State of Florida Department of Financial Services. Invitation to Negotiate DFS RM ITN 13/14-07 For Insurance Management System

Transcription

1 State of Florida Department of Financial Services Invitation to Negotiate DFS RM ITN 13/14-07 For Insurance Management System Addendum #2 Modifications to the ITN documentation ITN, Section 2.2, Schedule of Events is modified as listed below: Schedule of Events Event Time (EST) Event Date Department s anticipated posting date for answers to Respondents questions from the Pre-Response conference on 5:00 PM 11/15/13 the VBS Deadline to submit final questions to DFS Purchasing Agent. 3:00 PM 11/18/13 Department s anticipated posting date for answers to Respondents final questions on VBS. Deadline to submit Responses and all required documents to the Department. 5:00 PM 11/26/13 3:00 PM 12/17/13 Response opening at Larson Building, Tallahassee, FL 3:00 PM 12/17/13 In-Person Demonstrations Anticipated date to post notification of Respondents selected to participate in negotiations. TBD 01/06/14 01/24/14 5:00 PM TBD Anticipated Negotiations begin. TBD TBD Anticipated Best and Final Offers due (anticipated, if needed) 3:00 PM TBD Anticipated date to post Notice of Intent to Award. 5:00 PM TBD Anticipated contract start date. 04/18/14 ITN, Section (h) is deleted. ITN, Section (b) (5) is modified to read:

2 (5) Experience: Evidence of previous experience with a highly similar role on a large scale project. For Project Manager(s) the Respondent shall provide the amount of time that the Project Manager has been managing projects as a certified PMP. ITN, Section (c) is modified to read: (c) Résumés of the personnel assigned to work on the Project. Resumes shall be limited to two (2) pages per individual. For all team members, describe: (1) education, (2) professional certifications, (3) professional and business affiliations, (4) previous work experience (in general) and (5) work experience specifically related to this Project. If the Respondent proposes a Project Manager that does not hold a PMP certification, the Respondent must additionally provide a table showing the individual s project management experience: (a) Brief Project Description, (b) Start and end dates of the project (mm/yy), (c) Number of Hours the individual worked on the project in a leadership or directory capacity, and (d) which PMI domain(s) were included in the project (Initiating, Planning, Executing, Monitoring and Controlling and Closing). The number of hours must add up to a minimum of 4500 hours, and the Respondent must also communicate how the individual received 35 hours of classroom training in Project Management. Résumés and associated information do not count against the 50 page limit for this section. ITN, section , fourth paragraph is modified to read: The Response must include a Project Manager who is a certified Project Management Professional (PMP ) or holds Equivalent Experience as defined in the Glossary, Attachment K. The Respondent must also identify which member of the implementation team will remain as the onsite Services Transition Resource person after System go-live, as described in Attachment B: Statement of Work. Statement of Work, Section 2, table of governance structure and stakeholders is modified to read: Contractor Project Coordinator The Contractor Project Coordinator is required to be a Project Management Institute (PMI) certified Project Management Professional (PMP) or have Equivalent Experience as defined in Attachment K, Glossary. A member of Key Resources (see Section 2.3). Single day-to-day point of contact for the Department in interfacing with the Contractor. Responsible for the successful execution of the contract scope of work and deliverables. Responsible for tracking and reporting status of project execution to the Project Manager. Acts as liaison between the Contractor and the Project Manager and DRM Contract Manager.

3 Statement of Work, section 3.1, first paragraph is modified to read: Project management is the responsibility of the Department and the Contractor. The Contractor will designate a Project Management Institute (PMI) certified Project Management Professional (PMP ) or project manager with Equivalent Experience to oversee Contractor activities on this project. Statement of Work, section 5.2, the following paragraph is deleted: The Contractor must maintain system requirements in a Requirements Management Tool. The Contractor shall provide this tool, subject to Department approval. The tool can be custom developed or industry standard, but must provide import/integration of standard tools such as Microsoft Excel, be web enabled and provide export/reporting features. The provided tool shall include the ability to output a robust Requirements Traceability Matrix (RTM) to track the relationship between requirements and the developed System. The Contractor shall provide the Department with five (5) perpetual licenses for the tool for Department users if so requested. Statement of Work, section 5.4, the following paragraph is deleted: The Contractor shall provide a tracking and reporting system for System defects and testing results. The Department shall have direct access to the defect tracking system at all times, and the Contractor will report the resolution of all defects in the System. Once implemented the defect tracking and reporting system will be used and maintained throughout the duration of the Contract. Statement of Work, section 5.6.2, sixth bullet is updated to read: As applicable, resolution of STARS System deficiencies. Statement of Work, Section 8.3, Deliverable P2-2 is amended to read: P2-2 Requirements Management Tool / Requirements Traceability Matrix Yes Record of all of the functional and non-functional requirements to be traced to later software implementation or development activities. Requirements Elaboration The Requirements Management Tool (RMT) is a custom-developed or industrystandard tool that can import and export data from tools such as Microsoft Excel. The Requirements Management Tool (RMT) includes all functional and non-functional requirements for the System. The RMT identifies requirements at the lowest level required to perform

4 design activities; values are identified at the field level and consistency edits are defined. The RMT references the decision owner and decision made to determine how the requirement is met (or not met) by the System or DRM business process. The RMT has the ability to output a Requirements Traceability Matrix that clearly shows the relationship between requirements and their implementation in functional or technical design. The RMT is updated throughout the engagement to continue to show the relationship between requirements and as-built System and test results to demonstrate that requirements have been delivered. Attachment H, Technical Requirements, requirement T-3 is updated to read: The System supports the following database technology: Preferred: Microsoft SQL Server 2008-R@ Enterprise Edition (or later) Acceptable: IBM DB2-LUW10.1 Advanced Enterprise Server Edition (or later) Acceptable: Oracle (or later) Attachment K, Glossary is updated to include the following definition: Equivalent Experience Equivalent Experience refers to the level of experience that the Department will accept in the Respondent s proposed project manager, in lieu of a Project Management Professional certification. Equivalent Experience is determined using the Project Management Institute s requirements for eligibility for a PMP certification. The PMP certification requires A four- year degree (bachelor s degree or the global equivalent) and at least three years of project management experience, with 4,500 hours leading and directing projects and 35 hours of project management education.

5 State of Florida Department of Financial Services Invitation to Negotiate DFS RM ITN 13/14-07 For Insurance Management System Addendum #2 Pre-Solicitation Conference Questions and Responses 1. Will the Department issue editable versions of the Attachments that must be completed and returned? Yes. Any vendor may request the documents in Word or Excel format by ing the Purchasing Agent identified in the ITN. 2. By responding, are Respondents stating that they agree to all of the terms and conditions subject to negotiation and if the Respondent is unsuccessful in negotiating the changes then the Respondent is judged non-responsive? No. The procurement vehicle is an Invitation to Negotiate, which means the Department will negotiate the scope of work and the terms of the Contract with the successful Respondent. The Department will not alter the contract prior to negotiations, nor will it continue negotiations after submission and acceptance of the successful Respondent s best and final offer (BAFO). Respondents are not required to, but are encouraged to identify specifications in the Contract that they wish to negotiate in their Response. 3. Is there an appropriation or approved budget for this with the State or is this a project that once you come up with the money, then you have to apply for funds to support it? The Division has a project budget of $4.45 million for the term of the contract that includes implementation, transition and two years of optional support services. Half of this project budget has been approved by the Legislature, and the Division has submitted a request to the Legislature for approval of the remaining $2.225 million. 4. Do you have a contract expiration date on your current STARS system that you must get out of as of a certain date or lack of support on the current version that you need to make a migration before or otherwise STARS stops support?

6 No. The current system is no longer appropriate to meet the needs of the Division and must be replaced. It is not eligible for an upgrade. The Division wants to move to a system that supports its business processes as quickly as feasible, but there are no external constraints or pressures that will affect the project approach or timeline. 5. The documentation is clear that you want an on-site system, not a Cloud-based hosted environment. Is that a negotiable issue? The security of the Division s data is of paramount importance. The Division will not consider a solution that stores Division data outside of the Department s data center. 6. Follow-up Question: If portions of the system are remote, would that be an issue to be discussed or deemed non-responsive? So long as the data remains in-house we will consider other solutions. 7. Is your back end an Oracle Database? Is that the only back end that you currently have? No. The Department prefers a SQL Server back end, but is not requiring that or specifying what the back end of the proposed solution should be. 8. How big is the Department s DIS? The DIS staff is about Do you have a standard for front-ends?.net?.net is a standard the Department prefers to use, but the Department will not require the proposed solution to be.net. 10. Will the Department consider reuse of existing platforms within DFS? Yes. The Department is looking at any tool, technique or process to reduce the costs of the implementation. 11. Are you looking for a COTS package, or is custom development also an option? The Department will consider a custom developed solution that is ported to the Department, but advises Respondents that per the requirements of ITN section 4.3, all Respondents must demonstrate a live system to the Department during demonstrations.

7 12. You indicated that you would require a certified Project Manager to oversee this project. Could that be someone in lieu with multiple years of experience? The Department will amend the appropriate sections of the ITN and the Statement of Work to reflect that a project manager that is either PMP certified or possesses equivalent experience may be proposed. Equivalent experience will be determined using the Project Management Institute s requirements for eligibility for a PMP certification. The PMP certification requires A four-year degree (bachelor s degree or the global equivalent) and at least three years of project management experience, with 4,500 hours leading and directing projects and 35 hours of project management education. To establish equivalent experience, the Respondent must include with the resume of the Project Manager candidate the following table, completed and showing at least 4,500 hours of experience leading and directing projects: Brief project Project From / To Number of hours of Applicable process description dates (month/year) direct project leadership domain(s) The five PMI process domains are: Initiating, Planning, Executing, Monitoring and Controlling and Closing. 13. Have you thought about the data conversion approach you are going to take? Yes. The Department will extract the data from the existing systems and provide a data extract to the successful Respondent. The Department will handle data Extract and the Respondent will be responsible for data Transform and Load of the new system. 14. Have you thought about how much data you will convert and how you will go-live? Will you move forward on a renewal basis, or a big-bang conversion? Will you phase the implementation? Do you have a mandate on a number of years of data to bring forward? The Department does not have a mandate on the number of years of data to bring forward. The Department does not have an implementation plan and is looking for the Respondent to propose its data migration and go-live approaches in the Response. 15. Does the system have to support fraud detection capability? Fraud detection capabilities are in the functional requirements. If Respondents have solutions that go beyond the functional requirements, there are instructions in the ITN section for providing Approach Innovations.

8 16. Who will make up the team that will be part of the negotiation and review? This has not yet been determined. 17. Can you expand on the term analytics and what the expectation would be in that area? There are two different needs for data out of the system. One is for statistical reporting. The other is to assist the Department s and State s loss prevention activities. Analytics should support business reporting and business data analysis that is appropriate for operational purposes. 18. How does the Department plan to be involved in implementation? Do you see yourself involved day one with the project or are you looking at the Respondent completing a phase and handing it over to you after training? The Department would like to see close collaboration, but cannot elaborate without an understanding of the nature of the solution proposed. 19. How many users will use the portal? There are 113 users in the Division and 54 customers that will use the portal. Each of the 54 customers may have multiple users. 20. Are the users local or spread around the state? Would they have access to the data? Both. Division users are local. Others are spread around the state. They would have access to appropriate data. 21. Does the Department have a preference for a single vendor or are you looking for teaming agreements? The Department would like to have a prime contractor that is solely responsible for successful execution of the Contract. We don t mind if that prime partners with a subcontractor. 22. Is the Department seeking to replace the incumbent or to select a Respondent to work with the incumbent? The existing system must be fully replaced. It cannot be upgraded and the Department will not maintain it for ongoing functionality.