IT Optimization Consulting Services for Organizational Change Management (OCM)

IT Optimization Consulting Services for Organizational Change Management (OCM) April 5, 2013 REQUEST FOR QUOTATION MINORITY BUSINESS ENTERPRISE (MBE) PREFERRED State Term Schedule

Table of Contents 1. INTRODUCTION AND BACKGROUND... 3 1.1. PURPOSE OF THE REQUEST FOR QUOTATION... 3 1.2. BACKGROUND & PROJECT PROGRESS... 3 1.3. SCOPE OF ORGANIZATIONAL CHANGE MANAGEMENT INITIAL & FUTURE... 4 1.4. SKILL SET... 5 1.5. STATUS REPORTING... 5 1.6. NON-DISCLOSURE AGREEMENT... 6 1.7. TERM AND CONTRACT... 6 2. ADMINISTRATIVE... 6 2.1. PROPOSAL INQUIRIES 6 2.2. SCHEDULE OF EVENTS... 7 2.3. DUE DATES... 7 2.4. PERIOD OF FIRM PROPOSAL... 7 3. GUIDELINES FOR QUOTATION PREPARATION... 8 3.1. QUOTATION SUBMISSION... 8 3.2. PROPRIETARY INFORMATION... 9 3.2. WAIVER OF DEFECTS... 9 3.2. REJECTION OF QUOTATIONS... 9 3.2. EVALUATION FACTORS FOR AWARD... 9 4. ADDITIONAL INFORMATION REQUESTED... 9 4.1. KEY RESOURCE RESUMES... 9 4.2. ORGANIZATIONAL CHANGE MANAGEMENT PRACTICE... 9 4.3. ORGANIZATIONAL CHANGE MANAGEMENT DELIVERABLES... 9 4.4. CONDITIONS... 9

1. INTRODUCTION AND BACKGROUND 1.1. PURPOSE OF THE REQUEST FOR QUOTATION The State of Ohio requests that vendors with a mature organizational change management practice bid on an opportunity to lead the State of Ohio s organizational change management effort in IT Optimization. The scope of work does not include the creation of an organizational change management practice for the State of Ohio, merely, the application of the vendor s pre-existing, successful, mature practice. This practice will be leveraged in the creation of an organizational change management deliverables list and templates along with the coaching of a state provided organizational change management team. The vendor will also be required to lead the change management aspects of the IT Optimization initiative as the project continues. The contract will be valid from approximately May 1, 2013 (upon receipt of purchase order) through June 30, 2015. The State may elect to renew this agreement throughout the term of the IT Optimization initiative (approximately 6/30/15). The State wishes to receive proposals from companies holding valid State Term Schedules contract with the State of Ohio, with preference granted to vendors holding MBE certification. 1.2. BACKGROUND & PROJECT PROGRESS Ohio s decentralized IT environment has led to numerous inefficiencies and higher than normal cost structures. This legacy presents a significant challenge and opportunity for the State to centralize common IT functions and transform the State s approach to IT. Governor Kasich has stated on numerous occasions that IT Optimization is the right course of action for Ohio. IT Optimization is a multi-part transformation strategy that will produce statewide and individual agency cost savings, set the foundation for future savings, and provides the tools necessary to improve the services State government delivers to its citizens and businesses. The multi-part strategic approach can be broken down into four components: Improving central IT planning Reducing infrastructure complexity Increasing the use of enterprise and shared applications Employing advanced business intelligence and data analytics To accomplish this scope of work, the State of Ohio created nine distinct functional groups to create solutions for a specific technical or business issues, one example of this would be the security subcommittee (henceforth these groups will be referred to as subcommittees). From each of these functional subcommittees, a team member will be appointed to serve as a representative on an Organizational Change Management team. This group will work,

horizontally, across the subcommittees on the organizational change management deliverables and strategy. The State of Ohio officially kicked off their IT Optimization effort on January 28, 2013 and subcommittees have been meeting regularly since then. Currently, all of the subcommittees have approved program charters and are working to roadmap the major deliverables of their respective programs. By June 30, 2013, all subcommittees are expected to deliver their final Roadmaps, Program and Project Charters, and Transformation Plans. For additional information regarding the IT Optimization Initiative, please see the following web site: http://das.ohio.gov/divisions/informationtechnology/itoptimization.aspx. 1.3. SCOPE OF ORGANIZATIONAL CHANGE MANAGEMENT INITIAL & FUTURE The winning vendor will be expected to provide leadership and coaching to the organizational change management team in areas relating to process design, organizational design and orchestrating communication. They will also work with the Transformation Office, the Program Management Office for IT Optimization, on strategy and approaches. It is expected that the vendor will leverage their organizational change management practice to recommend a deliverable list, templates and approach. It is also expected that the selected vendor will lead and coach the organizational change management team through the completion of those deliverables and execution of the approach. In the request for quotation (RFQ) response, the organizational change management vendor shall explain their competency to meet the following deliverable expectations: Define a structured organizational change management approach and methodology relative to the State of Ohio s IT Optimization/Transformation efforts. Develop a change management strategy based on a situational awareness of the details of the change and the groups being impacted by the change. Identify potential people side risks and anticipated points of resistance, and develop specific plans to mitigate or address the concerns. Develop a set of actionable and targeted change management plans including communication plan, sponsor roadmap, coaching plan, training plan and resistance management plan. Recommend measurement systems to track adoption, utilization and proficiency of individual changes. Identify resistance and performance gaps, and potential corrective action approaches. It is expected that the required hours for the implementation will be more substantial in the beginning as the initial organizational change management plans are drafted. However, after this initial work is completed, the role will settle in the range of eight to twenty four

hours per week. This time will primarily be dedicated to attending and participating in team meetings, coaching the organizational change management team, and advising and coordinating with the Transformation Office. 1.4. SKILL SET This section outlines the skill set requirements for the organizational change management solution as well as the required skills and competencies for the proposed organizational change management contractor(s) that will deliver the solution. RFQ responses will be evaluated based upon the following skill requirements: The qualified organizational change management practice is required to provide: A proven solution that implements best practices of organizational change management principles and methodologies. A solution that has been successfully implemented in large-scale organizational change efforts for large, complex, multifaceted organizations. A solution that works with various project management approaches, tools and phases of the SDLC project lifecycle. A solution that works effectively at all levels in an organization. A solution that positively influences others to move toward a common vision or goal. A flexible solution that can be customized to meet the needs and constraints of the IT Optimization Initiative. Specifically, the State of Ohio s initiative is well underway and the goal is to have completed organizational change management plans by June 30, 2013. The qualified organizational change management candidate(s) is required to demonstrate the following capabilities and skills: Experience leading organization change in IT-based initiatives. Possesses excellent communication skills both written and verbal. Strong analytic problem-solving and decision making abilities. Public Sector experience is desirable. Change Management Professional designation is desirable. 1.5. STATUS REPORTING The contractor will provide weekly status reports to the IT Optimization Transformation Office. The contractor will be responsible for meeting all timelines designated by assigned project manager. Invoices must be submitted monthly for payment and must identify time and materials utilized.

1.6. NON-DISCLOSURE AGREEMENT Both candidate and company will be required to sign a non-disclosure agreement. The nondisclosure agreement prohibits the disclosure of any data which can be used to personally identify any parties at any time either during or after the engagement. 1.7. TERM AND CONTRACT The contract will be through State Term Schedule (STS) contracts and must reflect or be lower than STS rates, and must use STS Categories. 2. ADMINISTRATIVE 2.1. PROPOSAL INQUIRIES Vendors may make inquiries regarding this RFQ any time during the inquiry period listed on the RFQ cover sheet. The State may not respond to any improperly formatted inquiries. The State will try to respond to all inquiries within 24 hours, excluding weekends and State holidays. The State will not respond to any inquiries received after 8:00 am on the inquiry period end date. The State may extend the proposal due date. To make an inquiry, vendors must use the process outlined below. Access the State Procurement Web site at http://procure.ohio.gov/. From the Navigation Bar on the left, select Find It Fast. Select Doc/Bid/Schedule # as the Type. Enter the RFQ number found on the first page of this RFQ (the RFQ number begins with DAS ). Click the Find It Fast button. On the document information page, click the Submit Inquiry button. On the document inquiry page, complete the required Personal Information section by providing: o First and last name of the prospective vendor s representative who is responsible for the inquiry o Name of the prospective vendor o Representative s business phone number o Representative s e-mail address Type the inquiry in the space provided, including: o A reference to the relevant part of this RFQ o The heading for the provision under question o The page number of the RFQ where the provision can be found o Click the Submit button A vendor submitting an inquiry will receive an immediate acknowledgement that the State has received the inquiry as well as an e-mail acknowledging receipt. The vendor will not

receive a personalized response to the question nor notification when the State has answered the question. Vendors may view inquiries and responses on the State s Procurement Web site by using the Find It Fast feature described above and by clicking the View Q & A button on the document information page. All questions must be submitted by 8:00 am on April 11, 2013. Questions submitted after this time will not receive a response from the state. 2.2. SCHEDULE OF EVENTS All times listed are Eastern Standard Time (EST). Event Date 1. RFQ Distribution to Vendors April 9, 2013 2. Questions from Vendors due 8:00 a.m., April 11, 2013 3. Responses to Vendors due 4:00 p.m., April 11, 2013 4. Quotation Due Date 1:00 p.m., April 15, 2013 5. Target Date for Review of Quotation April 15, 2013 April 19, 2013 6. Demonstrations by Candidates April 17, 2013 April 24, 2013 7. Anticipated decision and selection of Vendor April 26, 2013 8. Anticipated commencement date of work On or after May 13, 2013 2.3. DUE DATES All quotations are due by 1:00 pm, EST, on April 15, 2013. Any quote received at the designated location after the required time and date specified for receipt shall be considered late and may not be evaluated for award. 2.4. PERIOD OF FIRM PROPOSAL All quotations must remain in effect for a minimum period of 120 days following the RFQ opening date in order to allow for sufficient time for evaluation, approval, and issuance of award notice. The successful bidder s offer will remain firm for the duration of any resulting award and extensions.

3. GUIDELINES FOR QUOTATION PREPARATION 3.1. QUOTATION SUBMISSION Each Vendor must submit three (3) complete, sealed and signed copies of its quotation and each quotation must be clearly marked IT Optimization Consulting Services for Organizational Change Management on the outside of its envelope along with Vendors name. You may submit your quotation and other materials in electronic format. Electronic materials may be submitted by e-mail, CD, DVD or USB memory stick but must be in ADOBE PDF format. Each quote must be organized in the same format as described below. Quotes must be good for a minimum of 120 days. Cover Letter (include phone and e-mail contact) MBE or EDGE Certification if applicable State Term Schedule Number STS Labor Category Code Vendor Info o Vendor Key Resumes Proposal with Deliverables Deliverables cost & STS Rate Conflict of Interest Statement Payment Address Proof of Insurance, including workers compensation W-9 Form The State will not be liable for any costs incurred by any offeror in responding to this RFQ, even if the State does not award a contract through this process. The State may decide not to award a contract at the State s discretion. The State may reject late quotations regardless of the cause for the delay. The State may also reject any quotation that it believes is not in its interest to accept and may decide not to do business with any of the Vendors responding to this RFQ. Quotations MUST be submitted to the State s Procurement Representative to: Ms. Nychola Richardson, MAS1 State of Ohio, Department of Administrative Services - OIT 30 East Broad Street, 39 th Floor Columbus, OH 43215 Email: nychola.richardson@oit.ohio.gov

3.2. PROPRIETARY INFORMATION All quotations and other material submitted will become the property of the State and may be returned only at the State's option. Proprietary information should not be included in a quotation or supporting materials because the State will have the right to use any materials or ideas submitted in any quotation without compensation to the Vendor. Additionally, all quotations will be open to the public after the contract has been awarded. The State may reject any Proposal if the Vendor takes exception to the terms and conditions of this RFQ. 3.3. WAIVER OF DEFECTS The State has the right to waive any defects in any quotation or in the submission process followed by a Vendor. But the State will only do so if it believes that is in the State's interest and will not cause any material unfairness to other Vendors. 3.4. REJECTION OF QUOTATIONS The State may reject any quotation that is not in the required format, does not address all the requirements of this RFQ, or that the State believes is excessive in price or otherwise not in its interest to consider or to accept. The State will reject any Non-STS responses. In addition, the State may cancel this RFQ, reject all the quotations, and seek to do the work through a new RFQ or other means. 3.5. EVALUATION FACTORS FOR AWARD The following will be considered in determining the vendor to be selected for this engagement, according to a standardized scoring methodology: Company s organizational change management practice Proposed organizational change management approach Relevant experience and skill level of approach Proposed solution / contractor rate(s) The evaluation process may consist of up to three distinct phases: 1. Committee s evaluation of submission 2. Determination of top proposed solutions for presentation 3. Evaluation of solution presentation from top proposed vendors The contractor will not be permitted to substitute personnel for those submitted for RFQ evaluation (during the RFQ evaluation or at project start-up), except when a candidate s unavailability is no fault of the contractor (e.g., Candidate is no longer employed by the Contractor, is deceased, etc.). Note: If a substitution situation occurs, the proposal will be re-evaluated. If the substitution gives the contractor an unfair advantage during the RFQ

process, the proposal may be eliminated or the other vendors will also be given the chance to submit substitutions of personnel also. All proposals will be evaluated for meeting the requested information. Incomplete proposals will not be reviewed. The proposals that provided the requested information will be evaluated for at least the highest prioritized candidate. The proposals will be scored based on the criteria requested above. We reserve the option to interview the top candidates. Candidate substitutions between the proposal evaluation and interview periods are highly discouraged (see above). If OIT has other qualified candidates, the contractor s proposal requesting a substitution will be denied at this stage and the proposal will be eliminated from evaluation. If OIT does not have enough qualified candidates due to the substitution, all received proposals will be asked to confirm their candidates, given a couple of days to provide replacements, and the entire process will start over. 4. ADDITIONAL INFORMATION REQUESTED 4.1. KEY RESOURCE RESUMES Please provide the resumes of the key resources that will be utilized as part of the organizational change management practice. 4.2. ORGANIZATIONAL CHANGE MANAGEMENT PRACTICE Please describe your organizational change management practice for the State of Ohio. 4.3. ORGANIZATIONAL CHANGE MANAGEMENT DELIVERABLES Please describe key deliverables in your practice for creating the organizational change management plan for the State of Ohio. 4.4. CONDITIONS Please provide any other specific conditions that you require the State of Ohio to provide or assumptions that you are making.