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VITA RFP 2008-05 – Business Intelligence Tools – Enterprise/Statewide

COMMONWEALTH OF VIRGINIAVIRGINIA INFORMATION TECHNOLOGIES AGENCY (VITA)

SUPPLY CHAIN MANAGEMENT DIVISIONMeadowville Technology Park

VITA-SCM11751 Meadowville Lane

Chester, VA 23836NOTE: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, §2.2-4343.1 or against a Supplier because of race, religion, color, sex, national origin, age, disability, armed services-related disability or any other basis prohibited by state law relating to discrimination in employment.

VITA is committed to increasing procurement opportunities for small businesses, including small businesses owned by women, minorities and service-disabled veterans.

Business Intelligence Tools – Enterprise/StatewideREQUEST FOR PROPOSALS (RFP) 2008-05

for

Project Name: Business Intelligence Tools

Due Date: February 15, 2008 Due Date/Time: 4:00 PM Eastern

Single Point of Contact (SPOC): Doug Leslie

E-mail Address: [email protected]

Sourcing scope: This procurement is being conducted on behalf of all public bodies as defined by §2.2-4301 and referenced by §2.2-4304 of the Code of Virginia, and other public bodies including all public agencies and institutions and localities of the several states, of the United States or its territories, the District of Columbia, and the U.S. General Services Administration (“Public Bodies”). Any resulting contract(s) will be available for use by all Public Bodies.

VITA PAGE 1 OF 26 JANUARY 25, 2008

Supply Chain Management (SCM)

mailto:[email protected]


Table of Contents1. INTRODUCTION 4

A. RFP OBJECTIVE AND PROJECT OVERVIEW 4B. COMMONWEALTH BUSINESS INTELLIGENCE INITIATIVE 4C. VITA OVERVIEW 4

2. PROPOSAL INSTRUCTIONS AND ADMINISTRATION 6A. OVERVIEW 6B. VIRGINIA PUBLIC PROCUREMENT ACT (VPPA) 6C. LIABILITY 6D. NONDISCLOSURE 6E. ALTERNATIVE DISPUTE RESOLUTION (ADR) 6F. PROPRIETARY INFORMATION 6G. PROPOSAL PROTOCOL 7H. SINGLE POINT OF CONTACT (SPOC) 7I. PRE-PROPOSAL CONFERENCE/TELECONFERENCE 7J. EVALUATION PROCESS 8K. EVALUATION FACTORS 8L. PROCUREMENT WEBSITE 9M. TIMETABLE 9N. NOTICE OF AWARD 10

3. PROPOSAL FORMAT 11A. SUPPLIER'S PROPOSAL FORMAT 11

4. PRESENT SITUATION 12A. BACKGROUND 12

5. FUNCTIONAL AND TECHNICAL REQUIREMENTS 13

6. SUPPLIER PROFILE 14A. SUPPLIER CORPORATE OVERVIEW 14

1. Business........................................................................................................................142. Corporate Identity..........................................................................................................143. Organization and Structure............................................................................................144. Locations....................................................................................................................... 145. Strategic Relationships..................................................................................................146. International Organization for Standardization (ISO) 900X Certification........................14

B. FINANCIAL INFORMATION 141. Total Annual Revenue...................................................................................................142. Dun and Bradstreet Credit Report.................................................................................143. Annual Reports..............................................................................................................154. Research and Development..........................................................................................15

C. SUPPLIER EXPERIENCE LEVEL AND CUSTOMER REFERENCES 15D. PERFORMANCE STANDARDS METHODOLOGY 16E. DISASTER RECOVERY/SECURITY PLAN 16F. ACCOUNT MANAGEMENT 17

1. Account Management Plan............................................................................................172. Project Team.................................................................................................................17

7. PRICING INFORMATION 18

8. VITA STANDARD AGREEMENT 19A. VITA SOFTWARE LICENSE CONTRACT 19B. SMALL BUSINESSES 19

9. APPENDIX A – REQUIREMENTS TABLES 21



10. APPENDIX B - PRICING SUBMITTAL 22

11. APPENDIX C - SMALL BUSINESS SUBCONTRACTING PLAN AND SMALL BUSINESS SUBCONTRACTING REPORT 23

A. SMALL BUSINESS SUBCONTRACTING REPORT 23B. Supplier’s Small Business Subcontracting Plan 23



1. INTRODUCTION

A. RFP Objective and Project OverviewThe purpose of this Request for Proposal (RFP) is to solicit proposals from qualified Suppliers to supply a business intelligence (BI) toolset that meets the requirements defined herein. The goal of this RFP is to obtain current market data to assist VITA in determining the most efficient way to meet these requirements. This process will result in the selection of a BI toolset as the enterprise standard for executive agencies (excluding higher education) within the Commonwealth for a minimum of five years following award. As the standard for the executive agencies, the toolset would be used for future executive agency BI implementations. It is the Commonwealth’s intent that any resulting contract be available for use by other Public Bodies as well.

Although the provision of services that might be needed to implement the selected BI toolset for any particular project is not required, the RFP does include requirements for the establishment of a “rate card” for specific types of resources capable of providing services associated with the toolset, including implementation services. The Commonwealth is targeting an agency BI project in the current year and additional agency projects in the future as part of a Business Intelligence Initiative.

For the purposes of this RFP, “Supplier” shall mean any entity who submits a proposal in response to this RFP.

Timely proposals received in response to this RFP will be evaluated by the BI Tools evaluation team. Once the proposals have been evaluated, VITA will be in a position to determine the best course of action. Although it is our intent to accomplish substantial improvements and cost efficiencies as the result of this project, VITA may determine that no change is warranted at this time. VITA may, at its sole discretion, make one award, multiple awards, or none at all.

The expectation is that this RFP will result in the establishment of a contract or contracts that will provide the means to satisfy the majority of the Commonwealth’s immediate and future BI tools needs through one or more contracts. While alliances among Suppliers are acceptable, VITA is interested in simplifying processes by having a single point of interface wherever possible.

Section 5 sets forth the service/solution detailed requirements. VITA reserves the right to adjust the requirements or scope of this RFP. In the event that any modifications become necessary, an amendment to this RFP will be posted on eVA.

B. Commonwealth Business Intelligence InitiativeAs part of a Business Intelligence Initiative, the Commonwealth envisions standardizing on a business intelligence toolset for information delivery and analysis for executive branch agencies. As part of this initiative it is highly desirable to procure a single toolset with a licensing and pricing structure that would be consistent with its use and deployment. The Commonwealth is targeting an agency BI project in the current year and additional agency projects in the future. Specifics regarding the timing and extent of business intelligence projects are still being developed.

The Commonwealth also envisions that the procured toolset standard would provide robust capabilities that enable it to implement BI solutions regardless of the underlying application or data repository type.

Finally, Northrop Grumman as VITA’s IT infrastructure contractor will host the BI implementation(s) developed with the procured toolset for the Commonwealth Business Intelligence Initiative.

C. VITA OverviewVITA is the Commonwealth’s consolidated, centralized information technology organization. Established by the 2003 General Assembly, VITA’s responsibilities fall into three primary categories:

i). Operation of the IT infrastructure, including all related personnel, for the executive branch agencies declared by the legislature to be “in-scope” to VITA;

ii). Governance of IT investments in support of the duties and responsibilities of the Information Technology Investment Board and the Chief Information Officer of the Commonwealth;



iii). Procurement of information technology for VITA and on behalf of other state agencies and institutions of higher education.



2. PROPOSAL INSTRUCTIONS AND ADMINISTRATION

A. OverviewThis RFP was developed to provide potential Suppliers with the information required to prepare proposals. This section outlines the administrative procedures and guidelines for preparing a proposal. Nothing in this RFP constitutes an offer or an invitation to contract.

B. Virginia Public Procurement Act (VPPA)This RFP is governed by the VPPA, § 2.2-4300 et seq. of the Code of Virginia, and other applicable laws.

C. LiabilityThe issuance of this document and the receipt of information in response to this document will not cause VITA to incur any liability or obligation, financial or otherwise, to any Supplier. VITA assumes no obligation to reimburse or in any way compensate a Supplier for expenses incurred in connection with its proposal.

D. NondisclosureAll proposal information will be treated as confidential prior to contract award and will not be disclosed except as required by law or by court order.

E. Alternative Dispute Resolution (ADR)Supplier agrees to submit any and all disputes arising from this RFP to VITA’s alternative dispute resolution (ADR) procedures. Supplier may invoke VITA’s ADR procedures at any time after contract award in addition to any other statutory remedies prescribed by the Code of Virginia.

F. Proprietary InformationVITA reserves the right to use information submitted in response to this document in any manner it may deem appropriate in evaluating the proposals. Ownership of all data, materials, and documentation originated and prepared for VITA pursuant to the RFP shall rest exclusively with VITA and shall be subject to public inspection in accordance with the §2.2-4342 of the Virginia Public Procurement Act and the Virginia Freedom of Information Act.

Trade secrets or proprietary information submitted by a bidder, supplier or contractor in connection with a procurement transaction or prequalification application submitted pursuant to subsection B of §2.2-4317 shall not be subject to the Virginia Freedom of Information Act (§ 2.2- 3700 et seq.) if the Supplier:

i). invokes the protections of this section in writing prior to or upon submission of the data or other materials,

ii). identifies specifically the data or other materials to be protected, and

iii). states the reasons why protection is necessary.

FAILURE TO COMPLY WILL RESULT IN THE DATA OR OTHER MATERIALS BEING RELEASED TO SUPPLIERS OR THE PUBLIC AS PROVIDED FOR IN THE VIRGINIA FREEDOM OF INFORMATION ACT.

The Supplier must provide as a separate appendix to its proposal a list of all pages in the proposal that contain proprietary information and the reason it deems such information proprietary. Only pages referenced in that list will be treated as proprietary. The classification of an entire proposal as proprietary or trade secret is not acceptable and may be deemed non-responsive. The Supplier may be asked to provide a fully redacted copy of its proposal on CD-ROM and hardcopy to be utilized in those circumstances where public proposal review is needed.



G. Proposal ProtocolIn order to be considered for selection, a Supplier is to submit a complete response to this RFP no later than 4:00 PM local time on the date specified on the cover sheet of this RFP.

Original hardcopy proposals should be bound with tabs delineating each section. Supplier shall submit its proposal as follows:

1. One (1) complete original hardcopy, bound or contained in a single volume where practical, with permission to make copies;

2. Fourteen (14) sets of CD-ROM No. 1 as specified in Section 3 of this RFP.3. Five (5) each of CD-ROMs No. 2, 3, and 4 as specified in Section 3 of this RFP.

Proposals should be submitted to the following location:

To: Virginia Information Technologies Agency (VITA)SPOC: Doug Leslie

ATTN: RFP 2008-05Supply Chain Management (SCM) Meadowville Technology ParkVITA-SCM11751 Meadowville LaneChester, VA 23836

All proposal materials are to be provided in either Microsoft Word or Excel (Windows XP compatible), as specified.

A proposal submitted for consideration should be clearly marked on the outside cover of all envelopes, CDs, boxes or packages with the following:

Name of Supplier

Street Address or P.O. Box Number

City, State, Zip Code

RFP # 2008-05

The proposal is to be signed by an authorized representative of the Supplier.

Proposals should be prepared and organized as indicated in Section 3, Proposal Format, providing a concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

Supplier should be prepared to incorporate all statements made in its proposal in response to Sections 5, 6, 7 and 8 into the final contract. Any and all information that Supplier is unwilling to incorporate into a final contract must be marked in BOLD CAPS.

H. Single Point of Contact (SPOC)Submit all inquiries concerning this RFP in writing by email, subject: “Questions on RFP # 2008-05” to:

SPOC: Doug Leslie

Email: [email protected]

VITA cannot guarantee a response to questions received less than five (5) days prior to the proposal due date. No questions will be addressed orally.

To ensure timely and adequate consideration of proposals, Suppliers are to limit all contact pertaining to this RFP to the designated SPOC for the duration of this procurement process.

I. Pre-Proposal TeleconferenceThere will be a pre-proposal teleconference held on the date specified in Table 1 in this Section. The pre-proposal teleconference is open to all interested suppliers and you are encouraged to attend. There will be no opportunity for a private or individual conference. Suppliers are encouraged to submit


mailto:[email protected]?subject=Questions%20on%20RFP%20%23%202008-05


pre-proposal questions in writing at least 72 hours prior to the pre-proposal teleconference. These questions will be addressed as part of the pre-proposal teleconference.

To participate in the pre-proposal teleconference, Supplier must register in advance by sending an email to [email protected] with subject line “RFP 2008-05 Teleconference Registration”, stating the name of the Supplier and Supplier’s participating representative(s). Supplier will then receive a teleconference number for the call. It is strongly recommended that Supplier register not later than 4:00 pm local time on the business day prior to the teleconference to ensure that supplier receives a teleconference number.

J. Evaluation ProcessVITA will review each proposal received by the due date and time to determine whether it meets the Must Have (M) factors of this RFP. All Must Have factors are evaluated on a met-or-not-met basis. Any proposal that does not meet all of the Must Have factors will be set aside and receive no further consideration.

The proposals that meet all the Must Have criteria will be distributed to the evaluation team who will assess and score each Supplier’s response to Sections 5, 6, and 8 of the RFP based on a review of the submitted materials.

VITA may then elect, in its judgment, to continue the evaluation of the highest scoring proposal(s)/Supplier(s) and may request that Suppliers clarify or explain certain aspects of their proposals.

At any point in the evaluation process VITA may employ any or all of the following means of evaluation:

Reviewing industry research Supplier presentations Site visits Contacting Supplier's references Product demonstrations/pilot tests Requesting Suppliers elaborate on or clarify specific portions of their proposal

VITA may, in its judgment, limit all of the above to the highest scoring proposals. No Supplier is guaranteed an opportunity to explain, supplement or amend its initial proposal. Suppliers must not submit a proposal assuming that there will be an opportunity to negotiate any aspect of the Proposal. Therefore, each Supplier is encouraged to ensure that its initial proposal contains and represents its best offering.

Supplier should be prepared to conduct product demonstrations, pilot tests, presentations or site visits at the time, date and location of VITA’s choice, should VITA so request.

VITA will select for negotiation those proposals deemed to be fully qualified and best suited based on the factors as stated in the RFP. Negotiations will then be conducted with these suppliers. It is at this point that pricing and contract terms and conditions will be negotiated. After negotiations, VITA shall select the proposal(s) which, in its opinion, is the best proposal(s) representing best value and may award a contract to that supplier(s). For purposes of this RFP, VITA will determine best value based on the value relative to the cost of the Solution, giving consideration to the project's budget objectives.

If any Supplier fails to provide the necessary information for negotiations in a timely manner, or fails to negotiate in good faith, VITA may terminate negotiations with that Supplier at any time.

VITA reserves the right, at its sole discretion, to reject any proposal or cancel and re-issue the RFP. In addition, VITA reserves the right to accept or reject in whole or in part any proposal submitted, and to waive minor technicalities when in the best interest of the Commonwealth.

VITA SHALL NOT BE CONTRACTUALLY BOUND TO ANY SUPPLIER PRIOR TO THE EXECUTION OF A DEFINITIVE WRITTEN CONTRACT.

K. Evaluation Factors The evaluation factors involved in this RFP are as follows:


mailto:[email protected]?subject=RFP%202008-05%20Teleconference%20Registration


i). Must Have (M) factors identified in the table below:

No. Must Have (M) Factors1.

(M) Proposal must be received by the due date and time. No late proposals will be reviewed.

2.

(M) Supplier accepts the provisions at the following URLs: http://www.vita.virginia.gov/uploadedFiles/SCM/StatutorilyMandatedTsandCs.pdf the eVA provisions at http://www.vita.virginia.gov/uploadedFiles/SCM/eVATsandCs.pdf and the contractual claims provision §2.2-4363 of the Code of Virginia.

3.

(M) Supplier agrees to comply with the Supplier’s Monthly Report of Sales and Industrial Funding Adjustment requirements (see details in file “2008-05 Section 8 Terms and Conditions.doc”, the terms and conditions table referenced by Section 8 of the RFP).

4.

(M) Supplier is current with all its sales tax obligations to the Commonwealth as of the due date of the proposals in response to this RFP.

5.

(M) Supplier must provide a response to Sections 5, 6, 7, and 8.

ii). Supplier’s compliance with the RFP instructions, including SPOC.

iii). The extent to which the Supplier’s proposal satisfies the requirements identified in Sections 5 and 8,

iv). Supplier’s viability and past performance (see Section 6 Supplier Profile),

v). Negotiated Price

L. Procurement WebsiteThe Commonwealth of Virginia's procurement portal, http://www.eva.virginia.gov, provides information about Commonwealth solicitations and awards. Suppliers are encouraged to check this site on a regular basis and, in particular, prior to submission of proposals to identify any amendments to the RFP that may have been issued.

M. TimetableTable 1

Activity Target Completion Date

Deadline for questions for pre-proposal teleconference

72 hours prior to pre-proposal teleconference

Pre-proposal teleconference February 4, 2008, 2:00 PM ET

Deadline for all questions 5 days prior to bid due date

Proposals due See cover sheet

Presentations, demonstrations, etc. (At VITA's option) April 4, 2008

Final contract negotiation(s) April 25, 2008

Contract(s) awarded May 2, 2008

The timetable above is provided for planning purposes only.


http://www.eva.virginia.gov/

http://www.vita.virginia.gov/uploadedFiles/SCM/eVATsandCs.pdf

http://www.vita.virginia.gov/uploadedFiles/SCM/StatutorilyMandatedTsandCs.pdf


N. Notice of AwardUpon the award of a contract as a result of this RFP, VITA will promptly post a notice of award at http://www.eva.virginia.gov. No award decision will be provided verbally. Any final contract, including pricing, awarded as a result of this RFP shall be made available for public inspection.

By the date of award, the selected Supplier(s) is required to be registered and able to accept orders through eVA. Supplier must have completed and submitted a CGI-AMS Inc. Buysense Terms of Service Agreement and a Supplier Trading Partner Agreement (TPA) through the Commonwealth of Virginia’s e-procurement website (eVA) located at http://www.eva.virginia.gov.





3. PROPOSAL FORMATSuppliers are to adhere to the specific format set forth in Table 2 below to aid the evaluation team in its efforts to evaluate all proposals fairly and equitably. Proposals that deviate from the requested format will require additional time for review and evaluation. VITA may reject any proposal that is not in the required format, or does not address all the requirements of this RFP.

Proposals should be written specifically to answer this RFP. General “sales” material should not be used within the body of the proposal, and any terms or conditions on such “sales” material will be considered invalid. If desired, Supplier may attach such material in a separate appendix. It is essential that the proposal be thorough and concise. Supplier should avoid broad, unenforceable, or immeasurable responses and should include all requested information in each section as indicated below.

In order to facilitate VITA’s review of the submitted proposals, Suppliers are to provide the requested information in the following format. Supplier shall place ITS NAME, not “VITA”, IN EACH FILE NAME (e.g., BI Tools Inc’s Transmittal.doc for each file). Quantities of each CD are specified in Section 2, Proposal Protocol. VITA will not separate a proposal into the requisite CDs.

A. Supplier's Proposal FormatTable 2

CD-ROM No. Section Title Contents (Each a separate file)

1. Transmittal A signed cover letter, identifying the individuals authorized to negotiate on behalf of the Supplier and their contact information. A copy of a completed eVA registration confirmation.

1. Executive Summary Top level summary of the most important aspects of the proposal, containing a concise description of the proposed Solution(s). Requested limitation: 2 pages.

1. Detailed Description of Proposed Solution(s)

Supplier’s response by item in the tables set forth in Section 5, clearly identifying and detailing the proposed solution, and any additional solution details requested.

1 Appendices Any optional information pertaining to its proposed solution Supplier may wish to submit, excluding pricing data. Where Supplier references additional information in the tables in Section 5, all such information should be organized such that there is one separate file for each table or worksheet.

2. Pricing Detailed pricing as specified in Section 7. Pricing Submittal Excel workbook in a separate envelope in hard copy and CD. Do not include any pricing data in any other section of the proposal.

3. Contracts Any comments, in the form of redline mark-up, regarding VITA’s proposed contractual terms and conditions pursuant to Section 8, and the completed table from Section 8.

4. Supplier Profile Pursuant to Section 6.

By submitting a proposal, Supplier certifies that all information provided in response to this RFP is true and accurate.



4. PRESENT SITUATION

A. BackgroundIn the Spring of 2007, the Virginia Enterprise Applications Program (VEAP) conducted an assessment of the current technology used by six primary agencies that were participating in various Commonwealth financial initiatives. The six agencies included in the assessment were:

• Department of General Services (DGS)

• Virginia Department of Transportation (VDOT)

• Virginia Employment Commission (VEC)

• Virginia Information Technologies Agency (VITA)

• Department of Planning and Budget (DPB)

• Department of Accounts (DOA)

As part of this assessment, a review of the Business Intelligence (BI) architecture was conducted.

This assessment and other research found that Business Intelligence solutions for the Commonwealth have been deployed in a decentralized manner. This deployment approach has resulted in a varied set of business intelligence tools and capabilities. For instance, the assessment identified the following reporting tools as in use:

• Viador

• nVision

• Crystal

• SQR

• EasyTrieve

• MS Analytical Services

• Mantissa

Other agencies that were not included in the assessment have employed other products to address their BI needs. Additionally, there are still other agencies that have limited BI capabilities and lack the resources necessary to “unlock” information resident in their existing data stores.

In addition to the variety of BI tools used, the Commonwealth employs a variety of operational systems and data repositories. These operational systems range from commercial ERP systems to custom developed COBOL applications. The data repositories include a number of different repository types, including non-relational and relational databases. In some cases this variety has required specialized tools/products to provide BI capabilities.

In November 2005, VITA and Northrop Grumman Corporation entered into a contract to modernize and standardize the Commonwealth's decentralized, disparate IT infrastructure and make government more accessible to its constituents. Additional goals of the contract are to provide IT services to all agencies at predictable costs and consistent service levels, improve services, increase efficiency, boost the productivity of the workforce, ensure security of Commonwealth assets and reduce costs over the long term.



5. FUNCTIONAL AND TECHNICAL REQUIREMENTS See Appendix A, “Requirements Tables.”



6. SUPPLIER PROFILE



A. Supplier Corporate Overview

1. BusinessSupplier shall state its core business, background, and experience in the relevant market (not to exceed 3 pages).

2. Corporate IdentitySupplier shall provide the identity of Supplier and any parent corporation, including address, phone and fax numbers, FEIN or tax ID No., company web site and contact email. Supplier shall also provide the identity of any subsidiaries, as applicable (not to exceed 3 pages).

3. Organization and StructureSupplier is asked to provide an overview of its organizational operating structure and describe the operational and functional relationships of the business units of its organization, as they relate to Supplier’s proposal. Organizational charts are helpful supplements to the descriptions.

Supplier should indicate whether it expects to provide the Solution with existing resources or plans to secure additional resources by partnering or subcontracting. If applicable, Supplier should identify the additional resources required to provide the Solution included in its proposal and the timetable for obtaining such resources.

VITA reserves the right to request that Supplier provide all the information described in this section for any subcontractors proposed by Supplier.

4. LocationsSupplier shall describe the geographical locations of its firm at the national, regional, and local levels, as applicable. Supplier shall identify all locations that will be used to support the Commonwealth and the operations handled from these locations. Supplier must clearly identify any overseas locations which may be used to support the resultant contract or any related data transactions.

5. Strategic RelationshipsSupplier is asked to identify strategic relationships with other related Suppliers. Supplier shall state all subcontractors expected to be used in implementing the proposed solution. VITA reserves the right to request that Supplier provide all the information described in this section for any and all major subcontractors proposed by Supplier.

6. International Organization for Standardization (ISO) 900X CertificationSupplier shall indicate if it is ISO certified. If “yes”, Supplier shall identify the area(s) in which it is certified (e.g., services, manufacturing).

B. Financial Information

1. Total Annual RevenueSupplier shall state total annual revenue and indicate the revenues associated with the provision of the Solution relevant to its proposal.

2. Dun and Bradstreet Credit ReportSupplier shall include its current full D&B Business Report, if D&B issues reports on Supplier.



3. Annual ReportsSupplier should provide certified, audited financial statements (i.e., income statements, balance sheets, cash flow statements) for the most recent three (3) years. Suppliers having been in business for a shorter period of time shall submit any available certified, audited annual financial statements. VITA may request copies of or access to current and historic annual reports. VITA reserves the right to access a Supplier’s publicly available financial information and to consider such information in its evaluation of such Supplier’s proposal.

4. Research and DevelopmentSupplier shall state the percentage of its revenue invested in Research and Development related to its proposed Solution, as appropriate. Supplier should provide a clear vision of how it plans to support emerging technologies and industry standards.

C. Supplier Experience Level and Customer ReferencesThe Supplier must demonstrate a proven record of providing Solutions similar to those defined in this RFP to customers of similar scope and complexity.

The Supplier shall provide three to five customer references with contact names, email addresses, phone numbers, and descriptions, including solution scope and dates implemented, which VITA may use in reference checking. The references should be from organizations where Supplier is providing (or has recently provided) a solution that is similar in type and scope to this initiative.

References should highlight implementations with the following characteristics:

Implementation of current Solution

Use of the Solution at a governmental entity

Client with a large organizational size

Upgraded from the vendor’s prior version

Switched from a competitor’s product

Client with limited business intelligence experience

Client with mature business intelligence experience

Supplier Reference # 1 Organization Name ______________________________________Point of Contact Name(s) Email Phone Number Description of Project

Implemented


Implemented


Implemented




Implemented


Implemented

D. Performance Standards MethodologySupplier is asked to describe the methodology used to develop its internal performance standards, the processes and tools used to monitor and measure its performance against those standards, and the management reporting systems that capture these data.

Supplier should indicate its present customer satisfaction rating, summarize customer satisfaction criteria, and describe the methodology used to measure customer satisfaction. Supplier should include any relevant publication ratings or articles.

E. Disaster Recovery/Security PlanSupplier is asked to describe in detail its plans to mitigate the impact of any disaster that would affect its ability to provide the proposed Solution.



F. Account Management

1. Account Management PlanSupplier is asked to provide a detailed description of the approach it would take to managing the business and performance aspects of its contract with the Commonwealth.

By submitting a proposal, Supplier agrees that it shall, if awarded a contract pursuant to this RFP, consent to participation in the meeting(s) of the Steering Committee described in the Steering Committee section of the Contract template referenced in Section 8 of this RFP. Supplier shall identify the titles and areas of responsibility of persons who it would commit to serve on this Steering Committee.

2. Project TeamSupplier is asked to provide the resumes of all key members of the project team, including, if applicable, the Account Manager, Contract Administrator, Project Managers, and Regional Vice President(s) responsible for the accounts of VITA and all other Public Bodies. If an onsite or dedicated presence is part of the proposed solution, Supplier is asked to forward the resumes of the top three candidates potentially available to lead the Supplier’s onsite efforts.

Supplier should describe the level of access its proposed project team members have within its organization and the authority they have to commit the Supplier’s resources to meet unexpected surges in activity and/or to respond to service issues.

Supplier should provide the time frame for the availability of project team members and the percentage of time these individuals are expected to be assigned to the VITA account. VITA may require Supplier to involve VITA in the selection and rotation of any key account team members assigned to VITA.



7. PRICING INFORMATIONAs part of the Commonwealth Business Intelligence Initiative (see Section 1.B “Commonwealth Business Intelligence Initiative”) it is highly desirable to procure a single toolset with a licensing and pricing structure that would be consistent with its use and deployment. The Commonwealth is targeting an agency BI project in the current year and additional agency projects in the future. Specifics regarding the timing and extent of business intelligence projects are still being developed. With this in mind the Commonwealth is seeking an enterprise licensing/pricing structure, specifically for executive branch agencies excluding institutions of higher education, that:

o avoids unnecessary outlays for levels of toolset use that are not initially achievable,

o allows it to realize cost efficiencies as its base of deployments grows,

o leverages current Commonwealth investment in business intelligence,

o encourages migration to the new enterprise standard and

o provides options for public/Internet users to access publicly available Commonwealth data over the Internet.

With this arrangement the Commonwealth is seeking a structure that grows with and matches its needs.

In addition to pricing for an enterprise license for the Commonwealth’s executive branch agencies (excluding institutions of higher education), VITA also requests pricing for all other license types available in case the Commonwealth chooses not to obtain an enterprise license, and to facilitate use of the contract by all other Public Bodies. Even if the Commonwealth opts for an enterprise license, this contract vehicle and all other licensing options would still be available for use by all other Public Bodies who wish to obtain software and services.

Provide pricing for every license type available.

Submit all pricing data in the Excel Pricing Submittal workbook provided in Appendix B as a separate file and nowhere else in the proposal documents.

Pricing must include the Industrial Funding Adjustment (see Section 8 of this RFP) and eVA fees.

VITA requests that each Supplier provide complete and detailed pricing for each worksheet in the Appendix B - Pricing Submittal workbook. The Supplier's proposed pricing data must include all charges of any kind associated with the Solution. VITA will not be liable for any fees or charges for the Solution that are not set forth in the Appendix B - Pricing Submittal Excel workbook.

Additional information and backup detail should be attached as appropriate. Any scheduled price change must be identified, and actual new prices and proposed effective dates must be stated.

All one-time and recurring costs and any underlying assumptions on the part of Supplier must be clearly, conspicuously and fully disclosed. The intent of the Pricing Submittal workbook provided is to implement an acquisition process that is flexible and that will support VITA’s delivery requirements on a project or individual order basis.

Suppliers are not required to disclose their internal costs but shall disclose all pricing assumptions. For example, if unit price is based on a certain volume, that assumption should be indicated. Supplier shall clearly identify any discount targets/ranges available.



8. VITA STANDARD AGREEMENT

A. VITA Software License ContractAny resulting agreement shall be defined by a written contract, which shall be binding only when fully executed by both parties. VITA’s contractual software licensing requirements are provided as a separate file, titled “2008-05 Section 8 Terms and Conditions.”

The final terms and conditions of the contract shall be agreed upon during negotiations; however, Supplier is to give VITA's business requirements set forth in the separate file titled “2008-05 Section 8 Terms and Conditions” the same careful review and consideration as the other requirements set forth in this RFP. Any attempt to object to these contract terms after the proposal due date will be rejected by VITA.

Supplier shall include a copy of its standard Software and Services agreement(s) as appropriate, and the completed Section 8 Terms and Conditions table in its response to this RFP. Supplier’s response to the table will become an amendment to Supplier’s standard contract(s), as negotiated with VITA specifically for this RFP. In the event that Supplier does not have or intend to use its standard form contract, contact the SPOC to obtain a copy of VITA standard contracts.

While any resulting contract will be available for use by all Public Bodies, Supplier is also reminded to take into account the Commonwealth’s desire for an enterprise license specifically for its executive branch agencies only (see Section 1.B “Commonwealth Business Intelligence Initiative” and Section 7 “Pricing Information”) when responding to VITA’s contractual software licensing requirements. Even if the Commonwealth opts for an enterprise license, this contract vehicle and all other licensing options would still be available for use by all other Public Bodies who wish to obtain software and services.

VITA desires a relationship with its Supplier that is marked with a commitment to consistent quality and continual improvement. It is VITA’s expectation that Suppliers will insert their best offer of Service Level Agreements (SLAs) into the contract portion of their proposal. SLAs with remedies tied to them are strongly encouraged.

B. Small BusinessesIt is the policy of the Commonwealth of Virginia to contribute to the establishment, preservation and strengthening of small businesses including small businesses owned by women, minorities and service-disabled veterans, to encourage their participation in State procurement activities. The Commonwealth encourages all suppliers to provide for the participation of these small businesses through partnerships, joint ventures, subcontracts, and other contractual opportunities. Appendix C contains information on reporting subcontractor spend data.

A supplier which is a small business, and is certified by the Department of Minority Business Enterprise (DMBE), should include a copy of its certification or its certification number in its proposal. A Supplier which is a small business but which is not yet certified with DMBE must receive certification prior to award: http://www.dmbe.virginia.gov .

Supplier shall provide a Small Business Subcontracting plan as set forth in Appendix C. If Supplier does not plan to use subcontractors in executing a contract resulting from this RFP, Supplier shall so state.

Supplier shall include the completed table below in its response to this RFP.

Issue: Supplier's response (Y & N)Do you agree that the contents of your response to Sections 5 and 7 will become part of any contract that may be entered into as a result of this RFP?

The contract will include performance standards, measurement criteria and significant corresponding financial remedies.


http://www.dmbe.virginia.gov/


Do you agree to meet, at a minimum, the Performance Service Levels, and to the remedies for non-compliance as defined in the resulting contract?

Do you agree to include mutually agreed upon cost reduction initiatives, which will be periodically updated during the term of the contract?

Do you agree that all provisions of the VITA Contract NOT redlined or so noted are acceptable?

Do you acknowledge that any attempt to object to contract terms after you submit your proposal that you did NOT redline or indicate any objection to in your proposal may be considered by VITA as a repudiation of your proposal?

Do you agree to submit a Small Business Subcontracting Plan stating whether or not and how you will be utilizing small businesses in your proposal?

Supplier acknowledges that no money may be used to obtain any Service/Solution under a contract awarded, pursuant to this RFP, to any Supplier who appears on any of the Lists of Parties Excluded from Federal Procurement and Nonprocurement Programs.

Do you affirm that your response meets all of the Mandatory requirements listed in section 2.K?



9. Appendix A – Requirements TablesProvided as a separate Microsoft Word file titled “RFP 2008-05 Appendix A - Requirements”.



10. Appendix B - Pricing SubmittalProvided as a separate Microsoft Excel file titled “RFP 2008-05 Appendix B - Pricing Submittal”.



11.Appendix C - Small Business Subcontracting Plan and Small Business Subcontracting Report

A. Small Business Subcontracting ReportBy the 10th day of every month, Supplier shall submit to VITA the small business Subcontracting Monthly Report (template available at http://www.vita.virginia.gov/procurement/documents/SWaMSubcontractingReportTemplate.xls. For purposes of this report, a “small business “ is one of 250 or fewer employees, or gross receipts of $10 million or less averaged over the previous three years. This shall include, but is not limited to, certified minority-owned and women-owned businesses that meet the small business definition. The report should also include all subcontracting spend with service-disabled veteran businesses as that term is defined in §2.2-4310 of the Code of Virginia. Supplier’s report should include spend on all Supplier’s contracts with second-tier suppliers which provide products or Solution under this Contract. The report should specify the amount of such spend provided to all small businesses, by category, regardless of vendors’ certification status. Supplier shall submit the report to [email protected].

B. Supplier’s Small Business Subcontracting PlanPer Executive Order 33, before final payment is made, Supplier must certify evidence satisfactory to the Commonwealth of compliance with the contract’s small businesses participation plan, the form for which begins on the next page (see “Small Business Subcontracting Plan”).


mailto:[email protected]

http://www.vita.virginia.gov/procurement/documents/SWaMSubcontractingReportTemplate.xls


Small Business Subcontracting Plan

All small businesses must be certified by the Commonwealth of Virginia, Department of Minority Business Enterprise (DMBE) by the contract award date to participate in the SWAM program. Certification applications are available through DMBE online at www.dmbe.virginia.gov.

Offeror Name: _____________________________________________

Preparer Name: ________________________________________ Date: ____________________

Instructions

A. If you are certified by the Department of Minority Business Enterprise (DMBE) as a small business, complete only Section A of this form. This shall not exclude DMBE-certified women, minority or service-disabled-owned businesses when they have received DMBE small business certification.

B. If you are not a DMBE-certified small business, complete Section B of this form. Identify the portions of the contract that will be subcontracted to DMBE-certified small businesses in this section.

Section A If your firm is certified by the Department of Minority Business Enterprise (DMBE), are you certified as a (check only one below): ______ Small Business______ Small and Women-owned Business______ Small and Minority-owned Business______ Small and Disabled Veteran-Owned Business

Certification Number:___________________________Certification Date:______________________________

Section BPopulate the table below to show your firm's plans for utilization of DMBE-certified small businesses in the performance of this contract. This shall not exclude DMBE-certified women, minority or service-disabled-owned businesses when they have received the DMBE small business certification. Include plans to utilize small businesses as part of joint ventures, partnerships, subContractors, suppliers, etc.



Small Business Name & AddressDMBE Certificate #

Status if Small Business is also: Women (W), Minority (M)Service-Disabled (D)

Contact Person, Telephone & Email

Type of Goods and/or Services

Planned Involvement During Initial Period of the Contract

Planned Contract Dollars During Initial Period of the Contract

Totals $


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