Request for Bid. Integrated Portfolio Management Solution. May County of Los Angeles Chief Information Office

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1 Request for Bid Integrated Portfolio Management Solution May 2015 County of Los Angeles Chief Information Office

2 May 2015 Page 1 TABLE OF CONTENTS Overview... 2 Project Background... 2 Instructions to Vendors... 2 Qualifications and Experience... 3 Proposal Evaluation... 3 Contract Term... 3 General Information... 4 License and Pricing... 4 Product and Service History... 4 Product Capabilities and Functions... 4 Product Upgrades and New Version Releases... 5 Installation and Configuration... 4 BAP Data Migration... 5 Skill Set Requirements of Personnel and Training... 5 Backup and Disaster Recovery... 5 Information Security... 5 Functional Requirements... 6 LIST OF ATTACHMENTS ATTACHMENT A. Business Automation Plan Forms Hierarchy... 7 ATTACHMENT B. Business Automation Plan Sample Form Screenshots... 8 ATTACHMENT C. Functional Requirements Questionnaire... 9

3 May 2015 Page 2 Overview The County of Los Angeles (County) is charged with providing nearly 10 million residents with numerous services that include law enforcement, tax collection, public health protection, public social services, elections, and flood control. The County makes substantial financial investment in operating and contracting for essential Information Technology (IT) systems, services and projects to support the delivery of these services. The County is seeking a software solution to replace the Business Automation Planning System that serves to optimize IT investments by maintaining consistent visibility of project and application information throughout the County including their lifecycles, dependencies, and costs, to be used in executive decision making. Project Background The Chief Information Office facilitates the annual systematic development and review of Department IT plans known as the Business Automation Plan (BAP). It is one mechanism for evaluating the County s overall IT capability and future direction. The BAP currently establishes a useful baseline for informing decisions regarding resource allocation and strategic enterprise initiatives. The BAP is a core component of the IT Strategic Planning and Budget processes for the County. The information that is collected in the BAP is outlined in the attached Business Automation Planning Forms Hierarchy (Attachment A). Each of the 36 County departments completes a BAP. Screenshots of the Business Automation Planning Forms are also included (Attachment B). The objective of this RFB is to identify and select the most appropriate software and associated services to replace the County s Business Automation Planning Process with an Integrated Portfolio Management (IPM) Software as a Service Solution (Service). The Service will allow the Chief Information Office to collect required data at a global level, while providing individual County departments the ability to configure fields and user interfaces to collect additional information, as well as multiple sets of forms, for managing projects and programs at the local level. The Service will enable each County department to: 1. Provide accurate information on the County s IT Resources, Projects, and Applications. 2. Foster collaboration between department business executives and IT executives. 3. Assess department IT operations to inform enterprise strategies and initiatives. The Service shall provide enterprise-class project, project portfolio, and application portfolio management, as well as asset inventory capabilities. It will have the ability to import live and legacy data from the existing County-built SharePoint 2010 enterprise portfolio system as well as a variety of project management tools and other products used within the County. The Service must be consistent with industry-leading methodologies and best practices for each of the functional areas. The County invites interested parties that meet the qualifications and experience listed below to submit proposals regarding their Service and related professional service offerings. All information shall be submitted in the format stipulated in this RFB. Instructions to Vendor Submittals must be made electronically in Microsoft Office format. Vendors must address all information specified by this RFB and answer all questions completely. County reserves the right

4 May 2015 Page 3 to verify any information contained in the vendor's RFB response, and to request additional information after the RFB response has been received. Please note that it is the vendor's responsibility to ensure that the proposal and all other required documents are received at the address named above by the due date specified above. Qualifications and Experience Provide supporting documentation that vendor meets minimum qualifications and experience requirements for this RFB below: 1. Vendor has successfully deployed the Service for a minimum of three (3) years. 2. Vendor has successfully deployed the Service in at least three (3) medium to large government agencies with more than 20,000 employees within the last three (3) years. 3. Vendor has 3 satisfactory references that validate qualifications listed above. Proposal Evaluation A contract will be awarded to a single vendor, based on the evaluation of the RFB response, reference checks, and satisfactory demonstration of the Service. The evaluation will comprise of the following: Requirements An evaluation that the Service meets the Functional Requirements (Attachment C). References At a minimum, the vendor should provide three (3) government agencies references with requirements similar to those of the County. The reference information should include: Name Title Phone Information about the contract (specific products in use, date of contract execution, and any services provided) County reserves the right to contact references to discuss the client's level of satisfaction with the vendor and its products. Unsatisfactory reference checks can be sufficient grounds to disqualify the vendor from further consideration. Demonstration The top three (3) of vendors will be invited to demonstrate the Service in the County s environment using actual County data, infrastructure and personnel, where appropriate. Contract Term The term of the contract shall be three (3) years and is intended to begin upon purchase of the subscription. Unless terminated, the County and the Contractor may extend the term of the contract for two (2) additional twelve (12) month periods, or portions thereof, without re-solicitation of the bid upon mutual agreement in writing at least thirty (30) days prior to the expiration of the contract. The contract price paid to the Contractor for the extended period shall remain the same. When interests of the County so require, the County may terminate the contract for convenience by providing thirty (30) days written notice.

5 May 2015 Page 4 General Information License and Pricing The County will license approximately 150 users for the Service, with unlimited viewer rights to data and reports for unlicensed County employees. Please provide a detailed line item pricing and describe the cost model for the Service that meets the requirements contained in this document, as well as information and cost of additional professional support service offerings. In addition, please provide the licensing terms and conditions. The proposed price shall cover the three (3) year term of the contract and should include: I. Integrated Portfolio Management Software License to include: Licensing Support services Training Data migration Installation and configuration services II. Professional Support Services Product and Service History Vendors shall briefly describe the Service including any competitive advantages and industry awards. Vendors shall briefly describe the history of their IPM offerings, including initial release date, current version number and development history (that is, whether the offerings were developed as a marketable package or as a solution for a particular organization). Vendors shall provide detailed information on their product development road maps for IPM tools; where the vendor sees itself in the marketplace two and five years out, as well as, current and future plans to offer enhancements to existing offerings, including frequency and timeframes. Product Capabilities and Functions In addition to the requirements stated above, please detail any other product capabilities and functions that may be of interest to a government entity such as the County. Product Upgrades and New Version Releases Vendors shall briefly describe current and future plans to offer enhancements to the existing Service or additional modules, including the frequency of enhancements and the timeframe of future releases. Vendors should describe: The process of new version releases and the application of service packs to the IPM offering(s) The quality assurance/testing processes to follow to determine whether an upgrade or custom modification is suitable for release

6 May 2015 Page 5 The process by which opportunities for system enhancements are identified, screened, programmed, field-tested and released to customers Whether the upgrade methodology includes a tracking system not only to report on the status of the upgrade, but also to record problems and bugs Installation and Configuration Describe the proposed approach for installing and configuring the Service including: (1) installation and configuration methodology and best practices; (2) project plan; (3) plans to provide services, and guaranteed service level agreements of the proposed solution. Please detail how the County would integrate its active directory and content repositories into your offering. BAP Data Migration The County will require the migration of data from the current legacy system to the new Service. Please include in your bid response the methodology for this data migration and any costs, if applicable. For example, there are approximately 800 project profiles with 40 fields. All of the County Confidential Information, data, records, and information of County to which Vendor has access, or otherwise provided to Contractor shall be and remain the property of County and County shall retain exclusive rights and ownership thereto. The County Data shall not be used by Vendor for any purpose other than as required under this RFB, nor shall such data or any part of such data be disclosed, sold, assigned, leased, or otherwise disposed of to third-parties or commercially exploited or otherwise used. Skill Set Requirements of Personnel and Training Describe the skills needed to implement and support the Service as outlined in this proposal. Describe what training of County staff is required or recommended to support the installation and configuration of products and services. Provide the installation and configuration training approach and ongoing recommended training approach, and if any additional costs associated. Describe the types of training that are provided and the related costs for system administrators and end-users. Describe the product and end-user documentation that is provided with the purchase of the Service. Backup and Disaster Recovery Describe in detail how disaster recovery is handled and how quickly, Recovery Time Objective and Recovery Point Objective, the Service is recovered and restored in the event of catastrophic failure of its infrastructure. Information Security Describe the mandated company-wide information security program, including security policies, standards and procedures that are formally established, documented and maintained.

7 May 2015 Page 6 Functional Requirements Please see the Excel attachment for the Functional Requirements Questionnaire to be completed by the vendor (Attachment C). This questionnaire will be used to determine the vendor's ability to meet the requirements. It is imperative that vendors answer the questions in accordance with the guidelines provided below. Any blanks will be interpreted as does not meet requirement and may disqualify the vendor. Vendor responses shall be validated. Vendor may be required to provide a demonstration of the capability in the questionnaire. Deceptive, inaccurate or incomplete responses are grounds for disqualification from the RFB process. Completion Solution must be fully implemented no later than July 31, 2015.

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