State of Nevada
Department of Administration
Purchasing Division
515 E. Musser Street, Suite 300
Carson City, NV 89701
SUBJECT:
RFP TITLE:
DATE OF AMENDMENT:
DATE OF RFP RELEASE:
Brian Sandoval
Governor
Jeffrey Haag
Administrator
Amendment 5 to Request for Proposal 3267
Project Management Office (PMO) Services For Child Support
Enforcement (CSE) System Replacement Project
March 10, 2017
December 22, 2016
OPENING DATE:
March 24, 2017
OPENING TIME:
2:00 PM
CONTACT:
Gail Burchett, Procurement Staff Member
The following shall be a part of RFP 3267. If a vendor has already returned a proposal and any of the
information provided below changes that proposal, please submit the changes along with this
amendment. You need not re-submit an entire proposal prior to the opening date and time.
1.
Section 13.3.3.5 The RFP states that “the contractor must, at its own expense and through its
own channels, provide its own basic office supplies, clerical support, facsimile machine,
furniture, photocopying, phone service and any other necessary equipment and/or resources for
its operations.
On past project of this scale, the entire project team (including the PMO), is co-located with the
implementation contractor at a facility provided by the implementation contractor. The
implementation contractor provides the space, furniture, phone service, and web connectivity at
no charge to the PMP, QA, or IV&V contractors. Will the state modify 13.3.3.5 to stipulate
that the PMO is not required to provide its own furniture, phone service, and web connectivity?
The NCSEAS project team will be co-located at the project site once it is established.
However, the selected Implementation vendor will have up to 60 days from their contract
start date to establish the project site. Since the selected PMO vendor is projected to arrive
seven (7) months ahead of the Implementation vendor, PMO vendor staff will need to be
located elsewhere for up to nine (9) months and the PMO vendor be required to provide their
equipment and supplies as described in section 13.3.3.5 until the project site is operational.
2.
Section 13.3.3.6 The RFP states that “The State will provide space for four (4) contractor
personnel. If additional space is required, the space selected by the contractor must be
mutually agreed upon by the State.”
With the amendment that the PMO contractor must provide 13 staff positions, will the state
agree to provide space for all 13 PMO contractor staff?
Amendment 5
RFP 3267
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DWSS currently has very limited office space and parking available at its administration
building in Carson City. Consequently, the state is only able to provide space for four (4)
PMO vendor staff during the period between their contract start date and establishment of
the project site. If during that time additional PMO staff are required, based on the PMO
vendor’s proposal, the PMO vendor must provide suitable accommodations for them at
another location or allow them to work in Carson City, until the project site is operational.
Space will be provided for PMO vendor staff at the project site when it is established and for
the duration of the project.
3.
The response to question 12 (round 2) states “Responses to sections 5.7, 5.8, 5.9 and 5.10
should be provided in the technical proposal section 11.2.3.6 – Tab VI – Scope of Work.” Are
these sections to be added as VI.18, VI.19, VI.20 and VI.21?
Yes, sections 5.7, 5.8, 5.9 and 5.10 should be added to Tab VI as 18, 19, 20 and 21.
Also is each section allowed an additional 5 pages for response?
Yes, an additional 5 pages is allowed for a response to each of the above sections and their
sub-sections.
4.
The revised SOW included deliverable 4.8.3.3 Produce Data Report. Round 1 of Questions,
question number 48 eliminated this deliverable. Can it be removed from the updated section 4.0
Scope of Work? If not removed, can the State please provide a description for this deliverable?
For clarification purposes, the Description of Deliverable 4.8.3.3 is revised to read, “Produce
meeting agendas” as described in Section 4.8.2.3.
5.
Section 4.8.3 Deliverables Project Meetings and Protocols Deliverable Number 4.8.3.4
included the production of minutes for all meetings. Is the Awarded Vendor expected to attend
and produce minutes for all project meetings (JAD, Design, status steering committee, schedule
review, etc.)? Or, only those in which the PMO is the meeting Facilitator?
The selected PMO vendor must only provide minutes for those meetings they facilitate.
Likewise, the selected QA and Implementation vendors will provided minutes for the
meetings each of those vendors facilitate.
6.
Reference section/page: 4.4.2.3 page 6 of SOW from Amendment 4, Word Doc embedded in
response to Question #5 4.17 PERIODIC PROJECT MANAGEMENT STATUS REPORTS
page 16 of SOW from Amendment 4, Word Doc embedded in response to Question #5.
RFP Text: Provide written semi-monthly project status reports delivered to State project
management by the third (3rd) working day following the end of each reporting period. 4.17.1
Objective: The PMO Contractor will be responsible for providing the Program’s Project
Management Team with regular updates on the progress of the Project, barriers to success, and
plans for overcoming the barriers. The PMO Contractor will also be responsible for providing
the status on the various Project Control Procedures.
Question: We assume that the Semi-Monthly Project Status Reports referenced in Section
4.4.2.3 and the Periodic Project Management Status Reports are two distinct and separate
reports. Is that a correct assumption?
Amendment 5
RFP 3267
Page 2 of 4
Yes, the Project Status Reports are distinct and separate from the Project Management
Status Reports.
If yes, how many Periodic Project Management Status Reports are required of the PMO
contractor each year? If these are as-needed, rather than scheduled recurring reports, what
triggers the need for a Periodic Project Management Status Report? This information is needed
to support costing.
The frequency of the Periodic Project Management Status Reports may vary throughout the
life of the project. On average, vendors can assume the Periodic Project Management Status
Reports will be required on the first business day of every even-numbered month through the
end of the contract term.
7.
Amendment 4, Section 4.6 Project Governance: The Project Governance Plan section refers to
the Project Management Office Plan and a Project Governance Plan. Can the State expand on
the difference of the two plans?
The Project Governance Plan and the Project Management Office Plan are one-in-the-same.
These terms are interchangeable for the purposes of this RFP.
8.
Amendment 4, Section 4.6 Project Governance: The deliverable table does not include
producing the Project Management Office Plan or the Governance Plan. Can the State clarify
expectations for the PMO vendor for this section?
The Description of Deliverable for Deliverable Number 4.6.3.1 is revised to read, “Produce
Project Governance Plan” for clarification purposes.
9.
Amendment 4, Section 4.8 Project Meetings and Protocols: Amendment 4 added deliverable
4.8.3.1 Attend Steering Committee Meetings (unique from 4.4.3.2 Attendance at all Scheduled
Meetings): While it states that the OCSE and the IV&V vendor may be invited every 6
months, how often does the Steering Committee meet otherwise? Should we assume that
Steering Committee Meetings will continue throughout the life of the contract – even into
M&O? This frequency impacts both our attendance and the development of the follow-on
deliverables 4.8.3.2 Assessment Reports.
The Steering Committee currently meets once a month however the frequency of the
meetings may change throughout the life of the project. A Steering Committee Meeting can
be called by the state at any time and all key personnel invited to the meeting must attend.
On average, vendors can assume the Steering Committee will meet once per month through
the end of the contract term.
10.
Amendment 4, Section 4.8 Project Meetings and Protocols: Amendment 4 reinstated
deliverable 4.8.3.3 Produce Data Report (previously deleted with Amendment 2). The activity
description in 4.8.2.3 focuses on the creation and facilitation of each meeting using
agendas. Can the State provide an updated description, content, and format of what is expected
in the ‘Data Report’ for this deliverable?
Refer to the State’s response to Question #4.
Amendment 5
RFP 3267
Page 3 of 4
11.
RFP Section 3.5 Project Software: This section lists current desktop tools (software) utilized
by DWSS. Will the PMO vendor require unique licensed versions of either MS Project Server
or Work Item Tracking Tool?
DWSS is currently in the process of upgrading our MS SharePoint, MS Project Server, and
our Work Item Tracking System (WITS) products. The selected PMO vendor will be
required to provide MS Project licenses, and any other MS Office products, for their team.
The selected PMO vendor may be required to maintain their project documentation in their
own environment until DWSS has completed the upgrade. Once DWSS’ MS Project, and
related software tools, installations are operational, the vendor will be responsible for
successful migration of project documentation into the new products. DWSS’s current work
item tracking tool requires MS Access licenses, which are typically included with the MS
Office suite.
12.
Updated Cost Schedule – Attachment J
Copy of Copy of RFP
3267 Cost Schedule_Amendment 5 - final.xls
ALL ELSE REMAINS THE SAME FOR RFP 3267.
Vendor must sign and return this amendment with proposal submitted.
Vendor Name:
Authorized Signature:
Title:
Date:
This document must be submitted in the “State
Documents” section/tab of vendors’ technical proposal.
Amendment 5
RFP 3267
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