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					QA Services PD
Revisions to QA Project Definition (6/22/06)


The following identifies revisions and additions the Quality Assurance Services
Project Definition released on May 1, 2006.


Section I.B. Paragraph 1 and 2 (revised) – updated 6/22/03
The purpose of this PD is to procure Quality Assurance Services consulting
services through Office of General Services Contract Award #S960275E.1,
Group 73012 under the categories of expertise for Business Process Analysis
(BPA) and Business Process Re-Engineering, and IT Management and
Planning, and Workflow Management Services. At the time of Contract award,
the successful Offeror must be eligible to provide consulting services under the
three categories of expertise through the aforementioned contract.


OTDA is seeking a Contractor to provide quality assurance review, project risk
analysis, and assistance with planning and setting of quality goals and objectives
for 1) all SWMS Project planning activities; 2) the I/EDR testing and
implementation activities; 3) optional QA Services for on-going open systems
operational activities; and 4) optional QA Services for additional SWMS activities.

1.     SWMS Planning Activities include all activities approved under the
       Planning Advance Planning Documents (PAPD) for the SWMS Project.
       The applicable PAPDs are found in Exhibits 12 and 13. The primary
       activities include SWMS Project Planning and Management, the SDTS
       Sub-project, and the Cost Benefit Analysis Sub-project.

2.     For purposes of this PD, Quality Assurance for the I/EDR project is
       defined as all tasks and activities related to setting quality standards,
       reviewing project artifacts and other project documentation, and
       evaluating 1) the testing activities and 2) the implementation activities on
       a regular basis to ensure that the I/EDR project will meet the established
       standards.

3.     Optional Quality Assurance services for on-going operational open
       systems activities as requested by the OTDA.

Section II of this QA Services PD provides further detail regarding the Scope of
Work.

This PD seeks a partner to work for and with the Deputy Commissioner for
Information Technology and SWMS Project Director. The Contractor awarded
this Project Definition will be under contract with the OTDA and will report directly
to the OTDA Deputy Commissioner for Information Technology and SWMS
Project Director. The Contractor will provide quality assurance services, as
described herein, for SWMS project planning for the testing and initial



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implementation activities for the I/EDR Project, and for optional on-going
operational open systems and additional SWMS activities as requested.

Section I.I.2 (revised)
In the event of project award, the OTDA reserves for itself and the USDA and
USDHHS a royalty free, non-exclusive and irrevocable license to reproduce,
publish or otherwise use and to authorize others to do so, such software,
modifications and documentation.


Section II.A (revised)
The Office of Temporary and Disability Assistance (OTDA), in conjunction with
the Department of Health (DOH) Office of Medicaid Management, the Office of
Children and Family Services (OCFS) and the Office for Technology (OFT), is
issuing this Project Definition to acquire quality assurance services for 1) the
Statewide Welfare Management System (SWMS) Project planning activities
approved under the Planning Advance Planning Documents for the SWMS
Project, 2) testing and implementation activities in the Imaging and Enterprise
Document Repository (I/EDR) Project, 3) optional on-going operational open
systems activities as requested, and 4) optional QA Services for additional
SWMS activities.


SWMS is a large-scale modernization effort of New York State’s legacy Welfare
Management System, which supports aspects of application, eligibility, and
budgeting for Temporary Assistance (TA), Food Stamps (FS), Medical
Assistance (MA), the Home Energy Assistance Program (HEAP), and family and
adult services.

The Imaging and Enterprise Document Repository (I/EDR) Project will develop
and provide an enterprise document repository system and image capture
services for MA, HEAP, TA, and FS programs supported by the Local Social
Services Departments and administered by the OTDA and DOH.

The Contractor awarded this Project Definition will be under contract with the
OTDA and will report directly to the OTDA Deputy Commissioner for Information
Technology and the SWMS Project Director. The Contractor will provide quality
assurance services, as described herein, for SWMS project planning, the testing
and initial implementation activities for the I/EDR Project, and optional on-going
operational open systems or additional SWMS activities as requested.

The Contractor awarded this Project Definition will not be precluded from bidding
on or providing any of the Quality Assurance Services or for the Quality Control
Services that may be procured in the future for the SWMS Project
Implementation as either a prime contractor or subcontractor.




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The Contractor awarded this Project Definition will be precluded from bidding on
or providing any services other than quality assurance for the SWMS project and
for the I/EDR Project as either a prime contractor or subcontractor.

Section II.B (revised)
New York State’s legacy Welfare Management System (WMS) is a reliable,
versatile and effective eligibility determination system that has served the State
and Local Social Services Districts (LSSDs) well for over 25 years. WMS and its
related applications support aspects of application, eligibility, and budgeting for
Temporary Assistance (TA), Food Stamps (FS), Medical Assistance (MA), the
Home Energy Assistance Program (HEAP), and family and adult services.
However, over the last several years, the increase in system changes resulting
from Federal and State legislation, the changing character of case structure
under the Welfare Reform Act, and the decline in the State and local workforce,
have highlighted the need to consolidate the upstate and downstate WMS
systems into one, modern, statewide WMS that is easier to support, is quicker to
respond to required changes, and delivers improved functionality to local district
workers.

New York has completed several extensive technical and administrative
processes to pave the way for the SWMS project. In 2001-2002, a Request for
Information (RFI) was issued to assess the best alternative and technological
solutions for the redesign effort. The information gleaned from this exercise was
invaluable in formulating the vision for SWMS and assessing the various
alternatives. In 2003, the human services agencies and local staff validated and
refined local and state staff user requirements for SWMS through a series of
sessions. As a result of these efforts, the current business process was mapped,
case management and other new functional requirements were refined, and an
approach to creating intelligent question sets was developed. In early 2004, as a
result of information gleaned from the RFI, the State determined that use of a
human services framework product would minimize development time, effort and
ultimately, cost. A market scan of potentially viable products was conducted for
OTDA by Gartner (Exhibit 9) with findings indicating one product that best met
OTDA’s needs, and that could be used “out of the box” to assist in the successful
development of SWMS. Based on the market scan findings and additional
research conducted by OTDA, the Cúram human services framework product
has been selected as the product upon which SWMS will be built.

In addition to the technical planning efforts, the human services agencies have
instituted a comprehensive planning process to ensure that the business goals
and approaches of each of the human service agencies is accurately reflected
and that the technological approach is in alignment with the statewide guidelines
governing enterprise projects established by the State CIO and Director for the
Office for Technology. An oversight structure for SWMS has been defined that
includes an Executive Steering Committee comprised of the Office of the NYS
Chief Information Officer; the Chief Information Officers from OTDA, OCFS and



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DOH; the Director of OFT, and high-level management policy staff from OTDA,
OCFS, and DOH. The project organizational chart is provided in Exhibit 2 and
provides a granular level of detail for the management structure.

The planning activities most relevant to this Quality Assurance PD are the
establishment of the SWMS Project Management Office (PMO), the SWMS Data
Transformation Solution (SDTS) sub-project and the SWMS Cost Benefit
Analysis (CBA) sub-project. In addition to QA services for SWMS planning
activities, we are seeking QA services for the Imaging and Enterprise Document
Repository (I/EDR) project. Details regarding these activities are included below.

A projected timeline for SWMS Planning activities and the I/EDR project is
provided in Exhibit 14 and provides an overview of the timeframes and parallel
tracks. The establishment of the SWMS PMO began in 2004 and continues to
date, but is not reflected on the timeline. The OTDA expects the Offeror’s
proposal to include work plans that will ensure the provision of the QA Services
for SDTS and for CBA to be delivered consistent with the timelines in Exhibit 14.
The OTDA expects the Offeror’s proposal to include work plans that will ensure
the provision of QA Services for the SWMS Project Management Office and
Project Management methodology throughout the duration of the fixed cap
portion of this project award.

The I/EDR project began in 2004 and is anticipated to be completed in 2008.
The OTDA expects the Offeror’s proposal to include work plans that will ensure
the provision of the QA Services for I/EDR testing and implementation activities
to be delivered consistent with the timelines provided in Exhibit 14.

Section II.I (added)

I. Optional QA Services for Additional SWMS Activities

QA Services for additional SWMS Activities may be needed from time to time
as determined by the SWMS Project and OTDA. Such additional activities will
be requested by OTDA on an as-needed basis. In the event of such a
QA need, OTDA will develop a statement of work requesting the Optional
Services.

Section III.A (revised)
OTDA is seeking a Contractor to provide quality assurance review, project risk
analysis, and assistance with planning and setting of quality goals and objectives
across all SWMS Project planning activities, for the I/EDR testing and
implementation activities, for optional on-going operational open systems
activities and for additional SWMS activities that may be initiated by the SWMS
Project during the term of this engagement.




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Section II.A (revised)
OTDA is seeking a Contractor to provide quality assurance review, project risk
analysis, and assistance with planning and setting of quality goals and objectives
across all SWMS Project planning activities, for the I/EDR testing and
implementation activities, for optional on-going operational open systems
activities and for additional SWMS activities that may be initiated by the SWMS
Project during the term of this engagement.

Section III.A.1.a (revised)
SWMS Planning Activities include all activities approved under the Planning
Advance Planning Documents (PAPD) for the SWMS Project. The applicable
PAPDs are found in Exhibits 12 and 13. The primary activities include SWMS
Project Planning and Management, the SDTS Sub-project, the Cost Benefit
Analysis Sub-project, and the development of the Implementation Advance
Planning Document (IAPD) and Request for Proposals (RFP) document(s).

Section III.A.1.f.6 (added)

6.     Review SWMS IAPD and RFP documents as provided by OTDA and
       provide Review Records

Section III.A.2.a (revised)
For purposes of this PD, Quality Assurance for the I/EDR project is defined as all
tasks and activities related to setting quality standards, reviewing project artifacts
and other project documentation, and evaluating the testing and implementation
activities on a regular basis to ensure that the I/EDR project will meet its goals
and deliverables.

Section III.A.2.d.1 (revised)
Assisting in the development of a Quality Management Plan for the I/EDR testing
and implementation.

Section III.A.2.d.3 (bullet added)
A Review Record artifact is created to capture the results of a review activity in
which one or more project artifacts are reviewed. The proposed personnel must
have experience in the development of formal Review Records which includes
documenting the results of the review and any recommendations. The proposed
personnel must develop, deliver, and maintain Review Records for the I/EDR
project.

Minimal Quality Assurance Reviews for the I/EDR project should include, but not
be limited to review reports for:

      Test plans
      Test scripts
      Error tracking/resolution process


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      Security plans
      Stress testing plans
      Training materials
      Pilot evaluation activities
      Implementation activities
      Hardware/software acquisition plans/schedules


Section III.A.4 (added)

4.     Optional QA Services for Additional SWMS Activities

QA Services for Additional SWMS Activities will be requested by OTDA on an as-
needed basis. As the SWMS Project progresses, there may be a need for
additional QA activities during the term of this PD. In the event of such a need,
OTDA may choose to develop a statement of work requesting the Optional QA
Services. The statement of work will describe the nature of the QA services
requested, any associated deliverables and expected timeframes for completion,
and any pertinent documentation necessary to determine the scope of work.

The QA services requested may encompass QA of project management,
requirements, design, development, testing, and implementation utilizing tools
including but not limited to .Net, Cúram Framework, Java tools, Oracle, FileNet,
standard use of RUP and the application of Rational tools.

Within 30 calendar days of receipt of OTDA’s statement of work, the Contractor will
provide OTDA with a detailed cost estimate for such requested services utilizing the
Contractor Resources rates supplied in Attachment 3. The Contractor must also
provide timeframes for completion of said services.

Section III.B.1.d.7 (added)
7.    SWMS IAPD and RFP review records which provide comment and
      recommendations regarding the findings of the QA Contractor’s review of
      these documents.

Section III.B.2.a (revised)
The Offeror’s proposed personnel must maintain and monitor the QA Work Plan
for the I/EDR testing and for the implementation phase activities. The I/EDR
testing and implementation work plan must be updated on a weekly basis in
conjunction with the periodic status meetings described in Section IV.B.1.e.5.
The proposed personnel must also help develop, deliver, and maintain
measurable Quality Objectives in the Quality Assurance Work Plan for all
documentation/artifacts which will be reviewed and audited.




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Section III.B.2.d.5.b
Pilot evaluation documentation - the evaluation plan, methodology, tools, and the
final evaluation report. The QA Contractor must, at a minimum, ensure that the
pilot evaluation process includes a mechanism for both data collection and
reporting.

Section III.B.2.d.6 (removed/revised)
Intentionally omitted

Section III.C.5 (revised)
The selected Contractor and OTDA will agree to a final QA Services Work Plan for
SWMS Planning and a final I/EDR Testing & Implementation Phase Activities Work
Plan after Project Award. Such Work Plans will be based on the Offeror’s
proposed work plans and will define the tasks and responsibilities that will be
required of the Contractor to produce the deliverables described throughout this
PD.

The final Work Plans may include milestones or checkpoints for payment
provisions. These Work Plans will be reviewed and revised as necessary and as
agreed upon between the Contractor and OTDA. The Work Plans will be an
attachment to the weekly status report.

Final Work Plan(s) must be provided within 30 calendar days of the Contract start
date.

Section III.C.6 (revised)
All deliverables must be in electronic, editable format that is compatible with OTDA
Appendix D – OTDA Standard Software. All deliverables and/or findings or
recommendations provided to OTDA must be accompanied with copies of any and
all materials that provide the basis for the deliverables and/or for the findings or
recommendations. These materials may include, but are not limited to, work
papers, internal communications, documents received by the QA Contractor from
the SWMS Project, SWMS Project Contractors, State staff, State consulting staff,
etc.

Section III.E.12 (revised)
The successful Offeror’s evaluation and selection will be based in part on its
commitment to completing all the deliverables/milestones in the timeframes
outlined in the final QA Services Work Plan for SWMS Planning; the final QA
Services Work Plan for I/EDR; or any final Work Plan(s) associated with any
Optional On-going Operational Open Systems or Additional SWMS Activities.
The Contractor’s failure to complete deliverables/milestones acceptable to OTDA
within the timeframes contained in the Work Plan(s) may result in damages to the
SWMS, I/EDR, open system project and/or Agencies affected by the project.
Damages may be assessed as follows:




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a.     5% of the deliverable/milestone payment as agreed to in the final work plan
       for each delay in completing any of the deliverables/milestones in a manner
       that is acceptable to OTDA and that exceeds the Work Plan timeframes by
       30 calendar days or more.

b.     An additional 10% of the deliverable/milestone payment as agreed to in the
       final work plan for each delay in completing any of the
       deliverables/milestones in a manner that is acceptable to OTDA and that
       exceeds the Work Plan timeframes by 90 calendar days or more.

These liquidated damages are in lieu of any stated in the Contractor’s New York
State OGS Contract. In the event of liquidated damages occurring in accordance
with the terms stated above, the OTDA may recover said liquidated damages by
reducing the Contractor’s payments and/or applying them to any amounts withheld
against prior payments. The OTDA recognizes that there may be extenuating or
mutually agreeable circumstances and may elect to waive any and/or all liquidated
damages. Events outside the QA Contractor’s control, as determined by OTDA,
shall constitute extenuating circumstances.

Any liquidated damages assessed under this provision shall constitute a debt owed
by the Contractor to OTDA and may be collected by any means permissible under
law to recover said liquidated damages.

Section III.E.22 (revised)
At the discretion of OTDA, OTDA may elect to exercise the Optional QA Services
as defined in Section III.A.3 and III.A.4. Such services will be within the general
scope of this PD. OTDA will initiate a statement of work         to the Contractor
requesting QA services. Within 30 calendar days of receipt of OTDA’s statement of
work, the Contractor will provide OTDA with a detailed cost estimate for such
requested services utilizing the Contractor Resources rates supplied in Attachment
3. The Contractor must also provide timeframes for completion of said services.

Section IV.A.3 (revised)
Three (3) or more of the 10 years minimum experience providing QA Services
above should be in projects related to the Food Stamp, Medicaid, and TANF
programs systems projects. Offerors with more than the three years experience
will be scored accordingly in the technical evaluation.

Section V.I.V.E
A letter of intent to accept employment must be included in the proposal for any
of the proposed staff not currently employed directly by the Offeror or any of its
proposed sub-contractors. Offerors should be aware that, if awarded the
contract, all staff associated with the QA Services for SWMS Planning Activities
and for the I/EDR Project must be identified during project award negotiations.




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Section V.I.XII (added)
The Offeror must provide an affirmative statement that, if selected for award, the
Offeror agrees to execute the Cúram Software Restricted User License
Agreement (RULA) attached as Appendix I.


Section VI.B (revised) – updated 6/22/06
The following general evaluation criteria will be used to score each responsive
proposal that has passed the initial responsiveness screening:

Technical Evaluation Criteria (70% of Total Score)

1.     30% of the technical score will be based on the qualifications and
       experience of the Offeror.

2.     30% of the technical score will be based on the experience and
       references for the proposed Engagement Manager.

3.     20% of the technical score will be based on the proposal’s executive
       summary and detailed narrative (which includes the proposed QA
       Services Work Plans).     Offerors submitting work plan(s) deemed
       inadequate by the OTDA may not be considered for further evaluation or
       award.

4.     20% of the technical score will be based on the Offeror’s oral
       presentation. The oral presentation will consist of two parts. Part 1 will
       require that the Offeror provide a one hour presentation which must
       include a walk through of the proposed Work Plan. Part 2 will be up to
       two hours and will be devoted to an individual interview with the proposed
       Engagement Manager.        This interview will be conducted by the
       Engagement Manager Interview Team.


The Technical Evaluation Committee (TEC) will perform the Technical
Evaluation. The Technical Evaluation will be based on requirements set forth
throughout this PD. In the event that more than three responsive proposals have
been received, the TEC will calculate preliminary technical scores to be merged
with the financial scores in order to determine the top three Offerors. Only the top
three proposals will be subject to reference checks and oral presentations;
Proposals from Offerors not ranked in the top three will be removed from further
consideration.

The oral presentation will consist of two parts. Part 1 will require that the Offeror
provide a one hour presentation which must include a walk through of the
proposed Work Plan. Part 2 will last up to two hours and will be devoted to an



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individual interview with the proposed Engagement Manager. This interview will
be conducted by the Engagement Manager Interview Team.

The OTDA may adjust Contractor technical scoring from the preliminary
evaluation criteria, if deemed warranted by the OTDA, based on additional
information it may receive during the oral presentation and the reference checks.
If subsequent information obtained during the oral presentation and the reference
checks does not support a proposal such that an Offeror’s preliminary technical
score drops below the next highest preliminary technical score, such next highest
scoring proposal will be fully evaluated including references checks and an oral
presentation.


The Offeror with the highest technical score will be given a score of 70 points.
The remaining offerors’ technical scores will be derived by dividing each offeror’s
technical score by the highest technical score and multiplying the resulting
fraction by 70.


Financial Evaluation Criteria (30% of Total Score)

The Financial Evaluation Committee will initially score all responsible proposals.
A final Financial Evaluation Committee score will be calculated for the top three
Offerors as determined by the technical scores.

The total price offer of each proposal will be calculated by adding the QA
Services PD Attachment 3.2 and 3.3 total bid prices to a projected expenditure
amount attributable to the Section III.A.3 and III.A.4 Optional QA Services. The
OTDA will calculate the expenditure amount for said Optional QA services by
multiplying the relevant Attachment 3.1 hourly bid rates by the number of hours
OTDA will estimate to be required for Optional QA services. For evaluation
purposes, the relevant Attachment 3.1 hourly bid rates and the estimated number
of hours to be required for Optional QA Services will be recorded in the QA
Services PD Evaluation instrument prior to the proposal date.

The proposal that offers the lowest total price offer will be awarded 30 points.
Other scores will be derived by dividing the lowest price proposal amount by the
total cost of the remaining proposals' and multiplying the resulting fraction by 30.




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Attachment 3.1 (revised)
                                                                       Attachment 3.1

                        Fixed Cap Project Cost Statement
                              Hourly Rate Schedule
               Statewide Welfare Management System QA Services

     Proposed Contractor Resources                Hourly                     Hourly
             Instruction A)                     Ceiling Rate                Bid Rate
                                               Instruction b)             Instruction c)
Job Title 1
Job Title 2
Job Title 3
Job Title 4
Job Title 5
Job Title 6

Instructions:
a)     Replace “Job Title 1” (etc) with actual job titles needed to fulfill activities
       associated with Attachment 3.2, Attachment 3.3, Attachment 3.4 as well
       as for optional QA services for on-going open systems activities as
       requested by OTDA. Add or delete lines to reflect the full contingent of job
       titles being proposed.

b)       The hourly ceiling rate may not exceed the Contractor’s established
         ceiling rates for the respective job titles in its OGS backdrop contract.

c)       The hourly bid rates may not exceed the ceiling rates in b.

Notes:

These rates will remain in effect for the first twelve (12) months of the Award
   Duration. Rates during extension periods, if any, will be subject to CPI
   adjustments in accordance with the OGS backdrop contract.
These rates will be applicable in the event that OTDA elects to have the
   Contractor perform additional tasks as defined in Section III.21 of this PD.
These rates will be applicable in the event that OTDA requests the Optional QA
   Services as defined in Section III.A.3 and III.A.4.




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