pmgt 699 - rfp

The Governor’s Office of Transformation, Innovation, Management and Efficiency (GO-TIME) is working to modernize government operations to reduce costs and deliver better and faster services. GO-TIME works to collaborate with public parties to create innovation practices into citizen’s life. GO-TIME also engages employees in transformation through continuous process improvement program that seek out their creative ideas.

The purpose of this Request for Proposal (RFP) is to solicit proposals from various candidates to provide training and implementation support with documentation for an enterprise Continuous Process Improvement program. GO-TIME will conduct fair evaluation based on the criteria listed below to select the contractor that GO-TIME would like to cooperate with.

Our projects and programs include: Construction, Planning, Road Design & Environment, Bridges, Posted and Bonded Roadways, Research and Testing, Public-Private Partnerships, Mutimodal Program and Transportation Systems Management and Operations

.

This Request for Proposal represents the requirements for an open and competitive process. Proposals will be accepted until 9am EST September 1st, 2018. Any proposals received after this time will not be accepted. All proposals must be signed by an official agent or representative of the company submitting the proposal.

Any contractors who submitted proposals should include itemized costs with detailed explanation of all fees and costs. Contract terms and conditions will be negotiated upon selection of the winning bidder for this RFP. All contractual terms and conditions will be subject to review by GO-TIME. GO-TIME has the power for final decision.

The purpose of this project is as follows:

The Office of Administration’s (OA) GO-TIME office is seeking proposals from qualified contractors to provide training and implementation support with documentation for an enterprise CPI program. Currently there are many government services online, such as tax filing, vehicle registration and business setting up. However, the commonwealth recognizes inefficient processes still exist which are cumbersome to employees. Complaints from citizens about long waiting time and less value-added services provided by government are always being received. Now GO-TIME is striving to meet customers’ demand by improving higher quality of interactions between government employees and public citizens. GO-TIME is looking for a system from potential contractor with innovated ability and practice to create a Continuous Process Improvement (CPI). This modernized system could reducing employees’ filing processing time and optimizing citizens’ experience with government.

Project Description:

The selected Contractor shall:

1.Develop a program framework to create a Center of Excellence.

2. Develop and conduct employee training and certification programs

3.Assist with the implementation of process improvements in partnership with GO-TIME and select agency Champions

1) utilize Lean Six Sigma (LSS) tools (Kaizen events)

2) provide best practices to ensure value is delivered by the Office.

Additionally, the program framework should include a page to list government filing processing updates about citizens’ cases. Citizens could check their case status by inputting their case numbers in the CPI system.

The Scope of the project is to develop Continuous program improvement across the related fields that are contracted by the contractor and help build better management system.

In Scope:

· Develop CPI

· Provide training

· Assist with the management in improving the process

Out of Scope:

· Re-organizing the existing procedure

· Involving in the process changing methodology

· Purchasing materials out of approved vendors

· Changing the Existing procedure methods

Acceptance Criteria for the Project involves:

· The Processing time of an application near a RMV centre must be within 15min duration as opposed to current 30min process.

· Servers must be backed-up to hold the applications for longer period of time and retaining saved applications before closure.

· Improving browser compatibilities to ensure GO-TIME applications are supported within these browsers

· The application timeline necessities are maintained within the company server for a brief period as opposed to outsourced to vendor server.

· The GO-TIME Applications performance capability must be increased by 25% as opposed to current 12% capability of the applications processing any request.

· All outsourcing vendor management services must be provided in house and are to maintained at the same level as outsourced to the vendor.

Please select one of the following three contract types:

1, Fixed Price Contract

2, Cost-Reimbursable Contract

3, Time and Material Contract

Please explain the pay structure per selection above:

Budget details:

All proposals must include proposed costs to complete the tasks described in the project scope. Costs should be stated as one-time or monthly recurring costs. Pricing should be listed for each of the following items in accordance with the format below:

Key Project Costing Items One-Time Cost Recurring Cost

Project Initiation and Planning

Organizational Research

CPI Platform Set Up

Integration with Go-Time other systems

User Acceptance Testing

User Training and Implementation

Other Fees

NOTE: All costs and fees must be clearly described in each proposal.

Please use one sentence explaining why we should take your bid instead of others:

In addition please provide the following items as part of the proposal for consideration:

· Description of experience in planning, building, implementing, and training Continuous Process Improvement programs preferably in similar government agencies

· List of how many full time, part time, and contractor staff in your organization, their education level and years of experience in the organization

· Please provide an organization chart

· Examples of 3 or more Continuous Process Improvement programs built and implemented by your organization, size of the project, duration of the project as well as a outcome summary from your organization’s perspective

· Testimonials from past clients on the project outcome and implementation process

· Planned resources you will assign to this project (total number, role, title, experience)

· Please list other projects your organizations will be doing same time during the planned time frame

· A full implementation plan

· A preliminary risk plan

· Timeframe for completion of the project

· Project management methodologies

The Governor’s Office of Transformation, Innovation, Management and Efficiency (GO-TIME) will evaluate all proposals based on the following criteria. To ensure consideration for this Request for Proposal, your proposal should be complete and include all of the following criteria:

· Successfully provide accurate and honest information of all sections above

· Overall suitability and feasibility of the proposal: proposed CPI plan must meet the scope and needs included herein and be presented in a clear and organized manner

· Organizational Experience: Bidders will be evaluated and rated based on their experiences and capacities provided in section 7 and be assessed on the compatibility of their experiences to this project’s scope

· Previous work: Bidders will be evaluated on examples of their work pertaining to CPI system construction and implementation as well as client testimonials and references

· Value and cost: Bidders will be evaluated on the cost of their project proposals based on the work to be performed in accordance with the scope of this project. Metrics to evaluate cost compared to effectiveness will be imposed during the assessment.

· Technical expertise and experience: Bidders must provide descriptions and documentation of staff technical expertise and experience. The evaluation will assess the expertise and experience of the staff based on the requirements of the CPI project.

Each bidder must submit 5 copies of their proposal to the address below by July 25, 2018 at 5pm EST:

Addressee:

Governor’s Office of Transformation, Innovation, Management & Efficiency (GO-TIME)

Commonwealth of Pennsylvania

225 Capitol Bldg, Harrisburg, PA 17120