IT Division Division Lead Greg Faremouth Buyers Joann Klasko Jacque Kuch Lisa Morrison Steve Motz

1. IT Division • Division Lead • Greg Faremouth • Buyers • Joann Klasko • Jacque Kuch • Lisa Morrison • Steve Motz • Dale Reif

2. Invitations to Bid • Overview • All Technology Projects > $25K are Competitively Bid. • Opportunities • Bids >$50K are Posted Regularly on Acquisition Services www.michigan.gov/doingbusiness

3. Technology Initiative > $1M Invitation to Bid - RFP Mid-Size IT Projects < $1M Master Vendor Program - MVP IT Staff Augmentation <$250K START Program Michigan Master Computing Contract (MMCC) Technology Products Telecom and Network Needs LinkMi / MMCC Specialized IT & Project Needs Direct Enterprise Contracts Sole Source Requests Acquisition Services Policy Non-Contract Need<$25K Department Purchase Order Overview of State IT Purchasing Programs

4. Master Vendor Program (MVP) • Overview • Project & Staffing for Data Warehouse, Security, Business Requirements, and Project Development Services • Projects < $1,000,000 & < 18 months • Staff Augmentation > $250,000 • Opportunities • Additional Program Categories are being Contemplated Where Necessary

5. MVP Categories Data Warehouse Services: Database Administration, Application Development and Migration, Database Tools Prime Contractors:Bull, Accenture, EDS, Deloitte, IBM, Dewpoint, Oracle Security Services: All Aspects of the Security of the State Computer & Associated Business Operations Awards: Unisys, Dyntek, EDS, IBM, Ajilon, Accenture, Deloitte

6. MVP Categories Business Requirements Services: Needs Assessment/System Design/QA Awards:Compuware, Covansys, Deloitte, EDS, Keane, American Management, Systems, Dewpoint Project Development Services Services: Statement of Work Defined Technology Projects Awards:Ciber, Compuware, Covansys, EDS, Keane, Rapidigm, STG

7. START Program • Overview • Technology Staff Augmentation • All Executive Branch Agencies • All Technology Staffing Categories • Contracts < $250,000 and < 12 Months • Opportunities • State is Contemplating Staff Augmentation Modifications

8. How to Submit a Proposal • Assume your proposal is your resume and respond accordingly • Your proposal is your first and best chance to stand out from other bidders • Format the document accordingly • Read Article 4 carefully to ensure proposal is complete prior to submittal 4.050 Proposal Details 4.051 Complete Proposal To be considered, each Vendor shall submit a COMPLETE proposal in response to this RFP, using the format specified. No other distribution of proposals is to be made by the Vendor. VENDORS MUST COMPLETE, SIGN, AND RETURN THE COVER SHEET (FORM DMB 285) SENT WITH THIS RFP, WITH THEIR PROPOSAL. The proposal itself must include a statement as to the period during which the proposal itself remains valid. This period must be at least one hundred twenty (120) days from the due date for responses to this RFP.

9. Common Proposal Errors • Inadequate Staffing • Failure to demonstrate directly-related work • Failure to obtain clarification during Vendor Question Period • Missing a Key Requirement • Failure to understand the problem • Failure to connect tasks and deliverables • Failure to demonstrate compliance with stated technical environment • Failure to follow directions • Taking exception to State’s Terms and Conditions • Failure to provide complete and comprehensive pricing

10. Symptoms, Suggestions, and Examples General Proposal Errors Suggestions to improve General Proposal Errors Specific Examples of common proposal errors

11. Resumes include unrelated information or do not conform to the stated requirements • Staff does not demonstrate expertise in their assigned area of the proposal • Staffing roles are not clearly identified • Failure to provide adequate staffing for project

12. Resumes and other boilerplate should be rewritten for each proposal • When responding to staffing it is important to provide the number of staff members (key and otherwise) as well as the hours associated per each member and the amount of time and personnel required from the State

13. “Vendor must provide a list of Key Staff and their defined roles.” Vendor proposes CEO as both Project Manager and Lead Architect for a multi-million dollar project

14. Proposal does not describe directly-relevant past work and relate the similarities of those projects to the proposal

15. If you cannot reference similar work, then identify other specific projects and explain why they are relevant

16. “Vendor will conduct a quick aerial scan of the State of Michigan forest environment using the most advanced camera technology.” “Vendor will use helicopters and disposable cameras to conduct an aerial scan.”

17. Submitting delivery dates which are later than the schedule in the RFP • Proposing different pricing methodologies than what is listed in the RFP

18. If there is a concern relating to the delivery dates then vendor should submit these concerns as a question in the Q&A period

19. Vendor fails to address a key requirement listed in the proposal • Must, Should, Could or May are key words

20. Make sure the response has addressed all items in the checklists provided in the RFP • Respond to key words such as Must, Should, Could or May

21. “IT Project Manager MUST have 5 years of experience in managing projects of similar size and scope” “Candidate has worked as a Project Manager in the food industry for the last 2 years.”

22. Proposal is too vague • Proposal repeats the problem and does not demonstrate understanding

23. Describe views, insights or experience with the problem at hand • Explain how you’ve helped other organizations with similar needs • Make the assumption that one of your competitors has a deep thorough understanding of the issues • It’s not enough to say “Vendor understands and will comply with requirements”

24. This vendor checked the boxes and did not explain anywhere in the proposal how they would meet the requirements. This is your opportunity to demonstrate the capability of your proposed solution and stand out from other proposals.

25. This vendor elaborated on how they would meet the requirements in their proposal.

26. Proposal lists the tasks that will lead to the deliverables but does not specifically describe the tasks

27. Show clearly that the project will produce a measurable outcome • Demonstrate techniques, tools, staff and organization to ensure success. • Contain enough information to convince evaluators that your company can deliver a quality product, on time and within budget. • Avoid using common phrases such as “Vendor will assist and participate with training” • Define how you will assist or participate in different aspects of the requirements.

28. “Provide training for up to 50 employees.” “Vendor has read and agrees to comply.” Vendor should have specified the training methodology and time frames to accomplish the task ie: •Class sizes •Locations •Web based vs. Instructor

29. Failure to provide the required technical or descriptive documentation

30. ??????? • Read the technical requirements carefully and make sure you address them in your proposal

31. ???????? • “The system must provide message broadcasting to the following devices: radios, pagers, cell phones, POTS and Blackberrys.” • “We will provide message broadcasting over pagers and cell phones.” • Vendor failed to respond to all technical requirements

32. Failure to address the requirements in the RFP • Not complying with the due date • Not providing sealed bid • Not providing the requested number of copies • Not providing the page numbers • Not providing vendors contact person

33. Carefully read the proposal instructions. Then read them again. Before you mail in your proposal, read the instructions one last time to make sure you have followed the requirements • Do not view the directions as mere guidelines, doing so can result in disqualification

34. “IT Project Manager MUST have 5 years of experience in managing projects of similar size and scope” “Candidate has worked as a Project Manager in the food industry for the last 2 years.”

35. Vendor does not agree to comply with State of Michigan Terms and Conditions • This may negatively impact your bid

36. Avoid taking exceptions to Terms and Conditions

38. If the RFP states a not to exceed budgeted price, then don’t! • Exceeding this price will result in immediate disqualification

39. What Michigan is doing to help? Technical Evaluation Summary Contractors bidding on any of the categories within Article 1 must fill out the information below for each category bid. Note: Article 1 and Article 2 are required for all Contractors. Where Section/Paragraph asks Contractor for compliance, you must answer Yes or No in the appropriate box and refer to the page number within the Contractor’s response where this is addressed. If Contractor cannot agree to a particular Section/Paragraph in whole or they wish to offer another way to accomplish a particular item/task, Contractor then must indicate this by checking the Comply with Modification box and list where in the Contractors response this is addressed.

40. RFP Section Paragraph Number Requirement Contractor Complies (Yes or No) Contractor’s Complies with Modification Contractor’s Response Page Number 2.0.5 Roles and Responsibilities of the Contractor. Provide the ? Contract Administrator information regarding new technology and Technological trends, which may be considered beneficial for the State. 2.05 Provide a single point of contact (SPOC) for the DIT to call for warranty work, remedial maintenance, order & delivery issues (ex: configurations, price, returns, inquiries, etc.) and billing issues. This will be provided through a toll free line. If bidding multiple categories, please describe how this will be handled. What Michigan is doing to help?

41. What Michigan is doing to help?

42. What Michigan is doing to help? • RFP Checklist

43. In the Best Interest of the State State still reserves the right to reject in whole or in part