ADS EPMO Project Management

1 Department of Buildings and General Services Agency of Administration Office of Purchasing & Contracting 133 State Street, 5th Floor | Montpelier VT 05633-8000 802-828-2211 phone |802-828-2222 fax http://bgs.vermont.gov/purchasing SEALED BID REQUEST FOR PROPOSAL Enterprise Project Management Office Portfolio, Program, and Project Management Tool (3PMT) ISSUE DATE April 10, 2023 BIDDERS CONFERENCE April 18, 2023 – 2:00 PM (EST) Microsoft Teams meeting Join on your computer, mobile app, or room device Click here to join the meeting Meeting ID: 259 666 443 035 | Passcode: kJ4d3M Or call in (audio only) +1 802-552-8456,,573396394# | Phone Conference ID: 573 396 394# QUESTIONS DUE April 18, 2023 – 4:30 PM (EST) RFP RESPONSES DUE BY April 28, 2023 – 4:30 PM (EST) PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED WITH THIS RFP WILL BE POSTED AT:

href="http://www.bgs.state.vt.us/pca/bids/bids.php" target="_blank">http://www.bgs.state.vt.us/pca/bids/bids.php THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE ABOVE WEBPAGEFOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS ASSOCIATED WITH THIS RFP. STATE CONTACT: Kyle Emerson TELEPHONE: (802) 828-2210 E-MAIL: kyle.emerson@vermont.gov FAX: (802) 828-2222 Page 1 of 88 http://bgs.vermont.gov/purchasing https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjEzNmQzYjEtYTY0Yy00YmI2LWI2M2EtYjEwMTFhMjgxN2U3%40thread.v2/0?context=%7b%22Tid%22%3a%2220b4933b-baad-433c-9c02-70edcc7559c6%22%2c%22Oid%22%3a%22e9c8594c-2b62-404b-bdfa-93f9a464dcd2%22%7d tel:+18025528456,,573396394#%20 http://www.bgs.state.vt.us/pca/bids/bids.php mailto:kyle.emerson@vermont.gov 1. OVERVIEW: 1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Agency of Digital Services (hereinafter the “State”) is seeking to establish contracts with one or more companies that can provide a web-based Portfolio, Program, and Project Management Tool (3PMT). 1.2. CONTRACT PERIOD: Any Contract(s) arising from this RFP will be for a period of six years. The State anticipates the start date for such contract(s) will be June 2023. 1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed in writing to the State Contact listed on the front page of this RFP. Actual or attempted contact with any other individual from the State concerning this RFP is strictly prohibited and may result in disqualification. 1.4. BIDDERS’ CONFERENCE: A non-mandatory bidders’ conference will be held remotely at the date and time indicated on the front page of this RFP. 1.4.1. If there is a remote bidders’ conference, and call-in information is not provided on the front page of the RFP, all potential bidders may send an e-mail to the State Contact with Bidder’s firm and contact info and shall then be provided call-in details. 1.5. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of this RFP or wishing to comment on any requirement of the RFP must submit specific questions in writing no later than the deadline for question indicated on the first page of this RFP. Questions may be e-mailed to the point of contact on the front page of this RFP. Questions or comments not raised in writing on or before the last day of the question period are thereafter waived. At the close of the question period a copy of all questions or comments and the State's responses will be posted on the State’s web site http://www.bgs.state.vt.us/pca/bids/bids.php . Every effort will be made to post this information as soon as possible after the question period ends, contingent on the number and complexity of the questions. 1.6. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the State through the issuance of an Addendum to this RFP and posted online at http://www.bgs.state.vt.us/pca/bids/bids.php . Modifications from any other source are not to be considered. 2. DETAILED REQUIREMENTS/DESIRED OUTCOMES: 2.1. The State of Vermont is interested in obtaining bids to meet the following business need(s): The State Enterprise Project Management Office (EPMO) seeks a replacement for their project management tool. The current SaaS product the EPMO uses has functionality limitations and requires a fair amount of specialized overhead to maintain. The product is not cost effective and does not allow for an automated project intake process to allow for integration with business partners. A new tool needs to be sought to control costs and optimize the effectiveness and value of the State’s EPMO. The EPMO seeks a new Portfolio, Program, and Project Management Tool (3PMT) that can be configured to meet needs rather than a tool that requires customization which inevitably leads to specialized support to maintain the system. The current tool is highly customized, making it difficult, and expensive, to maintain due to needing dedicated programming support. The current solution does not meet the needs of the EPMO as the costs and support needed to update the system mean desired changes are not made. The EPMO is open to bidder suggestions for alternate approaches to current business processes to avoid customization in a new tool. The prohibitive cost for licenses has kept the current solution from being available to other State partners. For the EPMO to realize the greatest value from a new 3PMT, it needs to be accessible, in a cost-effective manner, by other State users involved in projects, including additional Agency of Digital Services staff (IT Directors, Leadership, and other project members) and partner Agency staff (project leads and sponsors). Page 2 of 88 http://www.bgs.state.vt.us/pca/bids/bids.php http://www.bgs.state.vt.us/pca/bids/bids.php The access required will range from read-only access for reports and dashboards to more broad data entry functionality. The State would like the new 3PMT to be able to automate our project intake and approval process. If this is not possible, the State will need the new 3PMT to interface with a system that could do this process, to eliminate the manual entry of project intake data into the system, a current pain point. The current tool does not allow for continued tracking of projects once the maintenance and operations (M&O) phase is reached. A new 3PMT could add significant value to the State by allowing the continued tracking of solutions in M&O through solution end of life. The current tool has limitations on tracking project value. There is currently no way to report on actuals versus estimates (schedule or costs) directly from the system. This means Project Managers must export actuals and estimates out of the system and then manually combine them in Excel to report monthly budgets to project teams, including calculating burndowns for staff time. The data needed is tracked in the current tool, but the modules are not relatable for reporting. Being able to track earned value, cost performance, and schedule performance directly from a new 3PMT would be a huge gain. Reporting is a shortcoming, in general, with the current tool, extending to resource planning as well. Resource management, in conjunction with the ability to track multiple work item types (ideas, service requests, and projects), is an area the EPMO is looking to gain functionality in with a new 3PMT. Resource planning and management is limited in the current system as we have no way to account for pipeline/ future work items (ideas). It is an EPMO priority to be able to not only track current allocations but conduct capacity planning and predictive analysis on future resource availability as we work with our partners on strategic planning and prioritization activities. In addition to supporting better resource management, the ability to track multiple work item types would increase the usability and value of a new 3PMT in other ways. New ideas for potential projects are currently captured and tracked manually. Resource needs are then manually added to system reports of current resource allocations. Having all of this data in one system and reportable at multiple levels (program, portfolio, EPMO-wide) would increase EPMO effectiveness and efficiency. Finally, highlighting that the State is looking for robust reporting capabilities out of a new 3PMT. Allowing for reporting across projects, programs, portfolios, and EPMO-wide on all of the data captured in the system. 2.2. The State of Vermont seeks to achieve the following Business Value(s): 2.2.1. Enterprise Alignment and Readiness: The replacement of the current EPMO 3PMT will result in lower costs and an improved system which meets the goals of the Governor and the Agency of Digital Services by making Vermont more affordable and modernizing IT applications. 2.2.2. Financial: Will allow the State the potential to better track investments spent in IT projects. 2.2.3. Customer Service Improvement: 2.2.3.1. The State EPMO will be better positioned to empower business partners with timely project data. 2.2.3.2. The solution will allow customers to submit ideas for IT solutions to solve their business problems. Data from the intake form will initiate an automated workflow for collecting data to inform the project management tool and provide visibility into progress from submittal of the idea through approval. Page 3 of 88 2.2.4. Technical Debt: By moving to a low/no code SaaS solution the EPMO will be saving money on an unsupportable application. 2.2.5. Compliance: The EPMO needs this to optimize compliance with statutory regulations. 2.3. Functional and Non-Functional Requirements 2.3.1. The State’s Functional and Non-Functional Requirements are provided in the attached State of Vermont Bidder Response Form (Attachment 7.2). 2.3.1.1. In addition to how the solution meets our functional requirements, please describe to the State what your solution offers “out of the box” (without customization), examples should include canned reports, canned dashboards, standardized templates, and project metrics. 2.3.1.2. The Non-Functional Requirements include requirements for the following categories: 2.3.1.2.1. Standard 2.3.1.2.2. Security 2.3.1.2.3. Data Compliance: Solutions must adhere to applicable State and Federal standards, policies, and laws. The Bidder Response Form includes a table of data types and their applicable State and Federal standards, policies, and laws. The boxes in the table that are checked are the ones that are applicable to this procurement. 3. GENERAL REQUIREMENTS: 3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs that Bidder wishes the State to consider must be submitted for consideration. If applicable, all equipment pricing is to include F.O.B. delivery to the ordering facility. No request for extra delivery cost will be honored. All equipment shall be delivered assembled, serviced, and ready for immediate use, unless otherwise requested by the State. 3.1.1. Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy submitted by Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the full spectrum of materials and/or services required. 3.1.2. Cooperative Agreements. Bidders that have been awarded similar contracts through a competitive bidding process with another state and/or cooperative are welcome to submit the pricing in response to this solicitation. 3.1.3. Retainage. In the discretion of the State, a contract resulting from this RFP may provide that the State withhold a percentage of the total amount payable for some or all deliverables, such retainage to be payable upon satisfactory completion and State acceptance in accordance with the terms and conditions of the contract. 3.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select the Bidder(s) as may be determined to be in the best interest of the State and consistent with the goals and performance requirements outlined in this RFP. The State of Vermont reserves the right to obtain clarification or additional information necessary to properly evaluate a proposal. Failure of bidder to respond to a request for additional information or clarification could result in rejection of that bidder's proposal. To secure a project that is deemed to be in the best interest of the State, the State reserves the right to accept or reject any and all bids, in whole or in part, with or without cause, and to waive technicalities in submissions. The State also reserves the right to make purchases outside of the awarded contracts where it is deemed in the best interest of the State. 3.2.1. Best and Final Offer (BAFO). At any time after submission of Responses and prior to the final selection of Bidder(s) for Contract negotiation or execution, the State may invite Bidder(s) to provide a BAFO. The state reserves the right to request BAFOs from only those Bidders that meet the Page 4 of 88 minimum qualification requirements and/or have not been eliminated from consideration during the evaluation process. 3.2.2. Presentation. An in-person or webinar presentation by the Bidder may be required by the State if it will help the State’s evaluation process. The State will factor information presented during presentations into the evaluation. Bidders will be responsible for all costs associated with providing the presentation. 3.3. WORKER CLASSIFICATION COMPLIANCE REQUIREMENTS: In accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), Bidders must comply with the following provisions and requirements. 3.3.1. Self-Reporting: For bid amounts exceeding $250,000.00, Bidder shall complete the appropriate section in the attached Certificate of Compliance for purposes of self-reporting information relating to past violations, convictions, suspensions, and any other information related to past performance relative to coding and classification of workers. The State is requiring information on any violations that occurred in the previous 12 months. 3.3.2. Subcontractor Reporting: For bid amounts exceeding $250,000.00, Bidders are hereby notified that upon award of contract, and prior to contract execution, the State shall be provided with a list of all proposed subcontractors and subcontractors’ subcontractors, together with the identity of those subcontractors’ workers compensation insurance providers, and additional required or requested information, as applicable, in accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54). This requirement does not apply to subcontractors providing supplies only and no labor to the overall contract or project. This list MUST be updated and provided to the State as additional subcontractors are hired. A sample form is available online at http://bgs.vermont.gov/purchasing-contracting/forms. The subcontractor reporting form is not required to be submitted with the bid response. 3.4. EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE PROCUREMENTS: For bid amounts exceeding $25,000.00 Bidders are requested to complete the Climate Change Considerations in State Procurements Certification, which is included in the Certificate of Compliance for this RFP. After consideration of all relevant factors, a bidder that demonstrates business practices that promote clean energy and address climate change as identified in the Certification, shall be given favorable consideration in the competitive bidding process. Such favorable consideration shall be consistent with and not supersede any preference given to resident bidders of the State and/or products raised or manufactured in the State, as explained in the Method of Award section. But such favorable consideration shall not be employed if prohibited by law or other relevant authority or agreement. 3.5. METHOD OF AWARD: Awards will be made in the best interest of the State. The State may award one or more contracts and reserves the right to make additional awards to other compliant bidders at any time if such award is deemed to be in the best interest of the State. All other considerations being equal, preference will be given first to resident bidders of the state and/or to products raised or manufactured in the state, and then to bidders who have practices that promote clean energy and address climate change, as identified in the applicable Certificate of Compliance. 3.5.1. Evaluation Criteria: Consideration shall be given to the Bidder’s project approach and methodology, qualifications and experience, ability to provide the services within the defined timeline, cost, and/or success in completing similar projects, as applicable, and to the extent specified below. Ref # Evaluation Criteria Weighting 1 Bidder Profile: Experience, Financial Strength, References (Bidder Response Form Part 1) 10% Page 5 of 88 2 Bidder Proposal/Solution and ability to meet the State’s Functional and Non-Functional Requirements (Bidder Response Form Parts 2 – 4) 30% 3 Professional Implementation Services: Project Management and Technical services (Bidder Response Form Parts 5 and 6) 15% 4 Maintenance and Support Services (Bidder Response Form Part 7) 15% 5 Pricing: includes licensing, maintenance, and warranty (Bidder Response Form Part 8) 25% 6 Bidder Demonstration 5% 7 Acceptance of State Terms and Conditions Pass/Fail 8 Adherence to Mandatory Bidding Requirements Pass/Fail Total 100% 3.6. CONTRACT NEGOTIATION: Upon completion of the evaluation process, the State may select one or more bidders with which to negotiate a contract, based on the evaluation findings and other criteria deemed relevant for ensuring that the decision made is in the best interest of the State. In the event State is not successful in negotiating a contract with a selected bidder, the State reserves the option of negotiating with another bidder, or to end the proposal process entirely. 3.7. COST OF PREPARATION: Bidder shall be solely responsible for all expenses incurred in the preparation of a response to this RFP and shall be responsible for all expenses associated with any presentations or demonstrations associated with this request and/or any proposals made. 3.8. CONTRACT TERMS: The selected bidder(s) will be expected to sign a contract with the State, including the Standard Contract Form and Attachment C as attached to this RFP for reference. If IT Attachment D is included in this RFP, terms may be modified based upon the solution proposed by the Bidder, subject to approval by the Agency of Digital Services. 3.8.1. Business Registration. To be awarded a contract by the State of Vermont a bidder (except an individual doing business in his/her own name) must be registered with the Vermont Secretary of State’s office https://sos.vermont.gov/corporations/registration/and must obtain a Contractor’s Business Account Number issued by the Vermont Department of Taxes http://tax.vermont.gov/ . 3.8.2. The contract will obligate the bidder to provide the services and/or products identified in its bid, at the prices listed. 3.8.3. Payment Terms. Percentage discounts may be offered for prompt payments of invoices; however, such discounts must be in effect for a period of 30 days or more in order to be considered in making awards. 3.8.4. Quality. If applicable, all products provided under a contract with the State will be new and unused, unless otherwise stated. Factory seconds or remanufactured products will not be accepted unless specifically requested by the purchasing agency. All products provided by the contractor must meet all federal, state, and local standards for quality and safety requirements. Products not meeting these standards will be deemed unacceptable and returned to the contractor for credit at no charge to the State. 3.9. DEMONSTRATION: An in-person or webinar demonstration by the Bidder may be required by the State if it will help the State’s evaluation process. The State will factor information presented during demonstrations into the evaluation. Bidder will be responsible for all costs associated with the providing the demonstration. 3.10. INDEPENDENT REVIEW: Certain State information technology projects require independent expert review as described under 3 V.S.A. § 3303(d). Such review, if applicable, will inform the State’s decision to award any contract(s) resulting from this RFP. Page 6 of 88 https://sos.vermont.gov/corporations/registration/ http://tax.vermont.gov/ 4. CONTENT AND FORMAT OF RESPONSES: The content and format requirements listed below are the minimum requirements for State evaluation. These requirements are not intended to limit the content of a Bidder’s proposal. Bidders may include additional information or offer alternative solutions for the State’s consideration. However, the State discourages overly lengthy and costly proposals, and Bidders are advised to include only such information in their response as may be relevant to the requirements of this RFP. 4.1. The bid should include a Cover Letter and Technical Response and Price Schedule. 4.2. COVER LETTER: 4.2.1. Confidentiality. To the extent your bid contains information you consider to be proprietary and confidential, you must comply with the following requirements concerning the contents of your cover letter and the submission of a redacted copy of your bid (or affected portions thereof). 4.2.2. All responses to this RFP will become part of the contract file and will become a matter of public record under the State’s Public Records Act, 1 V.S.A. § 315 et seq. (the “Public Records Act”). If your response must include material that you consider to be proprietary and confidential under the Public Records Act, your cover letter must clearly identify each page or section of your response that you consider proprietary and confidential. Your cover letter must also include a written explanation for each marked section explaining why such material should be considered exempt from public disclosure in the event of a public records request, pursuant to 1 V.S.A. § 317(c), including the prospective harm to the competitive position of the bidder if the identified material were to be released. Additionally, you must include a redacted copy of your response for portions that are considered proprietary and confidential. Redactions must be limited so that the reviewer may understand the nature of the information being withheld. It is typically inappropriate to redact entire pages, or to redact the titles/captions of tables and figures. Under no circumstances may your entire response be marked confidential, and the State reserves the right to disqualify responses so marked. 4.2.3. Exceptions to Contract Terms and Conditions. If a Bidder wishes to propose an exception to any terms and conditions set forth in the Standard Contract Form and its attachments, such exceptions must be included in the cover letter to the RFP response. Failure to note exceptions when responding to the RFP will be deemed to be acceptance of the State contract terms and conditions. If exceptions are not noted in the response to this RFP but raised during contract negotiations, the State reserves the right to cancel the negotiation if deemed to be in the best interests of the State. Note that exceptions to contract terms may cause rejection of the proposal. 4.3. TECHNICAL RESPONSE. In response to this RFP, a Bidder shall: 4.3.1. Provide details concerning your form of business organization, company size and resources. 4.3.2. Describe your capabilities and particular experience relevant to the RFP requirements. 4.3.2.1. Identify all current or past State projects. 4.3.3. Identify the names of all subcontractors you intend to use, the portions of the work the subcontractors will perform, and address the background and experience of the subcontractor(s), as per RFP section 4.3.2 above. 4.4. REFERENCES. Provide the names, addresses, and phone numbers of at least three companies with whom you have transacted similar business in the last 12 months. You must include contact names who can talk knowledgeably about performance. 4.5. REPORTING REQUIREMENTS: Provide a sample of any reporting documentation that may be applicable to the Detailed Requirements of this RFP. 4.6. PRICE SCHEDULE: Bidders shall submit their pricing information in the Price Schedule, within the Bidders Response Form, attached to the RFP. Page 7 of 88 4.7. CERTIFICATE OF COMPLIANCE: This form must be completed and submitted as part of the response for the proposal to be considered valid. 4.8. STATE OF VERMONT BIDDER RESPONSE FORM: This form must be completed and submitted as part of the response for the proposal to be considered valid. The State of Vermont Bidder Response Form provides a standard format and content for bidder proposals. When required, this form will prompt Bidders to supply the information required in the above RFP sections 4.3 through 4.7. Note: In addition to completing the State of Vermont Bidder Response Form, Bidders are required to provide the specific attachments that are described within the Bidder Response Form. 5. SUBMISSION INSTRUCTIONS: 5.1. CLOSING DATE: Bids must be received by the State by the due date specified on the front page of this RFP. Late bids will not be considered. 5.1.1. The State may, for cause, issue an addendum to change the date and/or time when bids are due. If a change is made, the State will inform all bidders by posting at the webpage indicated on the front page of this RFP. 5.1.2. There will not be a public bid opening. However, the State will record the name, city and state for any and all bids received by the due date. This information will be posted as promptly as possible following the due date online at: https://bgs.vermont.gov/content/opc-bid-tabulation-sheets-0 . Bidders are hereby notified to review the information posted after the bid opening deadline to confirm receipt of bid by the State. Any bidder that submitted a bid, and is not listed on the bid tabulation sheet, shall promptly notify the State Contact listed on the front page of this RFP. Should a bidder fail to notify the State Contact listed on the front page of this RFP within two weeks of posting the bid tabulation sheet, the State shall not be required to consider the bid. 5.2. STATE SECURITY PROCEDURES: Please be advised extra time will be needed when visiting and/or delivering information to State of Vermont offices. All individuals visiting State offices must present a valid government issued photo ID when entering the facility. 5.2.1. State office buildings may be locked or otherwise closed to the public. If this RFP permits hand delivery of bids, delivery instructions will be posted at the entrance to the State facility. Any delay caused by State Security Procedures will be at the bidder’s own risk. 5.3. BID DELIVERY INSTRUCTIONS: 5.3.1. ELECTRONIC: Only emailed bids will be accepted. 5.3.1.1. E-MAIL BIDS. Emailed bids will be accepted. Bids will be accepted via email submission to SOV.ThePathForward@vermont.gov. Bids must consist of a single email with a single, digitally searchable PDF attachment containing all components of the bid. Multiple emails and/or multiple attachments will not be accepted. There is an attachment size limit of 40 MB. It is the Bidder’s responsibility to compress the PDF file containing its bid, if necessary, to meet this size limitation. 6. BID SUBMISSION CHECKLIST:  Required Number of Copies  Cover Letter  Redacted Technical Response, if applicable Page 8 of 88 https://bgs.vermont.gov/content/opc-bid-tabulation-sheets-0 mailto:SOV.ThePathForward@vermont.gov  State of Vermont Bidder Response Form and Attachments o Technical Response (included in Bidder Response Form) o References (included in Bidder Response Form) o Price Schedule (included in Bidder Response Form) o Certificate of Compliance (included in Bidder Response Form) 7. ATTACHMENTS: 7.1. Worker Classification Compliance Requirement; Subcontractor Reporting Form 7.2. State of Vermont Bidder Response Form 7.3. Standard State Contract with its associated attachments, including but not limited to, Attachment C: Standard State Provisions for Contracts and Grants (December 15, 2017) 7.4. Legislative Annual Report Key 7.5. Work Item Process Flow 7.6. Architecture Diagram Page 9 of 88 RFP/PROJECT: DATE: SUBCONTRACTOR REPORTING FORM This form must be completed in its entirety and submitted prior to contract execution and updated as necessary and provided to the State as additional subcontractors are hired. The Department of Buildings and General Services in accordance with Act 54, Section 32 of the Acts of 2009 and for total project costs exceeding $250,000.00 requires bidders to comply with the following provisions and requirements. Contractor is required to provide a list of subcontractors on the job along with lists of subcontractor’s subcontractors and by whom those subcontractors are insured for workers’ compensation purposes. Include additional pages if necessary. This is not a requirement for subcontractor’s providing supplies only and no labor to the overall contract or project. Subcontractor Insured By Subcontractor’s Sub Insured By Date: Name of Company: Contact Name: Address: Title: Phone Number: E-mail: Fax Number: By: Name: Failure to adhere to Act 54, Section 32 of the Acts of 2009 and submit Subcontractor Reporting: Worker Classification Compliance Requirement will constitute non-compliance and may result in cancellation of contract and/or forfeiture of future bidding privileges until resolved. Send Completed Form to: Office of Purchasing & Contracting 133 State Street, 5th Floor Montpelier, VT 05633-8000 Page 10 of 88 State of Vermont Bidder Response Form Request for Proposal Name: Enterprise Project Management Office Portfolio, Program, and Project Management Tool (3PMT) Page 11 of 88 State of Vermont Bidder Response Form Page | 2 State of Vermont Enterprise Project Management Office 07/28/2022 Vendor Instructions: Provide the information requested in this form and submit it to the State of Vermont as part of your Request for Proposal (RFP) response. All answers must be provided within the form unless otherwise specified. Important: This form must be completed and submitted in response to this RFP for your proposal to be considered valid. The submission must also include the eight (8) additional artifacts requested within this form (denoted by underlined green font). See the RFP for full instructions for submitting a bid. Bids must be received by the due date and at the location specified on the cover page of the RFP. Direct any questions you have concerning this form or the RFP to: Kyle Emerson, Technology Procurement Administrator State of Vermont Office of Purchasing & Contracting 133 State Street, 5th Floor Montpelier VT 05633-8000 E-mail Address: SOV.ThePathForward@vermont.gov Page 12 of 88 mailto:SOV.ThePathForward@vermont.gov State of Vermont Bidder Response Form Page | 3 State of Vermont Enterprise Project Management Office 07/28/2022 Part 1: VENDOR PROFILE 1. Complete the table below. Item Detail Company Name: [insert the name that you do business under] Physical Address: [if more than one office – put the address of your head office] Postal Address: [e.g. P.O Box address] Business Website: [url address] Type of Entity (Legal Status): [sole trader/partnership/limited liability company or specify other] Primary Contact: [name of the person responsible for communicating with the Buyer] Title: [job title or position] Email Address: [email] Phone Number: [landline] Fax Number: [fax] 2. Provide a brief overview of your company including number of years in business, number of employees, nature of business, and description of clients. Identify any parent corporation and/or subsidiaries. 3. Is your organization currently or has it previously provided solutions and/or services to any agency or entity of the Vermont State government? If so, name the State entity, the solution and/or services provided, and the dates. Page 13 of 88 State of Vermont Bidder Response Form Page | 4 State of Vermont Enterprise Project Management Office 07/28/2022 4. Provide a Financial Statement* for your company and label it Attachment #1. A confidentiality statement may be included if this financial information is considered non-public information. This requirement can be filled by:  A current Dun and Bradstreet Report that includes a financial analysis of the firm;  An Annual Report if it contains (at a minimum) a Compiled Income Statement and Balance Sheet verified by a Certified Public Accounting firm; or  Tax returns and financial statements including income statements and balance sheets for the most recent 3 years, and any available credit reports. *Some types of procurements may require bidders to provide additional or specific financial information. Any such additional requirements will be clearly identified and explained within the RFP, and may include supplemental forms in addition to this Bidder Response Form. 5. Disclose any judgments, pending or expected litigation, or other real potential financial reversals, which might materially affect the viability or stability of your company or indicate below that no such condition is known to exist. 6. Provide a list of three references similar in size and industry (preferably another governmental entity). References shall be clients who have implemented your Solution within the past 48 months. Reference 1 Detail Reference Company Name: [insert the name that you do business under] Company Address: [address] Type of Industry: [industry type: e.g., government, telecommunications, etc.] Contact Name: [if applicable] Contact Phone Number: [phone] Contact Email Address: [email] Description of system(s) implemented: [description] Page 14 of 88 State of Vermont Bidder Response Form Page | 5 State of Vermont Enterprise Project Management Office 07/28/2022 Date of Implementation: [date] Reference 2 Detail Reference Company Name: [insert the name that you do business under] Company Address: [address] Type of Industry: [industry type: e.g., government, telecommunications, etc.] Contact Name: [if applicable] Contact Phone Number: [phone] Contact Email Address: [email] Description of system(s) implemented: [description] Date of Implementation: [date] Reference 3 Detail Reference Company Name: [insert the name that you do business under] Company Address: [address] Type of Industry: [industry type: e.g., government, telecommunications, etc.] Contact Name: [if applicable] Contact Phone Number: [phone] Contact Email Address: [email] Page 15 of 88 State of Vermont Bidder Response Form Page | 6 State of Vermont Enterprise Project Management Office 07/28/2022 Description of system(s) implemented: [description] Date of Implementation: [date] Page 16 of 88 State of Vermont Bidder Response Form Page | 7 State of Vermont Enterprise Project Management Office 07/28/2022 PART 2: VENDOR PROPOSAL/SOLUTION 1. Provide a description of the technology solution you are proposing. 2. Provide a description of the capabilities of the technology solution you are proposing. 3. If a proprietary software is being proposed, provide a description of the: A. Standard features and functions of the software: B. The software licensing requirements for the solution: C. The standard performance levels:  Hours of system availability:  System response time:  Maximum number of concurrent users:  Other relevant performance level information: 4. Give a brief description of the evolution of the system/software solution you are proposing. Include the date of the first installed site and major developments which have occurred (e.g. new versions, new modules, specific features). 5. List the total number of installations in the last 3 years by the year of installation. 6. Provide the total number of current users for the proposed system and indicate what version they are using. 7. Have you implemented the proposed solution for other government entities? If so, tell us who, when, and how that implementation went? 8. Provide a Road Map that outlines the company’s short term and long term goals for the proposed solution/software and label it Attachment #2. 9. Provide a PowerPoint (minimum of 1 slide and maximum of 10 slides) that provides an Executive level summary of your proposal to the State. Label it Attachment #3. Page 17 of 88 State of Vermont Bidder Response Form Page | 8 State of Vermont Enterprise Project Management Office 07/28/2022 10. Does your proposed solution include any warranties? If so, describe them and provide the warranty periods. 11. Describe any infrastructure, equipment, network or hardware required to implement and/or run the solution. 12. What is your recommended way to host this solution? 13. Describe how your solution can be integrated to other applications and if you offer a standard-based interface to enable integrations. 14. Respond to the following questions about the solution being proposed: Vendor Response/Explanation Question Yes or No A. Does the solution use Service Oriented Architecture for integration? B. Does the solution use a Rules Engine for business rules? C. Does the solution use any Master Data Management? D. Does the solution use any Enterprise Content Management software? E. Does the solution use any Case Management software? F. Does the solution use any Business Intelligence software? G. Does the solution use any Database software? H. Does the solution use any Business Process Management software? I. Is this a browser-based solution and if so what browsers do you support? J. Does the solution include an API for integration? Page 18 of 88 State of Vermont Bidder Response Form Page | 9 State of Vermont Enterprise Project Management Office 07/28/2022 PART 3: FUNCTIONAL REQUIREMENTS The table below lists the State’s Functional Requirements. Indicate the “Availability” for each requirement for your proposed solution. Use the “Vendor Comments” column to provide any additional information or explanations. A - Feature is available in the core (“out-of-the-box”) solution. D - Feature is currently under development (indicate anticipated date of availability in the Vendor comments column). C - Feature is not available in the core solution, but can provided with customization. N - Feature is not available. Glossary of Terms for Functional Requirements Term Definition Actual Costs Actual invoiced costs that will match the budgeted cost line items on the IT ABC Form. ADO Azure DevOps Approved Project Has a signed IT ABC Form. Budget State fiscal year (SFY) amounts budgeted to cover Estimates, may be divided between State and/or Federal funds. DDI Design, Development, and Implementation. A DDI project involves the creation and/or implementation of a new IT solution. EPMO Enterprise Project Management Office ERP Enterprise Resource Planning Estimates Costs estimates from an executed IT ABC Form. Idea Initial concept that needs to be tracked, no formal approval. IT ABC Form IT Activity Business Case & Cost Analysis (IT ABC) Form. Formal approval step for IT activities/projects that are expected to have lifecycle costs over $100K or that involve protected data. M&O Maintenance and Operations. An M&O project involves updating an existing system like an enhancement or a version upgrade. PM Staff Project Manager, Program Manager, Portfolio Manager, and EPMO Director Resource People/staff Service Request A signed Service Request allocates funding for resources for an IT activity that does not require an IT ABC form. Work Item Approved Project, Service Request, or Idea. Page 19 of 88 State of Vermont Bidder Response Form Page | 10 State of Vermont Enterprise Project Management Office 07/28/2022 Priority Key: 1 = Need, 2 = Want, 3 = Wish, 4 = Future ID # Feature Description Priority Availability Vendor Comments 327 Dashboards As PM Staff, I want to personalize dashboards so that I can have visuals on how a project, program, portfolio, or the entire EPMO is performing. 1 328 Dashboards As PM Staff, I want to configure the graphical dashboards with any available reports, so that I can have visual representations of my reports across a project, program, portfolio, or the entire EPMO. 1 364 Idea As EPMO Leadership and IT Director, I want collaboration capabilities between the EPMO and the IT Director on an idea, so that all the appropriate information is collected in the system. 1 365 Idea As EPMO Leadership and IT Director, I want the system to identify, track, and manage an idea, so that there is a repository of all items that will potentially turn into a project. 1 377 Legislative Report As a Portfolio Manager and EPMO Director, I want to indicate what projects are included in the legislative report by editable indicators so that the chosen projects are on the report. 1 317 Program Reporting As PM Staff, I need to have individual project statuses (red, yellow, green) roll up to program, portfolio, and EPMO wide status levels, so that EPMO leadership can view health holistically. 1 Page 20 of 88 State of Vermont Bidder Response Form Page | 11 State of Vermont Enterprise Project Management Office 07/28/2022 ID # Feature Description Priority Availability Vendor Comments 361 Project Change Control As PM Staff, I want the system to manage change requests (create, add, delete, edit, save, share change logs), so that these actions are in the system. Document/Template Sample Link: https://digitalservices.vermont.gov/sites/emp/files/do c_library/Change_Request_Form.docx 1 351 Project Close Out As PM Staff, I want the system to have a workflow that covers all the fields that need to be set to the end state to achieve closeout of the project in the system, so project closeout is achieved in the system. Document/Template Sample Link: https://digitalservices.vermont.gov/sites/digitalservice s/files/doc_library/ADS_IT_Service_Request_and_App roval_Form%20rev.%2008.25.22_0.xlsx 1 355 Project Close Out As PM Staff, I want, at a minimum, final effort hours, contractor costs, and signoffs, and all standard practice closeout data fields included in the closeout report 1 344 Project Financials & Tracking As PM Staff, I want to input work item cost estimates and actual costs and conduct a comparison, so that I can see the deviation from estimates to actuals. have the estimates in the system to track project costs. 1 345 Project Financials & Tracking As PM Staff, I want to enter actual costs from invoices and be able to enter costs by resource and deliverable to match the project initiation cost categories (current IT ABC form), so that both estimates and actuals are in the system and comparable. 1 346 Project Financials & Tracking As PM Staff, I want the system to calculate the remaining hours against the estimated/approved hours, so that I can see how many hours are left for each resource. 1 Page 21 of 88 https://digitalservices.vermont.gov/sites/emp/files/doc_library/Change_Request_Form.docx https://digitalservices.vermont.gov/sites/emp/files/doc_library/Change_Request_Form.docx https://digitalservices.vermont.gov/sites/digitalservices/files/doc_library/ADS_IT_Service_Request_and_Approval_Form%20rev.%2008.25.22_0.xlsx https://digitalservices.vermont.gov/sites/digitalservices/files/doc_library/ADS_IT_Service_Request_and_Approval_Form%20rev.%2008.25.22_0.xlsx https://digitalservices.vermont.gov/sites/digitalservices/files/doc_library/ADS_IT_Service_Request_and_Approval_Form%20rev.%2008.25.22_0.xlsx State of Vermont Bidder Response Form Page | 12 State of Vermont Enterprise Project Management Office 07/28/2022 ID # Feature Description Priority Availability Vendor Comments 347 Project Financials & Tracking As PM Staff, I want all systems data exportable in a printable format, so that I can share data with various stakeholders 1 348 Project Financials & Tracking As PM Staff, I want the solution to include earned value management (be able to calculate earned value, schedule performance index, cost performance index) and be available for inclusion in multiple reports, so that I can track the earned value of work items. 1 349 Project Financials & Tracking As PM Staff, I want to see the full financial picture through the lifecycle of projects and service requests, such as what was spent, the timeline and more, so that I can understand the complete project financial picture. 1 350 Project Financials & Tracking As PM Staff, I want to relate budget/estimates to actuals by resource, so that I can track resource burndown. 1 390 Project Initiation As PM Staff, I want to integrate with the State of Vermont's IT ABC form/project initiation solution [if this solution can not handle project initiation] to include project data collection in specified workflows, so that I can capture that project initiation data without having to do additional data entry. 1 342 Project Prioritization As EPMO Leadership and IT Director, I want to prioritize and reprioritize work items at multiple levels (program, portfolio, Agency, Division, and EPMO- wide), so that I can adjust priorities as needed. 1 312 Project Reporting As PM Staff, I want the system to automate the data points to populate project performance (earned value, schedule performance index, cost performance index, estimate to complete) for status reports, so that the EPMO can better communicate project performance to business partners. 1 Page 22 of 88 State of Vermont Bidder Response Form Page | 13 State of Vermont Enterprise Project Management Office 07/28/2022 ID # Feature Description Priority Availability Vendor Comments 313 Project Reporting As PM Staff, I want data entered in the system to be useable throughout the system without reentering the data, so that I don't have to do duplicate data entry. 1 314 Project Reporting As PM Staff, I want unlimited characters, and the ability to format text for reports output, so that the reports are clean and easy to read when exported. 1 315 Project Reporting As PM Staff, I want the system to pull data from anywhere in the system while still allowing free text to be added to create certain reports such as status and closeout reports, so that I can customize the information in those reports. 1 318 Project Reporting As PM Staff, I want the system to have analytic capabilities, either native to the system or through integration with Power BI, so that I can monitor how a project, program or portfolio is performing. 1 319 Project Reporting As PM Staff, I want to create a risk log with the ability to track risks and issues at the Portfolio, Program, and Project levels, so that I can have a view of the risks effecting each area. 1 320 Project Reporting As PM Staff, I want to create a decision log, with the ability to track and document project decisions, so that my project has a record of decisions that are made. 1 321 Project Reporting As PM Staff, I want risk assessments to include probability, severity, and area impact along with an average risk calculator for a work item, so that a its risk is properly assessed and documented. 1 323 Project Reporting As PM Staff, I want to update the parameters on a standard report to filter it for my projects, program, or 1 Page 23 of 88 State of Vermont Bidder Response Form Page | 14 State of Vermont Enterprise Project Management Office 07/28/2022 ID # Feature Description Priority Availability Vendor Comments portfolio, so that I can save reports specific to my needs. 324 Project Reporting As PM Staff and the BA Supervisor, I want the system to export reports into other formats such as Excel and PDF, so that I can share the report with project stakeholders. 1 325 Project Reporting As PM Staff, I want to update the project initiation data in the system after a project or service request has been approved, so that information remains current through the life of the project. 1 326 Project Reporting As the EPMO Leadership, I want to create ad hoc and standard reports compiled from data across the system (i.e. risk/issue, allocations, financial, etc.), so that the EMPO has flexibility in creating reports. 1 359 Project Reporting As PM Staff, I want the system to capture work item data that I can export and merge into templates, so that I can generate the documents I need from the system data. 1 310 Project Reporting As PM Staff, I want to generate, create, edit, add, delete, and share project status reports, so that I can communicated the status of a project to various stakeholders. 1 329 Project Resource Management As PM Staff and BA Supervisor, I want to see and manage staff allocations at multiple levels (personal level, project level, program level, portfolio level, and EPMO wide), so that managers can see where staff is allocated. 1 330 Project Resource Management As PM Staff and BA Supervisor, I want to distinguish between EPMO and contracted resources, so that managers can see where their resources are coming from. 1 Page 24 of 88 State of Vermont Bidder Response Form Page | 15 State of Vermont Enterprise Project Management Office 07/28/2022 ID # Feature Description Priority Availability Vendor Comments 331 Project Resource Management As EPMO Leadership and IT Director, I want to flag and report unmet resource demands at all levels (PM/BA, Program, Portfolio, and EPMO), so resource gaps are easily identified. 1 332 Project Resource Management As PM Staff and BA Supervisor, I want the solution to include resource management allocation functionality, including by FTE (full time employee) percentage and by hours throughout the life of the project by week or month, so that I can monitor how much time is left for each resource. 1 333 Project Resource Management As EPMO Leadership, I want the solution to include capacity planning across all work items, including the ability to identify a resource's current and future assignments and allocations and unassigned availability, so that I can project resource usage and needs. 1 337 Project Resource Management As EPMO Leadership, I want the solution to allow for allocation of resources against any work item type (idea, service request, or project), so that I can account for resource allocations against current and future work. 1 338 Project Resource Management As EPMO Leadership, I want the solution track resource estimates and resource actuals, so that I can see resource burndown. 1 386 Project Resource Management As PM Staff, I want to track unmet and unassigned resource needs for work items, so that I know and inform others when resources are needed. 1 356 Project Schedule As PM Staff , I want the solution to create and manage the project schedule with the equivalent functionality of MS Project or allow for import and export of schedule data, so that the project schedule is shareable to stakeholders. 1 Page 25 of 88 State of Vermont Bidder Response Form Page | 16 State of Vermont Enterprise Project Management Office 07/28/2022 ID # Feature Description Priority Availability Vendor Comments 357 Project Schedule As PM Staff, I want to display projects visually on a timeline at the portfolio, program, project, and/or EPMO level, so that I can see and communicate visual timelines. 1 335 Project Work Item As EPMO Leadership and IT Director, I want the solution to enforce required fields, so that critical work item information is not missing. 1 336 Project Work Item As EPMO Leadership, I want the solution to manage multiple work item types (ideas, service requests, and projects), so that all work is captured and tracked in the system. 1 370 Service Request As EPMO Leadership and IT Director, I want to initiate and manage a service request, so that I account for resources needed. Link to the current Service Request Form: 1 374 Service Request As EPMO Leadership and BA Supervisor, I want to the Service Request to allow for resource management allocation, so that I can track the resources that are assigned to the Service Request. 1 375 Service Request As EPMO Leadership and BA Supervisor, I want to allow for Service Request status reporting, so that I can report on the status of Service Requests. 1 387 Active Directory As PM Staff, I want the system to integrate with the State of Vermont's Active Directory (AD), so that when we add a resource to the system it is automatically pulling the correct user information. 2 392 API Connections As PM Staff, I want the system to be modern enough to allow for API connections to other systems the state may use as necessary, so that the PM work is as seamless as possible. 2 Page 26 of 88 State of Vermont Bidder Response Form Page | 17 State of Vermont Enterprise Project Management Office 07/28/2022 ID # Feature Description Priority Availability Vendor Comments 378 BA Resource Management As the BA Supervisor, I want project managers to be notified when I change the BA allocation on their projects so they are aware of the available resources on their projects. 2 379 BA Resource Management As a BA Supervisor, I want to be notified if anyone changes allocations of a BA reporting to me, so I can approve or reject that change. 2 380 BA Resource Management As a BA Supervisor, I want to individually specify the maximum number of allocation hours for each of my reports, so each BA can be allocated in a realistic manner. EPMO Leadership should have permissions to override the BA Supervisor's allocations. 2 381 BA Resource Management As a BA Supervisor, I want to be notified if a BA reporting to me is over-allocated, so I can adjust their allocation to fall within their available hours. 2 382 BA Resource Management As a BA, I want read only access to view my project allocations, so that I can keep track of my time on projects. 2 383 BA Resource Management As a BA Supervisor, I want BA allocation reports that show all existing and future allocations for BAs under a given supervisor. 2 391 DocuSign As PM Staff, I want to integrate with the State's preferred signature tool (DocuSign) and if the integration is not possible, I want the system to provide a means for document approval that does not require licensed credentials. 2 366 Idea As EPMO Leadership and IT Director, I want to approve resource allocation and time to an idea, or to acknowledge the idea is not moving forward, via signature, so that I have confirmation from the business. 2 Page 27 of 88 State of Vermont Bidder Response Form Page | 18 State of Vermont Enterprise Project Management Office 07/28/2022 ID # Feature Description Priority Availability Vendor Comments 367 Idea As EMPO Leadership and IT Director, I want the IT Director to have access to at least view prioritization at a project, program, and portfolio level, so that they have a holistic view of the projects under their oversite. 2 376 Legislative Report As the Portfolio Manager and EPMO Director, I want to either create the legislative report in the system or extract and export the data in a form where the report can be created, so that the EPMO can communicate to Vermont Legislature project statuses. See RFP Attachment 7.4 for the Legislative Report Key Fields 2 393 M&O Work Item As PM Staff, I want a mechanism to transfer a project from a DDI project to an M&O project, so I can continue to monitor the lifecycle of the work item. 2 394 M&O Work Item As PM Staff and IT Director, when I enter a new work item, I want to be able to choose whether the work item is DDI or M&O, so that the correct state is associated with the work item. 2 395 M&O Work Item As IT Director and EPMO Leadership, I want to have an alert for when a work item transfers to M&O, so that the system sends a notification to the appropriate people, so they know the handoff to M&O has occurred. 2 396 M&O Work Item As IT Director, PM Staff, and BA Supervisor, I want to have the same system functionality for an M&O work item that is available for a DDI work item. 2 397 M&O Work Item As IT Director, PM Staff, and BA Supervisor, I want system permissions to be adjustable once a work item moves from DDI to M&O, so that different groups can view and edit when it transitions to M&O. 2 Page 28 of 88 State of Vermont Bidder Response Form Page | 19 State of Vermont Enterprise Project Management Office 07/28/2022 ID # Feature Description Priority Availability Vendor Comments 362 Project Change Control As PM Staff, I want a change request workflow to gather the required information, allow for collaboration between ADS and businesses, and be routed for signature with functionality based on user roles (PM, IT Director, Business Lead, etc.), so that the PM can create and route for signature and save to SharePoint the documents for a change request. Link to Current Change Request Template: https://digitalservices.vermont.gov/sites/emp/files/do c_library/Change_Request_Form.docx 2 354 Project Close Out As PM Staff, I want a way to track project KPIs and objectives, so that I can make sure the project is on track. 2 368 Project Initiation As EPMO Leadership and IT Director, I want the system to have a project initiation workflow, so that I can collaborate with other ADS and businesses staff to open a project with the required information. Link to the current Project Initiation form (IT ABC Form): Document/Template Sample Link: https://digitalservices.vermont.gov/sites/digitalservice s/files/doc_library/IT_ABC_Form_120722_FINAL.pdf 2 369 Project Initiation As EPMO Leadership, I want the project initiation workflow to be routed for signature with functionality based on user roles (PM, IT Director, Business Lead, etc.), so that all projects are formally approved before starting. 2 358 Project Issue & Risk Tracking As PM Staff, I want to flag or send an alert for a project risk that rises above the project level, so that I know that leadership understands there are risks that affect the program, portfolio, and/or EPMO levels. 2 Page 29 of 88 https://digitalservices.vermont.gov/sites/emp/files/doc_library/Change_Request_Form.docx https://digitalservices.vermont.gov/sites/emp/files/doc_library/Change_Request_Form.docx State of Vermont Bidder Response Form Page | 20 State of Vermont Enterprise Project Management Office 07/28/2022 ID # Feature Description Priority Availability Vendor Comments 363 Project Notes As PM Staff I want to write internal free text notes to help manage a work item, so that I can keep my personal notes with the project. 2 316 Project Reporting As PM Staff, I want the system to assign overall project statuses (red, yellow, green), as well as individual statuses for project metrics (scope, schedule, cost, resources, risks, quality) while allowing the PM staff to manually adjust statuses when needed, so that I can see and communicate where there might be blockers. 2 360 Project Reporting As PM Staff, I want Project Management deliverables to be saved to project SharePoint sites, so that created documents are stored in the correct places. 2 343 Project Resource Management As PM Staff and BA Supervisor, when I add a resource to a work item, I want the system to apply the initial allocation evenly across the project timeline (from resource start date to resource end date) and allow for that allocation to be adjusted in the timeline thereafter, so that I can keep allocations current. 2 384 Project Work Item As PM Staff, I want to track changes to cost and time estimates throughout the project life cycle, so that trends can be identified. 2 371 Service Request As EPMO Leadership, I want the system to allow a Service Request to be converted to a project, so that I can start tracking the work item as a project once it is decided it will be a project. 2 372 Service Request As EPMO Leadership and IT Director, I want a Service Request to include a workflow to gather the required information, so that it can be accurately managed. Document/Template Sample Link: https://digitalservices.vermont.gov/sites/digitalservice s/files/doc_library/ADS_IT_Service_Request_and_App roval_Form%20rev.%2008.25.22_0.xlsx 2 Page 30 of 88 https://digitalservices.vermont.gov/sites/digitalservices/files/doc_library/ADS_IT_Service_Request_and_Approval_Form%20rev.%2008.25.22_0.xlsx https://digitalservices.vermont.gov/sites/digitalservices/files/doc_library/ADS_IT_Service_Request_and_Approval_Form%20rev.%2008.25.22_0.xlsx https://digitalservices.vermont.gov/sites/digitalservices/files/doc_library/ADS_IT_Service_Request_and_Approval_Form%20rev.%2008.25.22_0.xlsx State of Vermont Bidder Response Form Page | 21 State of Vermont Enterprise Project Management Office 07/28/2022 ID # Feature Description Priority Availability Vendor Comments 373 Service Request As EPMO Leadership and IT Director, I want the Service Request route for signature with functionality based on user roles (PM, IT Director, Business Lead, etc.), so that I have official approvals. 2 388 Azure DevOps (ADO) As PM Staff, I want to access the data in ADO to build reports and dashboards in our tool based on that data, so that I can report on project status. 3 385 Portfolio Work Item As IT Director, I want to tie business improvements to 12-month and 24-month follow up notifications, so that I am triggered to review if business justifications have been met. 3 352 Project Close Out As PM Staff, I want a templated closeout report that can be populated, reviewed, and signed all within the PM tool, so that all close out actions are contained in the system. 3 353 Project Close Out As PM Staff, I want the project closeout form to contain project performance metrics that can be related to the business justifications, so that I can show project value. 3 341 Project Prioritization As PM Staff, I want a multivariable prioritization tool that considers parameters such as government mandate, technical debt, cost, effort, complexity, and resource needs, so that I can prioritize work items in relation to those variables. 3 311 Project Reporting As the PM Staff, I want to generate, create, edit, add, delete and share project close out reports, so that I can communicate the status of a project to various stakeholders. 3 322 Project Reporting As PM Staff, I want to store status report data in the system, so that I can access current and historical status report data. 3 Page 31 of 88 State of Vermont Bidder Response Form Page | 22 State of Vermont Enterprise Project Management Office 07/28/2022 ID # Feature Description Priority Availability Vendor Comments 334 Project Reporting As PM Staff and BA Supervisor, I want the solution to perform trend analysis, so that I can see how projects are trending. 3 340 Project Reporting As an PM Staff and IT Director, I need to be able to determine if the criteria for success on a project at the time it was approved (ref. IT ABC Bus. Justification) were met and to demonstrate a trend over time that indicates how often projects completed achieved the goals/objectives of the project. 3 339 Project Resource Management As PM Staff and BA Supervisor, I want the solution to include historical analytics to predict estimates for future projects, so that I can inform our estimates based on historical trends. 3 389 Enterprise Resource Planning As PM Staff, I want to integrate with the State of Vermont's future ERP (Workday) system (to be implemented), so that we can get actual costs hours billed to projects, including staff hours billed and vendor implementation costs. 4 Page 32 of 88 State of Vermont Bidder Response Form Page | 23 State of Vermont Enterprise Project Management Office 07/28/2022 PART 4: NON- FUNCTIONAL REQUIREMENTS The tables below list the State’s Non-Functional Requirements. Indicate if your proposed solution complies in the “Comply” column. Yes = the solution complies with the stated requirement. No = the solution does not comply with the stated requirement. N/A = Not applicable to this offering. Describe how the requirement is met in the “Vendor Description of Compliance” column. 4.1 Standard ID # Non-Functional Requirement Description Comply Vendor’s Description of Compliance NFR 1 The solution will provide the functionality to assist in the operations of the solution. These include establishing alert-driven automation to monitor application performance response times, outages, and usage. NFR 2 The solution must be highly interoperable, allowing all data elements provided to be consumed by the solution and served to the appropriate API. The solution must be able to interface with the State's Integration Platform, currently MuleSoft. NFR 3 If the solution uses business rules, the solution will provide the capability of generating plain text from the rules and nesting rules within other rules. This capability will allow users to express their logic and reasoning clearly and concisely and to reuse and modify existing rules as needed. The solution must support the validation and testing of the rules and exporting and importing rules in different formats. NFR 4 The solution will support ease of use in operations, development, and administration: including Audit report capabilities and rule views by project or role. Page 33 of 88 State of Vermont Bidder Response Form Page | 24 State of Vermont Enterprise Project Management Office 07/28/2022 ID # Non-Functional Requirement Description Comply Vendor’s Description of Compliance NFR 5 The solution must allow users to create ad hoc and customized reports, queries, and dashboards. NFR 6 The solution must support reporting requirements natively or be integrated with other reporting tools to provide reporting. NFR 7 The system shall interoperate with other systems using RESTful APIs or SOAP APIs NFR 8 The solution must be integrated with the State of Vermont's DocuSign e-signature platform SaaS. NFR 9 The solution must provide the ability to store electronic forms (either solution-generated or 3rd-party generated forms). NFR 10 Identity Management systems must be implemented using the State of Vermont's Azure Active Directory platform. NFR 11 The solution must provide the ability for user to create and customize reports, queries, and dashboards. NFR 12 The solution must enable central workflow alerts and workflow transactional status. NFR 13 All vendors must use the State of Vermont's Azure DevOps environment for application development (Salesforce solutions) and management of requirements, acceptance criteria, and test cases (all solutions). NFR 14 For Salesforce solutions: Must direct and support release management activities using the State's Azure DevOps tool, in alignment with the state release model for continuous implementation, integration, and train state staff in such activities. Release management Page 34 of 88 State of Vermont Bidder Response Form Page | 25 State of Vermont Enterprise Project Management Office 07/28/2022 ID # Non-Functional Requirement Description Comply Vendor’s Description of Compliance tasks and deliverables include creating and executing automated test cases, implementing a formal deployment process, tracking, and performing UAT activities, tracking use cases and requirements, and reporting issues while also leveraging Salesforce's ability to track changes for audit purposes. NFR 15 The solution must allow the user to export formatted reports from the system in industry standard formats, e.g., Word, Excel, PDF, and TXT. NFR 16 The solution will provide the ability for a user to create and customize reports, forms, queries, and dashboards. NFR 17 The solution will provide the capability to employ user-defined forms/templates, indexes and field values for recognition and retrieval of documents. NFR 18 The solution must be able to develop and implement reports, dashboards, scorecards, predictive analytics, what-if analysis, and statistical analysis. NFR 19 The solution must support scheduling, development, implementation, and close-out reports. All reports need to be accessible and viewable on dashboards—support for scorecards, predictive analytics, and statistical analysis of the project. NFR 20 The solution must support reporting on the fiscal management of the project. NFR 21 The solution must enable central workflow alerts and transactional status. The solution will Page 35 of 88 State of Vermont Bidder Response Form Page | 26 State of Vermont Enterprise Project Management Office 07/28/2022 ID # Non-Functional Requirement Description Comply Vendor’s Description of Compliance centralize pending work items for the user as in a work queue. NFR 22 The solution must report on resources available for projects. NFR 23 Reports and Dashboards must roll up from individuals to a full management hierarchy with drill-down capability. NFR 24 The solution must be integrated with the State of Vermont's SharePoint, Teams, and other Microsoft applications hosted from the Office 365 platform. NFR 25 The solution must allow administrators to assign status and permissions to users with role-based access, including user groups, locations, and an organizational hierarchy maintained within the system to enable assignment workflows. NFR 26 Service Provider will produce the Solution Operation Manual (aka Run Book). It will include solution administration procedures and describe the scheduled operations of the production system. It will contain specific instructions operator and administrative tasks and instructions to run scheduled and irregular jobs. This document will become the property of the State after State approval. NFR 27 Service Provider will support the transition from development to production and then to maintenance and operations. See SLA. Page 36 of 88 State of Vermont Bidder Response Form Page | 27 State of Vermont Enterprise Project Management Office 07/28/2022 4.2 Security As a solution vendor, you must have documented and implemented security practices for the following and have a process to audit/monitor for adherence. Indicate “Yes” or “No” in the “Comply” column or “N/A” if the requirement is not applicable to this offering. Use the “Vendor description of Applicable Security Processes” column to describe how you meet the requirement and the “Audit/Monitor” column to indicate how you monitor for compliance. Page 37 of 88 State of Vermont Bidder Response Form Page | 28 State of Vermont Enterprise Project Management Office 07/28/2022 ID # Non-Functional Requirement Description Comply Vendor’s Description of Applicable Security Processes Audit/Monitor Process S1 Input validation S2 Output encoding S3 Authentication and password management S4 Session management S5 Access control S6 Cryptographic practices S7 Error handling and logging S8 Data protection from unauthorized use, modification, disclosure or destruction (accidental or intentional). S9 Communication security S10 System configuration S11 Database security S12 File management S13 Memory management S14 Fraud detection S15 General coding practices S16 POA&M management S17 Risk Assessment Practices including but not limited to vulnerability assessment and pen testing S18 Incident response planning and testing S19 System Security Plan delivery Page 38 of 88 State of Vermont Bidder Response Form Page | 29 State of Vermont Enterprise Project Management Office 07/28/2022 4.3 Data Compliance Vendors and their solutions must adhere to applicable State and Federal standards, policies, and laws based on the type of data that will be stored, accessed, transmitted and/or controlled by the solution. If the “Type of Data” column is checked below, respond “Yes” or “No” in the “Comply” column and provide an explanation on how you comply in the “Vendor’s Description of Compliance” column. Type of Data Applicable State & Federal Standards, Policies, and Laws Comply Vendor’s Description of Compliance ☒ Publicly available information  NIST 800-171 ☐ Confidential Personally Identifiable Information (PII)  State law on Notification of Security Breaches  State Law on Social Security Number Protection  State law on the Protection of Personal Information  National Institute of Standards & Technology: NIST SP 800-53 Revision 4 “Moderate” risk controls  Privacy Act of 1974, 5 U.S.C. 552a. ☐ Payment Card Information  Payment Card Industry Data Security Standard (PCI DSS) v 3.2 ☐ Federal Tax Information  Internal Revenue Service Tax Information Security Guidelines for Federal, State and Local Agencies: IRS Pub 1075 ☐ Personal Health Information (PHI)  Health Insurance Portability and Accountability Act of 1996: HIPAA  The Health Information Technology for Economic and Clinical Health Act HITECH  Code of Federal Regulations 45 CFR 95.621 ☐ Affordable Care Act Personally Identifiable Information (PII)  Internal Revenue Service Tax Information Security Guidelines for Federal, State and Local Agencies IRS Pub 1075  Minimum Acceptable Risk Standards for Exchanges MARS-E 2.0 (Scroll down the page) Page 39 of 88 https://csrc.nist.gov/publications/detail/sp/800-171/rev-1/final http://legislature.vermont.gov/statutes/section/09/062/02435 http://legislature.vermont.gov/statutes/section/09/062/02440 https://legislature.vermont.gov/statutes/fullchapter/09/062 https://nvd.nist.gov/800-53 https://nvd.nist.gov/800-53 https://www.justice.gov/opcl/privacy-act-1974 https://www.pcisecuritystandards.org/document_library?category=pcidss&document=pci_dss https://www.pcisecuritystandards.org/document_library?category=pcidss&document=pci_dss https://www.irs.gov/privacy-disclosure/safeguards-program https://www.irs.gov/privacy-disclosure/safeguards-program https://www.hhs.gov/hipaa/for-professionals/privacy/index.html https://www.hhs.gov/hipaa/for-professionals/special-topics/hitech-act-enforcement-interim-final-rule/index.html https://www.govinfo.gov/app/collection/cfr/2017/title45 https://www.irs.gov/privacy-disclosure/safeguards-program https://www.irs.gov/privacy-disclosure/safeguards-program https://www.cms.gov/CCIIO/Resources/Regulations-and-Guidance/ State of Vermont Bidder Response Form Page | 30 State of Vermont Enterprise Project Management Office 07/28/2022 Type of Data Applicable State & Federal Standards, Policies, and Laws Comply Vendor’s Description of Compliance ☐ Medicaid Information  Medicaid Information Technology Architecture MITA3.0  Code of Federal Regulations 45 CFR 95.621 ☐ Prescription Information  State law on the Confidentiality of Prescription Information ☐ Student Education Data  Family Educational Rights and Privacy Act: FERPA ☐ Personal Information from Motor Vehicle Records  Driver’s Privacy Protection Act (Title XXX) (“DPPA”) 18 U.S.C. Chapter 123, §§ 2721 – 2725 ☐ Criminal Records  Criminal Justice Information Security Policy: CJIS Page 40 of 88 https://www.medicaid.gov/medicaid/data-and-systems/mita/mita-30/index.html https://www.govinfo.gov/app/collection/cfr/2017/title45 http://legislature.vermont.gov/statutes/section/18/091/04631 http://legislature.vermont.gov/statutes/section/18/091/04631 http://www2.ed.gov/policy/gen/guid/fpco/ferpa/index.html https://www.congress.gov/bill/103rd-congress/house-bill/3355/text https://www.fbi.gov/about-us/cjis/cjis-security-policy-resource-center/view State of Vermont Bidder Response Form Page | 31 State of Vermont Enterprise Project Management Office 07/28/2022 4.4 State of Vermont Cybersecurity Standard Update 2023-01 Vendor shall certify by checking the box below the Solution shall not include, incorporate, rely on, utilize or be supported by any products or services subject to the limitations provided under State of Vermont Cybersecurity Standard Update 2023-01, which Contractor acknowledges has been provided to it, and is available on-line at the following URL: https://digitalservices.vermont.gov/cybersecurity/cybersecuritystandards-and- directives ☐ Contractor hereby certifies that in connection with the Request for Proposal, none of the applicable products or services will be included in or used to support State systems in a manner prohibited under the Standard. Page 41 of 88 https://digitalservices.vermont.gov/cybersecurity/cybersecurity%20standards-and-directives https://digitalservices.vermont.gov/cybersecurity/cybersecurity%20standards-and-directives State of Vermont Bidder Response Form Page | 32 State of Vermont Enterprise Project Management Office 07/28/2022 PART 5: IMPLEMENTATION/PROJECT MANAGEMENT APPROACH 1. Describe the approach you would recommend for project managing this engagement. 2. Provide a list of the standard project management deliverables that you would normally produce for this type of engagement. 3. Provide a proposed list of project phases, major milestones, and an implementation time-line. Label this Attachment #4. 4. What types of difficulties have other clients experienced with implementation of the proposed solution? 1. Describe the experience and qualifications of the Project Manager you would offer as the resource for this engagement. Provide a copy of their resume and label it Attachment #5. Page 42 of 88 State of Vermont Bidder Response Form Page | 33 State of Vermont Enterprise Project Management Office 07/28/2022 PART 6: TECHNICAL SERVICES 1. Describe the technical services included in your proposal (e.g., business analysis, configuration, testing, implementation, etc.). 2. Provide a list of the standard deliverables for the technical services described above. 3. Provide a description of the roles/services/tasks the State will be expected to cover as part of this engagement. Describe any additional roles/services/tasks that are optional, but would be beneficial for the State to provide. 4. Describe your typical conversion plan to convert data from existing systems to your proposed solution (if applicable). 5. Describe and attach your typical Implementation Plan (label it Attachment #6), which shall include planning for the transition to maintenance and operations. 6. Describe the experience and qualifications of the technical resources proposed for this engagement. Provide their resume(s) and label them Attachment #7. 7. Describe the training that is included in your proposal. 8. Describe the system, administrator, and/or user documentation that is included in your proposal. Page 43 of 88 State of Vermont Bidder Response Form Page | 34 State of Vermont Enterprise Project Management Office 07/28/2022 PART 7: MAINTENANCE AND SUPPORT SERVICES 1. Provide answers to the questions below regarding your company’s Maintenance and Support Services: Questions Vendor Response Service: Customer Phone &/or Email Support What is the method for contacting technical support? What are the hours of operation for support? What is the turnaround time for responses? What is the escalation process for support issues? Who comprises the support team and what are their qualifications? Define your response resolution metrics and how you capture and report them. Service: Incident/Security Breach Notification and Process Describe your identification and notification process for security breaches. Service: Data Management Describe how data is stored, retained and backed-up (including frequency). Service: Hosting Describe the hosting service and associated service levels. Page 44 of 88 State of Vermont Bidder Response Form Page | 35 State of Vermont Enterprise Project Management Office 07/28/2022 Questions Vendor Response Service: Scheduled Maintenance/Downtime What is the frequency of scheduled maintenance and downtime? What is the notification process for scheduled maintenance and downtime? Describe how “maintenance” updates are tested with customers prior to installing them in their live environments. Service: System Upgrades Are software upgrades provided as part of the software support contract? Describe your software upgrade process. How often are new versions released? Is documentation and training provided for system upgrades? Are there additional costs for upgrades and/or new releases? Describe how and when the State will have an opportunity to test system upgrades/releases prior to live installation. Describe how the State will validate post installation and how changes will be backed out in the event that a problem is encountered. Page 45 of 88 State of Vermont Bidder Response Form Page | 36 State of Vermont Enterprise Project Management Office 07/28/2022 Questions Vendor Response Service: Bug Fixes and Minor Enhancements Describe the frequency and process for providing, testing, and installing bug fixes and minor enhancements. Service: Disaster Recovery Describe the disaster recovery services included in this proposal for any non-state hosted services. What is your standard RPO and RTO? Describe the plan your company has in place for its own disaster recovery of any sites that may be involved in support of this proposal. 2. Describe any other services not mentioned in the above list that are included in your standard Service Level Agreement (SLA) and include a copy of your SLA with your response to this RFP. Label the SLA Attachment #8. 3. Describe how adherence to your service levels is measured and what remedies you would provide the State when performance doesn’t meet the standard? Page 46 of 88 State of Vermont Bidder Response Form Page | 37 State of Vermont Enterprise Project Management Office 07/28/2022 PART 8: PRICING 1. Submit pricing for your proposed solution in the table below. Fill in only the lines that are applicable to your proposal. Insert lines for additional costs, but do not delete or rename any lines in the Table. Total each column and provide a total of all columns in the “Total Implementation, plus 5 Year Costs” box on the next page. Cost Type One Time (Implementation) Year 1 Year 2 Year 3 Year 4 Year 5 Software Enterprise Application: License Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Maintenance &/or License Fee Add-Ons $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Subscription cost $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Storage Limitations and/or Additional Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Database Software: License Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Middleware Tools: License Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Operating System Software: License Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Upgrade Costs for Later Years $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Support and Maintenance Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Implementation Services Project Management (please reference 7.3 Sample Standard Contract for Technology Services, Attachment A, Section 6.1.1 table for required deliverables) $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Requirements $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Design (Architect Solution) $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Development (Build, Configure or Aggregate)/Testing $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 System Testing $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Defect Removal $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Page 47 of 88 State of Vermont Bidder Response Form Page | 38 State of Vermont Enterprise Project Management Office 07/28/2022 Implement/Deploy or Integrate $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Quality Management $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Cost Type One Time (Implementation) Year 1 Year 2 Year 3 Year 4 Year 5 Implementation Services Continued Training $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Telecom $0.00 Bandwidth $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Hardware $0.00 Computing Hardware $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Storage and Backup Hardware $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Network Hardware $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Facilities/Data Center $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Hosting $0.00 Hosting Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Total Base Costs $0.00 Total Implementation plus Five Year Costs $ 0.00 2. Describe any assumptions you have made in relation to the above cost and pricing information. 3. Provide pricing information for any volume discounts that are available based on the number of software licenses purchased or support years purchased. Page 48 of 88 State of Vermont Bidder Response Form Page | 39 State of Vermont Enterprise Project Management Office 07/28/2022 4. Provide pricing for any Functional Requirements marked as “C” (feature is not available in the core solution but can be provided with customization). Page 49 of 88 State of Vermont Bidder Response Form Page | 40 State of Vermont Enterprise Project Management Office 07/28/2022 PART 9: TERMS AND CONDITIONS In deciding which Respondent/s to shortlist the State will take into consideration each Respondent’s willingness to meet the State’s terms and conditions. Indicate any objections or concerns to our stated terms and conditions in the RFP or any of the exhibits, addendums or attachments including Attachment C. Add lines to the table below as needed. Important: Bidder will be bound to all terms and conditions stated in the State’s RFP, exhibits, attachments, and/or addendums except and then only to the extent specifically set forth in the table below, and only if and to the extent expressly agreed and incorporated in writing in a resulting contract. Note that exceptions to contract terms may cause rejection of the proposal. Clause Location Concern Proposed Verbiage [indicate RFP, exhibit, attachment or addendum, section & page number] [briefly describe your concern about this clause] [describe your suggested alternative wording for the clause or your solution] [indicate RFP, exhibit, attachment or addendum, section & page number] [briefly describe your concern about this clause] [describe your suggested alternative wording for the clause or your solution] [indicate RFP, exhibit, attachment or addendum, section & page number] [briefly describe your concern about this clause] [describe your suggested alternative wording for the clause or your solution] Page 50 of 88