Commonwealth of Pennsylvania

Master Information Technology (IT) Services Invitation to Qualify (ITQ) Contract, 4400004480

IT Central Redesign

Solicitation Number: 6100023531

December 21, 2012

The Office of Administration, Bureau of IT Procurement has posted solicitation 6100023531 for the IT Central Redesign. 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 Master Information Technology (IT) Services Invitation to Qualify (ITQ), Contract 4400004480, prior to the bid opening date may respond.

·  General IT Consulting

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.


Tami Mistretta

Office for Information Technology

506 Finance Building

Harrisburg, PA 17120

The attached Statement of Work (SOW) for IT Central Redesign is provided for you to develop your bid for the referenced IT Project. The successful contractor will be selected based on Best Value. The Best Value Criteria specified below defines the criteria that will be used to determine the successful contractor to be awarded the Purchase Order. It is imperative that you expound in writing on each of the best value criteria listed. You may complete your bid on this form and respond by reply email to no later than 1:00 PM on Thursday, January 17, 2013. Please ensure that the Technical and Cost Submittals are separate from each other.

Best Value Criteria:

1.  Understanding the Problem: Provide a brief narrative (one paragraph) that accurately assesses the problem to be solved based on your understanding of the project requirements stated in the SOW.

2.  Contractor Prior Experience: In the chart on Appendix A, detail three (3) projects your company performed that are similar in nature and scope to the requirements stated in the SOW. Include reference company name and address, contact person with phone number, email address and best time to call, project name, project start and end dates and a brief description of the project.

3.  Contractor Personnel and Qualifications: Provide resumes with names of individuals that show the qualifications and skills required to successfully develop and implement the project as defined in the SOW. It is very important that the proposed individuals meet the minimum levels of experience and have all proper certifications, if requested. The proposed project manager must have demonstrated project management skills and technical background and experience to appropriately manage the project. Ensure resumes contain no personal information as these may become public documents. Reference Appendix B, Contractor Personnel and Qualifications.

4.  Resources: Contractors shall provide all services, supplies, facilities, and other support necessary to complete the identified work, except as otherwise provided in this RFQ. The selected Contractor will work with an Operations Manager who will manage activities related to the SharePoint environment. We can commit to up to 4 cubicles with desk space and network connection; 2 of those cubicles also will include a phone. The Contractor must provide any computers (laptop and/or desktop) it needs for this engagement. Contractor computers shall be scanned by OA/OIT prior to being connected to the Commonwealth’s network and the Contractor shall allow the Commonwealth standard security software to be installed, as well as the security scan for patches.

5.  Project Work Plan: Utilizing a GANTT or PERT chart, include a high-level summary that shows all the tasks and deliverables to complete the project. Explain your approach to deliverables. Explanation must be limited to one page. Reference Section IV-4, Tasks.

6.  Cost: Complete the attached Cost Matrix, Appendix C to submit the cost portion of your bid.

7.  Domestic Workforce Utilization: Complete and sign the Domestic Workforce Utilization Form, Appendix D.

8.  Other - Any other factor not included in the above criteria determined especially relevant for this project. See Part IV, Statement of Work.

If you are selected for award, you will be required to submit a 10 page engagement letter that further details how you propose to meet the requirements stated in the RFQ. Any questions on this RFQ may be sent to: Tami Mistretta/717-346-3828/ .

WORK STATEMENT

I-1. Objectives

A.  General.

The Office for Information Technology (OIT) seeks to procure the services of a qualified contractor to design and implement recommendations for a redesign of OIT’s internal Microsoft SharePoint 2010 collaboration site (“IT Central”). The redesign will be based on the results of user focus groups and industry best practices.

B.  Specific.

1. Focus groups will be used to gather constructive feedback from intended site users to form the basis for recommended site enhancements.

2. The redesign should increase the sites usefulness as a tool and thereby attract more users.

3. Training must be provided to allow OIT staff to gain necessary skills and knowledge to allow continued site development and maintenance within the scope of the agreed upon enhancements.

I-2. Nature and Scope of the Project

OIT established an intranet collaboration site for all 2500 IT employees within the Commonwealth across all agencies on the SharePoint 2010 platform. The “IT Centra”l website was deployed in January 2012. Content on the site is minimal and to date “IT Centra”l has not received much traffic.

Current SharePoint site metrics:

·  Daily page views: Range between 230 and 950 page views Monday through Friday. Average page views per day are 288.

·  Unique visitors per day: 20-50 on week days. Average per weekday is 19.

·  Customization: The “IT Central” SharePoint site is mostly out-of-the-box functionality – very little custom development/custom configuration has taken place.

·  Subsites: none

This project seeks to create “IT Central” as a full-service resource for all IT staff in the Commonwealth to foster inter-agency collaboration and information sharing. “IT Central” needs to provide a better user experience via a new, enhanced user interface (website design) and incorporation of relevant content. These improvements will be based upon information provided by end-user (Commonwealth agencies) focus groups and gleaned from industry best practices leveraging the SharePoint 2010 platform.

The Contractor will be responsible for the design, development and implementation of the selected design solution. The Contractor must provide technical documentation and knowledge transfer regarding development and maintenance of the SharePoint site to OIT development and program staff. The Contractor must coordinate with the OIT Project Team Manager throughout the duration of the effort.

I-3. Requirements

  1. The Contractor shall perform all work onsite (with the exception of the design concept development).
  2. The Contractor must provide any computers and required software for the design and development of this project. Contractor computers must be scanned by OIT prior to them being connected to the Commonwealth’s network. The Contractor shall allow the Commonwealth standard security software to be installed, and must allow security scan for patches.

3.  The Contractor shall adhere to the current tool selections of the OIT development environment:

a.  Team Foundation Server – 2012 (while PC can be used for initial development work, all final development products are to be housed within the OIT development team’s TFS environment)

b.  Visual Studio – 2010

c.  SharePoint – 2010, 2012

d.  SQL Server – 2008 R1

e.  Use OA Reporting Options:

i.  Business Objects

ii.  SSRS

iii.  SharePoint Graphics

iv.  Crystal Reports

f.  Windows 2008 R2

  1. The Contractor shall identify what software, technology or tools it plans to utilize as part of the solution beyond the prescribed development environment. The Contractor shall coordinate with the OIT Project Team Manager throughout the life of the PO.
  2. The Contractor shall develop the “IT Central” solution within the confines of the Microsoft SharePoint 2010 framework. All third-party components used as part of the solution within the SharePoint framework must be approved beforehand by the OIT Project Team Manager.
  3. All deliverables shall be submitted to the OIT Project Team Manager for review and approval.
  4. Redesign of site layout shall focus on 3-6 personas, but be able to accommodate at least ten. For this engagement, a persona is defined as a group of users who exhibit similar behavioral patterns in their use of technology and their information requirements. A different view of site content should be created for each persona. Personas shall be based on recommendations from the eight (8) focus groups and may include the following: Executive, Infrastructure, Application Development, Web Development, LAN Support, Project Management, and Security. These personas or views shall be available to all users, but each user must be able to determine a default persona. The final recommended list of personas shall be based on feedback from the user focus groups.
  5. The Contractor shall refer to the OA Style Guide for general design parameters, but strict adherence to the OA Style Guide is not mandatory. The OA Style Guide will be provided to the selected Contractor at Project Start.
  6. The Contractor shall comply with the Information Technology Bulletins (ITB’s) issued by the Office of Administration, Office for Information Technology (OA-OIT). ITB’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 ITBs are applicable to this procurement. It is the responsibility of the Contractor to read and be familiar with the ITBs. Notwithstanding the foregoing, if the Contractor believes that any ITB is not applicable to this procurement, it must list all such ITBs in its technical submittal, and explain why it believes the ITB is not applicable. The Issuing Office may, in its sole discretion, accept or reject any request that an ITB not be considered to be applicable to the procurement. The Contractor’s failure to list an ITB 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 ITB.

  1. The Contractor shall create and organize and migrate content for two personas. As part of knowledge transfer, The Contractor shall work with the OIT Development Team to create a third persona and associated content. Creation of the remaining personas will be the responsibility of the OIT Development Team once this engagement is complete.

I-4. Tasks

At a minimum, the Contractor shall complete all tasks and deliverables as outlined in this section.

A. Project Plan Review and Approval

1.  The Contractor shall assist the OIT Project Team Manager with preparation for an initial project planning meeting with the OIT Project Team to review and finalize the proposed project work plan and reports and project control framework as described in Section IV-5.

2.  Project deliverables associated with Project Plan Review are:

  1. Project Work Plan – The Contractor shall update the proposed project work plan based on the project plan review. The proposed Project Work Plan shall, at a minimum, include the following:
  2. Project Tasks and Dependencies
  3. Necessary Project Resources
  4. Project Milestones
  5. Project Schedule/Timeline

B. Project Kick Off

  1. The Contractor shall assist the OIT Project Team Manager with preparations for a project kickoff session with all project stakeholders. Discussion shall include review and execution of the finalized work plan and reports and project control framework. Other discussion shall include clarification on technical limitations, Contractor assumptions, focus group participants, logistics for focus group coordination and execution, and other information exchange/groundwork pertinent to successful planning and execution of project tasks.
  2. Project staff will be introduced at the kickoff meeting. The Contractor shall address all items described above at that meeting. After discussion with the OIT Project Team, the Contractor shall develop the facilitation format guidelines (at a minimum, include purpose, objectives, stakeholders, ground rules), agendas, and questions for each focus group session, with review and final approval from the OA Project Team. The Contractor will be provided with the results of a May 15, 2012 IT Central user survey conducted by OIT that may offer insight for the development of the focus group agenda/questions.

2.  Deliverables associated with the Project Kickoff include:

  1. Project Kickoff Meeting – Focus Group Outline and Briefing – The Contractor shall present to the OIT Project Team an outline and briefing concerning the focus group coordination and execution.

B. Facilitation of Focus Group Sessions

1.  The Contractor shall prepare for and facilitate eight (8) focus group sessions to gather information on how to improve the user experience for the “IT Central” website. Each focus group will be comprised of a specific group of Commonwealth IT personnel. The Contractor shall be responsible for documenting all feedback from participants during all focus group sessions.

OIT project staff will be responsible for providing a location for the focus group sessions, determining focus group participants and developing and sending meeting invitations.


The Contractor shall conduct the eight (8) information gathering sessions with Commonwealth IT staff to understand current user issues with and recommendations for the “IT Central” website.


The eight (8) specific focus group sessions to be conducted are:

·  Executive Management (2 meetings)

o  Commonwealth Chief Information Officer (CIO) and Direct Reports

o  OIT Chief Technology Office

·  Sampling of Agency CIOs and Direct Reports (1 meeting)

·  Sampling of Agency Infrastructure Leads (1 meeting)

·  Sampling of Agency Application Development & Web Services Leads (1 meeting)

·  Sampling of Agency LAN Support Leads (1 meeting)

·  Sampling of Agency Project Management professionals (1 meeting)

·  Sampling of Agency Security Leads (1 meeting)


2. Deliverables associated with the Facilitation of Focus Groups include: