IT Division

Division Lead

•Greg Faremouth

Buyers

•Joann Klasko•Jacque Kuch•Lisa Morrison•Steve Motz•Dale Reif

Invitations to Bid

• Overview– All Technology Projects > $25K are

Competitively Bid.

• Opportunities – Bids >$50K are Posted Regularly on

Acquisition Services www.michigan.gov/doingbusiness

Overview of State IT Purchasing Programs

Technology Initiative > $1M Invitation to Bid - RFP

Mid-Size IT Projects < $1M Master Vendor Program - MVP

Non-Contract Need<$25K Department Purchase Order

Sole Source Requests Acquisition Services Policy

Specialized IT & Project Needs Direct Enterprise Contracts

Telecom and Network Needs LinkMi / MMCC

Technology Products Michigan Master Computing Contract (MMCC)

IT Staff Augmentation <$250K START Program

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

Data Warehouse

Services:Services: Database Administration, Application Development and Migration,

Database Tools

Prime Contractors:Prime Contractors: Bull, Accenture, EDS, Deloitte, IBM, Dewpoint, Oracle

Security

Services: Services: All Aspects of the Security of the State Computer & Associated Business

Operations

Awards:Awards: Unisys, Dyntek, EDS, IBM, Ajilon, Accenture, Deloitte

MVP Categories

Project Development Services

ServicesServices: Statement of Work Defined Technology Projects

Awards:Awards: Ciber, Compuware, Covansys, EDS, Keane, Rapidigm, STG

Business Requirements

Services:Services: Needs Assessment/System Design/QA

Awards:Awards: Compuware, Covansys, Deloitte, EDS, Keane, American Management, Systems,

Dewpoint

MVP Categories

• 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

START Program

• 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 ProposalTo 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.

How to Submit a Proposal

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

Symptoms, Suggestions, and Examples

General Proposal Errors

Suggestions to improve General Proposal Errors

Specific Examples of common proposal errors

• 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

• 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

“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

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

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

“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.”

• Submitting delivery dates which are later than the schedule in the RFP

• Proposing different pricing methodologies than what is listed in the RFP

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

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

• 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

“IT Project Manager MUSTMUST 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.”

• Proposal is too vague

• Proposal repeats the problem and does not demonstrate understanding

• 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”

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.

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

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

• 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.

“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

• Failure to provide the required technical or descriptive documentation

• ???????

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

• ????????

“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

• 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

• 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

“IT Project Manager MUSTMUST 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.”

• Vendor does not agree to comply with State of Michigan Terms and Conditions

- This may negatively impact your bid

• Avoid taking exceptions to Terms and Conditions

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

disqualification

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.  

What Michigan is doing to help?

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?

RFP Checklist

What Michigan is doing to help?

In the Best Interest of the State

State still reserves the right to reject in whole or in part