NDOW Licensing System - RFP - Attachment 4.1.5 Project Kick Off_Project Management_Design Process.docx

NDOW Licensing System RFP – Project Kick Off, Project Management, Design Process – Attachment 4.1.4

4. ATTACHMENTS

4.1.5 PROJECT KICK-OFF, PROJECT MANAGEMENT, DESIGN PROCESS, MISC.

4.1.5.1 PROJECT KICK OFF MEETING

A project kick off meeting shall be held with representatives from the State and the Vendor after contract approval and prior to work performed. Items to be covered in the kick off meeting shall include, but not be limited to:

1) Deliverable review process

2) Determining format and protocol for project status meetings

3) Determining format for project status reports

4) Setting the schedule for meetings between representatives from the State and the Vendor to develop the detailed project plan

5) Defining lines of communication and reporting relationships

6) Reviewing the project mission

7) Pinpointing high-risk or problem areas

8) Issue reporting and resolution process

4.1.5.2 PRELIMINARY PROJECT PLAN

Vendors shall submit a preliminary project plan as part of the proposal, including, but not limited to:

1) Gantt charts that show all proposed project activities

2) Planning methodologies

3) Milestones

4) Task conflicts and/or interdependencies

5) Estimated time frame for each task identified in the Scope of Work

6) Overall estimated time frame from project start to completion for both Vendor and State activities, including strategies to avoid schedule slippage

A. Plan Staff Roles: Vendors shall provide a written plan addressing the roles and responsibilities and method of communication between the Vendor and any subcontractor(s).

B. Contract Plan: The preliminary project plan shall be incorporated into the contract.

C. Deliverable Due Dates: The first project deliverable is the finalized detailed project plan that shall include fixed deliverable due dates for all subsequent project tasks as defined in the Scope of Work. The contract shall be amended to include the State approved detailed project plan.

D. Risks: Vendors shall identify all potential risks associated with the project, their proposed plan to mitigate the potential risks and include recommended strategies for managing those risks.

E. Vendor Staff Locations: Vendors shall provide information on the staff that shall be located onsite in Reno. If staff shall be located at remote locations, Vendors shall include specific information on plans to accommodate the exchange of information and transfer of technical and procedural knowledge. The State encourages alternate methods of communication other than in person meetings, such as transmission of documents via email and video conferencing as appropriate.

4.1.5.3 PLANNING AND ADMINISTRATION

A. Objective: The objective of this task is to ensure that adequate planning and management are dedicated to this project.

B. Activities: The awarded Vendor shall work with the State to provide a detailed project plan with fixed deadlines to include, but not limited to:

1) Project schedule including tasks, activities, activity duration, sequencing and dependencies

2) Project work plan for each deliverable, including a work breakdown structure

3) Completion date of each task

4) Project milestones

5) Entrance and exit criteria for specific project milestones

6) Project organization including a resource plan defining roles and responsibilities for the awarded Vendor, subcontractors (if applicable) and State

7) Training plan and schedule for State staff including system functionality, tasks, roles, and workability C. Project Meetings: Attend and participate in all projects related meetings requested by the State at a location to be determined by the State. Attendance may be in person or virtual, as mutually agreed by the project team. These meetings shall follow talking points as mutually developed by the awarded Vendor and the State. The awarded Vendor shall prepare materials or briefings for these meetings as requested by the State.

D. Project Status Updates: Provide written project status reports delivered to State project management following the end of each reporting period. The status reports should include, but not be limited to the following:

1) Overall completion status of the project in terms of the State approved project work plan and deliverable schedule

2) Accomplishments during the period, including meetings held, Joint Application Development (JAD) sessions and conclusions/decisions determined

3) Problems encountered and proposed/actual resolutions

4) Anticipated accomplishments during the next reporting period

5) Issues that need to be addressed, including contractual

6) Quality Assurance status

7) Updated MS Project timeline showing percentage completed, tasks assigned, completed and remaining

8) Identification of schedule slippage and strategy for resolution

9) Vendor staff assigned and their location/schedule

10) State resources required for activities during the next time period

11) Resource allocation percentages including planned versus actual by project milestone E. Communication Development Plan: Develop a comprehensive approach for handling communications with both internal and external audiences. Effective communication is critical to the development of productive relationships with concerned stakeholders. The communication plan shall include but not be limited to a plan for generation, documentation, storage, transmission and disposal of all project information.

F. Risk Management Plan: Develop a risk management plan to ensure that risks are identified, planned for, analyzed, communicated and acted upon effectively.

G. Quality Assurance Plan: Develop a quality assurance plan including, but not limited to, the methodology for maintaining quality of the code, workmanship, project schedules and subcontractor(s) activities.

H. Change Order/Enhancement Request Plan: Develop a change order and enhancement request plan and control procedures which will be presented to the State for acceptance. This plan shall be used by the Vendor and the Sate in the design, specification, construction, implementation, enhancement, and support of the system.

I. Knowledge Transfer Plan: Develop a knowledge transfer plan which shall include sufficient time and resources to accomplish a full transfer of knowledge to ensure that the State can operate the system independently and obtain timely and effective support from the Vendor. The plan will be presented to the State for acceptance.

J. Post Implementation Evaluation Review (PIER): The State shall perform a PIER approximately six (6) months after full implementation and State acceptance of all deliverables.

4.1.5.4 PROJECT MANAGEMENT

A. Project Methodology: Vendors shall describe the project management methodology and processes utilized for:

1) Project integration to ensure that the various elements of the project are properly coordinated

2) Project scope to ensure that the project includes all the work required and only the work required to complete the project successfully

3) Time management to ensure timely completion of the project. Include defining activities, estimating activity duration, developing and controlling the project schedule

4) Management of Vendor and/or subcontractor issues and resolution process

5) Responding to and covering requested changes in the project time frames

6) Responding to State generated issues

7) Cost management to ensure that the project is completed within the approved budget. Include resource planning, cost estimating, cost budgeting and cost control

8) Resource management to ensure the most effective use of people involved in the project including subcontractor

9) Communications management to ensure effective information generation, documentation, storage, transmission and disposal of project information; and

10) Risk management to ensure that risks are identified, planned for, analyzed, communicated and acted upon effectively

4.1.5.5 DESIGN AND DEVELOPMENT PROCESSES

A. Project Elements: Vendors shall describe the methodology, processes and tools utilized for:

1) Analyzing potential solutions, including identifying alternatives for evaluation in addition to those suggested by the State

2) Developing a detailed operational concept of the interaction of the system, the user and the environment that satisfies the operational need

3) Identifying the key design issues that shall be resolved to support successful development of the system

4) Integrating the disciplines that are essential to system functional requirements definition.

B. Configuration Management: Vendors shall describe the methodology, processes and tools utilized for:

1) Control of changes to requirements, design and code

2) Control of interface changes

3) Traceability of requirements, design and code

4) Tools to help control versions and builds

5) Parameters established for regression testing

6) Baselines established for tools, change log and modules

7) Documentation of the change request process including check in/out, review and regular testing

8) Documentation of the change control board and change proposal process

9) Change log that tracks open/closed change requests

10) Price and billing structure for change order requests

C. Peer Review Management: Vendors shall describe the methodology, processes and tools utilized for:

1) Peer reviews conducted for design, code and test cases

2) Number of types of people normally involved in peer reviews

3) Types of procedures and checklists utilized

4) Types of statistics compiled on the type, severity and location of errors

5) How errors are tracked to closure

D. Project Software Tools: Vendors shall describe any software tools and equipment resources to be utilized during the course of the project, including minimum hardware requirements and compatibility with existing computing resources. Costs and training associated with the project software tools identified shall be included in the Cost Schedule, Attachment 4.3.3.

E. Project Costs: The Cost Schedule for this RFP is found in Attachment 4.3.3. Vendors shall identify any other costs not requested throughout the RFP or covered in the Cost Schedule.

E.1 Project Change Cost: Prices quoted for change orders/regulatory changes shall remain in effect for six (6) months after State acceptance of the successfully implemented system.

E.2 Project Hourly Rate: Vendors shall provide a firm, fixed hourly rate for each staff classification identified on the project. Vendors shall not provide a single compilation rate.

E.3 Project Rate Expiration: All proposal terms, including prices, shall remain in effect for a minimum of 180 days after the proposal due date. In the case of the awarded vendor, all proposal terms, including prices, shall remain in effect throughout the contract negotiation process.

Attachment 4.1.5 – Project Kick Off, Project Management, Design Process NDOW Licensing System RFP. 2