EServices Enablement Framework Session 4 rfp composition



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Agenda

  • Copyright e-Government Program (Yesser)
  • Steps in doing an e-Government project
  • Projects - according to the action plan
  • Compose the RFP
  • Agency activities - Compose the RFP
  • Compose main document
  • Compose functional requirements
  • Compose non-functional requirements
  • Compose appendices

Steps in doing an e-Government project

  • Copyright e-Government Program (Yesser)

Analysis and RFP Development – RFP process

  • Copyright e-Government Program (Yesser)

Projects - according to the action plan

  • Copyright e-Government Program (Yesser)
  • Analysis and RFP Development
  • Project
  • initialization
  • Business
  • Analysis
  • Technology
  • Analysis
  • Compose
  • the RFP
  • RFP
  • Evaluation

(3) Compose the RFP

  • Copyright e-Government Program (Yesser)
  • Compose
  • Main RFP
  • document
  • Compose
  • non-functional
  • requirements
  • Compose
  • functional
  • requirements
  • Plan the RFP
  • development
  • process
  • Final state:
  • - the e-Service RFP composed and ready for publishing
  • Agency

(3) Compose the RFP

  • Copyright e-Government Program (Yesser)
  • Compose the RFP
    • Compose the main RFP document
      • Instructions for the bidder
      • Terms & conditions, ……
    • Compose the functional requirements
      • Using the e-Services Framework - the functional part
        • Business Process Mapping and Redesign (As-Is ->To-Be)
        • Use Case
        • Data/term-model
          • Reuse or contribute to YEFI standards
        • Service specification
    • Compose non-functional requirements
      • Using the e-Services Framework – the non-functional part
        • Infrastructure (GSB, Security, e-Forms, ……)
        • Performance, PM, QA, Education, ….)
        • …….

Compose main document

  • Copyright e-Government Program (Yesser)
  • 1. Introduction
  • 1.1. Issuing Office
  • 1.2. Purpose
  • 1.3. RFP Organization
  • 1.4. Background
  • 2. Current Situation
  • 2.1. Current IT-system(s)
  • 2.2. Current Processes and Modules
  • 2.3. Project Objectives
  • 2.4. Business Drivers
  • 2.5. Business Value Proposition
  • 3. Scope of work
  • 3.1. Requirements Numbering Scheme
  • 3.2. Functional Requirements
  • 3.3. Non-Functional Requirements

Compose functional requirements

  • Copyright e-Government Program (Yesser)
  • Processes
    • Process model
    • Process specification
  • Data model
    • Data model
    • Data specification
  • Use Cases
    • Use Case model
    • Use Case specification
  • Services
    • Service specification
    • Service-operations specification

Compose non-functional requirements

  • Copyright e-Government Program (Yesser)
  • Web-Based Application Requirements
  • Data Migration & Transformation Requirements
  • GSB Integration Requirements
  • Technical Solution Architecture Requirements
  • Software Requirements
  • Hardware Requirements
  • Development, Test, & Staging Environment Requirements
  • Security Requirements
  • Monitoring & Management Requirements
  • Performance & Scalability Requirements
  • Implementation Requirements
  • Maintenance & Support Requirements
  • Change Enablement & Training Requirements
  • Operations Requirements
  • Quality Assurance & Acceptance Requirements
  • Proposal Format

Compose appendices

  • Copyright e-Government Program (Yesser)
  • Appendix A - Instructions to Bidder and Proposal Submission and Evaluation
  • Appendix B - Standard Terms & Conditions
  • Appendix C - Requirements Compliance Matrix
  • Appendix D - Bill of Materials & Information Tables for Technical Proposal
  • Appendix E - Training Template
  • Appendix F - Bidders References Template
  • Appendix G - BOM for Financial Proposal

Estimation tool

  • Copyright e-Government Program (Yesser)
  • An estimation tool is a part of the framework.
  • It can be used either under
    • the development of the RFP
  • or
    • stand alone in other contexts
  • The tool is covering these main subjects:
    • Development
      • Functionality
      • Non-Functional
      • Data conversion/migration
    • Technical
      • Hardware
      • Software Licenses
      • Network
    • Project related expenses
      • Test
      • Project Management
      • Documentation
    • Post Project
      • Maintenance and Support per year
      • Operations per year

Estimation tool

  • Copyright e-Government Program (Yesser)

(4) RFP issuing and evaluation process

  • Copyright e-Government Program (Yesser)
  • Release the
  • RFP
  • Initial state:
  • - the final e-Service RFP developed
  • Final state:
  • - e-Service vendor selected
  • Select
  • vendor
  • Conduct
  • Pre-Bid
  • meeting
  • Receive
  • proposals
  • Receive
  • RFP
  • Questions
  • Evaluate
  • proposals
  • Submit
  • Clarifications
  • Answers
  • Agency

Evaluation Approach & Suggested Timeline

  • Copyright e-Government Program (Yesser)
  • 1st Round of Evaluation:
  • Technical Proposals
  • Review & Scoring
  • of Proposals
  • 2nd Round of
  • Evaluation:
  • Top 6**
  • Bidders Presentations
  • 3rd Round of
  • Evaluation:
  • Review of Bidders
  • Responses
  • Suggested 1 to 2 weeks
  • Suggested 2 Weeks
  • Suggested 6 to 8 Weeks
  • Final
  • Evaluation
  • Report.
  • Combined technical & Financial Scores & Ranking
  • 4th Round of
  • Evaluation:
  • Bidders’ Technical
  • Gap Analysis &
  • Negotiation
  • Suggested 2 weeks
  • Bidders ranking & Scores
  • Bidders Strength & Weaknesses
  • Invitation for top 6 Bidders
  • Updated Bidders ranking & Scores
  • Bidders Strength & Weaknesses
  • Final Technical recommendation Report
  • ** Number of invited Bidder
  • can change as appropriate

Detailed Evaluation Plan

  • Copyright e-Government Program (Yesser)
  • Weeks
  • Activity
  • Deliverables
  • Round 0: Preparation
  • Form evaluation committee representing agency business and IT, and agency finance
  • Form Technical evaluation team that includes two technical analysts / consultants and one experienced technical consultant with relevant experience to the RFP technical solution
  • Evaluation committee members
  • Technical evaluation team members
  • Round 1: Week 1 through Week 8
  • Conduct initial survey of all proposals, use the Bidders Responses Survey.xls worksheet to determine bidders compliance with RFP submission requirements and identify knock-off candidates
  • Compliance matrices preparation – add calculation.
  • Review and Scoring of technical Proposals by the evaluation team(s).
  • Send invitation letter to top n ranked bidders
  • Knock-off Candidate
  • Ranked bidders list based on technical scores and criteria
  • Bidders scores and scoring sheets
  • Summary of Bidders Strengths & Weaknesses
  • Preparation of Invitation letter to top n ranked bidders
  • Schedule of presentation for top n bidders & obtain confirmation for scheduled presentations for invited bidders

Detailed Evaluation Plan (Contd.)

  • Copyright e-Government Program (Yesser)
  • Weeks
  • Activity
  • Deliverables
  • Round 2: Week 9 through Week 10
  • Invited bidders to present their technical proposals
  • Evaluation committee and technical evaluation team should attend top n bidders’ presentations
  • Request from bidders to submit responses and clarifications to questions raised within one week.
  • Round 3: Week 11 through Week 12
  • Bidders are to submit responses to questions raised during presentations
  • Review of received Bidders’ responses
  • Technical evaluation team should update scores and ranking as well as prepare for strengths and weaknesses evaluation for invited bidders
  • Revised bidders scores and scoring sheets
  • Revised ranked Bidders based on technical scores and criteria for invited bidders
  • Revised summaries of Bidders Strengths & Weaknesses for invited bidders
  • Ranked invited bidders based on technical and financial criteria
  • Round 4: Week 13 through Week 14
  • Select one or two bidders to perform technical gap analysis and negotiation
  • Conduct meetings with selected bidder(s) for technical negotiation and technical gap analysis
  • Detailed technical gap analysis for selected 1 or 2 bidders
  • Final evaluation & recommendation report

Evaluation stage deliverables

  • Copyright e-Government Program (Yesser)
  • Key Deliverables:
    • Bidders ranking based on Technical Proposal evaluation
    • Bidders Technical score sheets
    • Summary of Bidders strengths and weakness
    • Bidders ranking based on Technical Proposal Evaluation and Financial score
    • Final Evaluation Recommendation Report

Questions and answers

  • Copyright e-Government Program (Yesser)
  • ?

Break

  • Copyright e-Government Program (Yesser)
  • Break !

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