VITA PPEA Review Committee Kick-off Meeting

1. VITA PPEA Review Committee Kick-off Meeting

2. Presentation Outline • Overview of the VITA Public-Private Education Facilities and Infrastructure Act (PPEA) Process • VITA PPEA Review Committee - Organization & Assignments • Proposed Evaluation Process – Conceptual Review • Schedule • Timekeeping & Administration • Confidentiality Agreements • Questions & Answers

3. Goal of the VITA PPEA Process Selectively seek investment in those public-private partnerships that best serve the business-driven technology needs of the Commonwealth, and support the agency mission, vision, and objectives established in the VITA Business Plan. PPEA Proposal(s) = Partnership(s) = Major Project(s)

4. The Value of Partnerships • Going it alone is not an option • Virginia does not have $200 - $400 million to invest in infrastructure and facilities • Virginia does not have the people, time, or resources to implement these large-scale projects • Potential partners bring much to the table • Innovative ideas for solving our business problems • Access to state-of-the-art capabilities and technologies • Expertise and ability to bring major projects to completion • Ability to bring resources to bear for the benefit of citizens and customers • Commonwealth defines what is (and isn’t) acceptable in proposals

5. Driving PPEA Statutory Requirements • Proposal must meet definition of “Technology Infrastructure Project.” (§56-575.1) • Proposal must serve a public need and purpose based on the following determinations (§56-575.4(C)): …public need for or benefit derived from the qualifying project. …estimated cost is reasonable in relation to similar (projects)…. …the private entity’s plans will result in the timely acquisition, design, (implementation),…,equipping, maintenance, or operation of the qualifying project.

6. Commonwealth PPEA Model Procedures • Implementing instructions for the management of the PPEA Process • Define four major steps in the handling of PPEA Proposals • Initial Review • Conceptual Review • Detailed Review • Comprehensive Agreement • Instructions for the submission of proposals at the Conceptual and Detailed Stages • Evaluation and Review Criteria • Other Administrative Guidance

7. VITA PPEA Process Model

8. VITA PPEA Process - Governance Commonwealth IT Investment Board Membership Established in CODE ITIB Secretaries of Tech., Fin., Admin., Com. & Trade Treasury Board OAG Review & Decision Authorities CIO Dep. CIO VITA Directors of SMS, SCM, CS VITA CFO Selected VITA, DGS, OAG, & Treasury Staff Invited Participation: ITIB & Selected Agencies, Including DPB, DOA, & DHRM VITA PPEA Review Committee

9. VITA PPEA Process - Completed Activities • Nov 2003 – March 2004 • Received Initial PPEA Proposals • March 2004 • Researched PPEA Legislation and Model Procedures • Drafted Initial Process Model • Established Enterprise Projects Office • April 2004 • Established Internal VITA PPEA Proposal Review Committee • Conducted Initial Review of Proposals • Drafted “Attributes for VITA PPEA Proposals” • Established Contract for High Level Sourcing Consultant

10. VITA PPEA Process - Completed Activities (Continued) • May 2004 • Met with Individual Proposal Teams • Received Updated Proposals • June 2004 • Posted Proposals, “Attributes,” and Invitation for Competing Proposals

11. VITA PPEA Initial Proposals – Status

12. Attributes for VITA PPEA Proposals • Suggested during initial review of PPEA proposals • Provide potential proposers a concise insight into VITA’s strategic reengineering direction and concept for a partnering relationship • Initial development by VITA staff, ITIB, and sourcing consultant • Input from Agencies, Cabinet, Governor’s Office, General Assembly, and IT study results (Council on Virginia’s Future, Wilder Commission)

13. Attributes for VITA PPEA Proposal Major Reengineering Initiatives • State-of-the-Art Data Center(s) with Disaster Backup • Enterprise Desktop Management • Enterprise Messaging/E-mail System • Enterprise Customer Care Center • Electronic Government and Associated Business Transformation • Comprehensive Statewide Network Services • Enterprise Application Level Access Management (single sign on) • End-to-end Systems and Process Management (organization, technology, process, facilities, and security) • Continuous Evaluation and Planned Implementation of Emerging Technology (planned technology refreshment) • Change Management Processes, both Organizational and Technical, that Operationalize Technology • Integrated Management of Distinct Transformation Projects and Activities (with separation of infrastructure and enterprise application initiatives, including separate cost justification)

14. Overall Scope subcommittee will review and rank proposals based on the overall approach to the Major Reengineering Initiatives identified in the "Attributes for VITA PPEA Proposals." VITA PPEA Review CommitteeOrganization and Assignments Financials subcommittee will review and rank proposals based on financial considerations, including feasibility, CBA, proposer’s capabilities, and impacts on state budget and bonding. Enterprise Applications subcommittee will review and rank proposals based on the overall approach to reengineering and automating Commonwealth enterprise systems.

15. Evaluation at the Conceptual Review Stage • VITA PPEA Review Committee • Multiple Agencies/Stakeholders • Three Subcommittees • Independent Review by Gordon & Glickson, LLC • Report to VITA PPEA Review Committee • Holistic or “Best Value” Approach (Proposed!) • “1-n” Ranking by Subcommittee and Committee • Recommended Courses of Action

16. Milestones

17. Timekeeping & Administration • VITA needs to establish a baseline for estimating future PPEA proposal review schedules. • Request that committee members track the time that they spend on proposals: • Reading/Review • Name of Proposal • Time Spent • Meetings • Time Spent

18. Confidentiality Agreements REVIEW & SIGN Please provide signed copy to Bob Haugh before you depart.

19. Questions???

20. Points of Contact Dan Ziomek VITA Project Management Division 804-371-2763 dan.ziomek@vita.virginia.gov or Bob Haugh VITA Project Management Division 804-371-5575 william.haugh@vita.virginia.gov

21. VITA PPEA Review Committee Kick-off Meeting