Technical Submittal Template.docx

Version: 1

TECHNICAL SUBMITTAL

RFP 3525R03 PennDOT Mainframe Services

I-1. Project Overview A. Project Description. The Commonwealth of Pennsylvania (Commonwealth), Pennsylvania Department of Transportation (Agency) is seeking a managed service solution from a professional Offeror with a high degree of skill and knowledge that will meet the Agency’s requirements.

I-2. Statement of the Project. State in succinct terms your understanding of the project presented or the service required by this RFP.

Offeror Response

I-3. Qualifications.

A. Company Overview. The Offeror shall complete RFP Appendix 1 (Offeror Qualifications, Experience and References). Offeror must clearly state how it meets each of the minimum qualifications/requirements described below. If responding as a Prime and Subcontractor partnership, Offeror must specify the company for the specific qualification described below. Please complete and include in your Response the Offeror Comment columns of the table explaining how the requirements are met and indicate if the Role is served by the proposed Prime Service Provider or Subcontractor (Sub).

B. Prior Experience. The Offeror shall complete RFP Appendix 1 (Offeror Qualifications, Experience and References) based on instructions and details specified therein. Experience shown should be work done by individuals who will be assigned to this project as well as that of your company. Studies or projects referred to must be identified and the name of the customer shown, including the name, business address, and telephone number of the responsible official of the customer, company, or agency who may be contacted.

C. The Offeror shall return in response RFP Appendix 1 (Offeror Qualifications, Experience and References), as a file entitled ABC_PennDOT_RFP_Appendix 1 Offeror Quals_Exp_References.docx, where “ABC” is a recognizable short acronym identifying the Offeror. All files submitted by the Offeror must use the same identifier (e.g., only use ABC not variations such as AB, AB&C, Abc, ABnC, etc.).

Offeror Response to be completed in RFP Appendix 1.

D. Personnel. Offeror shall provide the names, the assigned roles, and resumes of the proposed project personnel; indicate where these individuals will be located during the Project. Ensure resumes contain no Confidential personal information (e.g., PII) as these may become public documents.

Offeror Response: The Offeror shall complete Exhibit 2.3 (Key Personnel) in accordance with the instructions below and pursuant to the requirements in Section 2.1 of Exhibit 2.1 (Mainframe Services SOW) and instructions below.

Instructions: Offeror shall provide its proposed organization chart for the Services initiative, indicating Key Personnel positions

1. The organization chart shall clearly delineate lines of authority and responsibility for all Service areas, and the benefits of such organization.

2. Offeror shall also describe the benefits of such an organization.

3. Key Personnel - As described in Section 2.1 of Exhibit 2.1 (Mainframe Services SOW), Key Personnel shall include, but not be limited to

a. Account Director

b. Service Delivery Director

c. Financial Director

d. Transition Director

e. Security Director

f. Other, as the Offeror deems key to the fulfillment of its contract obligations

4. Offeror must include in its Response the resumes and qualifications of all proposed project personnel, including their specific experience working on related projects.

5. Resumes should specifically detail experience working on projects and Services of similar scale and complexity as the services sought through this RFP, including work on projects used as references.

6. The Response must include actual names of personnel initially assigned to the project and their resumes, not generic resumes with the types of skills sought. Should the proposed personnel become unavailable at the time of the Effective Date, the Service Provider shall follow the requirements described in MST Section 7.1 Key Personnel.

7. The Offeror must provide these resumes as attached pages at the end of the Exhibit 2.3 (Key Personnel) response document.

8. NOTE: Consistent with MST Section 7.1 Key Personnel, Key Personnel proposed by Offeror shall be committed to remain in their designated role for no less than twenty-four (24) months post Commencement.

9. Offeror shall describe its overall approach to acquiring and retaining the necessary resources and skills to implement new services including Transitioning the services from the Incumbent.

10. The Offeror shall return in response Exhibit 2.3 (Key Personnel), as a file entitled ABC_PennDOT_RFP_Exhibit 2.3 Key Personnel.docx, where “ABC” is a recognizable short acronym identifying the Offeror. All files submitted by the Offeror must use the same identifier (e.g., only use ABC not variations such as AB, AB&C, Abc, ABnC, etc.).

E. Subcontractors: Provide a subcontracting plan for all subcontractors, including small diverse business and small business subcontractors, who will be assigned to the Project. The selected Offeror is prohibited from subcontracting or outsourcing any part of this Project without the express written approval from the Commonwealth. Upon award of the contract resulting from this RFP, subcontractors included in the proposal submission are deemed approved. For each position included in your subcontracting plan provide:

1. Name of subcontractor;

2. Primary contact name and email;

3. Address of subcontractor;

4. Description of services to be performed;

5. Number of employees by job category assigned to this project; and

6. Resumes (if appropriate and available).

Offeror Response

I-4. Training. If appropriate, indicate recommended training of agency personnel. Include agency personnel to be trained, the number to be trained, duration of the program, place of training, curricula, training materials to be used, number and frequency of sessions, and number and level of instructors.

Offeror Response

I-5. Financial Capability. Describe your company’s financial stability and economic capability to perform the contract requirements. The Commonwealth reserves the right to request additional information to evaluate an Offeror’s financial capability. The Offeror must include the following items identified in the subsections below in its response.

A. Publicly Traded Companies:

1. Dun and Bradstreet D-U-N-S number, where the number, company name, and company address match the RFP Offeror.

2. Name of exchange the common stock is listed (e.g., NYSE, AMEX) and ticker symbol (e.g., XOM).

3. Exact name of the Offeror on the title page of the most currently filed SEC Forms 10K and 10Q. Fully explain the reason(s) why any reports have not been timely filed within the past three (3) years.

4. Audited financial statements prepared in accordance with Generally Accepted Accounting Practices (GAAP) for the last three (3) fiscal years.

5. Debt and commercial paper ratings issued by Moody’s Investors Service, Standard & Poor’s, or Fitch’s Investors Service, if applicable.

B. Privately Owned Companies:

1. Dun and Bradstreet D-U-N-S number, where the number, company name, and company address match the RFP Offeror.

2. Audited financial statements prepared in accordance with GAAP for the last three (3) fiscal years. If audited financial statements are not prepared, unaudited financial statements will suffice if the Offeror affirms that it is not required to have its financial statements audited and therefore does not currently have audited financial statements to provide in response to this RFP.

3. The latest two (2) quarters’ internally prepared financial statements;

4. Debt and commercial paper ratings issued by Moody’s Investors Service, Standard & Poor’s, or Fitch’s Investors Service, if applicable.

Offeror Response

I-6. Requirements. The requirements of the Mainframe Services are set forth in Exhibit 2.1 (Mainframe Services Statement of Work), Exhibit 1.2 (Governance), and Exhibit 1.3 (Service Management Manual) of this RFP in accordance with performance requirements set forth in Exhibit 3.0 (Performance Management), Exhibit 3.1 (Service Level and Deliverable Matrix), Exhibit 3.2 (Service Level Definitions), and Exhibit 3.3 (Reports).

Offeror Response The Offeror shall complete Exhibit 2.2 (Mainframe Services Solution) ,RFP Appendix 4 (RFP Tools Matrix), RFP Appendix 5 (Personnel Projection Matrix), and RFP Appendix 6 (Software) in response to this section in accordance with the instructions below and pursuant to the requirements of this RFP.

Instructions: This response to Exhibit 2.2 (Mainframe Services Solution) should be formatted on a standard 8 ½ x 11” page size, with no less than ½” margins and a font no smaller than 11-point. All electronic files submitted should be created (or fully compatible) with the current versions of Microsoft 365 or Microsoft Project Software suites or packages. The Offeror shall return in response Exhibit 2.2 (Mainframe Services Solution), as a file entitled ABC_PennDOT_RFP_ Exhibit 2.2 (Mainframe Services Solution.docx, where “ABC” is a recognizable short acronym identifying the Offeror. All files submitted by the Offeror must use the same identifier (e.g., only use ABC not variations such as AB, AB&C, Abc, ABnC, etc.).

The proposed solution should be currently installed in production, and operational, in at least one state government jurisdiction similar in size and scope to PennDOT. If the proposed solution is not currently installed, and operational, in at least one state government jurisdiction similar in size and scope to PennDOT, the Offeror must provide details of a comparable operational installation.

Proposals must be clear, coherent, and prepared in sufficient detail for effective evaluation of the Offeror’s Proposal against the evaluation criteria. Proposals must clearly demonstrate how the Offeror intends to accomplish the project and must include convincing rationale and substantiation of all claims. Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete effective response to the RFP are not desired.

The Offerors shall describe their proposed approach, as appropriate, through the use of graphs, charts, diagrams and narrative forms, in sufficient detail for PennDOT to understand and evaluate the nature of the approach. The Proposal must present sufficient information to reflect a thorough understanding of the requirements and a detailed approach to achieve the objectives and requirements of the Statement of Work (SOW). Offeror is asked not to merely paraphrase the requirements of the SOW or parts thereof or use of such phrases as “will comply” or “standard techniques will be employed.” The technical proposal must include a detailed description of the techniques and procedures to be employed in achieving the proposed end results in compliance with the SOW incorporated herein.

Please review the Solution Response to assure you have considered the following:

1. Proposal does not contain extraneous, repetitious, or unnecessary verbiage. Wordy submissions are not desired and could result in lower ratings.

2. Take care to proofread the response. Typographical, grammatical, and spelling errors reflect poorly on quality control abilities and could result in lower ratings.

3. Do not simply rephrase or restate PennDOT’s requirements but rather provide convincing rationale to address how the Offeror intends to meet the requirements.

4. Do not rely on past performance as convincing rationale to address how the Offeror intends to meet the requirements.

5. Assume that PennDOT has no prior knowledge of the Offeror’s capabilities and experience.

Instructions: The Offeror is to complete RFP Appendix 4 (RFP Tools Matrix) for the details of the Offeror's tooling solution for Mainframe and Managed Server Services, including those tools Offeror intends to take-over from PennDOT or Incumbent and those tools Offeror plans to implement. The Offeror shall return in response RFP Appendix 4 (RFP Tools Matrix), as a file entitled ABC_PennDOT_RFP_ RFP Appendix 4 RFP Tools Matrix.xlsx, where “ABC” is a recognizable short acronym identifying the Offeror. All files submitted by the Offeror must use the same identifier (e.g., only use ABC not variations such as AB, AB&C, Abc, ABnC, etc.).

Instructions: The Offeror is to complete RFP Appendix 5 (Personnel Projection Matrix) with average FTE counts for each service per period. All FTEs must be accounted for in the totals below:

1. Pre-Commencement - Transition should be no longer than twelve (12) months.

2. Base Term Year 1 and Year 2 - average FTE counts by quarter

3. Base Term Year 3, Year 4, and Year 5 - average FTE counts by year

4. Option Year 6, Year 7, Year 8, Year 9, and Year 10 - average FTE counts by year.

The Offeror shall return in response RFP Appendix 5 (Personnel Projection Matrix), as a file entitled ABC_PennDOT_RFP_ RFP RFP Appendix 5 Personnel Projection Matrix.xlsx, where “ABC” is a recognizable short acronym identifying the Offeror. All files submitted by the Offeror must use the same identifier (e.g., only use ABC not variations such as AB, AB&C, Abc, ABnC, etc.).

Instructions: The Offeror is to complete RFP Appendix 6 (Software) as per the instructions in the “Instructions” worksheet of this file. This Appendix contain PennDOT's list of Software products currently used by the incumbent for the provision of the services part of this RFP. The license counts included in this appendix are current at the time this RFP was issued. Offeror shall use the "Mainframe Software" and "Managed Server Software" worksheets in this Exhibit to provide the Commonwealth visibility into its use of software in the proposed solution. For planning and informational purposes, offeror shall indicate whether each of the listed software items will be used in its solution or not. Additionally, offeror shall add any new software that will be used in the provision of Services and identify such items as "new".

The Offeror shall return in response RFP Appendix 6 (Software), as a file entitled ABC_PennDOT_RFP_ RFP Appendix 6 Software.xlsx, where “ABC” is a recognizable short acronym identifying the Offeror. All files submitted by the Offeror must use the same identifier (e.g., only use ABC not variations such as AB, AB&C, Abc, ABnC, etc.).

A. Digital Accessibility Requirements. The Commonwealth promotes equal access to employees and residents with disabilities as shown in the Digital Accessibility Policy. Equal access ensures employees and residents who use assistive technologies (screen readers, magnifiers, speech-to-text, etc.) to access digital content and services that include but is not limited to electronic content, software, hardware, and support documentation and services, are able to access the Commonwealth digital information and services. To support the Digital Accessibility Requirements objectives, the Offeror shall:

1. Submit with its response a completed Policy Driven Adoption for Accessibility (PDAA) Assessment, using the PDAA Assessment attachment located in the Buyer Attachments of the JAGGAER event, to detail the Offeror’s strong accessibility program, capabilities and intention to continually improve the maturity of its accessibility program and services.

2. Submit with its response applicable Accessibility Conformance Reports (ACR) using the current version of the Voluntary Product Accessibility Template (VPAT) found on the Information Technology Industry (ITI) Council website for digital products (Example: Custom-Off-The-Shelf (COTS) products, content management tools).

Offeror Response

I-7. All invoices shall be submitted in accordance with MST Section 11 Invoicing and Payment, in the format designated in Exhibit 4.3 (Form of Invoice and Data Feed). Additional information regarding invoice submission may also be found on the Pennsylvania Office of Comptroller Operations website.

Offeror Response

I-8. IT Vendor Risk Management. The proposed solution shall undergo an IT Vendor Risk Assessment review. In support of the review, the Offeror must provide detailed responses and submit the following documents and information related to the proposed solution. Responses, and applicable attachments, included in the Offeror Technical Submittal, will be considered during Technical Submittal evaluation and scoring.

Information requested below considered confidential and not for public disclosure may be provided by completing the “Trade Secret Confidentiality Proprietary Information Notice” within JAGGAER Question 2.1.3 and then attaching the document(s) within JAGGAER Question 2.1.4.

In accordance with IT Risk Management Policy, the proposed solution shall undergo an IT Vendor Risk Assessment review. In support of the review, the Offeror must submit the following documents and information related to the proposed solution. Offeror should review the trade secret form included in the solicitation to address any concerns related to the confidentiality of the information submitted.

1. A SOC2 Type II, ISO 27001 certification, Standardized Information Gathering (SIG) and/or other relevant security documentation.

2. StateRAMP or FedRAMP certificates. StateRAMP certification information can be found at https://stateramp.org/. Please be aware a FedRAMP certification is required in order to obtain a StateRAMP certification. FedRAMP certification information can be found at https://www.fedramp.gov/

3. The Offeror’s Information Security Policy.

4. PenTest Summary Results. Offerors shall provide PenTest results. PennDOT will also accept a summary of the results.

5. Any other relevant information pertaining to the Offeror’s Security & Compliance programs that would be helpful in evaluating how they manage security for their customers.

Offeror Response

I-9. Demonstrations.

As part of the selection process, Offerors that are determined to be responsible and responsive will be invited to provide required demonstrations. Points to be demonstrated will be provided.

Department personnel may ask questions of the Offeror during the demonstration. Following the demonstration session, any Department questions and Offeror responses will be formalized through the Clarification process. Please be aware that as per the Commonwealth’s procurement handbook, an Offeror’s demonstrations may not materially alter or add to its proposal.

The demonstrations will be held for each responsible and responsive Offeror individually in person in Harrisburg, Pennsylvania at a location and time to be determined. The Department reserves the right to change demonstrations to virtual presentations instead, at the Department’s sole discretion. Offeror will provide their own computer and “hot spot” to connect to Department projection equipment to display their demonstration. Further information about this meeting will be communicated with the Offeror during the selection period.

Offeror Response

I-10. Objections and Additions to Standard Contract Terms and Conditions. The Offeror will identify which, if any, of the terms and conditions contained in the Master Services Terms section that it would like to negotiate and what additional terms and conditions the Offeror would like to add to the standard contract terms and conditions. The Offeror’s failure to make a submission under this paragraph will result in its waiving its right to do so later, but the Issuing Office may consider late objections and requests for additions if to do so, in the Issuing Office’s sole discretion, would be in the best interest of the Commonwealth. The Issuing Office may, in its sole discretion, accept or reject any requested changes to the standard contract terms and conditions. The Offeror shall not request changes to the other provisions of the RFP, nor shall the Offeror request to completely substitute its own terms and conditions for this RFP. All terms and conditions must appear in one integrated contract. The Issuing Office will not accept references to the Offeror’s, or any other, online guides or online terms and conditions contained in any proposal.

Regardless of any objections set out in its proposal, the Offeror must submit its proposal, including the cost proposal, on the basis of the terms and conditions set out in the terms in the Master Services Terms section. The Issuing Office will reject any proposal that is conditioned on the negotiation of the terms and conditions set out in the Master Services Terms section or to other provisions of the RFP.

Offeror Response The Offeror shall complete RFP Appendix 2 (Objections and Additions) in response to this section in accordance with the instructions set forth on the instruction worksheet therein.

Instructions: The Offeror shall return in response as a separate MS Excel document, a file entitled ABC_PennDOT_RFP_Objections_Additions.xlsx, where “ABC” is a recognizable short acronym identifying the Offeror. All files submitted by the Offeror must use the same identifier (e.g., only use ABC not variations such as AB, AB&C, Abc, ABnC, etc.). In addition to completing RFP Appendix 2 (Objections and Additions), Offeror shall include in its Response a red-lined version of the MST and/or MST Attachments containing only those objections/additions specific to the relevant material. Within each redlined document in response, the Offeror shall use the track changes feature of MS Word and the Offeror shall include a comment with each redline providing the above-described explanation for why the redlined language is necessary and why the Offeror wishes to negotiate the original language.

Do not include any cost information in your technical submittal response. Buyer Attachment Exhibit 4.1 (Pricing Structure) serves as the Cost Submittal and the Offeror’s response to it shall be uploaded only to JAGGAER Question 1.5.1 in JAGGAER.

If there are no exceptions, the Offeror shall explicitly state the Offeror has no objections or additions to any part of this RFP.

Examples of unacceptable explanations include:

1. Referencing negotiation of revised language in another PennDOT or other Commonwealth of Pennsylvania contracts.

2. Referring to an internal division’s need for the revised language without a valid reason as to why the objection/addition is necessary.

3. Indicating the proposed language is “negotiable”.

4. Referencing an internal Offeror terms and conditions document including online guides or online terms and conditions.

Objections/additions must include:

1. RFP document title (MST, Exhibit, Attachment, etc.) section number and section title.

2. Explanation as to why Offeror wishes to negotiate the term or condition.

3. Proposed alternate language (redline).