request for proposal independent verification & validation ... 3.9 deliverable evaluation and...

THE TEXAS A&M UNIVERSITY SYSTEM Office of HUB & Procurement Programs

REQUEST FOR PROPOSAL Human Capital Management

Independent Verification & Validation Services

RFP NUMBER: RFP01 CIO-16-001

PROPOSAL MUST BE RECEIVED PRIOR TO: 2:00 P.M. Central time on December 1, 2015

MAIL, HAND DELIVER, AND/OR EXPRESS MAIL PROPOSAL TO:

The Texas A&M University System

HUB & Procurement Programs 301 Tarrow 3rd Floor, Suite 366

College Station, TX 77840 Attn: Jeff Zimmermann

Show RFP Number, Opening Date and Time on Return Envelope

NOTE: PROPOSAL must be time stamped at The Texas A&M University System Office of Procurement and HUB Programs before the hour and date specified for receipt of Proposal.

Pursuant to the Provisions of Texas Government Code Title 10, Chapter 2156.121-2156.127, sealed proposals will be received until the date and time established for receipt. After receipt, only the names of RESPONDENTs will be made public. Prices and other proposal details will only be divulged after a contract is executed, if any.

REFER INQUIRIES TO:

Jeff Zimmermann, Director The Texas A&M University System

HUB & Procurement Programs 301 Tarrow 3rd Floor

College Station, TX 77840 Email: jzimmermann@tamus.edu

All proposals shall become the property of the State of Texas upon receipt. Proposals may be subject to public review after contracts have been executed. VENDORS responding to this proposal are cautioned not to include any proprietary information as part of their proposal unless such proprietary information is carefully identified as such in writing. Notwithstanding the foregoing, the A&M System is subject to the Texas Public Information Act.

The Texas A&M University System RFP01 CIO-16-001 Page 2 of 32 HCM IVV

TABLE OF CONTENTS

SECTION 1. INTRODUCTION _______________________________________________________________ 3 1.1 Scope ................................................................................................................................................... 3 1.2 Project Goals and Objectives .............................................................................................................. 3 1.3 Background ......................................................................................................................................... 3 1.4 Priorities/Expectations ........................................................................................................................ 5 1.5 Performance Period ............................................................................................................................. 5 1.6 Glossary of Terms and Acronyms ....................................................................................................... 5

SECTION 2. INSTRUCTIONS FOR RESPONDENTS _____________________________________________ 7 2.1 Calendar of Events .............................................................................................................................. 7 2.2 Examination of the Request for Proposal ............................................................................................ 8 2.3 Submittal Instructions and Delivery of Submittals ............................................................................. 8 2.4 Proposal Components .......................................................................................................................... 8 2.5 Inquiries and Interpretations ............................................................................................................... 9 2.6 Selection Process ................................................................................................................................. 9 2.7 Evaluation Process and Criteria ........................................................................................................ 10 2.8 HUB Subcontracting Plan ................................................................................................................. 11

SECTION 3. SCOPE & PROPOSAL __________________________________________________________ 13 3.1 Introduction ....................................................................................................................................... 13 3.2 Requested Services and Responsibilities .......................................................................................... 13 3.3 Required Services.............................................................................................................................. 13 3.4 Verification Services ......................................................................................................................... 14 3.5 Validation Services ........................................................................................................................... 14 3.6 Major Tasks and Deliverables ........................................................................................................... 15 3.7 Develop, Execute and Maintain IV&V Plan ..................................................................................... 15 3.8 Identify Project Risks and Issues ...................................................................................................... 16 3.9 Deliverable Evaluation and Reporting .............................................................................................. 16 3.10 Staffing Requirements ....................................................................................................................... 16 3.11 Specific Skills.................................................................................................................................... 16 3.12 Locations ........................................................................................................................................... 17 3.13 Hours of Operations .......................................................................................................................... 17 3.14 Workspace and Parking ..................................................................................................................... 17 3.15 Substitution and Removal of Personnel ............................................................................................ 17

SECTION 4. RESPONDENT’S QUESTIONNAIRE ______________________________________________ 19 4.1 Company Profile ............................................................................................................................... 19 4.2 Technical Proposal ............................................................................................................................ 19 4.3 Cost Proposal .................................................................................................................................... 22

SECTION 5. GENERAL TERMS AND CONDITIONS ___________________________________________ 24

Exhibit A – Execution of Offer ................................................................................................................................ 30 Exhibit B – Non-Collusion Affidavit ....................................................................................................................... 32 Attachments:

Appendix A: Cost Schedules

The Texas A&M University System RFP01 CIO-16-001 Page 3 of 32 HCM IVV

SECTION 1 – INTRODUCTION

1.1 Scope The Texas A&M University System (TAMUS or A&M System) is seeking proposals to select a single RESPONDENT to provide Independent Verification and Validation (IV&V) services for the Workday Human Capital Management (HCM) and Payroll project as described in Section 2. It is the intent of TAMUS to establish an agreement with a qualified company for the requirements listed. By submitting responses, each RESPONDENT (also referred to herein as “Vendor”) certifies that it understands this RFP and has full knowledge of the scope, nature, quality, and quantity of the work to be performed, the detailed requirements of the services to be provided, and the conditions under which the services are to be performed. Each RESPONDENT also certifies that it understands that all costs relating to preparing and responding to this RFP will be the sole responsibility of the RESPONDENT.

1.2 Project Goals and Objectives The goals of the HCM Project are to:

• Implement a Workday HCM/Payroll system that meets the critical business requirements of TAMUS members by eliminating outdated and redundant systems, maximizing the efficiency of managing system resources, enhancing security and ensuring transparency;

• Successfully implement to all System Members on time and within budget; • Implement the HCM system in a manner that supports System-wide standardization of data and business

processes; and • Implement the HCM system in a manner that is cost-effective to maintain.

A System Integrator will be selected as an implementation partner to help accomplish the above goals. This RFP is issued to solicit responses for the provision of the IV&V services for the HCM Project. The successful RESPONDENT for these IV&V services will not have any other involvement in the HCM Project other than the IV&V services described herein.

In addition to the scope discussed in this RFP, RESPONDENTs should review the contents of the Human Capital Management Implementation Services RFP to understand the scope of work being asked of the System Integrator.