Request for Proposal Project Management Services August 9, 2013
Table of Contents Executive Summary and Company Background... 3 Summary Overview of Request for Proposal (RFP) and Services Requested... 4 Schedule of Events... 5 Key Contact Information for Questions and Submittal... 5 Requirements and Project Services Requested... 6 General Preferred Experience... 6 Estimated Project Timelines... 6 Project Management Services... 6 Change Management Services... 7 Software Development Vendor Management Services... 7 Provider Response Deliverable... 8 Selection Criteria... 9 The information and data in this document contain technical and organizational information that is confidential and proprietary. As such, its contents should not be disclosed, used, or duplicated in whole or in part for any purpose other than for the vendor to prepare its response to our requirements. Print Date: September 24, 2013 Page 2 of 9
Executive Summary and Company Background Since 2005, Los Angeles Universal Preschool ( LAUP ) has supported the operation and/or development of more than 325 preschools in Los Angeles County, touching the lives of more than 50,000 children through enriching curricula and nurturing environments aimed to best prepare children to succeed in kindergarten and beyond. Primarily funded by First 5 Los Angeles, LAUP s mission is to provide high-quality preschool for all four-year-old children in Los Angeles County. LAUP believe all children deserve the best start in life, and a quality preschool education provides all children the springboard to success. LAUP funds more than 300 preschools, including public, private, religious, as well as community and familybased sites. LAUP offers many services to our network of preschools, including classroom and fiscal coaching, mentoring, as well as helping to foster parent involvement in their child s education. LAUP is a non-profit organization created to provide accessible and affordable preschool for all four-year-old children in Los Angeles County. To date, LAUP has served tens of thousands of children and their families. Our goal is to make high-quality preschool education universally available to all four-year-olds countywide. Print Date: September 24, 2013 Page 3 of 9
Summary Overview of Request for Proposal (RFP) and Services Requested This RFP is requesting that providers submit responses that include services and support relating to end-to-end management of an application development project for LAUP s enterprise operations system. LAUP s is looking to implement new functionality and enhance the existing functionality of their enterprise operations system in order to better align the operations system with the strategic vision of LAUP. LAUP currently utilizes several software applications, including a custom built enterprise operations system called LEO, that manages the key operational processes at LAUP. The LEO application is a web based.net application sitting on top of a SQL database that was developed in 2007. The other key applications that manage the LAUP operations include Microsoft Dynamics CRM, MS SharePoint, MS AX, Raisers Edge, and a licensed software called Efforts to Outcomes (ETO). The age of the LEO system combined with the management of LAUP s key operational processes across several software applications has created inefficiencies throughout the LAUP operations. LAUP is seeking to reduce the reliance on multiple application systems by incorporating those functions into the single system. The end solution may take the form of enhancements to the existing LEO system, customization of an out-of-the-box solution, and/or a combination of the two. LAUP is looking for a consulting firm with strong expertise in application development to provide project management, change management, and vendor management services for this initiative. Print Date: September 24, 2013 Page 4 of 9
Schedule of Events Event Date 1. RFP distribution to vendors 8/9/2013 2. Project Details Conference Call 8/20/2013 3. RFP response/proposal due date 8/30/2013 4. Target date for review of proposals 10/8/2013 5. Questions for vendors about proposals 10/10/2013 6. Target for vendor selection 10/18/2013 7. Target commencement date of work TBD Key Contact Information for Questions and Submittal Dennis Ebuen Los Angeles Universal Preschool Director, Applications and Development debuen@laup.net (213) 416-1313 Print Date: September 24, 2013 Page 5 of 9
Requirements and Project Services Requested General Preferred Experience 1. 5-10+ Years of experience with application development projects 2. Project team members are primarily located in California 3. Experience with working with off-shore resources 4. Experience working with non-profit organizations is preferred 5. Experience with organizations focused on education is preferred 6. Experience with.net, SharePoint, SQL based applications Estimated Project Timelines Event Date 1. Project Start 11/1/2013 2. High Level System Design 12/15/2013 3. Software Development Vendor RFP TBD 4. Low Level System Design TBD 5. Build and Test TBD 6. Deployment 10/1/2014 Project Management Services 1. Establish and manage a formalized project approach to the project. 2. Develop and maintain a Project Management Plan, including project objectives and success criteria, deliverables, role/responsibilities/contact information, communication protocols, document control methodology, cost management, schedule management and quality management plans. 3. Facilitation of design sessions, project meetings, status update meetings with the audiences at the line of business, executive and board member level and will be responsible for assuring meeting minutes are produced and distributed. 4. Management of project budget with the Director of Applications and Development and provide weekly reports to the Director. 5. Ensure project compliance with LAUP s software development methodology and compliance with LAUP IT audit requirements. Print Date: September 24, 2013 Page 6 of 9
6. Development of hand-off and support plan for the new software. Change Management Services 1. Development and implementing a deployment plan for the new application. 2. Documentation of current and future business processes and workflows resulting from the software implementation. 3. Development of technical training documents for all applicable users of the software. 4. Delivery of training to all applicable users. 5. Post Go Live support. 6. Schedule and facilitate a Lessons Learned meeting at the conclusion of the project, including recording and documenting the meeting activities and submitting a report to the Owner. Software Development Vendor Management Services 1. Development of an RFP for a software development vendor. 2. Management of the RFP process for software development vendor. 3. Review and comment on the vendor s responses to RFP and make recommendations to the LAUP. Assist LAUP in preparing the vendor contracts and ensure close coordination with LAUP Risk Management and Procurement team. 4. Overall management of the selected vendor, including responsibility for all vendor deliverables. 5. Coordination with Software Vendor for the completion of all system testing, including development of UAT scripts, documentation on sign-offs, and change control processes. 6. Receive and review for completeness all manuals, support information, and technical documentation from the selected vendor. Print Date: September 24, 2013 Page 7 of 9
Provider Response Deliverable The Project Management Proposal will provide the following required information in order to demonstrate that the company has the experience, knowledge, personnel and equipment needed to successfully complete its services. The required submittals are: 1. Cover Letter: Provide a cover letter introducing your firm and proposal. 2. Company Overview: Provide an overview of the company detailing the total number and expertise of professional staff, their credentials (i.e. PMP). 3. Project Management Experience / Project Examples: Provide at least 3 examples of successfully implemented application development projects. Preferred projects presented should demonstrate experience with the following: integrated project delivery, change management, vendor management, software development. For each project include the client name, project name, project location, summary of services performed, and budget. Provide LAUP references for three (3) of the projects, including name, title, and phone number. 4. Key Project Personnel / Project Organization: 4.1. Key Personnel: Project Manager should have a minimum 5 years of experience in application development projects. Provide a detailed resume for the Project Manager candidate and supporting staff that will be performing the services. Resumes should include years of experience, summary relevant experience, education, professional registrations and certifications. 4.2. Project Organization: Provide a project organization chart. Identify roles and responsibilities of the project team, reporting relationships and use of subcontractors if applicable. Identify whether project management services will be self-performed or utilize subcontractors. Identify each sub-contractor. 5. Project Approach: Present your understanding of the Project and the scope of the services required. Include how your firm provides Project Management Services in the Design, Build and Project Close-Out Phases. 6. Fees: Provide an estimated total fee to provide the scope of services requested and provide a breakdown by project phase/event. The work effort to complete this project is estimated to be 3800 hours in total, all fee estimates can be based off of that amount. 7. Due Date: Friday 8/30/2013 by 4pm to be sent electronically to Dennis Ebuen (debuen@laup.net) Print Date: September 24, 2013 Page 8 of 9
Selection Criteria LAUP will evaluate the proposals for the PM based on the following criteria: 1. Proposed Project Manager and Team: Education, experience, leadership capability, and past performance. 2. Relevant Experience: The experience of the Proposed PM in performing similar services of similar scope. This includes their understanding of the problem and the soundness of their approach. 3. Responsiveness: The proposal will be examined to verify that the Proposer has submitted both the documentation requested and is responsive to the detailed specifications for the project. 4. Fee: The Proposer's Estimated Fee should be based on the 3800 hours estimated to complete this project and should be a fixed bid amount. 5. After the receipt of proposals, the selection committee will review the credentials of each vendor. Vendors may be shortlisted and selected for an interview. Selected vendors will make presentations to and will be interviewed by a committee which will evaluate, select, and recommend the vendor best qualified to accomplish a project of this size and scope. Key staff members are expected to participate in the interview. Print Date: September 24, 2013 Page 9 of 9