ILLINOIS SECRETARY OF STATE Approach to Legacy System Modernization Request For Information

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1 OVERVIEW The Office of the Illinois Secretary of State (SOS) has approximately 120 drivers license facilities located throughout the state of Illinois and five mobile units that travel to other physical locations at which drivers licenses (DLs) and identification cards (IDs) are issued. Annually, the Office issues nearly 4 million drivers licenses or identification cards new, renewal, duplicate and corrected cards. There are approximately 8.7 million drivers and 3.3 million ID cardholders in Illinois. The cards are currently issued in an over-the-counter (OTC) or instant issue environment. Approximately 8,000 to 12,000 new photo and signature images are captured in a regular workday throughout SOS facilities. At the present time, no scanning of identity or other documents occurs in the facility setting. SOS currently uses Social Security On-line Verification (SSOLV) for all new and all unverified renewal applicants, and uses the Systematic Alien Verification System (SAVE) for temporary visitor applicants at seven (7) selected locations. The SOS Driver Services business functions are supported with a mainframe based COBOL system using a DB2 Database. Supporting systems include a COBOL based facility application residing on Linux SLES 9 platform on local (facility) servers for license and ID processing and a vendor solution (L1 Identity Solutions) for over the counter card issuance. An automated test system is in place in some facilities and there is more than one queuing system being used to manage customer traffic through each facility. RFI PURPOSE The purpose of this RFI is to gather information pertaining to the different approaches to modernizing mainframe legacy systems to support the driver services operations of the department of motor vehicles. At this time, the Office of the Illinois Secretary of State (SOS) is not seeking demonstrations of specific products, but rather best practices and approaches for converting from a COBOL based legacy system to a completely integrated solution for facility and central office driver services operations with the flexibility to migrate other DMV operations to eventually achieve one-customer-one-record. Presentations should include the following: Overview of the potential approaches to modernization o Include Pros and Cons of each method o Possible reasons for using one approach instead of another Time, Cost, Resources Specific examples of projects where these approaches have been used (preferably other State DMVs) o Project timelines expected and actual o Scope of project Lessons learned from prior experience with other modernization projects Methods and issues regarding data conversion o Alternatives to converting data o How is the conversion done? o How long does it take? o How much manual cleanup is required? o What preparation can be done ahead of time? Illinois Secretary of State - Request for Information Page 1

2 Recommended programming languages and/or technologies that can support high volume government transactions Code mining or other methods for extracting business rules and logic from legacy code Timelines to expect for each stage of the process and overall timeline from start to finish Change management approach Expectations of the type and number of personnel required to be dedicated full time to the project Roles and responsibilities of the vendor and the agency Implementation approaches need for dual systems, transition timelines, options for converting in phases, etc Strategies for managing business process and organizational structure changes Training approach for technical and business staff RFI SUBMISSION CONTENT Each respondent is asked to submit an executive summary describing the content and scope of their planned presentation. The executive summaries will be reviewed to determine if the presentations will meet the requirements of the RFI in terms of scope and content. The submission content must also include a primary contact for questions or further information along with a list of those individuals who will be participating in the presentation. If possible, contact information for other State DMVs that have used the recommended approach would be appreciated. This can be provided with the submission information or at the time of the presentation. The completed vendor registration form. (Appendix 1) RFI SCHEDULE RFI Release August 14, 2009 Responses Due September 4, 2009, 2:00pm CST Review of Responses September 8 11, 2009 Registration for Presentations September 14 18, 2009 Presentations October 1 9, 2009 Illinois Secretary of State - Request for Information Page 2

3 VENDOR PRESENTATIONS Vendor presentations will be held in Springfield, Illinois. Registration is required. ILSOS will review the submission information and will contact those vendors who meet the requirements of the RFI. The vendor presentations are anticipated to last 2 3 hours, but more time may be requested at the time of registration if needed. Twenty (20) hardcopies of the written material and one (1) electronic copy should be provided at the time of the presentation. The electronic copy can be submitted on CD along with the hardcopies or via to the procurement official listed on the last page of this RFI. It is acceptable for vendors to register together for joint presentations. SUBMISSION OF QUESTIONS Any questions that are submitted for this RFI are to be of a generic nature regarding the process and not programmatic. Questions of a detailed and technical nature are not part of this RFI. In order to assure complete and equitable review of all submissions, respondents/vendors and their agents are asked to not disclose any information related to their submission to any Illinois Secretary of State employee without prior written approval of the SOS Purchasing Manager. SUBMISSIONS All submitted documentation will become the property of the Purchasing Division of the Illinois Office of the Secretary of State unless otherwise requested by the vendor, and will be kept confidential upon request to the extent allowed by law. Portions of submissions for which confidentiality is requested must be explicitly identified. This RFI does not require submission of any proprietary or trade secret information, and SOS will not enter into non-disclosure agreements. The Purchasing Division of the Illinois Secretary of State s Office reserves the right to reject, return and not review any submissions under this RFI that do not meet the provisions in this RFI. This RFI does not create any obligation on the part of the Purchasing Division of the Illinois Secretary of State s Office to respond to or review submissions, issue any procurement documents or contracts, or undertake any other obligation. Cost for return shipping of hardware, software, or any other sample items provided by the Vendor to the Illinois SOS shall be the responsibility of the Vendor, not the State of Illinois, or more specifically, not the Office of the Illinois Secretary of State. SOS will not produce or distribute a final report or evaluation of systems as a result of this RFI. The respondent will absorb any and all costs related to responding to this RFI. Vendors who do not participate in this RFI will not be prohibited from responding to future related procurement opportunities, should that occur. Illinois Secretary of State - Request for Information Page 3

4 RESPONSE PROTOCOL AND VENDOR CONTACT All responses and questions regarding this RFI should be addressed in writing or by electronic mail to: Darrell Marcy, Purchasing Manager Office of Budget and Fiscal Management Office of the Illinois Secretary of State Howlett Bldg. Room 124 Springfield, Illinois (217) Illinois Secretary of State - Request for Information Page 4

5 Appendix 1 Vendor Registration Form 1 Organization Name Vendor Response 2 Primary Contact Name 3 Phone 4 5 How much setup time will you need? 6 How long to tear down after the demonstration? 7 8 Please list the presenters names and titles: 9 Do you have special requirements for power, Internet access, etc? Please provide a summary of the content and scope of the presentation you would like to make: Illinois Secretary of State - Request for Information Page 5