Information Technology Project Rfp

Document Sample
Information Technology Project Rfp Powered By Docstoc



                      RFP # CP11-DJ-0903

 S U B M I T T E D B Y T H E U N I V E R S I T Y O F M A S S A C H U S E T T S ,
   P U R C H A S I N G D E P A R T M E N T , S H R E W S B U R Y , M A 0 1 5 4 5

                                SPONSORED BY


                                     Page 1
1.0 General Information

1.1 Summary

The University of Massachusetts System (UMass) requests proposals for the planning, configuration, and
implementation of a SaaS (Software As A Service) based solution to support the development of an IT PPM
(Information Technology Project & Portfolio Management) business process and IT management practice from
which UMass end users will access PPM application capabilities that are integrated together in a consistent, easy
to use, and systematic way.

The primary goal of this project is to stand-up a new PPM technology business management practice and
supporting suite of integrated PPM tools with the UMass President’s Office UITS organization to match or exceed
industry standards and that of peer institutions and enable the UMass system to strategically implement key IT
project and service portfolio practices. The scope of this project proposal will be to implement a PPM business
process and tool-based solution for the UITS organization from within the University President’s Office to deliver
on projects and services for UITS stakeholders across the University system.

This document outlines pertinent background information, provides a description of the University’s specific
objectives and goals for this project, enumerates elements of a desired solution, defines constraints within which a
solution would need to deliver, and specifies the requirements for competitive proposals.

1.2 University System

The University is composed of six (6) distinct operating units, and each of their associated entities and off-site
affiliates including:

        Amherst Campus
        Boston Campus
        Dartmouth Campus
        Lowell Campus
        Worcester Campus
        President’s Office – Central Administration

The University’s five campuses and President’s Office are geographically dispersed throughout the state. Each
campus possesses a unique and complementary mission. A single Board of Trustees composed of 19 voting
members and 3 non-voting members governs the University. The President of the University oversees the five-
campus system, and each campus has its own Chancellor.
Each campus has its own Human Resources and Finance functions. Each campus is accountable for administering
its own business processes, each campus has its own Information Technology services organization, and each
campus manages their own portfolio lists from their own spreadsheets and applications. Independently operated
to focus on their own unique local needs, each campus also manages their own relations with the central or
enterprise University Information Technology Services.

Additional information about the University of Massachusetts System is available through the University’s web site

                                                       Page 2
2.1 Implementation Schedule

             Event                                                    Date and time
             RFP Release Date                       Friday, September 17, 2010
             Bidder Questions Due                   Tuesday, September 28, 2010 - 5:00 PM EST
             Respond to Bidder Questions            Thursday, September 30, 2010 - 5:00 PM EST
             RFP Due Date                           Friday, October 8, 2010 – 2:00 PM EST
             Bidder Presentations                   October 18, 2010 to October 22, 2010
             Bid Award                              November 1, (Approximate)
             Implementation Begins                  November 29, 2010 (Approximate)

    The University may change these dates at its sole discretion.


Proposals must be received via email only to on or before 2:00 p.m. EST, on
Friday October 8, 2010. The bid email mail box will be closed at this time so it will not be sufficient to email the
Proposal with an email sent time of 2:00pm EST. The emailed proposal must be RECEIVED by 2:00pm

The email subject line must read: “CP11-DJ-0903 RESPONSE” and must have attached files, which contains
the bidder’s response including completed forms.

The University recommends sending the email with acknowledged receipt. It is the bidder’s responsibility to
insure that its bid is received in its entirety and without exception by the bid closing date and time. Any bid
received after the date and time specified will not be accepted, read, or evaluated.

The University will not be responsible for computer, server, internet or any technical problems, errors, delivery
delays, or failures beyond its physical control. Bidders are advised to send their bid responses prior to the bid
deadline to compensate for potential Internet routing delays in email transmission.

2.2.1 Email Response - File Size Limitations

We are able to receive emails up to 25 MB in size. If your response is larger than 25 MB, please split your response
and send in 2 or more separate emails and indicated in the subject line that you are sending multiple emails, e.g.
CP11-DJ-0903 RESPONSE, 1 of 2. All emails containing your bid response must be received prior to the bid

2.2.2 Proposal Response – Total Price/Cost Limitations

We are not able to accept proposals with a total implementation cost/price that exceeds $70,000. If your response
represents a proposal price that is larger than $70,000, we will not be able to consider acceptance of the proposal
regardless of the perceived business value, product advantage, or competitive justification for a larger bid. The
proposal should be split into separate logical areas of implementation and pricing (example: user licensing,
implementation professional services, etc.). However, the sum of all of the components of product,
service/support, and implementation for one year duration must not exceed $70,000 to be considered by us for

                                                      Page 3

Bidders may submit written questions via e-mail to on or before 5 pm EST, on
Tuesday September 28, 2010. The email subject line must read: “CP11-DJ-0903 QUESTIONS”. The
University will compile all questions and will respond to such questions via addendum and will email responses to
all potential bidders by 5 pm EST, on Thursday September 30, 2010.

No telephone calls will be entertained. Prospective bidders are prohibited from obtaining information about this
bid from any University personnel. Inquiries received after the specified date and time will not be accepted. The
questions and official University responses will be issued by formal addendum and sent to all prospective bidders
to the bidder email addresses on record.


Answers to bidder questions and other possible changes to the RFP document will also be posted on the
University’s website at the following location.
It is the bidder’s responsibility to periodically check this website for any possible Addenda to the RFP that may
have been posted.


Proposals will be opened and recorded at 2:00 p.m. EST. on Friday October 8, 2010, via a listing of proposals
received in the email mailbox of

The bid opening will take place in the Berkshire Conference Room at the following Address:

        University of Massachusetts
        333 South Street, Suite 450
        Shrewsbury, MA 01545-4169

The bid opening may be attended by the general public and by bidders; however, attendees will not be permitted
to inspect proposals until the Selection Committee has completed its review, selection and award.

If special accommodations are required in order to attend the bid opening, contact Don Joubert at , no later than three (3) days before event.


Except as may be noted otherwise herein, the issuing office and sole contact for the coordination and
dissemination of all information regarding this RFP is:

Don Joubert, Director of Procurement and Administration
University of Massachusetts President’s Office
333 South Street, Suite 450
Shrewsbury, MA 01545

                                                     Page 4
2.7 Accept/Reject Proposal

The University reserves the right to reject any or all proposals, wholly or in part; to waive technicalities,
irregularities, and omissions; to make the award in a manner deemed to be in the best interest of the University;
and to correct any award erroneously made as a result of a clerical error on the part of the University.

2.8 Withdrawal of Proposal

Proposal offers may be withdrawn at any time prior to the bid receipt deadline date and time. Once the proposal
receipt deadline has passed all proposals become the property of the University.

2.9 Proposal Results

Complete records of all proposals and awards are maintained in the University Of Massachusetts President’s Office
Purchasing Department. All bid documents, which includes submitted proposals, will be made available for public
examination after the bid evaluation committee has completed its bid review, selection and award.

2.10 No University Obligation

The RFP in no manner obligates the University to the eventual purchase of any products or services described,
implied , or which may be proposed, until confirmed by written agreement, and may be terminated by the
University without penalty or obligation at any time prior to the signing of an agreement.
2.11 Authorized Signature

The proposal offer shall be signed by an officer who is authorized to make such commitments for the bidder.
Please complete bidder information in Section 9.0.

2.12 Expenses

Expenses for developing and presenting proposals shall be the entire responsibility of the Bidder and shall not be
chargeable to the University. All supporting documentation and manuals submitted with this proposal will become
the property of the University unless requested by the Bidder, in writing, at the time of the submission, and agreed
to, in writing, by the University.

3.0 University Terms and Conditions
The terms and conditions that will apply to the submission of proposals, to the University’s evaluation of the
proposal offers, and to the award of the contract should be reviewed carefully to ensure full responsiveness to the

3.1 Proposal Format

All offers shall be made following the Proposal Response Format provided in Section 2.2. All proposals shall be
submitted as Best and Final Offers. Bidders will not be allowed to make material alterations to their proposal offers
after the proposal opening. Each bidder shall include in their written offer all requirements, terms and conditions
they may have, and shall not assume that an opportunity will exist to add such requirements, terms or conditions
after the proposal opening. Bidder’s terms or conditions that are deemed unacceptable by the University may be
the basis for the University’s rejection of the proposal.

                                                     Page 5
3.2 Proposed Materials

All material submitted in response to the RFP shall become the property of the University upon submission and will
be considered as part of this RFP.

3.3 Massachusetts Public Records Law

Access to University records is made in accordance with the Massachusetts Public Records Law, M.G.L. c. 66, s. 10.
All Bid Responses received are subject to M.G.L. c. 4, s. 7, ss. 26, and M.G.L. c. 66, s. 10 regarding public access to
such documents. Statements or endorsements inconsistent with those statutes will be disregarded. The
University will make available the documents within those Responses only upon the finalization of those records.

3.4 RFP Interpretation

Interpretation of the wording of this document shall be the responsibility of the University and that interpretation
shall be final.

3.5 Addendum

Any addendum issued to Bidders prior to the proposal opening date shall include an addendum acknowledgement
section. Since all addenda shall become a part of the proposal, all addenda must be signed by an authorized
Bidder representative and returned with the proposal. Failure to sign and return any and all addendum
acknowledgements will be grounds for rejection of the proposal response.

3.6 Proposal Modification

Any exceptions/ additions/ alterations to the terms and conditions contained herein must be included in the
bidder’s proposal response. Failure to provide the required data to allow for evaluation of the bidder’s response
to the RFP, or failure to follow and complete the RFP proposal format and accompanying documents will be
grounds for rejecting the proposal offer. The University reserves the right to reject any proposals that alter the
terms specified in the RFP.

3.7 Confidentiality

From the date of issuance of the RFP until the opening date, the Bidder must not make available or discuss its
proposal, or any part thereof, with any employee or agent of the University. The Bidder is hereby warned that any
part of its proposal or any other material marked as confidential, proprietary, or trade secret, can only be
protected to the extent permitted by Commonwealth of Massachusetts laws.

3.8 Period of Firm Proposal

All proposal offers must remain in effect for a minimum period of 120 days following the RFP opening date in order
to allow for sufficient time for evaluation, approval, and issuance of award notice. The successful bidder’s offer
will remain firm for the duration of any resulting award and extensions.

3.9 Vendor Presentations

Upon request of the University of Massachusetts, vendors may be requested to give an oral presentation on
vendor’s proposal, which would include a detailed analysis of how each of the bid requirements would be

                                                       Page 6
addressed should bidder receive the award. Bidder presentations are scheduled for the week of October 18, 2010.
If required to give a presentation, notice will be given no later than Friday October 15. Presentation will take place
at the following address:

University of Massachusetts President’s Office
333 South Street, Suite 450
Shrewsbury, MA 01545

If special accommodations are required in order to attend a site visit, contact Don Joubert at , no later than three (3) days before event.

3.10 Pre-Award Negotiations

After the proposals are opened, but prior to award, the University may elect to conduct negotiations with the
highest ranked proposal respondents for purposes of:

        Resolving minor differences and information
        Clarifying necessary details and responsibilities
        Emphasizing important issues and points
        Receiving assurances from respondents

Selection may be made without further discussion, negotiations or bidder’s presentations; therefore, bidder shall
offer the most favorable terms in response to this RFP. Bidder must demonstrate an understanding of the scope of
service to be provided and the ability to accomplish the tasks set forth. Bidder shall include information that will
enable the University to determine the bidder’s overall qualifications. The University reserves the right to request
additional information or clarification on any matter included in the proposal response, to enable the University to
arrive at the final award decision.

4.0 Contract
4.1 Contract Term

The contract will become effective on or about November 1, 2010. The services and requirements of the contract
shall begin approximately November 29, 2010.

4.2 Contract Status

The response to this RFP will be considered as the bidder’s offer to contract. Final negotiations on the offer that
receives the highest evaluation by the University will be conducted to resolve any minor differences and
informalities that do not materially alter the offer.

4.3 Contract Format

The resulting University Award will incorporate the University Of Massachusetts Contract Terms and Conditions, a
sample copy of which is enclosed as Appendix A. This RFP, any addendum, the bidder’s response thereto, all
additional agreements and stipulations, and the results of any final negotiations will constitute the final contract.

4.4 Contract Modification

Any changes to the contract must be agreed to, in writing, by both parties prior to their execution.

                                                       Page 7
4.5 Contractor Assignment of Sub-Contract

The resulting contract shall not be assigned, transferred, or sublet, in whole or in part, without the prior written
approval of the Director of Procurement.

5.0 Evaluation Criteria
5.1 Critical Vendor Solution Requirements
         o Fees and Costs of total first year implementation not to exceed $70,000
              (including licenses and support, professional services, and training)
         o SaaS-based solution (Software As A Service). License purchases for installation at the UMass
              datacenter will not be considered. Only SaaS-based solutions are being considered at this time.
         o Ability to migrate SaaS hosted environment and data to an on-premises installation at client site
              without loss of data or configuration if UMass were to decide at some point in the future to convert
              from the SaaS environment to a fully licensed on-premises solution.
         o Extensive experience servicing higher education clients with solid higher education references.
              Vendors without Higher Education service and support experience are not being considered.
         o Experience with successful analysis, configuration, and implementation of new PPM business process
              methodologies to align with knowledge-based and tool-based solutions for organizations that initially
              operate at lower levels of PM and PPM maturity (i.e., experience with implementing a maturity-
              model-based approach).
         o SaaS licensing as defined in proposal will support at least 180 UMass UITS user accounts as follows:
                       30 Managers
                        (2 portfolio managers, 8 project managers, 15 resource managers, 5 executives)
                       150 Team Resources
                        (project/status updates, assignment updates, time-entry)
                       Other general users enterprise-wide – no license fees for these user types
                        (view dashboards, view reports, submit and view status of work/project requests & tickets)
5.2 General Tool Attribute & Functionality:
         o One platform solution – all application capabilities linked to meeting UMass objectives for portfolio
              management, project management, and financial tracking are fully provided from within the tool
              without requiring integration with external applications or 3 party tools
         o Does not require internal resources for application solution development
         o Ease of Use – Usability – simple easy to learn and understand user interface
         o Low administrative overhead demands required after initial implementation
              (1/2 FTE or less for sustaining management of the application)
         o Searching capabilities across all projects within the portfolio by keyword
         o Can be implemented with small scale low initial complexity and scaled up to enterprise
         o On-site client visits to vendor site allowed
         o Time tracking entry by assigned activity and/or a consolidated time-sheet
         o View to functionality and data can be configured according to users and roles (role scoping)
         o Security Model – support configurations for multiple groups/organizations
5.3 Reporting:
       o Real-time reporting and batched or scheduled reporting
       o Customized Searching
       o Canned reports and adhoc report builder
       o Planned to action comparisons (Schedule, Cost, Resource allocations, capacity, etc.)

                                                       Page 8
        o    Executive Portfolio Review
        o    Dashboards (Portfolio & prioritization, project, manager views, end-user views, support or project
             request tickets)
        o    Management Performance Measures (project progress, timeline, issue/defect, time tracking
             compliance, time tracking activity)
        o    Financial Reporting (Time/Spend, time/cost profiling by unit or manager, governance)
5.4 Portfolio Planning:
        o No license fees for users to input and view project requests
        o Project request forms can be easily customized to support a work in-take process and assessment
        o Project requests can be organized to show alignment with enterprise or campus objectives
        o Personal view of “my requests” for requesters
        o Personal view of “my work” for resources
        o Project creation wizard or set up from in-take process
        o Workflow to route project through approval process
        o Auditable (project performance, service level, benchmarking, and compliance)
        o Project scorecards
        o Metrics to support portfolio modeling (value, cost, etc.)
        o PMO level portal for reporting
        o Comparison analysis tools
        o Easy to understand reports – no training required to understand them
        o “What if” scenarios to weigh new project resource loads with existing load to determine capacity
        o Seamless integration with project resource management
        o Capability for API integration to 3 party applications and tools, but not required
        o Emergency/rush project request and approval channel, workflow, and impact management supports
5.5 Support for PPM and Business Process Methodology:
        o Customizable to align the tool to UMass business and project process configurations as they develop
            and mature, but vendor also supplies out of the box best-practice templates
        o Support for configuring PPM methodology, stage-gates, and process flow to align with different
            project types
        o Support to configure different project types (mini, small, medium, large, etc.) to align with work flow
            stage gates along different project tracks…. Different workflow tracks for different project types
        o Support for variations in process flow and stage gates for agile projects vs. water fall projects
        o Support for standard templates, task structures, documents, issues & risk management structure
5.6 Project Management:
        o Task scheduling & Management
        o Change control supports
        o Custom views
        o Task reporting
        o Automated performance/exception reports
        o Integrated with time tracking
        o Integrated with issue/defect tracking
        o Performance reporting
        o Milestone tracking
        o Dependency paths
        o Supports AGILE development projects with story cards and burndown reports

                                                    Page 9
        o    Can import & export to/from XML and MS Project
        o    Priority swim lane views to project resources
        o    Project budget development, management, tracking.
        o    Custom configuration to support the UMass standard chart of account codes for purposes of both
             project and time tracking. This would include department codes, project codes, fund codes and
             account codes at a minimum to map to the current UMass project and budget tracking database.
5.7 Resource Management:
        o Visibility into resource availability
                Enterprise wide
                UITS wide
                By group
                Custom views
                By project
        o Integrated into project creation and work-intake approval and staffing processes
        o What-if scenario modeling
5.8 Project administration/creation:
        o One point of administration
        o Standard wizard for project creation
        o Support setup for reports to be auto generated and distributed to execs, managers, etc.
5.9 Document Management:
        o Version tracking and ability to link out to SharePoint
5.10 Workflow:
       o Supports custom approval routings
       o Auditable (process for stage-gate approvals)
       o Automated alerts and notifications
       o Workflow dashboards
5.11 Issue tracking:
         o Built in reporting
         o Maintains all project issues list
         o Search enabled
         o Workflow notifications
         o Exception/performance alerts
         o Captures effort used in resolution
         o Aging and age reports
         o Custom reports
         o Custom fields and attributes
         o Integrated with task and resource management to show impacts and assignments
5.12 Time and Expense Management:
        o Manage time against project budgets
        o Manage expense against project budgets
        o Ability to integrate and/or feed 3 party HR applications
        o Track effort at the resource level
        o Track expense at the resource level
        o Integrated with issues and tasks system for one point of entry

                                                   Page 10
        o   Integrates with existing financial applications or databases (MS-Access)
        o   Accepts existing account/type codes from 3 party sources
        o   Compliance reporting
        o   Time/expense history reporting
        o   Workflow approvals
5.13 Knowledge Management:
        o Capture lessons learned
        o Custom attributes for document search and location
        o Dashboard access capability
        o Role based access
        o Activity reporting
5.14 Project Request, other Work, and Help-Desk Ticketing:
        o Remote ticket entry capability
        o Integrated with stakeholder portals
        o Workflow for approvals and assignments
        o Ability to add sub-tasks to tickets
        o Custom fields
        o Budget tracking (effort, cost, variance, EVM metrics)
        o Hours tracking
        o Budget tracking
        o Ticket activity dashboard
        o Ticket data rolled into global resource mgmt.
        o Resource management
        o Alignment with ITIL/ITSM process standards for help-desk ticketing
        o Ticket progress portal for requestors
        o Ticket queue portal for end users
5.15 Access Control & Security:
        o Support configurations for multiple groups/organizations
        o Access to modules is specified at the user level
        o Read-only access is available
        o Usage tracking & metrics
        o Custom role and permission based
        o Ability to partition data at the user level
        o Supports data encryption
5.16 Integration:
        o Support for simple, low-tech, integration points with 3 party ticket and request system products
        o API’s for integration (Push, Pull, Sync)
        o Webservices access to data (client custom portals integration)
        o Open reporting database for direct interaction (client custom BI integration)
        o Email integration
        o MS Project import/sync capability
        o Capability to integrate time entry with 3 partner HR applications (PeopleSoft)
5.17 Forum Discussions & Project Team Collaboration:
        o Open and nested discussion for project teams

                                                    Page 11
        o   Fully searchable
5.18 Read Only Access and/or Portal (License Free):
        o Users see only published content/information
        o Selective access to project information
                 Access granted by users having publish permission
        o Issue entry capability
        o Ticket entry capability
        o Project request capability
5.19 Customization:
        o Forms, templates, and reports can be customized easily without development effort
        o Custom workflows can be easily developed and configured by project type for document approvals
        o User/group/organization configuration of role scoping for access and exposure to data and
           functionality of the tool
5.20 Staffing
        o Depth of resourcing
        o Depth of experience and sustainability
5.21 Proposed Timeframes and Schedule
        o Target implementation and training to begin in early December 2010 and complete before end of
            February 2011.

6.0 Project Scope
6.1 Project Goals

           One consolidated portfolio inventory: projects, operations, services, programs, resources
           Resource Management (demand, allocation, capacity, over-allocation, what-if modeling)
           Work In-Take Channel, processes, and alignment to disciplined triage and approval processes
           Time Tracking (capture actuals by project, team, and activity) with ability to configure from a minimal
            level of tracking detail to robust and detailed tracking as the program matures.
           Establish higher levels of business process maturity with best practices and discipline on project
            portfolio management, project planning, project approval, project execution, project performance
            (resources, schedule, budget, quality, value), and accountability.
           Sustainability of PPM program, scaled appropriately to the organization and culture of UMass.

6.2 Project Roles - University of Massachusetts Roles

           Project Management
           Application Administration
           Platform configuration and content decisions

 6.3 Project Roles - Vendor Roles

        SaaS service licensing

                                                    Page 12
       Business process analysis and development for PPM practice
       Configuration of SaaS service.
       Knowledge development, training, and support.

7.0 Bid Requirements

7.1 Experience

          Does your company actively market SaaS-based PPM solutions? If so, for how many years?

          Please describe the range and depth of your experience working with PPM business processes and
           solutions, including any experience working for or with higher education clients. How many such
           solutions have you provided in the last three years? What was the scope of these projects?

          Please describe your experience and expertise in assuring usability, adoption, and implementation of
           PPM business process solutions.

          Please describe your approach toward implementing PPM solutions for a new client with similar
           organizational characteristics of UMass. Provide an example of your approach to this.

          Please describe your strengths and in which areas you would need to bring in UMass resources or
           other resources to supplement your team and ensure an effective implementation.

7.2 Staffing

          Please provide a breakdown of the staff members that you are proposing to use on this project to
           support implementation along with their resumes and working location.

          Please provide hourly rates for staff positions that will be used for the duration of this project
           implementation (included in the price proposal). Please specify the rates that would apply from
           within the implementation hours planned in this proposal and also the rates that would apply if
           actual implementation hours exceed planned/estimated hours of the proposal.

7.3 Implementation methodology

          Please provide an overview of your full lifecycle methodology, for requirements analysis,
           configuration, testing, and deployment.

          Please describe your sensitivity to time, budget, and deliverables. Include an explanation of how you
           resolve conflicts and control scope, particularly in projects with many stakeholders. What constitutes
           a change in scope, and how will it be managed? How do you track and measure and expose for
           tracking your implementation performance of schedule, cost, and quality?

7.4 Knowledge Transfer Approach

          Please describe your approach to ensure you implement a solution (not just a tool) that includes a
           comprehensive transition of application and process knowledge.

                                                   Page 13
7.4 Guarantees

Please provide your terms, timeframes, and any related schedules.

7.8 Conditions

Please provide any other specific conditions that you require UMass to provide.

7.9 References

Please provide references from three (3) Higher Education institutions that have utilized your services.
This information should be provided n Section 8.0 of this document.

7.10 Fees and Costs

Please identify all fees and costs.
         o Fees and Costs of total implementation not to exceed $70,000.
              (including licenses, professional services, support, training, etc.)

7.11 Payment Terms

Please provide payment expectations/requirements.

                                                        Page 14
8.0 References
Please provide references from three (3) Higher Education institutions that have utilized your services.

By submitting this information, bidder authorizes the University of Massachusetts to contact these clients for
purposes consistent with the review of this bid

          Customer Name              Contact Name       Telephone Number             Email Address





Please complete the information below.









Authorized Signature:____________________________________


                                                     Page 15

Description: Information Technology Project Rfp document sample