TEXAS DEPARTMENT OF TRANSPORTATION GENERAL SERVICES DIVISION

Transcription

1 TEXAS DEPARTMENT OF TRANSPORTATION GENERAL SERVICES DIVISION PREPARED BY: KAREN LEWIS, CPPO, C.P.M., CTPM SPECIFICATION FAX NO.: (512) NO: DATE: FEBRUARY 2004 PROJECT MANAGER SERVICE PUBLICATION This specification is a product of the Texas Department of Transportation (TxDOT). It is the practice of TxDOT to support other entities by making this specification available through the National Institute of Governmental Purchasing (NIGP). This specification may not be sold for profit or monetary gain. If this specification is altered in any way, the header and any and all references to TxDOT must be removed. TxDOT does not assume nor accept any liability when this specification is used in the procurement process by any other entity. 1. SCOPE: This specification is for the services of a Project Manager to meet the requirements outlined in this document. The selected Project Manager shall perform project management, technical, analytical, and support services as required for the development and implementation of the Texas Department of Transportation (TxDOT) Traffic Safety E-Grants Development Project (E-Grants). 2. BACKGROUND: The E-Grants involves the development and implementation of an Internet-enabled electronic grants system that will be used to process and store all transactions related to processing and accounting for federal/state grants available through the TxDOT Traffic Safety Program. NOTE: The vendor providing the service described in this solicitation will not be eligible to respond to the RFO for the E-Grants Development Project development and implementation per Texas Code Chapter 2155, Sec PROJECT MANAGER SKILLS AND QUALIFICATIONS: The Project Manager shall meet all of the minimum skills and qualifications required to ensure that the tasks defined in this document can be performed successfully. The Project Manager with the preferred qualifications will be awarded additional points during TxDOT s evaluation process MINIMUM SKILL QUALIFICATIONS Three years work experience: analyzing and managing large software development or integration projects in project management implementing enterprise level IT solutions using structured software development methodologies and standards with project development methodologies with business process analysis developing specification documents, evaluating vendor responses and selecting a project vendor(s) preparing short-range and long-range plans in building applications and understanding the fine points of the multiple technologies Bachelor s degree to include a minimum of 12 hours in any combination of the following: management science, computer science, information systems, or data processing. NOTE: Experience or technical training in related activites may be substituted for education on a year per yer basis. 1-6

2 REVISED: FEBRUARY Excellent written and oral communication skills with people of all technical levels PREFERRED SKILLS QUALIFICATIONS Project Management Professional (PMP) certification by the Project Management Institute (PMI) Three years work experience with: Texas State and/or city government grant projects multi-agency projects with workflow systems technologies managing software development vendor contract(s) for software development project(s) in requirements gathering, documentation, and analysis researching, analyzing, and evaluating solution alternatives Exposure to a grants process Experience in TXDOT and/or TxDOT environments Experience in utilizing the applicable portions of Computer Associate s AllFusion Process Management Suite. 4. PROJECT SERVICE REQUIREMENTS: The services of the Project Manager shall include, but are not limited to the following: 4.1. Manage the project and ensure on-time, within-budget delivery of quality project deliverables Develop the overall Project Management Plan (PMP) 4.3. Develop all other project management documentation including but not limited to: Project charter/scope Project plan Project schedule Project budget Project resource estimates Work breakdown structure Communications plan Risk management plan Project quality plan Configuration management plan Status reports Statements of work for procurements Project closeout, etc. 2-6

3 REVISED: FEBRUARY Act as TxDOT s representative to oversee the business area interests with the E-grants Development Project. Coordinate with the Information Systems Division (ISD) technical project manager to oversee vendor deliverables, this includes all specified product deliverables and documentation, as well as the project's technical architecture and technical implementation plan; and reviewing deliverables prior to vendor payment Identify and document internal and external stakeholders legal; financial; procurement; TxDOT districts; sub-grantees and contractors; National Highway Traffic Safety Administration (NHTSA); and others Identify and document system requirements by reviewing federal and state requirements, and TxDOT s Traffic Safety Program (Procedures) Manual Identify and document current processes - as is from start to finish and develop to be requirements Identify and review other relevant grants management systems Texas Education Agency (TEA), Texas Commission on the Arts (TCA), Texas Higher Education Coordinating Board (THECB); other state traffic safety offices; other state organizations; and Federal E-grants Prepare project updates and assist in presenting this information to the Information Resource Council (IRC) Work with TxDOT Purchasing in the development of a competitive Request for Offer (RFO) for Requirements Definition (RD) to contract with a vendor to handle the E-Grants Development Project Act as Traffic Operation Divisions interface with TxDOT s purchasing section during the RFO process. Duties will be assigned by TxDOT and may include the review and evaluation of offers received Conduct project meetings Assist with facilitation and attend all customer, stakeholder and vendor meetings as required to meet the goals and objectives of the project Assist with systems development/system modification decisions Assist with coordination, planning, and scheduling during the project development and implementation phases based on analysis of requirements and existing systems Utilize the applicable portions of Computer Associate s AllFusion Process Management Suite, or a comparable methodology approved by TxDOT, to manage and document the E-Grants Development Project Plan, implement, and support process management, project management, quality assurances and associated toolsets for the E-Grants Development Project Act as liaison between the E-Grants business area, ISD project management, and end users Provide timely written and oral status reports concerning project deliverables as directed by the TxDOT Programming Manager Assist with coordination and implementation of any necessary workshops, program, methodology, quality assurance processes and training and/or other toolsets related to the E-Grants Development Project Adhere to best practice guidelines and document issues and/or problems associated with the processes, practices and quality assurance associated with the E-Grants Development Project Coordinate with the appropriate TxDOT staff on quality assurance, risk analysis and Post Implementation Evaluation Review reports Serve as a steward of software, quality, project management processes, and standards & procedures for the E-Grants Development Project Ensure that there is knowledge transfer of project management results to the E-Grants vendor and TXDOT staff. All project documentation shall be complete and transferred the E-Grants vendor by project closure. TxDOT will determine to what extent this is required for product evolution, production maintenance requirements, and customer support needs. 3-6

4 REVISED: FEBRUARY Other Project Management and Business Analysis services as required for the completion of the implementation and deployment of a statewide automated notification system. 5. VENDOR RESPONSIBILITIES: The vendor is responsible for Federal and State Unemployment Insurance coverage and Standard Workers Compensation Insurance coverage. Vendor shall comply with all Federal and State tax laws and withholding requirements. 6. REPLACEMENT PERSONNEL: Replacement of the selected project manager by the vendor shall require the approval of TxDOT If TxDOT determines that the selected project manager is unable to perform satisfactorily or to communicate effectively, TxDOT may cause the immediate removal from the contract Replacement personnel shall have comparable qualifications and be provided at the contracted rate Any request by the vendor to replace the selected project manager shall be done in writing to TxDOT. A resume for the proposed replacement shall be submitted to TxDOT. TxDOT may reject the proposed replacement if references or past working performance are questionable or unfavorable If the project manager is removed, and TxDOT did not initiate the request, the vendor has five working days to provide a replacement. There shall be no charge to TxDOT for the first five working days of the replacement. 7. TXDOT RESPONSIBILITIES: TxDOT will provide: 7.1. TxDOT networked workstation with standard productivity software Orientation to TxDOT s project management methodology Office space and related equipment. 8. WORK HOURS AND LOCATION 8.1. Services shall be provided during normal business hours unless otherwise approved and coordinated with TxDOT. Normal business hours are Monday through Friday from 8:00 am through 5:00 PM, excluding state holidays The Project Manager may be required to work on weekends, evenings, and holidays. TxDOT will not pay an overtime rate for this service. All hours shall be billed at the hourly rate quoted The primary work location(s) will be at the TxDOT Traffic Operations Division facility, located at 118 E. Riverside Drive, Austin, Texas. Any and all commuting expenses shall be at the vendor s expense TXDOT will provide pre-approved, written authorization for travel for any services to be performed away from the primary work location. Pre-approved travel expenses are limited to the rates and comply with the rules prescribed by the State of Texas for travel by its classified employees, including any requirements for original receipts. 9. INVOICING: Vendor shall: 9.1. Submit invoicing to the address noted on the purchase order Monthly invoice shall clearly show: contracted hourly rate number of hours worked and approved by the TxDOT project manager any additional approved expenses, if applicable. 10. RESPONSE SUBMISSION: The response submission shall be submitted to meet the following (see Attachment A, Minimum Submittal Requirements): NOTE: Failure to return the required items with the response will result in rejection of the offer. 4-6

5 REVISED: FEBRUARY ORIGINAL: Submit one complete original response (marked Original) which shall include the solicitation document and any additional pricing schedules COPIES: Submit four unbound copies which shall NOT include any pricing for the evaluation committee s review Be on single sided 8½ x 11-inch paper. Response may be tab indexed Be delivered to the address noted in this solicitation Be clearly marked RESPONSE TO RFO Q Be complete and comprehensive. TxDOT will not be responsible for locating or securing information that is not included in the offer Provide information in the following order: Section 1 Priced signed and dated RFO document. Submit separate pricing for each Project Manager offered Section 2 Company Profile Summary and History Two pages maximum or respondent Information to include the following: Company name, address, and phone number, legal status (corporation, partnership, joint venture, sole proprietorship) Name, phone number, and address of person TxDOT should contact with any questions on the offer Name and title of person submitting offer with the authority to bind the company Describe the general nature of previous work, the number of years in business, size and scope of operation Schedule 1 Company References: Respondent shall provide references from a minimum of three customers to whom the respondent has provided services in the past 36 months similar to the scope of services described in this specification Section 3 Project Manager Skills and Qualifications. Respondents may submit a maximum of two project managers A resume for each Project Manager shall be submitted clearly showing how each individual meets the qualifications required in paragraph 3 of this specification Schedule 2 Project Manager References: Respondent shall provide references from a minimum of three customers to whom the Project Manager has provided services similar to the scope of services described in this specification Schedule 3 Qualifications Verification Schedule - shall be completed for each Project Manager submitted. 11. OFFER EVALUATION: TxDOT will use a two step process to evaluate all responses STEP 1: INITIAL PROPOSAL EVALUATION: A TxDOT evaluation committee will evaluate and score each offer based on the best value criteria stated in this specification. All offers will be evaluated according to the respondent s ability to best satisfy TxDOT s requirements. Only the project managers scoring the highest will be considered for further discussions Proposals will be evaluated and scored based on the criteria included in Attachment B, Evaluation Matrix Best value criteria to be used is as follows: Best qualifications to successfully providing this service. 5-6

6 REVISED: FEBRUARY Experience in providing the required service All responses will be evaluated using the information provided with the offer response Experience and qualifications will comprise 60 percent of a respondent s score Pricing will comprise 40 percent of a respondent s score STEP 2: INTERVIEW AND DISCUSSIONS: The offered Project Manager(s) with the highest overall scores may be asked to interview with the TxDOT Project Manager. TxDOT will contact respondents and schedule interviews STEP 3: BEST AND FINAL OFFER (BAFO): TxDOT will conclude with a request for a BAFO from the selected respondent. 12. AWARD: TxDOT will award a purchase order to the Project Manager best fits the requirements of this solicitation and who will provide the best value to TxDOT and this project. 6-6

7 REVISED: FEBRUARY 2004 SCHEDULE 1 COMPANY REFERENCES RESPONDENT NAME: 1. Name of Organization: Street Address: City, State and Zip Code: Name and Title of Person to Contact: Telephone Number: Service Provided: 2. Name of Organization: Street Address: City, State and Zip Code: Name and Title of Person to Contact: Telephone Number: Service Provided: 3. Name of Organization: Street Address: City, State and Zip Code: Name and Title of Person to Contact: Telephone Number: Service Provided: 4. Name of Organization: Street Address: City, State and Zip Code: Name and Title of Person to Contact: Telephone Number: Service Provided: THIS PAGE OR A FACSIMILE SHALL BE RETURNED WITH THE OFFER. FAILURE TO RETURN THE REQUIRED ITEMS WITH THE OFFER SHALL RESULT IN DISQUALIFICATION OF THE OFFER. 1-1

8 PLEASE PRINT OR TYPE ALL INFORMATION SCHEDULE 2 PROJECT MANAGER REFERENCES Please provide the following reference information to substantiate the experience listed in paragraph 3. RESPONDENT: PROJECT MANAGER: 1. Name of Organization: Street Address: City, State and Zip Code: Name and Title of Person to Contact: Telephone Number: Service Provided: 2. Name of Organization: Street Address: City, State and Zip Code: Name and Title of Person to Contact: Telephone Number: Service Provided: 3. Name of Organization: Street Address: City, State and Zip Code: Name and Title of Person to Contact: Telephone Number: Service Provided: THIS PAGE OR A FACSIMILE SHALL BE RETURNED WITH THE OFFER. FAILURE TO RETURN THE REQUIRED ITEMS WITH THE OFFER SHALL RESULT IN DISQUALIFICATION OF THE OFFER. 1-1

9 SCHEDULE 3 - QUALIFICATION VERIFICATION SPECIFICATION NO. COMPANY NAME: Company shall use this attachment to clearly show how the Project Manager meets the requirements set forth in the specification. Project Manager Name: PROJECT MANAGER SKILLS AND QUALIFICATIONS (Paragraph 3) Minimum Qualifications (Para Three years Work experience: analyzing and managing large software development or integration projects in project management implementing enterprise level IT solutions using structured software development methodologies and standards. Specify major methodology(s) used with project development methodologies with business process analysis. # OF YEARS EXPERIENCE AND THE YEAR (i.e. 5.5 years: Jan 1997 June 2002 NAME OF COMPANY(S) FOR WHICH SERVICE WAS PERFORMED. COMPANIES LISTED HERE SHOWING THE MOST RECENT EXPERIENCE SHALL BE LISTED ON THE REFERENCES SUBMITTAL developing specification documents, evaluating vendor responses and selecting a project vendor(s). 1-3

10 SCHEDULE 3 - QUALIFICATION VERIFICATION SPECIFICATION NO preparing short-range and long-range plans in building applications and understanding the subtleties of the multiple technologies Identify the degree held. Identify the equivalent years if no degree. Identify the total hours of computer science related courses completed. Preferred Qualifications (Para.3.2) Project Management Professional (PMP) certification by the Project Management Institute (PMI) Three years work experience: # OF YEARS EXPERIENCE AND THE YEARS (i.e. 5.5 years: Jan 1997 June 2002 Attach copy NAME OF COMPANY(S) FOR WHICH SERVICE WAS PERFORMED. COMPANIES LISTED HERE SHOWING THE MOST RECENT EXPERIENCE SHALL BE LISTED ON THE REFERENCES SUBMITTAL with Texas State and/or city government grant projects with multi-agency projects with workflow systems technologies managing software development vendor contact(s) for software development project(s) in requirements gathering, documentation, and analysis 2-3

11 SCHEDULE 3 - QUALIFICATION VERIFICATION SPECIFICATION NO researching, analyzing, and evaluating solution alternatives. Additional experience: Exposure to a grants process Experience in the TXDOT and/or TxDOT environments Experience in utilizing the applicable portions of Computer Associate s AllFusion Process Management Suite. THESE PAGES OR A FACSIMILE SHALL BE RETURNED WITH THE OFFER. FAILURE TO RETURN THE REQUIRED ITEMS WITH THE OFFER SHALL RESULT IN DISQUALIFICATION OF THE OFFER. 3-3

12 TXDOT ATTACHMENT A MINIMUM SUBMITTAL REQUIREMENTS (Provided for informational purposes only) RESPONDENT: PARA. # 10.1 & MINIMUM SUBMITTAL REQUIREMENTS Yes NO Submitted an original with pricing. Submitted priced, signed and dated RFO. Note: If you are submitting 2 individuals for Project Manager, list each separately if the billing for their hourly rate is different Submitted 4 copies without pricing Para Submitted Company Profile Summary and History and Schedule 1, Company References Para Submitted Resume, Schedule 2 Project Manager References, and Schedule 3 Qualifications Verification for each Project Manager offered. The above was checked and verified complete by: 1-1

13 TXDOT ATTACHMENT B EVALUATION MATRIX (Provided for informational purposes only) RESPONDENT: EVALUATOR: PROJECT MANAGER: SCORE Paragraph Requirement Level SCORE MANDATORY EXPERIENCE Years work experience analyzing and managing large software development or integration projects. Years work experience in project management. Years work experience implementing enterprise level IT solutions. Years work experience using structured software development methodologies and standards. Years work experience with project development methodologies. Years work experience with business process analysis. Years work experience developing specification documents, evaluating vendor responses and selecting a project vendor(s). 1-3

14 TXDOT Paragraph Requirement Level SCORE Years work experience preparing short-range and long-range plans. Years work experience with building applications and understanding the subtleties of the multiple technologies. Degree or equivalent includes a minimum of 12 hours in management science, computer science, information systems, and/or data processing: Bachelor or equivalent = 1 points Master s degree = 5 points Advanced degree = 10 points PREFERRED EXPERIENCE Project Management Professional (PMP) certification by the Project Management Institute (PMI). 10- points Years work experience with Texas State and/or city government grant projects. Years experience with multi-agency projects. Years work experience with workflow Systems technologies Years experience in managing software development vendor contact(s) for software development project(s). Years work experience in requirements gathering, documentation, and analysis

15 TXDOT Years work experience researching, analyzing, and evaluating solution alternatives Exposure to a Grants process 1-3 years experience = 1 points 3-5 years experience = 5 points over 5 years experience = 10 points Experience in the TXDOT and/or TxDOT environments. 1 project = 1 point 2 projects= 5 points 3 or more projects = 10 points Experience in utilizing the applicable portions of Computer Associate s AllFusion Process Management Suite or comparable methodology approved by TxDOT. 1 project = 1 point 2 projects= 5 points 3 or more projects = 10 points 3-3