Department of Corrections and Rehabilitation

State of California Department of Corrections and Rehabilitation

Request for Proposal (RFP) CDCR-5225-113

Strategic Offender Management System (SOMS)

Section VIII Proposal and Bid Format

June 18, 2008

California Department of Corrections and Rehabilitation (CDCR) Strategic Offender Management System (SOMS)

Request for Proposal (RFP) CDCR-5225-113 June 18, 2008

Table of Contents VIII. PROPOSAL AND BID FORMAT............................................................................. 3

VIII.A. INTRODUCTION 3 VIII.B. CONCEPTUAL PROPOSAL FORMAT AND CONTENT 3 VIII.C. PROPOSAL FORMAT AND CONTENT 3 VIII.D. PROPOSAL ORGANIZATION 4

VIII.D.1. Response to Requirements........................................................................................ 5 VIII.D.2. Completed Contract ................................................................................................... 8 VIII.D.3. Cost Data ................................................................................................................... 9

EXHIBIT VIII-A: QBP’S FINAL PROPOSAL CHECKLIST........................................... 10

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VIII. Proposal and Bid Format VIII.A. Introduction

These instructions prescribe the proposal and bid format and the approach for the development and presentation of bid data. Format instructions must be adhered to, all requirements and questions in the RFP must be responded to, and all requested data must be supplied.

VIII.B. Conceptual Proposal Format and Content The Conceptual Proposal must contain a specific description of the QBP’s conceptual approach to meeting the requirements of the RFP. It must provide sufficient detail to allow CDCR to determine if the QBP understands the CDCR business needs and requirements as defined in this RFP. CDCR suggests that the QBP submits seventeen (17) copies of the Conceptual Proposal and that it be organized as follows:

• A conceptual discussion must be included containing a description of the QBP’s approach to the project, including an overview of how it proposes to meet the objectives stated in Section IV – Proposed System, Section V – Administrative Requirements, and Section VI - Requirements in concept (do not include a detailed response to each business requirement at this time).

• A high-level application data flow diagram showing major functions and interrelationships among those functions and a description of the proposed technical architecture including supporting diagrams and materials as appropriate.

• An Implementation Timeline.

• A discussion of the strategic implications of the proposed solution.

• Identification of potential problems, unclear requirements, or requirements that could result in much higher costs in Section IV – Proposed System, Section V – Administrative Requirements, and Section VI - Requirements identified by section and proposal item or business requirement number.

VIII.C. Proposal Format and Content The Initial Final and Final Proposals are to be prepared in the same format. The following number of copies of the Initial Final and Final Proposals must be submitted:

Section Required Hardcopies and Softcopies

Response to Requirements Hardcopy – 1 Master copy and 16 copies

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Section Required Hardcopies and Softcopies

Softcopy – Yes (CD)

Completed Contract Hardcopy – 1 Master copy

Softcopy – Yes (CD)

The Initial Final and Final Proposals must be separated into sections, pages numbered, with tabs for each section, be submitted in the number of copies indicated, and conform to the following format requirements:

• Soft copies must be submitted on compact disk (CD) in Microsoft Office Suite (2003 or later) software (Word, Excel, Project, PowerPoint);

• Sequentially numbered pages (either continuous or by major sections is permitted), excluding the schedule (schedule can be page numbered sequentially within Microsoft Project);

• Proposer name in the header or footer of each page;

• Sequentially labeled exhibits (tables, graphs and graphics);

• Bound in a three-ring binder with removable pages;

• The proposal must be completely sealed;

• Each copy labeled to indicate “Master Proposal” or “Copy of Master Proposal,” and Proposer name;

• Clearly legible;

• All items must be submitted by the time and dates identified in Section I.F – Key Action Dates. Mail or deliver proposals to the Procurement Coordinator listed in Section I.D.

VIII.D. Proposal Organization The proposal must be submitted as described in this RFP. The proposal must be submitted in the number of copies indicated, and must be structured in the following manner:

• Response to Requirements

• Section 1: Cover Letter

• Section 2: Executive Summary

• Section 3: Administrative Requirements Response

• Section 4: Functional Requirements Response o Subsection 4.1: Functional Requirements Response o Subsection 4.2: Overall Solution Approach



• Section 5: Technical Requirements Response

• Section 6: Management Requirements Response o Subsection 6.1: Project Management o Subsection 6.2: Knowledge Transfer & Training o Subsection 6.3: Design & Development o Subsection 6.4: Testing o Subsection 6.5: Implementation o Subsection 6.6: Security o Subsection 6.7: Quality Management o Subsection 6.8: Production Support & Transition

• Section 7: Deliverable & Acceptance Process Response

• Completed Contract • Cost Data The contents of each Section are explained in greater detail below.

VIII.D.1. Response to Requirements VIII.D.1.a. Section 1 – Cover Letter

The Cover Letter must be completed and included as the first page of the response to requirements. The Cover Letter must be on the QBP’s official business letterhead stationery and be signed by an individual who is authorized to bind the bidding firm contractually. The signature must indicate the title or position that the individual holds in the firm. The cover letter must state that the QBP commits to fulfilling all requirements of the RFP and agrees to the State Model Contract Terms and Conditions. AN UNSIGNED FINAL PROPOSAL MAY BE REJECTED.

VIII.D.1.b. Section 2 – Executive Summary The Executive Summary must describe the salient features of the proposal, provide a broad understanding of the entire proposal, and facilitate the evaluation of the proposal by CDCR. The Executive Summary should include conclusions and generalized recommendations. Such conclusions and recommendations presented in this section will not be evaluated and will not be a factor in the selection of the successful proposal. Pricing information must not be included in the Executive Summary. This summary shall not exceed ten (10) pages. The Executive Summary must include the following items:

• The bidder’s company background and qualifications (include all subcontractors);

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• A discussion that demonstrates that the QBP understands the nature and purpose of this RFP; CDCR objectives, environment, and business needs;

• A summary discussion and diagram(s), if appropriate, of the proposed solution, documentation of QBP’s assumptions and a description showing that the solution meets all aspects of the requirements;

• An overview of the proposed system architecture, operating system, and application software and a detailed description of the benefits that can be expected by implementing the proposed solution and how those benefits can be quantified; and;

• The QBP’s description of CDCR’s precise role and responsibilities in the proposed project.

VIII.D.1.c. Section 3 – Administrative Requirements Response This section must contain the QBP’s response to the requirements identified in Section V – Administrative Requirements. The QBP’s response must contain the following:

• Bidder Declaration Form (See Exhibit V-B: Bidder Declaration Form)

• DVBE Participation Forms STD.840 and 843, if applicable (See Exhibit V-C)

• Small Business Certification Form (See Exhibit V-D)

• Payee Data Record (See Exhibit V-E)

• Statement of Non-Discrimination Compliance (See Exhibit V-F)

• ADA Compliance (See Exhibit V-G)

VIII.D.1.d. Section 4 – Functional Requirements Response This section must contain the QBP’s response to the requirements identified in Section VI.B – Functional Requirements. The QBP’s response to Section VI.B – Functional Requirements must be organized in the following subsections.

• Subsection 4.1: Functional Requirements Response This subsection must contain a tabular response to all functional requirements as described in Section VI.B.6 – Functional Requirements.

• Subsection 4.2: QBP’s Overall Solution Approach This subsection must contain a narrative describing the QBP’s overall solution in relation to how the proposed solution will meet CDCR’s stated business goals and objectives as described in Section VI.B.7 – Bidder’s Overall Solution Approach.

VIII.D.1.e. Section 5 – Technical Requirements Response

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This section must contain the QBP’s response to the requirements identified in Section VI.C – Technical Requirements. The bidder’s response to Section VI.C – Technical Requirements must contain the following item:

• Technical Requirements Response. Tabular response that clearly identifies the proposal’s closeness of fit to each of the CDCR environmental conditions as described in Section VI.C – Technical Requirements (See Section VI.C.3).

VIII.D.1.f. Section 6 – Management Requirements Response This section must contain the QBP’s response to the requirements identified in Section VI.D – Management Requirements. The bidder’s response to Section VI.D – Management Requirements must contain the following item:

• Management Requirements Response: Tabular response that clearly identifies the proposal’s closeness of fit to each of the CDCR management related requirements as described in Section VI.D – Management Requirements. As stated within Section VI.D – Management Requirements, QBPs must include the items identified in the subsections below. Note that while these subsections generally mirror the requirements categories used in Section VI.D – Management Requirements, the categories Maintenance & Operations, System Warranty, General Contractor Responsibilities, and General State Responsibilities are not discussed in the subsections below because they require only direct responses to the numbered requirements – not the separate narrative descriptions and sample plans that are the focus of the following subsections

• Subsection 6.1: Project Management This subsection must include a narrative describing the QBP’s approach to project management including methodology to be used and a sample Project Management Plan as described in Section VI.D.3 – Project Management.

• Subsection 6.2: Knowledge Transfer and Training This subsection must include a narrative describing the QBP’s approach to knowledge transfer and training and a sample Knowledge Transfer and Training Plan as described in Section VI.D.6 – Knowledge Transfer and Training.

• Subsection 6.3: System Design and Development This subsection must include a narrative describing the QBP’s approach to design and development and a sample system Design and Development Plan used by the QBP on another project as described in Section VI.D.7 – System Design, Development, and Customization.

• Subsection 6.4: Testing

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This subsection must include a narrative describing the QBP’s approach to testing and a sample Test Plan used by the QBP on another project as described in Section Vi.D.8 - Testing.

• Subsection 6.5: Implementation This subsection must include a narrative describing the QBP’s approach to implementation, interface management, and data conversion; and sample Implementation, Interface Management and Data Conversion Plans used by the QBP on another project or projects as described in Section VI.D.9 – Implementation

• Subsection 6.6: Security This subsection must include a narrative describing the QBP’s approach to security management and must include a sample Security Plan used by the QBP on another project as identified in Section VI.D.10 - Security.

• Subsection 6.7: Quality Management This subsection must include a narrative describing the QBP’s approach to quality management and must include a sample Quality Management Plan used by the QBP on another project as identified in Section VI.D.11 – Quality Management.

• Subsection 6.8: Production Support and Transition This subsection must include a narrative describing the QBP’s approach to production support and transition and a sample Production Support and Transition Plan used by the QBP on another project as described in Section VI.D.12 – Production Support & Transition.

VIII.D.1.g. Section 7 – Deliverable and Acceptance Process Response This section must contain the QBP’s response to the Deliverable and Acceptance Process included in Section VI.E – Deliverables and Acceptance Process. The QBP’s response to Section VI.E – Deliverables and Acceptance Process must contain the following item:

• Affirmative response to the Deliverable and Acceptance Process. QBPs must use the exact verbiage from the RFP and insert their responses agreeing to each Deliverable and Acceptance Process.

VIII.D.2. Completed Contract This section must contain the completed contract. QBPs shall submit one master copy of the Contract in this portion of their response. Section XI – Contracts to be Submitted in the Proposal contains the contract language. The copy of the contract should bear the signature of an individual authorized to bind the firm as specified in Section II – Competition Process. For the Initial Final and Final Proposals, there should be an original signature on the Standard 213. Do not fill in the effective dates or costs.

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By signing the State model contract, the bidder agrees to the terms of the contract and all specified attachments.

VIII.D.3. Cost Data For submission with the Initial Final and Final Bid, this material must be submitted. This material must contain all completed cost sheets, schedules, contract attachments with identified costs, exhibits identifying cost, bonds and other security documents as required in the RFP. The format shall be:

• Section 1 - Summary Cost Sheet

• Section 2 - Detail Cost Sheets

• Section 3 - All Other Exhibits and Documents With Cost Data Identified

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Exhibit VIII-A: QBP’s Final Proposal Checklist DOES YOUR FINAL PROPOSAL SUBMITTAL DOCUMENTATION FOLLOW THE FORMAT SPECIFIED IN SECTION VIII - Proposal and Bid Format IN THE RFP?

• COVER LETTER WITH ORIGINAL SIGNATURE INCLUDED?

• LABELED SECTIONS AS IDENTIFIED AND IN THE SPECIFIED NUMBER OF COPIES?

• NO COST DATA PROVIDED IN ANY SECTION EXCEPT THE APPROPRIATE COST SECTION?

IS THE CONTRACT IN YOUR FINAL PROPOSAL AND IN ORDER?

• CONTRACT SIGNED BY AN INDIVIDUAL AUTHORIZED TO BIND THE FIRM?

• HAVE THE COSTS FOR ALL EQUIPMENT AND SERVICES BEING OFFERED IN THE FINAL PROPOSAL BEEN IDENTIFIED IN THE APPLICABLE EXHIBITS OF THE CONTRACT?

• HAVE THE CALCULATIONS FOR THE ABOVE COSTS BEEN CHECKED FOR ACCURACY?

• DO THE COSTS ENTERED ON THE COST SHEETS IN THE FINAL PROPOSAL SUBMITTAL CORRESPOND WITH THOSE COSTS IDENTIFIED IN THE CONTRACT EXHIBIT(S)?

BONDS AND OTHER SECURITY DOCUMENTS REQUIREMENT SATISFIED?

CONTRACTOR LICENSE INFORMATION COMPLETED?

NOTE TO QBPs: The State makes no warranty that the checklist is a full comprehensive listing of every requirement specified in the solicitation. Checking off the items on the checklist does not establish your firm’s intent nor does it constitute responsiveness to the requirement(s). The checklist is only a tool to assist participating QBPs in compiling their final proposal response. QBPs are encouraged to carefully read the entire solicitation. The need to verify all documentation and responses prior to the submission of final proposals cannot be over emphasized.

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Economy & Finance

Department of Corrections and Rehabilitation