report should contain planned milestone completion dates versus actual milestone completion dates, planned expenditures by phase versus actual expenditures, and description of adherence to scope and reasons for any changes.

Section 6.1, 6.7.1

Annually by January 1st of each project year.

4 Project Management Plan: Assist the ITM Project Manager in the development of a Project Management Plan outlining the project management approach, organizational structure, scope statement, work breakdown structure(s), identified deliverables (including all State and Vendor deliverables), acceptance criteria, cost estimates, schedule, work management process and assumptions. This plan, and all associated sub-plan(s) will serve as the cornerstone for the overall management of the project.

Section 6.1

Initial Plan due at beginning of Phase 3 – Project Initiation (04/07). Plan should be updated on a monthly basis, as appropriate.

5 Project Change Control Plan: The Vendor will assist the ITM Project Manager in developing a Change Control Plan outlining the change control methodology, tools and approving entities. This plan will be the cornerstone for the change management process and procedures throughout the duration of the project.

Section 6.1

Initial Plan due during Phase 3.0 – ITM Project Initiation (05/07). Plan should be updated on a monthly basis, as appropriate.




Frequency/ Due Date

6 Issue Management Plan: The Vendor will assist the ITM Project Manager in establishing an Issue Management Plan to include the process for identifying, reporting, tracking, evaluating, communicating, assigning and resolving all Project related issues, at both a sub-project team level as well as an enterprise project level.

Section 6.1


7 Document Management Plan: The Vendor will work with the ITM Project Manager to develop a Document Management Plan containing the process for managing all requirements documentation, system documentation, testing documentation, project management documentation, communication and deliverables.

Section 6.1


8 Document Tracking System: The Vendor will work with the ITM Project Manager to create a document tracking system for the receipt and acceptance status for each deliverable submitted by the State and the contracted Vendors.

Section 6.1

Due during Phase 3.0 – ITM Project Initiation (05/07).

9 Final Project Report: The Vendor will complete a Final Project Report outlining the background of the project, summary of the results, problems encountered and solutions to those problems, attainment of objectives, lessons learned, corrective actions taken, target and actual completion dates, significant deviations from the planned deliverables, etc.

Section 6.1

Due at the end of Phase 4.0 (05/13).




Frequency/ Due Date

10 Scope Management Plan: The Vendor will create a Scope Management Plan defining the process to handle documentation, communication and tracking of all approved scope changes.

Section 6.2.1


11 Project Charter: The Vendor will create a Project Charter outlining the business need for the project, description of the project, project manager assigned to the project, constraints and assumptions.

Section 6.2.1

Initial Charter due during Phase 3.0 – ITM Project Initiation (05/07). Charter should be updated on a monthly basis, as appropriate.

12 Project Work Plan(s): The Vendor will create an Overall Project Work Plan in Microsoft Project identifying each task, subtask and deliverable to be completed for all sub-phases of the ITM Project. The Work Plan should contain tasks assigned to both State and vendor resources.

Section 6.2.1

Initial Plan due at beginning of Phase 3 – Project Initiation (04/07). Plan should be updated on a weekly* basis.




Frequency/ Due Date

13 Quality Management Plan: The Vendor will create a Quality Management Plan outlining quality control procedures, organizational responsibilities for quality management in each phase of the project lifecycle and acceptance criteria.

Section 6.5.1

Initial Plan due during Phase 3.0 – ITM Project Initiation (05/07). Plan should be updated on a quarterly basis, as appropriate.

14 Value Realization Plan: The Vendor will work with the ITM Project Manager to develop a Value Realization Plan to outline the methods for evaluating adherence to performance targets and identifying critical success factors for the project. The Value Realization Plan should contain the business, technical and functional goals for the project, metrics associated with each goal to measure success, and the achievement results.

Section 6.5.1


15 Requirements Management Plan: The Vendor will work with the ITM Project Manager to create a Requirements Management Plan to include a traceability strategy for the project that will trace each requirement to a design model, code, test cases and scripts, training materials and associated documentation.

Section 6.5.1





Frequency/ Due Date

16 Requirements Traceability Matrix: Assist the ITM Project Manager and Project Development, Conversion and Consulting Vendor in creating, monitoring and tracking a Requirements Traceability Matrix.

Section 6.5.1


17 Staffing Management Plan: Assist the ITM Project Manager in creating a Staffing Management Plan that defines a strategy to ensure that adequate project resources are engaged on the ITM Project during each project phase.

Section 6.6.1


18 Communication Management Plan: The Vendor will assist the ITM Project Manager in developing an ITM Project Communication Plan which will include a distribution structure for the dissemination of information, description of the information to be distributed, frequency of distribution for each type of communication, method of communication, standard meetings with expected participants, and escalation procedures and reporting chain.

Section 6.7.1


* Weekly Status Reports and updates to project documentation deliverables will be paid monthly in arrears.



7.2 Deliverable Standards

The Vendor shall develop Project Deliverable Standards for all deliverables, which once approved by the DMV, will be accessible by all Project personnel. All deliverables must be in a format compatible with the DMV’s standard applications (i.e. Microsoft Office) at the time of contract award. The current standard applications include MS Office Professional 2003 (includes Outlook), Visio 2003, and MS Project 2003. The Vendor’s Project Manager shall be responsible for appropriate quality control of its deliverables. All deliverables will be provided in complete form and will meet all Contract requirements no later than the dates indicated in the approved Project Work Plan. Time will be of the essence for delivery by the Vendor of deliverables that meet Contract requirements. Vendor’s meeting of deadlines to provide high quality deliverables is of critical importance to the Project. Unless notified otherwise, two hardcopies and one electronic copy of the deliverable are to be submitted with the Deliverable Acceptance Document (DAD). The Vendor must ensure that an electronic copy of all deliverables is stored in the Project Control Library.

7.3 Deliverable Expectation Documentations (DEDs)

For each required deliverable, a Deliverable Expectation Document (DED) shall be provided by the Vendor to the ITM Project Manager in advance of the scheduled start of any task or subtask that will produce the deliverable. The DED will present an outline of each deliverable, sample format, and general description of the type of information that will be contained in the deliverable. The ITM Project Manager will discuss specific expectations for the DED with the Vendor in advance of its due date and will assess its appropriateness when submitted. Mutual agreement on the DED is of primary importance in order to set the expectation levels of the Vendor and the DMV appropriately. The schedule for these tasks will be delineated in the Project Work Plan.

7.4 Deliverable Review Process

The Vendor shall submit each deliverable, along with the Deliverable Acceptance Document to the ITM Project Manager who will be responsible for obtaining all appropriate review, comments and approvals. Approval will occur as provided in the Model Contract located in Appendix A – Model Contract and Appendix B - Statement of Work. The DMV’s review period will vary with the type, complexity and volume of the deliverable. The DMV will use its best efforts to review all deliverables in a timely manner, and the DMV will not unreasonably withhold approval of deliverables. In the event the DMV finds a deliverable to be unsatisfactory, the DMV will notify the Vendor of the reason(s) for deliverable rejection in writing. DMV Project Staff will meet and confer with the Vendor to provide clarification as requested or needed. The Vendor



shall then correct and resubmit the deliverable within agreed-to timeframes that will vary with the type, complexity, and volume of the deliverable. Rejection of a deliverable by the DMV does not allow for slippage of schedule regarding subsequent deliverables, unless approved by the DMV Project Manager.

7.5 Deliverable Acceptance Criteria

The criteria for acceptance of each deliverable will be agreed upon between the Vendor and the DMV. The DED will provide the expectation of how the deliverable will look. The DMV expects IEEE and/or PMBOK standards to be followed for Vendor deliverables. Standard written deliverable formats (fonts, page numbering, titles, etc.) will be agreed upon between the Vendor and the DMV during the DED development process.


December 18, 2006 Section VIII – Page 1

Section VIII:

Cost Instructions



Table of Contents

8 COST INSTRUCTIONS ...................................................................................................................................5

8.1 COST APPROACH AND GENERAL INSTRUCTIONS .........................................................................................5 8.2 COST ASSUMPTIONS....................................................................................................................................6 8.3 COST TABLES ..............................................................................................................................................6

8.3.1 Staffing Cost Table ................................................................................................................................6 8.3.2 Cost by Deliverable Table .....................................................................................................................6



8 COST INSTRUCTIONS

8.1 Cost Approach and General Instructions

Cost is one of the major evaluation criteria. Evaluation in the cost category will be based on the lowest net cost to the State as calculated according to the methodology in Section X – Evaluation. Bidders are responsible for including in the Final Proposal all the costs necessary for meeting the requirements contained in this RFP. Bidders must submit the cost information in a separately sealed envelope that is clearly marked “Volume XX, Cost Proposal” in accordance with Section IX – Proposal and Bid Format. Failure to adhere to this proposal requirement will be considered a material deviation and the proposal may be rejected. Cost Proposals will be evaluated for adherence to instructions and content requirements. The Final Cost Proposal must be provided and signed by a representative of the Bidder’s organization with the authority to bind the firm. If a Final Cost Proposal does not meet all the mandatory form and content requirements, the whole proposal may be eliminated from further consideration. No deviations, qualifications, or counter offers will be accepted in the proposal. The State reserves the right to review the cost details for reasonableness and reject any proposal where the cost details show significant and unsupported deviation from normal expectations. Inadequate, incomplete or otherwise non-responsiveness proposals, as determined in the State’s sole judgment, may result in elimination from further consideration, at the State’s sole discretion. Cost data will not be examined until after the evaluation team has determined that the Bidder’s Final Proposal is fully compliant with the format and requirements of this RFP. All proposed services must be included in the Bidder’s proposal and accounted for in the Bidder’s cost data. All prices provided by the Bidder must be valid for a period of 90 days from the due date of the Final Proposal. However, a Bidder may extend the offer beyond 90 days in the event of a delay of contract award. Any tasks not specifically identified in the Cost Proposal Worksheets or that is identified after contract award as necessary to meet the requirements of the RFP, will be assumed by the State to be included at no additional cost to the State.



8.2 Cost Assumptions

The Bidder shall list and describe any special cost assumptions, conditions, and/or constraints relative to, or which impact, the costs presented on the cost schedules. The cost impact of any conditions or exceptions listed in this RFP shall be detailed in this part of the Vendor’s Proposal.

8.3 Cost Tables

The Bidder’s Cost Proposal must include the completed Cost Table Workbook, as referenced in Appendix F – Cost Tables. Bidders must complete the identified spreadsheet and submit along with their Final Proposal per the instructions specified in Section IX – Proposal and Bid Format. Each Cost Table is described in more detail below.

8.3.1 Staffing Cost Table

Although this Contract is deliverable based, the DMV must monitor the number of hours spent on each deliverable for billing, tracking and future estimation purposes. The Bidder is required to complete the Staffing Cost Table located on the first sheet of the Cost Table Workbook. All proposed personnel will perform the tasks described in the Statement of Work, at the rates indicated in the Staffing Cost Table.

To complete the Staffing Cost Table, enter the proposed staff team member, his/her classification or role, the hourly rate and the total estimated hours that each proposed team member will participate in the activities defined in the SOW.

8.3.2 Cost by Deliverable Table

For each deliverable listed, enter all proposed staff team members that will participate in activities associated with the deliverable. For each fiscal year, list the number of hours each proposed staff team member will expend on said deliverable and the hourly rate for each fiscal year per proposed team member. Add lines for additional proposed team members, if necessary. Pre-set formulas must not be altered. Further instructions for entering cost data are included in the workbook itself. Formulas have been inserted in the appropriate cells of the worksheets to automatically calculate summary numbers. However, it is the sole responsibility of the Bidder to ensure that all mathematical calculations are correct in their Final Proposal.


December 18, 2006 Section IX – Page 1

Section IX:

Proposal and Bid Format



Table of Contents

9 PROPOSAL AND BID FORMAT....................................................................................................................5

9.1 INTRODUCTION AND GENERAL INSTRUCTIONS............................................................................................5 9.2 INTENT TO SUBMIT A BID ............................................................................................................................5 9.3 SUBMISSION REQUIREMENTS ......................................................................................................................6 9.4 PROPOSAL ORGANIZATION AND FORMAT....................................................................................................6

9.4.1 Volume 1 – Business Proposal...............................................................................................................6 9.4.2 Volume 2 – Contract and Statement of Work.........................................................................................8 9.4.3 Volume 3 – Cost Proposal .....................................................................................................................8



9 PROPOSAL AND BID FORMAT

9.1 Introduction and General Instructions

These instructions prescribe the mandatory proposal format and the approach for the development and presentation of the proposal data. Format instructions must be adhered to, all requirements and questions in the RFP must be responded to, and all requested data must be supplied. Responding to this Request for Proposal requires thoroughness, the ability to recognize and understand all the details which go into performing the required work and a detailed evaluation of the personnel requirements and overhead costs for providing the services which are the subject of this solicitation. When responding, Bidders must make sure that they have responded to all elements of the RFP. Inadequate, incomplete or otherwise non-responsive proposals, as determined in the State’s sole judgment, may result in elimination from further consideration, at the State’s sole discretion. All proposals and all documents submitted with the proposals shall be clearly written in the English language. It is the Bidder’s responsibility to ensure its proposal is submitted in a manner that enables the Evaluation Team to easily locate all response descriptions and exhibits for each requirement of this RFP. Page numbers should be located in the same page position throughout the proposal. Figures, tables, charts, etc. should be assigned index numbers and should be referenced by these numbers in the proposal text and placed as close to the text references as possible. Each proposal page should contain the following information:

• RFP #2740-180-D • Name of Bidder • Proposal Volume Number • Proposal Section • Page Number • Date

There is no intent by the State to limit the content of the bid. Additional information deemed appropriate by the Bidder should be included. However, cluttering the bid with irrelevant material may make the evaluation more difficult.

9.2 Intent to Submit a Bid

Any Bidder that intends to respond to this RFP should submit a letter stating the Bidder’s intention to do so by the time and date specified in Section I, 1.6 Key Action Dates. The letter must be submitted to the Procurement Official specified in Section I, 1.5 Procurement Official. Only those Bidders acknowledging interest with a Letter of Intent to Bid will receive additional correspondence regarding this procurement.



9.3 Submission Requirements

A complete proposal will consist of three (3) volumes as described in Section IX, 9.4 Proposal Organization and Format. All volumes of the proposal must be sealed and labeled with the Bidders Name, volume number, RFP number, and indication that the volume is part of the Final Proposal. Twelve (12) printed copies of the Final Proposal, plus the Master copy, should be submitted to the Procurement Official listed in section 1.5 – Procurement Official by the dates specified in Section I, 1.6 Key Action Dates. One (1) complete set of all required volumes should be clearly marked as “MASTER COPY”. In addition to the twelve (12) printed copies and one (1) master copy, an electronic version of the Bidder’s entire proposal should be submitted on CD. Proposals shall be printed on 8 ½ x 11 inch paper, single-spaced, and single sided. The proposal shall be organized using a decimal numbering system with the page numbers clearly displayed and in sequential order.

9.4 Proposal Organization and Format

All completed Final Proposals must be sealed and organized into the following volume format:

Volume 1 – Business Proposal Volume 2 – Contract and Statement of Work Volume 3 - Cost Proposal

Each volume must be sealed and labeled with the Bidder’s Name, Volume Number, RFP Number, and labeled “Final”. The Final Cost Proposal must be labeled “Cost Proposal”. The detail for the content of each Volume of the Bidders proposal is described in the subsequent sections.

9.4.1 Volume 1 – Business Proposal

The Bidder’s response for Volume 1 of this RFP should be organized according to the format and sections defined below. Each page must be numbered sequentially in order to facilitate referencing within the response. The response for Volume 1 should include the following sections, in the order presented:



Volume 1, Section 1 - Transmittal Letter: The proposal shall contain a cover letter transmitting the proposal to the State. Cost information must not be included in the Cover Letter. The Cover Letter should include the Bidder’s name and address and the name, title, address, telephone and fax numbers of the person(s) authorized to represent the Bidder during negotiations and to execute Contracts for the Bidder. The letter shall be signed by an officer or agent of the Bidder’s organization who is authorized to negotiate on behalf of the Bidder and commit the organization to the terms and conditions of the Contract resulting from this procurement. Volume 1, Section 2 – Table of Contents: All major parts of the proposal, including forms, must be identified by volume and page number. The Table of Contents must also identify all figures, charts, graphs, etc. Volume 1, Section 3 – Executive Summary: The Executive Summary shall condense and highlight the contents of the overall proposal in such a way as to provide a broad understanding of the entire proposal. The primary objective of this summary is to provide an overview of the key points in the proposal for the State’s executive management. While no specific format need be followed, it should include salient and significant points and minimize highly technical terms. The Executive Summary should address the Bidder’s company background and qualifications and should NOT include any cost information. Volume 1, Section 4 – Administrative Requirements, Staff Qualifications and Bidder Experience Response: This section must contain the Bidder’s complete response to the General Administrative Requirements identified in Section V, 5.1 General Administrative Requirements, as well as a complete response to the Staffing and Bidder experience requirements identified in Section V, 5.2 Staffing Requirements. In addition to the Bidders response, the following completed forms should be included, as appropriate:

• Disclosure of Third Party Involvement (refer to Appendix C, Section C.3) • Letter of Bondability (refer to Section V, 5.3.4) • Subcontractor List (refer to Appendix C, Section C.5) • Bidder Experience Form (refer to Appendix C, Section C.6) • Staff Experience Reference Form (refer to Appendix C, Section C.7) • Bidder’s Proposed Staffing Form (refer to Appendix C, Section C.8) • Staffing Qualifications Matrix (refer to Appendix C, Section C.9) • Payee Data Record (refer to Appendix C, Section C.10) • Disabled Veteran Business Enterprise Program Form(s) (refer to Appendix C,

Section C.11) • Small Business Preference Form(s) (refer to Appendix C, Section C.12) • TACPA Preference Form(s) (refer to Appendix C, Section C.13) • EZA Preference Form(s) (refer to Appendix C, Section C.14) • LAMBRA Preference Form(s) (refer to Appendix C, Section C.15)



Volume 1, Section 5 – Technical Requirements Response: This section must contain the Bidder’s complete response for each item identified in Section VI – Technical Requirements. At a minimum, the proposal should contain the following topics in Section 5 of the response:

• Overview of the Bidder’s Project Management Methodology • Potential challenges on the ITM Project and the Bidder’s solution and

approach to addressing those challenges • Bidder’s Integration Management Methodology • Bidder’s Scope Management Methodology • Bidder’s Time Management Methodology • Bidder’s Cost Management and Earned Value Methodology • Bidder’s Quality Management Methodology • Bidder’s Human Resource Management Methodology • Bidder’s Communication Management Methodology • Bidder’s Risk Management Methodology

Volume 1, Section 6 – Attachments: At a minimum, the Bidder’s response should contain the following attachments in Volume1I. The Bidder may submit additional attachments as necessary and appropriate for responding to this proposal:

• Requirements Response Matrix (refer to Appendix D) • Sample Project Management Plan (refer to Technical Requirement #2) • Sample Monthly Project Report (refer to Technical Requirement #3)

9.4.2 Volume 2 – Contract and Statement of Work

Volume 2 must contain a completed and signed Contract and Statement of Work as referenced in Appendix A – Model Contract and Appendix B – Statement of Work. The State approved contract language should be based upon requirements outlined in Section II – Rules Governing Competition. Deviations from terms and conditions shall be cause for rejection of the proposal. The contract should bear the signature of an individual authorized to bind the firm as specified in Section II – Rules Governing Competition. The Final Proposal should contain an original signature. There should be an original signature on each copy of the contract. Do not fill in effective dates or costs.

9.4.3 Volume 3 – Cost Proposal

The Cost Proposal must be submitted in a separate, sealed envelope. The Final Proposal must contain all actual cost amounts. All cost data must be submitted using the cost worksheets indicated in Appendix F – Cost Tables.


December 18, 2006 Section X – Page 1

Section X: Evaluation



Table of Contents

10 EVALUATION...................................................................................................................................................5

10.1 EVALUATION OVERVIEW ............................................................................................................................5

10.1.1 Acceptance of Proposals ...................................................................................................................5 10.1.2 Disposition of Proposals...................................................................................................................5

10.2 EVALUATION PROCESS................................................................................................................................6

10.2.1 Evaluation Team ...............................................................................................................................6 10.2.2 Evaluation of Final Proposals ..........................................................................................................6 10.2.3 State Incentive Evaluations ...............................................................................................................7 10.2.4 Best and Final Offer..........................................................................................................................9 10.2.5 Selection............................................................................................................................................9

10.3 EVALUATION METHODOLOGY...................................................................................................................10

10.3.1 Step 1: Proposal Format Validation Scoring..................................................................................10 10.3.2 Step 2: Requirements Validation Scoring .......................................................................................11 10.3.3 Step 3: Bidder Qualification Scoring ..............................................................................................12 10.3.4 Step 4: Staffing Qualifications Scoring...........................................................................................13 10.3.5 Step 5: Project Management Methodology Scoring........................................................................15 10.3.6 Step 6: Cost Scoring........................................................................................................................16



10 EVALUATION

10.1 Evaluation Overview

This section describes the approach the DMV will use to evaluate proposals submitted in response to this RFP. It identifies in detail the evaluation process, methodology, and criteria and describes the selection and award process. The DMV will conduct a comprehensive, fair, and impartial evaluation of proposals received in response to this RFP to determine the responsive proposal that offers the “best value” to the State. The best value proposal is one that meets all the requirements set forth in this RFP, and offers the State the best combination of value and cost as determined through the evaluation process defined in this section. The DMV will select the successful Vendor through a multi-step, formal evaluation process, established prior to the opening and evaluation of proposals, and remaining fixed throughout the procurement cycle. The process includes detailed evaluation of Final Proposals. Scoring for each proposal will consist of fifty percent (50%) for the Proposed Solution (including bidding company and staff references) and fifty percent (50%) for total cost for a maximum point score of 1,000 points.

10.1.1 Acceptance of Proposals

Bidders must submit proposals to the State Procurement Official specified in Section I, 1.5 Procurement Official by the date and time specified in Section I, 1.6 Key Action Dates. Final Proposals must be in the format specified in Section IX – Proposal and Bid Format, or they may be deemed unresponsive. Final Proposals will be rejected as non-responsive if not included in a separate and sealed envelope and received by the date and time specified for Final Proposals in Section I, 1.6 Key Action Dates. All proposals must meet all the Administrative Requirements outlined in Section V – Administrative Requirements as well as all Technical Requirements outlined in Section VI – Technical Requirements. Proposals not meeting these requirements will be considered non-responsive and will be rejected from the evaluation process.

10.1.2 Disposition of Proposals

All proposals submitted will become the property of the State and will be considered a matter of public record after Contract negotiations are complete.



10.2 Evaluation Process

10.2.1 Evaluation Team

The DMV will establish an Evaluation Team comprised of individuals selected from State management and staff who will be responsible for the review and evaluation of Bidder proposals. A representative from the Department of General Services (DGS) will provide guidance and oversight for the evaluation process. The State may engage additional qualified individuals, termed “Subject Matter Experts” (SMEs), during the evaluation process to assist the Evaluation Team in gaining a better understanding of technical, financial, legal, contractual, project or program issues. The SMEs will not have a voting privilege or responsibility for the evaluation process. The Evaluation Team will use consensus to determine pass/fail and to arrive at evaluation scores for each bid.

10.2.2 Evaluation of Final Proposals

The Final Proposal review will consist of six (6) major steps. Each step must be passed in order to proceed to the successive steps. The process for this 6-step evaluation is described below. The scoring details for each step are further defined in Section X, 10.3 Evaluation Methodology.

1. Proposal Format Validation (Pass/Fail): Each Final Proposal received by the time and date specified in Section I, 1.6 Key Action Dates, will be checked for conformance to the bid submittal requirements outlined in Section IX – Proposal and Bid Format.

2. Requirements Validation (Pass/Fail): Each Proposal that passes the Proposal Format Validation step will be assessed to determine if all Administrative and Technical Requirements have been met by the Bidder. Each proposal must have the Requirements Response Matrix completed and the proposal must have all associated supporting documentation attached.

3. Bidder Qualifications (100 points maximum): Each Proposal that passes the Requirements Validation phase will be evaluated for the bidding company qualifications, references and project team organization. There are three sub-categories in this step of the process with a total maximum point value (for all three sub-categories) of 100 points. Proposals must achieve a minimum of 50% of the point value associated with each of these sub-categories in order to continue on to the next step.

4. Staffing Qualifications (250 points maximum): Each Proposal that passes the Bidder Qualifications phase will be evaluated for the staffing qualifications and references. There are four sub-categories in this step of the process with a total maximum point value (for all four sub-categories) of 250 points. Proposals must achieve a minimum of 50% of the point value associated with each sub-



category in order to continue on to the next step.

5. Project Management Methodology Assessment (150 points maximum): Each Proposal that passes the staffing qualifications phase will be evaluated based on the Project Management Methodology defined in the Bidder’s response. The Project Management methodology assessment will be based on the technical requirements defined in Section VI – Technical Requirements. There are 9 sub-categories in this step of the process with a total maximum point value (for all 9 sub-categories) of 150 points. Proposals must achieve a minimum of 50% of the point value associated with each sub-category in order to continue on to the next step.

6. Cost (500 points maximum): NOTE: Sealed cost information will not be opened until the Evaluation Team has completed the previous steps in the process. Each Proposal that passes steps one through four will have their cost proposals evaluated. Each Cost Proposal will be evaluated for adherence to the mandatory form and content requirements, and to ensure that all required forms are provided and signed by a representative of the Bidder’s organization with the authority to bind the firm. If a Cost Proposal does not meet all the mandatory form and content requirements, it may be rejected as unresponsive to the RFP. Cost scores will then be normalized based on the lowest cost proposal evaluated (see Section X, 10.3.6 – Cost Scoring for more details) with a maximum total score of 500 points.

All Proposals that pass steps one through six will have their points totaled to form a final score for the Bidder. Final selection will be on the basis of proposal rank (as derived from the total score) and best value to the State.

10.2.3 State Incentive Evaluations

Combined incentive and preference allowances (Small Business, TACPA, LAMBRA, EZA and DVBE Incentive) may not exceed 15% or $100,000, whichever is less.

10.2.3.1 Small Business Incentive

Bidders must receive at least 70% of the points (70% = 350 points) available in the mandatory scoreable requirements and be compliant to all mandatory requirements in order to receive the small business preference (if applicable).

To be eligible for small business preference, Bidders must submit to the State a properly completed Certified Small Business and Non-Small Business Subcontractor Preference Form as presented in Appendix C, Section C.12 – Small Business Preference Information. The Evaluation Team will apply the Small Business Preference as required by law with the total preference amount to any



qualified Bidder in an amount not to exceed $50,000.00. For Bidders applying and qualifying for the new Small Business Preference as a non-small business claiming twenty-five percent (25%) California certified small business subcontractor participation (see Appendix C, Section C.12) would have Small Bidder Preference applied as required by law with the total preference amount not to exceed $50,000.00.

If Bidder qualifies for the Small Business Preference Claim, the Evaluation Team will subtract up to $50,000 from Bidder’s Total Evaluation Cost as provided on Bidder’s Cost Worksheet and then use the Bidder’s adjusted Total Cost when calculating the Bidder’s Cost Evaluation score.

Note: Combined incentive and preference allowances (Small Business, TACPA, LAMBRA, EZA and DVBE Incentive) may not exceed 15% or $100,000, whichever is less.

10.2.3.2 DVBE Incentive

Bidders must receive at least 70% of the points (70% = 350 points) available in the mandatory scoreable requirements and be compliant to all mandatory requirements in order to receive the DVBE incentive (if applicable). Please note that the DVBE Incentive is separate from the DVBE participation goal, and is not subject to the 15%/$100,000 cap.

In accordance with Section 999.5(a) of the Military and Veterans Code, an incentive will be given to bidders who provide Disabled Veteran Business Enterprise (DVBE) participation. If the Bidder is a DVBE or proposes to use one or more DVBE firms to meet, or partially meet, the DVBE goal, the Bidder must submit the Documentation of Disabled Veteran Business Enterprise Program Requirements Forms (STD 840, 843) to be eligible for the DVBE incentive. These forms allow Bidders to identify if they are a DVBE and/or identify DVBE subcontractors, their proposed contract function, and the corresponding percentage of participation. For more information on the DVBE program, and to view instructions and complete the appropriate form(s), Bidders should refer to Appendix C, Bidder Response Forms.

For evaluation purposes only, the State shall apply an incentive to proposals that include California certified DVBE participation as confirmed by the State. The incentive amount for awards is based on the amount of DVBE participation obtained. The incentive is only given to those Bidders who are responsive to the DVBE Program Requirement and propose DVBE participation in the resulting contract.

The State has established a DVBE goal of three percent for this procurement. If the Bidder Declaration shows participation of less than 3%, A Good Faith Effort or an approved DVBE Business Utilization Plan must be documented.



The following are the incentive points available based on the confirmed bidder percent of DVBE participation. The incentive is based on 70% of the Mandatory Scoreable Requirements (500 x .70 = 350 points).

Confirmed DVBE Participation of:

DVBE Incentive Percentage Awarded:

Maximum DVBE Incentive Points:

3% or more 5% of available points 5% x 350 = 18 2% or more but less than 3% 3% of available points 3% x 350 = 11 1% or more but less than 2% 1% of available points 1% x 350 = 4

Less than 1% 0% of available points 0

Note: Combined incentive and preference allowances (Small Business, TACPA, LAMBRA, EZA and DVBE Incentive) may not exceed 15% or $100,000, whichever is less.

10.2.4 Best and Final Offer

The State reserves the right to require a Best and Final cost offer from Vendors, requesting a final adjustment or confirmation of pricing.

10.2.5 Selection

The final selection will be on the basis of best value to the State, as determined by a combination of technical experience, responsiveness to the RFP requirements and cost. Responsiveness is comprised of meeting the technical and administrative requirements, and conforming to the Rules Governing Competition in Section II of the RFP. The State reserves the right at any time to reject any or all proposals.



10.3 Evaluation Methodology

The following sections describe in more detail the scoring methodology established for the evaluation of all proposals. The proposal evaluation consists of six (6) steps, each of which must be passed in order to continue onto the next step in the process. Steps one and two are pass/fail administrative validation checks to ensure that all components of the proposal have been adhered to. Steps three, four and five represent the evaluation of the business proposal of each Bidder and make up fifty percent (50%) of the total scoring points available. NOTE: Bidder’s must achieve fifty percent (50%) of the points available for each of the evaluation criteria for the business proposal evaluation (steps 3, 4 and 5) in order to be considered responsive. Non-responsive proposals will not continue to the final step. Step six consists of a cost assessment and makes up the remaining fifty percent (50%) of the scoring points. There are a maximum of 1000 points available.

10.3.1 Step 1: Proposal Format Validation Scoring

Once proposals are received, they will be date and time stamped by the receiving entity. All proposals submitted by the date and time specified in Section I, 1.6 Key Action Dates will be evaluated to determine if the proposal format defined in Section IX – Proposal and Bid Format was adhered to. Proposals must achieve a “Pass” score for each evaluation criteria element defined below in order to continue on to the next step:

Step 1: Proposal Format Validation

# Evaluation Criteria Maximum

Score Available

Minimum Score

Required Bidders Score

1

Does the Proposal include a cover letter signed by an authorized representative of the bidding company?

N/A N/A Pass/Fail

2

Does the Proposal contain all required sections and supporting documentation as described in Section IX – Proposal and Bid Format of the RFP?

N/A N/A Pass/Fail

3 Does the Bidder’s Response Package contain a separate sealed envelope with cost information?

N/A N/A Pass/Fail



10.3.2 Step 2: Requirements Validation Scoring

All proposals which pass the first step will be evaluated to determine if all administrative and technical requirements identified in Sections 5.0 –Administrative Requirements and 6.0 – Technical Requirements have been met. The proposals will be checked to ensure that a completed Requirements Response Matrix from Appendix D and all supporting documentation are included in the Bidder’s proposal. Proposals must achieve a “Pass” score for each evaluation criteria element defined below in order to continue on to the next step:

Step 2: Requirements Validation


Score Available

Minimum Score


1 Does the Proposal contain a completed Requirements Response Matrix (Appendix D)?

N/A N/A Pass/Fail

2 Have all Administrative Requirements in the Requirements Response Matrix been met?

N/A N/A Pass/Fail

3 Have all Technical Requirements in the Requirements Response Matrix been met?

N/A N/A Pass/Fail

4

Is the appropriate supporting documentation for the administrative and technical requirements included in the proposal?

N/A N/A Pass/Fail



10.3.3 Step 3: Bidder Qualification Scoring

All proposals which pass the second step enter into the Business Proposal evaluation phase. This phase is comprised of steps three, four and five and represents the non-cost related, scoring components of the evaluation process. Step three involves the assessment of the bidding company’s qualifications and references and the overall project team organization presented by the Bidder. The maximum available for this step of the evaluation is one-hundred (100) points. In order for the Bidder to pass to the next step of the evaluation, the proposal must score a minimum of fifty percent (50%) of the maximum number of points associated with each of the evaluation criteria described in the table below.

Step 3: Bidder Qualifications


Score Available

Minimum Score


1 Project Team Organization

[Does the project team organization seem reasonable? Has the Bidder accurately estimated the scope of effort for this proposal in terms of the number of engaged staff?]

30 15

2 Bidder Qualifications

[Does the bidding company have project management experience on previous government projects that are similar in size and scope to the ITM Project? Has the bidding company been engaged on a long-term application development project covering all phases of the development lifecycle? Does the bidding company have a staffing structure to support a long-term project with potential staff turnover? Does the bidding company’s business and service philosophy align with the DMV’s?]

40 20

3 Bidder References

[Were the references supplied by the bidding company able to be reached? Did the reference contact validate the bidding companies experience as stated in the proposal? A list of standard questions will be asked of each reference provided and their answers will be evaluated.]

30 15



10.3.4 Step 4: Staffing Qualifications Scoring

All proposals which pass the third step enter into step 4 which includes evaluation and scoring of the proposed staff and references. The maximum available for this step of the evaluation is two-hundred and fifty (250) points. In order for the Bidder to pass to the next step of the evaluation, the proposal must score a minimum of fifty percent (50%) of the maximum number of points associated with each of the evaluation criteria described in the table below.

Step 4: Staffing Qualifications


Score Available

Minimum Score


1 Qualifications for Project Manager

[Does the proposed Project Manager have project management experience on previous government projects that are similar in size and scope to the ITM Project? Has the proposed Project manager been engaged on a long-term application development project covering all phases of the development lifecycle? Does the proposed Project Manager meet the mandatory qualifications as defined in Section V, 5.2.6?]

75 38

2 Qualifications for additional Staff Members

[Do the additional staff members meet the mandatory qualifications? How many of the desirable qualifications are met by additional team members?]

75 38

3 References for Project Manager

[Were the references supplied for the proposed Project Manager able to be reached? Did the reference contacts validate the Project Managers experience as stated on the staff experience form and on the Project Managers resume? A list of standard questions will be asked of each reference provided and their answers will be evaluated.]

50 25



Step 4: Staffing Qualifications


Score Available

Minimum Score


4 References for Additional Staff Members

[Were the references supplied for the proposed staff able to be reached? Did the reference contacts validate the staff members experience as stated on the staff experience form and on the staff members resume? A list of standard questions will be asked of each reference provided and their answers will be evaluated.]

50 25



10.3.5 Step 5: Project Management Methodology Scoring

All proposals which pass the fourth step enter into the last part of the non-cost, business proposal evaluation phase. Step five evaluates the bidding company’s project management approach for each of the Project Management Institute’s knowledge areas. Points will be awarded based on the breadth and depth of the methodology described by the Bidder, especially as it relates to the ITM Project. Bidders are encouraged to visit the Bidder’s Library to obtain further information on the background of the existing infrastructure, the technologies being proposed and the acknowledged complexities of a project of this size and scope. The maximum available for this step of the evaluation is one-hundred and fifty (150) points. In order for the Bidder to pass to the next step of the evaluation, the proposal must score a minimum of fifty percent (50%) of the maximum number of points associated with each of the evaluation criteria described in the table below.

Step 5: Project Management Methodology


Score Available

Minimum Score


1 Bidder’s approach to Integration Management 15 8

2 Bidder’s approach to Scope Management 15 8 3 Bidder’s approach to Time Management 15 8 4 Bidder’s approach to Cost Management 15 8 5 Bidder’s approach to Quality Management 15 8 6 Bidder’s approach to Human Resource

Management 15 8

7 Bidder’s approach to Communication Management 15 8

8 Bidder’s approach to Risk Management 15 8 9 Evaluation of Bidder’s Work Products

[Samples of work products will be analyzed for the breadth and depth of the Bidder’s approach. Work samples should reflect a Bidder’s “best-effort” on a past long-term project as similar to the ITM size and scope as possible. Points will be awarded for those work products which demonstrate the Bidder’s capability to manage a complex, long-term application development project.]

30 15



10.3.6 Step 6: Cost Scoring

Final Cost Proposals will first be evaluated to ensure that all worksheets are completed and calculations are accurate and signed by a representative of the Bidder’s organization with the authority to bind the firm. Sealed Cost Proposals will only be evaluated for responsive bids. If a Bidder’s proposal has been determined to be non-responsive during the earlier steps, its Cost Proposal will not be opened. The cost assessment incorporates costs defined in Section VIII – Cost Instructions as provided by the Bidder in Appendix F – Cost Tables. The evaluation will assess the total cost of the proposed solution for the duration of the contract. Each Bidder’s score will be calculated as the ratio of the total cost of the lowest responsive proposal to the Bidder’s cost multiplied by the maximum number of cost points (500), as shown below.

Lowest Cost Assessment Bidder Cost Assessment x 500 = Bidder Cost Score

To help illustrate this process, refer to Table 10-1 Examples of Cost Assessment for an example of the cost score calculation process. Cost Assessment figures in the example below explain the calculations and have no other significance.

Bidder Bidder’s Total Cost Calculation Cost Points

Awarded

A $500,000 $500,000 $500,000 x 500 500

B $1,000,000 $500,000 $1,000,000 x 500 250

C $1,500,000 $500,000 $1,500,000 x 500 167

Table 10-1 Examples of Cost Assessment


December 18, 2006 Appendix A – Page 1

Appendix A:

Model Contract



Table of Contents

APPENDIX A – MODEL CONTRACT....................................................................................................................5



APPENDIX A – MODEL CONTRACT

These instructions are provided to explain how State contracts are structured. Because no negotiations or alterations (unless specified otherwise) of the contract are permitted, it is imperative that Bidders follow these instructions carefully in order to be fully responsive, from a contractual aspect, to the RFP. Volume 2 of your Final Proposal submittal must include a completed copy of the State contract on the following page. For instructions on what needs to be done to complete the contract for inclusion as Volume 2 of your Proposal, carefully read the following paragraph entitled Preparation of Contract. Preparation of Contract Bidders should follow the following steps in submitting the State Contract as part of their Final Proposal:

1. Either download the appropriate contract modules from the website: http://www.pd.dgs.ca.gov/modellang/default.htm or, detach the contract, located on the following page from the RFP. This document will be returned to the State as the final contract language. Do not retype the contract.

2. Make a copy of the contract and retain for your files. This copy will be used during subsequent communications with the State relative to the contract.

3. Submit the Letter of Intent to Bid and the contract language to the State by

the date specified in Section I, 1.6 Key Action Dates. An early submission of the proposed contract will facilitate the procurement process.



STATE OF CALIFORNIA STANDARD AGREEMENT AGREEMENT NUMBER

STD 213 (Rev 06/03) REGISTRATION NUMBER

1. This Agreement is entered into between the State Agency and the Contractor named below: STATE AGENCY'S NAME

Department of Motor Vehicles (hereafter called State) CONTRACTOR'S NAME

Proposed Contactor (hereafter called Contractor) 2 The term of this Agreement is:

3. The maximum amount

4. The parties agree to comply with the terms and conditions of the following exhibits, which are by this reference made a part of the Agreement.

* IT General Provisions (Revised and Effective 03/27/2006)

* State Model Information Technology Personal Services Special Provisions (Effective 01/21/03) Statement of Work (Appendix B) Items shown with an asterisk (*) are hereby incorporated by reference and made part of this agreement as if attached hereto. These documents can be viewed at http://www.pd.dgs.ca.gov/modellang/ModelContracts.htm

IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.

CONTRACTOR CONTRACTOR’S NAME (if other than an individual, state whether a corporation, partnership, etc.)

California Department of General Services Use Only

Proposed Contractor BY (Authorized Signature) DATE SIGNED(Do not type) PRINTED NAME AND TITLE OF PERSON SIGNING

ADDRESS

STATE OF CALIFORNIA AGENCY NAME

Department of Motor Vehicles BY (Authorized Signature) DATE SIGNED(Do not type)

PRINTED NAME AND TITLE OF PERSON SIGNING Exempt per:

ADDRESS



GENERAL PROVISIONS The IT General Provisions revised and effective 06/21/2006 are incorporated into this contract. IT General Provisions may be viewed at the following Web Site: http://www.pd.dgs.ca.gov/modellang/GeneralProvisions.htm INFORMATION TECHNOLOGY PERSONAL SERVICES SPECIAL PROVISIONS The Information Technology Personal Services Special Provisions dated 01/21/03 are incorporated into this contract. Information Technology Personal Services Special Provisions may be viewed at the following Web Site: http://www.documents.dgs.ca.gov/pd/modellang/personalservicespecial012103.pdf


December 18, 2006 Appendix B – Page 1

Appendix B:

Statement of Work



Table of Contents

APPENDIX B – STATEMENT OF WORK .............................................................................................................5



APPENDIX B – STATEMENT OF WORK

STATEMENT OF WORK Information Technology Modernization Project Department of Motor Vehicles Project Management Support Services 1. Introduction This document defines the Project Management Support Services required by the Department of Motor Vehicles (DMV) in support of the Information Technology Modernization Project. 2. Conflict of Interest Exclusion Any contractor (and its subcontractors) serving in the role of Project Management Support Services Vendor to the Information Technology Modernization Project is prohibited from soliciting, proposing or being awarded any quality assurance, Independent Verification and Validation (IV &V), Independent Project Oversight (IPO), software design, development or other manner of implementation phase work (excluding Project Management Support Services) on this project. This is in accordance with Federal regulations at 45 CFR part 74.43, which require “…the maximum extent practical, open and free competition…” and requiring that the State be “…alert to organizational conflict of interest as well as non-competitive practices among contractors that may restrict or eliminate competition or otherwise restrain trade.” The effect of this is to preclude from this solicitation all contractors who are involved in, prepare, advise on, or have access to the creation and/or preparation of a Statement of Work (SOW) or Request for Proposal (RFP) or other solicitation vehicle. This also precludes those closely involved with the State staff responsible for such solicitation preparations. No consultant shall be paid out of State funds for developing recommendations on the acquisition of EDP products or services or assisting in the preparation of a feasibility study, if that consultant is to be a source of such acquisition or would otherwise directly and/or materially benefit from the State adoption of such recommendations or the course of action recommended in the feasibility study. Further, no consultant shall be paid out of State funds for developing recommendations on the disposal of State surplus EDP products if that consultant would directly and/or materially benefit from State adoption of such recommendations.



3. Follow-on Contract No person, firm, or subsidiary thereof who has been awarded a consulting services contract, or a contract which includes a consulting component, may be awarded a contract for the provision of services, delivery of goods or supplies, or any other related action which is required, suggested, or otherwise deemed appropriate as an end product of the consulting services contract. Therefore, any consultant that contracts with a State agency to develop a feasibility study or provide formal recommendations for the acquisition of EDP products or services is precluded from contracting for any work recommended in the feasibility study or the formal recommendation. 4. Description of Services All tasks and activities will be performed in accordance with the applicable Project Management Body of Knowledge (PMBOK Guide) good practices. The Project Management Support Services Vendor must justify its approach to the use of standards to the satisfaction of the DMV. The following tables describe the activities required of the Project Management Support Services Vendor:




IM 1.1

Assist the ITM Project Manager in overall management of the ITM Project by working with appropriate State and contracted staff, such as the Independent Project Oversight Vendor, the Enterprise Wide Oversight Consultant (EWOC) Vendor, the Independent Verification and Validation Vendor and the Project Development, Conversion and Consulting Vendor.

IM 1.2

Assist the ITM Project Manager in ensuring that all elements of the project are properly coordinated. Determine and manage inter-dependencies between project cost, scope, quality, schedule and staffing.

IM 1.3

Assist the ITM Project Manager in ensuring that all sub-project teams, departments, interfacing partners and stakeholders are working towards a common, well-defined set of goals and requirements.

IM 1.4

Evaluate ITM Project progress, resources, budget, schedules, workflow and reporting on a regular basis to ensure the project remains on track. Report results through weekly, monthly and yearly status reports (see Deliverables #1, #2 and #3 in Section VII, 7.1 Deliverable List).

IM 1.5 Understand program business objectives and their relationship to the Project.

General Integration Management

IM 1.6 Provide consultative services to project leadership to ensure that the project approach makes use of established industry best practices and mitigates project risks.

Project Management Plan(s)

IM 1.7

Assist the ITM Project Manager in the development of a Project Management Plan outlining the project management approach, organizational structure, scope statement, work breakdown structure(s), identified deliverables (including all State and Vendor deliverables), acceptance criteria, cost estimates, schedule, work management process and assumptions. This plan, and all associated sub-plan(s) will serve as the cornerstone for the overall management of the project. The Project Management Plan will be created at the beginning of the project and updated on a monthly basis, as appropriate (see Deliverable #4 in Section VII, 7.1 Deliverable List).




IM 1.9

Assist the ITM Project Manager in developing a Project Change Control Plan outlining the change control methodology, tools, and approving entities (change control board). The Project Change Control Plan will be created at the beginning of the project and updated on a monthly basis, as appropriate (see Deliverable #5 in Section VII, 7.1 Deliverable List). Change

Control

IM 1.10

Ensure that all changes to the project scope are formally documented as a change request, reviewed to determine if approval will be granted, and if approved, ensure that all appropriate project documentation is updated to reflect the change, including, requirements, design, development, testing, and project management documentation.

IM 1.11

Assist the ITM Project Manager in establishing an Issue Management Plan to include the process for identifying, reporting, tracking, evaluating, communicating, assigning and resolving all Project related issues, at both a sub-project team level as well as an enterprise project level. The Issue Management Plan will be created at the beginning of the project and updated on a monthly basis, as appropriate (see Deliverable #6 in Section VII, 7.1 Deliverable List).

Issue Management

IM 1.12 Assist the ITM Project manager in recognizing the inter-dependencies of identified issues among the various sub-project teams.

IM 1.13

Develop a Document Management Plan containing the process for managing all requirements documentation, system documentation, testing documentation, project management documentation, communication and deliverables. The Document Management Plan will be created at the beginning of the project and updated on a monthly basis, as appropriate (see Deliverable #7 in Section VII, 7.1 Deliverable List).

Document Management

IM 1.14

Develop a Project Control Library for the project containing all project documentation including project management plan (and all associated sub-plans), project work plan, status reports, invoices, and deliverables. The project control library should be maintained on-line in an electronic format with a formal backup procedure. The project control library should also be maintained in hardcopy format.




IM 1.15

Create a document tracking system for the receipt and acceptance status for each deliverable submitted by the State as well as the contracted vendors. The document tracking system should contain a template for a Deliverable Acceptance Document (DAD) consisting of formal correspondence to the vendors indicating whether the deliverable was accepted or rejected. If the deliverable is rejected, the DAD template should contain the rationale for the rejection, consequences of rejection and the next steps for the Vendor to follow. (see Deliverable #8 in Section VII, 7.1 Deliverable List).

IM 1.16 Assist the ITM Project Manager in tracking all deliverables from the State as well as the contracted vendors.

IM 1.17

Assist the ITM Project Manager in creating a final project report outlining the background of the project, summary of the results, problems encountered and solutions to those problems, attainment of objectives, lessons learned, corrective actions taken, target and actual completion dates, significant deviations from the planned deliverables, etc. (see Deliverable #9 in Section VII, 7.1 Deliverable List). Project Close-

out

IM 1.18

Assist the ITM Project Manager with project closeout activities such as ensuring that all project documentation is returned by vendors leaving the project, ensuring that all project documentation, including the project control library, is up-to-date and filed in appropriate manner, issuance of final reports to the State, final contract closure and ensuring that all knowledge transfer activities have taken place.




SM 2.1

Assist ITM Project Manager in identifying potential scope changes that might occur as a result of a documented issue, risk, staffing concern, legislative change, organizational change, etc.

General Scope Management

SM 2.2

Assist the ITM Project Manager with a Scope Management Plan, defining the process to handle documentation, communication and tracking of all approved scope changes. The Scope Management Plan will be created at the beginning of the project and updated on a monthly basis, as appropriate (see Deliverable #10 in Section VII, 7.1 Deliverable List).

Project Charter SM 2.3

Work with ITM Project Manager to create a Project Charter outlining the business need for the project, description of the project, project manager assigned to the project, constraints and assumptions. The Project Charter will be created at the beginning of the project and updated on a monthly basis, as appropriate (see Deliverable #11 in Section VII, 7.1 Deliverable List).

SM 2.4

Work with ITM Project Manager to develop an Overall Project Work Plan in Microsoft Project identifying each task, subtask and deliverable to be completed for all sub-project teams within the ITM Project. The Work Plan should contain tasks assigned to both State and vendor resources. The Project Work Plan will be created at the beginning of the project and updated on a weekly basis, as appropriate (see Deliverable #12 in Section VII, 7.1 Deliverable List).

SM 2.5

Monitor and track the work plan on a weekly basis to include critical path and task dependency analysis in order to ensure that impacts to both critical and non-critical path activities can be identified and addressed in a timely manner. Variance resulting in an impact to the project of greater than 5% should be included in the weekly status report.

Project Work Plan(s)

SM 2.6

Work with ITM Project Manager to immediately respond to variances in project schedule in order to eliminate or reduce the negative impacts of deviations. Determine appropriate course of action and update all documentation accordingly, including the project work plan.




SM 2.7

Verify that milestone and completion dates are monitored on a weekly basis and variances that will result in a 5% or greater impact to the budget and/or schedule are reported in the weekly status report.

SM 2.8 Ensure that the project work plan is updated upon approval of any scope change.

SM 2.9

Work with the ITM Project Manager to monitor changes in the external environment such as new regulations, new policies, departmental reorganizations, etc. to determine if any changes to project scope need to be made. Work with the ITM Project Manager to make appropriate modifications to project documentation, re-baseline the project work plan (if necessary) and communicate changes to all affected stakeholders.



Time Management Tasks Sub-Category Task # Task Activity

TM 3.1

Work with the ITM Project Manager and identified sub-teams to identify the scope and tasks for each phase of the project, determine the durations for each identified task, identify the appropriate resources to perform the work and determine if any dependencies with other tasks, constraints or assumptions exist.

TM 3.2

Work with the ITM Project Manager to define a process for managing and updating the project schedule. The ITM Project will be composed of several sub-project teams, each with their own set of identified tasks. The Vendor will work with the ITM Project Manager to establish a process for each sub-team to report their weekly schedule updates. The Vendor will be responsible for the maintenance and upkeep of the overall project plan for the ITM Project.

General Time Management

TM 3.3

Track hours expended for each task in the work plan, resolving and reporting any variances that will result in a 5% or greater impact to the project budget and/or schedule. In addition to hours expended, the percent complete for each task should be tracked in terms of estimated task completion. If the calculated percent complete of hours expended for each task differs from the estimated task completion percent, the vendor shall work with the ITM Project Manager to mitigate the discrepancy, examine potential increase in scope, and adjust the schedule as needed.

Cost Management Tasks Sub-Category Task # Task Activity

CST 4.1 Assist the ITM Project Manager in determining life-cycle cost trade-offs.

CST 4.2 Assist the ITM Project Manager in determining the necessary resource allocations in order to keep the project on budget. General Cost

Management

CST 4.3

Assist the ITM Project Manager in determining the earned value. Earned value will not be calculated at the task level; rather, a high-level assessment of earned value will be performed on a monthly basis.




QM 5.1 Work with the ITM Project Manager and Quality Assurance Vendors to ensure that the ITM Project is delivered according to the approved specifications.

QM 5.2

Create a Quality Management Plan for the ITM Project outlining quality control procedures, organizational responsibilities for quality management in each phase of the project lifecycle and acceptance criteria. The Quality Management Plan will be created at the beginning of the project and updated on a quarterly basis, as appropriate (see Deliverable #13 in Section VII, 7.1 Deliverable List).

QM 5.3

Assist the ITM Project Manager in developing a Value Realization Plan to outline the methods for evaluating adherence to performance targets and identifying critical success factors for the project. The Value Realization Plan will be created at the beginning of the project and updated on a quarterly basis, as appropriate (see Deliverable #14 in Section VII, 7.1 Deliverable List).

QM 5.4

Ensure that appropriate technical standards are in place so that the technical infrastructure, design architecture, and object configuration remains consistent between the front-end components and back-end components. The DMV system services team will work with both the VR and DL sub-project teams and therefore, it is imperative that consistent standards are in place to facilitate efficiency of the system services team.

General Quality Management

QM 5.5 Ensure that appropriate project management and quality assurance standards are in place.

QM 5.6 Ensure that detailed project, business, and technical requirements have been documented and approved and that a requirements baseline is established.

Requirements Management

QM 5.7

Work with the ITM Project Manager to determine a Requirements Management Plan to include a traceability strategy for the project that will trace each requirement to a design model, code, test cases and scripts, training materials and associated documentation. The Requirements Management Plan will be created at the beginning of the project and updated on a monthly basis, as appropriate (see Deliverable #15 in Section VII, 7.1 Deliverable List).




QM 5.8

Verify that requirements specifications are well-defined and understood by all project sub-teams and ensure that stakeholder participation and involvement occurs throughout the life cycle of the project.

QM 5.9

Assist the ITM Project Manager and Project Development, Conversion and Consulting Vendor in creating a Requirements Traceability Matrix. The Requirements Traceability Matrix will be created at the beginning of the project and updated on a monthly basis, as appropriate (see Deliverable #16 in Section VII, 7.1 Deliverable List).

QM 5.10

Work with the ITM Project Manager to review deliverables for the project to ensure that they are aligned with defined standards, DMV’s needs and contractual requirements.

QM 5.11 Develop a tracking system for deliverables detailing projected completion date, responsible resources, and approval/rejection status.

QM 5.12 Review all deliverables for adherence to industry standards

QM 5.13

Assist the ITM Project Manager and appropriate vendors in developing a Deliverable Expectation Document (DED) for each required deliverable. Assist the ITM Project Manager and the Quality Assurance Team in the review and tracking of each DED.

Deliverables

QM 5.14

Work with the ITM Project Manager and associated vendors to complete a Deliverable Acceptance Document (DAD) for each deliverable submitted. Assist the ITM Project Manager and Quality Assurance Team in the review and tracking of each DAD.



Human Resource Management Tasks Sub-Category Task # Task Activity

HR 6.1

Provide recommendations to the ITM Project Manager in terms of improving or making changes to the project organizational structure in order for the project to run more efficiently.

HR 6.2

Verify and assess the ITM organizational structure to ensure that lines of reporting and responsibility provide adequate technical and managerial oversight for the project.

HR 6.3 Ensure that all roles on the project are well-defined and have an associated set of understood responsibilities.

HR 6.4

Assist the ITM Project Manager in creating a Staffing Management Plan that defines a strategy to ensure that adequate project resources are engaged on the ITM Project during each project phase. Since the ITM Project spans a period of seventy-five (75) months, there will be peaks and valleys in terms of the number of resources working on this project. The Vendor shall work with the ITM Project Manager to predict future staffing needs based on the phase and status of the project o ensure that resource utilization is optimal. The Staffing Management Plan will be created at the beginning of the project and updated on a monthly basis, as appropriate (see Deliverable #17 in Section VII, 7.1 Deliverable List).

General Human Resource Management

HR 6.5

Assist the ITM Project Manager in improving project performance by assisting in the planning and execution of team development activities targeted at increasing morale, building skill sets, and providing recognition.



Communication Management Tasks Sub-Category Task # Task Activity

COM 7.1

Assist the ITM Project Manager in developing an ITM Project Communication Plan which should include a distribution structure for the dissemination of information, description of the information to be distributed, frequency of distribution for each type of communication, method of communication, standard meetings with expected participants, and escalation procedures and reporting chain, The Communication Plan will be created at the beginning of the project and updated on a monthly basis, as appropriate (see Deliverable #18 in Section VII, 7.1 Deliverable List).

COM 7.2

Evaluate the communication plan on a regular basis to verify that the current strategies defined in the plan are working and that they support open communication and work product sharing between all project stakeholders. Modify the communication plan as appropriate to ensure project success.

COM 7.3

Assess and recommend improvement, as needed, to assure continuous executive stakeholder buy-in, participation, support and commitment, and that open pathways of communication exist among all stakeholders.

COM 7.4

Work with ITM Project Manager to ensure that all technical sub-project teams are designing and coding in a consistent and cohesive manner. Ensure that appropriate processes and procedures are in place to facilitate open communication and sharing between sub-teams.

COM 7.5

Assist the ITM Project Manager in communicating project strategy, benefits, direction, status, and recommendations to the Project Oversight vendor, Project Sponsor, oversight agency representatives and other stakeholders.

General Communication Management

COM 7.6

Communicate status, issue and progress in a timely and accurate manner to all project participants throughout the duration of the Project.

COM 7.7

Attend required ITM, State and stakeholder meetings as requested. The vendor shall take meeting minutes during such meetings, publish the meeting minutes to all applicable stakeholders and track action items resulting from the meeting. Meetings

COM 7.8

Assist the ITM Project Manager in planning and facilitating a project kick-off meeting with the ITM Project team and any other stakeholders deemed necessary by the State.



Communication Management Tasks Sub-Category Task # Task Activity

COM 7.9

Provide weekly status reports for Project Management Support Services tasks which reference the associated tasks in the Project Work Plan. Weekly status report should include any new issues or risks identified in terms of Project Management Support Services and should identify a list of tasks planned for the next reporting period.

COM 7.10

Assist the ITM Project Manager in creating the weekly project status report (see Deliverable #1 in Section VII, 7.1 Deliverable List).

COM 7.11

Assist the ITM Project Manager in creating the monthly project status report (see Deliverable #2 in Section VII, 7.1 Deliverable List).

COM 7.12

Assist the ITM Project Manager in creating the yearly report documenting overall project status, earned value metrics, future predictions regarding resource allocations, cost, schedule and quality, and high priority/impact risks and issues (see Deliverable #3 in Section VII, 7.1 Deliverable List)..

COM 7.13

Assist the ITM Project Manager in developing meaningful metrics to measure the success of the project throughout each phase of the lifecycle.

Reports

COM 7.14

Assist the ITM Project Manager with all State mandated project reports such as Special Project Reports.



Risk Management Tasks Sub-Category Task # Task Activity

RM 8.1

Work with the ITM Project Manager to integrate risk management tasks into the project work plan. Continue to monitor new risks and risk events that have been triggered to determine the impact, if any, to the project work schedule. Make adjustments as appropriate to all project documentation and communicate those changes to all affected project stakeholders.

RM 8.2

Work with the ITM Project Manager to identify the dependencies between risks identified by the sub-project teams to determine if the risk should be escalated to an Enterprise level.

RM 8.3

Monitor identified risks on a regular basis to determine if a risk event has occurred. If a risk event (or a trigger to a risk event) has occurred, work with the ITM Project Manager to execute the documented contingency or implementation plan.

General Risk Management

RM 8.4

Track and monitor the status of executed contingency plans and continually assess the project to determine if there is an impact to the schedule, scope, resource allocation, cost and/or quality of the project.



5. Deliverables The following table identifies the anticipated deliverables. The State reserves the right to request additional analyses, as needed. The Project Management Support Services Vendor may suggest development of additional deliverables in specific areas. The State must authorize the need for any additional deliverables PRIOR to their development. The State reserves the right to extend the due date if appropriate, due to document size, schedule or changes in scope. The Project Management Support Services vendor must notify DMV of an anticipated delay of a deliverable, as far in advance of the due date as possible. A deliverable expectation document (DED) will be prepared for all categories of deliverables. The DED documents the scope, methods, tools, standards, work product format (deliverable), schedule, resources, quality assurance measures and contract references associated with the deliverable. The process is flexible, as each deliverable may not proceed through every activity in the process. There will be joint agreement between DMV and the Project Management Support Services Vendor prior to starting the DED process concerning the steps that will be followed for each unique deliverable.




Frequency/ Due Date

1 Weekly Project Status Report: Each week, the Vendor will assist the ITM Project Manager in the creation of a weekly project status report outlining the current health of the project. The weekly project status report should include, but is not limited to: weekly accomplishments, new issues and/or risks that have developed, status of open issues and risks, milestone tracking, overview of deliverables received and/or reviewed, etc.

Section 6.1, 6.7.1

Weekly*

2 Monthly Project Status Report: The Vendor will assist the ITM Project Manager in developing a monthly status report, for submission to the State Department of Finance (DOF), targeting the overall health of the project. This report should include, but not be limited to: overall health of the project, planned milestone completion dates versus actual milestone completion dates, planned expenditures by phase versus actual expenditures, description of adherence to scope and reasons for any changes, impact assessment of critical change requests, enterprise level risks or issues that need to be profiled, assessment of Estimate at Completion (EAC), etc.

Section 6.1, 6.7.1

Monthly

3 Yearly Project Status Report: The Vendor will assist the ITM Project Manager in developing a yearly project status report, for submission to the Joint Legislative Budget Committee and the policy committees on Transportation, by January 1 of each year during the life of the project. In addition to the general health of the project and critical issues and risks, the yearly report should contain planned milestone completion dates versus actual milestone completion dates, planned expenditures by phase versus actual expenditures, and description of adherence to scope and reasons for any changes.

Section 6.1, 6.7.1

Annually by January 1st of each project year.




Frequency/ Due Date

4 Project Management Plan: Assist the ITM Project Manager in the development of a Project Management Plan outlining the project management approach, organizational structure, scope statement, work breakdown structure(s), identified deliverables (including all State and Vendor deliverables), acceptance criteria, cost estimates, schedule, work management process and assumptions. This plan, and all associated sub-plan(s) will serve as the cornerstone for the overall management of the project.

Section 6.1


5 Project Change Control Plan: The Vendor will assist the ITM Project Manager in developing a Change Control Plan outlining the change control methodology, tools and approving entities. This plan will be the cornerstone for the change management process and procedures throughout the duration of the project.

Section 6.1


6 Issue Management Plan: The Vendor will assist the ITM Project Manager in establishing an Issue Management Plan to include the process for identifying, reporting, tracking, evaluating, communicating, assigning and resolving all Project related issues, at both a sub-project team level as well as an enterprise project level.

Section 6.1





Frequency/ Due Date

7 Document Management Plan: The Vendor will work with the ITM Project Manager to develop a Document Management Plan containing the process for managing all requirements documentation, system documentation, testing documentation, project management documentation, communication and deliverables.

Section 6.1


8 Document Tracking System: The Vendor will work with the ITM Project Manager to create a document tracking system for the receipt and acceptance status for each deliverable submitted by the State and the contracted Vendors.

Section 6.1

Due during Phase 3.0 – ITM Project Initiation (05/07).

9 Final Project Report: The Vendor will complete a Final Project Report outlining the background of the project, summary of the results, problems encountered and solutions to those problems, attainment of objectives, lessons learned, corrective actions taken, target and actual completion dates, significant deviations from the planned deliverables, etc.

Section 6.1

Due at the end of Phase 4.0 (05/13).

10 Scope Management Plan: The Vendor will create a Scope Management Plan defining the process to handle documentation, communication and tracking of all approved scope changes.

Section 6.2.1





Frequency/ Due Date

11 Project Charter: The Vendor will create a Project Charter outlining the business need for the project, description of the project, project manager assigned to the project, constraints and assumptions.

Section 6.2.1

Initial Charter due during Phase 3.0 – ITM Project Initiation (05/07). Charter should be updated on a monthly basis, as appropriate.

12 Project Work Plan(s): The Vendor will create an Overall Project Work Plan in Microsoft Project identifying each task, subtask and deliverable to be completed for all sub-phases of the ITM Project. The Work Plan should contain tasks assigned to both State and vendor resources.

Section 6.2.1

Initial Plan due at beginning of Phase 3 – Project Initiation (04/07). Plan should be updated on a weekly* basis.

13 Quality Management Plan: The Vendor will create a Quality Management Plan outlining quality control procedures, organizational responsibilities for quality management in each phase of the project lifecycle and acceptance criteria.

Section 6.5.1





Frequency/ Due Date

14 Value Realization Plan: The Vendor will work with the ITM Project Manager to develop a Value Realization Plan to outline the methods for evaluating adherence to performance targets and identifying critical success factors for the project. The Value Realization Plan should contain the business, technical and functional goals for the project, metrics associated with each goal to measure success, and the achievement results.

Section 6.5.1


15 Requirements Management Plan: The Vendor will work with the ITM Project Manager to create a Requirements Management Plan to include a traceability strategy for the project that will trace each requirement to a design model, code, test cases and scripts, training materials and associated documentation.

Section 6.5.1


16 Requirements Traceability Matrix: Assist the ITM Project Manager and Project Development, Conversion and Consulting Vendor in creating, monitoring and tracking a Requirements Traceability Matrix.

Section 6.5.1





Frequency/ Due Date

17 Staffing Management Plan: Assist the ITM Project Manager in creating a Staffing Management Plan that defines a strategy to ensure that adequate project resources are engaged on the ITM Project during each project phase.

Section 6.6.1


18 Communication Management Plan: The Vendor will assist the ITM Project Manager in developing an ITM Project Communication Plan which will include a distribution structure for the dissemination of information, description of the information to be distributed, frequency of distribution for each type of communication, method of communication, standard meetings with expected participants, and escalation procedures and reporting chain.

Section 6.7.1




6. Period of Performance Project Management Support Services will be needed for the entire duration of the ITM Project. The period of performance for this contract runs from approval of the contract through June 2013. 7. Invoices and Payment for Services In consideration for the satisfactory completion of the deliverables described herein, the State agrees to pay the Vendor, in arrears, upon receipt of an invoice in duplicate, for services rendered under this contract. The payment invoice shall be submitted by the Vendor, upon completion of the identified deliverables, in sufficient scope and detail to define the actual work performed and specific milestones completed, including a description of the activities associated with the deliverables for both the Contractor and subcontractors and the hours allocated to those activities. Invoices shall be mailed to: Department of Motor Vehicles P.O. Box 9322382 Sacramento, CA 94232-3820 Attn: Accounts Payable M/S F-109 Invoices shall include the following components:

• Purchase Order number; • Total amount of the invoice and subtotals for each deliverable being

invoiced, including resource name and hourly rate expended against each deliverable;

• Copies of the signed timesheet(s) supporting the billed hours; and • Certification statement signed by a company official attesting to the

accuracy of the invoice data. If the DMV does not accept the identified deliverables in this SOW, payment of the invoice shall be withheld by the DMV and the Contractor will be notified. The Contractor must take timely and appropriate measures to correct or remedy the reason(s) for rejection and demonstrate to the DMV that the Contractor has successfully completed the scheduled work for each deliverable before payment will be made.



8. State of California Furnished Items Workspace will be provided for vendor staff while on-site at the project for the duration of the contract. The workspace will include desk or table, chair, phone, personal computer, printer access, Internet connection, Microsoft Office, Microsoft Project and access to the projects’ LAN. The State will provide access to all project information, including, but not limited to, technical documentation and project status data as well as access to project and vendor personnel for information related to the project. The State is not responsible for providing clerical or administrative support to the Vendor. All policies and procedures regarding access to and the use of the State facilities will be applicable. 9. Problem Escalation Both parties shall acknowledge and agree that certain technical and/or project-related problems or issues may arise, and shall use their best, good faith efforts to cooperatively resolve disputes and problems that arise in connection with this Contract. However, there may be instances where the severity of the problem justifies escalated reporting and to this extent, the following escalation process shall be used:

1. Problems or issues shall normally be reported in regular status reports or in-person meetings between the Vendor and the DMV Project Manager.

2. If the problem or issue warrants additional escalation, either party can request escalation of the issue to the DMV Chief Information Officer (CIO), or their designee. The escalation should be handled in writing specifying the disputed issue, the position of the party initiating the dispute and acknowledgement of the relative positions of the parties. The DMV CIO (or designee) will attempt to resolve the dispute within ten (10) days of submission by either party.

3. If the DMV CIO (or designee) is unable to resolve the dispute within such ten (10) days, the decision of the DMV Project Manager shall be final. If the Vendor is unsatisfied, it may pursue its available legal and equitable remedies.



10. Points of Contact The points of contact for this SOW are: DMV Points of Contact Name Phone(s) Fax E-mail

Project Management Support Services Points of Contact Name Phone(s) Fax E-mail

11. Personnel and Rates The following personnel will perform the tasks described in this SOW, at the rates indicated. The State will be notified, in writing, of any changes in the personnel assigned to these tasks. The Vendor and the State agree that the key personnel are critical to the performance of the contract and cannot be removed without DMV approval. Qualifications for suggested staff changes should be comparable with those being replaced. The State has the right of refusal for any personnel assigned to these tasks. Any changes to personnel will be processed through an approved contract change order. New staff may not report until their names have been added to the contract through a change order.

Name of Staff Classification/Role on Project Hourly Rate

Number of Hours Assigned to

Project



12. Costs Attached to this Statement of Work is the ITM Project Cost Workbook containing a cost breakdown of the Project Management Support Services tasks per fiscal year. In the event that additional work must be performed, which was wholly unanticipated and not specified in the Statement of Work, the DMV Project Manager will identify the unanticipated tasks in a task order that includes an agreed upon budget. 13. Changes to Statement of Work Changes in scope, an increase or decrease in total contract costs, terminations and change of period of performance must be approved by the State and Vendor via a contract amendment. Requests for such changes should be conveyed to the DMV Contract Manager in writing. The rationale for the change must be included. No verbal authorizations shall be binding on either party. No services associated with the requested change(s) may commence prior to State approval of a contract amendment. Any changes to personnel will be processed through an approved contract change order. Resumes with detailed experience are required for all proposed staff changes. The resumes must identify the staff level and hourly rate proposed. The experience of the proposed staff must match or exceed the requirements for the proposed classification. New staff may not report until their names have been added to the contract through a change order. No amendment to the contract will be needed for staff changes. 14. Responsibilities of Vendor The following specific responsibilities apply to the Project Management Support Services Vendor:

• The Vendor will designate a person to whom all project communications may be addressed and who has the authority to act on all aspects of the services.

• The Vendor will identify a Project Coordinator responsible for the overall project.

• The Vendor shall comply with all applicable DMV and State policies and procedures, including, but not limited to, the DMV Project Management Office guidelines.

• Prior to termination of the Agreement, the Vendor shall return all DMV and State property, including security badges.

• Deliverables will be subject to review and approval by the DMV and the Vendor will be responsible for formally responding to all review comments. Payment to



the Vendor will be contingent upon final approval of each written deliverable.

• The Vendor will make its best efforts to maintain staff continuity throughout the life of the project. The DMV will be notified, in writing, of any changes in the personnel assigned to the tasks. If a Vendor employee is unable to perform duties due to illness, resignation, or other factors beyond the Vendor’s control, the Vendor will make every reasonable effort to provide suitable replacement personnel. The replacement personnel must meet all requirements and must be approved by the DMV in writing prior to initiating work. If a position on the organization chart is vacant for more than 10 business days, the State may consider the Contractor in default and terminate the contract for cause.

15. Responsibilities of the State The following specific responsibilities apply to the State (DMV):

• The DMV will designate a person to whom all Vendor communications may be addressed and who has the authority to act on all aspects of the services.

• The DMV will provide information regarding the business structure as required by the Vendor to provide the services under this SOW.

• The DMV will provide timely review and approval of the Vendors work products, including deliverables, in order for the Vendor to perform its obligations under this SOW.


December 18, 2006 Appendix C – Page 1

Appendix C:

Bidder Response Forms



Table of Contents

APPENDIX C – BIDDER RESPONSE FORMS....................................................................................... 5

C.1 BIDDER SUBMISSION CHECKLIST ................................................................................................. 5 C.2 LETTER OF INTENT TO BID ........................................................................................................... 6 C.3 DISCLOSURE OF THIRD PARTY INVOLVEMENT ............................................................................. 8 C.4 CONFIDENTIALITY STATEMENT.................................................................................................... 9 C.5 SUBCONTRACTOR LIST............................................................................................................... 10 C.6 BIDDER EXPERIENCE.................................................................................................................. 11 C.7 STAFF EXPERIENCE REFERENCE FORM ...................................................................................... 13 C.8 BIDDER’S PROPOSED STAFFING FORM ....................................................................................... 14 C.9 STAFFING QUALIFICATIONS MATRIX ......................................................................................... 15 C.10 PAYEE DATA RECORD................................................................................................................ 18 C.11 DISABLED VETERAN BUSINESS ENTERPRISE PROGRAM INFORMATION...................................... 18 C.12 SMALL BUSINESS PREFERENCE INFORMATION........................................................................... 19 C.13 TACPA INFORMATION .............................................................................................................. 20 C.14 EZA INFORMATION.................................................................................................................... 21 C.15 LAMBRA.................................................................................................................................. 21



APPENDIX C – BIDDER RESPONSE FORMS

C.1 Bidder Submission Checklist

Bidder’s Final Proposal Checklist Does your final proposal submittal documentation follow the format

specified in Section VII - Proposal and Bid Format of this RFP?

Have you included a cover letter with original signature?

Have you labeled volumes as identified in Section VII - Proposal and Bid Format with the specified number of copies?

Does the submittal documentation include Appendix D – Requirements Response Matrix?

Have all required forms in Appendix C – Bidder Response Forms been completed and included in the submittal documentation, including the Letter of Bondability described in Section V, 5.3.4?

Has the Bidder ensured that no cost data is provided in any volumes, except Volume 3, and only for the Final Proposal?

Have the calculations in the cost sheets in Volume 3 of the Final Proposal been checked for accuracy?

Has a completed contract and SOW been included in Volume 2 of the Proposal? Has Volume 2 been checked to ensure that no cost data or effective dates appear?

Bidders: The State makes no warranty that the checklist is a full comprehensive listing of every requirement specified in the solicitation. Checking off the items on the checklist does not establish your firm’s intent nor does it constitute responsiveness to the requirement(s). The checklist is only a tool to assist participating Bidders in compiling their final proposal response. Bidders are encouraged to carefully read the entire solicitation. The need to verify all documentation and responses prior to the submission of final proposals cannot be over emphasized.



C.2 Letter of Intent to Bid

LETTER OF INTENT TO BID (To be completed by the Bidder) Date: _______________________ DEBORAH FRAGA-DECKER Department of General Services Procurement Division, Technology Acquisition Section 707 3rd Street, Second Floor West Sacramento, CA 95605 Reference: RFP # 2740-180-D Dear DEBORAH FRAGA-DECKER: This is to inform you that it is our present intent to do the following regarding the above referenced RFP (Bidder shall specify):

We intend to submit a proposal, and we have no problem with the RFP requirements. We intend to submit a proposal, but we have one or more problems with the RFP requirements for reasons stated in an attachment to this letter. We do not intend to submit a proposal for reasons stated in an attachment to this letter, and we have no problems with the RFP requirements. We do not intend to submit a proposal because of one or more problems with the RFP requirements for reasons stated in an attachment to this letter.

If we intend to submit a proposal, the individual to whom all further information regarding this RFP should be transmitted is: Name and Title: ___________________________________________________ Address: _________________________________________________________ City, State & Zip: __________________________________________________



Phone Number: _______________________ Fax Number: ________________ Email Address: ____________________________________________________ We are enclosing with this letter, as requested, the following completed documents:

• Statement of Experience and Financial Condition (Appendix C, Section C.3); and

• Signed Confidentiality Statement (Appendix C, Section C.4). Sincerely, ___________________________________ _____________________ (Signature) (Date) (Printed Name and Title) (Company) ___________________________________ _____________________ (Phone) (Fax)



C.3 Disclosure of Third Party Involvement

DISCLOSURE OF THIRD PARTY INVOLVEMENT Proposals in response to State procurements for assistance in preparation of feasibility studies or the development of recommendations for the acquisition of IT products and services must disclose any financial interests (e.g., service contract, Original Equipment Manufacturer (OEM) agreements, re-marketing agreements) that may foreseeably allow the individual or organization submitting the proposal to materially benefit from the State’s adoption of a course of action recommended in the feasibility study or the acquisition recommendations. Full disclosure of all financial interests to third party individuals, companies or entities that may foreseeably allow the Bidder submitting the proposal to materially benefit from the State’s adoption of a course of action recommended in the feasibility study or acquisition recommendations must be listed below (attach additional sheet if necessary): NAME OF THIRD PARTY

EXPLANATION OF THE BIDDER’S RELATIONSHIP TO THE THIRD PARTY

EXPLANATION OF ALL BENEFITS, FINANCIAL INCENTIVES, EXISTING CONTRACTS, AND/OR RE-MARKETING

AGREEMENTS WITH THIRD PARTY

EXPLANATION OF PROPOSED RELATIONSHIP BETWEEN THIRD PARTY AND THE STATE



C.4 Confidentiality Statement

CONFIDENTIALITY STATEMENT As an authorized representative and/or corporate officer of the company named below, I warrant my company and its employees will not disclose any documents, diagrams, information and information storage media made available to us by the State for the purpose of responding to RFP # 2740-180-D or in conjunction with any contract arising there from. I warrant that only those employees who are authorized and required to use such materials will have access to them. I further warrant that all materials provided by the State will be returned promptly after use and that all copies or derivations of the materials will be physically and/or electronically destroyed. I will include with the returned materials, a letter attesting to the complete return of materials, and documenting the destruction of copies and derivations. Failure to so comply will subject this company to liability, both criminal and civil, including all damages to the State and third parties. I authorize the State to inspect and verify the above. I warrant that if my company is awarded the contract, it will not enter into any agreements or discussions with a third party concerning such materials prior to receiving written confirmation from the State that such third party has an agreement with the State similar in nature to this one. _______________________________________ ____________________ (Signature of representative) (Date) _______________________________________ (Typed name of representative) _______________________________________ (Typed name of company)



C.5 Subcontractor List

All subcontractors performing over ten percent (10%) of the SOW tasks are required to provide the information in the tables below. Attach additional pages if necessary. SUBCONTRACTOR LIST Company Name Primary Contact Name & Title Address Phone Duties Subcontractor is expected to perform on this contract

Company Name Primary Contact Name & Title Address Phone Duties Subcontractor is expected to perform on this contract

Company Name Primary Contact Name & Title Address Phone Duties Subcontractor is expected to perform on this contract



C.6 Bidder Experience

The Bidder Experience Reference Form must be used to provide at least one (1) project reference with a similar size and scope to the DMV ITM Project. The project(s) selected must have been completed within the past five years to qualify as a valid reference. Only one project reference is required for submission, however, a Bidder may choose to submit additional references. A separate Bidder Experience Reference Form must be completed for each project reference submitted. BIDDER EXPERIENCE REFERENCE FORM BIDDER AND CLIENT INFORMATION Bidder Name: Bidder’s Contact Name: Project Dates: Bidder Contact Phone: Client Name: Client Contact Name: Client Address: Client Contact Phone: PROJECT INFORMATION Project Name: Was the Bidder the Prime

Contractor on this project?

Number of staff on the project (include both client staff and contracting staff):

Number of sub-teams on project:

Brief Description of project:

Project Objectives:

Bidder’s Firm’s Involvement:



Project Benefits:

Describe the Project Management Methodology Used on the Project. State whether the methodology was successful and/or describe areas for improvement:

Discuss the Project Management Tools used on this project:

Describe the similarities between the project being referenced and the DMV ITM Project:

PROJECT MEASUREMENTS Total Contract Value: Total Actual Cost: Total Bidder’s Share of Contract Value:

Total Actual Hours:

Estimated Start Date: Estimated End Date: Actual Start Date: Actual End Date:



C.7 Staff Experience Reference Form

Each proposed team member must complete at least two (2) Staff Experience Reference Forms. STAFF EXPERIENCE REFERENCE FORM STAFF INFORMATION Staff Name: Staff Role on ITM

Project:

PROJECT INFORMATION Project Organization / Department / Company

Name of Project:

Project Start Date: Project End Date: Client Contact Name & Position:

Client Contact Phone:

Client Contact Email: Total Contract Value of This Project:

Staff Role on Project:



C.8 Bidder’s Proposed Staffing Form

PROPOSED STAFFING FORM Bidder must list the names, roles, and anticipated percent of full time equivalent hours for each staff member proposed to perform work on the ITM Project Management Support Services engagement.

Staff Name Staff Role % of full time equivalent hours

(e.g. if the staff member will work approximately 30 hours per week, enter

75%)

Please include an organization chart showing the Bidder’s reporting structure:



C.9 Staffing Qualifications Matrix

The Bidder must complete the following form indicating the staffing qualification compliance for each proposed staff member. A template is given for the Project Management role as well as the additional staff member role. Bidders should submit additional forms for each additional staff member proposed for the team. NOTE: The name of each project listed below should directly reference the same project listed on the staff members resume. If the name of the project listed below cannot be located on the resume, the staff member will be considered non-compliant for the qualification. Bidders should ensure that all cross-references are accurate and easy to find. PROJECT MANAGER ROLE NAME OF STAFF

Project Manager Qualifications

Name of Project(s) that meet qualifications

***Ensure that the name of project(s) listed below can be cross-referenced back to resume ***

Mandatory Qualification #1:

At least five (5) years of cumulative experience in the capacity of a chief project manager on large-scale information technology projects. Multiple projects may be used to meet this requirement; however, the total cost for each project must be greater than $100M.


Experience managing at least one (1) large-scale application development project, with a total project cost of greater than $50M from initiation through completion. Management experience must include all phases of the development lifecycle including: requirements analysis, design, development, testing, implementation and rollout



PROJECT MANAGER ROLE NAME OF STAFF

Project Manager Qualifications




Experience managing at least one (1) large-scale legacy IT modernization project, with a total project cost greater than $50 million. Experience should include vendor management, requirements management (including identification and analysis of legacy business rules), and management of the implementation.


Experience in utilizing or creating a structured project management methodology (such as Rational Unified Process) in the management of a large-scale application development project.


At least one (1) year of primary responsibility in creating, monitoring and controlling a detailed project work plan and any associated sub-plan(s) on a multi-year IT project with a total project cost exceeding $50M. Work plan experience must be in Microsoft Project.


Possession of a current, valid PMI®, Project Management Professional (PMP®) Certification. The PMP® Certification shall be maintained by the PM or any replacement PM for the term of their engagement under the contract.

Attach copy of certification with proposal.



ADDITIONAL STAFF ROLE (complete one table for each additional staff member) NAME OF STAFF

Additional Staff Qualifications




At least four (4) years of cumulative experience performing project management activities in each of the following knowledge areas: Integration Management, Scope Management, Time Management, Cost Management, Quality Management, Human Resource Management, Communication Management, and Risk Management


At least two (2) years of experience maintaining project work plans and schedules using Microsoft Project.


At least two (2) years of experience participating in or managing all phases of the application development lifecycle including requirements analysis, design, development, testing and implementation. Multiple projects may be used to meet this requirement.

Desirable Qualification #1:

Possession of a current, valid PMI®, Project Management Professional (PMP®) Certification.

Attach copy of certification with proposal.

Desirable Qualification #2:

Experience developing or evaluating project performance metrics.



C.10 Payee Data Record

Bidders should complete the Payee Data Record Form (Std. 204) and submit the completed document with their proposal. Payment cannot be made unless the form is completed and returned. The Payee Data Record (Std. 204) is located at the link below:

http://www.documents.dgs.ca.gov/osp/pdf/std204.pdf

C.11 Disabled Veteran Business Enterprise Program Information

The Bidder’s Final Proposal must contain the Bidder’s response to the option chosen for DVBE participation. The required DVBE form(s) vary depending on the option chosen by the Bidder. To review the instructions and complete the appropriate form(s), refer to the following website:

General Information about the DVBE Program: http://www.pd.dgs.ca.gov/smbus/default.htm

Standard Form 840 http://www.documents.dgs.ca.gov/pd/dvbe/dvbereq6.pdf

Standard Form 843

http://www.documents.dgs.ca.gov/pd/poliproc/STD-843FillPrintFields.pdf



C.12 Small Business Preference Information

Form 5.9.1 Small Business Preference (Form STD. 811) To obtain a copy of the Small Business preference form and learn more about applying for this preference access the following link:


Non-small business Bidders seeking this preference by providing for small business subcontractor participation must have each small business subcontractor complete a copy of this form. Clearly mark the top of the form with the Bidder’s name. Form 5.9.2 New Information Regarding Small Businesses A five (5) percent bid preference is now available to a non-small business claiming twenty-five (25) percent California certified small business subcontractor participation. If claiming the non-small business subcontractor preference, the bid response must include a list of the small business(es) with which you commit to subcontract in an amount of at least twenty-five (25) percent of the bid price with one or more California certified small businesses. Each listed certified small business must perform a "commercially useful function" in the performance of the contract as defined in Government Code Section 14837(d)(4). By definition, Bidders claiming the non-small business subcontractor preference may not apply for small business preference points for their organization. If claiming this preference, Bidders shall include this list as an attachment to the completed STD 811 and return it with the proposal. The required list of California certified small business subcontractors must be attached to the bid response and must include the following:

• Subcontractor Name; • Address; • Phone Number; • A description of the work to be performed and /or products supplied; • The dollar amount or percentage of the bid price per subcontractor.

If your firm is a California certified small business, in accordance with Assembly Bill 669, your company must address specific aspects of the Legislation that requires certified small businesses to perform a commercially useful function as defined by government Code Section 14837, 14838.6, 14839, 14842, and 14842.5. Therefore, you must provide written documentation of the following:



• Your company is responsible for the execution of a distinct element of the work of the contract.

• Your company will carry out its obligation by actually performing managing or supervising the work involved.

• Your company will perform work that is normal for your business services and functions.

• Your company will not further subcontract a portion of the work that is greater than that expected to be subcontracted by normal industry practices.

• Your company will not consider a contractor, subcontractor or supplier to perform a commercially useful function if the Contractor's, subcontractor's or supplier's role is limited to that of an extra participant in the transaction, contract, or project through which funds are passed in order to obtain the appearance of small business or micro-business participation. Provide proof that this statement does not pertain to your company's potential involvement in this procurement.

C.13 TACPA Information

Bidders desiring to claim Target Area Contract Preferences Act shall complete Std. Form 830 and submit it with their Final Proposal. For further information on the TCPA Act and to obtain the necessary forms to fill out, please refer to the following websites:

http://www.pd.dgs.ca.gov/edip/tacpa.htm




C.14 EZA Information

Bidders seeking to claim the Enterprise Zone preference must submit a fully executed copy of Std. Form 831S, Attachment VI with or prior to their bid or proposal that includes all appropriate certifications, name of the firm performing the work at designated enterprise zone location(s), address(es) of worksite(s), name of the enterprise zone, a valid signature, and if seeking the additional 1 to 4 percent hiring preference, must have checked the appropriate box. For more information on the Enterprise Zone Preference Act and to obtain the necessary forms for proposal submission, refer to the following websites:

http://www.pd.dgs.ca.gov/edip/eza.htm


C.15 LAMBRA

Bidders seeking to obtain a LAMBRA 5 percent preference must submit a completed Std. Form 832, Attachment VII with or prior to their bid that includes the following:

1) All appropriate certifications. 2) The bidding firm’s name and the name of all suppliers and

subcontractors that will work with the Bidder to fulfill the terms of the contract along with the address(es) of each of the worksite(s) and estimated labor hours.

3) Military Base Recovery Area name(s). 4) Bidder’s original signature. 5) The Bidder must indicate if seeking the additional 1 to 4 percent

preference available for hiring persons with a high risk of unemployment, by checking the appropriate box.

For more information on the LABRA preference and to obtain the necessary form(s) for bid submission, refer to the following websites:

http://www.pd.dgs.ca.gov/edip/lambra.htm



December 18, 2006 Appendix D – Page 1

Appendix D:

Requirements Response Matrix



Table of Contents

APPENDIX D – REQUIREMENTS RESPONSE MATRIX ..................................................................................5

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men

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incl

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suffi

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thei

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the

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the

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the

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form

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ithin

five

wor

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day

s of

the

requ

est.

YES

____

NO

____

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5.1.

1

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Req

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cont

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a C

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Let

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an

indi

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au

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to b

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the

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firm

con

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ually

and

in

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the

title

and

pos

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that

per

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hold

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firm

, in

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a st

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to fu

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Pro

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For

mat

for a

dditi

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inst

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).

YES

____

NO

____

_

5.1.

2

Adm

inis

trat

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Req

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men

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Bid

der a

gree

s th

at a

ll pe

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nel a

ssig

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to th

e IT

M P

roje

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hall

subm

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entia

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stat

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App

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, S

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Con

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tialit

y st

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o w

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ect.

YES

____

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____

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Adm

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sha

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item

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they

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the

proj

ect.

YES

____

NO

____

_

5.1.

3

Adm

inis

trat

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Req

uire

men

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idde

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ree

to re

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for t

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of th

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YES

____

NO

____

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5.1.

4

Adm

inis

trat

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Req

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men

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idde

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ees

to u

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elat

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esen

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d sp

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oduc

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at t

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spe

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th

e S

tate

in th

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epar

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all

ITM

Pro

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cor

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nce

and

deliv

erab

les.

YES

____

NO

____

_

5.2.

1

Adm

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trat

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Req

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men

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he V

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ovid

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tate

with

a re

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mem

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con

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com

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All

prop

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cha

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to th

at o

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or

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mem

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Ven

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YES

____

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____

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Adm

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YES

____

NO

____

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5.2.

2

Adm

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and

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YES

____

NO

____

_

5.2.

2

Adm

inis

trat

ive

Req

uire

men

t 10:

Bid

der m

ust a

gree

that

A

dmin

istra

tive

Req

uire

men

ts a

pplic

able

to th

e su

bcon

tract

ed

wor

k w

ill ap

ply

and

be a

dher

ed to

by

all s

ubco

ntra

ctor

s pr

opos

ed to

con

tribu

te te

n (1

0) p

erce

nt o

r mor

e of

the

tota

l co

ntra

ct v

alue

, eve

n if

subc

ontra

ctor

con

curr

ence

is n

ot

spec

ifica

lly d

efin

ed in

the

Adm

inis

trativ

e R

equi

rem

ent.

YES

____

NO

____

_

5.2.

4

Adm

inis

trat

ive

Req

uire

men

t 11:

Bid

ders

mus

t pro

vide

one

(1

) or m

ore

cust

omer

refe

renc

es u

sing

the

Bid

der E

xper

ienc

e Fo

rm lo

cate

d in

App

endi

x C

, Sec

tion

C.6

– B

idde

r E

xper

ienc

e. T

he ty

pe o

f wor

k re

pres

ente

d in

the

Bid

der

refe

renc

es m

ust m

eet t

he re

quire

men

ts o

utlin

ed in

Sec

tion

V,

5.2.

5 B

idde

r Qua

lific

atio

ns.

YES

____

NO

____

_

D

epar

tmen

t of M

otor

Veh

icle

sR

FP #

274

0-18

0-D

In

form

atio

n Te

chno

logy

Mod

erni

zatio

n R

FP

Dec

embe

r 18,

200

6 A

ppen

dix

D –

Pag

e 8

RFP

SE

CTI

ON

R

EFER

ENC

E R

EQU

IREM

ENT

BID

DER

AG

REE

S TO

MEE

T?

REF

ERN

CE

TO

PRO

POSA

L R

ESPO

NSE

SE

CTI

ON

Adm

inis

trat

ive

Req

uire

men

ts

5.2.

5

Adm

inis

trat

ive

Req

uire

men

t 12:

Bid

ders

mus

t pro

vide

two

(2) o

r mor

e re

fere

nces

for e

ach

prop

osed

team

mem

ber u

sing

th

e S

taff

Exp

erie

nce

Ref

eren

ce F

orm

loca

ted

in A

ppen

dix

C,

Sec

tion

C.7

– S

taff

Exp

erie

nce

Ref

eren

ce F

orm

. The

type

of

wor

k re

pres

ente

d in

the

Bid

der r

efer

ence

s m

ust m

eet t

he

requ

irem

ents

out

lined

in S

ectio

n V

, 5.2

.6 S

taffi

ng

Qua

lific

atio

ns.

YES

____

NO

____

_

5.2.

5

Adm

inis

trat

ive

Req

uire

men

t 13:

The

Bid

der m

ust c

ompl

ete

at le

ast o

ne (1

) Bid

der E

xper

ienc

e Fo

rm lo

cate

d in

App

endi

x C

, Sec

tion

C.6

– B

idde

r Exp

erie

nce.

The

Bid

der s

houl

d se

lect

an

app

licat

ion

deve

lopm

ent p

roje

ct in

sim

ilar s

ize

and

scop

e to

that

of t

he IT

M p

roje

ct.

YES

____

NO

____

_

5.2.

5

Adm

inis

trat

ive

Req

uire

men

t 14:

The

Bid

der m

ust h

ave

at

leas

t thr

ee (3

) yea

rs e

xper

ienc

e in

pro

vidi

ng p

roje

ct

man

agem

ent r

esou

rces

to m

ulti-

year

IT p

roje

cts

com

para

ble

to th

e D

MV

ITM

Pro

ject

.

YES

____

NO

____

_

5.2.

5

Adm

inis

trat

ive

Req

uire

men

t 15:

Bid

ders

mus

t pro

vide

a

back

grou

nd o

f the

com

pany

’s o

rgan

izat

iona

l his

tory

and

op

erat

iona

l exp

erie

nce,

esp

ecia

lly h

isto

ry a

nd e

xper

ienc

e in

pr

ovid

ing

Pro

ject

Man

agem

ent S

uppo

rt S

ervi

ces

for s

imila

r la

rge

scal

e ap

plic

atio

n de

velo

pmen

t and

impl

emen

tatio

n pr

ojec

ts.

The

Bid

der m

ust p

rovi

de s

epar

ate

back

grou

nd

desc

riptio

ns fo

r eac

h su

bcon

tract

or p

erfo

rmin

g ov

er te

n pe

rcen

t (10

%) o

f the

SO

W ta

sks

defin

ed in

Sec

tion

VI –

Te

chni

cal R

equi

rem

ents

.

YES

____

NO

____

_

D

epar

tmen

t of M

otor

Veh

icle

sR

FP #

274

0-18

0-D

In

form

atio

n Te

chno

logy

Mod

erni

zatio

n R

FP

Dec

embe

r 18,

200

6 A

ppen

dix

D –

Pag

e 9

RFP

SE

CTI

ON

R

EFER

ENC

E R

EQU

IREM

ENT

BID

DER

AG

REE

S TO

MEE

T?

REF

ERN

CE

TO

PRO

POSA

L R

ESPO

NSE

SE

CTI

ON

Adm

inis

trat

ive

Req

uire

men

ts

5.2.

6

Adm

inis

trat

ive

Req

uire

men

t 16:

The

Bid

der m

ust c

ompl

ete

the

Pro

pose

d S

taffi

ng F

orm

loca

ted

in A

ppen

dix

C, S

ectio

n C

.8 –

Bid

der’s

Pro

pose

d S

taffi

ng F

orm

. Th

is fo

rm s

houl

d co

ntai

n th

e na

me,

role

and

per

cent

of a

full

time

equi

vale

nt

(40

hour

s pe

r wee

k) fo

r eac

h st

aff m

embe

r pro

pose

d.

YES

____

NO

____

_

5.2.

6

Adm

inis

trat

ive

Req

uire

men

t 17:

The

Bid

der m

ust s

ubm

it a

resu

me

for e

ach

staf

f mem

ber p

ropo

sed

for t

he P

roje

ct

Man

agem

ent S

uppo

rt S

ervi

ces

team

. E

ach

resu

me

shou

ld

list t

he o

rgan

izat

ion

the

pers

on w

orke

d fo

r, st

art a

nd e

nd

date

s fo

r eac

h co

ntra

ct, a

nd a

des

crip

tion

of th

e pr

imar

y re

spon

sibi

litie

s pe

rform

ed d

urin

g th

e en

gage

men

t, es

peci

ally

as

it re

late

s to

the

ITM

Pro

ject

task

s.

YES

____

NO

____

_

5.2.

6

Adm

inis

trat

ive

Req

uire

men

t 18:

The

Bid

der m

ust c

ompl

ete

the

Sta

ffing

Qua

lific

atio

ns M

atrix

loca

ted

in A

ppen

dix

C,

Sec

tion

C.9

– S

taffi

ng Q

ualif

icat

ions

Mat

rix.

YES

____

NO

____

_

5.2.

6

Adm

inis

trat

ive

Req

uire

men

ts 1

9: T

he B

idde

r has

val

idat

ed

that

the

prop

osed

Pro

ject

Man

ager

mee

ts a

ll m

anda

tory

qu

alifi

catio

n re

quire

men

ts a

s de

scrib

ed in

Sec

tion

V, 5

.2.6

S

taffi

ng Q

ualif

icat

ions

, inc

ludi

ng a

cur

rent

and

val

id P

MI®

, P

roje

ct M

anag

emen

t Pro

fess

iona

l (P

MP

®) C

ertif

icat

ion.

YES

____

NO

____

_

5.2.

6

Adm

inis

trat

ive

Req

uire

men

t 20:

The

Bid

der h

as v

alid

ated

th

at e

ach

addi

tiona

l, pr

opos

ed s

taff

mem

ber m

eets

all

man

dato

ry q

ualif

icat

ion

requ

irem

ents

as

desc

ribed

in S

ectio

n V

, 5.2

.6 S

taffi

ng Q

ualif

icat

ions

.

YES

____

NO

____

_

D

epar

tmen

t of M

otor

Veh

icle

sR

FP #

274

0-18

0-D

In

form

atio

n Te

chno

logy

Mod

erni

zatio

n R

FP

Dec

embe

r 18,

200

6 Ap

pend

ix D

– P

age

10

RFP

SE

CTI

ON

R

EFER

ENC

E R

EQU

IREM

ENT

BID

DER

AG

REE

S TO

MEE

T?

REF

ERN

CE

TO

PRO

POSA

L R

ESPO

NSE

SE

CTI

ON

Adm

inis

trat

ive

Req

uire

men

ts

5.3.

1

Adm

inis

trat

ive

Req

uire

men

t 21:

Bid

der a

gree

s to

pro

vide

a

certi

ficat

e of

insu

ranc

e st

atin

g th

at th

e bi

ddin

g co

mpa

ny h

as

com

mer

cial

gen

eral

liab

ility

and

wor

kers

’ com

pens

atio

n in

sura

nce

pres

ently

in e

ffect

for a

ll em

ploy

ees

enga

ged

in th

e pe

rform

ance

of t

his

cont

ract

. A

ny B

idde

r util

izin

g su

bcon

tract

ors

to p

erfo

rm m

ore

than

10%

of t

he to

tal c

ontra

ct

valu

e w

ill al

so n

eed

to s

ubm

it th

e ap

plic

able

insu

ranc

e ce

rtific

ate

from

thos

e su

bcon

tract

ing

firm

s.

YES

____

NO

____

_

5.3.

2

Adm

inis

trat

ive

Req

uire

men

t 22:

Bid

der’s

Fin

al P

ropo

sal

subm

issi

on m

ust c

onta

in th

e B

idde

r’s c

ertif

icat

ion

with

the

Cal

iforn

ia S

ecre

tary

of S

tate

to d

o bu

sine

ss in

Cal

iforn

ia.

If ce

rtific

atio

n ha

s no

t bee

n re

ceiv

ed, a

cop

y of

the

Bid

der’s

ap

plic

atio

n an

d st

atem

ent o

f the

sta

tus

mus

t be

incl

uded

.

YES

____

NO

____

_

5.3.

3

Adm

inis

trat

ive

Req

uire

men

t 23:

B

idde

r’s F

inal

Pro

posa

l su

bmis

sion

mus

t con

tain

a fu

lly e

xecu

ted

copy

of t

he P

ayee

D

ata

Rec

ord

form

(Std

. 204

) (se

e A

ppen

dix

C, S

ectio

n C

.10

– P

ayee

Dat

a R

ecor

d fo

r inf

orm

atio

n on

how

to o

btai

n th

is

form

).

YES

____

NO

____

_

5.3.

4

Adm

inis

trat

ive

Req

uire

men

t 24:

A le

tter o

f bon

dabi

lity

for

$3,5

00,0

00 (t

hree

milli

on fi

ve h

undr

ed th

ousa

nd d

olla

rs) m

ust

be in

clud

ed in

the

Bid

der’s

pro

posa

l fro

m a

n ad

mitt

ed s

uret

y in

sure

r.

YES

____

NO

____

_

D

epar

tmen

t of M

otor

Veh

icle

sR

FP #

274

0-18

0-D

In

form

atio

n Te

chno

logy

Mod

erni

zatio

n R

FP

Dec

embe

r 18,

200

6 Ap

pend

ix D

– P

age

11

RFP

SE

CTI

ON

R

EFER

ENC

E R

EQU

IREM

ENT

BID

DER

AG

REE

S TO

MEE

T?

REF

ERN

CE

TO

PRO

POSA

L R

ESPO

NSE

SE

CTI

ON

Adm

inis

trat

ive

Req

uire

men

ts

5.3.

4

Adm

inis

trat

ive

Req

uire

men

t 25:

The

Bid

der m

ust c

ompl

ete

the

Dis

clos

ure

of T

hird

Par

ty In

volv

emen

t For

m in

App

endi

x C

, Sec

tion

C.3

– D

iscl

osur

e of

Thi

rd P

arty

Invo

lvem

ent w

ith

full

disc

losu

re o

f all

third

par

ties

rela

tions

hips

in w

hich

the

Bid

der m

ay h

ave

a fin

anci

al in

tere

st th

at m

ay fo

rese

eabl

y al

low

the

Bid

der t

o m

ater

ially

ben

efit

from

a re

com

men

datio

n m

ade

to th

e S

tate

.

YES

____

NO

____

_

5.3.

5

Adm

inis

trat

ive

Req

uire

men

t 26:

The

Bid

der m

ust a

gree

to

prov

ide

notif

icat

ion

to D

VB

E s

ubco

ntra

ctor

s im

med

iate

ly a

fter

an a

war

d is

ann

ounc

ed b

y th

e S

tate

.

YES

____

NO

____

_

D

epar

tmen

t of M

otor

Veh

icle

sR

FP #

274

0-18

0-D

In

form

atio

n Te

chno

logy

Mod

erni

zatio

n R

FP

Dec

embe

r 18,

200

6 Ap

pend

ix D

– P

age

12

RFP

SE

CTI

ON

R

EFER

ENC

E R

EQU

IREM

ENT

BID

DER

AG

REE

S TO

MEE

T?

REF

ERN

CE

TO

PRO

POSA

L R

ESPO

NSE

SE

CTI

ON

Adm

inis

trat

ive

Req

uire

men

ts

5.3.

5

Adm

inis

trat

ive

Req

uire

men

t 27:

Th

e B

idde

r’s p

ropo

sal

mus

t:

□

(a) E

xplic

itly

com

mit

to c

ontra

ct w

ith D

VB

E to

mee

t or

exce

ed th

e go

al o

f 3 p

erce

nt D

VB

E p

artic

ipat

ion;

or

□

(b) D

ocum

ent a

goo

d fa

ith e

ffort

to lo

cate

qua

lifie

d D

VB

Es

to m

eet o

r exc

eed

the

goal

of 3

per

cent

DV

BE

pa

rtici

patio

n; o

r □

(c

) Sub

mit

a co

py o

f “N

otic

e of

an

App

rove

d D

VB

E

Bus

ines

s U

tiliz

atio

n P

lan”

in th

e na

me

of th

e B

idde

r’s

com

pany

.

The

Bid

der m

ust c

heck

one

of t

he a

bove

cho

ices

indi

catin

g co

mpl

ianc

e w

ith th

e re

quire

men

t. B

idde

r’s p

ropo

sal m

ust

incl

ude

the

Sta

ndar

d 84

0 fo

rm a

nd th

e D

isab

led

Vet

eran

B

usin

ess

Ent

erpr

ise

Dec

lara

tions

For

m S

td 8

43 in

the

Bid

ders

pr

opos

al.

If a

copy

of B

idde

r’s N

otic

e of

an

App

rove

d D

VB

E

Bus

ines

s U

tiliz

atio

n P

lan

is s

ubm

itted

, the

Std

840

may

be

excl

uded

.

YES

____

NO

____

_

D

epar

tmen

t of M

otor

Veh

icle

sR

FP #

274

0-18

0-D

In

form

atio

n Te

chno

logy

Mod

erni

zatio

n R

FP

Dec

embe

r 18,

200

6 Ap

pend

ix D

– P

age

13

RFP

SE

CTI

ON

R

EFER

ENC

E R

EQU

IREM

ENT

BID

DER

AG

REE

S TO

MEE

T?

REF

ERN

CE

TO

PRO

POSA

L R

ESPO

NSE

SE

CTI

ON

Adm

inis

trat

ive

Req

uire

men

ts

5.3.

6.1

Adm

inis

trat

ive

Req

uire

men

t 28:

Bid

der’s

pro

posa

l mus

t co

ntai

n a

fully

exe

cute

d co

py o

f the

Sm

all B

usin

ess

Pre

fere

nce

Form

to c

laim

this

pre

fere

nce

(see

App

endi

x C

, S

ectio

n C

.12

– S

mal

l Bus

ines

s P

refe

renc

e In

form

atio

n on

in

stru

ctio

ns fo

r how

to o

btai

n th

is fo

rm.

The

Bid

der’s

pro

posa

l sh

ould

not

con

tain

this

item

if th

ere

is n

o in

tent

ion

to c

laim

this

pr

efer

ence

. The

Bid

der m

ust a

ckno

wle

dge

this

requ

irem

ent i

n ei

ther

cas

e.

YES

____

NO

____

_

5.3.

6.2

Adm

inis

trat

ive

Req

uire

men

t 29:

Bid

der’s

pro

posa

l mus

t co

ntai

n a

fully

exe

cute

d co

py o

f the

TA

CP

A F

orm

to c

laim

this

pr

efer

ence

(see

App

endi

x C

, Sec

tion

C.1

3 TA

CP

A

Info

rmat

ion

for i

nstru

ctio

ns o

n ho

w to

obt

ain

this

form

). T

he

Bid

der’s

pro

posa

l sho

uld

not c

onta

in th

is it

em if

ther

e is

no

inte

ntio

n to

cla

im th

is p

refe

renc

e. T

he B

idde

r mus

t ac

know

ledg

e th

is re

quire

men

t in

eith

er c

ase.

YES

____

NO

____

_

5.3.

6.3

Adm

inis

trat

ive

Req

uire

men

t 30:

Bid

der’s

pro

posa

l mus

t co

ntai

n a

fully

exe

cute

d co

py o

f the

Sta

ndar

d Fo

rm 8

31 to

cl

aim

the

EE

IA p

refe

renc

e (s

ee A

ppen

dix

C, S

ectio

n 3.

14 –

E

ZA In

form

atio

n fo

r ins

truct

ions

on

how

to o

btai

n th

is fo

rm).

Th

e B

idde

r’s p

ropo

sal s

houl

d no

t con

tain

this

item

if th

ere

is

no in

tent

ion

to c

laim

this

pre

fere

nce.

The

Bid

der m

ust

ackn

owle

dge

this

requ

irem

ent i

n ei

ther

cas

e.

YES

____

NO

____

_

D

epar

tmen

t of M

otor

Veh

icle

sR

FP #

274

0-18

0-D

In

form

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n Te

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Mod

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FP

Dec

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6 Ap

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– P

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RFP

SE

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ON

R

EFER

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E R

EQU

IREM

ENT

BID

DER

AG

REE

S TO

MEE

T?

REF

ERN

CE

TO

PRO

POSA

L R

ESPO

NSE

SE

CTI

ON

Adm

inis

trat

ive

Req

uire

men

ts

5.3.

6.4

Adm

inis

trat

ive

Req

uire

men

t 31:

Bid

der’s

pro

posa

l mus

t co

ntai

n a

fully

exe

cute

d co

py o

f the

LA

MB

RA

form

to c

laim

th

is p

refe

renc

e (s

ee A

ppen

dix

C, S

ectio

n 3.

15 L

AM

BR

A

Info

rmat

ion

for i

nstru

ctio

ns o

n ho

w to

obt

ain

this

form

). T

he

Bid

der’s

pro

posa

l sho

uld

not c

onta

in th

is it

em if

ther

e is

no

inte

ntio

n to

cla

im th

is p

refe

renc

e. T

he B

idde

r mus

t ac

know

ledg

e th

is re

quire

men

t in

eith

er c

ase.

YES

____

NO

____

_

5.4

Adm

inis

trat

ive

Req

uire

men

t 32:

Bid

der a

gree

s to

sub

mit

a S

tate

men

t of W

ork

as p

art o

f the

ir pr

opos

al th

at is

con

sist

ent

with

the

requ

irem

ents

det

aile

d in

Sec

tion

VI –

Tec

hnic

al

Req

uire

men

ts o

f thi

s R

FP.

Bid

ders

may

add

add

ition

al ta

sks

and/

or d

eliv

erab

les

to th

e sa

mpl

e S

OW

loca

ted

in A

ppen

dix

B

– S

tate

men

t of W

ork.

YES

____

NO

____

_

D

epar

tmen

t of M

otor

Veh

icle

sR

FP #

274

0-18

0-D

In

form

atio

n Te

chno

logy

Mod

erni

zatio

n R

FP

Dec

embe

r 18,

200

6 Ap

pend

ix D

– P

age

15

RFP

SE

CTI

ON

R

EFER

ENC

E R

EQU

IREM

ENT

BID

DER

AG

REE

S TO

MEE

T?

REF

ERN

CE

TO

PRO

POSA

L R

ESPO

NSE

SE

CTI

ON

Tech

nica

l Req

uire

men

ts

6.1.

2

Tech

nica

l Req

uire

men

t 1: T

he B

idde

r sha

ll in

clud

e in

thei

r pr

opos

al th

e In

tegr

atio

n M

anag

emen

t met

hodo

logy

that

they

w

ill ap

ply

to th

e IT

M P

roje

ct.

Bid

ders

sho

uld

base

thei

r re

spon

se o

n th

e ov

eral

l sco

pe a

nd c

ompl

exity

of t

he IT

M

Pro

ject

, the

list

s of

task

s id

entif

ied

in S

ectio

n V

I, 6.

1 In

tegr

atio

n M

anag

emen

t Tas

ks, i

ndus

try b

est p

ract

ices

, and

le

sson

s le

arne

d fro

m o

ther

pro

ject

s of

sim

ilar s

cope

and

co

mpl

exity

.

YES

____

NO

____

_

6.1.

2

Tech

nica

l Req

uire

men

t 2:

The

Bid

der s

hall

incl

ude

in th

eir

prop

osal

an

atta

chm

ent o

f a s

ampl

e P

roje

ct M

anag

emen

t P

lan

crea

ted

by th

e bi

ddin

g co

mpa

ny o

n a

proj

ect o

f sim

ilar

scop

e an

d si

ze to

the

ITM

Pro

ject

(con

fiden

tial d

ata

shou

ld b

e re

mov

ed p

rior t

o su

bmis

sion

). T

he P

roje

ct M

anag

emen

t Pla

n su

bmitt

ed b

y th

e B

idde

r sho

uld

mak

e re

fere

nce

to th

e is

sue,

ris

k an

d co

mm

unic

atio

n m

anag

emen

t pro

cess

es p

lann

ed fo

r th

e pr

ojec

t, ho

wev

er, t

he B

idde

r nee

d no

t sub

mit

a se

para

te

Issu

e M

anag

emen

t Pla

n, R

isk

Man

agem

ent P

lan

or

Com

mun

icat

ion

Man

agem

ent P

lan.

YES

____

NO

____

_

6.1.

2

Tech

nica

l Req

uire

men

t 3:

The

Bid

der s

hall

incl

ude

in th

eir

prop

osal

an

atta

chm

ent o

f a s

ampl

e M

onth

ly P

roje

ct R

epor

t fo

r a p

roje

ct o

f sim

ilar s

ize

and

com

plex

ity to

the

ITM

Pro

ject

(a

ll co

nfid

entia

l dat

a sh

ould

be

rem

oved

prio

r to

subm

issi

on).

YES

____

NO

____

_

D

epar

tmen

t of M

otor

Veh

icle

sR

FP #

274

0-18

0-D

In

form

atio

n Te

chno

logy

Mod

erni

zatio

n R

FP

Dec

embe

r 18,

200

6 Ap

pend

ix D

– P

age

16

RFP

SE

CTI

ON

R

EFER

ENC

E R

EQU

IREM

ENT

BID

DER

AG

REE

S TO

MEE

T?

REF

ERN

CE

TO

PRO

POSA

L R

ESPO

NSE

SE

CTI

ON

Tech

nica

l Req

uire

men

ts

6.1.

2

Tech

nica

l Req

uire

men

t 4:

The

Bid

der s

hall

incl

ude

in th

eir

prop

osal

the

Cha

nge

Con

trol M

anag

emen

t met

hodo

logy

that

th

ey w

ill ap

ply

to th

e IT

M P

roje

ct.

Bid

ders

sho

uld

base

thei

r re

spon

se o

n th

e ov

eral

l sco

pe a

nd c

ompl

exity

of t

he IT

M

Pro

ject

, the

list

s of

task

s id

entif

ied

in S

ectio

n V

I, 6.

1 In

tegr

atio

n M

anag

emen

t Tas

ks, i

ndus

try b

est p

ract

ices

, and

le

sson

s le

arne

d fro

m o

ther

pro

ject

s of

sim

ilar s

cope

and

co

mpl

exity

.

YES

____

NO

____

_

6.1.

2

Tech

nica

l Req

uire

men

t 5:

The

Bid

der s

hall

incl

ude

in th

eir

prop

osal

the

Issu

e M

anag

emen

t met

hodo

logy

that

they

will

appl

y to

the

ITM

Pro

ject

. B

idde

rs s

houl

d ba

se th

eir r

espo

nse

on th

e ov

eral

l sco

pe a

nd c

ompl

exity

of t

he IT

M P

roje

ct, t

he

lists

of t

asks

iden

tifie

d in

Sec

tion

VI,

6.1

Inte

grat

ion

Man

agem

ent T

asks

, ind

ustry

bes

t pra

ctic

es, a

nd le

sson

s le

arne

d fro

m o

ther

pro

ject

s of

sim

ilar s

cope

and

com

plex

ity.

YES

____

NO

____

_

6.2.

2

Tech

nica

l Req

uire

men

t 6: T

he B

idde

r sha

ll in

clud

e in

thei

r pr

opos

al th

e S

cope

Man

agem

ent m

etho

dolo

gy th

at th

ey w

ill ap

ply

to th

e IT

M P

roje

ct.

Bid

ders

sho

uld

base

thei

r res

pons

e on

the

over

all s

cope

and

com

plex

ity o

f the

ITM

Pro

ject

, the

lis

ts o

f tas

ks id

entif

ied

in S

ectio

n V

I, 6.

2.1

Sco

pe

Man

agem

ent T

asks

, ind

ustry

bes

t pra

ctic

es, a

nd le

sson

s le

arne

d fro

m o

ther

pro

ject

s of

sim

ilar s

cope

and

com

plex

ity.

YES

____

NO

____

_

D

epar

tmen

t of M

otor

Veh

icle

sR

FP #

274

0-18

0-D

In

form

atio

n Te

chno

logy

Mod

erni

zatio

n R

FP

Dec

embe

r 18,

200

6 Ap

pend

ix D

– P

age

17

RFP

SE

CTI

ON

R

EFER

ENC

E R

EQU

IREM

ENT

BID

DER

AG

REE

S TO

MEE

T?

REF

ERN

CE

TO

PRO

POSA

L R

ESPO

NSE

SE

CTI

ON

Tech

nica

l Req

uire

men

ts

6.3.

2

Tech

nica

l Req

uire

men

t 7:

The

Bid

der s

hall

incl

ude

in th

eir

prop

osal

the

Tim

e M

anag

emen

t met

hodo

logy

that

they

will

appl

y to

the

ITM

Pro

ject

. B

idde

rs s

houl

d ba

se th

eir r

espo

nse

on th

e ov

eral

l sco

pe a

nd c

ompl

exity

of t

he IT

M P

roje

ct, t

he

lists

of t

asks

iden

tifie

d in

Sec

tion

VI,

6.3.

1 Ti

me

Man

agem

ent

Task

s, in

dust

ry b

est p

ract

ices

, and

less

ons

lear

ned

from

oth

er

proj

ects

of s

imila

r sco

pe a

nd c

ompl

exity

.

YES

____

NO

____

_

6.4.

2

Tech

nica

l Req

uire

men

t 8: T

he B

idde

r sha

ll in

clud

e in

thei

r pr

opos

al th

e C

ost M

anag

emen

t met

hodo

logy

that

they

will

appl

y to

the

ITM

Pro

ject

. B

idde

rs s

houl

d ba

se th

eir r

espo

nse

on th

e ov

eral

l sco

pe a

nd c

ompl

exity

of t

he IT

M P

roje

ct, t

he

lists

of t

asks

iden

tifie

d in

Sec

tion

VI,

6.4.

1 C

ost M

anag

emen

t Ta

sks,

indu

stry

bes

t pra

ctic

es, a

nd le

sson

s le

arne

d fro

m o

ther

pr

ojec

ts o

f sim

ilar s

cope

and

com

plex

ity.

YES

____

NO

____

_

6.4.

2

Tech

nica

l Req

uire

men

t 9:

The

Bid

der s

hall

incl

ude

in th

eir

prop

osal

a d

iscu

ssio

n of

thei

r met

hodo

logy

for c

alcu

latin

g ea

rned

val

ue o

n a

proj

ect o

f the

siz

e an

d sc

ope

of th

e IT

M

Pro

ject

. B

idde

rs m

ay c

hoos

e to

incl

ude

sam

ples

of p

rior

earn

ed v

alue

ana

lysi

s as

sess

men

ts o

r rep

orts

for

cons

ider

atio

n.

YES

____

NO

____

_

D

epar

tmen

t of M

otor

Veh

icle

sR

FP #

274

0-18

0-D

In

form

atio

n Te

chno

logy

Mod

erni

zatio

n R

FP

Dec

embe

r 18,

200

6 Ap

pend

ix D

– P

age

18

RFP

SE

CTI

ON

R

EFER

ENC

E R

EQU

IREM

ENT

BID

DER

AG

REE

S TO

MEE

T?

REF

ERN

CE

TO

PRO

POSA

L R

ESPO

NSE

SE

CTI

ON

Tech

nica

l Req

uire

men

ts

6.5.

2

Tech

nica

l Req

uire

men

t 10:

The

Bid

der s

hall

incl

ude

in th

eir

prop

osal

the

Qua

lity

Man

agem

ent m

etho

dolo

gy th

at th

ey w

ill ap

ply

to th

e IT

M P

roje

ct.

Bid

ders

sho

uld

base

thei

r res

pons

e on

the

over

all s

cope

and

com

plex

ity o

f the

ITM

Pro

ject

, the

lis

ts o

f tas

ks id

entif

ied

in S

ectio

n V

I, 6.

5.1

Qua

lity

Man

agem

ent T

asks

, ind

ustry

bes

t pra

ctic

es, a

nd le

sson

s le

arne

d fro

m o

ther

pro

ject

s of

sim

ilar s

cope

and

com

plex

ity.

YES

____

NO

____

_

6.6.

2

Tech

nica

l Req

uire

men

t 11:

The

Bid

der s

hall

incl

ude

in th

eir

prop

osal

the

Hum

an R

esou

rce

Man

agem

ent m

etho

dolo

gy

that

they

will

appl

y to

the

ITM

Pro

ject

. B

idde

rs s

houl

d ba

se

thei

r res

pons

e on

the

over

all s

cope

and

com

plex

ity o

f the

ITM

P

roje

ct, t

he li

sts

of ta

sks

iden

tifie

d in

Sec

tion

VI,

6.6.

1 H

uman

R

esou

rce

Man

agem

ent T

asks

, ind

ustry

bes

t pra

ctic

es, a

nd

less

ons

lear

ned

from

oth

er p

roje

cts

of s

imila

r sco

pe a

nd

com

plex

ity.

YES

____

NO

____

_

6.7.

2

Tech

nica

l Req

uire

men

t 12:

The

Bid

der s

hall

incl

ude

in th

eir

prop

osal

the

Com

mun

icat

ion

Man

agem

ent m

etho

dolo

gy th

at

they

will

appl

y to

the

ITM

Pro

ject

. B

idde

rs s

houl

d ba

se th

eir

resp

onse

on

the

over

all s

cope

and

com

plex

ity o

f the

ITM

P

roje

ct, t

he li

sts

of ta

sks

iden

tifie

d in

Sec

tion

VI,

6.7.

1 C

omm

unic

atio

n M

anag

emen

t Tas

ks, i

ndus

try b

est p

ract

ices

, an

d le

sson

s le

arne

d fro

m o

ther

pro

ject

s of

sim

ilar s

cope

and

co

mpl

exity

.

YES

____

NO

____

_

D

epar

tmen

t of M

otor

Veh

icle

sR

FP #

274

0-18

0-D

In

form

atio

n Te

chno

logy

Mod

erni

zatio

n R

FP

Dec

embe

r 18,

200

6 Ap

pend

ix D

– P

age

19

RFP

SE

CTI

ON

R

EFER

ENC

E R

EQU

IREM

ENT

BID

DER

AG

REE

S TO

MEE

T?

REF

ERN

CE

TO

PRO

POSA

L R

ESPO

NSE

SE

CTI

ON

Tech

nica

l Req

uire

men

ts

6.8.

2

Tech

nica

l Req

uire

men

t 13:

The

Bid

der s

hall

incl

ude

in th

eir

prop

osal

the

Ris

k M

anag

emen

t met

hodo

logy

that

they

will

appl

y to

the

ITM

Pro

ject

. B

idde

rs s

houl

d ba

se th

eir r

espo

nse

on th

e ov

eral

l sco

pe a

nd c

ompl

exity

of t

he IT

M P

roje

ct, t

he

lists

of t

asks

iden

tifie

d in

Sec

tion

VI,

6.8.

1 R

isk

Man

agem

ent

Task

s, in

dust

ry b

est p

ract

ices

, and

less

ons

lear

ned

from

oth

er

proj

ects

of s

imila

r sco

pe a

nd c

ompl

exity

.

YES

____

NO

____

_

D

epar

tmen

t of M

otor

Veh

icle

sR

FP #

274

0-18

0-D

In

form

atio

n Te

chno

logy

Mod

erni

zatio

n R

FP

Dec

embe

r 18,

200

6 Ap

pend

ix D

– P

age

20

This

pag

e in

tent

iona

lly le

ft bl

ank.


December 18, 2006 Appendix E – Page 1

Appendix E:

Additional Information



Table of Contents

APPENDIX E – ADDITIONAL INFORMATION...................................................................................................5

E.1 ALTERNATIVE PROTEST PROCESS PROCEDURES .........................................................................................5



APPENDIX E – ADDITIONAL INFORMATION

E.1 Alternative Protest Process Procedures

This solicitation/acquisition is being conducted under the provisions of the Alternative Protest Process (Public Contract Code Section 12125, et seq.). By submitting a bid or proposal to this solicitation, the Bidder consents to participation in the Alternative Protest Process, and agrees that all protests of the proposed award shall be resolved by binding arbitration pursuant to the California Code of Regulations, Title1, Division 2, Chapter 5. The link to the regulations is:

http://www.oah.dgs.ca.gov/Laws/bidprotestRegs.htm#1400 During the protest period, any participating bidder may protest the proposed award on the following grounds: 1. For major Information Technology acquisitions – that there was a violation of the solicitation procedure(s) and that the protesting bidder’s bid should have been selected; or 2. For any other acquisition – that the protesting bidder’s bid or proposal should have been selected in accordance with the selection criteria in the solicitation document. Submit Notices of Intent to Protest to the Coordinator at:

Alternative Protest Process Coordinator Dispute Resolution Unit Department of General Services Procurement Division 707 Third Street, 2nd Floor West Sacramento, CA 95605 Voice 916.375.4652 Fax 916.375.4611

Within seven (7) working days after the last day to submit a Notice of Intent to Protest, a protesting bidder must submit a signed, written detailed statement of protest, filing fee and deposit, as applicable, to the Coordinator. Untimely submission of the written detailed statement of protest waives bidder’s right to protest. A Notice of Intent to Award for this solicitation will be publicly posted in the Procurement Division reception area and sent via facsimile to any bidder who made a written request for notice and provided a facsimile number. Bidder is to send the notice of protest to:

Alternative Protest Process Coordinator Dispute Resolution Unit Department of General Services Procurement Division 707 Third Street, 2nd Floor West Sacramento, CA 95605



A written Notice of Intent to Protest the proposed award of this solicitation must be received (facsimile acceptable) by the Coordinator before the close of business 5:00 p.m. PST/PDT on the 5th day following public posting. Failure to submit a timely, written Notice of Intent to Protest waives bidder’s right to file a protest. Within seven (7) working days after the last day to submit a Notice of Intent to Protest, the Coordinator must receive from the protesting bidder, the complete protest filing including the detailed written statement of protest, filing fee and deposit or small business certification as applicable. Untimely submission of the complete protest filing waives the bidder’s right to protest. Protest bond requirement: bond amount for this Alternative Protest Process shall be fifty percent (50%) of the estimated contract value. See California Code of Regulations, Title 1, Section 1418.

RFP # 2740-180-DDepartment of Motor Vehicles

Information Technology Modernization RFP

Proposed Staff Name Classification and/or Role on Project

Hourly Rate Total Number of Hours on Project

Total Cost

$0$0$0$0$0$0$0

Bidder's Proposed Staffing

Total Contract Cost

NOTE: - On all worksheets, Bidders must not enter data into any field that is shaded. These fields are calculated automatically.

Appendix F - Cost Workbook



Hourly Rate

# of hrs

Cost Hourly Rate

# of hrs

Cost Hourly Rate

# of hrs

Cost Hourly Rate

# of hrs

Cost Hourly Rate

# of hrs

Cost Hourly Rate

# of hrs

Cost Hourly Rate

# of hrs

Cost

e.g. Project Mgr $0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0

e.g. Project Mgr $0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0

e.g. Project Mgr $0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0

e.g. Project Mgr $0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0

e.g. Project Mgr $0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0

e.g. Project Mgr $0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0

e.g. Project Mgr $0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0

e.g. Project Mgr $0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0

e.g. Project Mgr $0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0

e.g. Project Mgr $0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0

e.g. Project Mgr $0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0

$0

Deliverable 3: Yearly Project Status Report

Deliverable 2: Monthly Project Status Report

$0

Deliverable 11: Project Charter$0

Deliverable 10: Scope Management Plan

$0

Deliverable 8: Document Tracking System$0

Deliverable 9: Final Project Report$0

FY 08/09

Deliverable 7: Document Management Plan

Deliverable 5: Project Change Control Plan$0

Deliverable 6: Issue Management Plan$0

$0

Deliverable 4: Project Management Plan$0

$0

Total Cost of Deliverable

Cost per Deliverable

Deliverable 1: Weekly Project Status Report

FY 09/10 FY 10/11 FY 11/12 FY 12/13FY 06/07Proposed Staffing Role per

Deliverable

FY 07/08




Hourly Rate

# of hrs

Cost Hourly Rate

# of hrs

Cost Hourly Rate

# of hrs

Cost Hourly Rate

# of hrs

Cost Hourly Rate

# of hrs

Cost Hourly Rate

# of hrs

Cost Hourly Rate

# of hrs

CostFY 08/09

Total Cost of Deliverable

Cost per DeliverableFY 09/10 FY 10/11 FY 11/12 FY 12/13FY 06/07Proposed Staffing

Role per Deliverable

FY 07/08

e.g. Project Mgr $0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0

e.g. Project Mgr $0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0

e.g. Project Mgr $0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0

e.g. Project Mgr $0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0

e.g. Project Mgr $0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0

e.g. Project Mgr $0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0

e.g. Project Mgr $0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 $0

Deliverable 16: Requirements Traceability Matrix$0

Deliverable 17: Staffing Management Plan

Instructions:1) On all worksheets, Bidders must not enter data into any field that is shaded. These fields are calculated automatically.

2) To complete the Cost by Deliverable Table, review the description of each deliverable in Section 7.0 of the RFP. Pay particular attention to the frequency of each deliverable. Based on the information contained in Section 6.0 -Technical Requirements and Section 7.0 - Deliverable List and Acceptance Criteria, determine the amount of hours that will be spent by all staff members per fiscal year. All data values on the spread sheet must be completed. If the Bidder determines that no hours will be spent on a particular deliverable ina particular fiscal year, zero's should be entered for the number of hours.

3) It is the Bidder's resposibility to ensure that all calculations are correct. Bidder's are encouraged to triple check the costing spreadsheets to ensure correct data.

$0

Deliverable 18: Communication Plan$0

Deliverable 14: Value Realization Plan$0

Deliverable 15: Requirements Management Plan$0

$0Deliverable 13: Quality Management Plan

Deliverable 12: Project Work Plan(s)$0


Information Technology Modernization Project

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