Procurement Acquisition Support Services

RFQ 2678 – Procurement Acquisition Support Services Q5 Is that timeframe firm or is there flexibility depending on a vendor's approach? A5 OGS expects this work to be completed in the time frame specified. In the responses OGS has requested an assessment of the state staff that will need to be available to hit this timeline. If the state cannot provide the required staffing levels, then the state will consider adjusting the timeline deliverables to be consistent with the resources the state can provide. Q6 Are vendors expected to list names of proposed staff or are qualifications sufficient? If names are required, are resumes required as well? A6 Names, qualifications and resumes of proposed staff are required. Q7 For the price quote, vendors only need to list labor categories and their corresponding hourly rates, correct? A7 Proposers should provide an overall cost and a breakdown of the labor categories and hourly rates. Q8 How many PS employees are involved in the processes covered

by the RFQ? A8 OGS PS has approximately 106 employees. Part of the assessment phase will be to map connectivity with outside systems, including the number of staff who will need roles in the new system from outside of OGS PS. Q9 Do proposals have to be in-hand by 2pm January 6, 2023, or postmarked by that time? A9 Refer to Section 3.5, Instructions for Quote Submission, which states quotes must be physically received at the location stated in this section on or before 2:00 PM EST on January 6, 2023. Q10 Would OGS consider delivery of quotes electronically through email or direct file transfer? A10 No, refer to Section 3.5, Instructions for Quote Submission, which states email or faxed quote submissions are not acceptable and will not be considered. Q11 Would OGS consider extending the quote submission date 1 week to accommodate for resource limitations brought on by the holidays? A11 Refer to Revision R3. Q12 Would OGS provide some insight into the five month timeline presented in Section 1.1 - Overview? A. What if anything is driving this timeline for completion? B. Is OGS flexible in this timeline and if so are there any major milestones in project execution or deliverables that must be met by a certain defined date for project success? C. Also, note that there is an inconsistency on the timeline for completion between Section 1.1 (page 4) and Section 3.2.3.C (page 15), which specifies within three months of contract award. RFQ 2678 – Procurement Acquisition Support Services A12 A. OGS has several expiring contracts for software and needs to assess whether we will continue to maintain those systems or will fully incorporate those functions into an at large e- procurement system as part of this project. B. Refer to Answer A5. C. Refer to Revision R1. Q13 Section 1.1 includes project completion at 5 months. Section 4.4 includes a 1 year contract term plus a 1 year renewal. Please provide clarify the Contractor requirements subsequent to recommendation at 5 months. A13 OGS prefers the project to be completed within five months. The additional time and optional renewal are available if unforeseen delays occur. Q14 Section 1.1 includes project completion at 5 months. Section 4.4 includes a 1 year contract term plus a 1 year renewal. Should the shorter period of performance be preference, is the State open to a robust team to complete this project? If the interest is in leveraging a small contractor team to reduce costs, is the State open to utilizing the 1 year option with potential renewal in place of the 5 month period of performance? A14 The expectation is to complete the project within five months and the renewals are optional at the State’s discretion. Q15 SDVOB and MWBE are referenced in this section. Is it expected that the bidding organization will partner with a business with one of these designations? Should bidders expect to receive award preference or additional points during evaluation for being or partnering with an SDVOB or MWBE? A15 No, there are no MWBE or SDVOB goals for this contract and no additional points will be given for being a MWBE or SDVOB. However, OGS strongly encourages bidders/contractors to consider MWBE’s and SDVOB’s in the fulfillment of the requirements of a contract. Q16 Is OGS PS open to bidders providing an Organizational Conflict of Interest plan to mitigate downstream issues and allow for teams within a vendor's organization to bid on work related to a new e-procurement system, including but not limited to RPA tools that can correct potential gaps inherent in the current contract writing system market? A16 Since designing actual scope for the future system is not required by this scope of work we do not anticipate any vendor being downstreamed from the actual implementation. However, vendors who are concerned about this conflict are welcome to provide a mitigation plan. Q17 We have a question about section 1.4: Minimum Qualifications and want to make sure we're interpreting the requirements correctly. It's required that a vendor be a part of this contractor list RFQ 2678 – Procurement Acquisition Support Services (https://www.naspovaluepoint.org/portfolio/procurement-acquisition-support-services-2019- 2024/), even though it states that New York is not one of the "participating addenda"? A17 Yes, New York State is able to participate with the Chief Procurement Officer’s approval. Q18 Does PS have any current Process maps for the processes covered by the RFQ? A18 OGS will provide all existing maps and documentation, however in most cases these are several years old and may need to be verified by the vendor. Any materials will be made available to the winning vendor. Q19 If so, what format are they in (value-stream, etc.) and how current are they? A19 All documents should be assumed to be in standard Microsoft office suite formats and not in project management or workflow management tools. Q20 How many processes are to be individually mapped? A20 It will be the vendor’s responsibility to determine the final number of processes, to be individually mapped, however OGS is maintaining at least 80 policy and procedure documents managing distinct parts of the solicitation process. Q21 Approximately how many job titles are involved in each of the subject processes? A21 OGS does not anticipate this to be relevant to the RFP task at hand. Titles do not accurately reflect the possible number of roles in the procurement modernization structure. OGS PS has over 15 titles, not counting our internal and external partners. Q22 Are there current decision matrices associated with each process? If so, how current are they? A22 There are no formal decisions matrices associated, but there is considerable operational baseline materials. Q23 Are there metrics currently associated with each process (Measures of Performance and/or Measures of effectiveness)? A23 No. Q24 Are any of the current software solutions proprietary? If so, will the vendor have access to them and all related material to complete the RFQ requirements? A24 Several of the software’s are custom configured and or proprietary. The third party integrations will require third party permissions for access. The selected vendor will need to identify what they need access to for requests to be submitted. Any software in OGS PS control will automatically provide access to the successful vendor. https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.naspovaluepoint.org%2Fportfolio%2Fprocurement-acquisition-support-services-2019-2024%2F&data=05%7C01%7CSonya.Stack%40ogs.ny.gov%7C46efe587ac1e47c082f708dadfa4eaa2%7Cf46cb8ea79004d108ceb80e8c1c81ee7%7C0%7C0%7C638068196668433816%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=sjxyN6f6Xj89y01L%2BVAQRC8wFgoBuXhZ7XlHhz7%2B3jw%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.naspovaluepoint.org%2Fportfolio%2Fprocurement-acquisition-support-services-2019-2024%2F&data=05%7C01%7CSonya.Stack%40ogs.ny.gov%7C46efe587ac1e47c082f708dadfa4eaa2%7Cf46cb8ea79004d108ceb80e8c1c81ee7%7C0%7C0%7C638068196668433816%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=sjxyN6f6Xj89y01L%2BVAQRC8wFgoBuXhZ7XlHhz7%2B3jw%3D&reserved=0 RFQ 2678 – Procurement Acquisition Support Services Q25 Are any of the current third party software that OGS PS uses solutions proprietary? If so, will the vendor have access to them and all related material to complete the RFQ requirements? A25 Refer to Answer A24. Q26 Will PS provide Subject Matter Experts to work with the vendor during process mapping and other related aspects? A26 Yes. Q27 What level of effort does PS envision its involvement will be in an interactive vendor approach to process mapping and related areas? For example, are PS personnel available for process mapping workshops or does PS desire all work be done by the contractor with minimum PS involvement? A27 The solicitation requires the vendor to identify how many resources the State will need to provide. Q28 How many PS stakeholders desire be engaged by the vendor? A28 The number of PS staff to be engaged should be proposed by the vendor. All other terms and conditions remain unchanged. If submitting a proposal, this Addendum No. 1 for RFQ No. 2678 must contain an original signature, be dated, attached to, and made a part of your proposal. Company Name Address (include City, State, Zip) Bidders Name (please print) Title Signature Date Request for Quote #2678 Solicited By New York State Office of General Services For Procurement Acquisition Support Services Issue Date: December 8, 2022 Bid Due Date: January 6, 2023 @ 2:00 PM Primary Designated Contact: Sonya Stack Phone: 518-486-7649 EMAIL: Sonya.Stack@ogs.ny.gov Alternate Designated Contacts: Paige Corning Phone: 518-474-8209 EMAIL: Paige.Corning@ogs.ny.gov Beth Maus Phone: 518-474-5981 EMAIL: Beth.Maus@ogs.ny.gov mailto:Sonya.Stack@ogs.ny.gov mailto:Paige.Corning@ogs.ny.gov mailto:Beth.Maus@ogs.ny.gov RFQ #2678 – Procurement Acquisition Support Services Page 2 of 31 Table of Contents 1. INTRODUCTION ........................................................................................................................ 4 1.1 Overview...................................................................................................................................... 4 1.2 Designated Contact ..................................................................................................................... 4 1.3 Key Events .................................................................................................................................. 5 1.4 Minimum Proposer Qualifications ............................................................................................... 5 1.5 Glossary of Terms ....................................................................................................................... 5 2. SCOPE OF WORK .................................................................................................................... 7 2.1 Organizational Profile .................................................................................................................. 7 2.1.1 Organizational Image ..................................................................................................... 7 2.2 Project Business Objectives ........................................................................................................ 7 2.3 Project Requirements .................................................................................................................. 8 2.4 Deliverables ............................................................................................................................... 11 2.4.1 Form and Acceptance of Deliverables ......................................................................... 12 2.5 Work Product and Confidentiality .............................................................................................. 13 2.6 Downstream Prohibition ............................................................................................................ 13 2.7 Contractors Compensatory Liability .......................................................................................... 13 3. QUOTE SUBMISSION .............................................................................................................. 14 3.1 RFQ Questions and Clarifications ............................................................................................. 14 3.2 Quote Format and Content........................................................................................................ 14 3.3 Quote Preparation ..................................................................................................................... 16 3.4 Packaging of RFQ Response .................................................................................................... 16 3.5 Instructions for Quote Submission ............................................................................................ 16 4. ADMINISTRATIVE INFORMATION ............................................................................................. 18 4.1 Issuing Office ............................................................................................................................. 18 4.2 Method of Award ....................................................................................................................... 18 4.3 Price .......................................................................................................................................... 18 4.4 Term of Contract ....................................................................................................................... 18 4.5 Method of Payment ................................................................................................................... 18 4.6 Electronic Payment ................................................................................................................... 19 4.7 Past Practice ............................................................................................................................. 19 4.8 Exceptions and Extraneous Terms ........................................................................................... 19 4.9 Dispute Resolution .................................................................................................................... 20 4.10 Debriefings ................................................................................................................................ 20 4.11 Examination of Contract Documents ......................................................................................... 20 4.12 Procurement Rights ................................................................................................................... 21 4.13 Rules of Construction ................................................................................................................ 22 5. CONTRACT CLAUSES AND REQUIREMENTS ............................................................................ 23 5.1 Appendix A / Order of Precedence ........................................................................................... 23 5.2 Summary of Policy and Prohibitions on Procurement Lobbying ............................................... 23 5.3 Tax and Finance Clause ........................................................................................................... 23 5.4 Freedom of Information Law / Trade Secrets ............................................................................ 24 RFQ #2678 – Procurement Acquisition Support Services Page 3 of 31 5.5 General Requirements .............................................................................................................. 24 5.6 Extent of Services ..................................................................................................................... 25 5.7 Termination ............................................................................................................................... 25 5.8 Participation Opportunities for New York State Certified Service-Disabled Veteran-Owned Businesses 26 5.9 New York State Vendor File Registration .................................................................................. 26 5.10 NYS Vendor Responsibility Questionnaire ................................................................................ 27 5.11 Ethics Compliance ..................................................................................................................... 28 5.12 Indemnification .......................................................................................................................... 28 5.13 Force Majeure ........................................................................................................................... 28 5.14 Encouraging Use of New York Businesses in Contract Performance ...................................... 28 5.15 Sexual Harassment Prevention ................................................................................................. 29 5.16 Information Security Breach ...................................................................................................... 29 5.17 Employee Information to be Reported by Certain Consultant Contractors ............................... 30 Appendix A.................. Standard Clauses for New York State Contracts RFQ Appendix B........... Federal Terms and Conditions RFQ Appendix C............Required Forms RFQ Appendix D........... Sample Contract RFQ Appendix E........... Insurance Requirements RFQ Appendix F........... MWBE and EEO Requirements Attachment 1.................Project Mapping and Engineering Phases Attachment 2.................Specifications for Existing Systems RFQ #2678 – Procurement Acquisition Support Services Page 4 of 31 1. Introduction 1.1 Overview The New York State Office of General Services (OGS) Procurement Services (PS) is moving from a paper- based procurement process to an end-to-end e-Procurement System. To facilitate this transition, OGS is seeking a vendor to first assess the existing processes and various State systems, and second present findings and provide recommendations on designing a future end-to-end e-Procurement system. Ideally, OGS would prefer this project to be completed within five months of contract award. 1.2 Designated Contact In compliance with the Procurement Lobbying Law, Sonya Stack, Contract Management Specialist I, NYS Office of General Services, Division of Financial Administration has been designated as the PRIMARY contact for this procurement solicitation and may be reached by email or voice for all inquiries regarding this solicitation. Sonya Stack, Contract Management Specialist I NYS Office of General Services Financial Administration / Agency Procurement Office 32nd Floor, Corning Tower Bldg., Empire State Plaza Albany, New York 12242 Phone: 1-518-486-7649 Email: Sonya.Stack@ogs.ny.gov In the event the designated contact is not available; the alternate designated contacts are: Paige Corning, Contract Management Specialist 2 NYS Office of General Services Financial Administration / Agency Procurement Office 32nd Floor, Corning Tower Bldg., Empire State Plaza Albany, New York 12242 Phone: 1-518-474-8209 Email: Paige.Corning@ogs.ny.gov Erin Datri, Director of Agency Procurement Office NYS Office of General Services Financial Administration / Agency Procurement Office 32nd Floor, Corning Tower Bldg., Empire State Plaza Albany, New York 12242 Voice: 1-518-474-5981 Email: erin.datri@ogs.ny.gov For inquires related specifically to Minority Women-Owned Business Enterprises (MWBE) provisions of this procurement solicitation, the designated contact is: Joshua Quiles, Compliance Specialist I Office of General Services / Office of Business Diversity / MWBE / SDVOB 29th Floor, Corning Tower Bldg., Empire State Plaza Albany, NY 12242 Voice: 1-518-408-0432 Email: OGS.sm.MWBE@ogs.ny.gov mailto:Sonya.Stack@ogs.ny.gov mailto:Paige.Corning@ogs.ny.gov mailto:Beth.Maus@ogs.ny.gov mailto:OGS.sm.MWBE@ogs.ny.gov RFQ #2678 – Procurement Acquisition Support Services Page 5 of 31 For inquires related specifically to Service-Disabled Veteran Owned Businesses (SDVOB) provisions of this procurement solicitation, the designated contact is: NYS Division of Service-Disabled Veterans’ Business Development Corning Tower, 32nd Floor, ESP Albany, NY 12242 Phone: 1-518-474-2015 Email: veteransdevelopment@ogs.ny.gov For inquiries related specifically to insurance requirements of this solicitation, contact: New York State Office of General Services Bureau of Risk and Insurance Management 32nd Floor, Corning Tower Bldg., Empire State Plaza Albany, New York 12242 Office 1-518-473-0310 Email: ogs.sm.insrev@ogs.ny.gov 1.3 Key Events The Table below outlines the schedule for important action dates. Event Date Time OGS Issues Request for Quote (RFQ) December 8, 2022 Deadline for Submission of Proposers Questions December 16, 2022 OGS Issues Response to Written Questions via addenda (estimated) December 23, 2022 Quote Due Date January 6, 2023 2:00 PM Contract Start Date Upon NYS OSC Approval 1.4 Minimum Proposer Qualifications Proposers bidding on this solicitation are advised that it is the State’s intent to ensure that only responsive, responsible, qualified and reliable Contractor(s) enter into a contract to perform the work as defined in this RFQ. The State considers the following qualifications to be a pre-requisite in order to be considered as qualified proposer for purposes of the solicitation. • The firm must be an awarded Contractor listed on the National Association of State Procurement Officials (NASPO), ValuePoint RFP; 18-002-SW and Procurement of Acquisition Support Services. 1.5 Glossary of Terms “Issuing Office” shall mean the Office of General Services Division of Financial Administration. “Contractor” shall mean a successful company awarded a contract pursuant to this RFQ. mailto:veteransdevelopment@ogs.ny.gov mailto:ogs.sm.insrev@ogs.ny.gov RFQ #2678 – Procurement Acquisition Support Services Page 6 of 31 “Request for Quote” or “RFQ” shall mean this document. The “State” shall mean The People of the State of New York, which shall also mean the New York State Office of General Services. “Commissioner” shall mean the Commissioner of General Services or duly authorized representative. “Proposer”, “Offeror” or “Bidder” shall mean any person, partnership, firm, corporation or other authorized entity submitting a bid to the State pursuant to this RFQ. RFQ #2678 – Procurement Acquisition Support Services Page 7 of 31 2. Scope of Work 2.1 Organizational Profile OGS Procurement Services (PS) is New York State’s central procurement office. PS is responsible for providing access to necessary commodities, services, and technology solutions to all authorized users. PS accomplishes this by managing approximately 1,500 contracts for goods and services required by our users. PS leverages various procurement methodologies including, centralized contracts, aggregate buys, strategic sourcing, filed requirements, piggybacking, and collaborative purchasing to support contracts with over 1,300 vendors, valued at approximately $29 billion and used by over 7,600 organizations. The OGS PS customer ecosystem is portrayed in the Section 2.1.1 – Organizational Image below. In addition to those partners pictured, PS interacts with NYS Department of State (DOS) Division of Corporations and Licensing and NYS Department of Labor (DOL) Bureau of Public Works. 2.1.1 Organizational Image 2.2 Project Business Objectives The project is being initiated to: A. Identify changes to improve current processes and systems B. Streamline the State’s procurement process to increase efficiencies through modernizing and standardizing solicitations and contract management throughout. C. Increase standardization across procurements - provide standard content, format, forms, documents, and terms and conditions. D. Provide relevant/actionable data analytics; provide reports on spend and contract use by all Authorized Users (AUs). RFQ #2678 – Procurement Acquisition Support Services Page 8 of 31 E. Streamline solicitations - create automated workflows to develop, publish, and award contracts faster, with less manpower, and with more work done by line level staff. F. Reduce training time for new procurement employees, authorized users, and vendors. G. Increase productivity - current employees will be re-focused on mission essential tasks. H. Enhance supplier participation, decrease missed opportunities and increase competition all in one system. I. Reduce vendor costs for public procurement participation. J. Increase vendor participation in NY state government procurements. K. Identify technologies to expedite contract development and procurements. L. Prevent fraud and provide increased oversight and transparency with an electronic transaction and procurement record. 2.3 Project Requirements The Contractor must: A. Assess the current process. 1. The Vendor will map all current processes, as outlined in Attachment 1, including but not limited to: a. A summary of each task and why the task is performed including, but not limited to, underlying statute, regulation, requirement by oversight agency, best practice, or to address specific concerns such as Executive Orders, NYS Procurement Council Guidelines, OGS policy, etc. b. Which job title performs the tasks currently and why, along with any other relevant information. c. Identify all third-party software(s) that are part of the current process and document dependencies, outputs, and workflows for ease of presentation to stakeholders for each task. 2. Identify each decision that contributes to the final solicitation methodology, including who made the decision, (by title) how was the decision made (including the research and information that drove the decision), when in the process was the decision made, and any other relevant findings associated with making the decision. Vendor will use existing documentation to begin the mapping process including, but not limited to, policies and procedures, historical maps and the specifications for existing systems. Such systems can be found in Attachment 2. a. Vendor will supplement existing documents by performing interviews with current staff and sample procurement records. 3. Current electronic processes a. In addition to all current workflows, OGS has made investments in current siloed solutions to leverage technology for a limited scope of tasks. Vendor will also map these technology solutions, and clearly define inputs and outputs. This deliverable(s) will inform questions during redesign. This will include all e-procurement tools identified