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RFP Concept Paper

By Jeffrey Murphy,2014-10-29 04:46
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IDED contracted with an outside IT consultant to complete a thorough a review and assessment of IDED's existing database structures.

    RFP Concept Paper # 21

    Presented to Technology Governance Board (TGB)

    Date Prepared: August 2, 2006

Name of RFP to be reviewed:

    Database Design (Web-based) and Information Technology Services

Agency:

    Iowa Department of Economic Development

    RFP Reference #:

    Release Date: Tentatively scheduled for August 14, 2006, subject to approvals thfrom the Iowa Economic Development Board (on August 4 Board agenda)

Projected cost over $50,000? Yes X No ___

    Projected agency staff hours over 750? Yes _X_ No ___

Cost:

    The cost will depend upon which options the Department chooses based on the bids submitted. The proposed RFP has been prepared to solicit from vendors the greatest range of options and business solutions to meet the Department’s needs. The RFP asks vendors to submit proposals that offer

    solutions that they believe would best meet the RFP objectives. Those options could include using pre-packaged software, developing a customized database, or a combination of both. The RFP identifies certain Core Deliverables and Optional Deliverables. Based on IDED’s evaluation of the

    responses, it may choose to enter into a contract just for performance of the Core Deliverables or it may wish to add Optional Deliverables to the contract. The final cost, therefore, will depend upon the scope of the work selected. IDED does not want to lock in a cost estimate at this time in order to promote as much competitiveness as possible for this bid process.

Timelines:

    Timing is of the essence for IDED and this RFP. The RFP indicates that the Core Deliverables need to be completed on or before December 31, 2006 to allow, among other stated objectives, IDED business clients to file their End of Year Project Report online and permit IDED to prepare the comprehensive, cumulative report of the progress of approximately 370 projects funded through the Grow Iowa Values Fund and other financial incentive programs administered by IDED.

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    Procurement Timeline

    (Revised August 2, 2006)

Submit Request for Approval from IT Governance Board (DAS)

     to Issue RFP .......................................................................................August 2

     Request IDED Board Approval to Issue RFP ...................................August 4

     Post on TSB Web site (48 hours)......................................................August 11

Issue RFP...................................................................................... August 14

     (post on IDED Website; submit link to State site; email notice to vendors)

    Resource Room Available..............................................................August 14-29

Vendors’ Conference......................................................................August 21 (p.m.)

    Questions Due................................................................................August 23

    IDED Response to Questions Issued..............................................August 25

Closing Date for Receipt of Bid Proposals and

    Amendment to Bid Proposals..........................................................August 30

    Presentations to Evaluation Committee..........................................September 7-8

Evaluation Committee Recommendation

    to IDED Director.............................................................................September 11

Announce Successful Vendor and Request

    IDED Board Approval to Contract..................................................September 21

     (IDED Brd. meeting date)

Completion of Contract Negotiations and

    Execution of the Contract..............................................................September 29

Begin Contract..............................................................................October 1

    Goal:

    The purpose of this Request for Proposals (RFP) is to solicit proposals from qualified service providers for Database Design (Web-based) and Information Technology

    Services to establish an integrated database system for the Iowa Department of Economic Development (IDED).

    IDED is seeking proposals for the establishment of a database to manage its projects. The database developed needs to be Web-based, innovative, user-friendly, promote e-commerce, facilitate comprehensive project reporting and support transactional applications.

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    Background:

    In the RFP, IDED provides background information about its current business practices, database usage, needs and requirements. This narrative is not intended to be so proscriptive as to eliminate other options or restrict vendors from proposing alternative business solutions to meet IDED’s data management and reporting needs. IDED is looking for proposals that meet its overall goals and objectives that produce the necessary results, but does not want to exclude alternate means to arrive at the same end.

Mission of the Department

    The mission of the IDED is to engender and promote economic development policies and practices which stimulate and sustain Iowa's economic growth and climate and that integrate efforts across public and private sectors. For more information about IDED and its programs, visit IDED’s Web site at www.iowalifechanging.com.

Why IDED is Issuing this RFP

    IDED contracted with an outside IT consultant to complete a thorough a review and assessment of IDED’s existing database structures. As part of that assessment, IDED specifically asked the consultant to include recommendations on a going forward basis. The conclusion of the June, 2006 assessment was that it was time for IDED to update and integrate its systems in order to better meet IDED’s growing data management and reporting need. This RFP for Database Design (Web-based) and Information Technology Services implements that recommendation.

IDED Information Technology (IT) Policy Committee

    IDED has recently established an IT Policy Committee comprised of management decision-makers from the divisions impacted by the development of an integrated database system. This Committee establishes enterprise-wide policies for IT design, development, operation, implementation and maintenance. The Committee includes the managers of Administration, Business Development (Marketing), Business Finance, Business Services, Research, Community Development and the Deputy Director. The Committee makes recommendations to the IDED Director. The policies set by the Committee will be implemented by IDED’s in-house Technology Team.

IT Policy Committee’s Goals and Objectives for this Project

    The IT Policy Committee has identified the following primary goals and objectives for the establishment of a Department-wide database system:

    a. Business data must be part of an integrated system that is up-to-date and

    connects the work of Marketing, Business Finance, Business Services, Loan

    Servicing and Collections.

    b. The system must be able to maintain a transactional history of events (e.g.

    generate reports as of a specific date, record changes to data, track

    amendments to contracts, reports, etc.)

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    c. The system needs to be Web-based, accessible and user-friendly both to internal

    users and external users.

    d. Common terminology must be adopted and used throughout the Department (e.g.

    a “project” means the set of activities a business has pledged to perform (job

    creation, wages, benefits) as a condition of receiving IDED funding.

    e. The system must be able to track a business through the stages of involvement

    with IDED (e.g. from prospect/lead status in Marketing to application and award

    stage in Business Finance to contracting and closeout with Business Services).

    f. Businesses must be offered the convenience of filing required IDED documents

    online (e.g. application, semi-annual reports).

    g. The system must permit the attachment and retention of documents associated

    with a project (e.g. IDED Project Summary, payroll records for purposes of the

    End of Year Report or job creation/retention lists needed to determine eligibility

    during the application phase).

    h. To respond to internal and external demand for information about projects, the

    system must have expansive search/query capabilities (e.g., by location, by

    business, by fiscal year, by program).

    i. Users need to have a system that allows them to choose the variables they want

    and generate on demand customized reports from the system.

    j. Search results must be able to be exported to Excel (or similar) to easily permit

    the manipulation of data.

    k. The proposed system must preserve existing data and export it to the new

    system.

    l. Public records in the database system must be readily accessible to the public

    through the Web.

    m. The system must have the ability to separate and protect confidential information.

    (See Iowa’s Open Record Law, chapter 22, ?22.3A)

    n. Recurring reports, forms, summaries, contracts, letters and similar documents

    that use project data must be able to be easily generated from the system.

    o. Must comply with state IT standards established by DAS. (Visit

    (http://das.ite.iowa.gov/standards/enterprise_it/index.html) for the current

    operational standards for information technology devices and services

    established by the Department of Administrative Services.

    Expected Results in this Product:

    Anticipated results include, establishment of a user-friendly, Web-based, comprehensive, integrated

    system that allows IDED to effectively manage its projects on an enterprise-wide basis; improved

    client access to e-filings (e.g. applications, reports); enhanced accessibility to public records about

    projects.

    Testing and Acceptance: System and user acceptance testing will occur and be conducted in

    accordance with the terms of a contract to be negotiated between IDED and the successful vendor.

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    Project Funds: The source of funding for the contract resulting from this RFP is the Grow Iowa Values Fund.

    Some of the Interested Parties: Some of the interested parties are the multiple divisions within IDED that manage projects, the businesses and communities receiving financial assistance from IDED, members of the general public.

    Some of the Recipients of this Service: The recipients of this service include those mentioned above.

    Standards: The RFP requires that the resulting system meets all state IT standards established by DAS, IDED policies and procedures, public records law requirements governing databases and the ability to separate confidential information.

Architecture: Microsoft SQL Server environment.

Recommendations from DAS staff and CIO Council members:

    From eight of eleven JCIO members:

    a) Is there duplication within Government? None identified.

    b) Can an existing program be modified to address a new need? None identified.

    c) Do you have any similar program in existence? No.

    d) Have you sought RFP’s for similar programs in the past? No.

    e) Do you have RFP’s for similar programs? No.

    f) Do you have an RFP that could be used as a starting point for this program? No.

    g) Is there anything you could provide that could assist the agency with this RFP? No.

    h) Are there alternatives available to the agencies? None identified.

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