Pre-Bid Conference - CPA change management_MKO.pptx

PRE-BID CONFERENCE

for RFP# 164-24 Resources for Creating change Management and Training Modules Tuesday, July 30, 2024 at 12:30 p.m.

Update the RFP # and RFP title Enter the day, date and time of the Pre-Bid Conference

Introductions

Mellissa O’Connor, Sourcing Manager Procurement & Logistics

Edward Kelley , Technical Analyst Information Technology

04/16/2024

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Pre-Bid Logistics First and most important… Thank you for being here and for your interest in partnering with the MBTA This RFP will be managed via COMMBUYS. Instructions for log-in and use of COMMBUYS are described in Instructions for Vendors Responding to Bids.

For COMMBUYS assistance please contact the OSD Help Desk at 888-MA-State (627-8283) or osdhelpdesk@mass.gov.

This presentation in part or in whole is not meant to take precedence over the RFP documents in RFP 164-24 as posted on COMMBUYS, please refer to COMMBUYS for the most accurate information.

All communication regarding this bid must be submitted to the MBTA Procurement & Logistics point of contact via COMMBUYS.

7/30/2024

Make sure that the bidders know that they cannot not contact stakeholders or other MBTA staff regarding this bid; all communication must come thru Procurement & Logistics via COMMBUYS or email. Make mention of section 3.2.1 for the MBTA Designated Representative

Agenda 7/30/2024

Please follow this format – no adjustments should be needed.

Overview of the Contract

Documents to be included in Your Response

General Q&A

Training and Additional Resources

Session Expectations

Request for Proposal (RFP) Structure

Important Dates

Session Expectations

No changes to this slide should be made.

Today’s session is not a substitute for reading the Request for Proposal (RFP) document. The RFP includes important contract and response details that will not be covered during today’s meeting.

Although we will take general questions about the authority’s bidding process, at the end of today’s session, questions about the bid must be submitted through COMMBUYS using the Q&A feature before the Q&A deadline.

The COMMBUYS Q&A feature and important deadlines will be covered later in the presentation.

RFP 164-24 Resources for Creating change management and Training Modules Overview

Update the RFP # & Title, products or services , Contract or Service Effective Date (choose contract or service), Term of the contract and number of awards (us only if more than one award will be made)

The MBTA is seeking a professional services provider with expertise in Organizational Change Management (OCM) and Training Material Development to support the implementation of new modules in the MBTA’s Financials and Materials Information System (FMIS) .

Contract or Service Effective Date (estimated): Sept 15th, 2024

Term: Fixed term ;(Milestone based )

Number of Awards: 1

Services

The Massachusetts Bay Transportation Authority (MBTA) seeks a professional services provider with expertise in Organizational Change Management (OCM) and Training Material Development to support the implementation of new modules in the Financials and Materials Information System (FMIS), ensuring MBTA users are engaged, prepared, and trained for business transactions, while integrating best practices into the organizational culture.

Implement PeopleSoft Project Costing and Customer Contracts modules in FMIS to centralize project accounting, establish an MBTA project register with controlled budgets and costing, ensure interoperability across business applications, enable comprehensive project reporting, and design a future interface between FMIS and PMIS.

Scope of Work Overview

If additional slides are needed for different phases of the project, please add additional slides

RFP Structure

Introduction Scope of Work Bidders Instructions & Procurement

Terms & Conditions Attachments Response Forms

Scope of Work

Review and Evaluation Contains the contractual terms by which Bidder is expected to abide

Deliverables Bid Conference RFP Calendar Rules of Contact Insurance Submit on Commbuys Technical Proposal Price Proposal Pass/Fail Criteria Technical Response Criteria

MBTA Minimum Insurance Requirements Form B: Technical Proposal Price Proposal

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RFP Bid Submission RFP 164-24 Resources for Creating change management and Training Modules 7/30/2024 Submission of Response

The specific requirements for submissions of the Technical Response are included in Form B.

The specific requirements for submission of the Price Response are included in Form D.

Adjust the requirements for submission and the section for the Power of Attorney as needed for each Procurement.

Technical Response including:

Bid Cover Letter

Power of Attorney (as described in Section 4.2 of the RFP)

Form A: Pre-Award Bidder Evaluation Data Form

Form B: Technical Response

Other items as applicable

Price Response as a separate document, including:

Form C: Price Response

Bidder Evaluation Criteria Bidder must complete all required forms and submit all other required forms listed in the RFP

7/30/2024 The MBTA will evaluate each Response based on a combination of Pass/Fail Criteria, Technical Evaluation Criteria and Price Responses to determine the Best Value for the Authority.

All Responses will be reviewed for:

The responsiveness of the Bidder to the requirements set forth in the RFP.

Conformance to the RFP instructions regarding organization and format.

Deficiencies and minor informalities, apparent clerical mistakes which are unrelated to the substantive content of the Response for clarification.

Technical

Price

Pass/Fail

Supplier Diversity

Basis of Award Bidders are advised that the MBTA is not bound to accept the lowest priced Response or the Response with the highest Technical Response Score.

The selection will be made on a best-value basis, evaluating price along with other factors.

Each criterion will be evaluated considering all the information included in the Bidder Response related to the criterion, as well as other information gathered from references, presentation, and on-site visits if requested.

Best – Value Proposal

Remove the last bullet if the solicitation is less than $250K. Later in the presentation we will provide resources and information for the Supplier Diversity Program.

What Makes a Compliant Proposal Response?

Be sure to read the RFP.

Pay attention to the mandatory requirements.

Ensure all required documents are submitted.

Complete the bidders’ response forms in their entirety.

Remove or update this statement based on the requirements in the RFP.

Important Dates 7/30/2024

Include all milestone dates and times that the bidders are required to meet as part of the bid response. (Ex: Samples, Site Visits, etc.)

Training Resources

COMMBUYS Q&A

Please watch this short video that demonstrates how to use the tool to ask questions about the bid.

COMMBUYS Q&A is a tool to manage dialogue between buyers and bidders.

Link to the video

To all Bidders: Please watch this short video that demonstrates how to use the tool to ask questions about the bid.

COMMBUYS Training Pre-recorded Webcast How to Locate and Respond to Bid Solicitations in COMMBUYS Link to the recording.

7/30/2024 Job Aids How to Create a Quote in COMMBUYS Using the Q&A Tab within a COMMBUYS Bid How to Withdraw, Reopen, and Resubmit a Quote Basic COMMBUYS Navigation and Searching for the Seller Role

View

Read

Participate Link to the Vendor Training Schedule;

On this slide we have a variety of methods to review the training material, you can View the webcast Participate in Vendor Training or Read the job aids

Important steps to follow for bid submission Acknowledge the Bid Bidders are encouraged to Acknowledge the bid to be notified of any updates/amendments to the bid, including changes to the bid opening date/due date.

To receive these updates:

Login to COMMBUYS Navigate to the bid using the Advanced Search Select "Yes" on the Acknowledge Receipt and View Solicitation window.

You must be registered in COMMBUYS to take this action.

7/30/2024 Questions?

OSD Help Desk Monday – Friday, 8:00 a.m. – 5:00 p.m.

888-MA-State (627-8283) OSDHelpDesk@mass.gov Plan to Submit Your Response All responses must be submitted in COMMBUYS by the Bid Opening Date and Time; late responses may not be accepted.

It is imperative that bidders allow sufficient time to submit their quote, and bidders are advised – at a minimum – to begin well in advance of the Bid Opening Date and at a time when OSD Help Desk staff are available for questions.

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Questions?

Closing This presentation in part or in whole is not meant to take precedence over the RFP documents in RFP 164-24 as posted on COMMBUYS, please refer to COMMBUYS for the most accurate information.

RFP Schedule and any dates mentioned are subject to change at the discretion of the MBTA. Please refer to COMMBUYS for the most accurate information.

Questions should be posted on COMMBUYS (Deadline – Aug 7th by 4:00 p.m.)

Any and all communication during the non-mandatory Bidders’ Conference of July 30th, 2024, represents no favor to attendees. All Bidders’ responses will be treated equally regardless of attendance.

This Presentation will be posted on COMMBUYS in the File Attachments section.

Thank You for your interest in partnering with the MBTA

Update the highlighted dates, time and RFP #

Thank you for attending!

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