Applications Maintenance

---

INFORMATION TECHNOLOGY SERVICES ITQ

REQUEST FOR QUOTATIONS FOR

Pennsylvania Department of State (DOS) Applications Maintenance

ISSUING OFFICE

Office of Administration Bureau of IT Procurement 506 Finance Building Room Harrisburg, PA 17120

RFQ NUMBER

6100026484

DATE OF ISSUANCE

March 31, 2014

Rev 01.23.2013

Page 1

The Office of Administration, Bureau of IT Procurement has posted solicitation 6100026484 for Pennsylvania Department of State (DOS) Application Maintenance. Please go to the eMarketplace Website to view and download all documentation pertaining to this solicitation. This is a restricted solicitation, only those contractors qualified in one (1) or more of the following service category(ies) under the Commonwealth’s Information Technology (IT) Services Invitation to Qualify (ITQ) Contract, 4400004480, prior to the bid opening date may respond.   

Consulting Services – IT General Consulting Services – IT Project Management Software Development Services

Organizations interested in doing business with the Commonwealth through this contract must begin by registering with the Commonwealth as a Procurement Supplier. For more information about registration, please view the Registration Guide. Once an organization is registered with the Commonwealth, they must develop and submit a bid through the PASupplierPortal Website in order to qualify for one, all, or any combination of the service categories associated with this contract. The Commonwealth will evaluate the bid along with all supporting documentation to determine whether the organization meets the minimum eligibility requirements. For more information about the Commonwealth’s Invitation to Qualify contracts and their policies, please visit the ITQ Website.

Rev 01.23.2013

Page 2

REQUEST FOR QUOTATIONS FOR Pennsylvania Department of State (DOS) Application Maintenance

TABLE OF CONTENTS

CALENDAR OF EVENTS

5

Part I - GENERAL INFORMATION

6

Part II - PROPOSAL REQUIREMENTS

15

Part III - CRITERIA FOR SELECTION

20

Part IV - WORK STATEMENT

25

APPENDIX A, PROPOSAL COVER SHEET APPENDIX B, TRADE SECRET/CONFIDENTIAL PROPRIETARY INFORMATION NOTICE APPENDIX C, PROJECT REFERENCES APPENDIX D, PERSONNEL EXPERIENCE BY KEY POSITION APPENDIX E, SMALL DIVERSE BUSINESS LETTER OF INTENT APPENDIX F, COST MATRIX APPENDIX G, DOMESTIC WORKFORCE UTILIZATION CERTIFICATION APPENDIX H, ENVIRONMENT FOR ALL APPLICATIONS APPENDIX I, APPLICATIONS DESCRIPTIONS APPENDIX J, DEPLOYMENT METHODOLOGIES APPENDIX K, ENTITY TYPES AND RECORD ACCOUNTS

Rev 01.23.2013

Page 3

APPENDIX L, HISTORICAL CONTRACT HOURS APPENDIX M, QUESTIONS SUBMITTAL TEMPLATE

Rev 01.23.2013

Page 4

CALENDAR OF EVENTS The Commonwealth will make every effort to adhere to the following schedule: Activity

Responsibility

Date

Contractors

Wednesday, April 9, 2014 at 1:00 PM

Pre-proposal Conference: Office of Information Technology Bureau of IT Procurement Finance Building, Conference Room 503 613 North Street Harrisburg, PA 17120-0400

Issuing Office/ Contractors

Monday, April 14, 2014 at 10:00 AM

Answers to Potential Contractor questions posted to the DGS website (http://www.emarketplace.state.pa.us/Search.aspx), no later than this date.

Issuing Office

Monday, April 21, 2014 at 3:00 PM

Contractors

Ongoing

Contractors

Friday, May 9, 2014 at 1:00 PM

Deadline to submit Questions via email to: [email protected]

Please monitor the DGS website for all communications regarding the RFQ.

Sealed proposal must be received by the Issuing Office at: (Tami Mistretta) Bureau of IT Procurement c/o Commonwealth Mail Processing Center 2 Technology Park (rear) Attn: IT Procurement, Finance Building, Room 506 Harrisburg, PA 17110 NOTE: Hand-delivered proposal must be delivered to the address set forth in the Calendar of Events and must be time and date stamped by the facility receiving the proposals. Proposal may only be hand-delivered between 6:00 a.m. and 2:45 p.m., Monday through Friday, excluding Commonwealth holidays.

Rev 01.23.2013

Page 5

PART I

GENERAL INFORMATION I-1.

Purpose This Request for Quotes ("RFQ") provides to those interested in submitting proposals for the subject procurement ("Contractors") sufficient information to enable them to prepare and submit proposals for the Office of Administration, Bureau of IT Procurement's consideration on behalf of the Commonwealth of Pennsylvania ("Commonwealth") to satisfy a need for Pennsylvania Department of State (DOS) Applications Maintenance ("Project").

I-2.

Issuing Office The Office of Information Technology, Bureau of IT Procurement ("Issuing Office") has issued this RFQ on behalf of the Commonwealth. The sole point of contact in the Commonwealth for this RFQ is Tami Mistretta, Bureau of IT Procurement, 613 North Street, Finance Building, Room 506, Harrisburg, PA 17120-0400, [email protected], the Issuing Officer for this RFQ. Please refer all inquiries to the Issuing Officer.

I-3.

Scope This RFQ contains instructions governing the requested proposals, including the requirements for the information and material to be included; a description of the service to be provided; requirements which Contractors must meet to be eligible for consideration; general evaluation criteria; and other requirements specific to this RFQ.

I-4.

Problem Statement The Department of State, Bureau of Management Information Systems (BMIS) is seeking technical services to assist BMIS staff in supporting, maintaining and enhancing the current Enterprise applications deployed in the Bureau of Corporations and Charitable Organizations, Notaries Division, State Athletic Commission, and the Bureau of Professional and Occupational Affairs. The applications are used by the employees of the aforementioned bureaus to process program-specific tasks. BMIS supports all applications deployed in the Agency, providing end- user support, issues management, bug fixes, and deployments along with enhancements and project upgrades as needed. Additional detail is provided in Part IV of this RFQ

I-5.

Pre-proposal Conference The Issuing Office will hold a pre-proposal conference as specified in the Calendar of Events. The purpose of this conference is to provide opportunity for clarification of the RFQ. Contractors should forward all questions to the Issuing Office in accordance with Part I-6 to ensure adequate time for analysis before the Issuing Office provides an answer. Contractors may also ask questions at the conference. In view of the limited facilities available for the conference, Contractors should limit their representation to two (2) individuals per Contractor. The pre-proposal conference is for information only. Any answers furnished during the conference will not be official until they have been verified, in writing, by the Issuing Office. All questions and written answers will be posted on the Department of General Services’

Rev 01.23.2013

Page 6

(“DGS”) website (www.emarketplace.state.pa.us) as an addendum to, and shall become part of, this RFQ. Attendance at the Pre-proposal Conference is optional I-6.

Questions and Answers If a Contractor has any questions regarding this RFQ, the Contractor must submit the questions by email (with the subject line ("IT ITQ RFQ 6100026484 Applications Maintenance Question") to the Issuing Officer. Questions must be submitted via email no later than the date and time specified in the Calendar of Events. The Contractor shall not attempt to contact the Issuing Officer by any other means. The Issuing Officer will post the answers to the DGS website. A Contractor who submits a question after the deadline date for receipt of questions indicated on the Calendar of Events assumes the risk that its proposal will not be responsive or competitive because the Commonwealth is not able to respond before the proposal receipt date or in sufficient time for the Contractor to prepare a responsive or competitive proposal. When submitted after the deadline date for receipt of questions indicated on the Calendar of Events, the Issuing Officer may respond to questions of an administrative nature by directing the questioning Contractor to specific provisions in the RFQ. To the extent that the Issuing Office decides to respond to a non-administrative question after the deadline date for receipt of questions indicated on the Calendar of Events, the answer will be provided to all Contractors through an addendum. All questions must be submitted on Appendix M, Questions Submittal Template to the following email address: [email protected] . All questions and responses as posted on the DGS website are considered as an addendum to, and part of, this RFQ. Each Contractor shall be responsible to monitor the DGS website for new or revised RFQ information. The Issuing Office shall not be bound by any verbal information nor shall it be bound by any written information that is not either contained within the RFQ or formally issued as an addendum by the Issuing Office. The Issuing Office does not consider questions to be a protest of the specifications or of the solicitation.

I-7.

Addenda to RFQ If the Issuing Office deems it necessary to revise any part of this RFQ before the proposal response date, the Issuing Office will post an addendum to the DGS website. Answers to the questions asked during the questions and answer period will also be posted to the DGS website as an addendum to the RFQ.

I-8.

Electronic Version of RFQ This RFQ is being made available by electronic means. The Contractor acknowledges and accepts full responsibility to insure that no changes are made to the RFQ. In the event of a conflict between a version of the RFQ in the Contractor's possession and the Issuing Office's version of the RFQ, the Issuing Office's version shall govern.

I-9.

Response Date To be considered, proposals must arrive at the Issuing Office on or before the time and date specified in the RFQ Calendar of Events. Contractors which mail proposals should allow sufficient mail delivery time to ensure timely receipt of their proposals. If, due to inclement weather, natural disaster, or any other cause, the Issuing Office location to which proposals are to be returned is closed on the proposal response date, the deadline for submission shall be

Rev 01.23.2013

Page 7

automatically extended until the next Commonwealth business day on which the office is open, unless the Issuing Office otherwise notifies Contractors by posting an Addendum to the RFQ. The time for submission of proposals shall remain the same. Late proposals will not be considered. I-10.

Incurring Costs The Issuing Office is not liable for any costs the Contractor incurs in preparation and submission of its proposal, in participating in the RFQ process or in anticipation of award of a purchase order.

I-11.

Economy Of Preparation Contractors should prepare proposals simply and economically, providing a straightforward, concise description of the Contractor's ability to meet the requirements of the RFQ.

I-12.

Small Diverse Business Information The Issuing Office encourages participation by small diverse businesses as prime contractors, and encourages all prime contractors to make a significant commitment to use small diverse businesses as subcontractors and suppliers. A Small Diverse Business is a DGS-certified minority-owned business, woman-owned business, veteran-owned business or service-disabled veteran-owned business. A small business is a business in the United States which is independently owned, not dominant in its field of operation, employs no more than 100 full-time or full-time equivalent employees, and earns less than $7 million in gross annual revenues for building design, $20 million in gross annual revenues for sales and services and $25 million in gross annual revenues for those businesses in the information technology sales or service business. Questions regarding this Program can be directed to: Department of General Services Bureau of Small Business Opportunities Room 611, North Office Building Harrisburg, PA 17125 Phone: (717) 783-3119 Fax: (717) 787-7052 Email: [email protected] Website: www.dgs.state.pa.us The Department’s directory of BSBO-verified minority, women, veteran and service disabled veteran-owned businesses can be accessed from: Searching for Small Diverse Businesses.

I-13.

Proposals To be considered, Contractors should submit a complete response to this RFQ to the Issuing Office, using the format provided in Part II, providing ten (10) paper copies of the Technical Submittal and two (2) paper copy of the Cost Submittal and two (2) paper copies of the

Rev 01.23.2013

Page 8

Small Diverse Business (SDB) participation submittal. In addition to the paper copies of the proposal, Contractors shall submit two (2) complete and exact copies of the entire proposal (Technical, Cost and SDB submittals, along with all requested documents) on CD-ROM or Flash drive in Microsoft Office or Microsoft Office-compatible format. The electronic copy must be a mirror image of the paper copy and any spreadsheets must be in Microsoft Excel. The Contractors may not lock or protect any cells or tabs. Contractors should ensure that there is no costing information in the technical submittal. Contractors should not reiterate technical information in the cost submittal. The CD or Flash drive should clearly identify the Contractor and include the name and version number of the virus scanning software that was used to scan the CD or Flash drive before it was submitted. The Contractor shall make no other distribution of its proposal to any other Contractor or Commonwealth official or Commonwealth consultant. Each proposal page should be numbered for ease of reference. An official authorized to bind the Contractor to its provisions must sign the proposal. If the official signs the Proposal Cover Sheet (See Appendix A to this RFQ) and the Proposal Cover Sheet is attached to the Contractor’s proposal, the requirement will be met. For this RFQ, the proposal must remain valid until a purchase order is issued. If the Issuing Office selects the Contractor’s proposal for award, the contents of the selected Contractor’s proposal will become, except to the extent the contents are changed through Best and Final Offers or negotiations, contractual obligations. Each Contractor submitting a proposal specifically waives any right to withdraw or modify it, except that the Contractor may withdraw its proposal by written notice received at the Issuing Office’s address for proposal delivery prior to the exact hour and date specified for proposal receipt. A Contractor or its authorized representative may withdraw its proposal in person prior to the exact hour and date set for proposal receipt, provided the withdrawing person provides appropriate identification and signs a receipt for the proposal. A Contractor may modify its submitted proposal prior to the exact hour and date set for proposal receipt only by submitting a new sealed proposal or sealed modification which complies with the RFQ requirements. I-14.

Alternate Proposals The Issuing Office will not accept alternate proposals.

I-15.

Proposal Contents A. Confidential Information. The Commonwealth is not requesting, and does not require, confidential proprietary information or trade secrets to be included as part of Contractors’ submissions in order to evaluate proposals submitted in response to this RFQ. Accordingly, except as provided herein, Contractors should not label proposal submissions as confidential or proprietary or trade secret protected. Any Contractor who determines that it must divulge such information as part of its proposal must submit the signed written statement described in subsection c. below and must additionally provide a redacted version of its proposal, which removes only the confidential proprietary information and trade secrets, for required public disclosure purposes. B. Commonwealth Use. All material submitted with the proposal shall be considered the property of the Commonwealth of Pennsylvania and may be returned only at the Issuing Office’s option. The Commonwealth has the right to use any or all ideas not protected by intellectual property rights that are presented in any proposal regardless of whether the

Rev 01.23.2013

Page 9

proposal becomes part of a purchase order. Notwithstanding any Contractor copyright and/or trademark designations contained on proposals, the Commonwealth shall have the right to make copies and distribute proposals internally and to comply with public record or other disclosure requirements under the provisions of any Commonwealth or United States statute or regulation, or rule or order of any court of competent jurisdiction. C. Public Disclosure. After the award of a contract pursuant to this RFQ, all proposal submissions are subject to disclosure in response to a request for public records made under the Pennsylvania Right-to-Know-Law, 65 P.S. § 67.101, et seq. If a proposal submission contains confidential proprietary information or trade secrets, a signed written statement to this effect must be provided with the submission in accordance with 65 P.S. § 67.707(b) for the information to be considered exempt under 65 P.S. § 67.708(b)(11) from public records requests (See Appendix B, Trade Secret/Confidential Proprietary Information Notice). Financial capability information submitted in response to Part II, Section II-8 of this RFQ is exempt from public records disclosure under 65 P.S. § 67.708(b)(26). I-16.

Contractor’s Representations and Authorizations By submitting its proposal, each Contractor understands, represents, and acknowledges that: A. All of the Contractor’s information and representations in the proposal are true, correct, material and important, and the Issuing Office may rely upon the contents of the proposal in making an award. The Commonwealth shall treat any misstatement, omission or misrepresentation as fraudulent concealment of the true facts relating to the proposal submission, punishable pursuant to 18 Pa. C.S. § 4904. B. The Contractor has arrived at the price(s) and amounts in its proposal independently and without consultation, communication, or agreement with any other Contractor or potential Contractor. C. The Contractor has not disclosed the price(s), the amount of the proposal, nor the approximate price(s) or amount(s) of its proposal to any other firm or person who is a Contractor or potential Contractor for this RFQ, and the Contractor shall not disclose any of these items on or before the proposal submission deadline specified in the Calendar of Events of this RFQ. D. The Contractor has not attempted, nor will it attempt, to induce any firm or person to refrain from submitting a proposal on this purchase order, or to submit a proposal higher than this proposal, or to submit any intentionally high or noncompetitive proposal or other form of complementary proposal. E. The Contractor makes its proposal in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive proposal. F. To the best knowledge of the person signing the proposal for the Contractor, the Contractor, its affiliates, subsidiaries, officers, directors, and employees are not currently under

Rev 01.23.2013

Page 10

investigation by any Local, State, or Federal governmental agency and have not in the last four years been convicted or found liable for any act prohibited by Local, State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding or proposing on any public contract, except as the Contractor has disclosed in its proposal. G. To the best of the knowledge of the person signing the proposal for the Contractor and except as the Contractor has otherwise disclosed in its proposal, the Contractor has no outstanding, delinquent obligations to the Commonwealth including, but not limited to, any state tax liability not being contested on appeal or other obligation of the Contractor that is owed to the Commonwealth. H. The Contractor is not currently under suspension or debarment by the Commonwealth, any other state or the federal government, and if the Contractor cannot so certify, then it shall submit along with its proposal a written explanation of why it cannot make such certification. I. The Contractor has not made, under separate contract with the Issuing Office, any recommendations to the Issuing Office concerning the need for the services described in its proposal or the specifications for the services described in the proposal. (See Pennsylvania State Adverse Interest Act) J. The Contractor, by submitting its proposal, authorizes Commonwealth agencies to release to the Commonwealth information concerning the Contractor's Pennsylvania taxes, unemployment compensation and workers’ compensation liabilities. K. The selected Contractor shall not begin to perform until it receives purchase order from the Commonwealth. I-17.

Restriction Of Contact From the issue date of this RFQ until the Issuing Office selects a proposal for award, the Issuing Officer is the sole point of contact concerning this RFQ. Any violation of this condition may be cause for the Issuing Office to reject the offending Contractor's proposal. If the Issuing Office later discovers that the Contractor has engaged in any violations of this condition, the Issuing Office may reject the offending Contractor's proposal or rescind its purchase order award. Contractors must agree not to distribute any part of their proposals beyond the Issuing Office. A Contractor who shares information contained in its proposal with other Commonwealth personnel and/or competing Contractor personnel may be disqualified.

I-18.

Prime Contractor Responsibilities The selected Contractor will be required to assume responsibility for all services offered in its proposal whether it produces them itself or by subcontract. The Issuing Office and Project Manager will consider the selected Contractor to be the sole point of contact with regard to contractual and purchase order matters.

I-19.

Resources Contractors shall provide all services, supplies, facilities, and other support necessary to complete the identified work, except as otherwise provided in this Part I-19. On-site staff is

Rev 01.23.2013

Page 11

necessary to assist the users of the various systems. The DOS will supply twelve (12) workstations for the on-site staff, as well as, the development environments for all applications being supported. The Contractor can choose to have the majority of their staff off-site in their own location, in which case, the DOS will provide VPN connectivity to the development environment. The Contractor will supply a secure connection which complies with Commonwealth Office of Administration, Office of Information Technology security standards to connect to this Commonwealth VPN services. I-20.

Rejection Of Proposals The Issuing Office reserves the right, in its sole and complete discretion, to reject any proposal received in response to this RFQ, or to negotiate separately with competing Contractors.

I-21.

Discussions for Clarification Contractors may be required to make an oral or written clarification of their proposals to the Issuing Office to ensure thorough mutual understanding and contractor responsiveness to the solicitation requirements. The Issuing Office will initiate requests for clarification. Clarifications may occur at any stage of the evaluation and selection process prior to issuance of a purchase order.

I-22.

Best and Final Offer (BAFO) A. While not required, the Issuing Office reserves the right to conduct discussions with Contractors for the purpose of obtaining “Best and Final Offers.” To obtain Best and Final Offers from Contractors, the Issuing Office may do one or more of the following, in combination and in any order: 1. Schedule oral presentations; 2. Request revised proposals; 3. Conduct a reverse online auction; and 4. Enter into pre-selection negotiations. B. The following Contractors will not be invited by the Issuing Office to submit a Best and Final Offer: 1. Those Contractors which the Issuing Office has determined to be not responsible or whose proposals the Issuing Office has determined to be not responsive. 2. Those Contractors, which the Issuing Office has determined in accordance with Part III, Section III-5, from the submitted and gathered financial and other information, do not possess the financial capability, experience or qualifications to assure good faith performance of the purchase order. 3. Those Contractors whose score for their technical submittal of the proposal is less than 70% of the total amount of technical points allotted to the technical criterion.

Rev 01.23.2013

Page 12

The Issuing Office may further limit participation in the Best and Final Offers process to those remaining responsible Contractors which the Issuing Office has, within its discretion, determined to be within the top competitive range of responsive proposals. C. Evaluation Criteria found in Part III, Section III-4, shall also be used to evaluate the Best and Final Offers. D. Price reductions offered through any reverse online auction shall have no effect upon the Offeror’s Technical Submittal. Dollar commitments to Small Diverse Businesses can be reduced only in the same percentage as the percent reduction in the total price offered through any reverse online auction or negotiations. I-23.

Notification of Selection A. Negotiations. The Issuing Office will notify all Contractors in writing of the Contractor selected for negotiations after the Issuing Office has determined, taking into consideration all of the evaluation factors, the proposal that is the most advantageous to the Issuing Office. B. Award. Contractors whose proposals are not selected will be notified when negotiations have been successfully completed and the final negotiated purchase order has been issued to the selected Contractor.

I-24.

Purchase Order The successful Contractor will be issued a purchase order with reference to IT ITQ Contract #4400004480. The term of the purchase order will commence on the Effective Date and will end in three-years (3); with two (2) one-year renewal options at the Commonwealths discretion. No work may begin or be reimbursed prior to issuance of the purchase order. The selected Contractor will be paid after submitting invoices, provided it is in accordance with the work plan and approved by the Commonwealth Project Manager. Final payment will not be made until all Project work has been successfully completed.

I-25.

Debriefing Conferences Upon notification of award, Contractors whose proposals were not selected will be given the opportunity to be debriefed. The Issuing Office will schedule the debriefing at a mutually agreeable time. The debriefing will not compare the Contractor with other Contractors, other than the position of the Contractor’s proposal in relation to all other Contractor proposals.

I-26.

News Releases Contractors shall not issue news releases, internet postings, advertisements or any other public communications pertaining to this Project without prior written approval of the Issuing Office, and then only in coordination with the Issuing Office.

I-27.

Terms and Conditions The requirements and terms and conditions of IT ITQ Contract #4400004480 shall govern the purchase order issued as a result of this RFQ.

Rev 01.23.2013

Page 13

I-28.

Information Technology Policies This RFQ is subject to the Information Technology Policies (ITP’s) {formerly known as Information Technology Bulletins} issued by the Office of Administration, Office for Information Technology (OA-OIT). ITP’s may be found at http://www.portal.state.pa.us/portal/server.pt?open=512&objID=416&PageID=210791&mode=2 All proposals must be submitted on the basis that all ITP’s are applicable to this procurement. It is the responsibility of the Contractor to read and be familiar with the ITP’s. Notwithstanding the foregoing, if the Contractor believes that any ITP is not applicable to this procurement, it must list all such ITP’s in its technical response, and explain why it believes the ITP is not applicable. The Issuing Office may, in its sole discretion, accept or reject any request that an ITP not be considered to be applicable to the procurement. The Contractor’s failure to list an ITP will result in its waiving its right to do so later, unless the Issuing Office, in its sole discretion, determines that it would be in the best interest of the Commonwealth to waive the pertinent ITPs.

Rev 01.23.2013

Page 14

PART II PROPOSAL REQUIREMENTS II-1.

General Requirements Contractors must submit their proposals in the format, including heading descriptions, outlined below. To be considered, the proposal must respond to all requirements in this part of the RFQ. Contractors should provide any other information thought to be relevant, but not applicable to the enumerated categories, as an appendix to the Proposal. All cost data relating to this proposal and all Small Diverse Business cost data should be kept separate from and not included in the Technical Submittal. Each Proposal shall consist of the following three separately sealed submittals: A. Technical Submittal, which shall be a response to RFQ Part II, Sections II-1 through II-9 and ; B. Small Diverse Business participation submittal, in response to RFQ Part II, Section II-10; and C. Cost Submittal, in response to RFQ Part II, Section II-11. The Issuing Office reserves the right to request additional information which, in the Issuing Office’s opinion, is necessary to assure that the Contractor’s competence, number of qualified employees, business organization, and financial resources are adequate to perform according to the RFQ. The Issuing Office may make investigations as deemed necessary to determine the ability of the Contractor to perform the Project, and the Contractor shall furnish to the Issuing Office all requested information and data. The Issuing Office reserves the right to reject any proposal if the evidence submitted by, or investigation of, such Contractor fails to satisfy the Issuing Office that such Contractor is properly qualified to carry out the obligations of the RFQ and to complete the Project as specified.

II-2.

Statement of the Problem State in succinct terms your understanding of the problem presented or the service required by this RFQ.

II-3.

Management Summary Include a narrative description of the proposed effort and a list of the items to be delivered or services to be provided.

II-4.

Work Plan Describe in narrative form your technical plan for accomplishing the work. Use the task descriptions in Part IV of this RFQ as your reference point. Modifications of the task descriptions are permitted; however, reasons for changes should be fully explained. Indicate the number of person hours allocated to each task. Include a Program Evaluation and Review

Rev 01.23.2013

Page 15

Technique (PERT) or similar type display, time related, showing each event. If more than one approach is apparent, comment on why you chose this approach. II-5.

Prior Experience Include experience in application and database support of multiple applications as outlined in Part IV Section F. This team must have variety of technical expertise to provide application and database support in a distributed application environment, experience with the .NET Framework, Microsoft services, and operating systems, and various languages such as VB .NET, C#, AND Legacy VB. Experience in Microsoft SQL Server is also required. Experience with Microsoft Dynamics and 4th generation development environments is a plus. Experience shown should be work done by individuals who will be assigned to this project as well as that of your company. Studies or projects referred to must be identified and the name of the customer shown, including the name, address, and telephone number of the responsible official of the customer, company, or agency who may be contacted. (See Appendix C, Project References).

II-6.

Personnel Include the number of executive and professional personnel, analysts, auditors, researchers, programmers, consultants, etc., who will be engaged in the work. Show where these personnel will be physically located during the time they are engaged with the Project. For key personnel (Project Manager, Senior Developer (VB .NET and the .NET Framework), Developer (Legacy VB, VB .NET, and the .NET Framework), Quality Assurance, Database Developer (SQL Server), Analytical Developer, Business Analysts, and Deployment Specialist); include the employee’s name and, through a resume or similar document, the employee’s education and experience in systems application and database support, supporting end-users, and Production applications. Outline the entire make-up of the team that will be submitted in response to this RFQ including reporting relationships and a matrix of the responsibilities of each as outline in this RFQ. Indicate the expertise in quality assurance, deployment management, issues management, risk management, and change management along with any relevant information on previous projects of this type that each individual or your organization as whole has experience. Outline your methodology for providing the services as defined in this RFQ based on skill set of the team you are submitting. Indicate the responsibilities each individual will have in this Project and how long each has been with your company. Identify by name any subcontractors you intend to use and the services they will perform. Resumes are not to include personal information that will, or will be likely to, require redaction prior to release of the proposal under the Right to Know Law. This includes home addresses and phone numbers, Social Security Numbers, Drivers’ License numbers or numbers from state ID cards issued in lieu of a Drivers’ License, financial account numbers, etc. If the Commonwealth requires any of this information for security verification or other purposes, the information will be requested separately and as necessary. (See Appendix D, Personnel Experience by Key Position).

II-7.

Training If appropriate, indicate recommended training of agency personnel. Include the agency personnel to be trained, the number to be trained, duration of the program, place of training,

Rev 01.23.2013

Page 16

curricula, training materials to be used, number and frequency of sessions, and number and level of instructors. II-8.

Financial Capability Describe your company’s financial stability and economic capability to perform the Project requirements. Provide your company’s financial statements for the past two (2) fiscal years. If your company is a publicly traded company, please provide a link to your financial records on your company website; otherwise, provide two (2) years of your company’s financial documents such as audited financial statements. Financial statements must include the company’s Balance Sheet and Income Statement or Profit/Loss Statements. Also include a Dun & Bradstreet comprehensive report if available. The Commonwealth reserves the right to request additional information it deems necessary to evaluate a Contractor’s financial capability.

II-9.

Emergency Preparedness To support continuity of operations during an emergency, including a pandemic, the Commonwealth needs a strategy for maintaining operations for an extended period of time. One part of this strategy is to ensure that essential contracts that provide critical business services to the Commonwealth have planned for such an emergency and put contingencies in place to provide needed goods and services. A. Describe how Contractor anticipates such a crisis will impact its operations. B. Describe Contractor’s emergency response continuity of operations plan. Attach a copy of the plan, or at a minimum, summarize how the plan addresses the following aspects of pandemic preparedness: 1. Employee training (describe Contractor’s training plan, and how frequently it will be shared with employees) 2. Identified essential business functions and key employees (within Contractor’s organization) necessary to carry them out 3. Contingency plans for: 

How Contractor will handle staffing issues when a portion of key employees are incapacitated due to illness.



How Contractor employees will carry out the essential functions if contagion control measures prevent them from coming to the primary workplace.

4. How Contractor will communicate with staff and suppliers when primary communications systems are overloaded or otherwise fail, including key contacts, chain of communications (including suppliers), etc. 5. How and when Contractor’s emergency plan will be tested, and if the plan will be tested by a third-party.

Rev 01.23.2013

Page 17

II-10. Small Diverse Business Participation Submittal A. To receive credit for being a Small Diverse Business or for subcontracting with a Small Diverse Business (including purchasing supplies and/or services through a purchase agreement), a Contractor must include proof of Small Diverse Business qualification in the Small Diverse Business participation submittal of the proposal, as indicated below: 1. A Small Diverse Business verified by BSBO as a Small Diverse Business must provide a photocopy of their verification letter. B. In addition to the above verification letter, the Contractor must include in the Small Diverse Business participation submittal of the proposal the following information: 1. All Contractors must include a numerical percentage which represents the total percentage of the work (as a percentage of the total cost in the Cost Submittal) to be performed by the Contractor and not by subcontractors and suppliers. 2. All Contractors must include a numerical percentage which represents the total percentage of the total cost in the Cost Submittal that the Contractor commits to paying to Small Diverse Businesses (SDBs) as subcontractors. To support its total percentage SDB subcontractor commitment, Contractor must also include: a. The percentage and dollar amount of each subcontract commitment to a Small Diverse Business; b. The name of each Small Diverse Business. The Contractor will not receive credit for stating that after the purchase order is awarded it will find a Small Diverse Business. c. The services or supplies each Small Diverse Business will provide, including the timeframe for providing the services or supplies. d. The location where each Small Diverse Business will perform services. e. The timeframe for each Small Diverse Business to provide or deliver the goods or services. f. A subcontract or letter of intent signed by the Contractor and the Small Diverse Business (SDB) for each SDB identified in the SDB Submittal. The subcontract or letter of intent must identify the specific work, goods or services the SDB will perform, how the work, goods or services relates to the project, and the specific timeframe during the term of the purchase order and any option/renewal periods when the work, goods or services will be performed or provided. In addition, the subcontract or letter of intent must identify the fixed percentage commitment and associated estimated dollar value that each SDB will receive based on the total value of the initial term of the contract as provided in the Contractor’s Cost Submittal. Attached is a letter of intent template which may be used to satisfy these requirements. Reference Appendix E, Small Diverse Business Letter of Intent. g. The name, address and telephone number of the primary contact person for each Small Diverse Business. 3. The total percentages and each SDB subcontractor commitment will become contractual obligations once the purchase order is issued.

Rev 01.23.2013

Page 18

4. The name and telephone number of the Contractor’s project (contact) person for the Small Diverse Business information. C. The Contractor is required to submit two copies of its Small Diverse Business participation submittal. The submittal shall be clearly identified as Small Diverse Business information and sealed in its own envelope, separate from the remainder of the proposal. D. A Small Diverse Business can be included as a subcontractor with as many prime contractors as it chooses in separate proposals. E. A Contractor that qualifies as a Small Diverse Business and submits a proposal as a prime Contractor is not prohibited from being included as a subcontractor in separate proposals submitted by other Contractors. II-11. Cost Submittal The information requested in this Part II-11 and Appendix F, Cost Matrix shall constitute the Cost Submittal. The Cost Submittal shall be placed in a separate sealed envelope within the sealed proposal and kept separate from the technical submittal. The total proposed cost must be broken down into the components listed on Appendix F. Contractors should not include any assumptions in their cost submittals. If the Contractor includes assumptions in its cost submittal, the Issuing Office may reject the proposal. Contractors should direct in writing to the Issuing Office pursuant to Part I, Section I-6 of this RFQ, any questions about whether a cost or other component is included or applies. All Contractors will then have the benefit of the Issuing Office’s written answer so that all proposals are submitted on the same basis. The Commonwealth will reimburse the selected Contractor for work satisfactorily performed after issuance of a purchase order and the start of the purchase order term, in accordance with Purchase order requirements. II-12. Domestic Workforce Utilization Contractors must complete and sign the Domestic Workforce Utilization Certification attached to this RFQ as Appendix G. Contractors who seek consideration for the Domestic Workforce Utilization Certification criterion must complete, sign, and submit the Domestic Workforce Utilization Certification Form in the same sealed envelope with the Technical Submittal.

Rev 01.23.2013

Page 19

PART III CRITERIA FOR SELECTION III-1. Mandatory Responsiveness Requirements To be eligible for evaluation, a proposal must: A. Be timely received from a Contractor; and B. Properly signed by the Contractor. III-2. Technical Nonconforming Proposals The Mandatory Responsiveness Requirements set forth in Part III-1 above (A-B) are the only RFQ requirements that the Commonwealth will consider to be non-waivable. The Issuing Office reserves the right, in its sole discretion, to (1) waive any other technical or immaterial nonconformities in a Contractor's proposal, (2) allow the Contractor to cure the nonconformity, or (3) consider the nonconformity in the scoring of the Contractor’s proposal. III-3. Evaluation The Issuing Office has selected a committee of qualified personnel to review and evaluate timely submitted proposals. Independent of the committee, BSBO will evaluate the Small Diverse Business participation submittal and provide the Issuing Office with a rating for this component of each proposal. The Issuing Office will notify in writing of its selection for negotiation the responsible Contractor whose proposal is determined to be the most advantageous to the Commonwealth as determined by the Issuing Office after taking into consideration all of the evaluation factors. III-4. Evaluation Criteria The following criteria will be used in evaluating each proposal: A. Technical: The Issuing Office has established the weight for the Technical criterion for this RFQ as 50% of the total points. Evaluation will be based upon the following: 1) Contractor Qualifications 2) Personnel Qualifications 3) Soundness of Approach 4) Understanding the Problem The final Technical scores are determined by giving the maximum number of technical points available to the proposal with the highest raw technical score. The remaining proposals are rated by applying the Technical Scoring Formula set forth at the following webpage: http://www.portal.state.pa.us/portal/server.pt/community/RFQ_scoring_formulas_overview/2 0124. B. Cost:

Rev 01.23.2013

Page 20

The Issuing Office has established the weight for the Cost criterion for this RFQ as 30% of the total points. The cost criterion is rated by giving the proposal with the lowest total cost the maximum number of Cost points available. The remaining proposals are rated by applying the Cost Formula set forth at the following webpage: http://www.portal.state.pa.us/portal/server.pt/community/RFQ_scoring_formulas_overview/2 0124 C. Small Diverse Business Participation: BSBO has established the weight for the Small Diverse Business (SDB) participation criterion for this RFQ as 20 % of the total points. Each SDB participation submittal will be rated for its approach to enhancing the utilization of SDBs in accordance with the belowlisted priority ranking and subject to the following requirements: 1. A business submitting a proposal as a prime Contractor must perform 60% of the total purchase order value to receive points for this criterion under any priority ranking. 2. To receive credit for an SDB subcontracting commitment, the SDB subcontractor must perform at least fifty percent (50%) of the work subcontracted to it. 3. A significant subcontracting commitment is a minimum of five percent (5%) of the total purchase order value. 4. A subcontracting commitment less than five percent (5%) of the total purchase order value is considered nominal and will receive reduced or no additional SDB points depending on the priority ranking. Priority Rank 1:

Proposals submitted by SDBs as prime contractors will receive 150 points. In addition, SDB prime contractors that have significant subcontracting commitments to additional SDBs may receive up to an additional 50 points (200 points total available). Subcontracting commitments to additional SDBs are evaluated based on the proposal offering the highest total percentage SDB subcontracting commitment. All other Contractors will be scored in proportion to the highest total percentage SDB subcontracting commitment within this ranking. See formula below.

Rev 01.23.2013

Priority Rank 2:

Proposals submitted by SDBs as prime Contractors, with no or nominal subcontracting commitments to additional SDBs, will receive 150 points.

Priority Rank 3:

Proposals submitted by non-small diverse businesses as prime Contractors, with significant subcontracting commitments to SDBs, will receive up to 100 points. Proposals submitted with nominal subcontracting commitments to SDBs will receive points equal to the percentage level of their total SDB subcontracting commitment.

Page 21

SDB subcontracting commitments are evaluated based on the proposal offering the highest total percentage SDB subcontracting commitment. All other Contractors will be scored in proportion to the highest total percentage SDB subcontracting commitment within this ranking. See formula below. Priority Rank 4:

Proposals by non-small diverse businesses as prime Contractors with no SDB subcontracting commitments shall receive no points under this criterion.

To the extent that there are multiple SDB Participation submittals in Priority Rank 1 and/or Priority Rank 3 that offer significant subcontracting commitments to SDBs, the proposal offering the highest total percentage SDB subcontracting commitment shall receive the highest score (or additional points) available in that Priority Rank category and the other proposal(s) in that category shall be scored in proportion to the highest total percentage SDB subcontracting commitment. Proportional scoring is determined by applying the following formula: SDB % Being Scored x Points/Additional Highest % SDB Commitment Points Available*

= Awarded/Additional SDB Points

Priority Rank 1 = 50 Additional Points Available Priority Rank 3 = 100 Total Points Available Please refer to the following webpage for an illustrative chart which shows SDB scoring based on a hypothetical situation in which the Commonwealth receives proposals for each Priority Rank: http://www.portal.state.pa.us/portal/server.pt/community/rfp_scoring_formulas_overview/20 124 D. Domestic Workforce Utilization: Any points received for the Domestic Workforce Utilization criterion are bonus points in addition to the total points for this RFQ. The maximum amount of bonus points available for this criterion is 3% of the total points for this RFQ. To the extent permitted by the laws and treaties of the United States, each proposal will be scored for its commitment to use domestic workforce in the fulfillment of the purchase order. Maximum consideration will be given to those Contractors who will perform the contracted direct labor exclusively within the geographical boundaries of the United States or within the geographical boundaries of a country that is a party to the World Trade Organization Government Procurement Agreement. Those who propose to perform a portion of the direct labor outside of the United States and not within the geographical boundaries of a party to the World Trade Organization Government Procurement Agreement will receive a correspondingly smaller score for this criterion. See the following webpage for the Domestic Workforce Utilization Formula:

Rev 01.23.2013

Page 22

http://www.portal.state.pa.us/portal/server.pt/community/RFQ_scoring_formulas_overview/2 0124. Contractors who seek consideration for this criterion must submit in hardcopy the signed Domestic Workforce Utilization Certification Form in the same sealed envelope with the Technical Submittal. The certification will be included as a contractual obligation when the purchase order is issued. III-5. Contractor Responsibility To be responsible, a Contractor must submit a responsive proposal and possess the capability to fully perform the purchase order requirements in all respects and the integrity and reliability to assure good faith performance of the purchase order. In order for a Contractor to be considered responsible for this RFQ and therefore eligible for selection for best and final offers or selection for purchase order negotiations: A. The total score for the technical submittal of the Contractor’s proposal must be greater than or equal to 70% of the available technical points; and B. The Contractor’s financial information must demonstrate that the Contractor possesses the financial capability to assure good faith performance of the contract. The Issuing Office will review the Contractor’s previous two audited annual financial statements, any additional information received from the Contractor, and any other publicly-available financial information concerning the Contractor, and assess each Contractor’s financial capacity based on calculating and analyzing various financial ratios, and comparison with industry standards and trends. A Contractor which fails to demonstrate sufficient financial capability to assure good faith performance of the purchase order as specified herein may be considered by the Issuing Office, in its sole discretion, for Best and Final Offers or purchase order negotiations contingent upon such Contractor providing purchase order performance security, in a form acceptable to the Issuing Office, for twenty percent (20%) of the proposed value of the base term of the purchase order. Based on the financial condition of the Contractor, the Issuing Office may require a certified or bank (cashier’s) check, letter of credit, or a performance bond conditioned upon the faithful performance of the purchase order by the Contractor. The required performance security must be issued or executed by a bank or surety company authorized to do business in the Commonwealth. The cost of the required performance security will be the sole responsibility of the Contractor and cannot increase the Contractor’s cost proposal or the purchase order cost to the Commonwealth. Further, the Issuing Office will award a purchase order only to a Contractor determined to be responsible in accordance with the most current version of Commonwealth Management Directive 215.9, Contractor Responsibility Program. III-6. Final Ranking and Award A. After any best and final offer process conducted, the Issuing Office will combine the evaluation committee’s final technical scores, BSBO’s final small diverse business participation scores, the final cost scores, and (when applicable) the domestic workforce

Rev 01.23.2013

Page 23

utilization scores, in accordance with the relative weights assigned to these areas as set forth in this Part. B. The Issuing Office will rank responsible Contractors according to the total overall score assigned to each, in descending order. C. The Issuing Office must select for purchase order negotiations the Contractor with the highest overall score; PROVIDED, HOWEVER, THAT AN AWARD WILL NOT BE MADE TO A CONTRACTOR WHOSE PROPOSAL RECEIVED THE LOWEST TECHNICAL SCORE AND HAD THE LOWEST COST SCORE OF THE RESPONSIVE PROPOSALS RECEIVED FROM RESPONSIBLE CONTRACTORS. IN THE EVENT SUCH A PROPOSAL ACHIEVES THE HIGHEST OVERALL SCORE, IT SHALL BE ELIMINATED FROM CONSIDERATION AND AWARD SHALL BE MADE TO THE CONTRACTOR WITH THE NEXT HIGHEST OVERALL SCORE. D. The Issuing Office has the discretion to reject all proposals or cancel the request for quotations, at any time prior to the time a purchase order is issued, when it is in the best interests of the Commonwealth. The reasons for the rejection or cancellation shall be made part of the purchase order file.

Rev 01.23.2013

Page 24

PART IV WORK STATEMENT IV-1. Objectives. A.

General. The Department of State (DOS) Bureau of Management Information Systems (BMIS) is seeking technical services to assist BMIS in supporting the information technology systems deployed in the Bureau of Corporations and Charitable Organizations, Notaries Division, State Athletic Commission (SAC), and the Bureau of Professional and Occupational Affairs (BPOA).

B.

Specific. 1. Provide a qualified team to maintain and support the various applications outlined below. 2. Provide a qualified team to provide enhancements to the various applications. 3. Provide regular project status briefings for DOS executives and stakeholders quarterly or at project milestones 4. Meet all established Service Level Agreements 5. Provide management of all issues and changes throughout the life of the contract

IV-2. Nature and Scope of the Project. This RFQ seeks a project team of information technology resources to assist BMIS with supporting the computer applications set forth below and more fully explained in Appendix H Environment for all Applications. These applications support the core business processes for each Bureau or business area. The applications are as follows: A. Secretary of State Knowledge Base (SOSKB). SOSKB is used by the Bureau of Corporations and Charitable Organization to process more than 280,000 corporate and Uniform Commercial Code documents per year. SOSKB includes the following modules: 1. Business Filing Documents a. PA Open for Business b. Department of Revenue Connection 2. UCC Financing Statements a. XML Bulk Filing b. Web Filings 3. 4. 5. 6. 7.

Rev 01.23.2013

Certificates of Good Standing Trademarks Cash Management Online Filing/Ordering Various Other searches and services offered in the Bureau

Page 25

Due to this being a legacy application, DOS anticipates replacing this application with newer technologies. B. epiccNurse. This application is used by the State Board of Nursing to assist with its responsibilities regarding nursing education programs. C. eAgenda. This product is used by the Bureau of Professional and Occupational Affairs to provide electronic agenda services for board meetings. The contractor will be responsible for end-user support only, as this is a COTS application. D. Notaries Application. This application is used by the Bureau of Commissions, Elections and Legislation to process notary public applications and official certifications. It includes the following modules; 1. Certifications/Apostilles 2. Facsimile Signatures 3. Online Searching 4. eNotaries E. State Athletic Commission Application. The State Athletic Commission uses this application to assist in its official duties relating to the regulation of professional boxing, wrestling and mixed martial arts. F. License 2000. This application is used by the Bureau of Professional and Occupational Affairs to manage professional licensure applications, renewals and discipline. The contractor will be responsible for end-user support only, as this is a COTS application. License 2000 has approx. 900,000 active licensees. This system contains approximately 222,000 disciplinary file records consisting of 210,000 resolved/closed disciplinary files and 12,000 current/active disciplinary files. Approximately 13,000± new disciplinary files are added annually. License 2000 includes the following modules: 1. L2K 2. My License online 3. Web lookup 4. DOS survey 5. DOS servPA 6. MLO mobile G. Bureau of Enforcement and Investigation Case Management system. This is a future application which is still in the planning phase and the environment has not yet been determined. H. Charities. This application is used by the Charities division of the Bureau of Corporations and Charitable Organizations to manage the filings of more than 10,000 organizations and more than 400 professional fundraisers annually. These applications are described in more detail in Appendix I, Applications Descriptions. The operating environments are detailed in Appendix H, Environment for all Applications.

Rev 01.23.2013

Page 26

Historical hours of support are detailed in Appendix L, Historical Contract Hours. These hours are being provided to assist contractors with determining size and scope. They do not constitute a guarantee of work to be performed as actual hours required may vary. The selected Contractor will be responsible for the above named application in their current and future states. The selected Contractor shall be responsible for supporting the application even if the application and/or environment is upgraded during the term of the purchase order resulting from this RFQ. IV-3. Requirements. A. Project Team This RFQ seeks a Contractor to provide a project team(s) of information technology resources to assist DOS staff in supporting the various Enterprise applications as outlined above. 1. The selected Contractor must provide a team capable of performing the tasks described in Section IV-4.Tasks while meeting the requirements of this RFQ. 2. The Contractor’s team must have varied technical expertise to provide application and database support in a Legacy VB environment and .NET Framework utilizing a SQL Server Database. 3. The primary language for SOSKB is Legacy VB with many new features being provided in VB .NET. SOSKB is the largest application to be supported under this contract. As such, it may require its own core team to support it, while also overlapping in some cases with the other applications. 4. In order to provide the highest level of service and support to the DOS users and program areas, DOS requires an on-site comprehensive and experienced application development and support team with verifiable experience. 5. The selected Contractor must provide adequate resource levels to support the various applications as mentioned above. Some team members should span roles to allow for the best make up of teams; for example, the Quality Assurance Member may be one of the developers or senior developers since this is not something that is done day-to-day. It is up to the contractor to outline the best compliment of resources with the experience necessary to supply the application support necessary within DOS in a fiscally responsible manner. The requirements for the various team members are as follows: a. Project Manager More than 20-years of relevant experience Four-year degree or equivalent technical study or advanced degree Seven-years of Project Management experience PMP Certified PMBOK Microsoft Project SharePoint, Project Server b. Senior

Rev 01.23.2013

Developer (VB.net and the .Net Framework)

Page 27

More than 15 years of relevant experience Team lead needs to have five- years of Project Management or Team Lead Experience Four-year degree or equivalent technical study or advanced degree Visual Studio 2005 or newer Microsoft SQL Server (2005, 2008, 2012, and newer) .NET Framework VB.net, ASP.net TransactSQL (T-SQL) ASP (pre-.NET) VBScript HTML Microsoft Visual SourceSafe 6.0 or later Visual-Basic 6.0 Crystal Reports and Data Dynamics Active Reports Microsoft SQL Reporting Services JavaScript Entity Relationship Modeling Microsoft Dynamics c. Developer

(VB, VB.net and the .net Framework)

More than three-years of relevant experience Four-year degree or equivalent technical study or advanced degree Visual Studio 2005or newer Microsoft SQL Server (2005, 2008, 2012, or newer) VB.net ASP.net TransactSQL (T-SQL) Visual-Basic.6.0 ASP.NET ASP (pre-.NET) VBScript Microsoft Visual SourceSafe 6.0d or newer Crystal Reports and Data Dynamics Active Reports Microsoft SQL Reporting Services Javascript HTML Entity Relationship Modeling Microsoft Dynamics d. Quality Assurance Member

More than five-years of relevant experience Four-year degree or equivalent technical study or advanced degree Two-years of Quality Assurance Testing HP LoadRunner

Rev 01.23.2013

Page 28

Test Script Generation e. Database

Developer (SQL Server)

More than six-years of relevant experience Four-year degree or equivalent technical study or advanced degree Microsoft SQL Server (, 2005, 2008, 2012, or newer)Transact SQL Performance Tuning and Profiling SQL Reporting Services Entity Relationship Modeling Microsoft Visual SourceSafe 6.0d or newer f.

Analytical Developer More than five- years of relevant experience Four-year degree or equivalent technical study or advanced degree Four-years of data warehouse development experience Microsoft SQL Server (, 2005, 2008, 2012, or newer) Proclarity Transact SQL Analytical Services SQL Reporting Services (2005, 2008) Entity Relationship Modeling Microsoft Visual SourceSafe 6.0d or newer

g. Deployment

Specialist

More than five-years of relevant experience Four-year degree or equivalent technical study or advanced degree Four-years of .Net development experience Microsoft SQL Server ( 2005, 2008, 2012, or newer) Transact SQL SQL Reporting Services (2005, 2008, 2012, or newer) VB.net and ASP.net development and Deployment Microsoft Visual SourceSafe 6.0d or newer h. Business

Analyst

5 years of relevant experience Four- year degree or equivalent technical study Strong communications skills Entity Relationship Modeling UML diagramming

Rev 01.23.2013

Page 29

6. The project team must include professionals with full development lifecycle support experience. The following is a list of the skills and functional expertise required for this project. a. Project Planning and Start Up b. Requirements Gathering from Users c. Development of Functional and Technical Specifications d. Architecture Planning, Design and Development e. Analysis and Design f. Application Development (Programming) g. Application Testing & Integration h. Quality Assurance i. User Acceptance Testing (prior to final implementation) j. Implementation Services k. Final Implementation & Acceptance/Sign-off l. System Documentation (Technical & User) m. Enhancements to Current Applications and Systems’ Repositories n. Application Maintenance and Support Services o. Knowledge Transfer p. Training Prior to beginning work, DOS will review the résumés of all of the Contractor’s proposed resources. DOS shall approve all resources before work is started and, if a proposed resource is unacceptable to DOS, the Contractor shall offer additional résumés for review. If DOS determines, within the first ten-days of work, that a particular resource does not have the skills or aptitude to perform the required tasks, DOS may request that the resource be replaced immediately. DOS will not pay for the work of the unacceptable resource or substandard work. DOS, in its sole judgment, reserves the right to request the replacement of a resource if assigned milestones or expected results are not met or performance issues are not addressed promptly. B. Incident Management and Problem Resolution 1. The project team will use the ITSM Ticketing system process, SharePoint for project tracking, and the DOS Issues Management system. 2. Project teams will receive assignments via the following processes: a. Issues Management/Problem Resolution: In this process an issue or problem is encountered and communicated to the Help Desk then escalated to the Contractor. The Contractor will research the problem and determine a solution. DOS Issues Management and Problem Resolution methodology is as follows: 1. Issue Identification – The user calls the Help Desk team member who identifies and researches the problem. All documentation of the issue is updated and a recommendation for resolution is documented. 2. Issue Research and Recommendation – The appropriate team member contacts the user and further researches the problem. All

Rev 01.23.2013

Page 30

3.

4.

5.

6.

documentation of the issue is updated and a recommendation for resolution is documented. a. If the resolution requires the Contractor’s team to interact with any of the other providers, the Contractor’s staff will enter a ticket into the Commonwealth’s ITSM system to engage the correct provider, such as the Enterprise Data Center, the Data Powerhouse, the Commonwealth network teams, or future data center computing service provider. Issue Resolution – The Technician/Developer works on the issue until resolved. The Technician/Developer updates the issues log on a daily basis with all resolution activity as it is occurring. During this time period the Technician/Developer will routinely communicate status with the user. Testing and Deployment, as required – If the resolution of the issue necessitated a change to the application code, user interface or any other configuration settings, these will be deployed to the Quality Assurance, Staging, and Production environments following the same methodology as outlined below in the Change Management Section. Application Training, as required – If the issue resulted in any changes to the user experience, then training must be conducted. This training can be as simple as demonstrating the change to the affected user or as complex as a full training class with all affected users. User Manuals must also be updated. Issue Closing – The Contractor will follow-up with the end-user that reported the problem and ensure that the issue is resolved to the satisfaction of the end-user. If yes, the issue is closed and the resolution is documented. If not, the issue remains open and the Contractor continues to work until the issue is resolved to the endusers’ satisfaction.

C. Change Management Process In this process, a change is requested by a user and captured on a change request form. Once approved by BMIS management, the change process begins. The change is scoped, coded, tested, and deployed. This process will include joint efforts by the Contractors, BMIS staff, and program area staff. All changes will be tasked during the normal monthly hours of the project team and will not require new team members or overtime, the tasks are managed by the project team lead. 1. The project team will manage the changes and ensure that all tasks are assigned by way of expected milestones and delivery dates in a Project Management Plan (PMP). The project team manages each change request to make sure each requested change is brought to successful completion. The Change Management Process is as follows: a. Change Request – The change request form is completed by the requestor; with all details of the change.

Rev 01.23.2013

Page 31

1. Research and Analysis of Change to Project – The project team will research the change and analyze the impact to the system and the business area. All risks will be identified and a solution with project scope and tasks will be outlined on the change request form. 2. Presentation to Steering Committee (as required) – The change request will be presented to the DOS Project Control Board Steering Committee. Steering Committee will either accept or reject the change request. 3. Enhancement Development and Testing – Enhancements will be developed by the project team and all deliverables outlined in the project change request or project plan must be met. User Acceptance Testing, Quality Assurance approval, and user acknowledgement that the enhancement is accepted is necessary for completion of development. 4. Deployment – The Deployment methodology will vary depending on the location of the deployment. The Contractor must follow deployment methodologies for current and/or future data center computing service providers. Current methodologies are as follows: a. .DOS Deployment Methodology is as follows: i. An ITSM Ticket must be submitted to BMIS staff requesting a date for deployment. ii. Deployment documentation must be submitted to BMIS prior to the agreed deployment date. iii. BMIS in conjunction with the Deployment team will deploy to the staging environment based on the agreed deployment date. iv. BMIS will deploy to the production environment based on the agreed deployment date. b. Data Powerhouse (DPH) Deployment Methodology i. New deployments and changes to existing deployments are initiated with completion and submission of a DPH Change Request (CR) form. ii. The submitted CR is approved by the DPH vendor and returned back to the BMIS or Commonwealth contact for final approval. iii. At start time of the CR, the implementer will contact DPH Operations to initiate the CR. iv. After completion of the CR, the implementer will contact DPH Operations to close out the CR. v. Notification is given to the Commonwealth contact that the CR has been completed, deferred, or cancelled depending on the deployment outcome. c. Enterprise Data Center (EDC) Deployment Methodology

Rev 01.23.2013

Page 32

i. New deployments and changes to existing deployments are initiated with entry of an ITSM ticket to the EDC—Application Management Team. ii. The EDC—Application Management Team will work with BMIS and the Contractor to establish deployment dates. iii. EDC documentation (template provided by the EDC) must be submitted to the EDC on week-one of the deployment cycle. iv. A code package of the application requiring deployment must be submitted to the EDC on weektwo of the deployment cycle. v. Staging deployment will be completed by the DC on week-three of the deployment cycle. vi. Production deployment will be completed by the EDC on week-four of the deployment cycle. d. Enterprise Data Center (EDC) Managed Services Lite – Deployment Methodology i. An ITSM Ticket must be submitted to BMIS requesting a date for deployment. ii. Deployment documentation must be submitted to BMIS prior to the agreed deployment date. iii. BMIS in conjunction with the Deployment team will deploy to the Staging environment based on the agreed deployment date. iv. BMIS will deploy to the Production environment based on agreed deployment date. 5. Change Accepted by Requestor and Closed – Once the enhancement is deployed the requestor will be shown the change and all users will be trained. The requestor will then sign-off on the change request as “accepted” and the change request be closed. The sign-off documentation will be filed with BMIS. D. Deployment of All Builds All issues, resolutions, and enhancements that require a build must go through all environments (QA, Staging, and Production). The Contractor must supply the resources to ensure that this deployment is well thought-out and fully managed. The deployment team will deploy the builds into the staging and production environments following all deployment methodologies within the Commonwealth and/or hosting provider depending on where the application is deployed. This includes engaging the correct provider, such as the Enterprise Data Center, the Data Powerhouse, or future data center computing service provider(s). All deployments will follow the then current deployment methodologies. Current deployment methodologies are outlined in Appendix J,

Rev 01.23.2013

Page 33

Deployment Methodologies. Additionally, no changes will be made without approval from the Commonwealth. E. Source Code Control All systems are currently in the DOS source code environment. The Contractor shall ensure that the source code is controlled and protected and that each build is fully documented and accounted for in our control environment. The Contractor shall manage this process. F. Training When a new build changes the user experience, the Contractor shall document the changes and train all users that are impacted. This can be limited to job aides for small changes or onsite classes for the larger changes. G. Knowledge Transfer The Contractor shall engage in on-going Knowledge Transfer activities during the contract term. This shall include updating all system documentation and mentoring Commonwealth staff. The Contractor shall ensure that Commonwealth staff can assume all support and maintenance at the end of the contract term. H. Documentation The Contractor shall fully document all changes to the applications and must continually update system deployment documents, Enterprise Data Center documents, security documents; training documents; user documents; and best practice documents. I.

Data Quality Management Plans and Corrective Actions The Contractor shall ensure that the underlying data in each system is protected throughout the resolution of bugs and change management process. Any issues that require corrective actions are defined and executed to ensure the stability of the stems and program area.

J. Quality Assurance Quality Assurance is a core feature of the project team. All deployments must go through a comprehensive Quality Assurance process. This includes deployment to QA for testing, staging for performance testing, user acceptance testing, and production K. Trends Analysis and Capacity Planning As part of change management the Contractor project team shall support trend analysis and capacity planning. This includes any capacity planning and trending to ensure that the environment keeps pace with the application prior to any deployments. In many of the systems, the various stakeholders are very interested in trending of the data or various metrics housed in the database. It is the responsibility of this Contractor to be able to facilitate this information on behalf of the Agency to facilitate answering the question at hand. This would include answering such questions as: “What is the value of the metric? What if? Where are we? Who did what? Why did this happen?...and many more questions. Each question will be pulled out of the database of the available metrics and

Rev 01.23.2013

Page 34

put into some other electronic or report form, such as: Excel, tab delimited, or some other report format. L. Operational Considerations Standard business hours for the DOS are 8:30 AM to 5:00 PM Monday through Friday, with the exception of Commonwealth holidays or office closing. The Contractor will work on-site during these normal working hours at one of two DOS locations; Penn Center Office located at 2601 North Third Street or North Office Building, 401 North Street; both are located in Harrisburg. The project team members must schedule all project meetings that involve Commonwealth employees during standard business hours. The DOS Chief Information Officer must approve all requests that would require the project team members to work beyond standard business hours prior to the work being carried out. All deployments will commence outside of standard business hours and must be scheduled in advance. Schedule changes will be implemented to accommodate work that is required to be completed outside the standard business hours. All work will be performed in the normal 40- hour week and tasks will be managed to make sure that this is the case. The Contractor will be required to provide Pennsylvania State Police Criminal History background checks and purchase security identification badges for all on-site project team members and ensure compliance with all Commonwealth security protocol. M. Service Level Agreements (SLA’s) 1. The Contractor’s response times will vary depending on the severity of the issue. DOS will determine the severity level of the issue in accordance with the descriptions and response times set forth below. a. Severity A:

Critical Enterprise Failure or Urgent System Outage

The Contractor must respond with ten minutes. An Urgent System Outage is present when the system is partially down and the application software malfunctions exist such that the software does not perform substantially in accordance with the documentation and specification documents, resulting in significant impairment of end user’s normal business operations. In this situation, the application is either not available due to the error or the error is such that the integrity of the application and/or its data is at risk. b. Severity B:

Partial System Outage

The Contractor must respond within 30 minutes. Partial System Outage is present when the system is partially down and an application software malfunction exists such that a significant part of the system is down but the system as a whole is operational. In this situation,

Rev 01.23.2013

Page 35

a significant partial outage exists that severely impacts one or more business areas. c. Severity C:

Issue Correction

The Contractor must respond within two hours Issue Correction is required when an application software malfunction exists such that the software does not perform substantially in accordance with the documentation and specification documents. Such malfunction does not significantly impair a large number of end-user’s normal business operations. Users and the Agency can continue to work until problem is resolved using an alternative work around 2. Response times are measured from the time the request for service is made by DOS staff (via ITSM Ticketing System, email, telephone, or in person) and acknowledged by the Contractor until the Contractor’s Service Representative commences service. Support requests shall be responded to within the response time indicated for each support level and incident severity reported by the Agency. 3. The Contractor shall endeavor to resolve all issues in accordance with the resolution times for each Severity Level as follows: Severity A – One Business Day Severity B – Three Business Days Severity C – Five Business Days The above resolution times for each Severity Level are for the development of an acceptable resolution to the issue at hand. Deployment, if required, would then commence within the guidelines of the data center that the application resides in. 4. All issues must be tracked within the Severity Levels and reported in the biweekly meetings. 5. Failure to meet the SLA’s may be considered a default of the contract. N. Confidential Information 1. The nature of this project requires the Contractor and subcontractors to have access to information technology that houses sensitive and confidential data and information of or about both the Commonwealth and third parties, including, but not limited to, full or partial social security numbers, driver’s license numbers, home addresses, home and cellular telephone numbers, personal email addresses, and other confidential personal identification information and data. The Contractor and any subcontractors shall keep all such data and information, as well as all other Commonwealth data and information, in confidence and shall not

Rev 01.23.2013

Page 36

communicate or divulge any information, data or knowledge to any person, firm, or corporation except as necessary to perform the requirements of this contract or as expressly authorized in writing by the DOS. 2. The contractor and/or subcontractors are not permitted to remove data or information from Commonwealth systems or premises without the prior approval of DOS. Neither the selected contractor nor its subcontractors may use or store data or information offshore and/or off-Commonwealth-owned or leased property without the express written consent of DOS. In addition, all administrative and operational procedures, potential future projects, and data and information regarding the daily working activities of DOS shall be considered confidential data and information. 3. The Contractor and/or subcontractors shall establish and maintain appropriate safeguards to prevent any use or disclosure of confidential information and data other than as provided for by this contract. Appropriate safeguards shall include implementing administrative, physical, and technical safeguards that reasonably and appropriately protect the confidentiality and security of the confidential information and data that is created, received, maintained, or transmitted by or on behalf of the Commonwealth. The Contractor and/or subcontractors shall develop a training program, and shall implement a system of sanctions for any employee, subcontractor or agent who violates this Contract or other applicable laws. The Contractor shall describe its safeguards, training, and sanctions in its proposal. The selected Contractor shall report on its safeguards, training, and sanctions upon the request of the Commonwealth. 4. In addition to following other applicable notification law the selected Contractor must report to the Commonwealth’s designee within two (2) days of discovery any inappropriate use or access of any Commonwealth data or information. 5. Any subcontractor or agent shall be subject to an agreement that contains terms, conditions, requirements and restrictions related to the use and disclosure of data and information identical to the terms, conditions, requirements and restrictions to which the selected Contractor is subject under the Contract resulting from this RFP. The selected Contractor shall provide copies of the subcontractor agreements upon the request of the Commonwealth. 6. At termination of the Contract resulting from this RFP, all information and data shall be returned to the Commonwealth, or destroyed by the selected Contractor, If return or destruction of the information or data is not feasible, the selected Contractor agrees to extend the protections of this Contract to limit any further use or disclosure until such time as the information or data may be returned or destroyed. The selected Contractor shall certify to the Commonwealth that the information or data has been destroyed. IV-4. Tasks.

Rev 01.23.2013

Page 37

BMIS supports all applications deployed in the Agency by providing end-user support, issues management, bug fixes, deployments, enhancements, and project updates as needed. The contractor will provide additional support as follows: A. Support and Maintenance of Systems The Contractor shall provide application support based on issues submitted via the ITSM Ticketing system. The Contractor will log the issues into the Issues Management system and assign the issue to a Business Analyst or Developer. The Contractor will handle the issue through to resolution and provide all documentation and tracking. The applications that require this level of support are: 1. 2. 3. 4. 5. 6. 7. 8.

Secretary of State Knowledge Base (SOSKB) epiccNURSE eAgenda Notaries Application State Athletic Commission Application License 2000 Bureau of Enforcement and Investigation Case Management Charities

If an issue requires changes to the affected system source code for resolution, the contractor will make these changes as an enhancement to the system as outlined in the next section. The applications that cannot be enhanced are eAgenda and License2000. In these cases the Contractor will work with the software provider to implement the enhancement. Deliverables 1. Staffing Plan – A monthly staffing plan which demonstrates how the Contractor will schedule staff to ensure all maintenance and support activities can be performed. This Plan must at least show days and hours scheduled by staff members for the upcoming month to include on call hours. This plan must be provided no less than five (5) calendar days prior to the start of the month. This plan is subject to DOS approval 2. Post Staffing Report A monthly report must be provided to the Department Help Desk Manager which reflects the actual hours per staff members as compared to the Pre-Staffing Plan. This report must be provided no less than five (5) calendar days after the end of the month. B. Enhancement of Systems If an issue requires enhancement of the system source code, the DOS Change Management methodology (further described in section IV-3.C Change Management Process) is utilized to ensure that all changes are completed efficiently and within applicable time frames The Contractor will enhance the systems as required by DOS and will be responsible for all steps within the software development lifecycle, including requirements gathering, coding, testing, deployment, documentation, and training of each required enhancement. These types

Rev 01.23.2013

Page 38

of enhancements will start with a change request form and are completed with fully developed, tested, and deployed functionality. The systems that may require enhancement are as follows: 1. 2. 3. 4. 5. 6.

Secretary of State Knowledge Base (SOSKB) eppiccNURSE Notaries Application State Athletic Commission Application Bureau of Enforcement and Investigation Case management Charities

All releases must follow an industry standard release management methodology to ensure all releases are properly planned, designed, developed, tested, documented and deployed. At a minimum, the release management approach must address the following release management functions: 1. 2. 3. 4. 5.

6.

Requirements Management – The definition and documentation of requirements for enhancements or modifications to existing features. Design – The design system enhancement or modification based on the requirements. Configure/Develop – Develop and/or configure system enhancement or modification based on the requirements. Test Plan – Plan to test the enhancement or modification current methodology as described in IV-4.E Deployment of All Bug Fixes and Enhancements. Deploy Plan– Plan to deploy the enhancement or modification current methodology as described in IV-4.E Deployment of All Bug Fixes and Enhancements Documentation and Training – Documenting and training users as necessary. Documentation should include creating and/or updating, at a minimum, job aids, user guides, object diagrams, entity relation diagrams, online help, decision charts, and data flow diagrams.

Deliverables (for each release) 1. Requirements Document 2. Design Documentation 3. Release Notes 4. Test Plan 5. Deployment Plan 6. Training Documentation C. Deployment of All Bug Fixes and Enhancements The contractor shall deploy all bug fixes and enhancements in conjunction with Commonwealth staff and other contractors. The deployment team will participate in the testing of each build to ensure that the application does what is expected and that no other functionality was affected. The deployment team will deploy the builds into the staging

Rev 01.23.2013

Page 39

and production environments following all deployment methodologies within the Commonwealth depending on where the application is deployed. Deployment task include, but are not limited to: 1. 2. 3. 4. 5.

Conducting performance testing on major builds Participating in regression testing on all builds Participating in end user testing on all builds Participating in quality assurance testing on all builds Test result reporting. Test results documentation that provides results of the testing, including defect management reporting, confirmation of errors being retested and resolved. Test result documentation shall include an updated requirements document that maps all requirements in the requirements document to the test scenarios and test results. This document shall demonstrate that all requirements have been addressed and successfully tested. 6. Deploying applications into staging 7. Deploying applications into production 8. Tracking all minor and major builds and utilizing source control 9. Providing full documentation for each major build to ensure that the DOS staff could continue to deploy the application 10. Using automated test scripts to ensure testing is adequately completed. The team will use the TestPartner software and will participate with Quality Assurance to ensure that all tests are created, cataloged and conducted for each build. 11. Using the Commonwealth’s code management system 12. Lesson learned document on each release. Throughout each release, lessons are learned and opportunities for improvement are discovered. As part of continued improvement in project management, it is required for project managers to document the lessons learned from each release. The objective of this report is capture relevant information concerning the lesson learned from a release in order to allow for better release planning in the future. All deployments will follow the Commonwealth methodologies currently in place as outlined in Appendix J, Deployment Methodologies. Additionally, no changes will be made without approval from the Commonwealth. Deliverables (per release) 1. Test results documentation 2. Enhancement or modification deployed in the production environment 3. Source Code 4. Lesson learned document D. Knowledge Transfer Over the life of this contract there will be many tasks, enhancements, and support issues that arise for each system. This will result in various resolutions and may require the creation of new processes. The Contractor will be responsible for Knowledge Transfer of all information learned during the performance of this contract to DOS staff or other

Rev 01.23.2013

Page 40

Commonwealth staff. Knowledge Transfer shall be provided through documentation, mentoring, training, and meetings. In the case of enhancements, Knowledge Transfer is required after each enhancement. All tasks are to be conducted with DOS staff in a mentoring process to ensure that DOS staff can pick-up any task, enhancement, or action at any time or at the end of the contract. Knowledge Transfer shall include but not be limited to: 1. Full documentation of all support processes, with adequate mentoring by internal staff. 2. Full documentation of all resolutions to allow anyone to pick-up the issue and understand the solution. 3. Full documentation on the development environment with mentoring on where things are stored and how each aspect of the SDLC is accomplished. 4. Full documentation and mentoring on enhanced code to allow any developer to pickup and work on the code. 5. Full documentation on enhanced database structures to include at minimum a data dictionary and an entity relationship diagram 6. Full documentation and mentoring on all reports and reporting elements that have been enhanced throughout the life of this contract. Deliverables 1. Documentation of all support processes 2. Documentation of all resolutions 3. Documentation on the development environment 4. Documentation on enhanced code 5. Documentation on enhanced database structures to include at minimum a data dictionary and an entity relationship diagram 6. Documentation on all reports and reporting elements that have been enhanced throughout the life of this contract. IV-5. Reports and Project Control. Throughout the life of the contract, the Contractor will provide the necessary project management to ensure that all systems are fully maintained. This includes tracking each issue to ensure resolution risk mitigation throughout the project, as well as, fully executed enhancements for each system. The Contractor must follow the Project Management Methodology established by the Office of Administration’s Office of Information Technology which can be found at http://www.portal.state.pa.us/portal/server.pt/community/project_management/10058/enterprise_pro ject_management_methodology/144523

Rev 01.23.2013

Page 41

a. Work Plan. The Contractor shall provide a work plan for each task that identifies the work elements of each task, the resources assigned to the task, and the time allotted to each element and the deliverable items to be produced. Where appropriate, a PERT or GANTT chart display should be used to show project, task, and time relationship. b. Weekly Status Reports. The Contractor shall provide a weekly progress report covering activities, problems, and recommendations. This report should be keyed to the work plan. c. Communications Management Plan – The Contractor shall submit a communications management plan for review and approval. It shall describe the communication management process to be followed for the duration of the project. The communications management plan shall address the timeframe and frequency for project meetings and reports, what is communicated (status reports, agendas, meeting minutes, issues log), who shall communicate and who shall receive the information, and the methods to convey the information (electronic / hard copy). d. Requirements Management Plan – The Contractor shall submit a requirements management plan for review and approval. It may identify the approach for eliciting, capturing and/or validating requirements from identified stakeholders as well as how requirements scope and change shall be managed throughout the project. e. Problem Identification Reports. An “as required” report, identifying problem areas. The report should describe the problem and its impact on the overall project on each affected task. The Contractor shall outline possible courses of action with advantages and disadvantages of each, and include recommendations with supporting rationale. f. Issues Management. All issues and bugs reported by the users shall be tracked, managed, and reported as part of the weekly status report and discussed in the bi-weekly meeting. g. Change Management. The Contractor shall keep a change management log for all enhancements to the applications. This log shall reflect the timelines, status, and the requirements for each change. h. Risk Management. The Contractor’s Project Lead will keep a log of all risks as they are identified and mitigated throughout the life of a project. This log shall be updated weekly and delivered as part of the status as well as on the bi-weekly meeting. i. Bi-weekly Meetings. The Contractor’s Project Lead shall conduct bi-weekly meetings with DOS management and report on all significant matters. j. Milestone/Quarterly DOS Executive Briefing. The Project Lead shall conduct a Milestone or Quarterly Executive Briefing and outline the following: i. Status of each Task ii. Each Employee’s Assignments and Disposition

Rev 01.23.2013

Page 42

iii. iv. v. vi.

Issues Management Report Risk Management Report Current Actual Cost to Budget SLA Compliance

k. Final Report – Upon completion of each release, the Contractor shall close out the project by providing a final report as evidence of completeness and indicating any approved outstanding issues. Any unapproved outstanding issues shall be remedied prior to project closeout. A final report shall be submitted by the Contractor within 7 business days after the project completion.

Rev 01.23.2013

Page 43