COTS Software Vendor Request for Quote (Template and Guide)

COTS Software: Vendor Request for Quote (Template and Guide) Software Acquisition EI Toolkit Template and Guide Submitted: Version 2.0 November 2003 Updated: March 2004 [THIS RELEASE DOES NOT INCLUDE BOILER PLATE/REQUIRED GOVERNMENT LANGUAGE] [Text bracketed and in italics represents instructions to the creator of the document on how to complete a particular section.] Non-italic text represents proposed boiler plate language. EITK0304 COTS Software: Vendor Request for Quote (Template and Guide) TABLE OF CONTENTS 1 RFQ INTRODUCTION ........................................................................................................................... 1 1.1 RFQ ORGANIZATION ......................................................................................................................................1 1.1.1 Exhibits ..................................................................................................................................................1 1.1.2 Appendices .............................................................................................................................................1 1.1.3 Web Sites ................................................................................................................................................1 1.2 RFQ SCHEDULE OF EVENTS ...........................................................................................................................2 1.3 RFQ INTENT ...................................................................................................................................................2 1.4 STATEMENT OF OBJECTIVES ...........................................................................................................................2 2 COMPANY BACKGROUND ................................................................................................................. 3 2.1 2.2 2.3 3 BACKGROUND ................................................................................................................................................3 BUSINESS MODEL ...........................................................................................................................................3 BUSINESS STRATEGY ......................................................................................................................................3 PROJECT OVERVIEW .......................................................................................................................... 4 3.1 PROJECT SUMMARY/STRATEGY......................................................................................................................4 3.2 TECHNOLOGY .................................................................................................................................................4 3.2.1 Current Architecture ..............................................................................................................................4 3.2.2 Vision / Future Architecture ..................................................................................................................4 3.2.3 Interfaces ...............................................................................................................................................4 3.3 EXPECTED TIMELINE ......................................................................................................................................4 4 VENDOR INSTRUCTIONS.................................................................................................................... 5 4.1 INTENTION TO BID ..........................................................................................................................................5 4.2 GENERAL PROPOSAL INSTRUCTIONS...............................................................................................................5 4.3 VENDOR INQUIRIES – POINT OF CONTACT ......................................................................................................5 4.4 COST OF PROPOSAL ........................................................................................................................................5 4.5 CONFIDENTIALITY...........................................................................................................................................5 4.6 REJECTION OF PROPOSALS ..............................................................................................................................6 4.7 SUB-CONTRACTOR DISCLOSURE ....................................................................................................................6 4.8 SOFTWARE VENDOR INVOLVEMENT IN IMPLEMENTATION ..............................................................................6 4.8.1 Software Support Services .....................................................................................................................6 4.9 VENDOR DEMONSTRATIONS ...........................................................................................................................6 4.9.1 Demonstration Format ..........................................................................................................................6 4.10 VENDOR SELECTION .......................................................................................................................................7 5 6 EVALUATION CRITERIA ...................................................................................................................... 8 PROJECT SCOPE OF WORK .............................................................................................................. 9 6.1 6.2 LOCATIONS .....................................................................................................................................................9 BUSINESS ENTITIES .........................................................................................................................................9 7 FUNCTIONAL AND NON-FUNCTIONAL REQUIREMENTS ............................................................. 10 7.1 7.2 7.3 7.4 FUNCTIONAL REQUIREMENTS .......................................................................................................................10 TECHNICAL REQUIREMENTS .........................................................................................................................10 EXPECTED IMPLEMENTATION APPROACH .....................................................................................................10 CONSTRAINTS ...............................................................................................................................................10 8 VENDOR AND PROPOSAL REQUIREMENTS .................................................................................. 11 8.1 8.2 8.3 TRANSMITTAL LETTER .................................................................................................................................11 EXECUTIVE SUMMARY .................................................................................................................................11 COMPANY INFORMATION ..............................................................................................................................11 EI Toolkit Template and Guide Submitted: December 2003 Updated: March 2004 Page i COTS Software: Vendor Request for Quote (Template and Guide) 8.4 VENDOR PARTNERSHIPS ............................................................................................................................... 11 8.5 END STATE VISION OF PROPOSED SOLUTION ................................................................................................ 12 8.6 PRODUCT VIABILITY AND HISTORY ..............................................................................................................12 8.7 SUGGESTED IMPLEMENTATION METHODOLOGY/APPROACH.........................................................................12 8.8 LICENSE AGREEMENT TERMS AND CONDITIONS ...........................................................................................12 8.9 PAST PERFORMANCE AND RELATED ENGAGEMENTS ....................................................................................12 8.9.1 Vendor Experience............................................................................................................................... 12 8.9.2 References and Related Engagements .................................................................................................13 9 FEE SUMMARY .................................................................................................................................. 14 9.1 9.2 9.3 9.4 LICENSE AND MAINTENANCE FEES ...............................................................................................................14 LICENSE PERIOD ...........................................................................................................................................14 MAINTENANCE PERIOD .................................................................................................................................14 MAINTENANCE FEE ADJUSTMENT FOR FUTURE PERIODS .............................................................................14 APPENDIX A – FUNCTIONAL REQUIREMENTS ..................................................................................... 15 APPENDIX B – NON-FUNCTIONAL REQUIREMENTS ............................................................................ 16 EI Toolkit Template and Guide Submitted: December 2003 Updated: March 2004 Page ii COTS Software: Vendor Request for Quote (Template and Guide) 1 RFQ INTRODUCTION 1.1 RFQ Organization [Introduce the RFQ and why it is being sent to the recipient vendor. Describe how the RFQ is organized i.e. briefly describe section layout.] 1.1.1 Exhibits [Sample Table – Fill in with appropriate information] Exhibit Title A – [Title] Exhibit Description 1.1.2 Appendices [Indicate appendices referenced throughout the RFQ, requiring vendor attention, to ensure they are not overlooked. Insert a table briefly describing each appendix] [Sample Table - Fill in with appropriate information] Appendix Title A B C D E 1.1.3 Web Sites Appendix Description [List any web sites where the vendor can obtain additional information (i.e. additional company information, project information and RFQ documentation.) Be sure to describe exactly what information is available at each site.] EI Toolkit Template and Guide Submitted: December 2003 Updated: March 2004 Page 1 COTS Software: Vendor Request for Quote (Template and Guide) 1.2 RFQ Schedule of Events [Insert table listing required activities and timeline for each.] SAMPLE TABLE RFQ Activities Distribute RFQ Vendor Confirmation of Intent Vendor Executes Non-Disclosure Agreement Vendor Submits Clarification Questions Pre-Bid Conference (if applicable) Vendor Written Proposals Due Vendor Demonstrations On-site Client Visits (if applicable) & Reference Checks Select Vendor Execute Software License Agreement or Execute Order for Software Due Date 1.3 RFQ Intent [Insert a brief summary outlining the purpose of this RFQ] 1.4 Statement of Objectives The proposed solution must result in the achievement of the following objectives established by [Insert Company Name]: [Define what end-result(s) you would like to achieve with your project. Include tangible business objectives (e.g. inventory reduction, increased market share, etc.) as well as intangible business objectives (e.g. improved customer service, easier employee access to information, etc.). Also define specific results for the solution defined within the proposal, i.e. the IT project that is considered an enabler to the achievement of the business objectives. ] [Include Statement of Objectives document as an Appendix, if appropriate] EI Toolkit Template and Guide Submitted: December 2003 Updated: March 2004 Page 2 COTS Software: Vendor Request for Quote (Template and Guide) 2 COMPANY BACKGROUND 2.1 Background [Provide background information on your company and your industry. List the number of employees you have as well as offices and locations. Indicate other business entities supported by your organization.] 2.2 Business Model [Provide details about your current business model. Provide details about your vision and/or future business model as a result of this project.] 2.3 Business Strategy [Describe business strategy and related goals you intend this project to assist in realizing.] EI Toolkit Template and Guide Submitted: December 2003 Updated: March 2004 Page 3 COTS Software: Vendor Request for Quote (Template and Guide) 3 PROJECT OVERVIEW 3.1 Project Summary/Strategy [Insert a brief summary of your project, so that when vendors read through the requirements of the project they have an understanding of the nature of the solution to be proposed.] 3.2 3.2.1 Technology Current Architecture [Provide information about your current infrastructure, current systems, application architecture, etc. Include diagrams where appropriate. integration.] Indicate other systems/applications, which require 3.2.2 Vision / Future Architecture [If applicable, detail your vision for a future architecture end state, be specific and include diagrams where appropriate.] 3.2.3 Interfaces [Include a list naming and describing all systems which the new solution will likely be required to interface with. Insert completed table here as well. Provide architecture diagrams where appropriate.] 3.3 Expected Timeline [Map out your expectations with regard to timeline. Include possible phases and key dates of milestones to be achieved. Indicate any required due dates, impending events that drive the need for project completion or deadlines which are currently known.] EI Toolkit Template and Guide Submitted: December 2003 Updated: March 2004 Page 4 COTS Software: Vendor Request for Quote (Template and Guide) 4 VENDOR INSTRUCTIONS 4.1 Intention to Bid If your company intends to respond to this RFQ, please forward a written acknowledgement by [Insert date] to the contact below: [Insert complete contact information.] 4.2 General Proposal Instructions [Indicate the media in which you would like to receive the proposals, include the number of copies, volumes and/or pages for each media. Identify a specific contact person to whom proposals should be sent, include name, title, address, phone number, fax number and email address.] Your proposal must include all required responses contained within the RFQ and all appendices must be completed in their entirety. Proposals must be received no later than [insert date] at [insert time and time zone]. A letter committing the vendor to the proposal must be signed by a responsible and authorized officer of the company and accompany the proposal. Once submitted, your firm’s proposal can be withdrawn at any time before [insert date]. Following submission of proposals and final evaluation [insert company] will have the right to retain the proposals for any unsuccessful bids, maintaining them in confidence. By submitting a proposal, your firm agrees to all applicable provisions, terms and conditions associated with this Request for Quote. This RFQ, your submitted proposal, all appendices and attachments, stated terms and conditions may become part of the resulting contract. 4.3 Vendor Inquiries – Point of Contact Any questions, requests for clarification or requests for data in connection with this procurement shall be made to: [Indicate if a specific media is requested. i.e. in writing, via email] [Identify a specific contact person to whom questions should be directed to, include name, title, address, phone number, fax number and email address.] 4.4 Cost of Proposal [Insert company name] shall not be responsible or liable for any costs incurred by the vendor in the preparation and submission of the response 4.5 Confidentiality All information contained in this RFQ is considered to be the exclusive property of [insert company name]. Recipients of this RFQ are not to disclose any information contained within this RFQ unless such information is publicly available. This RFQ is provided for the sole purpose of enabling the vendor to develop a response. EI Toolkit Template and Guide Submitted: December 2003 Updated: March 2004 Page 5 COTS Software: Vendor Request for Quote (Template and Guide) 4.6 Rejection of Proposals [Insert company] reserves the right to reject any or all bids or proposals which are deemed to be non-responsive, late in submission or unsatisfactory in any way. [Insert company] shall have no obligation to award a contract for product, work, goods and/or services as a result of this RFQ. 4.7 Sub-Contractor Disclosure The vendor may propose the entire solution. If the proposal by your company requires the use of sub-contractors, or embedded third party products or services you must clearly state this in your proposal. [Insert company name] requires that the vendor that submits the proposal will have primary project and service liability for all products and services which shall collectively meet the requirements. [Insert company] will not refuse a proposal based upon the use of sub-contractors or embedded third party products; however [Insert company] retains the right to refuse the subcontractors you have selected. Your company shall remain solely responsible for the performance of all work, including work that you sub-contract. Describe your rational for utilizing sub-contractors, include relevant past experience partnering with stated sub-contractor(s). [If a particular sub-contract relationship is desired, indicate details about that requirement] 4.8 Software Vendor Involvement in Implementation The software vendor is required to be part of the future project implementation team throughout the life cycle of the project. At a minimum the software vendor shall have representation at the project executive level. Additional required resources will be determined by the buyer, the systems integrator and/or the software vendor. Describe the level of involvement of the software vendor you propose/recommend and are willing to have on this project. 4.8.1 Software Support Services Vendor shall describe the extent and nature of software support services, including web-based, and telephone support, support escalation processes and consulting support. 4.9 Vendor Demonstrations The vendor may be invited to give a scripted demonstration of the capabilities of the proposed solution to the [Insert company name] evaluation team. Your demonstration, along with questions and answers, will be a critical component of the overall vendor evaluation. 4.9.1 Demonstration Format [Include any format requirements you may have, i.e. possible date range, number of presenters, location, duration etc. You may want to include the demo scripts as an attachment, if they are prepared, or wait until a short list is compiled.] EI Toolkit Template and Guide Submitted: December 2003 Updated: March 2004 Page 6 COTS Software: Vendor Request for Quote (Template and Guide) 4.10 Vendor Selection [Insert Company] reserves the right to make an award based solely on the information provided, to conduct discussion or request proposal revisions, if deemed necessary. The vendor(s) selected for the award will be chosen on the basis of [Insert company] evaluation and determination of which vendor will provide the greatest benefit to [Insert company], not necessarily on the basis of lowest price. [Insert company] has no obligation to reveal how vendor proposals were assessed. Therefore, proposals should contain your best terms within the proposed functional and technical scope. EI Toolkit Template and Guide Submitted: December 2003 Updated: March 2004 Page 7 COTS Software: Vendor Request for Quote (Template and Guide) 5 EVALUATION CRITERIA Vendors will be evaluated on the basis of the best fit of the vendor proposed solution to the requirements defined. However, [Insert company name] may use information other than that provided by the vendor in its evaluation. Vendors will be evaluated against the following criteria:               [Insert specific project related criteria] Quality and timeliness of submitted proposal and presentation, if applicable. Ability to meet the functional, technical & interface requirements with minimal custom development objects Provide deliverables/documentation as stated throughout the RFQ and in Section 8 of this document. Financial stability of the organization. Company experience with the applicable business and technical functions and the [Insert company] industry. Product viability. Experience and qualifications of the company and its resources. References. Total cost of licenses and maintenance fees. Ease of contracting / existing DoD contracting vehicles in place License and maintenance agreement terms & conditions Common Criteria Certification (DOD 8500.2) Ability to support Privacy Act requirements EI Toolkit Template and Guide Submitted: December 2003 Updated: March 2004 Page 8 COTS Software: Vendor Request for Quote (Template and Guide) 6 PROJECT SCOPE OF WORK [Describe exactly what you need the software to do for you. There should be a clear linkage between the objectives stated earlier and the scope defined here. However, they are not necessarily identical, as it may not be reasonable to expect the vendor to be responsible for all of the objectives. Be very clear what is and what is not expected of the software vendor.] 6.1 Locations [List all geographic locations which are considered within scope (e.g., headquarters, regional offices, field sales offices, call centers, manufacturing facilities, distribution centers, 3rd party facilities, customer and supplier facilities, etc.). Also list those known locations, which are out of scope.] 6.2 Business Entities [List all known business entities, which are considered within scope (e.g. business units, departments, joint ventures, potential acquisitions/mergers, partnerships, alliances, 3rd party providers, etc.). Also list those known business entities that are out of scope.] EI Toolkit Template and Guide Submitted: December 2003 Updated: March 2004 Page 9 COTS Software: Vendor Request for Quote (Template and Guide) 7 FUNCTIONAL AND NON-FUNCTIONAL REQUIREMENTS [Insert company] desires to procure from a software vendor a COTS software solution that will satisfy the functional and technical requirements stated in Sections 7.1 and 7.2. 7.1 Functional Requirements [To the extent possible, use the table in Appendix ?? indicating the functionality scope. Include business functions, and to the extent possible, features within the functions. Where desired functionality is known to be unique to your environment (e.g. customized order entry requirements) be as specific as possible. Where functions and/or features, which are typically in scope for most installations of this software application, and are not necessary for your situation, extract these specifically. Often times, the application software vendor has listings of features and functions and these can be used as an excellent starting point. Indicate systems, which will be replaced by this implementation and what the functionality is of each system. ] The Functional Requirements table in Appendix [Insert letter] contains a preliminary listing of functional requirements. The vendor must complete the matrix provided in the appendix in order identify which requirements will be addressed by core functionality, which will be addressed via an enhancement or extension and those which are unable to be addressed during this project. Describe how required functionality, not currently inherent in the proposed software can be implemented using a work around, etc. 7.2 Technical Requirements Any proposed solution must rely upon mainstream technology architecture and upon widely accepted technical platforms and industry standards. [If you prefer a specific platform or standard indicate that here.] [Insert Technical requirements in Appendix B – Technical Requirements. technical requirements represent: system performance & monitoring, availability, maintenance & administration, access, recovery, security and system reports.] 7.3 Expected Implementation Approach [Provide details if a specific implementation approach is desired (i.e. pilot, concept demo, planned phases, etc.)] 7.4 Constraints [List all known business constraints, which may impact this implementation. (i.e. number of resources you have available to support this initiative, limitations on work space, etc.)] EI Toolkit Template and Guide Submitted: December 2003 Updated: March 2004 Page 10 COTS Software: Vendor Request for Quote (Template and Guide) 8 VENDOR AND PROPOSAL REQUIREMENTS 8.1 Transmittal Letter The transmittal letter must contain the identity of the individual(s) authorized to commit the vendor to a contract, identity of the individuals(s) who can be contacted regarding proposal content, identity of any proposed sub-contractors, time validity of offer, etc. It must also contain a statement that the proposal meets the specifications of each subsection of the RFQ. An officer of the vendor must sign the letter. 8.2 Executive Summary The executive summary must be a brief profile of the vendor and an explanation of how the vendor’s strategic direction will benefit [Insert company]. Make special note of the assumptions that were made during the preparation of the response. 8.3           Company Information Company mission statement. Service commitment to customers and measurements used. Organization structure. Financial viability. Include audited financial statements for the past three (3) years. Relevant experience. Unique qualifications. Description of the part of your organization devoted to providing the software being considered. Pending litigation (especially by Licensees or patent infringement) History of Bankruptcy Pending Criminal/Civil lawsuits Provide a concise profile of your organization to include the following: 8.4     Vendor Partnerships Types of partnership programs Partner certification programs Number and nature of the partnerships related to the systems, products and services as proposed within the vendor submission Statement of vendor ‘primary’ liability and performance, as agreed to between and among the partners providing products and services within the proposal the vendor submits Describe: EI Toolkit Template and Guide Submitted: December 2003 Updated: March 2004 Page 11 COTS Software: Vendor Request for Quote (Template and Guide) 8.5 End State Vision of Proposed Solution Describe your understanding of the overall project objectives. Describe your end-state vision for achieving project objectives. Provide a high-level road map depicting overall strategy and an end-state diagram reflecting points of integration. 8.6           Product Viability and History Technology: platform, programming language and database Investment in on-going product research and development Define product development cycle Define process for beta testing and controlling new releases Define process for client to influence vendor development priorities For each product proposed provide the following information: For each product proposed as part of the overall solution provide the following: Product history Release history Current release Expected future releases (dates & functionality) Common Criteria certification status 8.7 Suggested Implementation Methodology/Approach Specify a suggested implementation methodology/approach for the proposed solution. Including but not necessarily limited to, timelines, phases, milestones, testing and training. 8.8 License Agreement Terms and Conditions Provide clear and concise license and maintenance agreements including terms and conditions, pricing for products and services as well as specific duties that you expect the buyer to already have done or will do to make this project successful. Describe in detail any existing contract vehicles in place with GSA and Blanket Purchase Agreements for use throughout DoD to acquire your software product. 8.9 8.9.1 Past Performance and Related Engagements Vendor Experience Provide detailed examples of experience gained within the past five years of the issuance of this RFQ relative to the proposing vendor and sub-contractors that demonstrate the vendor's ability to EI Toolkit Template and Guide Submitted: December 2003 Updated: March 2004 Page 12 COTS Software: Vendor Request for Quote (Template and Guide) deliver a solution that substantially demonstrates the functional and technical requirements of this RFQ. Descriptions must include:    8.9.2 Describe your experience with delivering a solution with similar objectives, functional and technical requirements Describe your experience working with any sub-contractors or third party software vendors Describe in detail the extent to which your resources have participated in the implementation of a similar solution along with a systems integrator References and Related Engagements The vendor must supply details of at least 5 past engagements, occurring within 5 years of the issuance of this RFQ. These engagements must be relative to the vendor, sub-contractors and third party vendors.   Provide information that demonstrates the relevancy that the engagement has to the requirements of this RFQ and your proposed solution. Compare previous business/project objectives to the objectives in this RFQ For each engagement provided you must complete the table below. Note: Rename column headings as appropriate Details Client Contact Information Industry/Vertical/Market Annual Sales Revenue Clients Key Business Drivers # of Business Entities, locations and Users Solution Set: Software Applications Used (include release level) Functionality & Modules Software and Hardware Platform Implementation/Rollout Strategy Business Benefits Realized Lessons Learned (Client 1) (Client 2) (Client 3) (Client 4) (Client 5) EI Toolkit Template and Guide Submitted: December 2003 Updated: March 2004 Page 13 COTS Software: Vendor Request for Quote (Template and Guide) 9 FEE SUMMARY 9.1 License and Maintenance Fees Complete the following table (or more robust equivalent) to describe the product(s) and/or Module(s) to be acquired in order to satisfy the requirements set forth in Section 7 and related attachments. Clearly state your best pricing to license the product and maintain the product. Product, Module and/or Suite Type of License Quantity of Licenses Date to Acquire License License Fee Maintenance Fee Date Maintenance to Start 9.2 License Period Indicate license period: _____________________________ 9.3 Maintenance Period Indicate maintenance period: ________________________ 9.4 Maintenance Fee Adjustment for Future Periods Indicate fee adjustment for future periods: ______________ EI Toolkit Template and Guide Submitted: December 2003 Updated: March 2004 Page 14 COTS Software: Vendor Request for Quote (Template and Guide) APPENDIX A – FUNCTIONAL REQUIREMENTS Each vendor must complete the columns marked: Response, BRP Suggested and Detailed Description columns. With regard to the vendor/software ability to accommodate desired requirement use the following schema for completing the Response Column. Response 1 2 3 Meaning Solution can accomplish the requirement using existing capability. Solution will accomplish feature with package modification, enhancement or extension. Requirement cannot be accomplished within this software package and will not be included in the scope of the project. [Insert functional requirements matrix with vendor response columns added] EI Toolkit Template and Guide Submitted: December 2003 Updated: March 2004 Page 15 COTS Software: Vendor Request for Quote (Template and Guide) APPENDIX B – NON-FUNCTIONAL REQUIREMENTS [Attach non-function requirements matrix defined during requirements definition.] EI Toolkit Template and Guide Submitted: December 2003 Updated: March 2004 Page 16