ESBD_File_332042_TRS000429_ServiceNow_Addendum_1_FINAL.pdf

Addendum #1 Solicitation No.: TRS000429

Teacher Retirement System of Texas (TRS)

August 30, 2023

ADDENDUM NUMBER 1

TO

SOLICITATION NO.: TRS000429

FOR

ServiceNow Consulting and Technical Services

SOLICITATION DUE DATE: September 22, 2023, @ 3:00 p.m., Central time

LISTED BELOW ARE THE CHANGES/ADDITIONS TO THIS SOLICITATION.

ISSUED BY:

Spencer Cummings, CTCM, CTCD Date

NOTE: VENDORS ARE REQUESTED TO ACKNOWLEDGE RECEIPT OF THIS ADDENDUM BY SIGNING AND

DATING BELOW AND INCLUDINGWITH SUBMITTED RESPONSE. RESPONSEMAY BE CONSIDERED NON

RESPONSIVE IF THIS COVER PAGE IS NOT SIGNED AND RETURNED.

RESPONDENT SIGNATURE DATE

ADDENDUM No 1 **** Important Notice to Vendors ****

SOLICITATION NO.: TRS000429

FOR

ServiceNow Consulting and Technical Services

SOLICITATION DUE DATE: September 22, 2023, @ 3:00 p.m., Central time

Addendum Announcement # 1:

TRS has added the following document to the PAVES Solicitation Round, TRS000429_ServiceNow Consulting and Technical Services_Initial Bidding Round. This document can be found in the PAVES Round Documents and the subsequent pages of this addendum.

TRS000429_Exhibit 1_Sample Work Plan

Addendum Announcement #2:

TRS has extended the deadline for the submission of proposals for this solicitation to September 22nd, 2023 at 3:00PM CST.

The following pages of the solicitation document titled TRS000429_ServiceNow Consulting and Technical Services_Solicitation Document have been revised with this change:

Please find updated versions of these pages in the subsequent pages of this addendum.

ServiceNow Consulting and Technical Services Solicitation No.TRS000429

Teacher Retirement System of Texas

Request for Proposals (RFP) ServiceNow Consulting and Technical Services

Solicitation No. TRS000429 NIGP Class/Item Codes: 918 29, 918 30, 920 64, 920 65

Anticipated Schedule of Events

August 6th, 2023 Issuance of RFP

August 18th, 2023 11:00 a.m., Central time Pre Proposal Conference attendance is Non Mandatory

Conference call/virtual meeting information provided in Item 12 below.

August 21st, 2023, 3:00 p.m., Central time Deadline for Submission of Questions

September 22nd, 2023 3:00 p.m., Central time Deadline for Submission of Proposals Late Proposals will not be considered

Week of September 25th, 2023 Presentations or Interviews by top scoring Respondents, if requested. TRS may elect to conduct presentations (or interviews or demos or site visits) as part of the evaluation process.

ServiceNow Consulting and Technical Services Solicitation No.TRS000429

5. Mandatory Requirements/Qualifications

Proposals that do not meet the following mandatory requirements may be rejected as non responsive and disqualified:

1. At least 3 years focus in assisting clients in providing strategic consulting, assessment, development, and services. on the Strategic Portfolio Management (SPM) platform of ServiceNow. (SPM, formerly known as IT Business Management)

2. At least 3 years focus in assisting clients in providing strategic consulting, assessment services, and development on the Agile module within the Strategic Portfolio Management (SPM) platform of ServiceNow.

(SPM, formerly known as IT Business Management)

3. At least 3 years focus in assisting clients in providing strategic consulting, assessment, development, and serviceson the IT Service Management (ITSM) platform of ServiceNow.

4. Client base must include a minimum of three clients with similar projects; contact information for these clients must be provided in the proposal.

5. Must be the principal vendor utilizing staff resources. TRS will not consider a Proposal that leverages sub contractors for implementation and/or client support. A Contractor may not use a subcontractor on this Contract without first receiving written approval from TRS regarding the proposed sub contractor.

6. Documented experience with assisting clients with implementing product centric operating models in ServiceNow, including scaled agile.

6. Responses to Solicitation

7. Deadline for Proposals

Respondents are required to submit responses in the TRS Procurement and Vendor E System (PAVES). Please see Section VIII “Proposal Submission Instructions” on how to create a confirmed bidder account to submit a proposal.

Proposals must be received by TRS no later than:September 22nd, 2023 3:00 p.m., Central time. Each Respondent is solely responsible for verifying TRS’ receipt of its Proposal by the deadline specified in this RFP.

EXHIBIT 1

TRS000429 SERVICENOW SERVICES

EXAMPLE WORK ORDER

Overview Contract Number:

Work Order Number: WO # 1

Estimated Start Date: XX/XX/2023

Estimated End Date: XX/XX/2023

TRS Project Manager: J. Doe

Scope of Work Introduction

Teacher Retirement System of Texas (TRS), a public pension fund and entity of the State of Texas, issues this work order to perform an assessment on the Strategic Portfolio Management (SPM) platform of ServiceNow. The vendor will review applications, provide recommendations, and create and execute a backlog using an iterative process utilizing an Agile methodology.

Background

A reassessment of the ServiceNow ITSM and SPM Professional components is required prior to SPM go live because of recent discovery related to the Demand and Agile applications. The reassessment will ensure the ServiceNow Agile 2.0 application meets TRS scrum teams’ needs and aligns with industry best practices.

TRS is in the process of moving to a product centric method of planning and executing work. There are 5 product lines servicing distinct line of business needs and containing platforms, products, and supporting capabilities. Currently, there are 13 agile teams operating using the scrum methodology with plans to increase that number to support the move to product centricity. As a part of this engagement, Contractor will deliver the following work:

Prepare TRS’ ServiceNowAgile 2.0 and Demandmodules to successfully execute existing processes utilizing best practice methods including the daily operation of existing agile teams and program specific Scrum of Scrums. Please note that best practice refers to industry standards not necessarily out of the box functionality within the ServiceNow system.

Scrum Methodology Background

TRS utilizes Scrum methodology for agile work and Scrum of Scrums for scaling. Themes, Epics, Stories and Tasks are utilized with Story points assigned at the Story level and Hours assigned at the task level.

EXAMPLE WORK ORDER

Tasks for analysis, development and QA (and their dependencies) are all created under the story record as unique task records and worked through the lifecycle during a Sprint.

Scope

The Contractor will work in a team based Agile environment. The Agency will provide access to system documentation, business requirements and the current ServiceNow configuration where the Contractor will assess and provide recommendations for adjustments. The Contractor will facilitate design sessions andwork with the Agency to create product and release backlogs that will be the basis for the Contractor’s work. The Product Owner will specify high level requirements to the Agile team. As in typical Scrum based Agile processes, the Agency Product Owner will work together with the team to develop and estimate user stories and establish acceptance criteria. These acceptance criteria will specify expected functionality for a user story, as well as any non functional requirements thatmust bemet in the development of the story.

The Agency Product Owner, supported by SMEs, will determine whether acceptance criteria have been satisfied.

The goal of this SOW is to assess the SPM platform for industry best practices, efficiencies and leverage the integration of SPM applications while considering future upgrade enhancements. The resulting recommendations will be curated into a product backlog and become stories for the implementation deliverable for the Contractor. The scope may include, but not limited to, the following activities:

SPM Assessment and Implementation Assessment of the Demand, Agile 2.0 and Resource applications of SPM and their integrations with adjacent SPM applications.

Assessment of the Unified backlog plug in and its relationship to Agile 2.0, Defect, Enhancement and Incident, etc. applications.

Review current agile processes in TeamForge, JIRA, and ALM.

Design sessions with TRS to determine and document “to be” process for the Agile application.

Recommended code remediations and configuration standards to align with best practices. For example, TRS has a large number of custom fields in the demand and agile applications. TRS plans to keep these custom fields while ensuring that they align with recommended remediations. TRS expects fields to be evaluated to determine if they can be better handled by process or other methods such as tags.

o Customizations to include, but not limited to fields, notifications, and automation.

Identify any additional plug ins TRS may leverage to maximize efficiencies.

Assess and provide recommendations on Resource planning and allocation.

Written recommendations for future Agile processes and SPM industry best practices.

A Product backlog (to be accepted and prioritized by TRS) based on recommendations, including acceptance criteria.

Project related documentation, including but not limited to:

o a Project schedule maintained by the Contractor.

o Project risks, assumptions, constraints, decisions and change management

EXAMPLE WORK ORDER

register.

o Roles and responsibilities.

o Agreed upon Project completion criteria.

Implementation of the product backlog by the Contractor.

UAT Support.

o Contractor to provide high level test scenarios.

o Contractor to provide a test run plan.

o Defect Triage support.

Training Support.

o Revise existing Training Guides.

o Job Aids.

o Train the Trainer sessions.

Go live support.

A post go live maintenance period of two 3 week Sprints.

Contractor Service level agreements (SLAs).

o Contractor to create and track Quality, Risk and Scope on the project.

EXAMPLE WORK ORDER

TRS Roles Role Responsibilities

Project Manager Work with vendor PM to coordinate all TRS resource activities as required by the project

Out of Scope Environment setup.

ITSM development (except in relation to unified backlog)

Deliverables Item Deliverable 1 Project Plan & Sprint Schedule 2 Design Sessions 3 Product Backlog 4 Agile best practices recommendation document 5 Test Plan 6 Training materials 7 Implementation of Backlog

Assumptions

Work Plan Phase Schedule

1. Assessment

2. Planning

3. Development &Test

4. Go Live Support

EXAMPLE WORK ORDER

Fees

FOR TIME ANDMATERIALS (T&M) ENGAGEMENTS

Category Qty Unit Rate Extended Price Engagement Manager (Or Equivalent*) HR Program Manager (Or Equivalent*) HR Subject Matter Expert (Or Equivalent*) HR Project Manager (Or Equivalent*) HR Senior Advisor(Or Equivalent*) HR Advisor (Or Equivalent*) HR Analyst (Or Equivalent*) HR Tech Writer (Or Equivalent*) HR Cloud Architect (Or Equivalent*) HR Senior Platform Engineer (Or Equivalent*) HR Platform Engineer (Or Equivalent*) HR Platform Administrator (Or Equivalent*) HR

**Please enter a quantity of 0 for any unnecessary job classifications for this engagement.

Notice to Proceed

Work Order:

Estimated Start Date:

Estimated End Date:

TRS Contract Manager: