Public School Teachers Pension and Retirement Fund of Chicago

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1 Public School Teachers Pension and Retirement Fund of Chicago Request for Proposal For IT Consulting Services Pension Gold v2 Software Development and Management Support July 2010

2 TABLE OF CONTENTS Part A Introduction...1 A-1 General Information...1 A-2 Minimum Qualifications...1 A-3 CTPF Point of Contact...1 A-3.1 Vendor Questions About RFP...2 Part B Services Required...2 B-1 Pension Gold v2 Software Development Project Management...2 B-2 Pension Gold v2 Software Development...2 B-3 Scope and Duration of Services...3 Part C Vendor Responses...3 C-1 Vendor and Staff Qualifications...3 C-2 Software Development and Management Cost Proposal...4 Part D Evaluation Procedures...4 D-1 Review and Evaluation of Proposal...4 D-2 Scoring of Proposal...4 D-3 Right to Reject Proposal...4 D-4 Incomplete Responses...5 APPENDIX A Timeline...6

3 PART A Introduction The Public School Teachers Pension and Retirement Fund of Chicago (CTPF) is seeking consulting services to assist with the ongoing maintenance and enhancement of Pension Gold v2 Pension Administration Software (Pension Gold v2). The selected vendor will provide software development, design, documentation, and management services. The contract period will cover September 1 st, 2010 through June 30 th, The selected vendor must collaborate with and assist CTPF staff as needed during the engagement. A-1 General Information All terms, conditions, requirements and procedures included in the RFP must be met for a response to be qualified as responsive. A submission that fails to meet any material term, condition, requirement or procedure of this RFP may be deemed unresponsive and disqualified. CTPF reserves the right to waive or permit cure of non-material errors or omissions. CTPF reserves the right to modify, amend or cancel the terms of the RFP at any time. All responses must be submitted in accordance with the specific terms of this RFP. This RFP is not an offer of a contract. Acceptance of a proposal does not commit CTPF to award a contract to any vendor, even if the vendor satisfied all requirements stated in this RFP. Publication of this RFP does not limit CTPF s right to negotiate for the services described in this RFP. If deemed by CTPF to be in its best interests, CTPF may negotiate for the services described in this RFP with a party that did not submit a proposal. CTPF reserves the right to choose to not enter into an agreement with any of the respondents to this request for proposal. A-2 Minimum Qualifications The proposed vendor must sign a limited license agreement with the software vendor, Levi, Ray and Shoup. If you are interested in bidding, please contact the CTPF Point of Contact, Eric Morel, for a copy of this agreement. Each proposed consultant must have a minimum of five (5) years of experience in the areas of software development, design and documentation. At least one proposed consultant must have a minimum of five (5) years of experience in software development project management. A-3 CTPF Point of Contact From the date of issue of this RFP until a successful vendor is selected and the selection is announced, vendors are not allowed to communicate, for any reason, with any CTPF staff or Board member regarding this particular procurement, except through the Point of Contact named herein. For violation of this provision, CTPF shall reserve the right to reject the proposal of the offending oversight vendor. 1

4 The Point of Contact for questions and all other contractual matters relating to this RFP is: Name: Eric Morel Title: IT Manager Address: 203 N LaSalle Suite 2600 Chicago, IL Telephone: Vendor s proposals, due by 5:00 PM on July 30 th, 2010, are to be delivered to Point of Contact via or mail, marked to the attention of the above-listed Point of Contact. A-3.1 Vendor Questions About RFP Vendor questions about this RFP may be submitted in writing to the Point of Contact named in Section A-3 through 5:00 PM on July 16 th, is the preferred method of communication. All written questions must include the name of the vendor and the person submitting the question(s). A compilation of all questions and answers, along with any RFP addenda, will be posted on the CTPF website, no later than July 21 st, PART B SERVICES REQUIRED CTPF seeks the services of a qualified IT services vendor to assist with the following: B-1 Pension Gold v2 Software Development Project Management CTPF is seeking management services to oversee software development efforts. Specific responsibilities may include: 1. Creating and executing project plans for any larger scale modifications to the application. 2. Coordinating development efforts between vendor consultants and CTPF staff. 3. Communicating progress and reporting risks or concerns to CTPF management. 4. Ensuring CTPF s SDLC guidelines are practiced and necessary approvals and documentation are provided. 5. Managing code changes and executable builds using StarTeam change management software. B-2 Pension Gold v2 Software Development CTPF is seeking software development, design, and documentation services. Application software development will occur in the Delphi 5 IDE using StarTeam software for change management. Specific responsibilities may include: 1. Performing code analysis and reporting on software functionality. 2. Coding and testing software changes based on user requirements. 2

5 3. Coding and testing large scale software changes based on project plans. 4. Coordinating and tracking changes between other consultants and staff. 5. Managing code changes using Star Team change management software. B-3 Scope and Duration of Services The qualified IT services vendor shall provide two full time developer resources and one part time management resource for the 22 month period beginning September 1 st, 2010 and ending June 30 th, The expected total monthly commitment is 420 hours. All services will be performed based on the direction of CTPF management. The consulting resources may be required to assist CTPF staff members in areas related to the requested services. The consulting resources may be required to transfer the knowledge of any critical or ongoing initiatives to CTPF staff members prior to the end of the engagement. At CTPF s sole discretion, as the engagement period concludes, CTPF may elect to extend the engagement or request services on a time and materials basis as needed. PART C VENDOR RESPONSES Vendor responses to this RFP should be submitted in the following manner: One electronic or paper copy. Responses must be received prior to the deadline listed in section A-3. All proposals shall be valid for 60 days from the date of submission. C-1 Vendor and Staff Qualifications Describe the qualifications the vendor organization has relevant to the services described in Part B. Identify the consulting resources the vendor is proposing to provide the requested services. Include a resume for the person proposed, including proposed person s experience and qualifications relevant to the services described in Part B. Outline any specific experience the proposed resource has with Pension Gold v2, Star Team change management software, or Delphi IDE. Describe in detail a sample of prior relevant consulting experience and describe the scope of services provided. Please include the name of the referenced clients and a client contact. The vendor s designated consulting resources must remain continuously assigned to the project through its completion. He/she cannot be removed from the project by the vendor, except in the case of death or termination of employment or with the approval of CTPF. In any case, CTPF reserves the right to approve the candidate proposed by the vendor as a replacement for the consulting resource. CTPF reserves the right to require the removal and replacement of the consulting resource for cause. Cause will be determined by CTPF and such judgment shall be final. Vendor must indicate their acceptance of this condition. 3

6 If the vendor has been terminated from a consulting engagement similar to that described in this RFP, please provide a detailed explanation of the circumstances. If the vendor is presently involved in, or has been involved in business litigation or settled a claim in the past five years arising from services provided similar to those described in this RFP, please provide a detailed explanation of the circumstances. C-2 Software Development and Management Cost Proposal The vendor is to provide: A not to exceed cost proposal for IT consulting services and describe how and when fees are billed. This proposal must enumerate all costs and pricing options associated with the services the vendor will provide. The not to exceed cost must include professional services, travel and all other expenses associated with this proposal. All costs are to be itemized. Provide cost rate information valid for two years for professional staff services which may be utilized under potential contract amendments. PART D EVALUATION PROCEDURES D-1 Review and Evaluation of Proposal Submittals will be evaluated by a panel of CTPF staff. Staff recommendations will be presented to the Board of Trustees. One or more of the respondents may be requested to make an oral presentation to CTPF staff and/or the Board of Trustees. D-2 Scoring of Proposal The weighted factors listed below will be considered by CTPF when evaluating the firms submittals: Evaluation Criteria Weight Vendor s Experience with Pension Gold Software 25% Vendor s Experience with Delphi 5 IDE and Star Team Software 10% Qualifications of Proposed Consultants 25% Cost 40% D-3 Right to Reject Proposal By submitting a proposal, the oversight vendor acknowledges that it has read this RFP, understands it, and agrees to be bound by its requirements unless clearly and specifically noted 4

7 in the response submitted. CTPF reserves the right without prejudice to reject any and all responses. D-4 Incomplete Responses If the information in the vendor s response is deemed to be insufficient for evaluation, CTPF reserves the right to request additional information or to reject the submittal outright. False, incomplete or unresponsive statements in connection with a submittal may be sufficient for its rejection. The evaluation and determination of the fulfillment of the requirements will be determined by CTPF and such judgment shall be final. 5

8 APPENDIX A TIMELINE ID Milestone Date Time 1 Release of RFP 6/30/ Questions from vendors due 7/16/2010 5:00 PM CST 3 Answers to questions posted 7/21/ RFP Submission deadline 7/30/2010 5:00 PM CST 5 Vendor Evaluation 7/31/10-8/11/10 6 Contract negotiations conclude (est.) 8/12/2010 (est) 7 Retirement Board approval (est.) 8/19/2010 (est) CTPF reserves the right to alter this schedule at any time. 6

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