Welcome to the University of California Pre-Bid Conference forResearch Grants Program Office (RGPO) Grants Administration and Management Software RFP

THE CONFERENCE WILL BEGIN SHORTLY. PLEASE STAND BY.

RFP#UCOP/RGPO/2012

March 16, 20129:30 am PT – 11:00 am PTDial: 1-866-740-1260; Access Code 9870121

Primary Procurement Contact: Alan Moloney (alan.moloney@ucop.edu)Director, Procurement Services, UC Office of the President

Today’s Agenda

1) Introductions

2) About the University of California

3) Research Grants Program Office (RGPO) Grants Administration and Management at the University

4) RFP Overview

5) Open "Question and Answer" for Prospective Bidders

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Introductions: UC Staff(Roundtable)

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About the University of California’s Research Grants Program Office (RGPO)

Multiple grant-making programs that serve the University of California and the State of California

Central administrative support – Grant review and administration– Financial and budgetary services– Database management– Core administrative functions

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RGPO Programs

The California Breast Cancer Research Programwww.cabreastcancer.org

The Tobacco-Related Disease Research Programwww.trdrp.org

The California HIV/AIDS Research Programwww.californiaaidsresearch.org

The UC Grants programs www.ucop.edu/research/rgpo/funding.html#ucgrants– UC Discovery Grants– Proof of Concept grants– Multi-campus Research Programs and Initiatives– Lab Fees Research Program

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Building a Long-term Infrastructure Solution for World-class Research

Funding– Project funding has been secured for design,

implementation, and annual license/use fees Partnership Commitment

– 5 to 10 years

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The Grant-making Process

Issue Call for

Applications

ReceiveApplications

Review and Select

Awards

Process Award

Payments

Manage Research Projects

Evaluate and Report Outcomes

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RFP Purpose & Objectives(Reference: Page 5 RFP)

The University of California is releasing this RFP to procure a grants administration and management solution that offers UC’s Research Grants Program Office (RGPO):

A user-friendly, intuitive, web-based, real-time environment for all user types;

Improved integration among key systems; A more streamlined workflow where possible; Improved tools to eliminate redundant data entry, manual

calculations and most paper forms; Dashboards, reporting, and analytics for RGPO Staff and Senior

Leadership; Improved access to historical information from existing grants

database.

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RFP Scope(Reference: Page 5 of RFP)

Bid Response should be inclusive of all services, software and, if applicable, hardware, required to deliver a full solution, including (but not limited to):1) Project Management and Account Management Services2) IT and other “functional expert” Services3) Data “Cleansing” Services, priced as an optional addition (final

determination will be made prior to contract signature)4) Data Migration and Implementation Services5) Software Licensing Fees and Ongoing Maintenance6) Hosting Fees or Costs, if applicable7) Hardware Costs, if applicable 8) Other items, as noted in the RFP detail and/or as further

recommended by Bidder9

UC-wide Procurement Services

Procurement Services is responsible for the planned negotiation and management of University-wide agreements, the development and oversight of policies governing purchasing activities, materiel management, equipment management, and the coordination of sourcing efforts at the campuses, hospitals and labs.

University of California Bid Process– California Public Contract Code (Section 10507, et seq.)– UC Business & Finance Bulletin 43 (See Part 3, D)– RFP as posted– Other applicable laws and codes

10More info: http://www.ucop.edu/purchserv/

RFP Posting Location

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http://www.ucop.edu/purchserv/rfp/welcome.html#rgpo

All new Q&A, updates posted at end of list of files:

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Marked “NEW” in Red Font

Bidder Inquiries

All correspondence, questions, inquiries must be made via email to the RFP Administrator Alan Moloney and copy Brian Agius

mailto:alan.moloney@ucop.edu; brian.agius@ucop.edu

Do not contact any other UC employee regarding this RFP. All participants in this process are subject to applicable State and Federal codes regarding Public Officials and UC bidding policies and codes.

Questions submitted by email will be made anonymous, responded to (as reviewed by UC team) and posted for all bidders to see.

Check bid posting site often! All files final as of March 22, 2012.

(reference UC Business & Finance Policy 43)13

RFP Time Line

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Date Time (PT) Event

March 2, 2012 RFP issue date

Friday, March 16, 2012 9:30 am – 11:00 am

Pre-bid conference (Recommended, but not mandatory): audio and web attendance onlyNo in-person meeting.

Meeting Type: Web & Audio Audio Details: Dial-in Number: U.S. & Canada: 866.740.1260 Meeting ID/Access Code: 9870121

Web Registration Link: https://cc.readytalk.com/r/o4skstfps8vb

Tuesday, March 20, 2012

NOON 12:00 pm

Deadline for submission of requests for clarification of RFP

Thursday, March 22, 2012

Final University responses to requests for clarification of RFP and any issuance of addenda or other modifications

Monday, April 2, 2012 NOON 12:00 pm

Deadline for submission of 1 sealed and complete copy of Bidder proposal to RFP Administrator

RFP Time LineDate Time (PT) Event

Friday, May 4, 2012Finalist(s) announced and presentation slots assigned.Bidders not advanced to finalist round notified. Duration of presentation will be announced. A guideline “script” will also be provided.

Week of May 21, 2012

On-Site Bidder “Finalist Presentations”

ALL BIDDERS SHOULD RESERVE THESE DAYS NOW among key personnel who may present to the University-wide evaluation team. Please note that this will include at least one member of the bidder’s IT team who will meet personally with IT members from the University.

Assignment of a specific time on a specific date to the left will be made on a first-come, first-served basis and not all dates will be available to all Bidders.

For planning purposes, expect to be on site in Oakland, CA for at least one (1) business day.Site visits, if requested by team, announced and scheduled

To be announced Site visits, if requested

Week of June 11, 2012 Apparent Awardee(s) announced and contract(s) tendered.

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Bid Acceptance(Reference RFP, Section 1 Parts I, J, K)

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Late bids will not be accepted. Bids are considered late if they arrive one (1) minute or more past the due date and time.

Bids sent via fax (facsimile) or email will not be accepted.

Bid must be signed by a company officer authorized to enter into contracts on behalf of the Bidder. (Bid Response Cover Sheet)

Bids must be complete (see Complete Proposal Submission Check List, RFP Section 1 Part J)

Bids must be responsive Bids must follow the format

specified in the RFP (Numbering, Section Titles,… and in the same order); using the same file formats as provided, for example:– RFP Narrative responses saved in

Microsoft® Word– Detailed requirements responses

saved in Microsoft® Excel– Bid pricing saved in Microsoft® Excel

RFP Process

Key Points:

Single Point of Contact: RFP Administrator

All Correspondence in Writing (email to Alan Moloney, cc: Brian Agius)

mailto:alan.moloney@ucop.edu; brian.agius@ucop.edu

Check web site often for updates

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Open Q&A

Please use the “chat” function on your web interface to the presentation.

We will read all inquiries as “anonymous” questions and respond OR will reserve the question for later review and

response.

Duplicate/overlapping questions may not receive individual responses.

Thank you

Alan Moloney UC Office of the President

mailto:alan.moloney@ucop.edu