REQUEST FOR PROPOSAL FOR SHAREPOINT LEGISLATIVE
MANAGEMENT SERVICES
The Wyoming Legislature is at a pivotal point in the management of its information and we are looking for an accomplished firm with SharePoint technology expertise to provide direction for the use of SharePoint 2010 as the main platform for legislative management activities in the Wyoming Legislature to most effectively manage the branch’s information. The Wyoming Legislative Service Office (LSO) invites qualified firms to submit a proposal for SharePoint Deployment services for the following project, which will consist of three parts: SharePoint installation and configuration; legislative management design document; and SharePoint training.
PROJECT TITLE WYOMING LEGISLATIVE BRANCH SHAREPOINT LEGISLATIVE MANAGEMENT SERVICES
PROJECT LOCATION Wyoming State Capitol, Cheyenne, Wyoming
PROJECT GOALS Replace the existing legislative management system with a 2010
SharePoint solution. This project will be the first phase to replace the legislative management system and consist of the following:
(1) Install and configure SharePoint 2010 environment. (2) Develop a legislative management solution design document that lists all system & business requirements and functionality and how each requirement will be met in the SharePoint environment. The design document will also include an accurate estimate of the level of effort and costs necessary to complete the solution. (3) Recommend SharePoint User, Power-user and Developer training options for LSO personnel to improve and enhance their
SharePoint knowledge. The Wyoming Legislature wishes to utilize the branch’s existing technology resources to the maximum extent possible in the development of the legislative management solution.
SUMMARY OF PROJECT Working closely with staff from the LSO, the proposed vendor will establish
a SharePoint environment and prepare a design document for legislation management activities. These activities consist of bill drafting, bill processing and bill tracking and are shown in the mind map on page 5. The proposal will include completion of a detailed project implementation plan that outlines tasks, timelines, and resources needed to complete the project.
BACKGROUND ON THE LEGISLATIVE BRANCH
The Wyoming Legislature is a 90-member citizen legislature, meaning the members elected serve part-time and this is typically not the members’ primary occupation. Annual legislative sessions are held in Cheyenne for 40 days in odd-numbered years and for 20 days in even-numbered years. Legislators meet throughout the state during the interim between sessions to conduct interim committee work. The Legislature employs a small number of non-partisan staff to provide administrative and professional services for the state’s legislative branch of government. There are 35 staff who work year-round for the Wyoming Legislative Service Office (LSO) and about 80 additional staff who work part-time during the session for the Wyoming Senate and the Wyoming House of Representatives.
PART I: SHAREPOINT INSTALLATION AND CONFIGURATION
Part I will consist of installation and configuration of a SharePoint 2010 environment:
• Properly installed and configured SharePoint environment.
• Train and mentor LSO employee in all steps of the installation and configuration process.
• Create SharePoint backup strategy
• SharePoint system tested and ready for production.
PART II: LEGISLATIVE MANAGEMENT DESIGN DOCUMENT
Part II will consist of the development of a Legislative Management Solution Design Specification for all items shown in the mind map on page 5 to include:
• Solution Requirements – to include how the requirements will be met in SharePoint (e.g. out of the box, configuration or custom development). • Information Architecture
• Business Use Cases
• Complete and accurate estimate of level of effort & costs to complete the system development.
PART III: SHAREPOINT TRAINING
Part III will consist of on-site SharePoint training for LSO personnel. The proposer must have experience training with Microsoft Official Curriculum training and must have hands on personnel mentoring experience with the following technologies: Microsoft Office SharePoint Server 2007, InfoPath Forms, .NET, SQL Server, Visual Studio Team System, Team Foundation Server, and Windows Server/Active Directory environments. Training will include the following courses:
• SharePoint end-user training • SharePoint power-user training • SharePoint developer training
• Mobile lab – includes laptops, configuring, testing and delivery of SharePoint 2010 environment
PROPOSAL FORMAT AND NUMBER OF COPIES
Please provide seven (7) printed copies and One (1) digital copy of your proposal to the Legislative Service Office at the address listed below, attention Jamie Schaub. The proposal will consist of the following components:
• Executive Summary - This part of the response to the RFP should be limited to a brief narrative highlighting the vendor’s proposal. The summary should contain as little technical jargon as possible and should be oriented toward non-technical personnel. This section should not include cost information.
• Scope of Services - This section of the vendor's proposal should include a general discussion of the vendor's understanding of the "overall" project and the scope of work proposed.
• References - References are required from a minimum of two (2) customers where SharePoint Deployment Services has been
implemented in their organization.
• Implementation Plan - While it is understood that the chosen vendor will go through a process of requirements verification, it is requested that each vendor provide a preliminary implementation plan and
associated timeline for performing the plan. For comparative purposes, respondents should assume a start date of September 2010. Within the implementation plan, each respondent should include the following:
o Activity/task breakdown structure
o Estimated start and finish dates for each activity/task o Milestones, i.e. deliverables
o Estimated number of resources from the LSO and vendor required for each activity/task
• Vendor Background Information - This section will help the LSO better understand the stability, experience, and expertise of each of the responding companies. Vendors must provide the following information about their company, including:
o How long the company has been in business.
o A brief description of the company size and organizational structure.
o List of all legislative branch clients by name and state.
o Any material (including letters of support or endorsement from clients) indicative of the vendor’s capabilities.
• Project Costs - It is especially important for the LSO to understand all of the costs associated with the proposed project. The costs should be broken down by resource, hourly rate, total hours and total cost. All travel costs should be broken down by resource, number of days on-site and per-diem rate per day.
SCHEDULE The schedule for selection of a consultant is provided
below.
RFP mailed to prospective proposers July 22, 2010
Due date for written questions to be received by 5:00
PM
July 30, 2010
Responses to questions mailed out August 4, 2010
Due date for proposal submission to be received by
3:00 PM
August 11, 2010
Proposal evaluation process begins August 12, 2010
Interview process begins (optional) August 19, 2010
Proposal selection made August 23, 2010
Contract approved and firm given notice to proceed August 30, 2010
SELECTION COMMITTEE The Selection Committee will be composed of staff from the LSO. The
Selection Committee will review the proposals, rank the firms, select firms to be interviewed, conduct the interviews, and select the firm for award of the contract.
SELECTION PROCESS The Selection Committee will employ a Qualifications Based Selection
(QBS) process for the selection of the consultant for this project.
EVALUATION CRITERIA
The evaluation of responding firms will be based on these criteria. The Selection Committee reserves the right to assign greater importance to certain criteria.
• Qualifications of the consulting firm, and any consultants and their experience of working together as a team.
• Professional background and caliber of previous experience of each person from the firm to be assigned to this project, including project management certifications.
• Proposed project management plan and the precise role of each person in accomplishing the work.
• Experience in enterprise-wide systems planning and project
management, with significant experience in technology planning and analysis of business processes.
• A strong understanding of the technical issues associated with the SharePoint platform and demonstrated ability to relate technical information to non-technical audiences.
• Proposer must demonstrate recent and relevant consulting experience working with governmental agencies. The recent consulting work must include implementation experience with Microsoft Office SharePoint Server (MOSS) 2007, InfoPath Forms, .NET, SQL Server, Visual Studio Team System, Team Foundation Server, BizTalk, and Windows Server/Active Directory environments. Provide names and telephone numbers of two (2) references for each project.
• Unique or other relevant experience related to implementation of technology projects, specifically within legislative or other public contexts.
• Proposer must have experience with Microsoft Official Curriculum training. The proposer must have hands on personnel mentoring experience with the following technologies: Microsoft Office SharePoint Server 2007, InfoPath Forms, .NET, SQL Server, Visual Studio Team System, Team Foundation Server, and Windows Server/Active Directory environments.
• Preference will be given to an active Microsoft Gold Certified Partner with the following current competencies for Microsoft:
o Information Worker Solutions with specialization in Enterprise Content Management and Forms.
o Custom Development Solutions o Data Management Solutions
o Service Oriented Architecture (SOA) and Business Processes o Learning Solutions
• Preference will be given to proposed individuals with recent Microsoft certifications, in particular those with the designation of Microsoft Certified SharePoint 2007 Technical Specialist.
• Experience working with the public and public entities. • Firm's familiarity with Cheyenne and the State of Wyoming. • Location where work on this project is to be accomplished. • Rate sheet for service fees on an hourly basis.
ADDITIONAL INFORMATION • Firms selected for interview, shall present information regarding their
approach to the project at the interview.
• The LSO reserves the right to make modifications to this RFP. Modifications will be posted on LSO’s Web site at
http://legisweb.state.wy.us
• The LSO reserves the right to negotiate with the selected consultant to provide additional Professional Services for ongoing work related to SharePoint implementation activities, should the LSO so recommend and the Wyoming State Legislature approve and appropriate funds for projects.
• The LSO shall have the right to waive irregularities and informalities in the review and selection process or in any proposal received, to reject any or all proposal’s without further obligation and to Contract with any firm that, in the judgment of the LSO, is in their best interests.
QUESTIONS AND SUBMISSION OF PROPOSAL
You may direct any questions in writing to the address below regarding this RFP until 5 PM on July 30, 2010. Final submission of proposal is due by 3 PM on August 11, 2010 to the address listed below.
Mr. Jamie Schaub, Information Technology Section Manager Legislative Service Office (LSO)
213 State Capitol, Cheyenne, WY, 82002 Phone - 307.777.7881
Fax - 307.777.5466
Email - [email protected]
