State of California
Bid 5000000286
5
Solicitation 5000000286
Accounting Technical Advisor & Business Analyst
Bid designation: Public
State of California
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State of California
Bid 5000000286
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Bid 5000000286 Accounting Technical Advisor & Business Analyst Bid Number
5000000286
Bid Title
Accounting Technical Advisor & Business Analyst
Expected Expenditure $1.00 (This price is expected - not guaranteed) Bid Start Date
Sep 11, 2014 8:58:48 AM PDT
Bid End Date
Oct 10, 2014 3:00:00 PM PDT
Question & Answer End Sep 19, 2014 2:00:00 PM PDT Date Bid Contact
Avegale Cajucom-Guerrero 916-414-4062
[email protected]
Standard Disclaimer The State of California advises that prospective bidders periodically check the websites, including but not limited to Bidsync, and/or other state department links for modifications to bid documents. The State of California is not responsible for a prospective bidder's misunderstanding of the bid solicitation or nonresponsive bid due to failure to check these websites for updates or amendments to bid documents, and/or other information regarding the bid solicitations. Failure to periodically check these websites will be at the bidder's sole risk. The information published and/or responded to on these websites is public information. Confidential questions/issues/concerns should be directed to the contact on the ad.
Description The purpose of the RFO is to select an Accounting Technical Advisor and Business Analyst to assist the Financial Services Branch as an accounting system technical advisor and business analyst in support of the financial system known as BusinessDirect (System, Application and Products (SAP) Enterprise Resources Planning (ERP) implementation). In addition, the Subject Matter Expert (SME) will serve as a liaison between Financial Services branch business area representatives and various CalSTRS enterprise business transformation project teams on topics related to pension, administrative, cost accounting and related data conversions and system interfaces to BusinessDirect to ensure interactions and dependencies between initiatives are identified and addressed. The total service period may be up to three (3) years, with one (1) year option to extend.
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State of California
Bid 5000000286
CALIFORNIA STATE TEACHERS’ RETIREMENT SYSTEM
Financial Services California Multiple Award Schedule (CMAS) Agreement for an Accounting Technical Advisor and Business Analyst
REQUEST FOR OFFER # 5000000286 SUBMISSION OF WRITTEN QUESTIONS DUE September 19, 2014
OFFER DUE DATE October 10, 2014 Avegale Cajucom-Guerrero, Central Procurement Analyst California State Teachers’ Retirement Systems 100 Waterfront Place, Mail Stop #30 West Sacramento, CA 95605
[email protected]
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State of California
Bid 5000000286
Request for Offer # 5000000286 Financial Services Accounting Technical Advisor and Business Analyst Page 2 of 9 REQUEST FOR OFFER
September 11, 2014 You are invited to review and respond to the California State Teachers’ Retirement System (CalSTRS), Request for Offer (RFO), entitled Accounting Technical Advisor and Business Analyst. Read this document carefully. In submitting your Offer, you must comply with the instructions, terms and conditions stated in this RFO and in your CMAS contract. Your Offer must be received in the office of CalSTRS via email no later than October 10, 2014. Offers received after the specified date and time may be rejected. You may request clarification of the content of this RFO only by submitting written questions via email to: Avegale Cajucom-Guerrero, Central Procurement Analyst
[email protected] Questions must be received by September 19, 2014 to ensure a reply. Questions received by this date will be answered in writing and sent to all RFO recipients, without identifying the source of the query. Any attempt by a firm responding to this Offer to initiate contact with any member of the Teachers’ Retirement Board and/or CalSTRS staff, other than the CalSTRS Central Procurement Analyst listed above, regarding this RFO process may disqualify the firm from further consideration. Please note that no verbal information given will be binding upon the California State Teachers’ Retirement System unless such information is incorporated into the RFO via addendum.
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State of California
Bid 5000000286
Request for Offer # 5000000286 Financial Services Accounting Technical Advisor and Business Analyst Page 3 of 9 GENERAL INFORMATION
A. INTRODUCTION The purpose of this RFO is to select one (1) Accounting Technical Advisor and Business Analyst to assist the Financial Services Branch as an accounting system technical advisor and business analyst in support of the financial system known as BusinessDirect (System, Application and Products (SAP) Enterprise Resources Planning (ERP) implementation). In addition, the Subject Matter Expert (SME) will serve as a liaison between the Financial Services branch business area representatives and various CalSTRS enterprise business transformation project teams on topics related to pension, administrative, cost accounting and related data conversions and system interfaces to BusinessDirect to ensure interactions and dependencies between initiatives are identified and addressed. You may submit one (1) proposed project person for this RFO. The services required are described in the Exhibit A, Statement of Work included in this document. The total service period may be up to three (3) years, with a one (1) year option to extend. Proposed Project Person may have an estimated 200 work hours per month for peak workload. The proposed project person selected as a result of this RFO initially may be assigned to the Accounting Team and may also be assigned to other teams/programs/projects during the total service period. All work must be performed on-site at the CalSTRS headquarter facility in West Sacramento, CA. The successful Respondent’s project person will be responsible for any travel costs that he/she may incur while providing the services identified in Exhibit A, Statement of Work.
B. BACKGROUND The California State Teachers’ Retirement System is a Special Fund Agency. We are the largest teachers’ retirement fund in the United States. Our primary responsibility is to provide retirement related benefits and services to teachers in public schools from kindergarten through community college. The Financial Services Branch implemented a SAP ERP system, named Business Direct (BD) in January 2013 for all its financial and procurement processing. We are in need of an accounting technical advisor and business analyst to assist in process documentation, business analysis and best practice applications to stabilize processing, and recommend process enhancements, including technical enhancements. Follow on work may include assistance in developing a cost accounting methodology and assistance with the new pension solution implementation business analysis. For more information about the CalSTRS organization, mission, vision, and strategic and business plans, go to www.calstrs.com. C. QUALIFICATIONS FOR THE VENDOR’S PROPOSED PROJECT PERSON Proposed project person must meet all of the following minimum qualifications to CalSTRS satisfaction to be given further consideration. Failure to satisfy any of the minimum qualifications upon submittal of the Offer may result in the immediate rejection of the Offer. Minimum Qualifications As of final submission date, the proposed project person must:
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State of California
Bid 5000000286
Request for Offer # 5000000286 Financial Services Accounting Technical Advisor and Business Analyst Page 4 of 9 • • • • •
Have a college degree in Accounting, Finance, Management Information Systems or a related field. Have 10 years’ experience providing fiscal and technical consulting to clients; 5 years of experience must be in the public sector. Have expert level skills in MS Office products, including MS Access, demonstrated by a description of two work products. Have 3 years functional experience working with a large scale enterprise resource planning system such as SAP, PeopleSoft, Oracle financials, or Lawson. Have proficiency in written and oral communication as demonstrated by a writing sample.
Desirable Qualifications a.
It is highly desirable for the proposed project person to have the following listed experience, knowledge, skills and abilities: a. Ability to prepare comprehensive reports and compile manuals of accounting procedures b. Ability to analyze data and draw sound conclusions c. Ability to speak and write effectively d. Ability to analyze situations accurately and adopt an effective course of action
b.
It is desirable for the proposed project person to have the following listed experience, knowledge, skills and abilities: a. Knowledge of and experience with accounting principles and practices; governmental accounting, budgeting, and fiscal management; b. Knowledge of and experience with uniform accounting systems and financial organization and procedures of the State of California c. Knowledge of and experience with principles of organization, administration, and management; administrative survey principles and techniques to the analysis and development of accounting and financial organization, procedures d. Knowledge of and experience with statistical methods e. Knowledge of and experience with procedures of automatic data processing systems f. Ability to apply administrative principles and techniques to the analysis and development of accounting and financial organization procedures
D. OFFER REQUIREMENTS AND INFORMATION 1.
2.
Time Schedule CalSTRS will use its best efforts to adhere to the time schedule. However, CalSTRS reserves the right to amend the time schedule, as it deems necessary. Event
Date
Release of RFO
September 11, 2014
Written Question Submittal Due Date
September 19, 2014
Offer Due Date
October 10, 2014
Written Offer Comparisons
October 13, 2014
Estimated Start Work Date
To be Determined
Submission of Written Questions Respondents shall notify CalSTRS immediately if clarification is needed regarding the information presented in this RFO, and shall submit their questions in writing to the CalSTRS Central Procurement Analyst via email at
[email protected], no later than the Submission of Written Questions due date and time. CalSTRS will answer
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State of California
Bid 5000000286
Request for Offer # 5000000286 Financial Services Accounting Technical Advisor and Business Analyst Page 5 of 9 all questions that were received by the due date without divulging the source of the query. Respondents that fail to report a known or suspected problem with the RFO or fail to seek clarification and/or correction of the RFO shall submit an Offer at their own risk. 3.
4.
Offer Requirements To be eligible, an Offer must include the following listed attachments: a.
Attachment I, Information & Offer Sheet
b.
Attachment II, Skill Summary Sheet
c.
Attachment III, Business Reference Sheet One (1) Business Reference Sheet must be completed for each proposed project person. Business references should be able to verify the proposed project person’s experience, within the last Ten (10) years.
d.
Proposed project person’s Resume
e.
Current California Multiple Award Schedule (CMAS) Agreement One (1) copy of the Respondent’s current complete/signed CMAS agreement and all supplements issued by the Department of General Services.
f.
Current General Services Administration (GSA) Agreement One (1) copy of the Respondent’s current GSA agreement pricing pages applicable to the Respondent’s CMAS contract, which includes the personnel classifications, hourly rates, and minimum qualifications.
Submission of Offer a. The Offer must be submitted via email to
[email protected] and received no later than the Offer due date and time specified on the cover page of this RFO. Late and incomplete Offers may be rejected. b.
It is the Respondent’s responsibility to respond with all data/information requested; provide data/information that is deemed adequate for CalSTRS to determine/verify the proposed project person’s ability to perform the tasks/activities defined in Exhibit A, Statement of Work; and submit all data/information in the Offer format described in Section D. Subsection 3. Offer Requirements.
c.
By submittal of an Offer, the Respondent declares that any proposed project person is in compliance with all experience, qualification, and education requirements stipulated in the CMAS and GSA agreements.
d.
This RFO and all Offers in response to this RFO will be made a part of the resulting contract file. All documents submitted in response to this RFO will become the property of the State of California and may be subject to review by or release to the public under the California Public Records Act, Government Code 6250 et seq.
e.
CalSTRS encourages Respondents to submit their Offers early.
f.
CalSTRS accepts no responsibility for any technical difficulties associated with the electronic transmission of any Offer.
g.
Costs for developing Offers and in anticipation of award of an agreement are entirely the responsibilities of the Respondents and shall not be charged to CalSTRS.
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State of California
Bid 5000000286
Request for Offer # 5000000286 Financial Services Accounting Technical Advisor and Business Analyst Page 6 of 9
5.
h.
Respondents may modify their Offer, after its submission, by withdrawing their original Offer and resubmitting a new Offer prior to the submission due date. Offer modifications submitted in any other manner, oral or written, will not be considered. Respondents may withdraw their own Offer by submitting a written withdrawal request to the CalSTRS Central Procurement Analyst via email at
[email protected]. Respondents may thereafter submit a new Offer prior to the Offer due date.
i.
CalSTRS may modify the RFO prior to the Offer due date by issuing an addendum.
j.
Respondents are cautioned to not rely on CalSTRS to discover and report to the Respondent any defects or errors in the submitted documents. Respondents, before submitting their documents, should carefully proofread for errors and ensure adherence to the RFO requirements.
k.
CalSTRS reserves the right to reject all Offers. CalSTRS is not required to award an agreement.
Comparison Process a. Upon receipt, Offers will be checked for the presence or absence of required content. Incomplete Offers may be rejected. No assumptions will be made by CalSTRS regarding the intentions of the Respondent in submitting the Offer. b.
Offers and any subsequent presentations should be submitted with the most favorable terms the Respondent can offer.
c.
If CalSTRS is unable to execute an agreement with the highest scoring responsible Respondent, CalSTRS reserves the right to award the agreement to the next highest scoring responsible Respondent.
d.
Offers will be reviewed to determine best value using the following five (5) phases. PHASES 1 2 3 4
SATISFACTION OF MINIMUM QUALIFICATIONS WRITTEN OFFER COMPARISON COST COMPARISON TOTAL SCORE REFERENCE CHECK
Pass/Fail 70 30 100 Pass/Fail
1) The Respondent’s proposed project person will be reviewed to determine all of the minimum qualifications were met to CalSTRS satisfaction to be given further consideration. Failure to satisfy any of the minimum qualifications upon submittal of the Offer will result in the immediate rejection of the offer. 2) Offers meeting the minimum qualifications will move to Phase 2, Written Offer Comparison, to be reviewed for expertise, education, and experience of the proposed project person in the criteria listed above by a team composed of at least two (2) CalSTRS employees. 3) In Phase 3, Cost Comparison, the hourly rates provided in the Respondent’s Attachment I, will be reviewed using the cost formula indicated below. The Offer with the lowest rate will receive the full 30 points. Lowest Proposed Cost x Maximum Number Points (30) = Respondent’s Score Respondent’s Cost 4) Reference Checks must be satisfactory
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State of California
Bid 5000000286
Request for Offer # 5000000286 Financial Services Accounting Technical Advisor and Business Analyst Page 7 of 9 6.
Award If at any time during or at the conclusion of this RFO process CalSTRS determines that, in its opinion, the results of this process are unsatisfactory; CalSTRS reserves the right to discontinue this process and decline to award an agreement. If CalSTRS enters into an agreement, it will be with the Respondent having the highest score, subject to cost negotiations, and satisfying all the requirements for this RFO.
7.
Payment Structure The payment structure for activities performed under Exhibit A, Statement of Work, is: Deliverables Based Hourly Invoices shall be submitted in triplicate not more frequently than monthly in arrears. Invoice(s) must include: 1) Purchase Order Number, 2) Contractor’s name, address and telephone number, 3) total amount of invoice, 4) copies of the Contractor’s weekly status reports that cover the invoice dates, and 5) a copy of the timesheet approved/signed by the CalSTRS Contract Manager that covers the invoice dates.
8.
Services or Procurement Resulting from Agreement No person, firm, or subsidiary thereof awarded an agreement resulting from this RFO may submit a bid for, nor be awarded a contract for, the provision of services, procurement of goods or supplies, or any other related action which is required, suggested, or otherwise deemed appropriate in the end product of an agreement resulting from this RFO. (PCC§10365.5).
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State of California
Bid 5000000286
Request for Offer # 5000000286 Financial Services Accounting Technical Advisor and Business Analyst Page 8 of 9 EXHIBIT A STATEMENT OF WORK Under the general direction of the Accounting Director and senior Financial Services branch management, the subject matter expert (SME) will work as an accounting system technical advisor and business analyst in support of the financial system known as BusinessDirect (an SAP ERP implementation). In addition, the SME will serve as a liaison between the Financial Services branch business area representatives and various CalSTRS enterprise business transformation project teams on topics related to pension, administrative, cost accounting and related data conversions and system interfaces to BusinessDirect to ensure interactions and dependencies between initiatives are identified and addressed. In concert with the Financial Services branch staff and management, the SME will:
Compare current business practices with the functionality available in BusinessDirect (BD) and modify existing business procedures, or develop new procedures to optimize the functionality provided. Document the new and updated business processes and provide guidance and training as needed. Assist with the maintenance and management of the BD Month-End, Quarter-End, and Year-End Closing Procedures. Assist with the development and rollout of communication for changes to business processes. Identify, analyze and find solutions to obstacles that impede the integration of BD into the business practices. Assist with the establishment of requirements for interfaces/interactions between BD and other planned and productive CalSTRS systems. Assist with the research and analysis of detailed Financial Services branch business requirements for CalSTRS enterprise business transformation projects. Lead meetings with stakeholders and team members.
As directed by Accounting Director and senior Financial Services branch management, the SME will assist with deliverables/tasks for other CalSTRS work efforts. In these circumstances, the temporary assignment(s) scope of work will not significantly differ from duties in this Statement of Work and the temporary assignment(s) will not exceed a total of 1800 hours within the three- year term. Temporary assignment tasks will be reported on the CalSTRS weekly status report, and the hours expended will be deducted from existing total contract hours and included on the contract personnel’s timesheet and monthly invoice. Transfer of knowledge to appropriate State employees is a requirement of this contract. Knowledge transfer will consist of documenting new and updated business practices and procedure documents (BPPs) as changes occur; develop and update process flows; develop training materials and provide training; advise management of issues resulting from interacting with staff directly to develop solutions; and other activities to assist with change management from the items listed above. Completion Criteria Deliverables/tasks will include all work assignments identified to be completed. Deliverables/tasks are considered complete after an internal quality assurance process is completed and approved by designated reviewers. Performance and timeliness of all deliverables/tasks will be monitored via the submission of weekly status reports and meetings. Status and actual hours will be reported on a weekly basis for the deliverables/tasks assigned. Each deliverable/task will be tracked via the appropriate program/project schedule and budget to monitor progress toward the completion of the deliverables/tasks and milestones.
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State of California
Bid 5000000286
Request for Offer # 5000000286 Financial Services Accounting Technical Advisor and Business Analyst Page 9 of 9
Security and Confidentiality CalSTRS Human Resources Office shall conduct a background investigation on the contract personnel. CalSTRS will issue a badge for physical security to the appropriate CalSTRS work areas. The Senior State Manager will identify the data access requirements for access to system data and coordinate with appropriate channels to ensure the proper access is assigned and reviewed periodically for update as necessary. Access rights will be monitored and concerns of improper data access will be brought to the attention of the Senior State Manager. If the Senior State Manager finds an improper access of data, CalSTRS may deny data access to contract personnel and may take additional actions up to and including contract termination. Workers’ Compensation/Employer’s Liability Insurance Contractor shall maintain statutory workers’ compensation and employer’s liability coverage for all its employees who will be engaged in the performance of the agreement, including special coverage extensions where applicable.
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State of California
Bid 5000000286
Request for Offer 5000000286 Financial Services Accounting Technical Advisor and Business Analyst Page 1 of 1
ATTACHMENT I Information and Offer Sheet
Firm Firm Name Street Address City, State, Zip Code CMAS & Small Business / DVBE Certification CMAS Number CMAS Term Dates Certified Small Business Enterprise (Yes or No) If Yes, provide DGS certification number.
Certified Disabled Veteran Business Enterprise (Yes or No) If Yes, provide DGS certification number.
Administrative Contact Name Title Office Telephone # (Include area code) Cell Telephone # (Include area code) FAX # (Include area code) Email Address Authorized Signer Name Title Office Telephone # (Include area code) Cell Telephone # (Include area code) FAX # (Include area code) Email Address Proposed Project Person Name of Proposed Project Person CMAS (GSA) Classification CMAS (GSA) Hourly Rate Discount Hourly Rate Offered
$ $
/hr /hr
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State of California
Bid 5000000286
Request for Offer 5000000286 Financial Services Accounting Technical Advisor and Business Analyst Page 1 of 3
ATTACHMENT II Proposed Project Person Skill Summary Sheet
Firm Name Proposed Project Person Name Proposed Project Person must meet the following minimum qualification to CalSTRS satisfaction to be given further consideration. Failure to satisfy any of the minimum qualifications upon submittal of the response may result in the immediate rejection of the response. MINIMUM QUALIFICATION
YES / NO
As of final date of submission, the Proposed Project Person must have College degree in Accounting, Finance, Management Information Systems or a related field. Do you meet the above minimum qualification? Please give us a detailed description (including dates and locations) of specific work experience that meets the minimum qualification. Description
As of final date of submission, the Proposed Project Person must have 10 years’ experience providing fiscal and technical consulting to clients, 5 years of experience must be in the public sector. Do you meet the above minimum qualification? Please give us a detailed description (including dates and locations) of specific work experience that meets the minimum qualification. Description
As of final date of submission, the Proposed Project Person must have expert level skills in MS Office products, including MS Access, demonstrated by a description of two work products. Do you meet the above minimum qualification? Please give us a detailed description (including dates and locations) of specific work experience that meets the minimum qualification. Description
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State of California
Bid 5000000286
Request for Offer 5000000286 Financial Services Accounting Technical Advisor and Business Analyst Page 2 of 3
As of final date of submission, the Proposed Project Person must have 3 years functional experience working with a large scale enterprise resource planning system such as SAP, PeopleSoft, Oracle financials, or Lawson. Do you meet the above minimum qualification? Please give us a detailed description (including dates and locations) of specific work experience that meets the minimum qualification. Description
As of final date of submission, the Proposed Project Person must be proficient in written and oral communication as demonstrated by a writing sample or presentation materials. Do you meet the above minimum qualification? Please give us a detailed description (including dates and locations) of specific work experience that meets the minimum qualification. Description
For each SKILL give a brief description (including dates and locations) of specific work experience that meets/exceeds the skill criteria and demonstrates the number of YEARS entered. SKILL descriptions and YEARS entered must clearly map back to specific employment history listed on your resume. It is highly desirable for the proposed project person to have the following listed experience, knowledge, skills and abilities: a. b. c. d.
YEARS
Ability to prepare comprehensive reports and compile manuals of accounting procedures Ability to analyze data and draw sound conclusions Ability to speak and write effectively Ability to analyze situations accurately and adopt an effective course of action
Description
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State of California
Bid 5000000286
Request for Offer 5000000286 Financial Services Accounting Technical Advisor and Business Analyst Page 3 of 3
It is desirable for the proposed project person to have the following listed experience, knowledge, skills and abilities: a.
Knowledge of and experience with accounting principles and practices; governmental accounting, budgeting, and fiscal management;
b.
Knowledge of and experience with uniform accounting systems and financial organization and procedures of the State of California
c.
Knowledge of and experience with principles of organization, administration, and management; administrative survey principles and techniques to the analysis and development of accounting and financial organization, procedures
d.
Knowledge of and experience with statistical methods
e.
Knowledge of and experience with procedures of automatic data processing systems
f.
Ability to apply administrative principles and techniques to the analysis and development of accounting and financial organization procedures
YEARS
Description
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State of California
Bid 5000000286
Request for Offer 5000000286 Financial Services Accounting Technical Advisor and Business Analyst Page 1 of 1
ATTACHMENT III Proposed Project Person Business Reference Sheet
Firm Name Proposed Project Person Name
Reference 1 Name of Company/Agency Company/Agency City, State Contact Person (Name and Title) Contact Telephone # (Include area code) Contact Email Address Dates of Service Reference 2 Name of Company/Agency Company/Agency City, State Contact Person (Name and Title) Contact Telephone # (Include area code) Contact Email Address Dates of Service Reference 3 Name of Company/Agency Company/Agency City, State Contact Person (Name and Title) Contact Telephone # (Include area code) Contact Email Address Dates of Service
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State of California
Bid 5000000286
Question and Answers for Bid #5000000286 - Accounting Technical Advisor & Business Analyst
5
OVERALL BID QUESTIONS There are no questions associated with this bid. If you would like to submit a question, please click on the "Create New Question" button below.
Question Deadline: Sep 19, 2014 2:00:00 PM PDT
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