Request for Information PPM Tool.docx

Michigan.gov/MiProcurement response instructions Department of Technology, Management and Budget - Procurement Enterprise Project Portfolio Management (PPM) Tool for Enterprise Project Management Office (EPMO) Request for Information No. 260000000007 Solicitation Manager Name: Najla Mamou Direct Phone: (517) 897-4594 Email: MamouN1@michigan.gov Main Phone: 1-855-MI-PURCH 1-855-647-8724 This is a Request for Information (RFI) for:

Enterprise Project Portfolio Management (PPM) tool.

RFI Timeline

*A vendor’s response received at 11:59:01 a.m. Eastern is late and subject to disqualification.

This RFI is subject to change. Check www.michigan.gov/SIGMAVSS for current information.

1. CONTACT INFORMATION FOR THE STATE. The sole point of contact for the State concerning this RFI is listed on the Cover Page. Contacting any other State personnel, agent, consultant, or representative about this RFI may result in vendor disqualification.

2. PRE-RESPONSE MEETING. No pre-response meeting will be held.

3. MODIFICATIONS. The State may modify this RFI at any time. Modifications will be posted on www.michigan.gov/SIGMAVSS. This is the only method by which the RFI may be modified.

4. QUESTIONS. Vendor questions about this RFI must be emailed to the Solicitation Manager at MamouN1@michigan.gov no later than the time and date specified on the Cover Page. In the interest of transparency, only written questions are accepted. Answers to questions will be posted on www.michigan.gov/SIGMAVSS. Submit questions using the format below; a Microsoft Excel format or similar is suggested.

5. DELIVERY OF RESPONSE.

Electronic – The vendor must submit its response, all attachments, and any modifications or withdrawals electronically through www.michigan.gov/SIGMAVSS. The price response should be saved separately from all other response documents. The vendor should submit all documents in a modifiable (native) format (examples include but are not limited to Microsoft Word or Excel and Google Docs or Sheets). In addition to submitting documents in a modifiable format, the vendor may also submit copies of documents in PDF. Attachment file size is limited to 6 MB per document. Vendor’s failure to submit a response as required may result in disqualification. The response and attachments must be fully uploaded and submitted prior to the response deadline. Do not wait until the last minute to submit a response, as the SIGMA VSS system requires the creation of an account and entry of certain information, in addition to uploading and submitting the materials. The SIGMA VSS system will not allow a response to be submitted after the response deadline identified in the solicitation Closing On/Closing Date fields (Summary view/Detail view), even if a portion of the response has been uploaded.

Questions on how to submit information or how to navigate in the SIGMA VSS system can be answered by calling (517) 284-0540 or (888) 734-9749. The Solicitation Manager will not provide assistance related to the submittal of the response and all attachments on the day of the response deadline. Responsibility for a complete submission lies with the vendor. Note that all documents and information submitted in any manner as part of a response will become public record immediately upon receipt by the State.

6. ORAL PRESENTATION. The State reserves the right to invite some vendors for oral presentations.

7. GENERAL CONDITIONS. The State will not be liable for any costs, expenses, or damages incurred by a vendor participating in this RFI. This RFI is not an offer to enter into a contract. The vendor understands that their response will become public record immediately upon receipt by the State. Other than verified trade secrets, responses submitted via www.michigan.gov/SIGMAVSS are the State’s property.

8. CONFIDENTIAL TREATMENT FORM AND THE FREEDOM OF INFORMATION ACT. As a public record, all portions of the vendor’s response is subject to disclosure as required under Michigan’s Freedom of Information Act (FOIA), MCL 15.231, et seq. However, the State may exempt some information from disclosure as permitted by law. Under MCL 18.1261(13)(b), records containing “a trade secret as defined under section 2 of the uniform trade secrets act, 1998 PA 448, MCL 445.1902,” are exempt from disclosure under FOIA. In addition, “financial or proprietary information” submitted with a vendor’s response is exempt from disclosure under FOIA. A vendor’s failure to comply with this Section is grounds for rejecting a vendor’s response as non-responsive. As a part of its response, each vendor must follow the procedure below.

SUBMIT A COMPLETED “CONFIDENTIAL TREATMENT FORM” (CT FORM) WITH YOUR BID. Completion and submission of the CT Form is required regardless of whether the vendor seeks confidential treatment of information. Failure to submit a completed CT Form may be cause for disqualification from the solicitation process. If a vendor fails to properly complete and submit the CT Form or otherwise fails to follow CT Form instructions, the response may be publicly disclosed in its entirety without redaction after an award recommendation.

Complete and sign Section 1 of the CT Form if the vendor does NOT request confidential treatment of information contained in its response; or

i. Complete and sign Section 2 of the CT Form if the vendor requests confidential treatment of certain information. Vendor must also submit a “Public Copy” of the response with the trade secret, financial, and proprietary information redacted and clearly labeled as the “Public Copy.”

ii. Failure to complete and sign a CT Form may result in disqualification of the vendor. If a vendor fails to properly complete and submit the CT Form or otherwise fails to follow the CT Form instructions, the response, in its entirety, will be treated as a “Public Copy” and may be publicly disclosed by the State without redaction after vendors have been notified of an award recommendation.

b. FOIA REQUESTS. If a FOIA request is made for a vendor’s response, the Public Copy may be distributed to the public along with the vendor’s CT Form. The CT Form is a public document and serves as an explanation for the redactions to the Public Copy. Do not put any trade secret, financial, or proprietary information in the CT Form. Do not redact the CT Form itself.

c. NO ADVICE. The State will not advise a vendor as to the nature or content of documents entitled to protection from disclosure under FOIA or other laws, as to the interpretation of such laws, or as to the definition of trade secret or financial or proprietary information. Nothing contained in this provision will modify or amend requirements and obligations imposed on the State by FOIA or other applicable law.

d. FAILURE TO REQUEST CONFIDENTIAL TREATMENT. Failure to request material be treated as confidential as specified herein relieves the State, its agencies, and personnel from any responsibility for maintaining material in confidence.

e. Bids containing a request to maintain an entire response as confidential may be rejected as non-responsive. Vendors may not request confidential treatment with respect to resumes, pricing, and marketing materials. The State reserves the right to determine whether material designated as exempt by a vendor falls under MCL 18.1261 or other applicable FOIA exemptions. If a FOIA request is made for materials that the vendor has identified as trade secret, financial, or proprietary information, the State has the final authority to determine whether the materials are exempt from disclosure under FOIA.

f. Vendor forever releases the State, its departments, subdivisions, officers, and employees from all claims, rights, actions, demands, damages, liabilities, expenses and fees, which arise out of or relate to the disclosure of all or a portion of vendor’s response submitted under this RFI. Vendor must defend, indemnify and hold the State, its departments, subdivisions, officers, and employees harmless, without limitation, from and against all actions, claims, losses, liabilities, damages, costs, attorney fees, and expenses (including those required to establish the right to indemnification), arising out of or relating to any FOIA request, including potential litigation and appeals, related to the portion of vendor’s response submitted under this RFI that vendor has identified as a trade secret, or financial or proprietary information. The State will notify vendor in writing if indemnification is sought. The State is entitled to: (i) regular updates on proceeding status; (ii) participate in the defense of the proceeding; (iii) employ its own counsel; and to (iv) retain control of the defense, or any portion thereof, if the State deems necessary. Vendor will not, without the State’s written consent (not to be unreasonably withheld), settle, compromise, or consent to the entry of any judgment in or otherwise seek to terminate any claim, action, or proceeding. If a State employee, official, or law is involved or challenged, the State may control the defense of that portion of the claim. Any litigation activity on behalf of the State, or any of its subdivisions under this Section, must be coordinated with the Department of Attorney General. An attorney designated to represent the State may not do so until approved by the Michigan Attorney General and appointed as a Special Assistant Attorney General.

confidential treatment form INSTRUCTIONS. Vendor must complete either Section 1 or Section 2 of this CT Form and sign where indicated. Do not complete both sections. This CT Form must be signed by the individual who signed the vendor’s response. A completed CT Form must be submitted with your response, regardless of whether your response contains confidential information.

Failure to submit a completed CT Form with your bid is grounds for rejecting the response as non-responsive. If a vendor fails to properly complete and submit the CT Form or otherwise fails to follow CT Form Instructions, the response, in its entirety, will be treated as a “Public Copy” and may be publicly disclosed by the State without redaction after vendors have been notified of an award recommendation. See the Confidential Treatment Form and The Freedom of Information Act (FOIA) sections of the Response Instructions for additional information.

Section 1. CONFIDENTIAL TREATMENT IS NOT REQUESTED This section must be completed, signed, and submitted with the response if the vendor does not request confidential treatment of any material contained in the response. If this section is completed, do not complete Section 2. CONFIDENTIAL TREATMENT IS REQUESTED.

By signing below, the vendor affirms that confidential treatment of material contained in their response is not requested.

RFI Number RFI Title

Signature Date

Printed Name, Title, Company

Section 2. CONFIDENTIAL TREATMENT IS REQUESTED This section must be completed, signed, and submitted with the response if vendor requests confidential treatment of any material contained in the response. Submission of a completed CT Form is required to request confidential treatment. If this section is completed, do not complete Section 1. CONFIDENTIAL TREATMENT IS NOT REQUESTED.

Provide the information in the table below. Vendor may add rows or additional pages using the same format shown in the table. Vendor must specifically identify the information to be protected as confidential and state the reasons why protection is necessary.

The CT Form will not be considered fully complete unless, for each confidentiality request, the vendor: (1) identifies the Response Page #, Section #, and Paragraph #, (2) identifies whether the material is a Trade Secret (TS), Proprietary Financial Information (FI), or Proprietary Information (PI), and (3) explains the specific legal grounds that support treatment of the material as TS, FI, or PI. Vendors must provide a complete justification as to how the material falls within the scope of an applicable FOIA exemption or relevant case law. Vendors must not simply cite to an applicable exemption or case name. Vendors must also provide the contact information for the person at their organization authorized to respond to inquiries by the State concerning the material.

Vendor must also submit a “Public Copy” of the response with the trade secret, financial, and proprietary information redacted and clearly labeled as the “Public Copy”.

(1) Response Page #, Section #, Paragraph # (2) Material is Trade Secret (TS), Proprietary Financial Information (FI), Proprietary Information (PI) (3) Applicable FOIA Exemption with Written Justification (4) Vendor Contact Information

By signing below, the vendor affirms that confidential treatment of material contained in their response is requested and has attached to this form a redacted “Public Copy” of the vendor’s response.

RFI Number RFI Title

Signature Date

Printed Name, Title, Company

REQUEST FOR INFORMATION

Enterprise Project Portfolio Management (PPM) Tool for Enterprise Project Management Office (EPMO) The purpose for this Request for Information (RFI) includes, but is not limited to, collecting market information to better understand best practices about enterprise Project Portfolio Management (PPM) tools. The information gathered may be used to assist the State in developing program strategy and possibly developing an RFP.

1. Program Overview

The State of Michigan seeks a robust and scalable Project Portfolio Management (PPM) solution. This initiative aims to identify a modern PPM tool that aligns with organizational strategy, enhances project visibility, optimizes resource allocation, streamlines workflows, and supports diverse project methodologies.

The ultimate objective is to empower the Enterprise Project Management Office (EPMO) with a solution that drives efficiency, strengthens governance, and supports strategic decision-making. Selecting the right vendor is critical, not only for delivering a flexible and innovative platform but also for providing long-term partnership, expertise, and support. This initiative ensures that technology investments deliver measurable value, enabling the EPMO to mature and scale effectively across projects and portfolios.

2. Vendor Guidance/Recommendations for RFI Response Clearly indicate whether your responses reflect currently available functionality or include planned capabilities. If future features are presented, they must be explicitly identified as roadmap items and include estimated timelines for availability.

3. Requirements Investment Management Methodology (IMM)

Project Intake & Demand Management QUESTION#1: Describe how your solution supports standardized project intake, demand capture, and governance routing, including configurable forms, approval workflows, and prioritization criteria.

BIDDER RESPONSE:

Strategic Alignment and Prioritization QUESTION#2: Describe how your solution enables strategic alignment and prioritization of investments, including linking proposed investments to organizational objectives, creating custom scoring models, visualizing prioritized roadmaps, and defining expected benefits, including rebalancing driven by change in organization’s strategic direction.

BIDDER RESPONSE:

Portfolio Planning and Balancing QUESTION#3: Describe how your solution supports what-if scenarios like portfolio planning and balancing, including modeling funding and capacity constraints, evaluating alternative scenarios, and visualizing the mix of investments across the portfolio hierarchy.

BIDDER RESPONSE:

Governance Workflow and Approvals QUESTION#4: Describe how your solution supports configurable governance workflows and approval routing to specific review boards and confirm how decisions and approval histories are logged and made accessible for auditing.

BIDDER RESPONSE:

Project Management and Execution (PMM)

Project Planning and Setup QUESTION#5: Describe how your solution converts approved demand requests into active projects, facilitates documentation and storage of core project artifacts (e.g., charter, scope, PMP), manages/updates templates and standards that are centrally managed, and manages stakeholder identification and tracking.

BIDDER RESPONSE:

Scheduling and Work Management QUESTION#6: Describe how your solution supports project scheduling and work management, including task dependency handling (e.g., finish-to-start), critical path visualization, baseline tracking, monitoring of task completion rates, and scheduling of variance tolerance thresholds and automated alerts.

BIDDER RESPONSE:

Resource and Capacity Management QUESTION#7: Describe how your solution supports resource and capacity management, including allocation views, utilization reporting, assignment processes (including resource request and manager approvals), availability tracking, visualization tools (e.g., heatmaps), detection of over-allocations or conflicts across portfolios, and strategic capacity forecasting.

BIDDER RESPONSE:

Cost and Financial Control QUESTION#8: Describe how your solution supports project financial management, including tracking actuals versus planned budgets, categorizing and reporting CapEx vs. OpEx, aggregating project-level actuals and syncing with external financial systems, and managing the allocation and cost capture of physical assets as well as personnel.

BIDDER RESPONSE:

Risks, Issues, and Change Management QUESTION#9: Describe how your solution manages risks, issues, and formal change requests, including risk scoring and mitigation tracking, continuous monitoring of open items, and workflows for change approvals with impact analysis on scope, timeline, and budget.

BIDDER RESPONSE:

Status Reporting and Health Indicators QUESTION#10: Describe how your solution standardizes project health reporting (e.g., status indicators) provides automated dashboards for executive and team views and tracks key KPIs and EVM metrics (such as CPI and SPI) as defined by PMI, and how trend analysis is reported over time rather than point-in-time dashboards.

BIDDER RESPONSE:

Stage-Gate and Compliance Management QUESTION#11: Describe how your solution enforces stage-gate methodology, manages documentation and quality checkpoints, supports formal project closure workflows, provides native functionality for lessons learned and stakeholder feedback (including surveys) with reporting capabilities, and enables conditional approvals and corrective action tracking.

BIDDER RESPONSE:

Document and Artifact Management QUESTION#12: Describe your document management solution capabilities, including storage, version control, audit accessibility, and integration with external repositories while ensuring documents remain accessible from associated investments.

BIDDER RESPONSE:

Timesheet Management QUESTION#13: Describe how your solution supports timesheet management, including an intuitive submission interface, automatic updates to project progress and financial actuals, approval workflows for late or unapproved timesheets, compliance enforcement through automated reminders, and retroactive changes and audit impact.

BIDDER RESPONSE:

Support for Multiple Project Methodologies QUESTION#14: Describe how your solution natively supports Waterfall, Agile, and Hybrid methodologies, including available agile frameworks, Waterfall planning tools (e.g., Gantt charts, critical path), combining high-level Waterfall roadmaps with detailed Agile execution, maintaining stage-gate governance, and tailoring workflows based on the selected methodology.

BIDDER RESPONSE:

Funding Allocation and Budget Integration QUESTION#15: Describe how your solution supports multi-year budgeting and tracking of funds from multiple sources (e.g. departments, grants, etc.) and explain its integration capabilities (e.g., APIs, connectors) for data exchange with external ERP/financial systems such as SIGMA.

BIDDER RESPONSE:

Benefits Management QUESTION#16: Describe how your solution enables users to update and monitor benefit realization during and/or after implementation and detail the reports or dashboards available for aggregating and displaying benefit realization data across the organization.

BIDDER RESPONSE:

Common Capabilities

Reporting QUESTION#17: Describe your solution’s reporting and analytics capabilities, including out-of-the-box dashboards for different roles (Executive, PM, Team), support for custom reports and KPIs, real-time and predictive analytics, BI integration (e.g., Power BI), export formats and scheduling, ad-hoc querying, and dashboard customization options based on user roles.

BIDDER RESPONSE:

Solution Integration QUESTION#18: Describe your integration architecture and capabilities, including native connectors/APIs (e.g., MS Project, Jira, Azure DevOps), bi-directional synchronization of tasks and dependencies, support for detailed work items, flexible field mapping, consolidated PM views, audit logging, notifications, licensing/middleware requirements, estimated setup effort, integration with financial and time management tool (e.g., SIGMA), identity (AD), BI systems, and data migration methods.

BIDDER RESPONSE:

Data Ownership and Portability QUESTION#19 Describe, at a high level, how your solution supports customer data ownership and portability, including the types of data that can be exported, common export formats, and general considerations for transitioning data to another platform if required.

BIDDER RESPONSE:

Security, Compliance, Access, and Audit Controls QUESTION#20: Describe how your solution implements enterprise-grade security, compliance, access, and audit controls, including granular role-based access across organizational units; SSO support and configuration (e.g., SAML/OIDC) with data-in-transit protection; MFA (particularly for administrative users); enforced authentication for all access; immutable audit logging with detailed data-change capture; and methods for accessing audit data for reviews and investigations.

BIDDER RESPONSE:

Team Collaboration and Communication QUESTION#21: Describe how your solution supports team collaboration and communication, including management of ad-hoc/personal action items outside the WBS, creation of structured lists for process adherence or related item tracking, project-specific collaboration hubs/workspaces, tagging/mentioning colleagues for accountability, and usability features that enable easy adoption with minimal training.

BIDDER RESPONSE:

Artificial Intelligence QUESTION#22: Describe your solution’s native AI capabilities (or third-party integrations) and auditability of AI-driven recommendations for Strategic Portfolio Management and IT PPM, including natural-language search across strategic, financial, demand, and delivery data; AI-driven portfolio alignment, prioritization, and scenario planning; recommendations and configurable scoring for demand and investments; financial forecasting, benefit realization insights, and risk detection; executive-level AI summaries and customizable outputs; role-based AI-assisted report/dashboard creation with example queries; and compliance with State government policies, rules, and regulations.

BIDDER RESPONSE:

Technical/Implementation

Implementation and Technical Approach QUESTION#23: Explain your implementation approach (COTS, SaaS, on-prem, etc.), migration tooling, training, deployment strategy and timeline, system testing, and ongoing support model, including SLAs.

BIDDER RESPONSE:

Scalability, Performance & Availability QUESTION#24: Describe how the solution scales for enterprise use, including performance SLAs, multi-tenant architecture, high availability, and disaster recovery.

BIDDER RESPONSE:

Configuration, Extensibility, and Customization QUESTION#25: Explain what can be configured without code vs. extended with code, and how upgrades are managed to avoid customization breakage.

BIDDER RESPONSE:

Licensing & Total Cost of Ownership (TCO) QUESTION#26: Describe your licensing model, anticipated TCO (including on-going support), and cost drivers for scaling users, modules, environments, and integrations.

BIDDER RESPONSE:

Data Retention QUESTION#27: Explain how your solution handles investment records and document archiving and retention policies.

BIDDER RESPONSE:

Hosting, Compliance, and Data Security QUESTION#28: Describe your hosting approach and compliance posture, including whether the solution is hosted in a government cloud (e.g., GovCloud), maintains SOC audit certifications, meets NIST SP 800-53 Moderate (MOD) controls, and is deployed in a FedRAMP State Asset Management Operations (SAMO) certified facility.

BIDDER RESPONSE:

Accessibility QUESTION#29: Confirm your solution’s compliance with accessibility standards (e.g., ADA, WCAG 2.1 Level AA).

BIDDER RESPONSE:

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