Power Point Presentation

396 views

Published on

Published in: Technology, Business
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total views
396
On SlideShare
0
From Embeds
0
Number of Embeds
1
Actions
Shares
0
Downloads
3
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

Power Point Presentation

  1. 1. Texas Health and Human Services Commission (HHSC ) HHS Enterprise Telecommunications Managed Services Request for Proposals # 529-07-0124 Vendor Conference (9/5/2007)
  2. 2. <ul><li>Welcome </li></ul><ul><li>Introductions </li></ul><ul><ul><li>Steve Bailey, Manager, Enterprise Contract and Procurement Services (ECPS) </li></ul></ul><ul><ul><li>Sherice Williams-Patty, HUB Administrator, Administrative Services Development (ASD) </li></ul></ul><ul><ul><li>Charlotte Willis, Deputy CIO, Health and Human Services Commission </li></ul></ul><ul><ul><li>Kathy Arellano, Director IT Operations, Commission IT </li></ul></ul><ul><ul><li>CJ Brandt, Legal Counsel </li></ul></ul><ul><li>Housekeeping Items </li></ul>
  3. 3. HHSC Procurement Roles <ul><li>ECPS - Responsible for procurement activity </li></ul><ul><li>HUB - Responsible for HUB activity </li></ul><ul><li>Program - Responsible for project scope, requirements, performance, results, contract management/monitoring </li></ul><ul><li>Legal - Questions/answers and legal activity </li></ul>
  4. 4. Vendor Conference Overview <ul><ul><li>Procurement Activities </li></ul></ul><ul><ul><li>HUB Response </li></ul></ul><ul><ul><li>RFP Overview </li></ul></ul><ul><ul><li>Questions Submittal </li></ul></ul><ul><ul><li>Break </li></ul></ul><ul><ul><li>Preliminary Responses to Questions </li></ul></ul><ul><ul><li>Closing Comments </li></ul></ul>
  5. 5. <ul><li>Procurement Activities </li></ul><ul><ul><li>Questions & Answers </li></ul></ul><ul><ul><li>Sole Contact: Steve Bailey, Manager ECPS </li></ul></ul><ul><ul><li>Procurement Schedule </li></ul></ul><ul><ul><li>Solicitation Access </li></ul></ul><ul><ul><li>Submission Requirements </li></ul></ul><ul><ul><li>Solicitation Changes </li></ul></ul><ul><ul><li>Screening & Evaluation </li></ul></ul><ul><ul><li>Award Information </li></ul></ul>
  6. 6. HUB Subcontracting Plan (HSP) Requirements
  7. 7. Agenda Topics <ul><li>RFP Section 4.0 Historically Underutilized Business </li></ul><ul><li>Participation Requirements </li></ul><ul><li>HUB Subcontracting Plan </li></ul><ul><li>Self Performance HSP </li></ul><ul><li>HSP Prime Contractor Progress Assessment Report </li></ul>
  8. 8. <ul><li>HUB Participation Goals </li></ul><ul><li>Potential Subcontracting Opportunities </li></ul><ul><li>Vendor Intends to Subcontract </li></ul><ul><li>Minority or Women Trade Organizations </li></ul><ul><li>Self Performance </li></ul><ul><li>HSP Changes After Contract Award </li></ul><ul><li>Reporting and Compliance with the HSP </li></ul>RFP Section 4.0 - Historically Underutilized Business Participation Requirements
  9. 9. Self Performance Declaration Company Information HSP Information Page If more than 20, provide attached list HUB GOALS
  10. 10. One page for each area subcontracted (listed on page 1) List Line # and Subcontracting Opportunity HSP Information Page
  11. 11. Protégé performing the work HSP Information Page Skip to Sections 8 and 10
  12. 12. Professional Services Category HSP Information Page Good Faith Efforts to find Texas Certified HUB Vendors Contact HUB Trade Organization Written Notification Requirements
  13. 13. List 3 HUBs Contacted for this Subcontracting Opportunity HSP Information Page
  14. 14. List Subs to be used (HUBs & Non-HUBs) for this Subcontracting Opportunity HSP Information Page
  15. 15. Reason why HUB was not selected for this Subcontracting Opportunity HSP Information Page
  16. 16. Self Performance Explanation Signature Affirms that True and Correct Information is Provided HSP Information Page
  17. 17. <ul><li>Required with </li></ul><ul><li>ALL Pay Requests </li></ul><ul><li>Required even if </li></ul><ul><li>not subcontracting </li></ul><ul><li>List ALL Sub </li></ul><ul><li>payments </li></ul><ul><li>(HUBs & Non- </li></ul><ul><li>HUBs) </li></ul>HSP Prime Contractor Progress Assessment Report ATTACHMENT “E”
  18. 18. HSP ASSISTANCE FROM TBPC HUB Subcontracting Plan (HSP) Forms Step-by-step instructions and an audio on “ How to Complete an HSP ” is located on the Texas Building and Procurement Commission’s (TBPC’s) website at: http://www.tbpc.state.tx.us/communities/procurement/prog/hub/hub-subcontracting-plan How to Complete an HSP Play Windows Media Version (2.9 mb download) Play Macromedia Flash version (1.8 mb download) Read Video Transcript (.rtf file) (43k download) HUB Subcontracting Plan (HSP) Forms Step-by-step instructions and an audio on “ How to Complete an HSP ” is located on the Texas Building and Procurement Commission’s (TBPC’s) website at: http://www.tbpc.state.tx.us/communities/procurement/prog/hub/hub-subcontracting-plan How to Complete an HSP Play Windows Media Version (2.9 mb download) Play Macromedia Flash version (1.8 mb download) Read Video Transcript (.rtf file) (43k download)
  19. 19. Administrative Services Development HUB Program Office <ul><li>Sherice Williams-Patty, HUB Administrator </li></ul><ul><li>Administrative Services Development </li></ul><ul><li>- (512) 424-6903 </li></ul><ul><li>- [email_address] </li></ul><ul><li>Carlos Balderas, HUB Administrator </li></ul><ul><li>Administrative Services Development </li></ul><ul><li>- (512) 424-6896 </li></ul><ul><li>- [email_address] </li></ul><ul><li>Robert L. Hall, C.P.M. </li></ul><ul><li>Administrative Services Development Director </li></ul><ul><li>- (512) 424-6596 </li></ul><ul><li>- [email_address] </li></ul>
  20. 20. Legal Counsel <ul><li>Collusion </li></ul><ul><li>Conflict of Interest </li></ul><ul><li>Permissible contacts </li></ul><ul><li>RFP takes precedence if there is a conflict </li></ul>
  21. 21. <ul><li>RFP Overview </li></ul><ul><ul><li>Background </li></ul></ul><ul><ul><li>Mission </li></ul></ul><ul><ul><li>Voice Strategy </li></ul></ul><ul><ul><li>Managed Service Strategy </li></ul></ul><ul><ul><li>Current Voice Infrastructure and Operations </li></ul></ul><ul><ul><li>Scope of Services </li></ul></ul><ul><ul><li>Support Model </li></ul></ul><ul><ul><li>List of Approved Manufacturers </li></ul></ul><ul><ul><li>Service Level Agreement </li></ul></ul><ul><ul><li>Cost Pricing </li></ul></ul>RFP No. 529-07-0124 HHS Enterprise Telecommunications Managed Services
  22. 22. Telecom Managed Services RFP Health and Human Services (HHS) <ul><li>HHS consists of five agencies (DADS, DARS, DFPS, DSHS and HHSC) </li></ul><ul><li>The mission of HHSC is to provide the leadership and direction and foster the spirit of innovation needed to achieve an efficient and effective HHS system for Texans. </li></ul>
  23. 23. Telecom Managed Services RFP Background <ul><li>Telecommunications systems across the HHS agencies represent the major delivery mechanism for communication with clients and the provision of administrative services such as. </li></ul><ul><ul><li>Eligibility determination for Medicaid and other family services </li></ul></ul><ul><ul><li>Abuse and neglect hotlines for children and the elderly </li></ul></ul><ul><ul><li>Access to mental health and substance abuse services </li></ul></ul><ul><ul><li>Access to long-term care services for the elderly and mentally retarded </li></ul></ul><ul><ul><li>Hearings and general information on available services </li></ul></ul>
  24. 24. Telecom Managed Services RFP Background <ul><li>Many regional and state office locations house multiple HHS agencies. </li></ul><ul><li>Requirements for expansion of certain client services will increase the demand for telecommunication services in many locations. </li></ul>
  25. 25. Telecom Managed Services RFP Mission Statement <ul><li>Improve system reliability and service availability by replacing legacy equipment with new IP-enabled technology. </li></ul><ul><li>Increase system functionality and flexibility to meet changing business needs. </li></ul><ul><li>Improve service quality through timely technical and operations support. </li></ul><ul><li>Lower toll costs through the use of the MPLS network for toll by-pass. </li></ul><ul><li>Lower overall support costs through centralized administration of voice systems and standardization of equipment platforms. </li></ul><ul><li>Leverage vendor voice engineering expertise to design robust business continuity and disaster recovery plans for business critical functions. </li></ul><ul><li>Leverage vendor expertise to design an enterprise-wide dial plan. </li></ul>
  26. 26. Telecom Managed Services RFP Voice Strategy <ul><li>Phased implementation of new technologies to replace existing legacy equipment. </li></ul><ul><li>Use of Internet Protocol (IP)-enabled PBXs and voice mail systems. </li></ul><ul><li>Site readiness assessment to be performed by the Selected Vendor </li></ul>
  27. 27. Telecom Managed Services RFP Managed Service Strategy <ul><li>Engage the services and products (“Services”) of one vendor (“Selected Vendor”) in order to improve service performance through </li></ul><ul><ul><li>increased service flexibility, </li></ul></ul><ul><ul><li>replacement of aging equipment with state-of-the-art technology that is scalable to meet changing business requirements, </li></ul></ul><ul><ul><li>a more uniform system architecture, </li></ul></ul><ul><ul><li>consolidation of services for a number of organizations, and </li></ul></ul><ul><ul><li>new services. </li></ul></ul>
  28. 28. Telecom Managed Services RFP Current Voice Infrastructure <ul><li>Approximately 45,000 telephone sets installed across approximately 682 telephone systems. </li></ul><ul><li>Telecommunication systems at most HHS locations are at or near end of life and the various platforms in place throughout the HHS system are not interoperable . </li></ul>
  29. 29. Telecom Managed Services RFP Current Voice Infrastructure <ul><li>Average age of each Private Branch Exchange (PBX) or Key System within the enterprise is 13 years with the oldest being 26 years old. </li></ul><ul><li>In many cases, vendor support is no longer available for this aging equipment. In some cases, equipment is failing; in others, additional capacity may be needed. </li></ul>
  30. 30. Telecom Managed Services RFP Current Voice Infrastructure <ul><li>HHS voice systems currently fall into one of three (3) categories: </li></ul><ul><ul><li>Category 1 systems require replacement and seat management services </li></ul></ul><ul><ul><li>Category 2 systems are relatively new and require seat management support services only. </li></ul></ul><ul><ul><li>Category 3 systems are at or near end of life. Support for these systems may be either on a per seat basis or on a T&M basis . </li></ul></ul>
  31. 31. Telecom Managed Services RFP Current Voice Operations <ul><li>Internal staff of approximately 29 Full Time Equivalents (FTE’s) </li></ul><ul><li>Support from various service providers around the state on a Time and Materials (T&M) basis. </li></ul><ul><li>Normal hours of operational support are 7AM to 6PM local time Monday through Friday. Some work is performed after hours, on holidays and on weekends, but is kept to a minimum. </li></ul>
  32. 32. Telecom Managed Services RFP Scope of Services <ul><li>The services to be provided by the Selected Vendor include services, functions, and responsibilities traditionally related to telecom managed services. In general, these services include but are not limited to: </li></ul><ul><ul><li>PBX and Voice Mail Service </li></ul></ul><ul><ul><li>ACD and IVR Service </li></ul></ul><ul><ul><li>Audio Conferencing </li></ul></ul><ul><ul><li>Call Detail Recording </li></ul></ul><ul><ul><li>Engineering and Consulting Support </li></ul></ul><ul><ul><li>Operations and Maintenance Support </li></ul></ul><ul><ul><li>Service Management </li></ul></ul><ul><ul><li>User Training </li></ul></ul><ul><ul><li>More detail is provided in Section 2.1 of Attachment 1. </li></ul></ul>
  33. 33. Telecom Managed Services RFP In-Scope Voice Infrastructure Summary Tab in Attachment 2 - HHS Equipment Inventory
  34. 34. Telecom Managed Services RFP In-Scope Voice Infrastructure
  35. 35. Telecom Managed Services RFP Voice Operations Support Model <ul><li>Support for voice services will be provided by both HHS personnel and the Selected Vendor. </li></ul><ul><li>Roles and Responsibilities are identified in HHS support model shown in Attachment 3. </li></ul>
  36. 36. Telecom Managed Services RFP Change Management <ul><li>HHS personnel will perform some Moves, Adds and Changes (MACs) on new and existing systems using internal staff. </li></ul><ul><li>Some MACs will be performed by the Selected Vendor. </li></ul><ul><li>The number of MACs per month must be based on industry averages for the size and number of Category 1 and 2 systems listed in Attachment 2. </li></ul><ul><li>Unused MACs within a given year will accrue month to month and into subsequent years through the term of the contract. </li></ul><ul><li>Additional MACs not covered in the per seat pricing will be performed by the Selected Vendor on a T&M basis and whose cost should be listed in pricing sheet. </li></ul>
  37. 37. Telecom Managed Services RFP Type of New Equipment <ul><li>New equipment will be limited to those manufacturers whose products bring reliability and interoperability with existing systems, allow HHS staff to leverage prior knowledge of product line history and training, facilitate quick transition to newer technology within an established product base, have a significant base within the current voice environment and have a history of strong product development and support. </li></ul><ul><li>New PBX and Voice Mail systems will be limited to the following manufacturers: </li></ul><ul><ul><li>Avaya </li></ul></ul><ul><ul><li>Cisco </li></ul></ul><ul><ul><li>Mitel </li></ul></ul><ul><ul><li>Nortel </li></ul></ul><ul><li>The new service equipment must be current technology and IP-capable. Vendor may propose multiple manufacturers in its overall solution so long as the systems are interoperable. </li></ul>
  38. 38. Telecom Managed Services RFP Project Management <ul><li>The Selected Vendor must provide one local Lead Project Manager dedicated to HHS who has experience in managing a voice network of similar size and scope. </li></ul><ul><li>HHS prefers a Project Manager with PMP certification. </li></ul><ul><li>HHS expects the Project Manager to be assigned for the duration of the project and to be the Vendor’s one local point of contact. </li></ul><ul><li>Substitution of the Lead Project Manager and/or other key contract personnel requires prior approval from HHS. </li></ul><ul><li>HHS also has the right to require a replacement of any project manager and or contract personnel at any time. </li></ul>
  39. 39. Telecom Managed Services RFP Selected Vendor Experience <ul><li>As part of the response to this RFP, each Vendor will provide the following benchmark information and references over the past 12 month period on current service contracts: </li></ul><ul><ul><li>Average response time to acknowledge service requests </li></ul></ul><ul><ul><li>Average resolution times for Severity 1, 2, and 3 problems as defined in Section 3.2.1 of the Service Level Agreement in Attachment 1. </li></ul></ul><ul><ul><li>Mean time between failures of IP-enabled systems installed and maintained by Vendor </li></ul></ul>
  40. 40. Telecom Managed Services RFP Compliance with Standards <ul><li>The Selected Vendor will be required to comply with the following: </li></ul><ul><ul><li>State of Texas Accessibility Requirements </li></ul></ul><ul><ul><li>E-911 Services </li></ul></ul><ul><ul><li>DIR and Statewide Standards </li></ul></ul>
  41. 41. Telecom Managed Services RFP Service Level Agreement (SLA) <ul><li>Service Level Agreement (SLA) for managed voice services is shown in Appendix C in Attachment 1. </li></ul><ul><li>The Selected Vendor will be required to meet or exceed the SLA requirements as defined. </li></ul>
  42. 42. Telecom Managed Services RFP Cost Pricing <ul><li>Provide managed services for Category 1 and 2 systems at a fixed price per seat per month according to an agreed upon price schedule. </li></ul><ul><li>Provide support for Category 3 systems on either a per seat basis or a T&M basis. </li></ul><ul><li>Vendors should provide a description of their strategy to minimize per seat and T&M costs and list any assumptions made in developing the cost proposal. </li></ul>
  43. 43. Telecom Managed Services RFP Format for Submitting Questions <ul><li>Use 4 x 6 index cards provided at the conference. </li></ul><ul><li>Print questions clearly on front and back of index card including contact name and information. </li></ul><ul><li>Email questions to sole point of contact, Steve Bailey (see Section 1.2) including reference document name (e.g. RFP, Attachment 1, etc), section number and paragraph (if applicable) </li></ul>
  44. 44. Texas Health and Human Services Commission (HHSC ) Questions Submittal Break
  45. 45. Telecommunications Managed Services Tentative Responses to Vendor Questions <ul><ul><li>Non-binding verbal answers to vendor questions are provided. </li></ul></ul><ul><ul><li>Binding responses are posted on the procurement website by 9-21-07. </li></ul></ul>

×