BA and PM Svcs for PSRB CMS - IT Pro RFQ S-DASOBO-00015217 vPOST 2025OCT27.pdf

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State of Oregon IT Pro MPSA Request for Quote (“RFQ”)

SOLICITATION BA and PM Services for Psychiatric Security Review Board (“PSRB”) Client Management System (“CMS”)

SOLICITATION # S-DASOBO-00015217

“PROJECT” PSRB CMS

“Authorized Purchaser” Psychiatric Security Review Board

Single Point of Contact

(“SPC”)

Warren Nickerson 1225 Ferry Street SE Salem, OR 97301 971-375-5148 warren.nickerson@das.oregon.gov

Abstract/Summary Request for Quote (“RFQ”) to procure IT Professional Services in the following categories: Business Analyst and Project Manager.

RFQ Schedule All times are listed in Pacific Time.

Event Date Time RFQ Date of Issue October 27, 2025

Questions / Requests for Clarification Due November 3, 2025

Answers to Questions and Requests for Clarification Issued (approx.) November 10 2025

Bid (Quote) Opening (Quotes Due in OregonBuys) November 17 2025 5:00 PM

Review and Best Value Analysis of Quotes

TBD Additional evaluation rounds (if any)

Consultant Selection

RFQ S-DASOBO-00015217 – PSRB-CMS

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Table of Contents

Section 1 – INTRODUCTION and OVERVIEW Section 2 - QUOTE OVERVIEW Section 3 - QUOTE STRUCTURE, CONTENT, AND SUBMISSION Section 4 – RFQ PROCESS Section 5 - QUOTE EVALUATION Section 6 - AWARD AND NEGOTIATION

List Of Exhibits Exhibit 1 – Reserved Exhibit 2 – Deliverables Pricing Sheet Exhibit 3 – Reference Check Form

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Section 1 – INTRODUCTION and OVERVIEW

1.1 Introduction

The Department of Administrative Services, State Procurement Services (“DAS SPS”) on behalf of the Authorized Purchaser, is issuing this Request for Quote (“RFQ”) to the pool of Consultants named in Table 1 who have a master price and services agreement in effect with DAS SPS (the “IT Pro MPSA” or “MPSA”).

Specifically, this RFQ is to provide Business Analyst & Project Manager Services for Authorized Purchaser’s Project named on this RFQ’s cover page. The Authorized Purchaser intends to select a single Consultant to provide the desired Services.

Table 1 – RFQ Recipients

CONSULTANT MPSA # Vendor ID

Atmosera, Inc. 8474 V00007237

Bluecrane, Inc. 8462 V00006705

NTT Data State Health Consulting (formerly Cognasante Consulting 8356, and Holdings 8463) 9433 V00001989

Deloitte Consulting 8482 V00002843

Elegant Enterprise-Wide Solutions, Inc. 8473 V00012854

Gartner, Inc. 8480 V00000089

Microsoft Corporation 8487 V00010174

The North Highland Company, LLC 8477 V00005191

Point B, Inc. 8479 V00001007

TEKsystems Global Services, LLC 8478 V00003311

1.2 Single Point of Contact (SPC)

The consultant shall direct all communications related to any provision of the RFQ only to the SPC identified on the cover page, whether about the technical requirements of the RFQ, contractual requirements, the RFQ process, or any other provision.

1.3 Authorized Purchaser Overview and Background

The PSRB serves as a quasi-judicial administrative agency, overseeing individuals adjudicated Guilty Except for Insanity (“GEI”), civil commitment due to extreme dangerousness, and the restoration of gun rights. The board is also entrusted with the classification or reclassification of individuals found GEI for sexual offenses, and the relief from sex offender registration requirements.

Anchored in a mission to protect the public, the PSRB collaborates with partner agencies, employing recognized principles of risk assessment, victim's interests, and person-centered care to ensure those under its jurisdiction receive necessary services and support, mitigating the risk of future dangerous behavior. This mission is executed primarily through conducting contested hearings and monitoring individuals under its jurisdiction through persistent, proactive consultation and communication with treatment professionals across the enterprise.

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1.4 Project Overview and Background

The PSRB faces a pressing challenge presented by its outdated 46-year-old, on-premises CMS built on Microsoft MS Access technologies. The existing system, consisting of four separate Access Databases, contains a substantial dataset of over 3100 records spanning 46 years. This data will continue to accumulate given our 75-year retention policy.

In recognition of the urgency presented by our legacy system, the PSRB has diligently built a compelling case since 2019, underscoring the critical need for a timely replacement of its CMS.

1.5 Preferred Consultant Experience, Qualifications, or Certifications for this RFQ Provide services and support to complete all Project Management and Business Analysis duties and responsibilities necessary to effectively plan and initiate the project and obtain Stage Gate 1 and Stage Gate 2 endorsements from EIS. The team should:

• Focus on the real goal of successful initiation of the project.

• Join the existing PSRB team to actively lead, facilitate, and assist in completion of all tasks and creation of required documentation as outlined in the “Project scope” section below.

• Establish project management tools, techniques, and processes leveraging hybrid methodologies that align with best practices and stage gate oversight requirements.

• Complete an effective and successful transition to future team member(s) that will continue with vendor selection, negotiation, onboarding, and execution (including preparation for Stage Gate 3 endorsement).

• Skills: Strong analytical, documentation, budgeting, risk management and stakeholder communication skills.

Section 2 - QUOTE OVERVIEW

2.1 IQMS Conflict of Interest

Neither DAS SPS nor the Authorized Purchaser may accept any bid or Quote from the Consultant providing IQMS on the Project or Project work related to this RFQ. Consultants responding to this RFQ must declare they are not providing – and do not anticipate providing – IQMS support for the Project work described in this RFQ.

2.2 Project Background, Purpose, and Objectives

2.2.1 Background The PSRB has received funding to replace their legacy case management system(s). A previous SI Vendor procurement was conducted but did not continue due to limitations of the planned technologies (M365 and Power Platform) supporting the mission critical CJIS requirements.

Refer to ORS 279B.040 and Statewide Policy 107-004-030.

The Consultant awarded the work order contract to provide the Services resulting from this RFQ is ineligible and disqualified from simultaneously providing Independent Quality Management Services (“IQMS”) for the Project that is the subject of this RFQ.

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2.2.2 Purpose PSRB is looking to restart the project at Initiating and Planning and would like to achieve Stage Gate 1 and Stage Gate 2 endorsements from Enterprise Information Services (“EIS”), and be prepared to release a solution RFP, by early/mid 2026. However, due to the legislative cycles, onboarding of a vendor may need to wait until after the 2027 legislative session.

2.2.3 Objectives. The selected Project Management and Business Analyst will coordinate with PSRB to create and deliver a high-level plan and schedule for completion of Stage Gate 1 and Stage Gate 2. In preparation for Stage Gate 2, this plan will be elaborated and expanded upon to create the baseline Project Management Plan (“PMP”) that will drive the project until preparing Stage Gate 3 endorsement.

2.3 Project Scope

The Authorized Purchaser requires the following services:

• Business Analysis

• Project Management

2.3.1 Project Management

Experienced Project Manager to conduct:

a. Project Initiation and Planning document creation (including completion of Stage Gate 1 and Stage Gate 2 endorsements with EIS*)

b. Procurement Planning, Preparation, and Execution (including readiness and potentially the release of an SI Vendor RFP, but not including vendor selection/negotiations/onboarding or Stage Gate 3 Endorsement)

c. Status Reporting, Communication, and Coordination (for the duration of the assignment)

* In accordance with EIS-P3 Stage Gate Oversight compliance and processes

2.3.2 Business Analysis

Experienced Business Analyst to conduct:

a) Current/Future/Gap Analysis (including identification of high-level processes, business needs,

b) Stakeholder Identification and Analysis

c) Requirement Refinement

d) Market Research

e) Develop business outcomes/benefits

2.4 https://www.oregon.gov/eis/project-portfolio-performance/pages/it-investment-oversight.aspx

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Responsibilities

2.4.1 Consultant shall, in addition to those identified in the MPSA and proposed work order contract (“WOC”) as applicable:

(a) Utilize an independent and objective approach to the project and developing the Project deliverables in a workmanlike and professional manner, utilizing industry best practices.

(b) Develop and provide all required Deliverables that will be mutually agreed to by Consultant and Authorized Purchaser in the resulting Contract and any subsequent Contract Amendments and Change Orders for additional in-scope work or Deliverables.

(c) Be responsible for all travel and other related expenses, including parking, incurred during the term of the resulting Contract.

(d) When required to be onsite, Consultant’s project team shall work in space provided by Authorized Purchaser, adhering to any site work policies and practices.

(e) Provide all equipment, software, and supplies for their employees necessary to fulfill Consultant’s obligations. All reports, deliverables, or other electronic files provided to the Authorized Purchaser shall be in format compatible with Microsoft M365.

2.4.2 Authorized Purchaser will:

(a) Assign a Project team liaison to assist with the coordination of Consultant’s access to relevant documentation and other artifacts as well as internal Authorized Purchaser staff and other stakeholders and partners.

(b) Give Consultant sufficient access to project artifacts, work products, meetings, work sessions, and team members to allow them to perform their work as set forth in the WOC.

(c) Take appropriate steps to address risks and issues associated with omissions, gaps, defects, and other quality concerns identified by the Consultant, or document business reasons for not doing so.

(d) Provide meeting space and make available adequate working space and facility access for any work required to be completed onsite and provide copies of any applicable workplace polices.

(e) Keep Consultant appraised of Project status, including any changes in scope, budget, or timeline.

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Section 3 - QUOTE STRUCTURE, CONTENT, AND SUBMISSION Quote Component Parts and Arrangement

Please arrange Quotes into two Volumes, with each volume containing the information as shown in Table 2 and submitted as separate electronic files in the same Quote package.

Table 2 –Quote Components and Arrangement

Volume Key Elements

1. Narrative

(a) “No Conflict of Interest” declaration.

(b) Consultant’s Key Persons and Resumes

(c) Description of Comparable Projects

(d) Approach and Methodology

(e) Work Examples

(f) Client Reference Check Forms

2. Price Quote Deliverables Pricing Sheet (Exhibit 2)

3.1.1 Volume 1: Narrative

The Narrative consists of the following components or sections:

(a) “No Conflict of Interest” declaration (See RFQ Section 2.1)

(b) Consultant’s Key Persons and their resumes. This section identities the proposed personnel and their resumes (designating which are “key” persons) through whom Consultant intends to deliver the required Services. This section should include a staffing plan explaining how the Consultant will maintain the requested personnel credentials, qualifications, expertise and experience throughout the life of the WOC(s). All deployed personnel must be able to pass a certified criminal background check.

(c) Description of Comparable Projects - A description of past/current comparable projects completed in the last five years for which Consultant has/is providing services that are comparable to the Services described in this RFQ.

(d) Approach and Methodology - A detailed description of Consultant’s approach and methodologies for providing the Services required in the RFQ, along with a timeline of activities and critical success factors necessary. Consultants may use whatever documentation format they believe clearly provides the required information, so long as such documentation is relevant to the Project.

(e) Work Examples – Consultant shall provide up to three examples of their work performed on the past or current projects described in 3.1.1(c) above. These examples need not be comprehensive or complete copies of the work performed elsewhere but should demonstrate the quality and results of Consultant’s Approach and Methodology described in 3.1.1(d) above.

(f) Client Reference Check Forms - (See RFQ Exhibit 3). Forms must be completed and signed by reference and submitted with the Quote. The Authorized Purchaser reserves the right to follow up separately with Client References.

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Note that the narrative may be in the form of a Statement of Work (“SOW”) or form the basis of an SOW for the contract resulting from this RFQ

3.1.2 Volume 2: Price Quote

Utilizing Exhibit 2 Deliverables Pricing Sheet, for each Deliverable listed with a “$0.00” price the Consultant replaces with their price quote for those Deliverables and submits the completed Price Quote as Volume 2.

Section 4 - RFQ PROCESS

4.1 Public Notice

Solicitation for this RFQ begins with publishing it via the State of Oregon’s electronic procurement system OregonBuys (https://OregonBuys.gov). Any and all amendments, modifications, and attachments to the RFQ will also be published via OregonBuys. Unless otherwise indicated in the RFQ or its amendments, solicitation documents will not be mailed or emailed to prospective Consultants.

Prospective Consultant is solely responsible for checking OregonBuys to determine whether any Amendment(s) have been issued. Amendment(s) are incorporated into the RFQ by this reference.

4.2 Questions / Requests for Clarification

All inquiries, whether relating to the RFQ process, administration, deadline, or method of award, or to the intent or technical aspects of the RFQ must be received by the event deadline on this RFQ’s cover page.:

4.2.1 Submitting questions using the “Q & A” tab in OregonBuys is preferred.

4.2.2 Submitting questions by email to the SPC is permitted. Such submissions must:

(a) Reference the OregonBuys bid number and solicitation title

(b) Identify Proposer’s name and contact information; and

(c) Refer to the specific area of the RFQ being questioned (i.e., page, section, and paragraph number)

4.3 Quote Submission

4.3.1 Offeror’s Responsibilities

(a) Quote Meets RFQ Requirements. Offeror is solely responsible for ensuring its Quote, including all required submittal items, meets the requirements outlined in this RFQ

All Quotes submitted are public records and are subject to public inspection after the Notice of the Intent to Award is issued.

If a Quote contains information the Consultant regards as proprietary, privileged, or otherwise confidential, Consultant may identify such information in a separate document submitted with its Quote and provide a redacted copy of their Quote with their submission.

However, application of the Oregon Public Records Law will determine whether any information is exempt from disclosure. Otherwise, the Consultant consents to public disclosure of the Quote as submitted.

https://oregonbuys.gov/

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(b) Signed by Authorized Representative. Consultant’s authorized representative must sign their Quote. Failure of Consultant’s authorized representative to sign these documents may subject the Quote to rejection by DAS SPS.

(c) Submitted by Due Date and Time to OregonBuys.

- Consultant is responsible to ensure their Quote (all Volumes) is submitted to OregonBuys by or before the RFQ Bid Opening Date and Time on this RFP’s Cover Page. Neither DAS SPS nor the Authorized Purchaser is responsible for any delays in transmission errors or delays, or for any mis-delivery for any reason.

- A Quote submitted by any means not authorized is this RFQ Section 4.3 will be rejected.

- Quotes received after Bid Opening Date and Time are considered LATE. LATE Quotes will NOT be accepted by OregonBuys for evaluation.

4.3.2 File Format.

(a) Quote Submission must be packaged in an electronic file format, consisting of different files corresponding to the volumes listed in Section 3, with each file name connected to this RFQ and the Consultant’s identity. For example,:

- [RFQ Name]_[Consultant Name]_Vol 1_QuoteNarratives

- [RFQ Name]_[Consultant Name]_Vol 2_QuotePrice

(b) Acceptable electronic file formats: PDF is preferred, but .doc, .docx, ..xls, .xlsx will be accepted if presenting the information is better served by the one of these other formats (e.g., using spreadsheet to submit detailed cost breakdown information).

(c) Quotes should be consolidated into as few electronic files as practicable, following the suggested grouping into volumes. A Quote made up of numerous electronic files, each separately addressing a discrete part of the narrative (e.g., a No Conflict of Interest file, an Consultants Key Persons file, a Comparable Projects file, etc.) makes a Quote difficult and cumbersome to understand and evaluate efficiently.

(d) Be mindful of file sizes. The inclusion of high-resolution photographs and images that don’t directly address the requirements or scope requested by this RFQ can bloat files, making them difficult to store, process, and evaluate.

4.3.3 OregonBuys Submission Required. Only electronic submission of Quotes via OregonBuys is accepted. highly preferred. Detailed instructions on how to submit a Quote and upload the electronic files can be found at OregonBuys Vendor Formal Solicitation Response.pdf.

4.3.4 No Other Submission Method is Authorized or Permitted. (e.g., email, email attachment(s), printed matter, parcel post, etc.). Proposals submitted by any method not expressly listed above will be neither accepted nor considered.

4.4 Quote Modification or Withdrawal

4.4.1 Prior to Bid Opening. Quotes submitted via OregonBuys may be modified or withdrawn at anytime within OregonBuys up to the Bid Opening deadline without prior notice to the SPC.

4.4.2 After Bid Opening. Requests to modify the Quote after Bid Opening will not be accepted.

Consultants wishing to withdraw a submitted Quote must submit a written notice signed by the Consultant’s authorized representative and its reasons for withdrawal to the SPC. The State Parties will consider the withdrawal request as permitted by OAR 125-247-0440 and

OAR 137-047-0460.

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

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4.5 Public Opening

There will be no public Opening of Quotes. Quotes received will not be available for inspection until after the evaluation process has been completed and the Notice of Intent to Award is issued pursuant to OAR 125-247-0630.

4.6 Quote Rejection

A Quote may be rejected for any of the following reasons: when the Consultant-

(a) Is providing IQMS for the Project that is the subject of this RFQ.

(b) Fails to substantially comply with all prescribed RFQ procedures and requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Quote.

(b) Has liquidated and delinquent debt owed to the State or any department or agency of the State.

(c) Fails to meet the responsibility requirements of ORS 279B.110.

(d) Makes any contact regarding this RFQ with State representatives such as State employees or officials other than the SPC or those the SPC authorizes, or inappropriate contact with the

SPC.

(e) Attempts to inappropriately influence a member of the Evaluation Committee.

(f) Has conditioned its Quote on DAS SPS’ or Authorized Purchaser’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in this RFQ, or the IT Pro MPSA or its Amendment(s) between the Consultant and DAS SPS.

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Section 5 - QUOTE EVALUATION

5.1 Initial Screening. Quote submissions are initially reviewed to determine if all Submittal

Requirements have been met.

5.2 Evaluation Committee. An Evaluation Committee will evaluate those Quotes meeting the Submittal Requirements to determine the “Best Value” for the State.

5.3 Best Value Analysis. Evaluation Committee members (each an “Evaluator”) evaluate and score the Quotes for “Best Value” determination of what best meets the needs of Authorized Purchaser, considering the Evaluation Committee’s perception of the Key Element considerations listed in Table 3 with their Points Available:

Table 3 –Best Value Analysis

Key Elements of Consultant’s Quote Points Available

Independence: No actual or apparent conflict of interest (not scored) No points (Pass/Fail)

Quality of submitted draft approach, methodology, and schedule (subjective) 150

Breadth and relevance of Consultant’s Organizational experience with State processes (subjective) 200

Experience and certifications of Key Persons designated to perform for the Project (subjective) 200

Strength of Reference Checks (subjective) 100

Quality and relevance of Work Examples (subjective) 150

Price Quote (objective, calculated)

Price Quote Score = Lowest Price of all Offers

Received X Column B Price Quote Points Available Price of Offer being scored

Total Points Available 1000

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5.4 – Scoring and Ranking.

5.4.1 Subjective Scores. Evaluators use the guidance provided by Table 4 to qualitatively assess how well a Consultant’s Quote addresses the Key Elements marked as “subjective” in Table

3. Each Evaluator will independently assign a percentage score from 1 to 100% to each of the subjective Key Elements, which is then used to determine the points to award as a percentage of the Point Available for each Key Element.

Table 4 – Subjective Scoring Guidance

Score Explanation

90 – 100%

OUTSTANDING – Response meets submittal requirements; demonstrates exceptional knowledge of the subject matter; and demonstrates excellent ability to successfully deliver the requested service and achieve the desired goals and objectives of the Project as defined in the RFP or its Amendments.

80 – 89%

VERY GOOD – Response meets submittal requirements; demonstrates thorough knowledge of the subject matter; and clearly demonstrates ability to successfully deliver the requested service and support the Project towards achieving its goals and objectives as defined in this RFP or its Amendments.

70 – 79%

GOOD – Response meets submittal requirements; demonstrates adequate knowledge of the subject matter; and demonstrates the likely ability to successfully deliver the requested service and support the Project towards achieving its goals and objectives as defined in this RFP or its Amendments.

60 – 69%

SATISFACTORY – Response meets submittal requirements; demonstrates basic knowledge of the subject matter; and demonstrates an ability to minimally deliver the requested service.

Response would meet or support the highest priority or mandatory goals and objectives of the project, but not all of the goal and objectives defined in this RFP or its Amendments.

50 - 59%

FAIR– Response meets submittal requirements; demonstrates basic knowledge of the subject matter; but does not clearly demonstrate the ability to minimally deliver requested service.

Response would meet or support only the highest priority or mandatory goals and objectives of the Project as defined in the RFP or its Amendments.

< 49%

POOR – Response meets submittal requirements; demonstrates only rudimentary or spotty knowledge of the subject matter; does not demonstrate ability to reliably deliver requested service. Response would not meet or support even most of the highest priority or mandatory goals and objectives of the Project as defined in the RFP or its Amendments.

5.4.2 Objective Scores.

(a) The Price Quote Key Element) is scored objectively using the formula provided in Table 3 to determine the percentage of the Points Available to award.

(b) Evaluators do not review or evaluate the Price Quote Key Element).

5.4.3 Ranking.

(a) An average score for each subjectively scored Key Element is determined by averaging the awarded point totals from the Evaluators that scored that Key Element.

(b) The averaged subjective and objective Key Element scores for a Quote are then added to produce the Total Point sum for that Quote.

(c) The Total Point sums are then used to rank the Quotes from highest to lowest.

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5.4.4 Scoring Adjustments.

(a) Reciprocal Preference: for evaluation purposes of Price Quote (Initial or Revised), per OAR 125-246-0310 the State Parties shall add a percent increase to each out-of-state Consultant’s Price Quote price that is equal to the percent preference, if any, given to a Resident Consultant in the Offeror’s state.

(b) SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of Quote for scoring. A response to a clarification request must be to clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Quote.

(c) Offerors who do not provide all required volumes and their respective content or who do not adhere to the Submittal Requirements will be disqualified from the evaluation process.

(d) Tiebreaker. If State Parties receive Quotes that

i. Are identical in price, fitness, availability, and quality, or have identical scores at the end of an evaluation round;

ii. The State Parties choose to award a Contract; and

iii. The Competitive Round does not otherwise provide for a tie break process, Then the Contract may be awarded in accordance with the procedures outlined in OAR 125-246-0300

Section 6 - AWARD AND NEGOTIATION

6.1 Award Notification Process

6.1.1 Award Consideration

State Parties may determine to award a Contract to the highest-ranking Responsible Consultant representing the “best value” based upon the scoring methodology and process described in RFP Section 5. State Parties may award less than the full Scope of Work if the State and Authorized Purchaser determines such an award is in the public interest.

6.1.2 Contract Award Notice

DAS SPS will notify Consultants of the Contract award by posting a notice or amendment to the OregonBuys solicitation file for this RFQ

6.2 Reserved / Not Used

6.3 Work Order Contract Negotiation

6.3.1 Following the selection of the apparent successful Consultant, the State Parties may agree to negotiate changes to the negotiable provisions of the WOC.

6.3.2 If the parties have not reached mutually agreeable terms within 90 Calendar Days of the date of the Notice of Intent to Award, State Parties may, at their option, extend the negotiation period or terminate negotiations and commence negotiations with the next highest-ranking Consultant.

RFQ EXHIBIT 1 –Reserved

S-DASOBO-00015217

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Exhibit 1 reserved for future use. This page is intentionally blank.

RFQ EXHIBIT 2 –Deliverables Pricing Sheet

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Instructions:

This section offers a framework for Consultants to enter their price quote in response to the RFQ.

1. Where the price is listed as “$0.00”, Consultant is expected to fill in their proposed price for the deliverable.

2. Some deliverables are currently listed as “OPTION RESERVED TO AUTHORIZED PURCHASER” and may later be activated through an amendment or change order to the WOC, as appropriate. These deliverables do not require a price quote unless otherwise noted.

3. As the project progresses into new phases, some deliverables may need to be refreshed as more becomes known. The selected Consultant is expected to maintain flexibility and be adaptable to the project’s implementation approaches and methodologies.

4. Consultant shall list any relevant assumptions that informed its pricing approach for the Authorized Purchaser to consider during its evaluation of the Price Quote.

Price guarantee: Proposers guarantee that the quoted costs provided in their Pricing Proposal are valid for a minimum of 180 days.

Deliverable Summary for BA Service:

Deliverable Number

Deliverable Description Due Date

NTE

Deliverable Cost

1. Current, Future, and Gap Analysis

1.1 Project Planning and Orientation

1.2 Stakeholder Identification and Engagement

1.3

Create Current State Documentation (existing process flows and initial business rules)

1.4

Create Future State Documentation (desired process flows and initial business rules)

1.5

Create Gap Analysis (between current-future state and requirements)

1.6 Final product: Gap Analysis (Current- Future-Gap)

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Deliverable Number

Deliverable Description Due Date

NTE

Deliverable Cost

TASK 1 SUBTOTAL $0.00

2. Requirement Refinement

2.1

Facilitate Requirement Elicitation/Gathering Sessions

2.2

Create, refine, prioritize, and vet Solution Requirements

2.3 Final product:: Initial Requirement Traceability Matrix

TASK 2 SUBTOTAL $0.00

3. Market Research

3.1 Conduct Market Research and Analysis

3.2 Final product: Market Research Report

TASK 3 SUBTOTAL $0.00

4. Analysis Report and Recommendations

4.1 Compile Business Analysis artifacts into a report and presentation

4.2 Final product: Business Analysis and Recommendations Report

Task 4 Subtotal $0.00

TOTAL COST $0.00

Deliverable Summary for PM Service:

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Deliverable Number

Deliverable Description Due Date

NTE

Deliverable Cost

1. Project Foundational Planning and Structure

1.1 Create an initial high-level project plan and schedule for planning and initiation

1.2 Review Business Analyst's Analysis and Recommendations Report

1.3 Business Case Development

1.4 Establishment and documentation of Governance Protocols

1.5 Establish/Refine a Project Repository

1.6 Establish Foundational Tools, Templates, and Processes

1.7 Facilitate Project Introductions and Kick-Off

1.8 Preparation for EIS Oversight

1.9 Final product: Project Foundations Report (a synthesis of tasks from 1.1-1.8 in a final report)

TASK 1 SUBTOTAL $0.00

2. Stage Gate 1 Documentation

2.1 Create and vet an ITI and ICA

2.2 Create and vet a Project Charter

2.3 Create and vet a Business Case

2.4

Submit all required Stage Gate 2 Artifacts and obtain Stage Gate 1 Endorsement

2.5 Final product: Stage Gate 1 Artifact Packet

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Deliverable Number

Deliverable Description Due Date

NTE

Deliverable Cost

TASK 2 SUBTOTAL $0.00

3. Stage Gate 2 Documentation

3.1 Create and vet an initial PMP

3.2 Create and vet an initial OCM Plan (including Stakeholder Register)

3.3 Create and vet an initial Cloud Workbook and SSP (as applicable)

3.4

Submit all required Stage Gate 2 Artifacts and obtain Stage Gate 2 Endorsement

3.5 Final product: Stage Gate 2 Artifact Packet

TASK 3 SUBTOTAL $0.00

4. SI Vendor RFP Support

4.1 Establish/Maintain Coordination with DAS Procurement Services

4.2

Assist in creation and vetting of RFP materials in collaboration with PSRB and procurement partners (*may be more than assisting as identified/agreed upon)

4.3 Final product: RFP Materials Packet

Task 4 Subtotal $0.00

5. Operational Project Management Functions

5.1 Facilitate ongoing project processes and meetings

5.2 Maintain Project Tools, Templates, Processes, and Artifacts

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Deliverable Number

Deliverable Description Due Date

NTE

Deliverable Cost

5.3

Provide Coordination, Communications, and Note-taking (as required/requested for alignment)

5.4 Final product: Weekly and Monthly Status Reports

Task 5 Subtotal $0.00

TOTAL COST $0.00

RFQ EXHIBIT 3 –Reference Check Form

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Consultant Name: __________________________________________

Reference Entity: __________________________________________

Reference Contact Name: __________________________________________

Contact Telephone Number: __________________________________________

Contact Email Address: __________________________________________

For questions 1 – 3, Please rate Consultant on a scale of 0-10 (decimal fractions permitted) where 0 = Not satisfied 5 = Moderately satisfied 10 = Extremely satisfied.

1. How would you rate the Consultant’s overall quality of services provided and your overall relationship with the Proposer?

Rating: __________

Comments:

2. How would you rate the Consultant’s delivery of service?

Rating: __________

Comments:

3. How would you rate the Consultant’s responsiveness to customer service issues and special requests (e.g., reported problems, changes billing, etc.)?

Rating: __________

Comments:

4. For what type of services did you engage Consultant?

5. Briefly describe the services listed in response to Question 4, the nature of the underlying project, and the influence the Consultant had/has towards the success of the ongoing operation of the Solution or system for which Consultant provided/is providing services.

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