CBS Coalition Leadership Group

1. 1 CBS CoalitionLeadership Group May 1, 2003 Web Conference

2. 2 Meeting Agenda (MG) Agenda Review WebEx Training Announcements May 12, 13 Conference Signup Status RFI Screening Questionnaire Status Workgroups Update RFP Conceptual Design Process How RFP Scoring Will Work RFP Outline Next Meeting Dates Ask folks if they have any additions to the Agenda. Ask folks if they have any additions to the Agenda.

3. 3 Agenda Item 2. WebEx Training (MG)

4. 4 WebEx Training Improving our meetings - feedback Getting speaker�s attention Using the Chat feature

5. 5 Agenda Item 3. Announcements (MG)

6. 6 Announcements May 12, 13 Conference Signup Status As of Monday 4/28 about � of the workgroup members have signed up RFI Screening Questionnaire Status County feedback in, vendor list complete, materials go out next week Workgroups Update Emails sent to workgroup members to schedule first meeting prior to 5/12 Create a poll: Will most of your workgroup members be able to attend the conference? Yes/ No/ Not Sure Do you have any questions about these announcements? Yes/ NoCreate a poll: Will most of your workgroup members be able to attend the conference? Yes/ No/ Not Sure Do you have any questions about these announcements? Yes/ No

7. 7 Agenda Item 4.

8. 8 Problems with traditional RFP Over-emphasis on lengthy functional specifications Large lists of detailed data items Minor attention to customer satisfaction, vendor performance Insufficient attention to vendor capacity to fulfill promises

9. 9 Problems continued� Very large RFP document demands excessive time from vendors and reviewers Demonstrations are not controlled through scenarios Vendor control demonstration agenda Reviewers have difficulty comparing products Customer reference checks are limited to vendor selected references Selected references tend to be very positive

10. 10 Problem SolutionsCBS RFP Design Process A balanced vendor assessment process 3 Key Steps A. Selecting Vendor Finalist B. Finalist Evaluation C. Analyzing Our Results

11. 11 CBS Vendor Assessment Process:A. Selecting Vendor Finalists Vendor RFI screening questionnaire to identify RFP Candidates RFP created with focus on high level functional requirements Workgroups develop, review and approve requirements in their areas. Member scoring of each RFP response area. RFP�s received and vendor responses compiled Workgroups review & �over-ride� vendor response Leadership Group face-to-face meeting to review scoring results and identify Vendor Finalists

12. 12 CBS Vendor Assessment Process:B. Finalist Evaluation Focus on Vendor Finalists Corporate capacity workgroup calls & scoring Functional demonstrations using scenarios Scheduled events with focus on workgroup areas Web-based demonstrations permit maximum county attendance Each area scored by appropriate workgroup Technical & Security calls & scoring Full customer satisfaction survey of vendor customer base

13. 13 CBS Vendor Assessment Process:C. Analyzing the results�. Scoring Refinement Vendors respond to outstanding questions with written answers Workgroups make revisions as needed to demonstration scores Final Comparative Analysis RFP scores, Demonstration scores, Customer Satisfaction scores aggregated into final document. Each vendor responds to results All results & vendor response presented to CBS members.

14. 14 Agenda Item 5. How RFP Scoring will Work (DJ)

15. 15 How RFP Scoring will Work RFP Responses received by deadline Project staff compile vendor answer sheets Numeric scores for each question Compilation based on vendor self-scoring Workgroup members begin with vendors� self-assessments

16. 16 How RFP Scoring will Work Refer to �Sample Vendor Scoring Template2.xls�

17. 17 Agenda Item 6. RFP Outline (DJ)

18. 18 RFP Outline 7 Sections Introduction and Overview Functional Requirements Technical Specifications Vendor Corporate Capacity General Provisions Instructions to Proposers Evaluation Process 5 Attachments County Profiles RFP Response Sheet Demonstration Scenarios Test Data Sets County-Specific Post-Evaluation Process

19. 19 RFP Outline Refer to �CBS RFP Outline 1.0.doc�

20. 20 Agenda Item 7. Next Meeting Dates

21. 21 Next Meeting Dates Training Conference, May 12-13 Leadership Group Meeting: RFI Scoring Results, Identify Vendors to Receive RFPs, Friday, June 6, 9:00 � 10:30 a.m. Leadership Group Meeting: Check-in on RFP Review, Friday, June 13, 9:00 � 10:30 a.m.