NOTICE

This opportunity is being release to Salesforce Contractors pre-qualified asa result of Salesforce RFP #0A1194.

This opportunity is being released to Contractors pre-qualified as a result of Salesforce RFP #0A1194. Only Contractors pre-qualified for Supplement 2 are eligible to submit proposal responses and to submit inquiries. The State will not respond to inquiries submitted by organizations not pre-qualified under RFP 0A1194.

An alphabetical listing of Contractors pre-qualified to participate in this opportunity are as follows:

Supplement Two Contractors
Accenture
CGI
Coastal Cloud
DevCare Solutions
Persistent Systems, Inc.

Solicitation of Work (SOW)Template

State of Ohio
Ohio Department of Commerce
Project Name: Medical Marijuana Licensing System
Project Solicitation of Work / Solicitation ID No. / Solicitation Release Date
SFCOM-18-00-001 / 6/1/2017
Section 1:Purpose
The Department of Administrative Services (DAS), Office of Information Technology (OIT) maintains an existing eLicensing system for applications, renewals, enforcement and inspection of a variety of professional and operating licenses for the State’s 120+ agencies, boards and commissions.
Recently, the Legislature of the State of Ohio passed House Bill 523 pertaining to the legalization of marijuana for medical purposes. A summary and detailed documents related to this legislation can be found at The State has developed this solicitation for the design, development and implementation of various Industry Licenses required by the Medical Marijuana Licensees (e.g., cultivators, processors, testing laboratories and dispensaries) designed to support the State’s oversight of the Medical Marijuana industry.
This solicitation is for pre-qualified Contractors under Contract 0A1194.
Table of Contents
Section 1: Purpose
Section 2: Background Information
Section 3: Scope of Work
Section 4: Deliverables Management
Section 5: SOW Response Submission Requirements
Section 6: SOW Evaluation Criteria
Section 7: SOW Solicitation Schedule
Section 8: Inquiry Process
Section 9: Submission Instructions and Location
Section 10: Limitation of Liability
Section 11: Insurance Terms
2.1Agency Information
Agency Name / Ohio Department of Commerce
Contact Name / Joy McKee / Contact Phone / (614) 614-644-2005
2.2Project Information
Project Name / Department of Commerce Medical Marijuana Licensing System
Expected Project Duration / 7/1/2017 – 12/31/2017 (with a possible 2 months additional for performance period)
2.3Project Schedule
Date / Task
8/1/2017 / Project Kick off meeting
8/15/2017 / Finalize Project Plan
12/1/2017 / Go Live
2.4Project Milestones
Estimated Dates / Milestone
6/16/2017
5:00 pm / Submit response to COM
2.5Contractor’s Work Effort Requirement
The Contractor’s full-time regular employees must perform 100% of the effort required to complete the Work.
2.6Ohio Certified MBE Set-Aside Requirement
As part of our objectives on this Project, the State is committed to improving the number of minority-owned enterprises that do business with the State of Ohio. A "minority-owned enterprise" is an individual, partnership, corporation or joint venture of any kind that is owned and controlled by U. S. Citizens and residents of Ohio, who are and have held themselves out as members of the following socially and economically disadvantaged groups: Blacks, American Indians, Hispanics and Asians.
While it is not a condition of award of the SOW, the offeror must use its best efforts to seek and set aside work for Ohio certified minority business enterprises (MBEs). The MBE must be certified by the Ohio Department of Administrative Services pursuant to ORC 123.151. For more information regarding MBE and MBE certification requirements please refer to the DAS Equal Opportunity Division Web site at:

In addition, to search for Ohio MBE-Certified Providers, utilize the following search routine published on the DAS Equal Opportunity Division website:
  • Select “MBE Certified Providers” as the EOD Search Area selection;
  • On the subsequent screen, at minimum, select the appropriate Procurement Type, e.g., “Information Technology Service” as a search criterion;
  • Select “Search”; and
  • A list of Ohio MBE Certified Service Providers will be displayed.

Section 3: Scope of Work
3.1See Attachment 1
3.2We would reuse as much of the current State of Ohio E-License platform as possible. E-Licensing is being developed for an industry that doesn’t exist today. The finished work product will integrate with the State’s Seed-to-Sale solution.
Assumptions / None
Constraints / None
3.3Detailed Description of Deliverables
•Deliverables must be provided on the dates specified. Any changes to the delivery date must have prior approval (in writing) by the Agency contract manager or designate.
•All deliverables must be submitted in a format approved by the Agency’s contract manager.
•All deliverables must have acceptance criteria established and a time period for testing or acceptance.
•If the deliverable cannot be provided within the scheduled time frame, the Contractor is required to contact the Agency contract manager in writing with a reason for the delay and the proposed revised schedule. The request for a revised schedule must include the impact on related tasks and the overall project.
•A request for a revised schedule must be reviewed and approved by the Agency contract manager before placed in effect.
•The Agency will complete a review of each submitted deliverable within specified working days of the date of receipt.
•A kickoff meeting will be held at a location and time selected by the Agency where the Contractor and its staff will be introduced to the Agency.
Deliverable Name / Deliverable Description
Project Plan / Includes (at a minimum):
Project Integration;
Project Scope;
Project Time;
Project Quality;
Project Staffing;
Project Communications;
Project Risks/Issues; and
Project Procurement elements (if required).
The Contractor must develop these plans from information that the State’s Project personnel provide. These State personnel have varying percentages of time to devote to this Project, and the Contractor must consider (and specify) time commitment expectations to the Project in creating the Project schedule and when obtaining information from State staff to create the above plans.
Phase Design Document / Phase Design Document ( Repeats for Each Release, Phase / Cycle)
Inclusive of all functionality contained in the phase (business, functional, technical, integration, operational or otherwise)
User Interface and Customer Management Requirements
Transaction Routing and Processing Requirements
Agency Interfaces, Integration and Reporting
Build Completion Document / Build Completion Document ( Repeats for Each Release, Phase / Cycle)
Completion of the build phase and all requirements contained in a phase
Other delivery artifacts as well as documentation as required in this Supplement
Environments Accepted- State approval that represents that all SLDC, operational and disaster recovery environments have been established as required.
Version control mechanisms are installed and functional and that all development activities that are subject to version control are managed by the environment prior to any promotion of development objects to User Acceptance and Production environments.
Contractor System Test Phase Completion / Contractor System Test Phase Completion ( Repeats for Each Release, Phase / Cycle)
State acceptance of completion of the System test phase and all Contractor requirements and delivery artifacts as well as documentation as required in this Supplement.
State Acceptance Test Phase Completion / State Acceptance Test Phase Completion ( Repeats for Each Release, Phase / Cycle)
State acceptance of completion of the Acceptance test phase and all Contractor requirements and delivery artifacts
Testing must be sufficient to validate the overall completeness, accuracy and quality of the solution inclusive of all system development activities and as applicable to live production use within the State.
Design, Configuration, Reporting and Integration Document / Design, Configuration, Reporting and Integration Document
Present the final designs and configuration specifications that, at a minimum, include: key processes and workflows, user interaction and user interfaces, user input edit/validation, reporting, and any required interfaces to State systems to the State for approval.
These will be considered completed when they are approved by the State.
The Contractor will, in its implementation, incorporate the use of configuration standards, reviews, and audit trails, including release control. User walk-through(s) of the system will be provided upon request.
Contractor’s configuration will include the creation and testing of test and production procedures and job schedule, as appropriate.
Contractor will also perform the following tasks and activities in connection with developing the applications:
Configure solution components to support approved design inclusive of: configuration and customize the solution requirements; configuration and customization of solution user interfaces; configuration and customization of solution reports and forms;
Configure and customize integrated solution components and interfaces to external systems;
Utilize build, prototyping and test environments as required to perform the development work. The build environments will be designed and maintained by the Contractor so that build activities will not adversely affect the production environment and otherwise be representative of the production environment as to minimize issues associated with production release of the developed application software and integrations;
Perform unit test for solution components and assess quality and completeness of results;
Document solution and refine applicable acceptance criteria;
Make use of applicable Contractor practices to enhance code reusability;
Compile and maintain issue lists;
Develop the Application in accordance with the State’s strategies, principles, and standards relating to technical, data and Applications architectures as communicated to Contractor. Contractor will contribute to the ongoing development of such strategies, principles and standards through, at a minimum, advising the State of developments in technology which may be applicable to the State’s business requirements;
Conduct Build progress reviews with appropriate State personnel; and
Obtain State approval of solution components and verification of applicable acceptance criteria for transition into Test activities.
Data Backup (DBK) Plan / Disaster Recovery/Data Backup (DR, DBK) Plan ( Repeats for Each Release, Phase / Cycle)
Completion of DR testing sufficient to ensure that the system contains features and capabilities as required to meet the State’s disaster recovery requirements, at a minimum as to replicate all technical elements of the system inclusive of code, data and configuration values to an alternate location as to resume operations in the event of an unanticipated disaster.
System Test Results / System and Performance Test Results
All Functionality Contracted by the State in each Phase/Release/Cycle/Sprint as applicable
All RICEFW elements Contracted by the State in each Phase/Release/Cycle/Sprint as applicable
Documented system and performance test results for State review and acceptance prior to the State’s commencement of acceptance testing.
State User Acceptance Testing Completion / Performance of the user acceptance testing will be deemed to have occurred only after an authorized representative of the State signs off on the UAT.
Process to be further defined as part of the Project Plan and Project Kickoff
Final State Acceptance and Handoff to State Salesforce Managed Service Provider (post development support period commencement) / Completion of all items documented in the State’s Production Acceptance Checklist
Resolution of all Severity 1 and 2 Defects and other defects as mutually agreed with the State
Transition solution support responsibility to the State Salesforce Managed Service as appropriate.
Conduct a post-implementation review process upon the completion of the Project which will include an analysis of how the business system(s) resulting from the Project compare to the post-deployment performance requirements established for such Project.
Establish a performance baseline for the Project business systems, and where appropriate document requirements for future performance enhancement of the business systems implemented as part of the Project.
Final Acceptance / Obtain a final acceptance document from the State and the State Managed Service Team confirming that all of the above has been delivered and accepted as final.
If, during the 45-day period immediately following the introduction to Production, a Severity 1 or Severity 2 issue occurs that can be directly attributable to the efforts of the Contractor, and not the State, the Contractor Managed Service Team or other non-Project parties, the 45 day period will, at the sole discretion of the State, be reset for additional 45 day periods until such time as the system can perform without Severity 1 and Severity 2 issues.
3.5Roles and Responsibilities
Project or Management Activity/Responsibility Description / Contractor / Agency
Work collaboratively with and in support of COM staff and contractors to provide support in support of this project as described in the Scope of Work section of this document / X / X
Work with COM Staff and others to define and document high-level business processes and high-level and detailed business requirements / X
When directed, produce and review (this is not an exclusive list): Project documentation such as project plan, WBS, Gantt charts, schedules, risk assessments, mitigation plans, tracking of timelines, Ad Hoc reporting, work tasks, business requirements, workflows, table of organization / X
Communicate and coordinate with COM regarding all scheduled project activities and events to ensure successful completion / X
Facilitate and participate in approved project planning, request for change documentation, business requirements, testing, and implementation for projects / X
Provide weekly and accurate status reports including identification and documentation of issues and risks following accepted project standards and actively engage in issue resolutions activities / X
3.6Restrictions on Data Location and Work
•The Contractor must perform all Work specified in the SOW Solicitation and keep all State data within the United States, and the State may reject any SOW Response that proposes to do any work or make State data available outside the United States.
3.7Resource Requirements
COM will provide cubicle space with use of terminals, printers, and conference rooms.
Section 4:Deliverables Management
4.1Submission/Format
PM Artifact/Project Work Product / Submission / Format
Assessment Artifacts / By vendor / Microsoft Office Suite
Revised policies, procedures, templates and recommendations / By vendor / Microsoft Office Suite
Policies Procedures and Implementation Criteria / By vendor / Microsoft Office Suite
Risk assessment / By vendor / Microsoft Office Suite
4.2Reports and Meetings
The Contractor is required to provide the Agency contract manager with WEEKLYwritten progress reports of this project. These are due to the Agency contract manager by the close of business on FRIDAYeach week throughout the life of the project.
•The progress reports shall cover all work performed and completed during the week for which the progress report is provided and shall present the work to be performed during the subsequent week.
•The progress report shall identify any problems encountered or still outstanding with an explanation of the cause and resolution of the problem or how the problem will be resolved.
•The Contractor will be responsible for conducting weekly status meetings with the Agency contract manager. The meetings will be held on MONDAYat a time and place so designated by the Agency contract manager – unless revised by the Agency contract manager. The meetings can be in person or over the phone at the discretion of the Agency contract manager.
4.3Period of Performance
2 months after go live
4.4State Staffing Plan
State will have a full-time project manager for the E-License and Seed-to-Sale projects.
Staff/Stakeholder Name / Project Role / Percent Allocated
To be determined / Project Co-Sponsor / 50%
To be determined / Project Co-Sponsor / 50%
To be determined / Project Manager Co-Lead / 50%
To be determined / Project Manager Co-Lead / 50%
Section 5:SOW Response Submission Requirements
5.1Response Format, Content Requirements
Describe format and content requirements. Include a bullet listing of items to be included within the response.
An identifiable tab sheet must precede each section of a Proposal, and each Proposal must follow the format outlined below. All pages, except pre-printed technical inserts, must be sequentially numbered.
Each Proposal must contain the following:
  • Cover Letter (include email address)
  • MBE Certification
  • Subcontractor Letters (if applicable)
  • Proof of Insurance
  • Contract 0A1194 Signature Page
  • Contractor Proposal in Response to the Statement of Work and Requirements (Sections 1 through 4)
  • Solution Design
  • Staffing Plan
  • Cost Summary Solicitation of Work – (See Statement of Work Section 5)
Include the following:
Cover Letter. The cover letter must include a brief executive summary of the solution the Contractor plans to provide. The letter must also have the following:
  1. Must be in the form of a standard business letter;
  2. Must be signed by an individual authorized to legally bind the Pre-Qualified Contractor;
  3. Must include a list of the people who prepared the Proposal, including their titles; and
  4. Must include the name, address, e-mail, phone number, and fax number of a contact person who has the authority to answer questions regarding the Response.
Subcontractor Letters. This requirement only applies, if Contractor will be working with a subcontractor that was not named as part of its initial response to RFP 0A1194. For each proposed subcontractor, the Contractor must attach a letter from the subcontractor, signed by someone authorized to legally bind the subcontractor, with the following included in the letter:
  1. The subcontractor's legal status, federal tax identification number, D-U-N-S number, and principal place of business address;
  2. The name, phone number, fax number, email address, and mailing address of a person who is authorized to legally bind the subcontractor to contractual obligations;
  3. A description of the work the subcontractor will do;
  4. A commitment to do the work if the offeror is selected; and
  5. A statement that the subcontractor has read and understood the SOW and will comply with the requirements of the SOW.
Proof of Insurance. The offeror must provide the certificate of insurance in the form that Section 11 requires. The policy may be written on an occurrence or claims made basis.
Contract 0A1194 Signature Page. Any Contractor submitting a response to this Solicitation of Work must submit a copy of its one-page contract signed by the State.