EEOS90724_RFP_Primary.pdf

MALIA M. COHEN

CALIFORNIA STATE CONTROLLER

October 15, 2024

REQUEST FOR PROPOSAL (RFP) (Primary) NUMBER EEOS90724

Consulting - Process Reengineer

Notice to Prospective Proposers

You are invited to review and respond to this Request for Proposal (RFP) (Primary) Number EEOS90724. In submitting your proposal, you must comply with these instructions.

Read the attached document carefully. Please submit all required forms and documents with your proposal response as indicated in this RFP. Any response received after the date and time indicated in this RFP will not be considered for review.

Proposers are advised to check the Cal eProcure website for addendums, modifications, and updates to the Proposal documents. The State Controller's Office (SCO) is not responsible for failure of the prospective proposer to check for any proposal document updates, changes, or answers to questions posted on Cal eProcure. Failure to periodically check the website will be at the Proposer’s sole risk.

If a discrepancy occurs between the information in the advertisement appearing on the Department of General Services, California State Contracts Register (CSCR) on the Cal eProcure website:

https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx and the information in the herein RFP, the information in the attached RFP shall take precedence.

Note that all contracts entered into with the State of California will include by reference General Terms and Conditions and Contractor Certification Clauses that may be viewed and downloaded at Internet site https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/GTC-April-2017- FINAL.pdf?la=en&hash=18A8A88034FCB8A5307FB64B20B33CF485F4C0D8 . If you do not have Internet access, a hard copy can be provided.

In the opinion of SCO, this RFP is complete and without need of explanation. However, if you have questions, or should you need any clarifying information, please email SCOBids@sco.ca.gov.

Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum.

State Controller’s Office RFP Number EEOS90724

Table of Contents

Section I. General Information A. Purpose and Description of Services B. Minimum Qualifications

1. Bidder Firm Minimum Qualifications (BMQs)

2. Key Staff Minimum Qualifications (KSMQs)

3. Background Check

C. Proposal Requirements and Information

1. Key Action Dates

2. Written Questions & Answers

3. Technical Proposal

b. Firm Desirable Qualifications (FDQs)

c. Key Staff Desirable Qualifications (KSDQs)

D. Submission of Proposal E. Evaluation Process F. Award and Protest G. Disposition of Proposals H. Agreement Execution and Performance I. Incentive and Participation Programs

1. Small Business Participation Requirement

2. Ties between Certified SB/MB and DVBE Businesses

J. Required Attachments ATTACHMENT 1, Required Attachment Checklist ATTACHMENT 2, Proposal/Proposer Certification Sheet ATTACHMENT 3, Contractor Point of Contact ATTACHMENT 4, Darfur Contracting Act Certification (DGS PD 1)* ATTACHMENT 5, Payee Data Record (STD 204) and Supplement (STD 205) ATTACHMENT 6, Contractor Certification Clauses (CCC 04/2017) ATTACHMENT 7, California Civil Rights Laws Certification (DGS OLS 04) ATTACHMENT 8, Generative Artificial Intelligence (GenAI) Reporting & Factsheet (STD 1000) ATTACHMENT 9, Bidder Declaration (Written) (GSPD-05-105) ATTACHMENT 10, California Disabled Veteran Business Enterprise (DVBE) Declarations (STD 843) * ATTACHMENT 11, Secretary of State Certification Status * ATTACHMENT 12, Iran Contracting Act Verification Form (DGS PD 3) * ATTACHMENT 13, Target Area Contract Preference Act (TACPA) ATTACHMENT 14, Bidder’s Summary of Contract Activities and Labor Hours ATTACHMENT 15, Acknowledgement of Agreement Exhibits and Policies ATTACHMENT 16, Proposal Incentives and Preferences ATTACHMENT 17, Firm References ATTACHMENT 18, Key Staff References ATTACHMENT 19, Contractor/Consultant Organization Information Security Agreement (ISO-004c) ATTACHMENT 20, Contractor/Consultant Confidentiality and Non-Disclosure Acknowledgement (ISO-004b) 41 ATTACHMENT 21, Firm Minimum and Desirable Qualifications Workbook ATTACHMENT 22, Key Staff Minimum and Desirable Qualifications Workbook ATTACHMENT 23, Cost Worksheet

Standard Agreement Exhibit A – Scope of Work Exhibit A – Attachment 1, Key Staff Change Order Request Form Exhibit A – Attachment 2, Key Staff Reference Form Exhibit B – Budget Detail and Payment Provisions

Exhibit B – Attachment 1, Cost Worksheet Exhibit C – General Terms and Conditions (GTC 04/2017) ** Exhibit D – Special Terms and Conditions Exhibit E – Resumes

*Submit only if applicable.

**Incorporated by reference only.

Section I. General Information

A. Purpose and Description of Services

The California State Controller's Office (SCO) is seeking a Consulting Process Reengineer Contractor to provide three non-technical skilled business solutions analysts to identify and document business processes for the SCO.

The services shall include:

1. Develop branded templates and create a document repository.

2. Create and maintain a business process and procedure inventory and associated work plan.

3. Conduct analysis, document processes and procedures, and recommend business process improvements.

4. Create new materials as needed in various formats (e.g., Visio, Excel, Word and PowerPoint).

See the Standard Agreement, Exhibit A, Scope of Work for a complete description of services.

Background

SCO is responsible for transparency and accountability of the state's financial resources. SCO ensures the appropriate disbursement and tracking of taxpayer dollars. SCO serves on dozens of state boards, commissions, and committees with duties ranging from administrative oversight of the nation's two largest public pension funds to protection of state lands and coastlines, to modernization and financing of major infrastructure. SCO also offers fiscal guidance to local governments and has independent auditing authority over all government agencies that spend state funds. SCO’s primary objectives are to:

Maintain the state's official accounting book of record.

Inform the public of the state's financial condition.

Account for and control disbursement of all state funds, issuing warrants in payment of the state's bills including lottery prizes and unclaimed property.

Determine legality and accuracy of financial claims against the state.

Audit state and local government programs.

Safeguard many types of assets until claimed by the rightful owners, in accordance with the

Unclaimed Property Law.

Inform the public of financial transactions of city, county, and other local governments.

Administer the Uniform State Payroll System.

Audit and process all personnel and payroll transactions for state civil service, state exempt employees, state university employees, and college system employees.

The SCO is seeking to improve its’ documentation of its business processes and procedures, which will initially focus on its Human Resources, Executive Office, and Unclaimed Property Division.

Agreement Term

The term of this agreement will be for 18 months with the options to extend the term for an additional 18 months, add funds at the rates specified in Attachment 23, Cost Worksheet, and increase the number of key staff, as deemed necessary by SCO. The rates in Attachment 23, Cost Worksheet will not increase as a result of any amendment to this agreement. This agreement may be terminated by either party with 30 days’ written notice.

Contractors are cautioned that no work will begin until the Agreement has been fully executed. If work is performed prior to the Agreement approval, and the Agreement for any reason is not approved, all previous work performed by the Contractor is considered donated to the SCO and no payment shall be made for that work.

Agreement Amount

The Contractor and SCO Contract Manager (CM) are responsible for monitoring the Agreement cost to ensure it does not exceed the maximum amount of the Agreement without an executed amendment.

B. Minimum Qualifications

Proposer must be an experienced firm providing Consulting Process Reengineering services, meet all of the following Minimum Qualifications, and submit the required Attachments and any documents (i.e., organizational charts, resumes, licenses, and degrees, etc.) that clearly explain and substantiate how the particular Minimum Qualification is met to be considered responsive. A responsive proposal is one that meets or exceeds all the requirements stated in this RFP.

Any proposal that does not meet the Minimum Qualifications and does not submit the required documents may be considered non-responsive and may be disqualified. Failure to satisfy any of these qualifications and requirements upon submittal of the Proposal may result in the rejection of the Proposal.

1. Proposer Firm Minimum Qualifications (FMQs)

The Proposer is expected to have a proven record of success and be responsible for all aspects of the service, including any subcontractors and the proposed key staff.

The Proposer must complete Attachment 21, Firm Minimum and Desirable Qualifications Workbook, FMQ tab to demonstrate the Proposer meets the minimum qualifications.

a. Proposer Firm must have at least five years’ experience, within the past ten years, in providing

Business Analysis, Process Reengineering, or Business Process Documentation services.

2. Key Staff Minimum Qualifications (KSMQs)

The Proposer is responsible for all necessary staffing resources to successfully complete the business process documentation as outlined in the Standard Agreement, Exhibit A. Scope of Work within the agreed upon schedule.

In response to this RFP, the Proposer must provide three Key Staff* who will be assigned to perform services for this agreement, including subcontractor key staff (when applicable).

*If a subcontractor is assigned to the role of Key Staff, they must meet the Key Staff Minimum Qualifications.

The Proposer must complete Attachment 22, Key Staff Minimum and Desirable Qualifications Workbook, KSMQ tab, and provide resumes, active current certifications, and degrees to validate staff qualifications. For the purpose of assessing KSMQs, one year of experience is defined as 52 weeks of full-time work (40 hours per week). Each proposed Key Staff that is performing the Business Process Re-engineering duties, and defining requirements for the templates to be used must have the following:

a. At least three years’ experience, within the past five years, performing business process analysis, and/or business process re-engineering.

b. A Certified Business Analyst certificate that is certified through an accredited entity such as the International Institute of Business Analysis (IIBA) or the Project Management Institute (PMI). This certification must be current and valid at the time of review of proposals. A copy of the certification must be provided for each key staff.

c. A bachelor’s degree. A copy of the degree certificate must be provided for each key staff. Additional qualifying experience may be substituted for the required education on a year-for-year basis. Four years’ experience can be substituted for a bachelor’s degree. The substituted experience must in addition to the required three years of experience.

Example: If the experience requirement is three years, and the individual is substituting four years’ experience in lieu of a bachelor’s degree, a total of seven years of experience must be submitted to claim this qualification.

3. Background Check

This agreement requires the proposed key staff performing the services of this RFP to pass a Live Scan background check. Upon notice of agreement award, SCO will provide the Contractor all necessary forms and locations for each proposed key staff to complete the background check process.

a. If proposed key staff are located in the Sacramento area, they must be fingerprinted at SCO.

b. If proposed key staff are located outside the Sacramento area, but in Northern California, they may go to a Live Scan location of their choosing.

c. If proposed key staff are located in Southern California or outside of California, they must go to a local law enforcement agency or other entity licensed to roll fingerprints to request completion of a standard FBI applicant fingerprint card (FD-258) provided by SCO and mail [i.e., United States Postal Service (USPS)] the completed forms and FD-258 back to SCO.

Background checks must be completed and passed prior to beginning work on the Agreement. If a Contractor’s proposed key staff does not pass the Live Scan background check process, the Contractor must replace the offered individual with a new candidate within seven business days that meets the same qualifications and experience as the key staff being replaced. At SCO discretion, SCO may deny award of the Agreement subject to failed background checks. Contractors and the proposed key staff will be held to the same background check standards as SCO employees.

The Contractor shall ensure that each proposed key staff under the Agreement are made aware of, understand, and comply with the provisions of SCO Live Scan background checks. Any additional or replacement individuals added to the Agreement will be subject to the same terms.

C. Proposal Requirements and Information

1. Key Action Dates

ACTION DATE

RFP Available to Prospective Proposers October 15, 2024

Written Questions Submittal Deadline October 23, 2024 by 2:00 p.m. PT*

Written Questions & Answers Released October 28, 2024

Final Date for Proposal Submission November 15, 2024 by 2:00:00 p.m. PT*

Evaluation of Proposals** November 15 through November 22, 2024

Public Cost Opening November 25, 2024

Interviews*** November 26 through December 4, 2024 Notice of Intent to Award December 5, 2024

Proposed Award Date December 12, 2024

Agreement Begins January 10, 2025 or upon DGS approval

*Pacific Time (PT)

**Dates after Proposal Submission are estimates only and may be subject to change. SCO will adhere to the listed dates as strictly as possible but will not be held accountable for changes due to unforeseen circumstances.

***The interview dates are approximate and may be adjusted by SCO as needed without an addendum to this RFP. Proposers and key staff should be available during the Key Action Dates identified to participate in interviews. If deemed nonresponsive or unavailable to interview, proposers will receive zero points for this scoring component.

2. Written Questions & Answers

a. Proposers may submit questions for clarification of the content of this RFP to

SCObids@sco.ca.gov. Questions and any proposed changes must be submitted by the Written Questions Submittal Deadline date as stated in Section I. General Information, Section C, Proposal Requirements and Information, 1. Key Action Dates.

b. The subject line of the email should read, RFP EEOS90724 Questions – Company Name.

c. The Proposer must reference the section and page number about which they are inquiring.

d. Written Questions and Answers will be provided without identifying the submitter. SCO may paraphrase questions, at its sole discretion, for clarity.

e. Questions and Answers will be posted to Cal eProcure on or before the Written Questions &

Answers Released date specified in Section I. General Information, Section C, Proposal

3. Technical Proposal

Proposals must describe the Proposer’s qualifications and expertise in the format outlined in this RFP.

A Proposal will not be considered complete unless it contains all of the items described below.

Technical Proposal includes all of the following items:

a. Attachment 1, Required Attachment Checklist

The Proposer must submit all applicable attachments identified on Attachment 1, Required Attachment Checklist. Proposers are not to alter or modify the forms other than by providing the required information; please note, adding your firm’s logo or letterhead to the form is not considered a modification or alteration of the form.

b. Firm Desirable Qualifications (FDQs) (50 points)

Firm Desirable Qualifications (FDQs) are optional. If submitted, will be assessed and scored only for proposals that pass the Pass/Fail components. The Proposer must complete Attachment 21, Firm Minimum and Desirable Qualifications Workbook, FDQs tab to qualify for additional points.

1) Proposer Firm with at least five years’ experience, within the past ten years, in providing Business Analysis, Process Reengineering, or Business Process Documentation services for a State of California government entity other than SCO will be awarded a maximum of 25 points.

2) Proposer Firm with more than five years of experience will be awarded five points for each additional year of experience up to 10 years of experience for a maximum of 25 points.

c. Key Staff Desirable Qualifications (KSDQs) (42 points)

The Proposer must complete Attachment 22, Key Staff Minimum and Desirable Qualifications Workbook, KSDQ tab to qualify for additional points. For the purpose of assessing KSDQs, one year of experience is defined as 52 weeks of full-time work (40 hours per week).

1) Key Staff has more than five years’ experience conducting business process analysis or business process re-engineering. One point will be awarded for each year of experience beyond 5 years, up to 15 years of experience, for each key staff for a maximum of 30 points.

2) Key Staff has a Master of Business Administration (MBA) degree. A copy of the degree certificate must be provided for each key staff. Four points will be awarded to each key staff with an MBA for a maximum of 12 points.

d. Proposer Guarantee (5 points)

The Proposer shall provide a Letter of Guarantee explaining their ability to perform the services identified in Standard Agreement, Exhibit A, Scope of Work and includes:

i. A signature from an individual who is authorized to bind the Proposer contractually to certify that the Proposer guarantees their ability to perform the services as identified in this RFP.

ii. A statement expressing the Proposer’s availability of staff and other required resources to successfully perform all services and provide all deliverables as described in this RFP.

iii. A statement expressing the Proposer’s strong commitment to establishing, maintaining, and supporting diversity in its ownership and professional staff members.

iv. A statement expressing the Proposer’s willingness to comply with the terms and conditions of this agreement.

v. A signature from an individual who is authorized to bind the Proposer contractually to certify that the Proposer guarantees their ability to perform the services as identified in this RFP.

e. Firm’s Organizational and Operational Structure (15 Points)

i. Organizational Structure

List the name and classification of the proposed key staff member and any proposed support staff.

i. Identify subcontractor’s (If Applicable). Include qualifications, reporting responsibility of each firm and/or person assigned to each task and method of monitoring performance.

iii. Operational Structure

1) Describe the usual process for interface with the client and the communication plan for completing the tasks and deliverables under this agreement including:

The firm’s chain of command Who is the individual with the overall responsibility for the firm’s operations?

What will be the role of each proposed key staff member?

What will be the role of the support staff?

2) Number of years the firm has provided process re-engineering services.

f. Approach/Methodology (50 Points)

The Proposer shall provide a detailed written narrative, no more than five pages in length, on 8 ½” x 11” paper, single spaced in Arial font 10 that, at a minimum, includes:

An overview of the required tasks and work products.

A description of how the tasks will be performed – the methodology/approach to be taken.

Samples of work from other projects that relate to the identified deliverables.

Narratives consisting of more than five pages will only have the first five pages evaluated.

g. Firm References (50 Points)

i. The Proposer shall provide three references from a previous engagement that substantiate the Proposer’s expertise in providing Business Analysis, Process Reengineering, or Business Process Documentation services performed within the last ten years on Attachment 17, Firm References. Attachment 17, Firm References must be completed in its entirety.

ii. At least one reference must be from an engagement used to meet the Firm Minimum

Qualifications.

iii. Proposer must not use the same reference more than once.

iv. Prior to the Proposer using a current SCO employee as a reference, the Proposer shall contact SCOBids@sco.ca.gov to ensure the current SCO employee is not a member of the Evaluation Team.

v. References will be contacted to validate ratings. SCO will make up to three attempts via phone/email to contact each reference during the evaluation period to validate the information and to determine the customer’s overall satisfaction with the services provided .

vi. Failure to reach a listed reference will result in the ratings being scored zero and the Proposal may be deemed non-compliant and disqualified in its entirety. References will be scored based on the accumulative average score provided by the three contacts listed on Attachment 17, Firm References.

h. Key Staff References (50 Points)

i. The Proposer shall provide three current references for each proposed key staff that substantiate the key staff’s expertise in providing similar types of services performed within the last five years on Attachment 18, Key Staff References. Attachment 18, Key Staff References must be completed in its entirety.

ii. At least one reference must be from experience performing business analysis and/or business process reengineering used to meet the Key Staff Minimum Qualifications

iii. Key staff must not use the same reference more than once.

iv. Prior to the key staff using a current SCO employee as a reference, the Proposer shall contact SCOBids@sco.ca.gov to ensure the current SCO employee is not a member of the Evaluation Team.

v. References will be contacted to validate ratings. SCO will make up to three attempts via phone/email to contact each reference during the evaluation period to validate the information and to determine the customer’s overall satisfaction of the services provided.

vi. Failure to reach a listed reference will result in the ratings being scored zero and the Proposal may be deemed non-compliant and disqualified in its entirety. References will be scored based on the accumulative average score provided by the three contacts listed on the Attachment 18, Key Staff References.

D. Submission of Proposal

1. Proposals must be submitted as set forth below.

a. Proposers must submit their proposal in portable document format (PDF) and Excel workbooks attached to an email to SCOBids@sco.ca.gov by NOVEMBER 15TH, 2024 by 2:00:00 p.m. also specified in Section I. General Information, Section C, Proposal Requirements and Information, Item 1. Key Action Dates. All bids must be submitted in at least two (2) separate emails. Subject line must include the RFP Number and be marked Proposal or Cost.

1) Email #1 (Proposal) must include the Proposer’s submission in PDF format with the subject line identifying the submission as Proposal—Company Name. Bids must be formatted for 8 1/2” x 11” paper with all pages consecutively numbered, each required element clearly identified, and in the sequence presented in this RFP.

2) Email #2 (Attachment 23, Cost Worksheet) must include the Proposer’s cost in PDF format with the subject line identifying the submission as COST—DO NOT OPEN. The Cost email shall remain unopened and separate from the sealed bid email until the public cost opening.

3) Email Requirements

a) Proposers must ensure that emails do not exceed a file size of 20 megabytes.

b) Proposers must ensure that emails do not contain scripts, executable files, password protections, or macros, which may make their emails undeliverable.

c) Do not imbed links within the PDF—all documents must be contained within the PDF. SCO cannot access links to external sources. Proposals containing links to external sources will be rejected.

d) If the email should exceed acceptable file size, the Proposer shall split the email into multiple emails to ensure delivery.

e) Bid submissions that are sent from unrecognized email servers may be blocked by SCO security filters and be flagged as spam, thereby rendering them unsubmitted.

f) An automatic reply from SCOBids@sco.ca.gov confirms receipt of proposers’ emails.

Automatic replies only confirm receipt of emails and do not assess proposers’ responsiveness to the IFB requirements in the email content or in any attachments therein.

g) LATE PROPOSAL SUBMISSIONS WILL NOT BE ACCEPTED—NO EXCEPTIONS.

b. Proposals not marked as indicated may be rejected.

c. If the Proposal is made under a fictitious name or business title, the actual legal name of the Proposer must be provided.

d. All proposals shall include the documents identified in Attachment 1, Required Attachment Checklist. Proposals not including the proper required attachments may be deemed non-responsive. A non-responsive proposal is one that does not meet the basic proposal requirements.

e. All documents requiring a signature must bear a signature of a person authorized to bind the proposing firm.

f. Proposals must be submitted for the performance of all the services described herein. Any deviation from the work specifications will not be considered and will cause a proposal to be rejected.

g. SCO may reject any or all proposals. A proposal may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind.

h. SCO may waive an immaterial deviation in a proposal. SCO waiver of an immaterial deviation shall in no way modify the RFP document or excuse the Proposer from full compliance with all requirements if awarded the Agreement.

i. Costs incurred for developing proposals and in anticipation of award of the Agreement are entirely the responsibility of the Proposer and shall not be charged to the State of California.

j. An individual who is authorized to bind the Proposer contractually shall sign Attachment 2, Proposal/Proposer Certification Sheet. The signature should indicate the title or position that the individual holds in the firm. An unsigned proposal shall be rejected.

k. A proposer may modify a proposal after its submission by withdrawing its original proposal and resubmitting a new proposal prior to the Final Date for Proposal Submissions. A proposer’s modification offered in any other manner, oral or written, will not be considered.

l. A proposer may withdraw its proposal by submitting a written withdrawal request to SCO, signed by the Proposer or an authorized agent. A proposer may thereafter submit a new proposal prior to the Final Date for Proposal Submission. Proposals may not be withdrawn without cause subsequent to the Final Date for Proposal Submission.

m. Any Proposed changes to the RFP must be submitted on or before the Written Questions Submittal Deadline date as stated in Section I. General Information, Section C, Proposal Requirements and Information, 1. Key Action Dates.

n. SCO may modify the RFP prior to the Final Date for Proposal Submission by issuing an addendum that shall be posted to Cal eProcure.

o. SCO reserves the right to reject all proposals. SCO is not required to award an agreement.

p. SCO does not accept alternate agreement language from a prospective contractor. A proposal with such language will be considered a counterproposal and will be rejected. The State’s General Terms and Conditions (GTC 04/2017) are not negotiable.

q. No oral understanding or agreement shall be binding on either party.

E. Evaluation Process

1. The evaluation process complies with the requirements for competitive bidding in California Public Contract Code Section 10344. Each proposal will be evaluated to determine responsiveness to the requirements and standards described in this RFP. SCO cannot assume nor infer qualifications, skill, experience, or competence not specifically and expressly addressed in the Proposal. During the evaluation and selection process, SCO may wish to interview a proposer for clarification only.

Proposals cannot be changed after the time and date designated for receipt.

2. Proposals that contain false or misleading statements, or proposals which include incomplete references, which do not support an attribute or condition claimed by the Proposer, may be rejected.

3. A responsive proposal is one, which meets or exceeds the requirements stated in this RFP. At the time of proposal opening, each proposal will be checked for the presence or absence of required information in conformance with the submission requirements of this RFP, proposals that meet the minimum qualifications will be evaluated and scored according to the criteria indicated in the following process:

a. Administrative Evaluation

1) Proposals shall be date/time stamped upon receipt.

2) Proposals will be reviewed to verify that submission is in a single PDF, properly identified, and received on or before the final filing date and time specified in Section I. General Information, Section C. Proposal Requirements and Information, 1. Key Action Dates.

3) Proposals shall remain sealed until the after Final Date for Proposal Submission.

4) Proposals will be reviewed to determine completeness of required documentation and compliance as identified in this RFP. SCO staff will use the Attachment 1, Required Attachments Checklist, submitted by the Proposer to confirm receipt of all required documents.

Proposal requirements will be evaluated on a “pass/fail” basis for all criteria and information.

SCO may reject any or all Proposals that fail to meet these requirements.

b. Minimum Qualification Evaluation

Upon satisfactory Preliminary Review, the Technical Proposal will be reviewed to determine the Proposer’s satisfaction of the Minimum Qualifications requirements. For Proposals that satisfy the Minimum Qualifications, the Technical Proposal will be evaluated by a team of SCO Staff (Evaluation Team).

c. Technical Proposal Evaluation and Scoring

1) The Evaluation Team will independently evaluate each Proposer’s Technical Proposal using the

Proposal evaluation criteria as stated in Section E. Evaluation Process, Item 5. Evaluation Worksheet.

2) Each proposal shall be awarded up to the maximum points available in each category for a maximum of 512 points available with an emphasis on the experience, qualifications, and the references of the Proposer, as well as the experience and qualifications of the key staff assigned to SCO. The Technical Proposal should provide the detail, clarity, completeness, relevance, and appropriateness of the experience as it relates to the needs of SCO as stated in this RFP.

3) Once individual scoring has been completed, team members will determine a single score for each Proposers Technical Proposal upon consensus of the Evaluation Team.

4) Proposers who pass categories A (Administrative Evaluation) and B (Minimum Qualification Evaluation) will be scored in section C (Technical Proposal Evaluation and Scoring). Proposers who fail to meet the requirements of the Administrative Evaluation or the Minimum Qualifications will be disqualified.

d. Interviews

See Page 22-23 for more details on interview scoring.

1) SCO will interview proposers that meet the minimum number of points required to pass to the interview phase of the evaluation. Proposer(s) will be required to appear for an oral interview via Microsoft Teams. Proposer(s) will be notified in advance of the specific date and time for the interview.

2) The interview shall include the presence of all proposed key staff who will exercise a significant role under the Agreement.

3) If requested, proposers must be available and be prepared to respond to the questions related to the specifics of the Proposal.

4) Interview questions may include the following areas and Proposers must be prepared to respond to the questions related to the specifics of the Proposal.

a) The Proposer’s understanding of the scope of work, emphasizing its understanding of the SCO’s objectives and the major activities that must be performed to complete the work, including examples from previous projects that validate the ability to perform the work.

b) The Proposer’s activities that will be performed to complete the required work.

c) The Proposer’s expectations for project members and stakeholders outside its own team.

d) The Proposer’s team qualifications and abilities.

5) All costs for attending interviews are entirely the responsibility of the Proposer and shall not be chargeable to the SCO.

e. Cost Opening, Cost Assessment and Scoring

1) The Cost Opening will occur via Microsoft Teams. All proposers will be sent an invite to attend, utilizing the contacts listed on Attachment 3, Contractor Point of Contact included in the Bid submission.

2) To request an invitation to the Cost Opening for anyone not submitting a proposal or listed on Attachment 3, Contractor Point of Contact, please email a request to SCOBids@sco.ca.gov by Final Date for Bid Submission identified in Section I. General Information, Section C, Proposal

3) Invitations to the Cost Opening will be sent as an email meeting notice with the Microsoft Teams link no later than the morning of the Cost Opening identified in Section I. General Information, Section C, Proposal Requirements and Information, 1. Key Action Dates.

4. Selection

Award will be made to the qualified responsible proposer with the lowest cost.

5. Evaluation Worksheet

The Evaluation Worksheet details the evaluation and scoring criteria. The Evaluation Worksheet will be found on the following pages for your reference.

F. Award and Protest

1. Notice of the Proposed award shall be posted for five working days prior to awarding the Agreement in a public place in the SCO, 300 Capitol Mall, 15th Floor; Sacramento, CA and on the Small Business and Disabled Veteran Business Enterprises Advocate and Liaison page on the SCO website under Notice of Intent to Award Agreement at: https://www.sco.ca.gov/sco_sb_dvbe_advocate.html.

2. If any proposer, prior to the award of the Agreement, files a protest with the SCO and the Department of General Services (DGS), Office of Legal Services (OLS), 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, CA 95605, on the grounds that the (protesting) proposer would have been awarded the Agreement had the SCO correctly applied the evaluation standard in the RFP, or if the SCO followed the evaluation and scoring methods in the RFP, the Agreement shall not be awarded until either the protest has been withdrawn or the DGS has decided the matter. It is suggested that you submit any protest by certified or registered mail.

3. Within five days after filing the protest, the protesting proposer shall file with the DGS, OLS and the

SCO, a detailed statement specifying the grounds for the protest. The written protest must be sent to DGS OLS, 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, CA 95605. A copy of the detailed written statement must be emailed to SCO, at SCOBids@sco.ca.gov, Attention: Contracts Office

G. Disposition of Proposals

Upon proposal opening, all documents submitted in response to this RFP will become the property of the State of California and will be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.) and subject to review by the public.

H. Agreement Execution and Performance

1. The Agreement will be executed only upon SCO acceptance of all documents required by this RFP.

The Agreement is attached and by virtue of submitting a proposal, the Proposer agrees to the terms and conditions stated herein. The terms and conditions stated herein shall not be negotiated by a contractor at any time (prior to or after agreement execution) except at the discretion of the State.

2. Service shall start no sooner than the Agreement start date specified in Section I. General Information, Section C, Proposal Requirements and Information, 1. Key Action Dates, or on the express date set by SCO and the Contractor, after all approvals have been obtained and the Agreement is fully executed.

Should the Contractor fail to commence work at the agreed upon time, SCO, upon five days written notice to the Contractor, reserves the right to terminate the Agreement. Commencement of work prior to final approval of the Agreement is at the risk of the Contractor. The Contractor may not receive any payment for work performed prior to final approval of the Agreement.

3. All performance under the Agreement shall be completed on or before the termination date of the Agreement.

I. Incentive and Participation Programs

The Incentive listed below will not exceed a total of five percent of the Proposal Points.

A Small Business (SB)/Microbusiness (MB) and/or a Disabled Veteran Business Enterprise (DVBE) must have current and valid certification through DGS, Office of Small Business and Disabled Veteran Business Enterprise Certification Services (OSDS). Completed certification applications and required support documents must be submitted to OSDS no later than 5:00 p.m. PT on the Final Date for Proposal Submission and OSDS must be able to approve the application as submitted.

For certification and preference approval process information, contact OSDS by telephone at

(916) 375-4940 or access OSDS Internet website at https://www.dgs.ca.gov/PD/About/Page- Content/PD- Branch-Intro-Accordion-List/OSDS/OSDS

1. Disabled Veteran Business Enterprise (DVBE) Program Participation

a. The DVBE Participation Program requirements for this solicitation have been waived. However, SCO is committed to achieving legislatively established goals for the participation of DVBEs and seeks to use certified DVBE business whenever possible. Therefore, SCO requests your voluntary participation in reporting any certified DVBEs, including yourself, that will be used in the performance of this Agreement.

b. DVBE must have current and valid certification through DGS OSDS. Completed certification applications and required support documents must be submitted to OSDS no later than 5:00 p.m. PT on the Final Date for Proposal Submission and OSDS must be able to approve the application as submitted.

2. DVBE Incentive

a. Firms that are DVBEs or are voluntarily utilizing DVBE subcontractors can have an incentive applied based on their level of DVBE participation identified in the Bid, not to exceed five percent.

The DVBE Incentive is for bid computation purposes only and is only applied to responsive bids from responsible proposers proposing DVBE participation.

b. Information and instructions on the DVBE Incentive are found at: https://www.dgs.ca.gov/- /media/Divisions/PD/OSDS/Certification/DVBE/DVBEProgramRequirements.pdf

c. The incentive shall be applied as follows:

DVBE Participation Level Incentive Applied

1.0 - 1.99% 1%

2.0 – 2.99% 2%

3.0 – 3.99% 3%

4.0 – 4.99% 4%

5.0% OR MORE 5%

d. The incentive is subject to a minimum of one percent and a maximum of five percent of the available cost. Bids with DVBE participation of more than five percent will be calculated with a five percent incentive.

e. The DVBE Incentive is computed from the lowest responsive and responsible bid price.

f. The required list of California certified DVBE subcontractors must be provided on Attachment 9, Bidder Declaration (Written) (GSPD-05-105) and must include the following: 1) subcontractor name,

2) address, 3) phone number, 4) a description of the work to be performed and/or products supplied, 5) and the dollar amount or percentage of the net bid price (as specified in the solicitation) per subcontractor.

g. The Proposer must submit Attachment 10, Disabled Veterans Business Enterprise (DVBE)

Declarations (DGS PD 843), signed by the DVBE owner/manager.

h. If the awarded contractor has a certified DVBE perform an element of work for the Contract, within

60 days of expiration of the Contract, the awarded contractor shall complete and submit to SCO a Prime Contractor’s Certification - DVBE Subcontractor Report (STD 817).

3. Small Business Participation Requirement

a. In accordance with Government Code (GC) Section 14838(a) agencies may set a Small Business

(SB), including Micro Business (MB), agreement participation requirement.

b. This solicitation requires a minimum 25 percent SB participation.

c. Each listed certified SB/MB must perform a Commercially Useful Function in the performance of the Contract as defined in GC Section 14837(d)(4).

d. The required list of California certified SB/MB subcontractors must be provided on Attachment 9, Bidder Declaration (Written) (GSPD-05-105) and must include the following: 1) subcontractor name,

2) address, 3) phone number, 4) a description of the work to be performed and/or products supplied, 5) and the dollar amount or percentage of the net bid price (as specified in the solicitation) per subcontractor.

4. Target Area Contract Preference Act

a. Preference will be granted to California-based contractors in accordance with GC Section 4530 whenever contract for goods and services are in excess of $100,000 and the Contractor meets certain requirements as defined in the California Code (Title 2, Section 1896.30) regarding labor needed to produce the goods or provide the services being procured.

b. Proposers wishing to take advantage of this preference will need to review the following website and submit the appropriate response with the bid: https://www.dgs.ca.gov/PD/Services/Page- Content/Procurement-Division-Services-List-Folder/Request-Target-Area-Contract- Preference?search=TACPA

c. NOTE: Proposers are not required to apply for the TACPA preference. Denial of TACPA preference requests is not a basis for rejection of the Bid. Contracts awarded with applied preferences will be monitored throughout the life of the Contract for compliance to statutory, regulatory, and contractual requirements. SCO will take appropriate corrective action to apply sanctions as necessary to enforce performance programs.

5. Ties between Certified SB/MB and DVBE Businesses

Per GC Section 14838(g), in the event of a precise tie between the bid of a SB/MB and the bid of a DVBE that is also a SB/MB, the award shall go to the DVBE that is also a SB/MB.

J. Required Attachments

Refer to Attachment 1, Required Attachment Checklist for additional required attachments that are a part of this solicitation. Exclusion of any required attachments may result in proposer’s disqualification.

EVALUATION WORKSHEET

Name of Proposer: ______________________________________________

Evaluator: ________________________________ Date: ________________

The evaluation phase will consist of five phases. You can read each phases description under A.

Administrative Evaluation, B. Minimum Qualification Evaluation, C. Technical Evaluation, D. Interviews., and E.

Cost Opening.

A. Administrative Evaluation

Phase One – Administrative Evaluation, proposals are reviewed to ensure that all documentation has been submitted in compliance with the requirements of this RFP. The State Controller’s Office will review all of the documents in Attachment 1, Required Attachment Checklist to determine that each is enclosed and properly completed. Failure to meet these administrative requirements shall cause a proposal to be deemed non-responsive and, therefore, ineligible for the next phase of the evaluation process.

Description Pass/Fail

Proposal received by the date and time specified in the RFP.

Proposal includes three Key Staff assigned to perform services

All applicable attachments identified on Attachment 1, Required Attachment Checklist were completed and submitted. Proposers are not to alter or modify the forms other than by providing the required information; please note, adding your firm’s logo or letterhead to the form is not considered a modification or alteration of the form.

Proposer Letter of Guarantee included in proposal package as specified in RFP.

Firm’s Organizational and Operational Structure included in the proposal package as specified in the RFP.

Firm’s Approach/Methodology included in the proposal package as specified in the RFP.

References included in the proposal package as specified in the

RFP.

B. Minimum Qualification Evaluation

Phase Two – Minimum Qualifications Evaluation will consist of an evaluation based on the minimum qualifications described below and in RFP EEOS90724, Section B. Minimum Qualifications to determine whether proposals meet the Proposer Firm and Key Staff Minimum Qualifications. Attachment 21, Firm Minimum and Desirable Qualifications workbook and Attachment 22, Key Staff Minimum and Desirable Qualifications workbook must be included with the submitted proposal. ALL Proposer Firm and Key Staff Minimum Qualifications must be met. Proposals that fail to include any Minimum Qualification (Proposer Firm or Key Staff) will be deemed non-responsive and eliminated from further evaluation.

Firm Minimum Qualifications

Description Pass/Fail

Proposer Firm must have at least five years’ experience, within the past ten years, in providing Business Analysis, Process Reengineering, or Business Process Documentation services.

Key Staff Minimum Qualifications

Description Pass/Fail

Each Key Staff must have at least three years’ experience, within the past five years, performing business process analysis, and/or business process re-engineering.

For the purpose of assessing KSMQs, one year of experience is defined as 52 weeks of full-time work (40 hours per week).

Each Key Staff must possess a Certified Business Analyst certificate that is certified through an accredited entity such as the International Institute of Business Analysis (IIBA) or the Project Management Institute (PMI). This certification must be current and valid at the time of review of proposals. A copy of the certification must be provided for each key staff.

A bachelor’s degree. A copy of the degree certificate must be provided for each key staff. Additional qualifying experience may be substituted for the required education on a year-for-year basis. Four years’ experience can be substituted for a bachelor’s degree. The substituted experience must in addition to the required three years of experience.

Example: If the experience requirement is three years, and the individual is substituting four years’ experience in lieu of a bachelor’s degree, a total of seven years of experience must be submitted to claim this qualification.

Proposers must receive a “Pass” for the Minimum Qualifications to have the remaining Technical Proposal evaluated. If the Proposer did not receive a “Pass” for the Minimum Qualifications the Proposal is considered non-responsive and will, therefore, be disqualified.

C. Technical Proposal Evaluation and Scoring

Phase Three – Technical Evaluation will consist of an evaluation based on the technical criteria described below to determine scoring for the Proposer and Key Staff Desirable Qualifications. Each proposal will be scored on the following criteria: Firm’s Desirable Qualifications, Key Staff Desirable Qualifications, Proposer Guarantee, Firm’s Organizational and Operational Structure, Approach/Methodology, Firm References, and Key Staff References.

Proposals must obtain a minimum score of 200 points out of 267 (75%) on the technical evaluation portion to proceed to Phase Four – Interviews.

1. Proposer Firm Desirable Qualifications

Proposer Firm Desirable Qualifications (FDQs) are optional. If submitted, will be assessed and scored only for proposals that pass the Pass/Fail components. FDQs are not required to be met to continue in the assessment process.

The Proposer must complete Attachment 21, Proposer Firm Minimum and Desirable Qualifications Workbook, FDQ tab to qualify for additional points.

Proposer Firm Desirable Qualifications

Description Maximum Points

Points Scored

Proposer Firm has least five years’ experience, within the past ten years, in providing Business Analysis, Process Reengineering, or Business Process Documentation services for a State of California government entity other than SCO.

Proposer Firm with more than five years of experience will be awarded five points for each additional year of experience up to 10 years of experience for a maximum of 25 points.

Total Points 50

2. Key Staff Desirable Qualifications

Key Staff Desirable Qualifications (KSDQs) are optional. If submitted, will be assessed and scored up only for proposals that pass the Pass/Fail components. Each Key Staff that meets a KSDQ will be awarded a maximum of 42 points. Awarded scores will be summed and averaged to become the KSDQ Score.

The Proposer must complete Attachment 22, Key Staff Minimum and Desirable Qualifications Workbook, Key Staff DQs tab to qualify for additional points. For the purpose of assessing KSDQs, one year of experience is defined as 52 weeks of full-time work (40 hours per week).

Key Staff Desirable Qualifications

Description Maximum

Points Points Scored

Key Staff has more than five years’ experience conducting business process analysis or business process re-engineering.

One point will be awarded for each year of experience beyond 5 years, up to 15 years of experience, for each key staff.

Key Staff have a Master of Business Administration (MBA) degree.

A copy of the degree certificate must be provided for each key staff. Four points will be awarded to each key staff with an MBA.

Total Points 42

3. Proposer Guarantee

a. The Proposer explains their ability to perform the services identified in the Standard Agreement, Exhibit A, Scope of Work.

Information Proposer Provided Indicates

Maximum Points Points Scored

Cannot Be Met 0 Can Be Met – Sufficient 2 Can Be Met – Excellent 5

Total Points 5

4. Firm’s Organizational and Operational Structure

a. Organizational structure identifying the assigned key staff members.

Maximum Points Points Scored

Insufficient 0 Sufficient 2 Comprehensive 5

Total Points 5

b. Operational structure identifying usual process for interface with the client and the…