NextGen eProcurement Pre-Proposal Conference: RFP 0A1190 Overview - - PDF document

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NextGen eProcurement

Pre-Proposal Conference: RFP 0A1190 Overview The Conference will begin momentarily.

Speaker: Kelly Sanders Good morning and thank you for joining us today for an overview of our NextGen eProcurement RFP. This RFP is the result of extensive research, discussions with other states, Kaizen events and a business process re-engineering effort with significant participation, input and collaboration from stakeholders across multiple agencies. I also want to thank many of you that are joining us today for providing valuable information and insight at our Competitive Dialog session last fall. Release of this RFP is taking the state of Ohio one step closer to transforming our procurement processes and providing a better experience for our buyers and suppliers. Maria Johnson, our Procurement Representative, will now walk us through the agenda.

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The included presentation and speakers notes are provided to the vendor community on an ‘as-is’ basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

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Agenda

 Welcome and Introductions  Spotlight on Project & Solution Elements  State RFP Responses: General Processes and Protocols  Open Inquiries: Questions & Answers  Wrap-Up Speaker: Maria Johnson We have designed today’s session to provide you with a general overview of the RFP content and requirements. Participation in this session is not mandatory to respond to the RFP, but this is an opportunity for vednors to learn more about the RFP and ask questions. Given the anticipated audience of firms that may respond to this RFP, our understanding of the firms that may be on this call, and considering response, we‘re going to highlight several aspects of State RFPs that comprise a complete proposal response. We do hope this material will be helpful to firms that are developing responses to this RFP. Additionally, we have afforded time at the end of the presentation for firms to ask questions of the

• State. And we will answer your questions to the extent we can.

Please feel free to enter questions at any time during the presentation in the Q&A chat box on the right or at the bottom of the Skype Session screen. Should you have any questions that aren’t answered during this call, please utilize the Procurement Inquiry process highlighted on the State procurement website to submit your questions. The presentation you are viewing today will be available at the conclusion of the live broadcast. The same link used to join the meeting today can be used to access the recorded presentation. We’ve allowed for approximately 2 hours for the presentation and the Q&A session.

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The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

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Welcome and Introductions

On this Teleconference:

Maria Johnson – Procurement Representative/Moderator Computer Acquisition Analyst Eric Glenn – Business Owner/Presenter Deputy Chief Procurement Officer Kelly Sanders – Business Owner/Presenter Chief Procurement Officer Bob Sievert – Subject Matter Expert eProcurement Practice Lead

Speaker: Maria Johnson In addition to myself, on the call this morning we have the Office of Procurement Services business

• wners, Mr. Eric Glenn, DAS Deputy Chief Procurement Officer, and Ms. Kelly Sanders, the DAS

Chief Procurement Officer. Also assisting us today is advisor Mr. Bob Sievert. With introductions taken care of, I’d like to turn the meeting back over to Ms. Sanders.

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The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

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Agenda

 Welcome and Introductions  Spotlight on Project & Solution Elements  State RFP Responses: General Processes and Protocols  Open Inquiries: Questions & Answers  Wrap-Up Speaker: Maria Johnson Introduce Kelly Sanders

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The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

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Opportunity Overview

NextGen eProcurement: Background

Ohio Department of Administrative Services (DAS), Office of Procurement Services (OPS) provides general and information technology procurement services to its customers. Procurement activities are a mix of centralized and decentralized practices, encompassing many entities. The State is currently challenged with:

• Transactional inefficiencies;
• Higher costs for doing business; and
• A less than optimal user experience for buyers and suppliers.

Speaker: Kelly Sanders I’d like to take a moment to provide some background information and hi-light the challenges we currently face. The Department of Administrative Services, Office of Procurement Services is the central procurement authority that supports state agencies, boards and commissions with the procurement of general and information technology goods and services. Our office also supports cooperative purchasing program members comprised of local government entities and higher education through extension of our contracts for goods and services. Procurement in the state of Ohio is a mix of both centralized and decentralized activities across multiple entities. Supplement Three of the RFP provides more details about the different entities and a more in-depth

• verview of procurement as well as other reference materials we hope assist you with developing

your response to this RFP. Now I’d like to hi-light the current challenges our buyers and suppliers are faced with. We experience transactional inefficiencies through duplicative and complex processes and lack of automation. We also experience higher costs of doing business.

• The state sometimes pays higher than market prices and it is not easy to validate. There is no

visibility to real-time market prices to compare to state contract prices to drive strategic sourcing decisions.

• Suppliers are experiencing high costs in doing business and may be transferring them to the state.
• We have minimal spend data and analytics to better leverage buying power.

Our buyers and suppliers have a less than optimal experience due to outdated and complex technology that is not intuitive. We also have a fragmented systems approach with multiple points of entry that is difficult for buyers and suppliers to navigate.

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The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

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Opportunity Overview

NextGen eProcurement: Vision

The State seeks:

• A cloud-based, managed service with a strong interest in a

Software as a Service (SaaS) Solution delivery model

• To encourage industry partnerships where necessary to bring a

best-of-breed, innovative, integrated, and comprehensive Solution with the latest software available

• An adaptive and configurable Solution to accommodate the

different needs of State Agencies and evolve as the State’s needs and legislative requirements change

• Deployment that will provide value early in the implementation

Speaker: Kelly Sanders The State is seeking to implement a more strategic, well-coordinated, standardized and fully adopted eProcurement Solution that fully integrates with the State’s enterprise resource planning system also known as OAKS. We have a strong interest in a SaaS solution. We encourage the industry to partner to provide a comprehensive, best of breed solution with the latest software available at the time of implementation. The state expects the eProcurement Solution to be an Out of the Box solution that is adaptable and configurable to meet the needs of our broad user base and accommodate legislative and policy changes as they evolve. We realize that some of the expected innovations and functional requirements may necessitate customizations/extensions to an existing Solution but we intend to scrutinize those requirements to ensure they are truly necessary. We expect that those requirements that are deemed necessary for customization become part of the offeror’s base eProcurement product. We are looking for the solution to demonstrate early value and return on investment to the State.

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The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

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Opportunity Overview

NextGen eProcurement: Vision continued

The Solution is envisioned to be used by:

• Central Procurement
• State Agencies
• Higher Education Institutions
• Local Governments
• Suppliers

Speaker: Kelly Sanders The eProcurement solution will support state agency users at the central procurement and agency

• levels. We also intend to enable access to the solution for higher education and local government

entities throughout Ohio through an optional follow-on implementation. This additional participation is expected to provide additional buying power, more attractive contract pricing and terms and greater competitive interest from the supplier community. Our supplier community is also a key stakeholder that will be supported by the solution.

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The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

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Opportunity Overview

NextGen eProcurement: Key Success Factors

The desired eProcurement solution must empower the State to:

• Provide a simpler buying experience;
• Provide a single point of entry, status and reporting for all

procurements;

• Establish and manage a unified set of processes for all

procurements and stakeholders;

• Provide real-time dashboard and tracking capability;
• Increase supplier participation and competitiveness to support

finding the best possible product/service at the best value-point; and

• Achieve standardization of policies, processes, and systems.

Speaker: Kelly Sanders The success factors that you see address the challenges that I talked about earlier. Simpler…. Single point of entry…real-time… best value… standardization…. All of these outcomes will transform the procurement experience for our buyers and suppliers.

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The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

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Opportunity Overview

NextGen eProcurement: Key Success Factors

The State expects to achieve success and value early with focus on:

• Open Marketplace Shopping Environment deployment by

December 2018

• Benefits Realization
• Organizational Change Management (OCM)

Speaker: Kelly Sanders

• Deployment of the Open Marketplace shopping environment is a vital factor to success.

The marketplace is not just state resource and contract catalogs but also retail/commercial market sources to provide shoppers with a real-time comparative price shopping experience to provide the best value and drive strategic procurement decisions. We are seeking as broad an initial deployment as possible with shopping content and number of users by December 2018.

• Benefits Realization is also a critical element.

We want to define and measure effective and appropriate metrics and also determine baseline measures.

• Organizational Change Management is also vital and extends beyond just training.

It also includes other elements such as – Effective communication plan – Readiness Activities and Assessments – Training Plan – Needs Analysis, Development & Deployment – Training Materials, Train-the-Trainer – Adoption & Sustainment Plan Our next Speaker is Eric Glenn

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The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

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Solution Components

The RFP is organized into nine eProcurement Workstreams. Speaker: Eric Glenn The functions and capabilities of the required solution are organized into nine eProcurement Workstreams. Each of these Workstreams, as well as detailed requirements for each Workstream is presented in the requirements matrix included within Supplement 1. The Request through Pay and Catalog Capability are the workstreams that comprise the Open Marketplace Environment that must be implemented by December 2018 As Kelly mentioned earlier the primary stakeholders for the eProcurement solution are the Central Procurement Offices, State Agencies, State Institutions of Higher Education and Local Governments where many are already members of the Ohio Cooperative Purchasing Program (Co-Ops) to use State contracts. As depicted in the center of this workstream diagram, State Users represent a range of users, from the State employee who buys or makes purchases on a daily basis to the Central Procurement professional who performs sourcing and bid management, contract management and purchasing analytics for strategic decision-making.

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The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

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Solution Highlights

Functional Requirements

Response focal points:

• Inline Narrative: Supplement 1, Section 3.2
• Requirements Matrix: Supplement 1, Section 3.2 and Attachment 10

Approach: how and when (year 1, 2, or 3 of implementation) the requirement

Speaker: Eric Glenn Regarding the Functional Requirements, I would like to highlight several areas of focus. In addition to the required response per functional requirement in the requirements matrix, the State is requiring an inline narrative for eProcurement functionality. Offerors must provide a detailed narrative throughout the document at the workstream level that describes how the proposed solution will meet or exceed the objectives and requirements of the Workstream. The State suggests that offerors illustrate the rationale, merits, completeness, innovation, capabilities and limitations of all Solution components and provide screen captures, diagrams, graphics and other relevant information to illustrate to the State the degree of compliance with the requirements. Consistent with standard practice, the State has published a Microsoft Word version of the RFP to facilitate development of the inline response. The State has also published the Functional Requirements Matrix in Excel as Attachment 10 to assist offerors with proposal development and to assist the State with proposal review and analysis. Please note that the State is requesting that offerors complete both the Functional Requirements Matrix in Excel and in Supplement 1. If there are any discrepancies between the two documents, Supplement 1 will govern. Please pay close attention to and follow the instructions for completing the matrix. Regarding the completion of the matrix, please note that offerors may select multiple approaches as applicable to satisfy a single requirement. The Innovation/Business Process field of the matrix affords offerors the opportunity to propose innovative, alternate approaches to meeting the requirement which also includes changes to an existing or implementation of a new business process. The matrix also accommodates capability delivery against the roadmap for the eProcurement solution and requires offerors to indicate when a specific requirement will be delivered within a 3 year timebox.

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The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

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Solution Highlights

Integration & Conversion Requirements

Response focal points:

• Inline Narrative: Supplement 1, Section 4.5
• Requirements Matrix: Supplement 1, Section 4.5 and Attachment 10

Speaker: Eric Glenn Offerors must also respond to the integration and conversion requirements needed between the NextGen eProcurement Solution and other State systems or tools. The integration and conversion requirements are also included in Attachment 10 on a separate tab of the Excel file and in Supplement 1. The matrix has similar look and feel to the Functional Requirements Matrix with field names tailored to integration and conversion services. Similar to the functional requirements matrix, the integration and conversion requirements matrix must be completed according to the instructions included in the RFP. If there are any discrepancies between the two documents, Supplement 1 will govern.

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The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

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Solution Highlights

Technical & Integration Requirements

Enterprise tools and solutions available to leverage (Supplement 1, Section 4):

• State Portals
• Workflow & Integration Management
• Enterprise Identity Management

Existing State Systems & Dispositions (Supplement 1, Section 4.4)

• Replace
• Integrate Data & Process
• Link
• Convert/Migrate Data

*Licenses required *Licenses required

Speaker: Eric Glenn The State has made significant investments in IBM Customer Experience, Oracle Enterprise Service Bus (ESB) and Identity Management solutions that are the standard for general Enterprise use across State systems and systems architectures. Although offerors are encouraged to consider the potential use of these tools to meet functional and technical requirements, where appropriate. The State is not requiring that offerors transition from their existing tool sets used within their eProcurement platform. However, offerors must base their proposal on the assumption that the State’s Enterprise Service Bus will be used to provide Service Oriented Architecture functions and Web Services (in general) to develop or provide the State’s portion of integrations and interfaces. If an offeror elects to leverage an existing standard enterprise tool then that offeror must acquire the licenses and include them in the appropriate sections of the proposal which also includes the bill of materials within the Cost workbook. You are not expected to provide licensing costs for State employees licenses. Offerors must not propose to leverage existing licenses that the State

• wns for these standard enterprise tools.

Many of you may be aware of the State’s strategic investments in the Oracle PeopleSoft ERP tool branded in Ohio as Ohio Administrative Knowledge System ( or OAKS), ServiceNow for service management and customer support; and the State procurement website just to name a few existing State systems. Offerors will be asked to replace, integrate or interface with; link and/or convert or migrate data as indicated in the RFP. Detailed descriptions and requirements for the existing State systems have been provided to assist offerors with formulating a complete response.

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The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

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Solution Highlights

Managed Services

• Open Marketplace Environment Services

– Onboarding Supplier Support – On-going expansion efforts

• Help Desk Services
• Optional Procurement Services

Speaker: Eric Glenn Managed Services responsibilities which includes Operational Support commence with the initial release of functionality into the Production environment. As indicated in the RFP going live with Open Marketplace Environment capability is paramount to the success of the project.

• Once in production, the Contractor must provide the following services regarding the

Open Marketplace Environment: The Management and Maintenance of the Open Marketplace that supports the overall management of the Open Marketplace environment inclusive of: integrations with online wholesaler/retailers; regular (or real time) synchronization of products and prices for items in the catalog; on and off-boarding of suppliers, available products and services; establishment of Ohio- internal, Ohio-preferred and State Contracted suppliers within the Marketplace as well as the

• verall management, maintenance and operations of the technical elements that comprise this

“Catalog of Catalogs” environment as to comply with State operating, service level and performance requirements. The State acknowledges that deploying an Open Marketplace Environment in phases may be necessary. However, the capability implemented by December 2018 must be transformational and impactful in allowing users to leverage the market place for routine, strategic and project spend. The Contractor must also provide on-going Support functions to continuously and proactively expand the Open Marketplace ecosystem with additional contract, non-contract and retail/commercial market products and services. An important element of the supplier support is the on-boarding and continuous support of both suppliers with State Contracts and non-contract suppliers offering goods and services in the Open Marketplace Environment.

• Regarding Help Desk Services, the State will provide a contact center for Tier 1 and Tier 2 help

desk services for State and Co-Op users. The Contractor must provide Tier 1 and Tier 2 help desk services for Suppliers and Public-access users and Tier 3 level support services for all users in conjunction with the State and dependent upon subject matter. The contractor must also provide a point of contact for all technical incidents, problems and changes.

• Regarding Optional Procurement Services, the State may have a need for additional

procurement expertise or consulting services; therefore, offerors should include in their proposals their approach and rate structures for this service element.

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The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

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Solution Highlights

Contractor Best Practices

Demonstrate commitment to continuous improvements

• On-going proposal of leading alternative practices, tools and services
• Discounts for potential future tools or service offerings
• 3-yr Product Roadmap
• Open to Advanced Technologies
• Machine Learning
• Artificial Intelligence
• Digital Assistant technologies

Speaker: Eric Glenn With the NextGen eProcurement RFP, the State is encouraging offeror best practices and alternatives including the cost benefits of such solutions inclusive of expected outcomes for the State. As a commitment to continuous improvement throughout the term of the Contract, the State will review and consider for adoption alternative processing approaches, new tools, services, methodologies, technologies such as machine learning, artificial intelligence and digital assistants, business processes or any other relevant best practice or opportunities to reduce contract costs and

• ffer discounts off prices for future tools and service offerings.

To assist with assessing the proposals, the State is requiring the current 3-year Product Roadmap for the eProcurement solution. Offerors must describe in detail its plan for continuous improvement within the roadmap proposed.

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The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

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Solution Highlights

Innovations and Value-Added Services

Option to propose additional innovations and value-added services

• Not already contemplated in this RFP
• Available within the implementation period of this Project

Speaker: Eric Glenn In addition to the stated requirements, the State seeks creative innovations and value-added services not contemplated in the scope of work contained in the RFP. In responding to this section, offerors must provide a detailed narrative that describes any additional proposed innovations and value- added services as well as the benefits and outcomes the State would realize. Offerors must be prepared to provide supporting evidence that demonstrates the benefits and outcomes. Offerors must indicate if any of the innovations or value-added services are at an additional cost and identify those in the Cost Workbook.

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The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

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Project Vision Scope & Schedule The scope of this Project is to foster broad use of the Solution to a variety of State Agencies, non-State entities, and Suppliers over time.

• Incremental Functional Release
• Not “big bang” but iterative and agile

approach

• Looking for innovation
• Open to Roadmap
• Optional Scope Elements

OPTIONAL Illustrative not prescriptive

Speaker: Eric Glenn Consistent with any large, complex business transformation project, the Contractor must follow proven quality assurance processes and procedures for the delivery of services to the State. As indicated on this slide, the scope of this project is to foster broad use of the eProcurement Solution to a variety of stakeholders over time. This project implementation diagram is provided for illustrative and not prescriptive purposes. The State encourages alternate approaches that satisfy the scope of work and requirements contained in the RFP. The scope of work and requirements represented in the diagram with blue are in scope elements that must be addressed in the proposal. The elements associated with gray are also in scope elements that are at the State’s option to contract, but must also be addressed in the proposal. Key focal points for project delivery are as follows: The State is seeking a project plan that reflects an incremental introduction of functional releases

• f the eProcurement solution that is not big bang but iterative and agile-like in nature. With the

exception of the Open Marketplace Environment that must be up no later than December 2018, the offerors are free to propose the remaining sequence for implementing functionality with a value-centered focus and the State will be relying on prior knowledge, experiences and successes in evaluating the proposed responses to project implementation. Although the project implementation requirements have been articulated in the RFP using common project and system life cycle terminology, the State is encouraging innovation in project delivery and is open to roadmap concepts that demonstrate a commitment to delivering functionality and capability

• n a continuous timeline.

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The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

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Project Vision Scope & Schedule

Service Level Agreements (SLAs)

SLAs cover entire Project Lifecycle

• Project Implementation

– Deliverable Quality – UAT

• Business & Managed Services

– Catalog Onboarding/Maintenance Services – External Sources Onboarding Services

• Help Desk Services

Speaker: Eric Glenn In efforts to create an environment for large project success, the State has established the use of Service Level Agreements as a best practice. These are not on-premise SLAs, the State has put considerable effort to formulate the SLAs with a SaaS Solution in mind. In this and many other State of Ohio issued RFPs, the state has articulated SLAs for the entire project Lifecyle and operations. During the Project implementation SLAs will be measured and monitored to ensure deliverable quality and a successful testing process. During operations SLAs will commence upon stabilizing the initial release of functionality and SLAs will be measured and monitored for the following:

• Prompt onboarding and maintenance of Supplier provided catalog content for the Open

Marketplace environment

• Prompt onboarding inclusive of technical setup, configuration, integration and/or connections

necessary to provide Marketplace access to State-approved external products/service sources. The RFP also includes Help Desk SLAs that will be effective at the initial deployment of functionality. Those SLAs include:

• Service Desk Availability
• Call Time to Answer
• First Contact Resolution Rate
• Issues Closure Rate; and
• Customer Satisfaction

Our next speaker will be Maria Johnson who will provide guidance on how to provide a State RFP response

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The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

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Agenda

 Welcome and Introductions  Spotlight on Project & Solution Elements  State RFP Responses: General Processes and Protocols  Open Inquiries: Questions & Answers  Wrap-Up Speaker: Maria Johnson Thank you Mr. Glenn – let’s talk about RFP proposal responses.

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The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

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General RFP Processes and Protocols This section has been developed to assist Offerors unfamiliar with Ohio processes in responding to State RFPs:

RFP Element Items of Particular Focus “Base RFP” Cover/Part 1: Key Dates (including due date), Summary of Procurement Part 2: Structure of this RFP Part 3: How to Respond and How to Ask Questions (Inquiry) Part 4: Evaluation of Proposals Part 5: How Contracts will be Issued Attachment One Mandatory Requirements and Specific Evaluation Criteria and Weighting Attachment Two Special Provisions Attachment Three Proposal Format (All 23 Items in List on Base RFP p25-23 must be included in response) Attachment Four State Terms and Conditions Attachment Five Sample Contract Attachment Six Offeror Certification Form Attachment Seven Offeror Profile Summary (Demonstrate Compliance with Mandatory Requirements) Attachment Eight Standard Affirmation and Disclosure Form (EO 2011-2012K) – prohibition on offshoring. Attachment Nine Cost Summary Workbook – separately sealed package Attachment Ten Functional and Integration Requirements Attachment Eleven Master Contract for Software Licensing Agreement Supplement 1 Scope of Work Supplement 2 State Architecture, Security, Privacy and Data Handling Requirements Supplement 3 Reference Materials

Offerors are advised to read and understand the RFP in its entirety. This guide is an overview of, but not a replacement for State requirements in the RFP

Speaker: Maria Johnson A State RFP has many parts, all of which should be read and understood by your firm. For those of you new to State RFPs – or those that need a reminder, some of these parts are more important that others. The base RFP contains instructions on how, where and when to respond and on how to ask questions. Attachment 1 the Mandatory Requirements, combined with Attachment 7 the Offeror Profile Summary are critical sections. These contain our Mandatory Requirements. When firms don’t address the Mandatory Requirements, we generally can’t go on with the review of your response. Read them carefully and make sure you answer every aspect of these requirements as part of your

• proposal. Based on the Mandatory Requirements in Attachment 1, you will “show how you comply”

by completing Attachment 7. State Evaluators will use Attachment 7 to confirm your compliance and check references. If you have multiple client or projects experiences you wish to use, please use multiple attachment 7 forms. You can add pages as needed to complete your response. Vendors commonly back themselves up by providing multiple projects, by using multiple Attachment

• 7s. This would be helpful to the vendor, in the event that the State can’t confirm or verify one of the

projects submitted. Attachment 4 contains the State of Ohio terms and conditions you are agreeing to. These terms and conditions will prevail over all work you perform for the State. Supplement 1 is where the State’s requirements are, and where you will write the body of your response to this RFP. We will go over more on that shortly.

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The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

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Attachment 1: Mandatory Requirements This RFP has two Mandatory Requirements:

Offerors are advised to read and understand the RFP in its entirety. This guide is an overview of, but not a replacement for State requirements in the RFP

• The offeror or its subcontractor must have experience

successfully implementing an eProcurement Suite through Production for at least one Federal, State, Local, or other governmental entity, Institution of Higher Education, Fortune 500

• r Global Fortune 500 customer within the last 60 months.
• The offeror or its subcontractor must have experience

successfully operating an eProcurement Suite as a managed or cloud service, including catalog content and related contracts, for at least one Federal, State, Local, or other governmental entity, Institution of Higher Education, Fortune 500 or Global Fortune 500 customer within the last 60 months.

Speaker: Maria Johnson Let’s focus on the Mandatory Requirements, what you see on the screen are copied from the RFP word for word. If the offeror’s Proposal meets both of the mandatory requirements, the offeror’s Proposal can be included in the next phase of the evaluation. That next phase will consider all of the other requirements described in the table in Attachment One. Mandatory Requirements are also part of the Scored Criteria for the RFP.

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The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

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Attachment 1: Mandatory Requirements Attachment 7 is where you “show how you meet the mandatory requirement” as well as “provide references”: Offeror Advice: Failure of an offeror to meet a Mandatory Requirement may result in your proposal not being evaluated.

• Responses must clearly address the requirement and uses the forms provided as

Attachment 7

• Provide an Attachment 7 for each client or project you wish to have considered by the State

– additional pages are fine

• Use definitive and unambiguous language in responding with active verbs wherever

possible (e.g., “successfully performed” vs. “assisted with” or “participated in”)

• Establish a linkage to any/all of the “NextGen eProcurement” terminology

Offerors are advised to read and understand the RFP in its entirety. This guide is an overview of, but not a replacement for State requirements in the RFP

Don’t assume any knowledge or familiarity with your firm, reputation, use of internet resources by the State to assess your response – include everything required to demonstrate compliance to assist State evaluators in your Attachment 7 response.

Speaker: Maria Johnson Just as a recap. The mandatory requirements are serious business and Attachment 7 is where you respond to them. You may use additional forms – one for each project or client you wish to share. And yes, you may add extra pages if you need to. Make sure the references you provide are verifiable by the State – you need to provide a contact name and phone number. We really want to read your proposals and Attachment 7 is essential for a complete proposal response!

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The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

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General RFP Processes and Protocols Ohio Preference Programs applicable to this RFP:

• Minority Business Enterprise (MBE),
• Encouraging Diversity, Growth and Equity (EDGE), and
• Veteran Friendly Business.

Commitment to minority-owned business enterprises:

• MBE set-aside
• Tied to Evaluation Points – 5%

Speaker: Maria Johnson As part of our objectives on this Project, the State is committed to improving and increasing the number of minority-owned enterprises that do business with the State of Ohio. While it is not a condition of award of the RFP, the offeror must use its best efforts to seek and set aside work for Ohio certified minority business enterprises (MBEs). DAS will apply Veteran Friendly Business preference as required by Ohio Revised Code and Ohio Administrative Code. Please Note: For purposes of calculating the MBE Set-aside Points, the State will not award any points for proposed MBE services that are optional elements of the Scope of Work.

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The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

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General RFP Processes and Protocols Supplement 1

• Be clear, complete and concise
• No proprietary or confidential information should be included! All

proposals submitted become open to public request after contract award

• Assumptions - No assumptions should be made regarding

negotiations, terms and conditions, or requirements. Proposal responses (Attachment 7 Forms)

• Offeror Profile Summary Forms are used to validate the mandatory

requirements of this RFP

• Provide valid information for each Project referenced
• Include the Client Reference Contact
• Respond clearly to the qualifications and experience requested for

each requirement

Speaker: Maria Johnson I’d like to remind meeting participants that you should visit the State Procurement Website often over the next few weeks. The online inquiry period will remain open until Friday, November 17th. You can view questions and answers that are updated as received; any changes that may made to the document; and possible updates to submission deadlines. The State Procurement Website is the

• nly method used for announcements, alerts, RFP amendments and responses to inquiries. So

please visit it regularly. I’m going to spend some time going through and providing an overview of a few of the general RFP processes and procedures. Everything I going to talk about can be found in the RFP. I’ll start off by stressing that it is important to pay close attention to all of the materials requested in the RFP and I do encourage you to read the entire RFP – the base document, and all of the attached supplements. When preparing your proposal response please be clear, be concise, and be complete. Missing or unclear information will affect the evaluation and scoring of your proposal submission. Do not include any type of proprietary, trade secret or confidential information in your proposal – all proposal information submitted to the State becomes open to public request after contracts are awarded. Don’t assume the State will negotiate terms and conditions. Don’t assume the State is familiar with any experience your organization has or any work your organization has done. Include what you want us to know in your proposal submission.

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The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

25

How State Contracts are Assembled: Signature Page, plus all elements of the Technical Proposal (inclusive of State Requirements and Offeror Response)

Executed Contract (Attachment 5) Offeror’s Technical Proposal

Technical Proposal (Attachment 3)

• Cover Letter
• Supplier Registration
• Subcontractor Letters
• Offeror Certification Form
• MBE Subcontractor Plan
• MBE Certification(s)
• Offeror Profile (as it relates to the proposed work)
• Profile Summary Forms
• Project Plan
• Proposed Solution – Supplement 1 Response
• Acceptance of Supplement 2 – State Architecture and Computing Standards,

Security and Privacy, IT Computing Policy and Data Handling Requirements

• Proof of Insurance
• Payment Address
• Legal Notice Address
• W-9 Form
• Independent Contractor Acknowledgement
• Standard Affirmation and Disclosure Form (EO 2011-12K)
• Acceptance of Attachment Four: General Terms and Conditions
• Affirmative Action
• Assumptions
• Pre-existing Materials
• Commercial Materials
• Attachment Eleven: Master Contract for Software Licensing (if applicable)

Attachment 3 contains all elements and links to State required forms

Offerors are advised to read and understand the RFP in its entirety. This guide is an overview of, but not a replacement for State requirements in the RFP

Responses must include:

Speaker: Maria Johnson This slide takes a look at how both the offeror Proposal and how the State contracts are assembled. The final Contract contains all of the elements of the RFP and Your Proposal Response as an integrated document. Your proposal response MUST CONTAIN all of the elements outlined and requested in attachment 3, that includes:

• All of the State forms
• All of your attachment 7 project references detailing compliance with the mandatories
• Acceptance of the State’s terms and conditions
• Completion of other required forms
• Information showing insurance coverage
• YOUR Proposal to Supplement 1
• Your acceptance of Supplement 2

Once signed by both the offeror and the State, altogether, this makes up a State contract. Use Attachment 3 as your punch list to know what you need to pull together and when you are

• complete. This is the list that comprises a complete proposal response.

25

The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

26 Offeror Advice: Use the native (MS-Word) documents to develop your response

Sample Supplement 1 Proposal Excerpt from a recent Procurement

Offeror Responses (generally in contrasting text) State Requirements (generally in black text)

Technical Proposal: What does an “Inline” Response look like?

Offerors are advised to read and understand the RFP in its entirety. This guide is an overview of, but not a replacement for State requirements in the RFP

To streamline responses and contracting, the State utilizes an “inline response” format that includes:

Speaker: Maria Johnson We thought it might be helpful to illustrate what an inline response looks like. If you remember the “contract make-up” from the pervious slide, the State assembles a final contract with a 1-page signature page and the Offerors proposal inclusive of all forms and State requirements. So, an inline response allows a SINGLE DOCUMENT to be used for this – the State’s requirements and your response to each of the requirements. If you look at the example, State requirements are in black text and offeror responses are in a contrasting color – in this case BLUE. Offerors may use any colors, fonts and graphics they choose, as long as the States requirements are not altered and are discernable from the Offeror’s response. Offerors may utilize their own Microsoft Word Templates for this that include branding, styles, etc. as long as the States requirements are not altered in any way. This is an example from a recent proposal with the names and details redacted.

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The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

27

Sample Supplement 1 Proposal Excerpt from a recent Procurement

Offeror Responses (generally in contrasting text) State Requirements (generally in black text)

Technical Proposal: What does an “Inline” Response look like?

Offerors are advised to read and understand the RFP in its entirety. This guide is an overview of, but not a replacement for State requirements in the RFP

Another illustrative example

Speaker: Maria Johnson Offerors may include graphics, project plans, tables, resumes, logos, etc. as they see fit, and this example builds on the prior example to illustrate how this is commonly done. Offerors commonly utilize their specific brands, fonts and colors to differentiate themselves, but this is not a requirement of the State. We use this in-line method to align STATE REQUIREMENTS and OFFEROR responses to create a single, unambiguous contracting document that is easy to follow, easy to evaluate, maintains traceability to requirements and shows how the State and Offeror will work together to complete the project. Supplement 1, Section 1 contains business background information on the Vision and the Strategy of the State. Section 2 covers the guiding principles of the project. Starting at Section 3 and continuing through to Section 10, Offerors are expected to spend the most time on their responses and include the body of State requirements for this RFP. Supplement 2 contains security and architecture standards pertinent to this RFP. And Supplement 3 contains reference materials that are pertinent to this RFP.

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The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

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Attachment 4: State Terms and Conditions & Other thoughts State Terms and Conditions applies to this Procurement only Attachment 4: Terms and Conditions

• The State does not negotiate Terms and Conditions via the Inquiry Process
• State Terms and Conditions for this Procurement may be different from other State

contracts so all offerors are encouraged to review these Terms and Conditions carefully

Supplement 2: State Security, Privacy, Architecture and Data Handling

Contains State Data Handling, Security and Privacy requirements that are required by Offerors to Supplement 1. A simple affirmational Statement is an acceptable response to Supplement 2 (e.g., “XYZ Corporation has read, understands and will comply with the requirements of Supplement 2 as applicable to the work we will perform for the State” )

Offerors are advised to read and understand the RFP in its entirety. This guide is an overview of, but not a replacement for State requirements in the RFP

Speaker: Maria Johnson Attachment 4 are the State’s Terms and Conditions for this work. All vendors both established and new are required to review these carefully. Offerors MAY NOT use different T&Cs that exist in other contracts to do work under this contract. In lieu of taking exceptions to RFP requirements, including but not limited to terms and conditions, scope of work statements, service levels requirements, etc., or providing assumptions that may be unacceptable to the State, offerors are strongly encouraged to use the inquiry process. In response to Attachment 4 and to Supplement 2, simple affirmational Statements are an Acceptable response, similar to the one in the PowerPoint. Don’t feel it necessary to develop lengthy narrative responses to either of these requirements.

• Mr. Glenn will now speak to you on the required Cost Summary Workbook.

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The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

29

Cost Proposals

Offerors are advised to read and understand the RFP in its entirety. This guide is an overview of, but not a replacement for State requirements in the RFP

Offeror Cost Proposal must be a separately sealed package, in native Excel format, not PDF.

Attachment Nine: Cost Summary Workbook

The Cost Summary Workbook contains 11 worksheets:

• 1. Instructions
• 2. Workbook Summary View
• 3. Project & Managed Services
• 4. Bill of Materials
• 5. Cost by Workstream View
• 6. Rate Card
• 7. Innovation & Value-Added Services
• 8. Alternative Funding Models
• 9. Optional Rollout Costs

10.Optional Procurement Services 11.Contractor Best Practices

Speaker: Eric Glenn The offeror’s Cost Proposal must be completed in the exact format provided and submitted as a separately sealed package in Excel on a cd. Please note that The State may reject any Proposal with a reformatted Cost Summary Workbook or that is not separately sealed. In addition, offerors must indicate the MBE cost and percentage for each element of the offeror’s Not- To-Exceed Fixed Price utilizing the Cost Summary Workbook. The total MBE cost will be the sum of all MBE elements in the Cost Summary Workbook. The percentage will be the total MBE cost divided by the total offeror’s Not-To-Exceed Fixed Price. The Cost Summary Workbook must not include exceptions, additional terms and conditions, or

• assumptions. Furthermore, all proposed costs must be based on providing a solution that would be

fully funded by the State and independent of any offeror recommended Alternative Funding Models. The offeror’s total cost must be represented as the Not-To-Exceed Fixed Price. The State will not be liable for or pay any costs that the offeror does not identify in its Proposal.

29

The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

30

Cost Proposals

Offerors are advised to read and understand the RFP in its entirety. This guide is an overview of, but not a replacement for State requirements in the RFP

Offeror Cost Proposal must be a separately sealed package, in native Excel format, not PDF.

The Cost Summary Workbook contains 11 worksheets:

• 1. Instructions

2. Workbook Summary View 3. Project & Managed Services 4. Bill of Materials 5. Cost by Workstream View 6. Rate Card 7. Innovation & Value-Added Services 8. Alternative Funding Models 9. Optional Rollout Costs

• 10. Optional Procurement Services
• 11. Contractor Best Practices

Speaker: Eric Glenn Due to the complexity of the Cost Summary Workbook, the State determined it would be prudent to provide an overview of each of the 11 Worksheets. The first of which is the instructions tab which provides the details on how to complete each tab of the workbook.

30

The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

31

Cost Proposals

Offerors are advised to read and understand the RFP in its entirety. This guide is an overview of, but not a replacement for State requirements in the RFP

Offeror Cost Proposal must be a separately sealed package, in native Excel format, not PDF.

The Cost Summary Workbook contains 11 worksheets: 1. Instructions

• 2. Workbook Summary

View

3. Project & Managed Services 4. Bill of Materials 5. Cost by Workstream View 6. Rate Card 7. Innovation & Value-Added Services 8. Alternative Funding Models 9. Optional Rollout Costs

• 10. Optional Procurement Services
• 11. Contractor Best Practices

Speaker: Eric Glenn The Workbook Summary View tab has preset formulas and is provided as a quick reference view of pertinent content of the workbook, however the succeeding individual tabs require data entry in designated cells with proposal cost details that will be considered the official cost submission. No need to fill in anything for this Worksheet, amounts will be calculated based ont he following individual worksheets. - Just verify that the totals are correct! Please Note: The State will be removing the Optional Cost Summary table from this Worksheet through an RFP amendment.

31

The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

32

Cost Proposals

Offerors are advised to read and understand the RFP in its entirety. This guide is an overview of, but not a replacement for State requirements in the RFP

Offeror Cost Proposal must be a separately sealed package, in native Excel format, not PDF.

The Cost Summary Workbook contains 11 worksheets: 1. Instructions 2. Workbook Summary View

• 3. Project & Managed Services

4. Bill of Materials

• 5. Cost by Workstream View

6. Rate Card 7. Innovation & Value-Added Services 8. Alternative Funding Models 9. Optional Rollout Costs

• 10. Optional Procurement Services
• 11. Contractor Best Practices

Very Important

 Not-to-Exceed Fixed-Price  Three ‘Total Cost’ Columns

• Implementation Period 1
• Implementation Period 2
• Contract Term

 MBE Costs and Percentages Speaker: Eric Glenn Worksheets 3 and 5 are complex and require attention to detail. Both Worksheets are used to indicate the same Not to Exceed Fixed Price, Total costs by period including the entire contract term, and MBE costs and percentages. Please note as indicated in the instructions the State has allowed the ability to identify other cost elements if necessary.

32

The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

33

Cost Proposals

Project & Managed Services Costs Costs by Workstream View

• Project Mgmt. Costs
• Initiate Phase Costs
• Analyze Phase Costs
• Design Phase Costs
• Build Phase Costs
• Test Phase Costs
• Deploy Phase Costs
• Run Phase Costs
• Other Project Tasks Costs
• Managed Services Costs
• Bill of Materials Costs
• Supplier Portal Costs
• Supplier Enablement Costs
• Buyer Portal Costs
• Identification of a Need Costs
• Request through Pay Costs
• Catalog Capabilities Costs
• Sourcing/Bid Mgmt. Costs
• Contract Mgmt. Costs
• Purchasing/Data Analytics Costs
• Other Project Costs
• Managed Services Costs

Same Fixed-Price different breakdown

Offeror must provide cost breakdown for both. Offeror must provide cost breakdown for both.

Speaker: Eric Glenn Both worksheets 3 and 5 represent the total Not-to-Exceed Fixed Price from different views. Worksheet 3 is the more traditional project implementation view with common project and system development lifecycle terminology and Worksheet 5 is a view by the nine eProcurement Workstreams described in the RFP. In both Worksheets offerors are to Identify MBE costs. MBE costs are not additional costs but a cost that is to be incorporated within the total costs. MBE costs are reviewed to determine the percentage

• f MBE costs relative to overall cost or the Not-to-Exceed Fixed Price.

33

The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

34

Cost Proposals

Offerors are advised to read and understand the RFP in its entirety. This guide is an overview of, but not a replacement for State requirements in the RFP

Offeror Cost Proposal must be a separately sealed package, in native Excel format, not PDF.

The Cost Summary Workbook contains 11 worksheets: 1. Instructions 2. Workbook Summary View 3. Project & Managed Services

• 4. Bill of Materials

5. Cost by Workstream View 6. Rate Card 7. Innovation & Value-Added Services 8. Alternative Funding Models 9. Optional Rollout Costs

• 10. Optional Procurement

Services

• 11. Contractor Best Practices

Speaker: Eric Glenn Worksheet 4 is the Bill of Materials tab. The bill of materials requires offerors to include any Software licensing costs that would be incurred during the term of the contract. Because the maximum duration of the contract assuming all renewals are executed is 12 years the Bill of materials was aligned to the maximum contract term. Bill of material costs are pulled from Bill of Materials tab using pre-populated formulas for the Project & Managed Services view – Worksheet 3. Cost by Workstream View in Worksheet 5 requires manual entry of Bill of Materials - Software and licensing costs for each Workstream.

34

The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

35

Cost Proposals

Offerors are advised to read and understand the RFP in its entirety. This guide is an overview of, but not a replacement for State requirements in the RFP

Offeror Cost Proposal must be a separately sealed package, in native Excel format, not PDF.

The Cost Summary Workbook contains 11 worksheets: 1. Instructions 2. Workbook Summary View 3. Project & Managed Services 4. Bill of Materials 5. Cost by Workstream View

• 6. Rate Card

7. Innovation & Value-Added Services 8. Alternative Funding Models 9. Optional Rollout Costs

• 10. Optional Procurement

Services

• 11. Contractor Best Practices

Speaker: Eric Glenn Tab 6 of the workbook includes a rate card of projected Roles that may be needed for price changes to the scope of work or services. Offerors are invited to augment the list with additional labor categories that would potentially provide added value to the State for the NextGen eProcurement initiative.

35

The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

36

Cost Proposals

Offerors are advised to read and understand the RFP in its entirety. This guide is an overview of, but not a replacement for State requirements in the RFP

Offeror Cost Proposal must be a separately sealed package, in native Excel format, not PDF.

The Cost Summary Workbook contains 11 worksheets: 1. Instructions 2. Workbook Summary View 3. Project & Managed Services 4. Bill of Materials 5. Cost by Workstream View 6. Rate Card

• 7. Innovation & Value-

Added Services

8. Alternative Funding Models 9. Optional Rollout Costs

• 10. Optional Procurement

Services

• 11. Contractor Best Practices

Speaker: Eric Glenn In Tab 7 the State is requesting a description and cost information for any innovations or value-added services not contemplated by the RFP. Tab 7 is a Free Form Worksheet for the Offeror to respond. Note that the Total Cost field will be removed from this Worksheet through an RFP amendment.

36

The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

37

Cost Proposals

Offerors are advised to read and understand the RFP in its entirety. This guide is an overview of, but not a replacement for State requirements in the RFP

Offeror Cost Proposal must be a separately sealed package, in native Excel format, not PDF.

The Cost Summary Workbook contains 11 worksheets: 1. Instructions 2. Workbook Summary View 3. Project & Managed Services 4. Bill of Materials 5. Cost by Workstream View 6. Rate Card 7. Innovation & Value-Added Services

• 8. Alternative Funding

Models

9. Optional Rollout Costs

• 10. Optional Procurement

Services

• 11. Contractor Best Practices

Speaker: Eric Glenn In Tab 8 the State is providing offerors an opportunity to propose Alternative Funding Models for State consideration. Tab 8 is a Free Form Worksheet for the Offeror to respond. Although the State will evaluate Proposals on a total cost of ownership model, the State is interested in alternative means to fund the NextGen eProcurement Initiative. Thus, offerors are encouraged to recommend alternative funding models and provide details in the Cost Workbook. Recommended funding models will not be a part of the Not-to-Exceed-Fixed pricing and must be independent of all pricing proposed in the Cost Workbook. The recommended alternative funding models must be described in detail to fully explain how each model would work, the benefits the State would realize, and any successes experienced by other clients implementing the model. The State may elect to consider recommended alternative funding models during negotiations with the highest-ranking offeror(s). Examples of funding models the State is aware of were provided in the RFP. These examples involve at a minimum Transaction Fees; Fees for Value-Added Services and/or Applications; Gain Sharing Opportunities; and Fees for value-added Supplier services. Please note that the State currently exercises a revenue share/cost recovery model with State contract holders to cover the estimated costs the State incurs administering certain contracts.

37

The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

38

Cost Proposals

Offerors are advised to read and understand the RFP in its entirety. This guide is an overview of, but not a replacement for State requirements in the RFP

Offeror Cost Proposal must be a separately sealed package, in native Excel format, not PDF.

The Cost Summary Workbook contains 11 worksheets: 1. Instructions 2. Workbook Summary View 3. Project & Managed Services 4. Bill of Materials 5. Cost by Workstream View 6. Rate Card 7. Innovation & Value-Added Services 8. Alternative Funding Models

• 9. Optional Rollout

Costs

• 10. Optional Procurement

Services

• 11. Contractor Best Practices

Speaker: Eric Glenn Tab 9 is another Free Form Worksheet for the Offeror to respond. Optional Rollout Services are associated with Enterprise rollout of the Solution after successful project implementation and completion of the scope within Periods 1 and 2. State Enterprise Rollout refers to the rollout of the Solution to the remaining 57 Superintended Agencies (see Supplement 3 for details). The optional post state rollout refers to rollout of the solution to the remaining stakeholders (see Supplement 3 for details). Offeror are required to price the optional rollout costs and it will be the State’s option to leverage this contract for the rollout work; use in house resources; or contract through other means. Please note the Total Cost fields will be removed from this Worksheet through an RFP amendment.

38

The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

39

Cost Proposals

Offerors are advised to read and understand the RFP in its entirety. This guide is an overview of, but not a replacement for State requirements in the RFP

Offeror Cost Proposal must be a separately sealed package, in native Excel format, not PDF.

The Cost Summary Workbook contains 11 worksheets: 1. Instructions 2. Workbook Summary View 3. Project & Managed Services 4. Bill of Materials 5. Cost by Workstream View 6. Rate Card 7. Innovation & Value-Added Services 8. Alternative Funding Models 9. Optional Rollout Costs

10.Optional Procurement Services

• 11. Contractor Best Practices

Speaker: Eric Glenn In Tab 10 the State is requesting a description and cost information for any optional procurement services not contemplated by the RFP. Tab 10 is a Free Form Worksheet for the Offeror to respond. Note the Total Cost field will be removed from this Worksheet through an RFP amendment.

39

The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

40

Cost Proposals

Offerors are advised to read and understand the RFP in its entirety. This guide is an overview of, but not a replacement for State requirements in the RFP

Offeror Cost Proposal must be a separately sealed package, in native Excel format, not PDF.

The Cost Summary Workbook contains 11 worksheets: 1. Instructions 2. Workbook Summary View 3. Project & Managed Services 4. Bill of Materials 5. Cost by Workstream View 6. Rate Card 7. Innovation & Value-Added Services 8. Alternative Funding Models 9. Optional Rollout Costs

• 10. Optional Procurement

Services

11.Contractor Best Practices

Speaker: Eric Glenn As mentioned earlier the State may consider adoption of any best practice in terms of alternative processing approaches, new tools, services, methodologies, technologies and business processes. As part of this, the State expressed a desire to lock down discounts that could be offered for any future software, tool or service offering. Tab 11 affords offerors an opportunity to propose a discount to the State for a future software, tool or service offering. Tab 11 is a Free Form Worksheet for the Offeror to respond. I‘ll now turn it back over to Maria Johnson

40

The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

41

Closing Thoughts

Offerors are advised to read and understand the RFP in its entirety. This guide is an overview of, but not a replacement for State requirements in the RFP

The State welcomes all proposals to this RFP and wishes all offerors well in the development of their proposals. Our response requirements are designed to be as straightforward as

• possible. In developing proposals Offerors are encouraged to seek:

Completeness – ensure that all requirements, forms and attachments are included as part of your response. Conciseness – while showcasing the skills, experience, capabilities etc

• f your firm and team, please limit your responses to those required by

the RFP. Try to avoid repetitious marketing statements. Clarity – clear and unambiguous representations of skills, experience, capabilities etc of your firm preferred as are commitments to meeting the State’s requirements, project delivery and management requirements and driving positive outcomes. Review the Evaluation Criteria for the Supplement(s) your firm is responding to. State evaluators read every RFP response end-to-end. State evaluators read every RFP response end-to-end.

Speaker: Maria Johnson Keeping your proposal focused, clear and concise is well advised. Its important to showcase the merits, skills and capabilities of your firm. However, its even more important to make sure you address all requirements. Show HOW you will do the work. Show HOW you have done projects in the past. Show HOW great your team and skills are. We expect lots of responses given the distribution of the RFP and the importance of this initiative to the State. If you look at the evaluation criteria in the BASE RFP, which is how we will evaluate – spend your time and energy in responding to this RFP with that as a guide.

41

The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

42

Agenda

 Welcome and Introductions  Spotlight on Project & Solution Elements  State RFP Responses: General Processes and Protocols  Open Inquiries: Questions & Answers  Wrap-Up Speaker: Maria Johnson We’ve come to the end of the formal presentation and would like to open-up the rest of our time together for questions and answers. I’ll begin reading the questions that have been submitted during the presentation and our panel will do its best to respond. For the sake of time, we will attempt to weed-out any duplicated questions. And don’t forget if you have any questions that aren’t answered before the end of our session today, you may utilize the Procurement Inquiry process highlighted in the RFP and on the State procurement website to submit your questions.

42

The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

43

Please enter your questions using the ‘Chat” function in the Skype Session now.

Questions not answered may be resubmitted using the State Procurement Inquiry Process included in Part 3 of the RFP.

Speakers: Maria Johnson, Eric Glenn, Kelly Sanders

43

The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

44

Agenda

 Welcome and Introductions  Spotlight on Project & Solution Elements  State RFP Responses: General Processes and Protocols  Open Inquiries: Questions & Answers  Wrap-Up Speaker: Maria Johnson

44

The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.

45

The State looks forward to receiving and reviewing your responses! The State of Ohio thanks you for your participation in this procurement opportunity.

Speaker: Maria Johnson The presentation you are viewing today will be available at the conclusion of the live broadcast. The link used to join the meeting today can be used to access the recorded presentation.

45

The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents.