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1 INTRODUCTION CALIFORNIA STATE TEACHERS RETIREMENT SYSTEM REQUEST FOR QUOTE JAMA LICENSING AND SERVICES RFQ NUMBER Offer Due Date: July 23, 2013, 2:00 p.m. Pacific Time (PT) The California State Teachers Retirement System (CalSTRS), with a portfolio valued at $167.2 billion, as of April 30, 2013, is the largest teacher pension fund in the United States. CalSTRS administers a hybrid retirement system, consisting of a traditional defined benefit, cash balance and defined contribution plan, including disability and survivor benefits. CalSTRS serves California s 856,360 public school educators and their families from the state s 1,600 school districts, county offices of education and community college districts. BACKGROUND CalSTRS Technology Services (TS) branch invites California certified Small Businesses and DBVEs to submit a price quote for Jama Perpetual Software Licenses and Professional Services. CalSTRS plans to acquire Jama, a requirements management tool produced by Jama, to support CalSTRS Requirements Management Plan. The tool will be the single repository for all software requirements and associated artifacts, ensuring they are available and accessible for design, development, test, release and reuse. The tool will establish and maintain traceability between requirements and the laws that drive them, as well as the solution components and features that realize them. The tool will provide a robust environment for stakeholders to collaborate on requirements creation, review and approval. The tool will support the entire requirements lifecycle by providing reports and dashboards on the status of requirements, facilitate impact analysis and improve the quality of CalSTRS requirements management. See the Product Description section for details. The anticipated agreement term is one year with two (2) one-year options to extend. MINIMUM QUALIFICATIONS As of July 9, 2013, the Contractor must be a small business or DBVE certified by the California Department of General Services as evidenced by the certificate number. Certificate No. Contractor must be an authorized Jama reseller. Page 1 of 16

2 PRODUCT DESCRIPTION & PRICE A. JAMA SOFTWARE LICENSES QTY PART NO. DESCRIPTION UNIT PRICE / RATE TOTAL 18 JC-NLP Named User License (perpetual) 18 M&S-NL First-year Maintenance & Support 18 JC-FLP Floating User License (perpetual) 18 M&S-FL First-year Maintenance & Support 16 JC-CLP Collaborator User License (perpetual) 16 M&S-CL First-year Maintenance & Support 8 JC-RLP Reviewer User License (perpetual) 8 M&S-RL First-year Maintenance & Support Total for A Notes: A) Licenses All licenses can be applied to multiple environments, including but not limited to, CalSTRS Production, Training and Test environments without additional cost (Reference Additional Contractor Info). B) Maintenance and Support The first-year maintenance and support is required; however, CalSTRS may choose to renew the maintenance and support for the second and third year. Contractor shall invoice CalSTRS on an annual basis for maintenance and support. Price increases not to exceed 5% or Consumer Price Index (CPI) perpetual cap on Maintenance and License whichever is less. Page 2 of 16

3 B. PROFESSIONAL SERVICES QTY PART NO. DESCRIPTION PRICE 1 IP-C 1 PS-TSP Comprehensive Implementation: 1. Project Management 2. Deployment Planning 3. Installation Support 4. Discovery 5. Onsite Configuration Consultation 6. Onsite Comprehensive User Training 7. Fundamentals e-learning 8. Custom Report Videos 9. Point Offerings Technical Services Program Expert on Retainer 130 Hours to be Used Over a six (6) Month Period: 1. Roll-out and Adoption 2. User Guide 1 PS-SaaS N/A Interim SaaS Hosting Services Total for B Note: Travel and living expenses associated with onsite visits are the responsibility of the Contractor and should be included in the fees. Page 3 of 16

4 C. CONDITIONAL TASKS Blended Hourly Rate This rate will apply to any conditional tasks authorized by CalSTRS. Conditional Tasks Conditional Tasks are services or deliverables within the general scope of the project that may be authorized at the sole discretion of CalSTRS in order to facilitate the successful completion of the project. Conditional Tasks will be specifically described on Exhibit A, CalSTRS Work Authorization, and may only be performed by contractor with the prior written approval of CalSTRS Project Representative on the Work Authorization. Acceptance of a completed deliverable approved as a Conditional Task will be indicated on an approved Exhibit B, CalSTRS Acceptance of Contractor Deliverable or Task. Conditional tasks will not be authorized for contract delays and overruns due to contractor resource issues, including staff turnover, nor due to other delays that could have been reasonably anticipated by the contractor as a requisite for completing any deliverable within the agreement, including final completion of the project. Estimated cost is based on the Blended Hourly Rate for conditional tasks x 200* estimated hours: DESCRIPTION TOTAL $ x 200* (Blended Hourly Rate) (Hours) *Do not adjust this amount; Estimate is provided by CalSTRS. Total for C Total for A, B and C Page 4 of 16

5 A. Introduction The Contractor shall provide JAMA and professional services for implementation, configuration, and user training. The Requirements Management process at CalSTRS will mature over time and the solution must be implemented and configured in such a way that future process improvements can be incorporated into the system with no, or minimal, cost to CalSTRS. The initial implementation consists of the following CalSTRS processes: Requirements Management CalSTRS requirements methodology includes the ability to manage requirements collaboration, bidirectional traceability, approvals and analyze test and operational readiness with integrated graphs and reports. Throughout the Requirements Management process, collaboration between cross-functional teams and stakeholders must be maintained and any changes must be monitored. To enable CalSTRS Requirements Management process, Vendor shall implement and/or configure JAMA to include: 1. Two to five workflows including but not limited to internal and external notifications 2. Two to five customizable and drill-down management dashboards and three to five Individual dashboards across multiple projects and work efforts 3. Four to seven reports including but not limited to Impact Analysis, Extraneous Requirements, and Gold-Plated solutions as well as Microsoft Office template exporting and reporting Phased Implementation CalSTRS supports multiple Phased Implementation methodologies including phased, monolithic and annual delivery releases. CalSTRS release packaging must be compatible with the components of the Phased Release Management methodology. Throughout the release process, collaboration between cross-functional teams and stakeholders must be maintained and any changes must be monitored. To enable CalSTRS Release Management process, Jama shall implement and/or configure: 1. Baseline methodology across multiple projects 2. One to three workflows including but not limited to any phased, monolithic or annual delivery release automation 3. One to three customizable and drill-down dashboards including but not limited to the ability to view and customize any phased, monolithic or annual delivery release across multiple projects and work efforts 4. One to three reports including but not limited to the ability to view and customize any phased, monolithic or annual delivery release as well as Microsoft Office template exporting and reporting Page 5 of 16

6 Scope Management CalSTRS supports Project Scope Management (Project Portfolio Management)including the ability to identify, document, manage and control the scope of a software development project. This includes both the project scope as well as the work involved to build the product or the capability. Throughout the scope management process, collaboration between cross-functional teams and stakeholders must be maintained and any changes must be monitored. To enable CalSTRS Scope Management process, Jama shall implement and/or configure: 1. Two to four workflows including but not limited to internal and external notifications 2. One to three customizable and drill-down dashboards, and across multiple projects and work efforts One to three reports including but not limited to Impact Analysis, Test Coverage, and Defect Coverage Reports as well as Microsoft Office template exporting and reporting System Development Lifecycle (SDLC) CalSTRS supports multiple SDLC methodologies including waterfall and agile for both custom In-House and COTS/MOTS. Throughout the SDLC process, collaboration between cross-functional teams and stakeholders must be maintained and any changes must be monitored. To enable CalSTRS SDLC Management process, Jama shall implement and/or configure: 1. One to two workflows including but not limited to internal and external notifications 2. One to three customizable and drill-down dashboards across multiple projects and work efforts 3. Three to five reports including but not limited to Project status, SDLC entrance/exit gate criteria, and Release Impact Analysis Reports as well as Microsoft Office template exporting and reporting CalSTRS will migrate existing legacy data from IBM Rational RequisitePro, Lotus Notes, Microsoft SharePoint and shared drives into CalSTRS On-Premise Jama installation. Page 6 of 16

7 B. General Contractor Responsibilities The Contractor is responsible for providing the following consulting services and products for the duration of this agreement: 1. The Contractor shall provide a Project Manager who is responsible for overseeing the Contractor s responsibilities identified in this. 2. The Contractor shall provide input into the development of project artifacts including: an issue and risk plan, communication plan, and other project management documents. 3. The Contractor shall revise the Project Schedule with key milestone dates whenever there is an approved change to a key milestone date of more than one (1) week. 4. The Contractor shall provide a bi-weekly dashboard status report using CalSTRS template to the CalSTRS Project Manager that identifies at a minimum: 4.1 Schedule Variances (Actual and Anticipated) and denote the following by some sort of indicators (e.g. color): Key milestone dates that are on schedule or ahead of schedule (e.g. indicator color or text GREEN ) Key milestone dates that are likely to fall behind schedule (e.g. Yellow ) Key milestone dates that are behind schedule (e.g. Red ) New and outstanding key issues, with status, mitigation strategy and responsible party for each Key risks with status, mitigation strategy and responsible party for each Change Requests. 5. The Contractor shall attend the following meetings as needed and requested by CalSTRS: weekly project team, monthly sponsor, staff information sessions and other meetings as required. The Contractor shall assist in the development of presentations, training and other communications as requested by CalSTRS. 6. The Contractor shall work with CalSTRS to develop and document the process for resolution of project issues that arise during the course of the engagement. Page 7 of 16

8 7. The Contractor shall use CalSTRS process for gaining Acceptance of Deliverables/Tasks: CalSTRS process for gaining Acceptance of Deliverables/Tasks a. Deliverables/tasks will include all work assignments identified to be completed. b. Deliverables/tasks are considered complete after a quality assurance process is completed and approved by designated reviewers. c. Contractor invoices CalSTRS for payment using the Acceptance of Deliverables/Tasks Form, Exhibit B. 8. All onsite work will be performed at the CalSTRS headquarters building in West Sacramento, CA. General Deliverables: Weekly Status Reports, Presentations, Meeting notes; and Ad-hoc communications. C. Contractor Responsibilities Specific to CalSTRS Requirements Management Plan Project The Contractor shall provide the following consultant services and deliverables which shall result in the development of CalSTRS Requirements Management Plan and Implementation Roadmap. Comprehensive Implementation Professional Services shall be used within 12 months of purchase but may be used sooner. Activity 1: Project Management Objective: Formally initiate the engagement and establish an effective project management process. Deliverables: Project Schedule, Staffing Plan 1. The Contractor shall provide a detailed Project Schedule within five (5) business days of the project start date. The schedule should include tasks for all deliverables identified in the and milestone dates for each. The schedule shall be updated no less than bi-weekly. Page 8 of 16

9 2. The Contractor shall provide a Staffing Plan within five (5) business days of project start date, indicating the staff members assigned to each task. The staffing plan will also indicate the CalSTRS resources the Contractor needs access to in order to complete the deliverables stated in this RFQ. 3. The Contractor shall provide a Project and Account Manager who is responsible for overseeing the Jama responsibilities identified in the. Activity 2: Deployment Planning Objective: Outline the scope, approach and execution planned for the deployment of the project deliverables. The plan includes, where relevant, information about system support, issue tracking, escalation processes, roles and responsibilities before, during, and after deployment. Deliverables: Deployment Plan 1. The Deployment planning begins in the design phase and continues throughout the project lifecycle. The plan shall be updated throughout the project lifecycle as required. 2. Develop the Communication strategy between the Contractor and CalSTRS within five (5) business days of the project start date. 3. Develop Roles & Responsibilities matrix within five (5) business days of the project start date. The matrix defines the roles and responsibilities of the parties involved in the deployment of the project deliverables 4. Develop the Release Plan activities within five (5) business days of the project start date. The plan should describe the activities for the rollout and include tasks related to preparation of the environment, conversion information and data migration 5. Develop the Issue/Change Request Tracking Method within five (5) business days of the project start date. The Issue/Change Request Tracking Method is used to record and track Project issues/change requests and their associated actions and owners as well as Project decisions and justifications 6. Develop the Contingency Plan within five (5) business days of the project start date. The plan shall include a business resumption plan and a comprehensive statement of actions Page 9 of 16

10 Activity 3: Installation Support Objective: Outline the scope, approach and execution planned for the installation of Jama in CalSTRS infrastructure. The plan includes, where relevant, information about optimal configuration of the server, database, application, Active Directory and networks Deliverables: Fully executed On-Premise configurations and system administration, Jama Deployment Guide, Jama Deployment Specification The Contractor shall provide hardware, software and client requirements to support Jama On-Premise solution: 1. The Contractor shall provide an optimal scalable Application Architecture to obtain maximum performance for an On- Premise solution 2. The Contractor shall provide configurations to support audit and control as well as near real-time performance monitoring options of response time, system use and capacity, tuning and concurrent users 3. The Contractor shall provide configurable alarm system operations reports including but not limited to factors such as system volumes, failures, and predictions about capacity problems. 4. The Contractor shall assist with Microsoft Active Directory Integration Activity 4: Discovery Objective: Recommend best practices, potential workflows and reporting views based on CalSTRS Requirements Management Plan as well as CalSTRS processes Deliverables: Functional Design Specification 1. The Contractor shall define an organizational structure to organize, group, tag and reuse requirements 2. The Contractor shall define best practices to establish and maintain traceability 3. The Contractor shall define best practices to manage software development documents in an information repository with revision control 4. The Contractor shall define best practices to manage Phased Implementations within a Jama project 5. The Contractor shall define best practices to manage multiple Jama projects Page 10 of 16

11 6. The Contractor shall define best practices to enable additional analysis required to support CalSTRS Requirements Management Processes 7. The Contractor shall define best practices to enable additional analysis required to support CalSTRS Phased Implementation 8. The Contractor shall define best practices to enable additional analysis required to support CalSTRS Scope Management Process 9. The Contractor shall define best practices to enable additional analysis required to support CalSTRS Systems Development Lifecycle (SDLC) 10. The Contractor shall define data structures, workflows and project configurations based on CalSTRS Systems Development Lifecycle (SDLC) 11. The Contractor shall assist with all configurations related to CalSTRS processes 12. The Contractor shall provide the ability to customize and maintain context driven user help. Activity 5: Onsite Configuration Consultation Objective: Ensure Jama Contour setup and data structures are properly configured to best meet CalSTRS operations Deliverables: Jama collaborative Functional Design Specification 1. Define and configure data structures, workflows, and project configurations based on CalSTRS Requirements Management Process 2. Define and configure data structures, workflows, and project configurations based on CalSTRS Phased Implementation Process 3. Define and configure data structures, workflows and project configurations based on CalSTRS Scope Management 4. Define and configure data structures, workflows and project configurations based on CalSTRS Systems Development Lifecycle (SDLC) Activity 6: Onsite Comprehensive User Training Objective: Education of the CalSTRS team members. Provide staff and management with an overview of Jama: Upon completion, CalSTRS staff understands enough about Jama to help facilitate the development and implementation of CalSTRS Requirements Management Plan. Page 11 of 16 Deliverables: Fully Executed Training Plan and Educational

12 Activity 7: Fundamentals e-learning Objective: Education of the CalSTRS team members. Provide staff and management with fundamental skills to successfully use Jama: Deliverables: Self-paced online training course 1. Fundamentals e-learning shall include unlimited access for duration of the contract for up to 75 users. Activity 8: Custom Report Videos Objective: Provide custom videos for extracting data and building reports from Jama. Deliverables: Four Custom Report videos totaling approximately two hours of content Initial custom reports are listed below and are subject to change based on the Discovery Results 1. The Contractor shall provide training for extracting data and building reports using Business Intelligence and Reporting Tool (BIRT) and Velosity 2. The Contractor shall provide training for organizing, tracking, versioning, and sharing custom reports 3. The Contractor shall provide training for interpreting four custom reports including but not limited to comparing and analyzing different metrics with different start and end dates Activity 9: Point Offerings Objective: Provide custom implementation workshops and/or services. CalSTRS has the flexibility to select a maximum of six (6) point offerings Deliverables: Fully executed six (6) Point offerings Initial selections are listed below and are subject to change based on the Discovery Results: 1. Office Template Exporting and Reporting 2. Administration 3. Using Review Center 4. Additional Consultation a. Jama integration with Clarity Portfolio Project Management solution for synchronizing unique identifiers such as enhancement number and change request number with Jama Page 12 of 16

13 Technical Services Program Expert on Retainer 1. A Jama expert will be on retainer and will reserve 130 hours over six (6) month period for CalSTRS projects and activities 2. Remote Services includes time spent in-person by phone or web as well as offline work 3. Services can be performed in parallel with Comprehensive Implementation Package Activity 1: Roll-out and Adoption Objective: Manage and support Jama roll-out and adoption across CalSTRS Enterprise Deliverables: Technical Consulting Initial services are listed below and are subject to change based on the Discovery Results: 1. A Jama expert will be on retainer and will reserve 130 hours over six (6) month period for CalSTRS projects and activities 2. The Contractor shall provide a designated Jama Technical Account Manager to partner with CalSTRS to deliver services identified in the Discovery Process and provide support during rollout and adoption 3. The Contractor shall provide services to enable data sharing with Clarity Portfolio Project Management Activity 2: User Guide Objective: Provide User Guide(s) to assist System Administrators to manage CalSTRS On-Premise environment, Functional Administrators to manage day-to-day operational needs, CalSTRS development to integrate Microsoft Team Foundation Server (TFS) and End Users to effectively work in Jama. Deliverables: Jama User Guide 1. All Manuals, Tutorials and User Guides format are in a searchable, printable electronic format. 2. The Contractor shall provide information to manage licenses across all CalSTRS On-Premise environments (Production, Training and Test) 3. The Contractor shall provide information including but not limited to data structures, user groups and security to support operational tasks 4. The Contractor shall provide Jama Web Services information 5. The Contractor shall provide translated Jama codes/logs to user friendly languages for audit support Information includes but not limited to Jama Code, description, cause, and corrective action(s). Page 13 of 16

14 SaaS Hosting Services Activity 1: Interim SaaS hosted instance Objective: Enable access to Jama early in the Implementation Phase for initial user configurations and detailed analysis Deliverables: An interim SaaS hosted instance (provisioned on a temporary basis) in a supported Production environment. 1. The Contractor shall host an interim SaaS hosted instance for up to six (6) months 2. The Contractor shall provide a solution to migrate the interim SaaS hosted instance at no additional charge when CalSTRS On-Premise hosted solution is available. Completion Criteria 1. Deliverables/tasks will include all work assignments identified to be completed. Deliverables/tasks are considered complete after a quality assurance process is completed and approved by designated reviewers. 2. 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. Payment Structure The payment structure for activities performed under this is deliverables-based. 1. It shall be CalSTRS determination as to whether a deliverable has been successfully completed and acceptable to the state. There must be a signed acceptance document for each deliverable before invoices can be processed for payment. 2. Payment terms shall be Net 45 from invoice receipt date. Page 14 of 16

15 Conditional Tasks Conditional Tasks are services or deliverables within the general scope of the project that may be authorized at the sole discretion of CalSTRS in order to facilitate the successful completion of the project. Conditional Tasks will be specifically described on Exhibit A, CalSTRS Work Authorization, and may only be performed by contractor with the prior written approval of CalSTRS Project Representative on the Work Authorization. Acceptance of a completed deliverable approved as a Conditional Task will be indicated on an approved Exhibit B, CalSTRS Acceptance of Contractor Deliverable or Task. Conditional tasks will not be authorized for contract delays and overruns due to contractor resource issues, including staff turnover, nor due to other delays that could have been reasonably anticipated by the contractor as a requisite for completing any deliverable within the agreement, including final completion of the project. Transfer of knowledge to appropriate State employees is a requirement of this contract. Maintenance and Support Jama Jama Software Support Level Agreement is effective immediately upon CalSTRS purchase of Jama licenses. Software Provide Custom Reporting packages bundled with Jama: 1. Provide a reporting engine, Business Intelligence and Reporting Tool (BIRT) Report Designer, used to assist with custom reports 2. Provide a template engine, Velosity, used to generate word or excel documents from within Jama Page 15 of 16

16 QUOTE DUE DATE & REQUIREMENTS Due: July 23, 2013 Pacific Time (PT) The quote must be signed by the person authorized to bind the firm contractually. The Agreement, if awarded, shall be awarded to the lowest, responsive and responsible Contractor. CalSTRS reserves the right to award an Agreement in whole, or in part for the items/quantities requested in this RFQ and listed in the Product Description. All documents submitted in response to this RFQ 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. ADDITIONAL CONTRACTOR INFORMATION A. Licenses 1. CalSTRS may or may not contract for all the quantities or items listed in the Product Description. 2. Initially, CalSTRS may not purchase all the quantities of licenses listed in the Product Description, but may purchase the licenses in phases as the need arises. 3. CalSTRS reserves the right to purchase additional licenses at the quoted unit price. 4. If CalSTRS decides to purchase additional software licenses and maintenance at a later date, all active software maintenance contracts shall terminate on a common date. 5. All license types can be applied to CalSTRS Production, Training, and Test environments without additional cost. B. (SOW) 1. CalSTRS may or may not contract for all deliverable line items listed in of Work. 2. CalSTRS reserves the right to provide deliverable line items with collaboration from the Contractor CONTACT INFORMATION Please your offer to llynch@calstrs.com no later than July 23, 2013, (PT). Please contact Lisa Lynch at (916) should you have any questions. Contractor Firm Name Authorized Signature Printed Name Title Date Page 16 of 16