doc

State of California

Department of Corrections and Rehabilitation

Pre-Qualification of Bidders CDCR-5225-113Strategic Offender Management System (SOMS)

June 18, 2008

California Department of Corrections and Rehabilitation (CDCR)Strategic Offender Management System (SOMS)

Pre-Qualification of Bidders CDCR-5225-113June 18, 2008

TABLE OF CONTENTS

I. Introduction........................................................................................3

I.A. Purpose................................................................................................3

I.B. Bidder Qualification Process..................................................................4

I.B.1. Submission of Responses......................................................................................................4

I.B.2. Bidder Qualification Process..................................................................................................4

I.C. Procurement Coordinator......................................................................5

I.D. Key Action Dates...................................................................................5

I.E. Proposed System..................................................................................6

I.F. Timeframes...........................................................................................8

II. Vendor Qualification Criteria....................................................................8

II.A. Overview and Process...........................................................................8

II.B. Bidder Experience/Reference Minimum Requirements...........................10

II.C. Administrative Requirements...............................................................11

II.C.1. Letter of Bondability.........................................................................................................11

II.C.2. Certification To Do Business in the State of California.....................................................11

II.C.3. Vendor Staffing Approach................................................................................................11

II.C.4. Proposed Key Personnel.................................................................................................12

II.C.5. Key Personnel Minimum Requirements...........................................................................12

III. Contents of Response to Bidder Pre-Qualification.....................................21

IV. Preparation of Request for Proposal (RFP)..............................................24

IV.A. Preparation of Request for Proposal.....................................................24

IV.B. Issuance of the RFP and Submittal of Proposals....................................24

IV.C. Evaluation of Proposed Solutions.........................................................24

IV.D. Contract Award...................................................................................24

IV.E. Other Information – Issue Resolution....................................................24

Exhibit I: Projected SOMS RFP Schedule................................................25

Attachment I: Engagement Reference List.............................................26

Attachment II: Client Reference Form....................................................27

Attachment III: Administrative Requirements Response Matrix...............29

Attachment IV: Key Personnel Matrix....................................................31

Attachment V: Key Personnel Resume Summary.....................................................32

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BIDDER PRE-QUALIFICATION

CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATIONSTRATEGIC OFFENDER MANAGEMENT SYSTEM

I. Introduction

I.A. PurposeThe purpose of this Pre-Qualification of Bidders is to solicit proposals from Qualified Business Partners (QBPs) to provide an integrated Strategic Offender Management System (SOMS) for the California Department of Corrections and Rehabilitation (CDCR). The major objectives of this project are to maximize offender, staff and public safety, increase the effectiveness of CDCR staff and improve CDCR’s ability to provide more effective programs and services to offenders. These include:

Automation of the Division of Adult Operations and Adult Programs (AOAP) and Division of Juvenile Justice (DJJ) major business functions – intake, classification, sentence calculation, movements, scheduling, discipline; holds, wants and detainers; gang management; property; visitation, programs, and pre-parole and release;

Automation of CDCR’s remaining business functions – transportation, parole operations, appeals and grievances, and remaining administrative functions;

Automation of routine and manual offender case management activities;

Optimization of interfaces with internal and external agencies to locate and manage offender information; and

Implementing an automated case/workload management system that includes trend analysis functionality.

The State has mandated a new procurement process for projects of this type and size. The new process will be used to procure a comprehensive solution to support an effective offender case management system. This process will allow CDCR to identify and form a business partnership with a firm and their solution partners that possess the expertise to design, integrate, and implement a comprehensive offender case management solution for CDCR.

The solution-based procurement method focuses requirements on business need (“what must be done”), not on current methods or constraints (“how it is currently done”). This is evidenced by the requirements statements themselves which are written at a summary level of detail. In doing this, CDCR is prompting QBPs to propose solutions to address the underlying business need without being constrained by CDCR’s current methods. Receiving these solutions for consideration clearly benefits CDCR. The QBPs also benefit in that they are

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afforded the opportunity to propose a solution which they feel meets CDCR needs while also reflecting industry best-practice.

Steps in this process include CDCR and the QBP engaging in dialogue to strengthen the QBP’s understanding of the requirements and the procurement process. Several reviews and discussion meetings are scheduled during the procurement phase of this project. CDCR values the QBP’s assessment and input regarding the requirements and this process. Accordingly, it is very important that the QBP have a clear understanding of the solution-based procurement process, their role in the process, and CDCR requirements so they can take appropriate action to help ensure success.

CDCR seeks to select and enter into a contract with a QBP to provide a modern integrated Strategic Offender Case Management System to replace the existing legacy processes, both automated and manual. In addition, the solution maybe required to interface or may eliminate interface requirements with external systems. CDCR is not specifying hardware, software, or a proposed solution, but has infrastructure, telecommunications and architectural constraints that will be published.

I.B. Bidder Qualification Process

I.A.1. Submission of Responses

Vendors should carefully review the Vendor Qualification Criteria in Section II.

To assure meeting the time constraints of the SOMS project, a schedule for the qualification of vendors has been developed which can be found in Section I.D - Key Action Dates. In order to qualify as a potential bidder, vendors should submit the completed Pre-Qualification package, to the contact person listed in Section I.C - Procurement Coordinator, no later than the date specified in Section I.D - Key Action Dates Responses will be reviewed for completeness and to ensure minimum requirements are satisfied. The vendors meeting all of the minimum requirements and providing all necessary documents on time will be invited to participate in the SOMS procurement process as QBPs.

I.A.2. Bidder Qualification Process

The SOMS project Evaluation Team will review each response according to the qualification process described in this section. This will be a multi-step process.

First, each response will be reviewed to determine if all necessary documentation has been provided as described in Section I.I. Second, each response will be reviewed to determine if it meets the minimum requirements listed in Section II. The vendor’s response will be verified and validated by contacting customer references. Vendors must indicate a primary and secondary contact person for each reference who can effectively validate the response submitted. It is the vendor’s responsibility to provide current contact information for each reference.

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The vendors meeting all of the minimum requirements in their response will be invited to participate in the SOMS project as QBPs. Each QBP will be asked to sign confidentiality statements.

I.C. Procurement CoordinatorSend twelve (12)1 copies of the Pre-Qualification package, one (1) original copy of the response and one (1) electronic version of the response on a CD in Microsoft Word format, as well as any written correspondence to:

Mailing Address: Physical Delivery Address:Deborah Fraga-Decker, Procurement CoordinatorSOMS ProjectP.O. Box 942883Sacramento, CA 94283-0001

Deborah Fraga-Decker, Procurement CoordinatorSOMS Project1900 Alabama Ave.Rancho Cordova, CA 95742

Phone: (916) 358-1236E-mail: [email protected]

FAXED OR E-MAILED DOCUMENTS WILL NOT BE ACCEPTED.

I.D. Key Action DatesKey actions for the Bidder Pre-Qualification process and the dates they are scheduled to occur are listed below. If CDCR finds it necessary to change any of these dates, all bidders will be notified in writing.

Action Date

1. Issue Bidder Pre-Qualification Document and RFP

06/18/20082

2. Bidders Briefing 07/14//20083

Time to be determined

3. Responses due from potential bidders. 07/21/2008 12:00 p.m. PDT4

1 Changed number of copies in Addendum #22 Changed date in Addendum #23 Changed Bidders Briefing date in Addendum #24 Changed response date in Addendum #2

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Action Date

4. Announcement of Qualified Business Partners

08/01/2008

I.E. Proposed SystemCDCR will hire, as the successful bidder, a systems integrator who will be responsible for architecting a complete solution. A complete solution will be made up of three components:

Application Solution – The solution will support the functional requirements stated in the RFP.

5The systems integrator will be the Prime Contractor, requiring it to establish partnerships with solution providers prior to responding.

Data Conversion – This will include both paper and automated file conversion.

Infrastructure – This will include only SOMS-specific hardware and software. CDCR will have the base infrastructure in place (due to the CITIP project) prior to the rollout of SOMS.

The SOMS Institution and Parole application solution will be multiple applications that will be integrated into a single application architecture. The system integrator will be responsible for providing the software and all services required to design, develop, implement and support SOMS. The project will phase in functionality for each application.

In addition to providing the 6software and all implementation and support activities, the systems integrator will be responsible for the following services:

Project Management - The selected vendor will be responsible for developing all the project plans and associated schedules required to successfully implement the SOMS solution.

Business Process Change Management - The selected vendor will identify any procedural changes needed in order to minimize customization of the software and assist CDCR in developing the necessary change

5 Changed in Addendum #26 Changed in Addendum #2

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management activities, training and manuals required to implement any new and /or changed business processes. The selected vendor will require support from CDCR to successfully complete this activity in the form of business focused teams referred to as “tiger teams”.

Data Conversion (both electronic and paper files) - The selected vendor will be responsible for working with CDCR to convert all of CDCR’s electronic files currently used to support their adult and juvenile institutions and parole systems. The selected vendor will also be responsible for the conversion of the CDCR’s paper Adult Institution C-Files, Parole Field Files, and Juvenile Institution Master and Field Files. It is estimated that 198,000,000 pieces of paper will be scanned into image files. This estimate was derived by analyzing:

o The total number of C-Files, Parole Field Files, and DJJ Master and Field Files,

o Each file’s average size, and

o The percentage of the file that needed to be scanned into image files.

In addition, selected information from a number of the current forms will be keyed from image for conversion into the new SOMS solution.

Customization - The selected vendor will be responsible for changing the base solution to align the software with the business requirements.7

Interfaces / Integration - The selected vendor will be responsible for developing both interim and on-going interfaces required to integrate the SOMS solution into CDCR’s environment and provide data to both internal and external stakeholders. In addition, the selected vendor will be responsible for working with the Health Care solution vendor selected by the California Prison Health Care Receivership in order to ensure all offender data is viewable by authorized personnel. It is critical that all data, regardless of its source, be seen as one offender record.

Training of CDCR Business and Technical Staff - “Train-the trainer” method will be utilized to train the business staff. The selected vendor will be responsible for developing all the training modules and associated materials necessary to successfully deploy the SOMS solution. The selected vendor will also be responsible for training and mentoring the CDCR staff that will be responsible for training the field staff.

The selected vendor will also be responsible for the transfer of knowledge required to enable CDCR’s technical staff to maintain the SOMS technical environment, custom modules, data bases and imaging environment and applications

7 Changed in Addendum #2

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Implementation and Deployment - The selected vendor is responsible for developing, maintaining and executing the implementation and deployment of the SOMS solution. CDCR will provide tiger team support at the institutions and parole sites prior to implementation and through the deployment effort. The vendor will work with CDCR to attain the necessary input so as to architect an implementation strategy and plans to ensure the solution is deployed effectively throughout the State.

I.F. TimeframesThe timeframes listed here are based on SOMS Feasibility Study Report’s schedule for project milestones and have been updated based on CDCR being granted a waiver to use the California Prison Receivership’s expedited procurement process:

Implementation of Core Institution Functionality by December 2009;

Implementation of Remaining Institution and Parole Functionality by December 2011; and

Completion of Post Implementation Support and Project Close-Out by June 2012

II. Vendor Qualification Criteria

I.G. Overview and ProcessThe SOMS Bidder Pre-Qualification will consist of multiple parts.

1. The vendor will be required to identify who (prime or subcontractor(s)) will be responsible for the following project components:

Application Solution8

Interfaces / Integration

Electronic Data Conversion

Imaging and Management of Documents (one-time and ongoing)

Business Process Change Management

Project Management

Training

Knowledge Transfer

Implementation and Deployment


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2. The vendor will be required to provide both their and the subcontractor(s) skills, technical abilities, relevant experience, creative solutions, and strength of staff.

Vendor/Subcontractor skills, technical abilities, relevant experience, creative solutions, strength of staff and company stability will be determined by the information provided in the vendor’s response to this Bidder Pre-Qualification. Documenting each requirement must be done by completing an Engagement Reference List (Attachment I: EngagementReference List) and providing an abstract of each engagement on the list. Minimum qualifications for references are listed in Section I.H. References not meeting the minimum qualifications will not be considered. CDCR will select, as QBPs, vendors that meet the minimum requirements and demonstrate the understanding, qualifications, and capabilities to carry out this project in the required timeframe and that agree to work cooperatively with CDCR in a shared-risk partnership.

The vendor will be required to provide each of their references (listed on Attachment I: Engagement Reference List) a Client Reference Form (Attachment II: Client Reference Form) to complete and return to the person identified in Section I.C - Procurement Coordinator. Please clearly mark “RFP# CDCR-5225-113” on the outside of the envelope.

3. The vendor will be required to comply with the SOMS Project Administrative Requirements and provide the required documentation.

Compliance with each of the administrative requirements must be done by reviewing each of the requirements in Section I.I and providing all of the required documentation in Attachment III: Administrative Requirements Response Matrix through Attachment V: Key Personnel Resume Summary as specified.

CDCR will select, as QBPs, vendors that meet the minimum requirements and demonstrate the understanding, qualifications, and capabilities to carry out this project in the required timeframe and that agree to work cooperatively with CDCR in a shared-risk partnership.

Responses will be reviewed according to a multi-step process. First, each response will be reviewed to determine if all necessary documentation, as described in this Section, has been provided. Second, the response will be reviewed to determine if it meets the minimum requirements. The vendors that meet all of the minimum requirements will be allowed to compete as a QBP.

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I.H. Bidder Experience/Reference Minimum Requirements

Minimum Requirements

The vendor must have a minimum of 8 years of large system integration experience on projects where the total contract award for each project was at least $10 million.

The vendor must have a minimum of 5 years experience as the Prime Contractor System Integrator in the development of a successful (meeting or exceeding user requirements and project goals) government offender case management system.

The project(s) cited to meet the two minimum qualifications above must have been completed within the last 10 years and the implemented solution must have been in production for at least 6 months.

The vendor must have implemented a solution in a government law enforcement organization responsible for offender case management functions.

The vendor must have implemented an offender case management solution in a government law enforcement organization with more than 10 correctional and parole facilities.

The vendor must have demonstrated experience in system knowledge transfer for the operation and maintenance of the implemented solutions.

The vendor must have demonstrated experience performing business process improvement as part of implementing offender case management projects.

The vendor must have demonstrated experience performing organizational change management as part of implementing large projects, as defined above.

The vendor must have implemented a solution in a large organization that required the vendor to assist the client in determining paper and electronic data conversion requirements based on business needs.

The vendor must have implemented a solution in a large organization that required conversion both paper and electronic data.

The vendor must provide references for each project used to meet the minimum requirements.

I.I.Administrative RequirementsThis section defines the Administrative requirements for the SOMS Pre-Qualification Response which are provided below:

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II.A.1. Letter of Bondability

The State requires the contractor to provide a Letter of Bondability, which shall be from an admitted Surety Insurer, which states the surety 9offers to guarantee, to the extent of $62 million dollars, the bidder’s performance in all respects of the terms and conditions and provisions of the agreement. The bidder must submit the Letter of Bondability in the Pre-Qualification Response or before the State’s review is completed.

See Attachment III: Administrative Requirements Response Matrix – Letter of Bondability

II.A.2. Certification To Do Business in the State of California

The bidder must be certified with the California Secretary of State to do business in California. If the bidder does not currently have this certification, the firm must be certified before the contract award can be made. If this is the case, the bidder must provide information to support the status of their application to be certified to do business in the State of California in both the Initial Final and Final Proposals. Business entities can find business certification information at the California Secretary of State website at the following link: http://www.ss.ca.gov/business/business.htm. The bidder must submit a copy of their Certificate to do Business in the State of California with the Bidder Pre-Qualification Response.

See Attachment III: Administrative Requirements Response Matrix – Certification to do Business in the State of California

II.A.3. Vendor Staffing Approach

The Contractor must describe the staffing approach and methodology used for releasing and adding staff to the SOMS Project, which shall include:

Estimated number of vendor’s resources needed for each phase of the project, as defined in the SOMS Feasibility Study Report (FSR)

The number of staff resources within the following categories: Management, Business, and Technical.

A description of the methodology used to release and add project staff10.

Providing a project organization chart.

The Bidder must submit a narrative describing the Bidder’s staffing management for the SOMS Project with their pre-qualification response.

See Attachment III: Administrative Requirements Response Matrix – Vendor Staffing Approach

9 Removed “unconditionally” in Addendum #210 Changed in Addendum #2

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http://www.ss.ca.gov/business/business.htm



II.A.4. Proposed Key Personnel

The Bidder shall provide, as part of its pre-qualification response, proposed Key Personnel experience summaries and references. The State anticipates that the Bidder will propose a project team composed of the best-qualified staff for the Contract.

The State has designated six (6) positions as “Bidder Key Personnel”:

System Integrator Project Manager

Senior Architect (Technical Lead)

Software Development Manager

Business Process Management Manager

Data Conversion Manager

Training Manager

The Bidder shall specify the names and provide detailed resumes of all proposed Bidder Key Personnel, including references for all work performed by each of the staff used to meet the Key Personnel Minimum Requirements. In addition, references for the proposed Bidder Key Personnel must be for projects within the last three (3) years. The Bidder must submit the key personnel on the Key Personnel Matrix, as defined in Attachment IV: Key Personnel Matrix. All key personnel must submit a resume summary, as defined in Attachment V: KeyPersonnel Resume Summary, as well as a supporting resume structured in a consistent format.

See Attachment III: Administrative Requirements Response Matrix – Proposed Key Personnel

II.A.5. Key Personnel Minimum Requirements

For each position, the proposed Bidder Key Personnel shall have, as a minimum requirement, experience in the general areas of responsibility listed below for that position.

See Attachment III: Administrative Requirements Response Matrix – Key Personnel Minimum Requirements

I.I.1.a. System Integrator Project Manager

The System Integrator Project Manager will be responsible for the day-to-day management of the Contract services, including overall performance and Contract compliance. The System Integrator Project Manager starts at Contracts Award.

The System Integrator Project Manager responsibilities shall include the following:

Act as primary interface with the SOMS Project Managers

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Provide day-to-day management of the Project including overall performance and Contract compliance

Provide day-to-day management and direction of Contractor resources assigned to the Project

Manage the Project to the current work plans and coordinate the availability of scheduled resources to the Project

Manage all Project resources and ensure that appropriate resources are available throughout the life of the Contracts

Establish and maintain regular communications with the SOMS Project Management

Provide the State Project Manager and Project Director with written status reports, and keep them informed of Project progress versus the work plans

Maintain issue reporting, tracking, escalation, and resolution procedures

Conduct ongoing reviews with SOMS Project Team members and ensure issue escalation procedures are followed and issues are resolved

Identify any potential problem areas, recommend solutions, and work closely and cooperatively with the State Project Manager to resolve issues quickly and fairly

Inform SOMS Project Management of any issues that might cause Project delays

Follow CDCR-approved change management procedures

Prepare budgetary updates

Monitor and maintain the Project's financial budget

Ensure the timely development and delivery of quality Project Deliverables

Monitor and maintain the development and implementation schedules

Analyze progress and suggest changes as deemed appropriate

Oversee preparation of all documents, correspondence, and meeting agendas

Develop and implement a quality assurance process to ensure all objectives are met, milestones are achieved, and stakeholders are satisfied

Institute and maintain quality control over all deliverables submitted for review

Respond to and address all Independent Verification and Validation (IV&V) oversight, IPOC/IPOR, and project review findings

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The System Integrator Project Manager shall have at least the Minimum Qualifications defined below and as many Desired Qualifications as possible.

EXPERIENCE MINIMUM DESIRED

Worked as the System Integrator project manager on comparable (similar in size, scope & complexity) projects11

8 Years 10 Years

Experience directing and overseeing all phases of a Offender Management software installation including, but not limited to, projects involving data conversion, developing multiple business views, integration with third party software (i.e. e-mail, calendaring, etc), interfacing with other systems and databases and training, customer service

5 Years 8 Years

Experience managing a large (at least $10 million contract value) offender management implementation project(s)

2 Years 3 Years

Experience managing a team greater than fifty (50) people 3 Years 5 Years

Education: Baccalaureate from an accredited college/university

Yes N/A

Project experience, in the PM role for state or federal government correctional systems

N/A 2 Years

Project Management Institute (PMI) Project Management Professional (PMP) Certification

N/A Yes

I.I.1.b. Senior Architect (Technical Lead)

The Senior Architect (or Technical Lead) is responsible for facilitating the system design, configuration, modification, and implementation process and ensuring that appropriate technical resources are available to the SOMS Project team. The Senior Architect starts at Contracts Award.

The Senior Architect responsibilities shall include the following:

Interfaces primarily with the SOMS Architect

Design secure, reliable, scalable, performance-driven solutions for high-throughput, database-driven SOMS software applications

Design customer-driven, software solutions with re-use, security, extensibility, and scalability in mind

Provide accurate estimates for development of features and functionality

Plan and prioritize software functionality, using an iterative approach, within the realm of business and customer requirements

Create design and functionality based on supplied functional and technical specification or requirements


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Design database structures and high-level algorithms

Maintain necessary documentation to ensure the consistency of applications and components with respect to the organization’s architectural direction

Mentor lower level team members in best practices, troubleshooting source code related issues

Ensure modifications meet development standards, functional specifications, and is easily maintainable

Manage integration test and verifying functionality when developers deliver code

Lead the set up and utilization of tools that support the development and deployment processes

Assist Infrastructure Teams with the configuration of Development, Test, Preproduction, Training and Production environments

Execute software configuration management and deployment processes

Ensure technology reviews are planned, executed, and delivered on schedule

Ensure adherence to the processes and procedures documented in the project plans

Manage technical resources to ensure all technical issue resolutions are expedited

The Senior Architect (Technical Lead) shall have at least the Minimum Qualifications defined in below and as many Desired Qualifications as possible.


Experience in the role of Senior Architect (Technical Lead) as defined above

3 Years 5 Years

Senior Architect experience, defined as performing tasks defined in the Project Management Body of Knowledge, for a large (at least $10 million contract value) system integration project(s)

2 Years 3 Years

Worked as the Senior Architect in the design and development of comparable (similar size,scope&complexity)12

projects deployed to production for 1000+ end users.

2 Years 3 Years

Configuration design experience with the hardware defined by the Contractor

2 Years 6 Years

Implementation and tuning experience with the solution proposed by the Contractor

2 Years 6 Years


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Database design experience with the solution proposed by the Contractor

2 Years 6 Years

Customization and configuration experience with the solution proposed by the Contractor

2 Years 6 Years

Experience in implementing the solution proposed by the Contractor across a Wide Area Network (WAN) to multiple remote locations

2 Years 6 Years

Security experience with the architecture proposed by the Contractor

2 Years 3 Years

Project experience, in the Senior Technical Architect role for state or federal government correctional systems

N/A 5 Years

Experience in implementing applications hosted at the Department of Technology Services

N/A 4 Years

I.I.1.c. Software Development Manager

The Software Development Manager is responsible for overseeing the software development, configuration modification, and testing of the bidder software solution and ensuring that appropriate technical resources are available to the SOMS Project team. The Software Development Manager starts at Contracts Award.

The Software Development Manager responsibilities shall include the following:

Interfaces primarily with the SOMS Architect and SOMS Project Manager

Oversee the software development process and ensure timely, iterative deliveries

Work with other CDCR architects and also in cooperation with the CDCR Security Office (ISO) to design a system and deliver a custom software solution

Manage the software development staff, interacting with the Quality and Testing teams, and managing the software build and configuration management processes

Track project plans and leading the development team to meet delivery dates

Provide accurate estimates for development of features and functionality


Experience in the role of Software Development Manager as defined above

3 Years 5 Years

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Worked as the Software Development Mgr. in the design and development of comparable (similar size,scope&complexity)13

projects deployed to production for 1000+ end users.

2 Years 3 Years

Experience leading development teams in the integration of an offender management solution

2 Years 6 Years

Implementation and tuning experience with the Solution proposed by the Contractor

2 Years 6 Years

Customization and configuration experience with the solution proposed by the Contractor

2 Years 6 Years

Experience in implementing the solution proposed by the Contractor across a Wide Area Network (WAN) to multiple remote locations

2 Years 6 Years

Security experience with the architecture proposed by the Contractor

2 Years 3 Years

Project experience, in the Software Development Manager for state or federal government correctional systems

N/A 5 Years

Experience in implementing applications hosted at the Department of Technology Services

N/A 4 Years

I.I.1.d. Business Process Management (BPM) Manager

The Business Process Management Manager is responsible for facilitating the design, development, implementation of end user business process(s) supported by the solution, as well as ensuring that appropriate technical and subject matter expert resources are available. The Business Process Management Manager starts at Contracts Award.

The Business Process Management Manager responsibilities shall include the following:

Interfaces primarily with the SOMS Project Manager

Produce and execute the Business Process Management Plan outlining the tasks necessary to implement process changes and improvements resulting from SOMS

Produce the change readiness assessment of CDCR’s organization to use and support SOMS and new processes

Produce the gap analysis and recommendations for organizational change required to use and support SOMS

Design and document new/improved business processes relating to varied business operations


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Develop functional area related performance measures

Work with SOMS managers to adopt new business processes and develop change management strategies

Facilitate group discussions and decision support meetings

Build strong business relationships with functional area leadership

Prepare status reports and other required deliverables

Work collaboratively with SOMS team to assess needs, provide assistance, resolve problems, manage and meet expectations and produce quality products and services

Manage the subject matter expert and technical resources necessary to ensure a successful end user transition throughout the implementation of the SOMS solution as scheduled

Manage all the change management design, development, testing, and deployment activities


Manage the subject matter experts and technical resources to ensure all change management issue resolutions are expedited

The Business Process Management Manager shall have at least the Minimum Qualifications defined in below and as many Desired Qualifications as possible.


Experience in the role of Business Process Management Manager as defined above

3 Years 5 Years

Change Management experience for a large (at least $10 million contract value) offender case management project.

2 Years 3 Years

Change Management experience for a large end user (1,000+) offender case management project.

2 Years 3 Years

Experience in implementing the offender case management solution proposed by the Contractor in multiple locations

3 Years 5 Years

Project experience, in the Business Process Management Manager for large offender case management systems in a state or federal correctional organization.

N/A 2 Years

Project experience, in the Business Process Management Manager role defined above, for state or federal government correctional systems

N/A 2 Years

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I.I.1.e. Data Conversion Manager

The Data Conversion Manager is responsible for facilitating the design, development, and implementation of both paper and electronic data conversion process(s) required to support the successful implementation of the proposed solution and ensuring that appropriate technical and subject matter expert resources are available to the SOMS Project team to expedite the discussion and resolution of data conversion process design, testing, development, and operational issues. The Data Conversion Manager starts at Contracts Award.

The Data Conversion Manager responsibilities shall include the following:

Interfaces primarily with the SOMS Architect and SOMS Project Manager

Produce and execute the Data Conversion Plan outlining the tasks necessary to convert all of the legacy systems data necessary to successfully implement the SOMS business solution

Produce the data and recommendations for data required to implement the SOMS business solution

Work with SOMS managers to adopt data conversion processes and develop data conversion strategies (including conversion rules, dependencies, and acceptance criteria)

Facilitate group discussions and decision support meetings

Build strong business relationships with functional area leadership

Identify any potential problem areas, recommend solutions, and work closely and cooperatively with the State Project Manager to resolve issues quickly and fairly

Identify risks associated with data conversion and any exception processing that may be required to successfully convert the existing data

Design, develop, and implement data cleansing processes and procedures

Develop conversion procedures (including manual procedures, number of staff required, time frames, and conversion verification procedures)

Manage all the data conversion design, development, testing, and deployment activities


Manage the subject matter experts and technical resources to ensure all data conversion issue resolutions are expedited

The Data Conversion Manager shall have at least the Minimum Qualifications defined in below and as many Desired Qualifications as possible.

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Experience in the role of Data Conversion Manager as defined above

3 Years 5 Years

Worked as the Data Conversion Manager in the data conversion design and development of comparable (similar size,scope&complexity)14 projects deployed to production for at least 10,000,000+ records from legacy systems.

2 Years 3 Years

Data conversion experience with the Solution proposed by the Contractor

2 Years 6 Years

Experience in conversion preparation (including conversion rules, dependencies, and acceptance criteria)

2 Years 6 Years

Experience in converting both electronic and paper data 2 Years 6 Years

Experience in converting from mainframe, distributing processing, and standalone systems

2 Years 3 Years

Project experience, in the Data Conversion Manager role for state or federal government correctional systems

N/A 5 Years

Experience in conversion data for systems hosted at the Department of Technology Services

N/A 4 Years

I.I.1.f. Training Manager

The Training Manager is responsible for designing, developing, and managing all training activities for system users. This position starts at Contracts Award.

The Training Manager responsibilities shall include the following:

Interfaces primarily with the SOMS Project Manager

Produce and execute the Training Plan outlining the tasks necessary to provide end users training necessary to successfully implement the SOMS business solution

Produce the training recommendations for each type of end users including training method, size training class, training location(s) and training issues/concerns that need to be addressed to successfully implement the SOMS business solution

Manage all the training design, development, testing, and deployment activities

Develop training related performance measures



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Manage the subject matter experts and technical resources to ensure all training issue resolutions are resolutions are expedited

Manage updates and changes to training material

Coordinate training sessions with State project staff

Provide training to the State end user

The Training Manager shall have at least the Minimum Qualifications defined in below and as many Desired Qualifications as possible.


Experience, as defined by the above role, as Training Manager for a software application with over 1,000+ end users

2 years 3 years

Experience conducting training on a business application with over 1,000 + users

2 years 3 years

Experience conducting training for over 1,000 + users located in multiple locations.

2 years 3 years

Experience in developing and using outcomes measures and effectiveness measures to evaluate training effectiveness and applying quality control procedures to training

2 years 3years

Project experience, in the Training Manager role for state or federal government correctional systems

N/A 2 Years

III.Contents of Response to Bidder Pre-Qualification The response to the BIDDER PRE-QUALIFICATION must address the criteria described in Section II - Vendor Qualification Criteria, must be complete, and must be in the order indicated below. Twelve15 copies must be submitted.

Response Item Response Item Description

Cover Letter

A cover letter must accompany the response and must be signed by an individual authorized to bind the vendor contractually. The signature must indicate the title or position the individual holds in the firm.

15 Changed the number of copies in Addendum #2

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Summary of Qualifications,

Experience, and Administrative Requirements

All requested information identified in Sections II and all attachments and exhibits must have a response.

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Minimum Requirements for Project Experience

and References

(Engagement Reference List)

The vendor must provide customer references and subcontractor references. These references must specify how the work performed was similar to the products and services required in this proposal. The vendor shall indicate a primary and secondary contact person, phone number and e-mail address. It is the vendor’s responsibility to provide current contact information for each reference. The Reference(s) shall be able to validate the responses submitted.

Bidders must complete Attachment I: Engagement Reference List. The State anticipates that a bidder will be submitting more that one reference in order to meet the Minimum Requirements shown in Section I.H. Further, the State requires a minimum of three (3) references in the bidder’s response.

All references must include an abstract of each engagement and a statement of:

Type of Project - The scope of the work performed (integration efforts, interface activities, customization efforts, development efforts, implementation efforts and business process reengineering efforts);

Completion Date;

Hardware, Software, COTS, other technology installed/integrated

Work Performed -

The outcome of the services provided (quantified in terms of performance, objectives/results);

Whether the project was completed in a timely manner and within budget and, if not, what circumstances prevented timely completion and/or caused budget overrun;

Whether the project involved business process reengineering efforts and the implementation of the resulting organizational, policy and procedural changes;

Whether the project involved the integration of offender case management COTS software or custom-built software into an existing architecture and, the degree of project management tools used, including such items as work plans, risk analysis, change control, issue resolution, and contingency planning.

The size of the system (hours, cost, users, number of locations)

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IV.Preparation of Request for Proposal (RFP)

I.J. Preparation of Request for ProposalThe Request for Proposal (RFP) will describe the business problems, requirements and request for proposed solutions from the QBPs. The RFP will contain the instructions governing the requirements for proposals that will be submitted by QBPs. Also, the RFP will define the format in which the proposal is to be submitted, the material to be included, the requirements which must be met to be eligible for consideration, and the vendor’s responsibilities before and after contract award.

I.K. Issuance of the RFP and Submittal of ProposalsThe RFP will be issued and confidential discussions will be scheduled with QBPs to discuss their conceptual presentations, proposals prior to the submission date. Submission of a final proposal will be considered the actual bid and final offer.

I.L. Evaluation of Proposed SolutionsFinal evaluation of proposed solutions will be conducted by the Evaluation Team. The selection of the Prime Contractor will be based on the criteria described in the RFP and may or may not include presentations/demonstrations to CDCR by the Qualified Business Partners.

I.M.Contract AwardIntent to Award will be issued by CDCR. Specific contract terms and conditions will then be finalized with the selected Prime Contractor.

I.N. Other Information – Issue ResolutionThe entire procurement procedure is designed to give the qualified vendors and the State adequate opportunity to submit questions and discuss the requirements. The SOMS project team encourages vendors to resolve their questions and issues regarding the process through discussions and negotiations. The SOMS project team wishes to foster cooperative relationships and to reach fair agreements in a timely manner.

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Exhibit I: Projected SOMS RFP Schedule

ACTIVITY COMPLETION

Submit Conceptual Proposals 08/11/2008

Complete Evaluation of Proposed Solutions 11/12/2008

Intent to award 11/21/2008

Contract Award 01/16/200916

Implementation of Core Institution Functionality 12/31/2009

Implementation of Remaining Institution and Parole Functionality

12/01/2011

Completion of Post Implementation Support and Project Close-Out

06/30/2012


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Attachment I: Engagement Reference List

FOR (company name)_______________________________

Name of OrganizationType of Project

YearEngagement Completed (Mo/Day/Yr)

Hardware, Software, COTS, other technology Installed/Integrated

(Please Specify)Work Performed

by Vendor

Primary and Secondary Project Reference Contact,

Telephone Number,E-mail Address

Size of Project (Hours/Dollars/Users/Number

of Locations)

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Attachment II: Client Reference Form

Proposer to CompleteProposer: Project Name:

Project Dates: Client Contact Name:

Client Organization: Client Contact Title:

Client Address: Client Phone:

Brief Description of the Project and the Proposer’s Role:

Client’s InstructionsThe above named firm (Proposer) has proposed to provide an integrated Strategic Offender Management System (SOMS) for the California Department of Corrections and Rehabilitation (CDCR). CDCR seeks to select and enter into a contract with a vendor to provide a modern integrated Strategic Offender Management System to replace the existing legacy systems, both automated and manual, and integrate and/or eliminate some interface systems.

This form should be completed by the client’s responsible project administrator or a senior client official familiar with the contractor’s performance and with the offender management system capabilities. This individual will be contacted by the State during the evaluation process.

The Proposer firm named above will be evaluated based on its customers’ satisfaction with their performance. It is extremely important that you return this completed, signed form directly to:

Mailing Address: Physical Delivery Address:Deborah Fraga-Decker Deborah Fraga-DeckerSOMS Procurement Coordinator SOMS Procurement CoordinatorP.O. Box 942883 1900 Alabama Ave. Sacramento, CA 94283-0001 Rancho Cordova, CA 95742 17

Please clearly mark “RFP# CDCR-5225-113” on the outside of the envelope.

Thank you! Your assistance will benefit the citizens of our State.

If you have any questions contact:

Deborah Fraga-DeckerPhone: (916) 358-1236Email: [email protected]


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mailto:[email protected]



Client to CompleteFor each question, please mark an X next to the response that most closely reflects your experience with the above-named firm (Proposer) on the above-named project:

Reference Project Experience (check all that apply)

_____ Large Offender Case Management solution_____ The solution utilized a rules-based architecture_____ Large system integration experience on project_____ Prime System Integrator in the development of a successful government offender

management system_____ Transitioned from a previous system_____ Interfaces with internal and external systems_____ Implementation and deployment of an offender case management solution in a

government law enforcement organization with more than 10 correctional and parole facilities

_____ Demonstrated experience in system knowledge transfer for the operation and maintenance of the implemented solutions

_____ Demonstrated experience performing business process improvement as part of implementing offender management projects

_____ Demonstrated experience performing organizational change management as part of implementing large projects

_____ Training of Business staff_____ Data Conversion (both electronic and paper files)

Reference RatingTotal Dollar Value of the Proposer’s Portion of the Project: $_______________

1. How would you rate the performance and reliability of the software provided by the firm?___ Exceeded Expectations ___ Met Expectations ___Did NOT Meet Expectations

2. How would you rate this firm’s performance versus budget?___ Exceeded Expectations ___ Met Expectations ___Did NOT Meet Expectations

3. How would you rate the firm’s performance versus schedule?___ Exceeded Expectations ___ Met Expectations ___Did NOT Meet Expectations

4. How would you rate the firm’s management according to Project Management best practices (including Work Plan, Communication, Risk Management, Change Control, etc)?___ Exceeded Expectations ___ Met Expectations ___Did NOT Meet Expectations

5. How would you rate the firm’s willingness and ability to accommodate your organization’s working style and constraints?___ Exceeded Expectations ___ Met Expectations ___Did NOT Meet Expectations

6. How would you rate the overall quality of the firm’s work?___ Exceeded Expectations ___ Met Expectations ___Did NOT Meet Expectations

Evaluator’s printed Name: ___________________________________

Evaluator’s signature: _______________________ Date: __________

Phone: (_______) __________________________

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Attachment III: Administrative Requirements Response Matrix

This matrix is provided for the Bidder’s use to assist in meeting the requirements contained in this RFP and for the State’s use to readily identify the location of the Bidder’s response to each requirement. Bidders should read the detail regarding each Proposal Item and its requirements. Do not depend on the brief summary title given to the Requirement on this matrix.

A “YES” response indicates that the Bidder agrees to adhere to the requirement as stated in this RFP. Any requirement marked “NO” indicates that the Contractor does not agree to the requirement.

Req. Num

. Requirement Bidder Response

III.C.1 Letter of Bondability - The State requires the contractor to provide a Letter of Bondability, shall be from an admitted Surety Insurer, which states the surety 18

offers to guarantee to the extent of $62 million dollars the bidder’s performance in all respects of the terms and conditions and provisions of the agreement.

Bidder Response Detail:

III.C.2 Certification To Do Business in the State of California - The bidder shall be certified with the California Secretary of State to do business in the State of California. . The bidder must submit a copy of their Certificate to do Business in the State of California with the Initial Final and Final Proposal.


III.C.3 Vendor Staffing Approach - The Bidder agrees to submit a narrative describing the Bidder’s staffing management for the SOMS Project


III.C.4 Proposed Key Personnel - The Bidder agrees to provide information regarding references and staff capability by completing Attachment IV: Key Personnel Matrix and Attachment V: Key Personnel Resume Summary. The Bidder agrees that the State reserves the right to approve or reject replacement project team members


18

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Req. Num

. Requirement Bidder Response

III.C.5 Key Personnel Minimum Requirements - The bidder agrees for each position, the proposed Bidder Key Personnel shall have, as a minimum requirement, experience in the areas of responsibility listed for that position.


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Attachment IV: Key Personnel Matrix

Key Personnel Name System Integrator

Project Manager

Senior Architect

(Technical Lead)

Software Development

Manage

Business Process

Management Manager

Data Conversion

Manager

Training Manager

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Attachment V: Key Personnel Resume Summary

The Bidder must provide a completed form for each key personnel position of the project team and attach a resume that reflects the staff person’s experience.

Projects Where Team Member Performed Role:

For each project experience listed, indicate the customer name and contact information, project name, start and end dates the team member performed the role, contract value, the experience gained, and the duration of the experience.

Proposed Resource Name:

Proposed Job Classification:

Organization associated with (check one below):

Prime Bidder Subcontractor DVBE

Number of years of education achieved

Degrees Held:

Number of years experience with the proposed product:

Name of Product:

List skills and experiences that qualify the team member for the duties and responsibilities on this project for the proposed job classification. NOTE: This section must clearly specify how the proposed resource meets the minimum requirements for the proposed job classification detailed in Section II.A.5 - Key Personnel Minimum Requirements.

List client references for a representative sample of work performed during the past three (3) years that is used to meet the key staff minimum requirements. Client Name Project Title Start Date End Date

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doc

Business

subject matter

wide area

1000 end users

proposed key

key personnel

potential

data conversion

engagement