Request for Proposals

WORKFORCE SOLUTIONSof

CENTRAL TEXAS

Proposal DescriptionType: Software Development and Support Services

Workforce Solutions of Central TexasAdministrative Office

200 N. MainBelton, Texas 76513

(254) 939-3771

ISSUE DATE: September 9, 2009INTENT TO BID (Exhibit A): September 18, 2009RESPONSE DEADLINE: November 9, 2009

Workforce Solutions of Central TexasRequest for Proposals

General Contracting Agency InformationThe Administrative Office for Workforce Solutions of Central Texas (WSCT) in Belton, Texas is accepting proposals/bids for Software Development Services. WSCT plans and oversees workforce programs funded using federal, state and local resources. WSCT serves the Texas counties of: Bell, Coryell, Lampasas, Milam, Mills, Hamilton, and San Saba.

Project Overview (Will Become Contracted Statement of Required Services)

Workforce Solutions of Central Texas is seeking software development services for an automated system that consistently gathers information from the businesses and job seekers we serve. The system will accept input from staff who are working directly with customers who contact staff or systems, and it will consistently solicit feedback from customers through automated e-mail surveys. The technology-driven approach will also include a robust and transparent system for reporting and tracking customer feedback.

The project solution will rely upon a content database design using pre-defined dropdown menus, search technologies for thorough analysis, collaboration tools for gathering and sharing information, and output systems for pre-developed and ad hoc reports.  The solution will operate on a Microsoft SharePoint Server platform and provide web-based portals to give staff, customers, and other interested individuals a single point of access to review a dashboard report presenting relevant information. Such a system will support documentation, follow-up and tracking for all suggestions and complaints. Note: It is acceptable for the bidder to propose solutions that include adaptations of off-the-shelf software for all or part of project. For example, off the shelf survey and analysis software can be adapted, if appropriate, for the automated e-mail surveys component.

Project Components and Description (Will Become Contracted Deliverables)

AUTOMATED E-MAIL SATISFACTION SURVEY SYSTEM :Each month WSCT staff will produce two lists of random sample e-mail addresses in Microsoft Excel – one list will be for job seekers and a second for businesses. The automated system (proposed solution) will: Upload the Microsoft Excel e-mail addresses, Distribute survey links to selected recipients by e-mail (there are two different surveys: one

for job seekers and a second for businesses), Accept survey responses (two different data sets: one for businesses and one for job seekers), Gather and analyze responses, Produce predefined reports, Allow for ad hoc analysis and reporting, Include the ability to “opt out” from future surveys (e-mail link to WSCT staff), and Include a link to WSCT for individuals requesting staff contact.

Note: the survey questions will be distributed at the Bidders Conference and as a component of the Bidders Conference Information that is sent to all who submit Intent to Bid Form.General E-Mail Survey System Requirements:

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Reports will: tie to date of service so data goes to correct month, provide graphs/charts/dashboard, auto-fill required forms, and

Surveys will: be anonymous, have the ability to opt out and send a “wrong e-mail” report so WSCT staff know to follow-up on people we may be “losing”.

COMPLAINT SYSTEM :When a complaint is received, staff will select options from pre-defined fields and dropdown menus supported by field definitions (alt tags or by selecting field). A few fields are “open” (require staff data entry). The system is supported by e-mail reminders for “open complaints” that are sent to the person doing initial input and if the complaint remains open to the immediate supervisor (complaints are “closed” when the resolution field is complete). The system will also allow individuals to transfer responsibility to other identified Subject Matter Experts. The system includes: Dropdown Menus with Multi-Layered Predefined Fields, and Open Fields for information such as: “Other”, Resolution Description, Complainant

Information, etc.

Note: the Specific Dropdown Menus and Predefined Fields will be distributed at the Bidders Conference and as a component of the Bidders Conference Information that is sent to all who submit Intent to Bid Form.

The system will also include: A report form that pre-fills when fields are complete (form fill capability), Two levels of “security” – one for general user and a second for supervisors, and The ability to remove a complaint from general staff access to a higher security level when a

complaint reaches the Complaint Officer level.

General Complaint System Requirements: Complaint will not “close” until the resolution description and date of resolution fields are

complete. Real time data availability for complaint information entered directly into the system. Open complaint’s reminder e-mail should (1) remind of open complaint, (2) encourage staff

to update complaint with recent activities, (3) encourage staff to seek supervisor assistance if they cannot resolve the complaint, (4) include a note that all open complaints are reviewed by the Leadership Team monthly.

In addition to trends, etc., WSCT will review an open complaints report monthly to ensure complaints are being resolved in a timely manner and to identify complaints that may require supervisor assistance.

All staff should be able to review general complaint information and inform customers of the status of their complaints should they ask. However, administrators or designees must have the ability to “remove” a complaint from general access should it be moved to a higher level (i.e. “under investigation”, etc.). If a complaint is “removed”, the system should refer to [name of person pulling complaint] so can track to person responsible for the complaint.

Staff can review complaint status but not complaint descriptions; supervisors will need a “level 2” access

Need a staff-level report that has general complaint and how it is resolved (“origination” to “solution”) -- Possibly something like child care, policy issue, LT reviewed policy, policy now reads . . . “xx”

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System will automatically maintain closed files for 3 years. If a file could result in potential litigation the system needs to be able to have such files identified so that they are maintained indefinitely until deleted manually.

INFORMATION GATHERING, ANALYSIS AND REPORTING :The solution will include a robust and transparent system for reporting and tracking customer feedback and complaints. The project solution will rely upon a content database design using pre-defined dropdown menus, search technologies for thorough analysis. Reports will be standardized pre-defined reports using information from dropdown fields and survey responses. However, the ability for ad hoc reporting is being explored as a separate budget line item. Report fields include: Likert scale ratings, Rate analysis (total number, and/or total number compared to subset of number), Conversion of % score to “A, B, C” grades, and Trend reports (current, year to date, year to year).

Note: Specific reporting fields will be distributed at the Bidders Conference and as a component of the Bidders Conference Information that is sent to all who submit Intent to Bid Form.

PLATFORM DEVELOPMENT AND INFORMATION DISTRIBUTION :The bidder will develop, design and install the project platform (Microsoft SharePoint) to integrate the developed database solutions. In general, the system will support documentation, analysis, follow-up, and tracking for all suggestions and complaints.

The bidder will also develop and design web-based portals to give staff, customers, and other interested individuals a single point of access to review a dashboard report presenting relevant information. Such a system will include collaboration tools for gathering and sharing internal and external data and output systems for predefined and ad hoc reports.

ADDITIONAL SERVICES REQUIRED : The WSCT project team meets twice monthly. The selected bidder’s lead staff will work

directly with the WSCT project team to ensure a thorough understanding of the product(s) being procured.

Product installation on WSCT server/network. WSCT will train staff to use the automated system and the SharePoint Server portal. The

selected bidder will be available during training development and development of a desk reference “how-to” manual, and in a support capacity during training to ensure staff and supervisors have a thorough understanding of the project tools and their potential use.

WSCT will conduct an on-site beta test of the project deliverables for a period not to exceed 6 months. During that time, the bidder will be responsible for making adjustments/adaptations to the product to ensure the final solution meets requirements defined herein.

When the final product is complete, the bidder will prepare WSCT’s IT staff to accept responsibility for product support. Responsibility for product support will be transitioned from the bidder to WSCT over a 3-month period beginning at the end of the Beta Test phase.

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Bid Selection ProcessThe bid evaluation will be performed by WSCT’s Board members, staff and/or other subject matter experts. WSCT reserves the right to select an independent review team for the purpose of RFP evaluation should the need arise. The following considerations apply to the selection process:

1. All bids considered must be received on time and be responsive to the RFP instructions.

2. Bids/Proposals must include all of the items requested in All Exhibits.

3. Bid Evaluation Criteria: WSCT will base their selection on demonstrated competence and qualifications, including: Project Management Experience, Software Development and Support Experience, Schedule Design and Reasonableness of Cost. The review and selection process will include the following criteria and value system:

Evaluation Criteria Weight/Value

Project Management Experience 35%Examines the demonstrated ability of the bidder to deliver quality products on budget and in a timely manner (Exhibit C). Three references are required.

Software Development and Support Experience 35%Examines the demonstrated ability of the bidder to work with and develop similar software products (Exhibit C). Includes ability to support products with design/development, assistance with staff training, beta testing/post-testing adjustments and transfer of product support to WSCT tech staff.

Schedule Design 10%Confirms commitment and ability to perform all duties and responsibilities in a professional manner (Exhibit D). Addresses Bid Requirements (Exhibits A, B, F).

Reasonableness of Cost 20%Considers the cost of services being purchased (Exhibit E).

4. In accordance with the 73rd Texas Legislature, WSCT will make a good faith effort to award contracts to Historically Under Utilized Businesses (HUBs). It is the policy of this organization to pursue HUB business. However, the final decision as to the award of this contract will be contingent upon weighted evaluation criteria.

5. All bidders will receive notification of the contract award. A bidder who wishes to appeal the decision will be required to notify the WSCT Complaint Officer, in writing, within fifteen (15) days from the date of the notification letter. The WSCT Complaint Officer Is:

Wanda Williams, Complaint /Equal Opportunity OfficerP.O. Box 450, 200 North MainBelton, Texas 76513

The letter of appeal must specify the nature of or grounds for protest and any desired remedies of action. WSCT reserves the right to determine whether the appeal is valid and merits further consideration.

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Contracting ProcessBid/proposal is selected for contract negotiations; selection does not guarantee contract award. If a contract is awarded, WSCT reserves the right to contract for a period not to exceed 5 years. All contracts are reviewed and renewed or terminated annually. Work submitted on this RFP is for Software Development purposes. Services/work beyond that which described herein or included through contract negotiations must be submitted for approval to the Executive Director or designee.

Request for Proposals Required Dates/Times:September 9, 2009 Request for Proposals IssuedSeptember 18, 2009 Intent to Submit information due from interested proposes/biddersSeptember 30, 2009 Proposers/Bidders Conference will be held at the WSCT office, 200 N.

Main, Belton, TX, at 11:00 a.m., CST.October 15, 2009 Proposers’ questions due. Questions may be faxed to: Horace Dicks,

(254) 939-3207 or emailed to: horaced@workforcelink.com. October 19, 2009 Responses to Proposer’s questions emailed.November 9, 2009 Due date for proposal/bid.November 19, 2009 Bid selection presented to Workforce Board for approval.November 20, 2009 Contract negotiations begin.January 4, 2010 Contract/service start date.Jan-April, 2010 Product Development.May-Oct, 2010 Product Beta Test and Adjustment; and Staff Training.Nov 2010-Jan 2011 Product Transfer; IT staff development.

Bid Submission RequirementsThe materials contained in this Request for Proposals describe detailed activities and documents which must be completed for submission of a proposal/bid. All bids submitted must have the following information and in the following order:

1. Exhibit A: Intent to Submit2. Exhibit B: Proposal Summary 3. Exhibit C: Proposal Narrative including requested attachments 4. Exhibit D: Schedule Design including requested attachments5. Exhibit E: Budget6. Exhibit F: Certification Regarding Debarment, Suspension, Ineligibility and Voluntary

Exclusion.

Submission of BidsSubmit one original and four copies of the sealed proposals/bids by mail or hand delivered on or before November 9, 2009, 5:00 p.m. CST. Addresses for submission:By MailWorkforce Solutions of Central TexasAdministrative OfficeAttention: Horace DicksP.O. Box 450Belton, Texas 76513

Hand DeliveryWorkforce Solutions of Central TexasAdministrative OfficeAttention: Horace Dicks200 North MainBelton, Texas 76513

Bids submitted should be clearly marked "Confidential Sealed Bid – Attn: Horace Dicks".

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Bid Conditions1. WSCT reserves the right to accept or reject any or all bids submitted.

2. WSCT is exempt by law from payment of Texas Sales Tax and Federal Excise Tax.

3. This RFP does not commit WSCT to pay for any cost incurred prior to the execution of any contract. All contracts are contingent upon availability of funds from the U.S. Department of Labor and/or Texas Workforce Commission.

4. The intent of this RFP is to identify the various contract alternatives and estimates of costs for the items solicited. WSCT is under no legal requirement to execute a contract from any bid submitted.

5. The bid must contain a list of three (3) references where like services have been performed within the preceding twenty-four (24) months. Include the name of the business or governmental entity, address, telephone number, and contact person.

6. Bidders shall not make contact with, or make offers of gratuities or favors, to any officer, employee, member of the WSCT, or any subcontractor employees of the WSCT. Contact for technical assistance is allowed with the RFP contact person. Violation of this instruction will result in immediate rejection of the bid.

7. WSCT specifically reserves the right to vary the provisions set herein at any time prior to the execution of the contract where such variance is deemed to be in the best interest of the WSCT.

8. All bids and their accompanying attachments will become property of WSCT after submission and materials will not be returned.

9. Only new, unused, first quality material shall be supplied under this Request for Bid. Design, strength, and quality of materials and workmanship must conform to the highest standards.

10. The contents of a successful bid may become contractual obligations, if a contract is awarded. Failure of the bidder to accept those obligations may result in the cancellation of the bid for selection. The contents and requirements of this RFP may be incorporated into any legally binding and duly negotiated contract between WSCT and the selected vendor(s).

11. WSCT reserves the right to select and/or contract with more than one vendor from the bids submitted.

12. WSCT reserves the right to separately select and/or contract for each Phase of the Project.

13. As a condition to the award of financial assistance from the Department of Labor under Title I of the Workforce Investment Act (WIA), Workforce Solutions of Central Texas assures that it will comply fully with the nondiscrimination and equal opportunity provisions of the following laws:

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Section 188 of the Workforce Investment Act of 1998 (WIA), which prohibits discrimination against all individuals in the United States on the basis of race, color, religion, sex, national origin, age, disability, political affiliation or belief, and against beneficiaries on the basis of either citizenship/status as a lawfully admitted immigrant authorized to work in the United States or participation in any WIA Title I--financially assisted program or activity;

Title VI of the Civil Rights Act of 1964, as amended, which prohibits discrimination on the bases of race, color and national origin;

Section 504 of the Rehabilitation Act of 1973, as amended, which prohibits discrimination against qualified individuals with disabilities;

The Age Discrimination Act of 1975, as amended, which prohibits discrimination on the basis of age; and

Title IX of the Education Amendments of 1972, as amended, which prohibits discrimination on the basis of sex in educational programs.

14. Workforce Solutions of Central Texas also assures that it will comply with 29 CFR part 37 and all other regulations implementing the laws listed above. This assurance applies to Workforce Solutions of Central Texas's operation of the WIA Title I-financially assisted program or activity, and to all agreements Workforce Solutions of Central Texas makes to carry out the WIA Title I-financially assisted program or activity. Workforce Solutions of Central Texas understands that the United States has the right to seek judicial enforcement of this assurance.

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EXHIBIT A

INTENT TO SUBMIT FORM

Interested bidders/proposers must submit the following information by fax or email to: Horace Dicks, (254) 939-3207; or horaced@workforcelink.com by September 18, 2009, 5:00 p.m. CST.

Company Name: _________________________________________________________

Contact Person: _________________________________________________________

E-mail Address: _________________________________________________________

Phone Number: _________________________________________________________

Mailing Address: _________________________________________________________

_________________________________________________________

Physical Location (if different from mailing address):

_________________________________________________________

_________________________________________________________

_________________________________________________________

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EXHIBIT B

WORKFORCE SOLUTIONS OF CENTRAL TEXAS

PROPOSAL SUMMARY FORM

FOR

Software Development Services

_______________________________________________________________________________Company Name

_______________________________________________________________________________Contact Name

_____________________________________ ________________________________________

_____________________________________ ________________________________________

_____________________________________ ________________________________________Mailing Address Street Address (if different from mailing address)

Phone_______________________________

Fax_________________________________

Email address________________________

_____________________________________ ________________________________________Authorized Signature Date

____________________________________Total Bid for Proposed Services

____________________________________Proposal Offer is Valid Until (Date)

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EXECUTIVE SUMMARYPlease provide a short description of Proposed Services (not to exceed one page). Include, as appropriate, highlights of experiential information provided in the Proposal Narrative (Exhibit C) and any proposed changes to the statement of work or timeline. You must identify any parts of the RFP for which you are not bidding. You may also include information not requested in the RFP that you believe should be considered (i.e. what makes your organization unique).

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

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EXHIBIT C

PROPOSAL NARRATIVE

Project Management Experience (35%)Examines the demonstrated ability of the bidder to deliver quality products on budget and in a timely manner. 1. Project oversight by Certified Project Manager or Certified Project Engineer?

(If yes, provide documentation)2. Attach resume for Lead Staff Person for this project (not required to be the project oversight

person described above).3. References: Please list three (3) references from businesses/entities where like services

have been performed within the preceding twenty-four (24) months. Include the name of the business or governmental entity, address, telephone number, and contact person.

Reference 1:Name of Business ____________________________________________________________Contact Person ______________________________________________________________Telephone Number ___________________________________________________________E-Mail _____________________________________________________________________Address ___________________________________________________________________(City, State, Zip)Description of Services Provided for and/or Relationship with Referenced Business ________________________________________________________________________________________________________________________________________________________

Reference 2:Name of Business ____________________________________________________________Contact Person ______________________________________________________________Telephone Number ___________________________________________________________E-Mail _____________________________________________________________________Address ___________________________________________________________________(City, State, Zip)Description of Services Provided for and/or Relationship with Referenced Business ________________________________________________________________________________________________________________________________________________________

Reference 3:Name of Business ____________________________________________________________Contact Person ______________________________________________________________Telephone Number ___________________________________________________________E-Mail _____________________________________________________________________Address ___________________________________________________________________(City, State, Zip)Description of Services Provided for and/or Relationship with Referenced Business ________________________________________________________________________________________________________________________________________________________

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Software Development and Support Experience (35%)

Examines the demonstrated ability of the bidder to work with and develop similar software products. Includes ability to support products with design/development, assistance with staff training, beta testing/post-testing adjustments and transfer of product support to WSCT tech staff.

Describe bidder’s experience in similar project(s) supporting product design/development including product support, staff training, beta testing/post-testing adjustments and/or transfer of product.____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Attach Software Certifications for staff assigned to the project including but not limited to Microsoft products.

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EXHIBIT D

SCHEDULE DESIGN (10%)Confirms commitment and ability to perform all duties and responsibilities in a professional manner (Exhibit D). Addresses Bid Requirements (Exhibits A, B, F)

Commitment to Bid Requirements.

Please complete the below form which will stand as confirmation that the bidder agrees to all bid conditions or proposes changes to the timeline and statement of work. If changes are proposed, include a justification for each change. Note: if changes are deemed justified by WSCT no points will be deducted for proposed changes.

□ Bidder agrees to timeline, or□ Bidder proposes the following changes to the timeline.

___________________________________________________________________________________________________________________________________________________________________________________________________________________________

□ Bidder agrees to statement of work, or□ Bidder proposes the following changes to the statement of work.

___________________________________________________________________________________________________________________________________________________________________________________________________________________________

□ Bidder agrees to required deliverables, or□ Bidder proposes the following changes to the deliverables.

___________________________________________________________________________________________________________________________________________________________________________________________________________________________

List any parts of the RFP for which you are not submitting a bid:____________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Proposal Check ListConfirm the below documentation was submitted by due date or is included in the Bid Packet.

Required Item Yes NoExhibit A: Intent to Submit Exhibit B: Proposal Summary Exhibit C: Proposal NarrativeExhibit D: Schedule DesignExhibit E: BudgetExhibit F: Certification Form

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EXHIBIT E

REASONABLENESS OF COST (20%)Considers the cost of services being purchased.

Product Budget A cost per hour and total line item budget for required tasks is required for all services.

Task Description Cost Per HourTotal Cost

(Per Hour Cost x Total Estimated Hours)

Automated E-mail Survey SystemComplaint SystemInformation Gathering, Analysis and ReportingAd Hoc Report CapabilityPlatform Development and Information DistributionProject support (WSCT project team participation)Product installation on WSCT serverWSCT staff training supportBeta Analysis/Pilot Phase adjustmentsProduct transition/WSCT staff preparation

Budget ConsiderationsDoes bidder propose a cost per hour or total cost adjustment under the following circumstances?

Task Description Cost Per HourTotal Cost

(Per Hour Cost x Total Estimated Hours)

WSCT purchases code for products developed above (co-ownership is an option)Bidder has right for re-sale of products produced through this RFP

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EXHIBIT F

CERTIFICATIONREGARDING DEBARMENT, SUSPENSION,

INELIGIBILITY AND VOLUNTARY EXCLUSION

LOWER TIER COVERED TRANSACTION

This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 29 CFR Part 98, Section 98.510, Participant's Responsibilities. The regulations were published as Part Vii of the May 26, 1988, Federal Register (pages 19160-19211).

1. The prospective recipient of Federal assistance funds certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency.

2. Where the prospective recipient of Federal assistance funds is unable to certify to any statements in this certification, such prospective participants shall attach an explanation to this proposal.

_____________________________________ ________________________________________Name of Authorized Representative Title

_____________________________________ ________________________________________Signature Date

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