Overview of The Bidder Response Form and Changes to the IT

Overview of The Bidder Response Form and Changes to the IT RFP Template MARCH 8, 2019 1

Overview Topics 1. Introduction to the Bidder Response Form; 2. Overview of changes to the IT RFP template and Attachments; and 3. Timing of Changes, Notification, and Future Improvements. 2

Overview Topics These changes are consistent with our goal of: 3

The Bidder Response Form What is it? A standard format vendors are required to fill out and submit when responding to an RFP for the procurement of a software solution. Includes predefined questions and non-functional requirements applicable to all software solution procurements, to which you add your RFP specific requirements and any additional questions you want to ask. 4

The Bidder Response Form The Form has 9 Sections: Section Title This Section Requests . 1. Vendor Profile References and basic information about the vendor’s organization. 2. Vendor Proposal/Solution Information about the vendor’s proposed solution. 3. Functional Requirements Vendor responses to their ability to meet the specified Functional Requirements. 4. Non-Functional Requirements 5. Implementation/ Project Management Approach 6. Technical Services 7. Maintenance and Support Services 8. Pricing 9. Terms and Conditions Vendor responses to their ability to meet the Non-Functional Requirements (predefined as part of the template). A description of the vendor’s proposed approach to project management and other project management related information, including a resume for the proposed Project Manager. A description of the vendor’s technical services and deliverables included in the engagement and resumes for the proposed technical resources. Responses to questions about the vendor’s maintenance and support services. Line item costs for the proposed solution, plus 5 year pricing for maintenance and support services. The vendor to identify any terms or conditions that they have issue with in the RFP, Exhibits, or Attachments and propose alternative wording. 5

The Bidder Response Form Let’s do a Walk-Through of the Form 6

The Bidder Response Form What are the benefits of using it? 1. Faster and easier to prepare an RFP for posting. 2. Faster and easier to compare proposals received. 3. More comprehensive information from vendors to use in making selections. 4. Eliminates RFPs being posted without sufficient non-functional (e.g., security) requirements, but doesn’t require the Preparer to have that expertise. 5. Consistent approach to evaluating software proposals. 6. Ensures Maintenance and Support services and service levels get appropriate consideration in the evaluation process (current focus is mainly on the Solution itself). 7

The Bidder Response Form When and How do we use it? 1. Use when procuring a software solution via an RFP. Includes procurement of implementation, project management, and on-going support services (but it can be tailored). 2. When preparing to issue an RFP, the State entity pre-populates the form with their Functional Requirements and other RFP specific information (described in the Preparer’s instructions). 3. The form is submitted to ADS along with the RFP for State CIO review prior to posting. 4. The Form is posted by BGS’s Office of Procurement and Contracting on the Bid Opportunities web page as part of the RFP package. 5. Vendors complete and return the Bidder Response Form when submitting a bid. Bids that don’t include the form or an incomplete form will be disqualified. 6. The information provided in the Bidder Response Form is used to evaluate and select a vendor. ADS Enterprise Architecture and Security can assist (as needed) in evaluating responses to non-functional requirements. 8

IT RFP Template Changes 1. Template sections reorganized to improve flow. 2. RFP Template modified in accordance with the new Bidder Response Form. 3. Language added to support Executive Order 05-16 on Climate Change Considerations; Method of Award updated. 4. Attachments no longer embedded in RFP template (subject to RFP requirements). 9

IT RFP Template Changes The RFP template was reorganized to into the following Sections: Cover Page 1. RFP Overview 2. Scope of Work 3. Bid Preparation 4. Bid Submission 5. Bid Evaluation and Selection 6. General Terms and Conditions 10

IT RFP Template Changes Modifications were made in conjunction with the new Bidder Response Form: 1. Solution and service requirements language removed language and now included in Bidder Response Form. 2. Revised Scope of Work (2) section now includes: o Business Outcomes (2.1) o Dependencies and Constraints (2.2) o Refers the Bidder Response Form for Functional and Non-Functional Requirements (2.3) 3. Evaluation Criteria (5.3.1) is based on factors outlined in the Bidder Response Form. 4. The instructions for preparing and submitting a bid response were modified to reflect the Bidder Response Form and the eight (8) required attachments. 11

IT RFP Template Changes Reminder: Example of key considerations to an effective RFP: 1. Agency Objectives and Background 2. Scope of Services – formation and foundation of an effective contract starts with the drafting of the solicitation. 3. Detailed Requirements – Identify minimum requirements that the agency deems essential to the program. 4. Performance Standards 5. Method of Award and Evaluation Criteria – minimum qualifications? 6. Single Point of Contact 7. Pre Bid Meeting ? If yes, optional or mandatory? 8. RFP Timeline/Calendar 9. Question / Response Deadline 10.Due date and time for submission of proposals 11.Minimum insurance requirements 12

IT RFP Template Changes Changes to the Attachments no longer embedded in RFP template: 1. Attachment C: Word version now located on-line. Removed from template to be consistent with how we approached inclusion of other Attachments D-F. 2. Attachment D: Use this attachment to include language advisable for your particular IT procurement. Suggested language is available online at: http://bgs.vermont.gov/purchasing-contracting/forms. Please note that suggested language is not “one size fits all”. Users are expected to tailor the provisions to meet their particular requirements.] 3. AHS Attachment E: Business Associate Agreement [Include if applicable. Otherwise, delete reference to this attachment. Current form is available online at: http://bgs.vermont.gov/purchasing-contracting/forms] 4. AHS Attachment F: Agency of Human Services’ Customary Contract Provisions [Include if applicable. Otherwise, delete reference to this attachment. Current form is available online at: http://bgs.vermont.gov/purchasing-contracting/forms] Attachments referenced in the RFP template are located on-line at the BGS OPC website – Forms and Publications. 13

IT RFP Template Changes Big or small, we want bidders who can do the job and secure our citizen's information. 1. “Good enough” security - Tax information requires more security than name and address information. 2. By assisting you on security language during the RFP we may get better bidder interest. 3. Send a note to [email protected], A five minute discussion on your project can do lot toward ensuring security and success. 14

IT RFP Template Changes Let’s do a Walk-through of the Revised RFP Form 15

Questions? Contact Information: Deborah Damore ([email protected]) Director, Office of Purchasing & Contracting Stephen Fazekas ([email protected]) Technology Procurement Administrator Sandra Vachon ([email protected] ) Director, Enterprise Project Management Office Jon Provost ([email protected]) ADS IT Procurement and Contracts Specialist Scott Carbee ([email protected] ) Deputy Chief Information Security Officer Jesse Moorman ([email protected]) Attorney General’s Office David Borsykowsky ([email protected] ) Attorney General’s Office Office of Contracting and Procurement website EPMO website 16