Washington Metropolitan Area Transit Authority

Pre-Proposal Conference

Sourcing and Contracts Management System (CMS) Solution

Request for Proposal FQ-12166March 19, 2012

Introductions Purpose of the Conference Overview Project Timelines Proposal Submittal Requirements Evaluation Criteria Basis for Award Solicitation Terms and Conditions

Agenda

Purpose

The purpose of this conference is to provide prospective offerors with the following

An overview of the Authority’s requirement for its Sourcing Contract Management System (CMS)

To provide an opportunity to ask and receive answers to questions concerning the solicitation terms and conditions

Reinforce the submittal requirements Provide clarification of the Statement of Work

Note: All responses to questions and any additional information given is not the official response and does not change any of the terms or conditions of the RFP.

All changes to the RFP will be made via a written amendment. Offerors are required to submit their questions in writing to the Contracting Offer in order to

receive an official response.

Goal

This project is for WMATA to acquire a best in class sourcing

and contract management solution that standardizes and

optimizes WMATA’s sourcing and contract management

processes, provides transparency to the organization and

meets all statutory requirements, Federal Transit

Administration (FTA) and internal compliance standards.

Overview

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Overview

Project Objectives

A centralized electronic repository of all WMATA sourcing and contracts.

Sourcing and contract management transparency to the organization.

Improve effectiveness and efficiency of the procurement organization for sourcing and contracting activities

Ensure accuracy and completeness of information to meet internal and external compliance and audit standards.

Key Things to Note….

The objective of the RFP is to articulate Authority’s requirements and need for a contractor to implement and accomplish the Authority’s objective of establishing a single, system for managing the Authority’s Sourcing and Contract Management activities from procurement planning to contract close-out.

The Statement of Work (“SOW”) is for services encompassing all activities necessary to obtain and successfully implement a Sourcing and Contract Management System and its supporting infrastructure (personnel, business processes, and technology).

The awardee will be required to provide all necessary labor, materials, services and supervision required to satisfy the requirements of this SOW.

Procurement Timeline

Procurement Elements Target dates

Solicitation (RFP) Release Date 03/09/12Pre-Proposal Conference 03/19/12

Responses Due Date 04/05/12

Technical Evaluation Phase end date 04/20/12

Source Selection Decision 04/25/12

Award of Contract 04/30/12Issue Notice to Proceed 04/30/12

Contractor Work Start Date 05/14/12

• Requirements are specified in the solicitation. Refer to attachments A, B and C

• Statement of work specified under Part III Technical Specification

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Statement of Work

• Implementation timeline is through December 2012• Implementation is proposed in two phases – Phase I

for Sourcing and Phase II for Contract Management• Sourcing Implementation by October 31st 2012 and

Contract Management by December 31st 2012• Business Support Services for both Phases of

Implementation• Extended technical support, per the solicitation

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Project Timeline

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Proposal Submittal Requirements

The DBE requirements are attached in the solicitation in Appendix B.

The DBE requirement goal for this contract is twenty-five (25) % unless a good faith waiver is requested and approved.

New Vendors

Vendors and Contractors who have NOT done business with the Washington Metropolitan Area Transit Authority (WMATA) must register in the WMATA Vendor Registration System. Registration is located at http://www.wmata.com

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Proposal Submittal Requirements

SUBMITTING OFFER

Envelopes containing Technical and Price proposals must be sealed and separately marked and addressed to:

WASHINGTON METROPOLITAN AREA TRANSIT AUTHORITY 600 5th Street, NW

Washington, DC 20001 Room 8E

Attn: C. Erik King/CA

PROPOSAL SHALL BE TIMELY MAILED OR HAND DELIVERED TO REACH WMATA BEFORE 2:00 P.M. (LOCAL TIME) April 5, 2012

ON DAY OF PROPOSAL CLOSING.

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Proposal Submittal Requirements

Proposal Format

Price Proposal – Volume ITechnical Proposal – Volume IISolicitation Offer and Award Form – Volume IIIRepresentations and Certifications – Volume IIIPre-Award Data – Volume IIIAcknowledgements of Amendments - Volume IIIProof of Insurance – Volume III Appendix B (DBE) – Volume III

FAILURE TO SUBMIT ANY PORTION OF THESE REQUIREMENTS AS SPECIFIED MAY CAUSE YOUR PROPOSAL TO BE CONSIDERED NON-RESPONSIVE AND

SUBSEQUENTLY REJECTED.

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Proposal Submittal Requirements

The offerors shall provide the submittal requirements as listed in the Solicitation document for each scenario:

Scenario 1 - COTS Implementation Using WMATA Infrastructure

Scenario 2 – Hosted-Cloud Solution Integrated with WMATA internal systems

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Evaluation Criteria

Technical proposals will be evaluated based on the criteria specified in the Solicitation

Technical Approach to the solution • A description of the proposed contract management system’s overall

functional and technical capabilities • A description of how the solution meets WMATA requirements identified

in Attachments A, B and C. offerors are to complete Attachments A, B and C, indicating a “yes” or “no” in a column titled “Software Meets Requirements Out- Of-The-Box. ” Explaining any “no” responses in the “comments” column.

Project Work Plan and Schedule • A Project Plan describing key tasks, timelines, resources, critical path • Project Management methodology • Team composition and access to project resources

Past Performance

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Basis for Award / Contract Type

BASIS FOR AWARD- BEST VALUE

Award Will Be Made To That Offeror: Whose offer is judged to be an integrated assessment of the evaluation criteria to be the most advantageous to the Authority based on technical merit and price (“best value”); That the Authority deems responsible in accordance with WMATA Procurement Procedures Manual.

The Authority will award a single Firm Fixed Priced Contract

• Federally Funded Solicitation• Need to satisfy all terms and conditions• You may take exceptions to terms and

conditions but should explicitly state them in the commercial proposal and your rationale for the exceptions

• Review both general T&C’s and special provisions

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Solicitation Terms and Conditions

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Solicitation Terms and Conditions

Audit Records-negotiation Certificate Of Current Cost Or Pricing Data

Patent And Rights In DataRights In Technical Data Access To RecordsProprietary Rights