1 OPPORTUNITY SUMMARY

Transcription

1 REQUEST FOR PROPOSALS: SOFTWARE IMPLEMENTATION PROJECT MANAGEMENT SERVICES Posting Date: Wednesday, September 23, 2015 Due Date: Tuesday, October 13, OPPORTUNITY SUMMARY The Massachusetts Clean Energy Center ( MassCEC ) is seeking qualified project management professional services to provide oversight during the software implementation of a highly functional Awards Management System (also known as a grants management system ) to replace its current software solution(s). MassCEC is a quasi-public entity dedicated to accelerating the success of clean energy technologies, companies and projects in Massachusetts while creating high-quality jobs and long-term economic growth for the people of Massachusetts. Since its inception in 2009, MassCEC has helped clean energy companies grow, supported municipal clean energy projects and invested in residential and commercial renewable energy installations creating a robust marketplace for innovative clean technology companies and service providers. The successful vendor(s) must be able to provide project management services across several phases of the software implementation project, including internal and system processes review, data quality review and conversion, oversee systems integration as well as document management. 2 BACKGROUND AND GOALS The purpose of this Request for Proposals ( RFP ) is to procure a vendor that will manage the implementation of MassCEC s new Award Management System working closely with the solution provider, Innovation Network, and MassCEC. The Awards Management System was selected due to its ability to support MassCEC s clean energy programs. MassCEC recognizes that better management tools and improved application tracking capabilities, from pre-award through post-award, will enhance the ability to process, track, and report on the variety of clean energy programs critical to their operations. To ensure the success of this system, it is important that the implementation be carried out efficiently and effectively, meeting both budget and timeline requirements, in combination with ensuring a streamlined and comprehensive data conversion process. MassCEC wishes to view Page 1 of 11

2 proposals that highlight the vendor s ability and experience working with similar software implementations, especially the data conversion and system integration process. 3 ELIGIBILITY AND SERVICES REQUIRED 3.1 ELIGIBLE APPLICANTS This RFP is open to all public, private, for-profit, and nonprofit entities possessing the requisite experience. Experience working with public agencies is preferred, but not required. 3.2 BASIS OF SELECTION MassCEC is seeking the most comprehensive proposal from qualified vendors. Proposals are expected to demonstrate the vendor s specific capabilities required to fill the roles outlined by this RFP. The goal of this process is to award the Implementation Project Management contract to the vendor presenting the experience and skills that best meet the needs of MassCEC. Cost is an important factor, but will not be the sole determining factor in the selection process associated with the implementation of the Awards Management System. Submissions must be in the PDF format and delivered via to the RFP coordinator. Proposals must be received no later than 12:00pm EST on the deadline date for submitting proposals. All submissions received after the due date and time will not be considered. Please send the minimum number of files possible. All vendor(s) submitting proposal will be evaluated based on the following criteria: Background and experience in providing project management services for major software implementation projects for organizations of similar size, structure, and complexity. Additional weight will be given to companies with experience in Massachusetts and for government organizations. Depth and quality of peripheral services will be evaluated, including experience reviewing internal processes, managing complex data conversion, overseeing systems integration, document management and working with diverse programs and teams. Financial condition/stability of the company. Accuracy and format of the RFP response. Page 2 of 11

3 4 ANTICIPATED SCHEDULE Wednesday, September 23, 2015 Wednesday, September 30, 2015 RFP Posted 9:00 AM deadline for firms to submit written questions electronically Tuesday, October 6, 2015 Answers posted to MassCEC website Tuesday, October 13, 2015 Noon deadline for submitting proposals 4.1 PROJECT GOALS AND OBJECTIVES The objective of this RFP is to identify and select a project manager to who will provide project management of the overall process related to Innovation Network s implementation of software on the Fluxx platform, including coordinating MassCEC and Innovation Network through the preparation, conversion, launch and post-implementation phases of the project. MassCEC is interested in proposals from those with experience in project management services to ensure a successful implementation by focusing on several areas, including (but not limited to): Business Process and Workflows o Work with management to remove redundancy in business requirements and streamline overall business processes related to approval of applications, contracts and invoices o Ensure that the software implementation reflects streamlined business requirements and processes in its automated workflows MassCEC Data Review o Work closely with management and program teams to identify data clean-up areas, goals and manage data clean-up process o Prepare data conversion spreadsheet with clean data and work closely with Innovation Network throughout data conversion phase o Guide program teams through post-data migration phase in data reconciliation tests to ensure data conversion has been completed accurately System Reporting o Identify key reports to be developed to support program and accounting staff Systems Integration o Oversee integration of system with Great Plains accounting system in coordination with Accounting team, Great Plains vendor and Innovation Network Page 3 of 11

4 o Ensure that disparate application portals are consolidated within the Innovation Network Fluxx platform, including existing design, functionality and presentation o Integrate solar-related program application portal design with California Energy Commission eligible technologies database System Launch and Training o Manage system launch and onsite training schedules o Assist Innovation Network in developing best training materials and methods for MassCEC staff o Oversee and manage resolution of any post-implementation issues with Innovation Network o Availability to provide project management support to MassCEC after implementation complete to address any unforeseen issues or needs related to the system MassCEC expects that the implementation of the solution will incorporate all areas required by the Integrated Awards Management RFP including improved award approval and administration process, collaborative online application portal, improved integration with Great Plains, and accurate program budgeting and report functionality. In addition, due to the MassCEC s unique involvement in the clean energy field, MassCEC relies heavily on Clean Energy Technology updates provided by the California Energy Commission. The awards management system must make this information directly available within the system. 5 PERFORMANCE AND CONTRACT SPECIFICATIONS 5.1 ANTICIPATED TIMELINE OF CONTRACT MassCEC anticipates that the term of the contract will commence in October 2015 and continue for up to 10 months and additional time as may be necessary. MassCEC s selection of a respondent pursuant to the RFP does not indicate that MassCEC accepts all aspects of the proposal, modifications to which may be requested and agreed to during contract negotiations. 5.2 SCOPE OF WORK Services and Deliverables Kick-off meeting Manage business requirements review and processes improvements Data clean-up, conversion migration and reconciliation Oversee consolidation of application portals and integration with external databases Ensure seamless system integration with Great Plains Ensuring reporting needs of the MassCEC management and program teams are met Page 4 of 11

5 Estimated Schedule and Budget Deliverable Due Date Estimated Budget Anticipated Start Date and Kick-off Meeting N/A Internal Business Requirements and Process Review Data Clean-up, Conversion, Migration and Reconciliation Systems Report Development Systems Integration including Application Portals, External Databases and Financial System Launch and Training 6 INSTRUCTIONS Submissions must be in the PDF format and delivered via to the RFP coordinator. Proposals must be received no later than 12:00pm EST on the deadline date for submitting proposals. All submissions received after the due date and time will not be considered. Please send the minimum number of files possible. 6.1 CONTACT The RFP coordinator for this project is: Heidi Cadavieco, IT Manager Massachusetts Clean Energy Center 63 Franklin Street, 3rd Floor Boston, MA hcadavieco@masscec.com All questions should be directed to the RFP coordinator via . For ed questions, Software Implementation Project Management Services should appear in the subject line. Page 5 of 11

6 For ease of reference, The Massachusetts Clean Energy Center is abbreviated as MassCEC, or may be referred to in the first person. Each vendor receiving this RFP is referred to as a vendor and the vendor selected to provide services for MassCEC is referred to as the selected vendor. This RFP states the instructions for submitting proposals, also the procedure and criteria by which a firm may be selected. 6.2 RESPONSE GUIDELINES It is strongly preferred that the entire Proposal is no longer then ten (10) pages in length. Information required for the Proposal includes the following: Statement of Qualifications: All responses must include a statement of qualifications, experience and description of the applicant firm and project leaders. Please describe the applicant s current and historical expertise in providing the services identified in the RFP. Please provide an example of at least one similar, successful application management system (or similar system) rollout. Proposed Work Plan & Budget: Using the Scope of Work provided above, submit a proposed work plan (the Proposed Work Plan ) including timeline and budget per item. Budgets should show staff time and other expenses as separate line items. If the Applicant does not anticipate being able to meet this deadline, please provide a date the Applicant expects to be able to deliver the product. Please also include a plan for hosting sensitive documents and information. References (One Page): All responses must include reference contacts from at least three clients of the firm, and preferably clients who have utilized the firm on matters related to the services identified in this RFP. Please provide a description of the services provided. Rate sheet submission (One Page): Please include the rates and titles of all team members working on this project. Mark-up of Services Agreement with detailed explanations (if applicable) Applicants must also include the following attachments: Proposal Cover Sheet & Authorized Applicant s Signature and Acceptance Form It is the sole responsibility of the applicant to ensure that its Proposal is complete and properly submitted. At its discretion, MassCEC may request supplemental materials from the applicant and such materials must be submitted within five (5) days of the request or the Proposal may be rejected without further review. The completed Proposal and all other documentation should be submitted to Heidi Cadavieco, IT Manager at hcadavieco@masscec.com. Please send the minimum number of files possible. Software Implementation Project Management Services must appear in the subject line. Page 6 of 11

7 7 GENERAL REQUEST FOR RESPONSE CONDITIONS 7.1 NOTICE OF PUBLIC DISCLOSURE General Statement: As a public entity, MassCEC is subject to Massachusetts Public Records Law, codified at Chapter 66 of the Massachusetts General Laws. Grantee acknowledges and agrees that this solicitation and all Proposal materials will be public records subject to disclosure. Thus, MassCEC urges applicants to carefully consider what documents, materials, data and other information is submitted to MassCEC in connection with a Proposal. Notwithstanding the foregoing, should applicant determine it necessary to submit to MassCEC materials that may be exempt from public disclosure under the statutory exemption set forth at Massachusetts General Laws Chapter 23J, Section 2(k), specifically, documents, materials, data or other information that (a) consist of trade secrets; (b) consist of commercial or financial information regarding the operation of any business conducted by applicant; or c) regarding applicant s competitive position in a particular field of endeavor; then applicant may assert a claim of confidentiality for such documents, materials, data or other information by clearly identifying the documents, materials, data or other information for which it wishes to receive confidential treatment and by attaching the confidentiality cover letter shown in Attachment B. MassCEC recommends applicant consult with legal counsel prior to submitting any such documents, materials, data or other information. Applicant acknowledges and agrees that MassCEC, in its sole discretion, shall determine whether any particular document, material, data or other information is exempt from or subject to public disclosure. 7.2 WAIVER AUTHORITY MassCEC reserves the right, at its sole discretion, to waive minor irregularities in submittal requirements, to modify the anticipated timeline, to request modifications of the application, to accept or reject any or all applications received, and/or to cancel all or part of this RFP at any time prior to awards. 7.3 DISCLAIMER This RFP shall not be construed by any party as an agreement of any kind between MassCEC and such party. This RFP does not obligate MassCEC to accept any proposal, negotiate with any proposer, award an agreement, or proceed with the development of any project, product, relationship or service described in response to this RFP. MassCEC reserves the right to investigate and review the background of any firm or person, and based on such investigations, to reject the use of any firm or person, within MassCEC s sole discretion. Page 7 of 11

8 MassCEC reserves the right to modify deadlines, change the scope of work, amend this RFP, reject any or all submissions for any reason without incurring any cost or liability, negotiate with any firm, and select the firm that best meets MassCEC s needs. All information provided by MassCEC in this RFP is offered in good faith. MassCEC makes no certification that any item is without error. MassCEC is not responsible or liable for any use of the information or for any claims asserted there from. This RFP does not commit MassCEC to award any funds, pay any costs incurred in preparing an application, or procure or contract for services or supplies. MassCEC reserves the right to accept or reject any or all applications received, negotiate with all qualified applicants, cancel or modify the RFP in part or in its entirety, or change the application guidelines, when it is in its best interests. Page 8 of 11

9 Attachment A Authorized Applicant s Signature and Acceptance Form The undersigned is a duly authorized representative of the Applicant listed below. The Applicant has read and understands the RFP requirements. The undersigned acknowledges that all of the terms and conditions of the RFP are mandatory. The Applicant understands that all materials submitted as part of the application are subject to disclosure under the Massachusetts Public Records Law, as explained in Section 7.1 of the RFP, and acknowledges and agrees that MassCEC has no obligation, and retains the sole discretion to fund or choose not to fund the application set forth herein, and that MassCEC s receipt of the application does not imply any promise of funding at any time. The Applicant understands that, if selected by MassCEC, the Applicant and MassCEC will detail and execute a contract that outlines the respective roles and responsibilities of the parties. I certify that the statements made in this application, including all attachments and exhibits, are true and correct to the best of my knowledge. Applicant: (Printed Name of Applicant Organization) By: (Signature of Authorized Representative) Name: Title: Date: Page 9 of 11

10 Attachment B- Notice of Confidential Information Cover Letter This cover letter notifies MassCEC as to the confidentiality of information submitted by the applicant for support indicated below. If this cover letter is not included with information submitted to MassCEC when the information is received by MassCEC, then such information may be made publicly available without further notice to you. All confidentiality claims are subject to verification by MassCEC. POLICY: As a public entity, MassCEC is subject to Massachusetts Public Records Law, codified at Chapter 66 of the Massachusetts General Laws. Thus, any documentary material, data, or other information received by MassCEC, or created by MassCEC, is a public record subject to disclosure. Materials that fall under certain categories, however, may be exempt from public disclosure under a statutory or common law exemption, including the limited exemption at Massachusetts General Laws Chapter 23J, Section 2(k) regarding confidential information submitted to MassCEC by an applicant for any form of assistance. PROCEDURE: In order to make a claim of confidentiality for these categories of materials that may be exempt from disclosure, you must: (1) Complete all fields below; (2) Submit this cover letter with any information for which you are requesting confidential treatment. Please submit a separate cover letter with each separate submission; (3) Prominently mark each page containing confidential information CONFIDENTIAL ; and (4) Submit a copy of all non-confidential information (including any redacted versions of partially confidential documents) separate from all materials for which you request confidential treatment. Name: Address: Category (check all that apply): Information, documents, or data that consist of trade secrets Information, documents, or data that consist of commercial or financial information regarding the operation of the business conducted Information, documents, or data regarding the applicant s competitive position in a particular field or endeavor If substantial harm would result from disclosure, state what those harmful effects would be and their causal connection to disclosure of the information: Period of time for which confidential treatment is desired (e.g., until a certain date, until the occurrence of a specific event, or permanently): Date: Signature: Application Number (if applicable): Printed Name (and title, if applicable): Page 10 of 11

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