RFP SCO-22191058 Addendum 1 032509

State of California
21st Century Project MyCalPAYS
Request for Proposal SCO-22191058

Addendum 1
ADDENDUM 1
March 26, 2009
21ST CENTURY PROJECT

REQUEST FOR PROPOSAL RFP # SCO-22191058
Issued By:
State of California
Department of General Service
Procurement Division
707 Third Street, 2nd Floor
West Sacramento, CA 95605
March 26, 2009

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TABLE OF CONTENTS
SECTION I INTRODUCTION AND OVERVIEW...............................................................................................1
A.
B.
C.
D.
E.
F.
PURPOSE OF THIS REQUEST FOR PROPOSAL.....................................................................................................1

BIDDING REQUIREMENTS AND CONDITIONS.....................................................................................................1
PROCUREMENT OFFICIAL..................................................................................................................................2
PROCUREMENT LIBRARY...................................................................................................................................2
PROTEST PROCESS............................................................................................................................................2
IDENTIFICATION AND CLASSIFICATION OF RFP REQUIREMENTS......................................................................3
1.
Requirements...............................................................................................................................................3
2.
Desirable Items...........................................................................................................................................3
G. BIDDING REQUIREMENTS AND CONDITIONS.....................................................................................................3
1.
General........................................................................................................................................................3
2.
RFP Documents...........................................................................................................................................3
3.
Examination of the Work.............................................................................................................................4
4.
Questions Regarding the RFP.....................................................................................................................4
5.
Bidders' Conference....................................................................................................................................4
6.
Supplier's Intention to Submit a Bid NOT APPLICABLE........................................................................5
7.
Addenda.......................................................................................................................................................5
8.
Plastic Trash Bag Certification Violations..................................................................................................5
9.
Bonds NOT APPLICABLE.......................................................................................................................5
10.
Discounts................................................................................................................................................5
11.
Joint Bids................................................................................................................................................5
12.
Air or Water Pollution Violations...........................................................................................................6
13.
Fair Employment and Housing Commission Regulations......................................................................6
14.
Exclusion for Conflict of Interest............................................................................................................6
15.
Sellers Permit........................................................................................................................................6
16.
Disclosure of Financial Interests............................................................................................................7
17.
Unfair Practices Act and Other Laws....................................................................................................7
H. BIDDING STEPS.................................................................................................................................................7
1.
General........................................................................................................................................................7
2.
Compliance Phase NOT APPLICABLE...................................................................................................7
3.
Final Phase.................................................................................................................................................7
4.
Confidentiality.............................................................................................................................................7
5.
Submission of Proposals and Bids See Section III and Section IV for detailed information...................8
6.
Rejection of Bids..........................................................................................................................................9
7.
Evaluation and Selection Process See Section III and IV of this RFP for additional information..........9
8.
Award of Contract.....................................................................................................................................10
9.
Debriefing..................................................................................................................................................11
I.
CONTRACTUAL INFORMATION..............................................................................................................11
1.
Contract Form...........................................................................................................................................11
2.
Specific Terms and Conditions Not Applicable......................................................................................11
3.
Approval of Proposed Contract - See Section III and IV of this RFP for additional information............11
4.
Term of Contract Not Applicable............................................................................................................11
J.
OTHER INFORMATION..............................................................................................................................11
1.
Protests Not Applicable..........................................................................................................................11
2.
Disposition of Proposals and Bids............................................................................................................11
3.
Contacts for Information...........................................................................................................................12
SECTION II PROJECT BACKGROUND...........................................................................................................16
A.
MYCALPAYS FUNCTIONALITY.......................................................................................................................17
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B.
21ST CENTURY PROJECT ORGANIZATION AND GOVERNANCE.........................................................................18

1.
Project Organization.................................................................................................................................18
2.
Project Staffing..........................................................................................................................................20
3.
Project Governance...................................................................................................................................23
C. 21ST CENTURY PROJECT TECHNICAL LANDSCAPE........................................................................................25
D. 21ST CENTURY PROJECT EXISTING TOOLSETS..............................................................................................27
SECTION III STAGE I PROCUREMENT...........................................................................................................29
A.
B.
C.
OVERVIEW.......................................................................................................................................................29
KEY ACTION DATES........................................................................................................................................29
ADMINISTRATIVE REQUIREMENTS..................................................................................................................29
SI-AR-1. Cover Letter.....................................................................................................................................29
SI-AR-2. Payee Data Record (Std. 204).........................................................................................................30
SI-AR-3. General Liability Insurance Certificate...........................................................................................30
SI-AR-4. Workers Compensation Liability Insurance Certificate..................................................................30
SI-AR-5. Secretary of State Certification........................................................................................................30
SI-AR-6. Stage I Contract Statement of Work and Contract Terms and Conditions...................................30
SI-AR-7. Target Area Contract Preference (TACPA)......................................................................................31
SI-AR-8. Enterprise Zone Act Preference (EZA)............................................................................................32
SI-AR-9. Local Area Military Base Recovery Act (LAMBRA)........................................................................32
SI-AR-10.
Small Business............................................................................................................................32
SI-AR-11.
California Disabled Veteran Business Enterprise (DVBE) Program Requirements..................33
SI-AR-12.
Commercially Useful Function (CUF).......................................................................................34
D. BIDDER CORPORATE QUALIFICATION REQUIREMENTS (MANDATORY)...........................................................34
SI-CM-1.
SAP Certification........................................................................................................................34
SI-CM-2.
Financial Capacity/Responsibility..............................................................................................34
SI-CM-3.
SAP HR/Payroll Experience.......................................................................................................35
SI-CM-4.
SAP Public Sector Large Project Experience.............................................................................35
E.
BIDDER CORPORATE QUALIFICATION REQUIREMENTS (DESIRABLE).............................................................36
SI-CD-1.
SAP Public Sector HR/Payroll Experience.................................................................................36
SI-CD-2.
SAP Public Sector Large Project Experience.............................................................................36
F.
PROPOSED STAFF QUALIFICATION REQUIREMENTS........................................................................................36
SI-SM-1. Project Manager..............................................................................................................................37
SI-SM-2. SAP Functional Personnel Administration and Organizational Management (PA/OM) Lead.......38
SI-SM-3. SAP Functional Benefits (BN) Lead................................................................................................38
SI-SM-4. SAP Functional Time (TM) Lead.....................................................................................................38
SI-SM-5. SAP Functional Payroll (PY) Lead..................................................................................................38
SI-SM-6. SAP Functional Finance/Controlling (FI/CO) Lead.......................................................................38
SI-SM-7. SAP Technical Infrastructure/Development (Netweaver/ABAP) Lead............................................38
G. PROPOSAL FORMAT.........................................................................................................................................38
1.
Proposal Format and Content...................................................................................................................39
H. EVALUATION AND SELECTION.........................................................................................................................40
1.
Introduction...............................................................................................................................................40
2.
Receipt of Proposals..................................................................................................................................40
3.
State Evaluation Team...............................................................................................................................40
4.
Review of Stage I Proposals......................................................................................................................41
5.
Scoring of Stage I Proposals.....................................................................................................................42
6.
Contract Award.........................................................................................................................................45
SECTION IV STAGE II PROCUREMENT..........................................................................................................47
A.
B.
C.
OVERVIEW.......................................................................................................................................................47
KEY ACTION DATES........................................................................................................................................47
ADMINISTRATIVE REQUIREMENTS..................................................................................................................47
SII-AR-1.
Cover Letter................................................................................................................................47
SII-AR-2.
Payee Data Record (Std. 204).....................................................................................................47
SII-AR-3.
General Liability Insurance Certificate......................................................................................47
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SII-AR-4.
Workers Compensation Liability Insurance Certificate..............................................................48
SII-AR-5.
Secretary of State Certification...................................................................................................48
SII-AR-6.
Stage II Statement of Work and Contract Terms and Conditions............................................48
SII-AR-7.
Target Area Contract Preference (TACPA).................................................................................49
SII-AR-8.
Enterprise Zone Act Preference (EZA).......................................................................................49
SII-AR-9.
Local Area Military Base Recovery Act (LAMBRA)...................................................................49
SII-AR-10.
Small Business............................................................................................................................50
SII-AR-11.
California Disabled Veteran Business Enterprise (DVBE) Program Requirements..................50
SII-AR-12.
Commercially Useful Function (CUF).......................................................................................51
D. FUNCTIONAL AND TECHNICAL REQUIREMENTS.............................................................................................52
1.
Functional Requirements...........................................................................................................................52
2.
Technical Requirements.............................................................................................................................52
3.
Project Constraints....................................................................................................................................52
E.
SCOPE OF SERVICES........................................................................................................................................53
F.
SUPPLEMENTAL SOFTWARE TOOLS.................................................................................................................69
G. PROPOSAL FORMAT.........................................................................................................................................70
1.
Proposal Format and Content...................................................................................................................71
2.
Volume 1- Response to Requirements........................................................................................................71
3.
Volume 2 Costs.......................................................................................................................................77
4.
Volume 3 - Contract...................................................................................................................................78
I.
EVALUATION AND SELECTION.........................................................................................................................78
1.
Introduction...............................................................................................................................................78
2.
Receipt of Proposals..................................................................................................................................79
3.
State Evaluation Team...............................................................................................................................79
4.
Review of Stage II Proposals.....................................................................................................................79
5.
Scoring of Stage II Proposals....................................................................................................................80
6.
Best and Final Offer (BAFO) Negotiation Process...................................................................................86
7.
Contract Award.........................................................................................................................................87
APPENDIX A STAGE I EXHIBITS......................................................................................................................88
EXHIBIT- 1: STAGE I CORPORATE QUALIFICATION REFERENCE FORM..................................................................89
EXHIBIT- 2: STAGE I ASSESSMENT STAFFING MATRIX...........................................................................................90
EXHIBIT- 3: STAGE I BIDDING PREFERENCES........................................................................................................94
EXHIBIT- 4: STAGE I COMMERCIALLY USEFUL FUNCTION STATEMENT................................................................95
EXHIBIT- 5: STAGE I CONTRACT............................................................................................................................96
APPENDIX B STAGE II EXHIBITS....................................................................................................................95
EXHIBIT- 6: STAGE II BIDDING PREFERENCES.......................................................................................................96
EXHIBIT- 7: STAGE II COMMERCIALLY USEFUL FUNCTION STATEMENT...............................................................97
EXHIBIT- 8: STAGE II COST WORKBOOK...............................................................................................................98
EXHIBIT- 9: STAGE II ASSESSMENT STAFFING MATRIX.......................................................................................101
EXHIBIT- 10: STAGE II PRIOR WORKING RELATIONSHIPS....................................................................................108
EXHIBIT- 11: STAGE II PROPOSED STAFF THAT WORKED ON STAGE I.................................................................109
EXHIBIT- 12: STAGE II CONTRACT.......................................................................................................................110
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List of Tables
Table 1. MyCalPAYS Functionality..............................................................................................................................17
Table 2. 21st Century Staffing Levels............................................................................................................................20
Table 3. 21st Century Project Existing Toolsets............................................................................................................27
Table 4. Stage I Key Action Dates................................................................................................................................29
Table 5. Stage I Contract Deliverables.........................................................................................................................31
Table 6. DVBE Incentive Points...................................................................................................................................33
Table 7. Minimum Requirements Scoring.................................................................................................................42
Table 8. Sample Proposed Staff Qualification Scoring.................................................................................................43
Table 9. Desirable Requirements - Scoring..................................................................................................................43
Table 10. DVBE Incentive Points.................................................................................................................................45
Table 11. Final Score with DVBE and SB Examples...................................................................................................45
Table 12. Contractor Selection Example......................................................................................................................45
Table 13. Stage II Key Action Dates.............................................................................................................................47
Table 14. DVBE Incentive Points.................................................................................................................................51
Table 15. Scope of Services..........................................................................................................................................53
Table 16. Stage II Evaluation Factors...........................................................................................................................80
Table 17. Proposed Staff Experience Points Available..............................................................................................82
Table 18. DVBE Incentive............................................................................................................................................85
Table 19. Final Score with DVBE and SB Example....................................................................................................85
Table 20. Contractor Selection Example......................................................................................................................86
List of Figures
Figure 1. Procurement Timeline.....................................................................................................................................2
Figure 2. TFC Functional Organization........................................................................................................................19
Figure 3. 21st Century Project Governance Structure...................................................................................................24
Figure 4. SAP Server Landscape Architecture as of January 2009..............................................................................26
Figure 5. Proposed SAP Server Landscape..................................................................................................................27
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Section I - Introduction and Overview
Section I Introduction and Overview

A. Purpose of this Request for Proposal
The purpose of this Request for Proposal (RFP) is to conduct a two stage procurement that will
ultimately secure a single systems integrator (prime contractor) to complete the 21st Century
Project.
The goal of the 21st Century Project is to complete the design, development and implementation
of an integrated HRMS/Payroll system, MyCalPAYS. This procurement will be performed in an
accelerated manner to preserve existing resources and maximize the value of existing project
artifacts. The iterative nature of this procurement encourages a two way dialogue between the
State and Bidders. During this procurement process, the State may enter into negotiations with
Bidders to maximize the States ability to obtain the best value solution, and to ensure that both
the State and the awarded Contractor are in agreement as to the activities necessary to
successfully deliver the MyCalPAYS solution.
B. Bidding Requirements and Conditions

This solicitation is being conducted under the provisions of Public Contract Code (PCC) Section
6611. Selection of the winning Bidder will be performed in a two stage procurement process.
During Stage I, the State will be awarding up to two (2) contracts to the highest scoring Bidders
based on the selection criteria defined in Section III.H, Evaluation and Selection. The Statement
of Work (SOW) for the two contracts awarded out of the Stage I competition will include the
deliverables defined in EXHIBIT- 5: Stage I Contract. In the performance of the Stage I
contracts, the two selected Bidders will review and evaluate project artifacts, including critical
designs and implementation approaches.
During Stage II, Bidders will develop and submit a final proposal, based on the due diligence
performed under the Stage I contracts. Stage II will result in a single contract award to complete
the MyCalPAYS solution for the civil service employee population. Only those Bidders selected
for contract award in Stage I are eligible to participate in Stage II. Negotiations will be held in
Stage II, if necessary, with the Bidders to arrive at their final proposed solution and cost for the
Stage II contract.
Figure 1. Procurement Timeline provides a high level view of the procurement schedule for
Stage I and Stage II procurement activities.
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Figure 1. Procurement Timeline
C. Procurement Official
The Procurement Division Official is the single point of contact for this procurement. Please
submit proposals and questions to:
Department of General Services Procurement Division
Attention: Kayla Dann
707 Third Street, 2nd Floor (North)
Phone: (916) 375-4381
Fax:
(916) 375-4505
E-mail: kayla.dann@dgs.ca.gov
D. Procurement Library
The Procurement Library containing project artifacts will be provided in electronic format to
Bidders1 at the Bidders Conference (see Table 4. Stage I Key Action Dates for date and time).
Due to the nature of the information provided, receipt of this information will require a nondisclosure agreement.
E. Protest Process
This procurement process does not include any provisions to protest either the process or
resulting contract award(s). An unsuccessful Bidder shall have no right to protest the results of
the negotiating process undertaken pursuant to PCC 6611. As a remedy, an unsuccessful
Bidder may file a petition for a writ of mandate in accordance with Section 1085 of the Code of
Civil Procedure. The venue for the petition for a writ of mandate will be Sacramento, California.
Copies of the Procurement Library will be provided to Bidders who meet requirement RFP Section III.D.SI-CM-1..
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F. Identification and Classification of RFP Requirements

1. Requirements
The State has established certain requirements with respect to bids to be submitted by
prospective contractors. The use of "shall," "must," or "will" (except to indicate simple
futurity) in the RFP indicates a requirement or condition which is mandatory. A deviation, if
not material, may be waived by the State. A deviation from a requirement is material if the
deficient response is not in substantial accord with the IFB/RFP requirements, provides an
advantage to one bidder over other bidders, or has a potentially significant effect on the
delivery, quantity or quality of items bid,* amount paid to the supplier, or on the cost to the
State. Material deviations may be waived.
2. Desirable Items
The words "should" or "may" in the RFP indicate desirable attributes or conditions, but are
non-mandatory in nature. Deviation from, or omission of, such a desirable feature, even if
material, will not in itself cause rejection of the bid.*
G. Bidding Requirements and Conditions

1. General
This RFP, the evaluation of responses, and the award of any resultant contract shall be
made in conformance with current competitive bidding procedures as they relate to the
procurement of goods and services by public bodies in the State of California. A bidder's
Final Bid is an irrevocable offer for 180 days following the scheduled date for contract award
specified in the Key Action Dates. A bidder may extend the offer in the event of a delay of
contract award.
2. RFP Documents
This RFP includes, in addition to an explanation of the State's needs which must be met,
instructions which prescribe the format and content of bids to be submitted and the model(s)
of the contract(s) to be executed between the State and the successful bidder(s).
If a bidder discovers any ambiguity, conflict, discrepancy, omission, or other error in this
RFP, the bidder shall immediately notify the Department Official identified in Section I of
such error in writing and request clarification or modification of the document.
* If this solicitation document is an RFP, the word "bid" as used throughout is intended to
mean "proposed," "propose" or "proposal" as appropriate.
Modifications will be made by addenda issued pursuant to Paragraph B-7, Addenda, below.
Such clarifications shall be given by written notice to all parties who have identified
themselves as bidders to the Department Official identified in Section I, without divulging the
source of the request for same. Insofar as practicable, the State will give such notices to
other interested parties, but the State shall not be responsible therefore.
If the RFP contains an error known to the bidder, or an error that reasonably should have
been known, the bidder shall bid at its own risk. If the bidder fails to notify the State of the
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error prior to the date fixed for submission of bids, and is awarded the contract, the bidder
shall not be entitled to additional compensation or time by reason of the error or its later
correction.
3. Examination of the Work

The bidder should carefully examine the entire RFP and any addenda thereto, and all
related materials and data referenced in the RFP or otherwise available to the bidder, and
should become fully aware of the nature and location of the work, the quantities of the work,
and the conditions to be encountered in performing the work. Specific conditions to be
examined may be listed in the RFP section on ADMINISTRATIVE REQUIREMENTS and/or
the section on TECHNICAL REQUIREMENTS.
4. Questions Regarding the RFP

Bidders requiring clarification of the intent or content of this RFP or on procedural matters
regarding the competitive bid process may request clarification by submitting questions, in
an email or envelope clearly marked "Questions Relating to RFP SCO-22191058" (using the
RFP identification on the RFP title page), to the Department Official listed in Section I. To
ensure a response, questions must be received in writing by the scheduled date(s) given in
the Key Action Dates. Question and answer sets will be provided to all bidders without
identifying the submitters. At the sole discretion of the State, questions may be paraphrased
by the State for clarity.
A bidder who desires clarification or further information on the content of the RFP, but whose
questions relate to the proprietary aspect of that bidder's proposal and which, if disclosed to
other bidders, would expose that bidder's proposal, may submit such questions in the same
manner as above, but also marked "CONFIDENTIAL," and not later than the scheduled date
specified in the Key Action Dates to ensure a response. The bidder must explain why any
questions are sensitive in nature. If the State concurs that the disclosure of the question or
answer would expose the proprietary nature of the proposal, the question will be answered
and both the question and answer will be kept in confidence. If the State does not concur
with the proprietary aspect of the question, the question will not be answered in this manner
and the bidder will be so notified.
If the bidder believes that one or more of the RFP requirements is onerous, unfair, or
imposes unnecessary constraints to the bidder in proposing less costly or alternate
solutions, the bidder may request a change to the RFP by submitting, in writing, the
recommended change(s) and the facts substantiating this belief and reasons for making the
recommended change. Such request must be submitted to the Department Official by the
date specified in the Key Action Dates for Questions for Clarification. Oral answers shall not
be binding on the State.
5. Bidders' Conference
A Bidders' Conference may be held, during which suppliers will be afforded the opportunity
to meet with State personnel and discuss the content of the RFP and the procurement
process. Suppliers are encouraged to attend the Bidders Conference. The time, date and
place of such conference, if held, is included in the Key Action Dates.
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The State may also accept oral questions during the conference and will make a reasonable
attempt to provide answers prior to the conclusion of the conference.
6. Supplier's Intention to Submit a Bid NOT APPLICABLE

7. Addenda
The State may modify the RFP prior to the date fixed for Contract Award by issuance of an
addendum to all bidders who are participating in the bidding process at the time the
addendum is issued, unless the amendments are such as to offer the opportunity for
nonparticipating bidders or supplies that submitted an intention to become participating, in
which case the addendum will also be sent to those parties. Addenda will be numbered
consecutively.
8. Plastic Trash Bag Certification Violations

Public Resources Code Section 42290 et seq. prohibits the State from contracting with any
supplier, manufacturer, or wholesaler, and any of its divisions, subsidiaries, or successors
that have been determined to be noncompliant to the recycled content plastic trash bag
certification requirements. This includes award of a State contract or subcontract or
renewal, extension, or modification of an existing contract or subcontract. Prior to award the
State shall ascertain if the intended awardee or proposed subcontractor is a business
identified on the current California Integrated Waste Management Board noncompliant
list(s). In the event of any doubt of the status or identity of the business in violation, the
State will notify the Board of the proposed award and afford the Board the opportunity to
advise the State. No award will be made when either the bidder or a subcontractor has
been identified either by published list or by advice from the Board, to be in violation of
certification requirements.
9. Bonds NOT APPLICABLE

10. Discounts
In connection with any discount offered, except when provision is made for a testing period
preceding acceptance by the State, time will be computed from date of delivery of the
supplies or equipment as specified, or from date correct invoices are received in the office
specified by the State if the latter date is later than the date of delivery. When provision is
made for a testing period preceding acceptance by the State, date of delivery shall mean the
date the supplies or equipment are accepted by the State during the specified testing period.
Payment is deemed to be made, for the purpose of earning the discount, on the date of
mailing the State warrant or check.
Cash discounts offered by bidders for the prompt payment of invoices will not be considered
in evaluating offers for award purposes; however, all offered discounts will be taken if the
payment is made within the discount period, even though not considered in the evaluation of
offers.
11. Joint Bids

A joint bid (two or more bidders quoting jointly on one bid) may be submitted and each
participating bidder must sign the joint bid. If the contract is awarded to joint bidders, it shall
be one indivisible contract. Each joint contractor will be jointly and severally responsible for
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the performance of the entire contract, and the joint bidders must designate, in writing, one
individual having authority to represent them in all matters relating to the contract. The State
assumes no responsibility or obligation for the division of orders or purchases among joint
contractors.
12. Air or Water Pollution Violations

Unless the contract is less than $25,000 or with a non-competitively bid contractor,
Government Code Section 4477 prohibits the State from contracting with a person, including
a corporation or other business association, who has been determined to be in violation of
any state or federal air or water pollution control law.
Prior to an award, the State shall ascertain if the intended awardee is a person included in
notices from the Boards. In the event of any doubt of the intended awardee's identity or
status as a person who is in violation of any state or federal air or water pollution law, the
State will notify the appropriate Board of the proposed award and afford the Board the
opportunity to advise the Department that the intended awardee is such a person.
No award will be made to a person who is identified either by the published notices or by
advice, as a person in violation of state or federal air or water pollution control laws.
13. Fair Employment and Housing Commission Regulations

The California Government Code Section 12990 requires all State contractors to have
implemented a Nondiscrimination Program before entering into any contract with the State.
The Department of Fair Employment and Housing (DFEH) randomly selects and reviews
State contractors to ensure their compliance with the law. DFEH periodically disseminates a
list of suppliers who have not complied. Any supplier so identified is ineligible to enter into
any State contract.
14. Exclusion for Conflict of Interest

No consultant shall be paid out of State funds for developing recommendations on the
acquisition of information technology (IT) products or services or assisting in the preparation
of a feasibility study, if that consultant is to be a source of such acquisition or could
otherwise directly and/or materially benefit from State adoption of such recommendations or
the course of action recommended in the feasibility study. Further, no consultant shall be
paid out of State funds for developing recommendations on the disposal of State surplus IT
products, if that consultant would directly and/or materially benefit from State adoption of
such recommendations.
15. Sellers Permit

This RFP is subject to all requirements set forth in Sections 6452, 6487, 7101 and 18510 of
the Revenue and Taxation Code, and Section 10295 of the Public Contract Code, requiring
suppliers to provide a copy of their retailers sellers permit or certification of registration,
and, if applicable, the permit or certification of all participating affiliates issued by the State of
Californias Board of Equalization. Unless otherwise specified in this RFP, a copy of the
retailers sellers permit or certification of registration, and, if applicable, the permit or
certification of all participating affiliates, must be submitted within five (5) State business
days of the States request. Failure of the supplier to comply by supplying the required
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documentation will cause the suppliers bid to be considered nonresponsive and the bid
rejected.
16. Disclosure of Financial Interests

Proposals in response to State procurements for assistance in preparation of feasibility
studies or the development of recommendations for the acquisition of IT products and
services must disclose any financial interests (i.e., service contract, Original Equipment
Manufacturer (OEM) agreements, remarketing agreements, etc.) that may foreseeably allow
the individual or organization submitting the proposal to materially benefit from the State's
adoption of a course of action recommended in the feasibility study or the acquisition
recommendations. If, in the State's judgment, the financial interest will jeopardize the
objectivity of the recommendations, the State may reject the proposal.
17. Unfair Practices Act and Other Laws

Bidder warrants that its bid complies with the Unfair Practices Act (Business and Professions
Code Section 17000 et seq.) and all applicable State and Federal laws and regulations.
H. Bidding Steps
1. General
The procurement process to be used in this acquisition is composed of TWO (2) Stages.
REFER TO SECTION III, TABLE 4 AND SECTION IV, TABLE 13 TO DETERMINE WHICH
STEPS ARE INCLUDED IN THIS RFP. REFERENCES TO STEPS NOT INCLUDED IN
SECTION III and IV ARE NOT APPLICABLE TO THIS RFP.
2. Compliance Phase NOT APPLICABLE

3. Final Phase
The Final Bid must be complete, including all cost information, required signatures, and
contract language changes agreed to in writing.
4. Confidentiality
FINAL BIDS ARE PUBLIC UPON OPENING; HOWEVER, THE CONTENTS OF ALL
PROPOSALS, DRAFT BIDS, CORRESPONDENCE, AGENDA, MEMORANDA, WORKING
PAPERS, OR ANY OTHER MEDIUM WHICH DISCLOSES ANY ASPECT OF A BIDDER'S
PROPOSAL SHALL BE HELD IN THE STRICTEST CONFIDENCE UNTIL NOTICE OF
INTENT TO AWARD. BIDDERS SHOULD BE AWARE THAT MARKING A DOCUMENT
"CONFIDENTIAL" OR "PROPRIETARY" IN A FINAL BID MAY EXCLUDE IT FROM
CONSIDERATION FOR AWARD AND WILL NOT KEEP THAT DOCUMENT FROM BEING
RELEASED AFTER NOTICE OF INTENT TO AWARD AS PART OF THE PUBLIC
RECORD, UNLESS A COURT HAS ORDERED THE STATE NOT TO RELEASE THE
DOCUMENT. THE CONTENT OF ALL WORKING PAPERS AND DISCUSSIONS
RELATING TO THE BIDDER'S PROPOSAL SHALL BE HELD IN CONFIDENCE
INDEFINITELY UNLESS THE PUBLIC INTEREST IS BEST SERVED BY AN ITEM'S
DISCLOSURE BECAUSE OF ITS DIRECT PERTINENCE TO A DECISION, AGREEMENT
OR THE EVALUATION OF THE BID. ANY DISCLOSURE OF CONFIDENTIAL
INFORMATION BY THE BIDDER IS A BASIS FOR REJECTING THE BIDDER'S
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State of California

PROPOSAL AND RULING THE BIDDER INELIGIBLE TO FURTHER PARTICIPATE. ANY

DISCLOSURE OF CONFIDENTIAL INFORMATION BY A STATE EMPLOYEE IS A BASIS
FOR DISCIPLINARY ACTION, INCLUDING DISMISSAL FROM STATE EMPLOYMENT, AS
PROVIDED BY GOVERNMENT CODE SECTION 19570 ET SEQ. TOTAL
CONFIDENTIALITY IS PARAMOUNT; IT CANNOT BE OVER EMPHASIZED.
5. Submission of Proposals and Bids See Section III and Section IV for
detailed information
a. Preparation
Proposals and bids are to be prepared in such a way as to provide a straightforward,
concise delineation of capabilities to satisfy the requirements of this RFP. Expensive
bindings, colored displays, promotional materials, etc., are not necessary or desired.
EMPHASIS SHOULD BE CONCENTRATED ON CONFORMANCE TO THE RFP
INSTRUCTIONS, RESPONSIVENESS TO THE RFP REQUIREMENTS, AND ON
COMPLETENESS AND CLARITY OF CONTENT.
b. Bidder's Cost
Costs for developing proposals and bids for Stage I are the responsibility entirely of the
bidder and shall not be chargeable to the State.
c. Completion of Proposals and Bids
Proposals and bids must be complete in all respects as required by the RFP section on
PROPOSAL FORMAT. A Final Bid may be rejected if it is conditional or incomplete, or if
it contains any alterations of form or other irregularities of any kind. The Final Bid must
contain all costs required by the RFP sections on COST and PROPOSAL FORMAT,
setting forth a unit price and total price for each unit price item, and a total price for each
lump sum price item in the schedule, all in clearly legible figures. Exhibit I-A at the end
of this Section I entitled COMPETITIVE BIDDING AND BID RESPONSIVENESS
emphasizes the requirements of competitive bidding and contains examples of common
causes for rejection of bids. Bidders are encouraged to review this exhibit.
d. False or Misleading Statements
Bids which contain false or misleading statements, or which provide references which do
not support an attribute or condition claimed by the bidder, may be rejected. If, in the
opinion of the State, such information was intended to mislead the State in its evaluation
of the bid, and the attribute, condition, or capability is a requirement of this RFP, it will be
the basis for rejection of the bid.
e. Signature of Bid See Section III and Section IV of this RFP for detailed information.
f. Delivery of Proposals and Bids See Section III and Section IV of this RFP for
additional information.
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State of California

Mail or deliver proposals and bids to the Department Official listed in Section I. If mailed,
it is suggested that you use certified or registered mail with return receipt requested as
delivery of documents is at the bidders own risk of untimely delivery, lost mail, etc.
Proposals and bids must be received in the number of copies stated in the RFP section
on PROPOSAL AND BID FORMAT and not later than the dates and times specified in
Section III and IV and in the individual schedules provided the bidders.
g. Withdrawal and Resubmission/Modification of Proposals and Bids NOT
APPLICABLE
6. Rejection of Bids
The State may reject any or all bids and may waive any immaterial deviation or defect in a
bid. The State's waiver of any immaterial deviation or defect shall in no way modify the RFP
documents or excuse the bidder from full compliance with the RFP specifications if awarded
the contract.
7. Evaluation and Selection Process See Section III and IV of this RFP for
a. Errors in the Final Bid
An error in the Final Bid may cause the rejection of that bid; however, the State may at
its sole option retain the bid and make certain corrections.
In determining if a correction will be made, the State will consider the conformance of the
bid to the format and content required by the RFP, and any unusual complexity of the
format and content required by the RFP.
(1) If the bidder's intent is clearly established based on review of the complete Final
Bid submittal, the State may at its sole option correct an error based on that
established intent.
(2) The State may at its sole option correct obvious clerical errors.
(3) The State may at its sole option correct discrepancy and arithmetic errors on the
basis that if intent is not clearly established by the complete bid submittal the Master
Copy shall have priority over additional copies, the bid narrative shall have priority
over the contract, the contract shall have priority over the cost sheets, and within
each of these, the lowest level of detail will prevail. If necessary, the extensions and
summary will be recomputed accordingly, even if the lowest level of detail is
obviously misstated. The total price of unit-price items will be the product of the unit
price and the quantity of the item. If the unit price is ambiguous, unintelligible,
uncertain for any cause, or is omitted, it shall be the amount obtained by dividing the
total price by the quantity of the item.
(4) The State may at its sole option correct errors of omission, and in the following
four situations, the State will take the indicated actions if the bidder's intent is not
clearly established by the complete bid submittal.
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(a) If an item is described in the narrative and omitted from the contract and
cost data provided in the bid for evaluation purposes, it will be interpreted to
mean that the item will be provided by the bidder at no cost.
(b) If a minor item is not mentioned at all in the Final Bid and is essential to
satisfactory performance, the bid will be interpreted to mean that the item will
be provided at no cost.
(c) If a major item is not mentioned at all in the Final Bid, the bid will be
interpreted to mean that the bidder does not intend to supply that item.
(d) If a major item is omitted, and the omission is not discovered until after
contract award, the bidder shall be required to supply that item at no cost.
The determination of whether an item is minor or major is the responsibility of the
State.
(5) If a bidder does not follow the instructions for computing costs not related to the
contract (e.g., State personnel costs), the State may reject the bid, or at its sole
option, recompute such costs based on instructions contained in the RFP.
If the recomputations or interpretations, as applied in accordance with this section,
subparagraph d, result in significant changes in the amount of money to be paid to
the bidder (if awarded the contract) or in a requirement of the bidder to supply a
major item at no cost, the bidder will be given the opportunity to promptly establish
the grounds legally justifying relief from its bid.
IT IS ABSOLUTELY ESSENTIAL THAT BIDDERS CAREFULLY REVIEW THE COST
ELEMENTS IN THEIR FINAL BID, SINCE THEY WILL NOT HAVE THE OPTION TO
CORRECT ERRORS AFTER THE TIME FOR SUBMITTAL.
8. Award of Contract
Award of contract, if made, will be in accordance with the RFP section on EVALUATION to a
responsible bidder whose Final Bid complies with all the requirements of the RFP
documents and any addenda thereto, except for such immaterial defects as may be waived
by the State. Award, if made, will be made within one hundred eighty (180) days after the
scheduled date for Contract Award specified in Section III or Section IV; however, a bidder
may extend the offer beyond 180 days in the event of a delay of contract award.
The State reserves the right to determine the successful bidder(s) either on the basis of
individual items or on the basis of all items included in its RFP, unless otherwise expressly
provided in the State's RFP. Unless the bidder specifies otherwise in its bid, the State may
accept any item or group of items of any bid. The State reserves the right to modify or
cancel in whole or in part its RFP.
Written notification of the State's intent to award will be made to all bidders submitting a
Final Bid.
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State of California

9. Debriefing
A debriefing may be held after contract award at the request of any bidder for the purpose of
receiving specific information concerning the evaluation. The discussion will be based
primarily on the technical and cost evaluations of the bidder's Final Bid. A debriefing is not
the forum to challenge the RFP specifications or requirements.
I. CONTRACTUAL INFORMATION
1. Contract Form
The State has model contract forms to be used by State agencies when contracting for
information technology (IT) goods and services. The model contract(s) appropriate for the
specific requirements of this RFP are included in the RFP.
2. Specific Terms and Conditions Not Applicable

3. Approval of Proposed Contract - See Section III and IV of this RFP for
Any supplier who intends to bid on this RFP submit its proposed contract to the State in
accordance with the schedule contained in Section III and Section IV. The proposed contract
must contain all proposed terms and conditions, and with all blanks filled in.
IT IS ESSENTIAL THAT THE BIDDER'S PROPOSED CONTRACT BE ACCEPTABLE TO
THE STATE PRIOR TO THE FINAL BID SUBMISSION DATE. SUCH ACCEPTANCE DOES
NOT RELIEVE THE BIDDER OF PROVIDING OTHER NECESSARY INFORMATION
REQUIRED IN THE CONTRACT. IF A BID CONTAINS UNAPPROVED CONTRACT
LANGUAGE, THE POTENTIAL FOR BID REJECTION IS SUBSTANTIALLY INCREASED.
APPROVED CONTRACT LANGUAGE FOR THIS PARTICULAR IFB/RFP WHICH IS NOT
PROPRIETARY TO THE BIDDER WILL BE AVAILABLE TO ALL BIDDERS SHORTLY
AFTER THE LAST DAY TO NEGOTIATE CONTRACT LANGUAGE.
PRENEGOTIATED TERMS AND CONDITIONS ARE AVAILABLE AT ANY TIME
4. Term of Contract Not Applicable

J. OTHER INFORMATION
1. Protests Not Applicable
2. Disposition of Proposals and Bids
All materials submitted in response to this RFP will become the property of the State of
California and will be returned only at the State's option and at the bidder's expense. At a
minimum, the Master Copy of the Final Bid shall be retained for official files and will become
a public record after the Notification of Intent to Award as specified in the KEY ACTION
DATES. However, materials the State considers confidential information (such as
confidential financial information submitted to show bidder responsibility) will be returned
upon request of the bidder.
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State of California

3. Contacts for Information

Bidders may contact the Department Contact listed in Section I for visits to the physical
installation for purposes of familiarization and evaluation of the current processes. Visits
shall be made by appointment only, during normal business hours, and will be limited to the
Department Contact listed in Section I or the Contact's designee. Visits shall be permitted to
the extent that they do not unduly interfere with the conduct of State business.
Oral communications of department officers and employees concerning this RFP shall not
be binding on the State and shall in no way excuse the bidder of any obligations set forth in
this RFP.
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State of California

Exhibit IA
COMPETITIVE BIDDING AND BID RESPONSIVENESS
The purpose of competitive bidding is to secure public objectives in the most effective
manner and avoid the possibilities of graft, fraud, collusion, etc. Competitive bidding is
designed to benefit the public body (the State, in the present context), and is not for the
benefit of the bidders. It is administered to accomplish its purposes with sole reference to
the public interest. It is based upon full and free bidding to satisfy State specifications, and
acceptance by the State of the most effective solution to the State's requirements, as
determined by the evaluation criteria contained in the RFP.
Competitive bidding is not defined in any single statute but is more in the nature of a
compendium of numerous court decisions. From such court decisions, the following rules
have evolved, among others:
1. Request for Proposals must provide a basis for full and fair competitive bidding among
bidders on a common standard, free of restrictions tending to stifle competition.
2. The State may modify the RFP, prior to the date fixed for Contract Award, by issuance of
an addendum to all parties who are bidders.
3. To have a valid bid, the bid must respond and conform to the invitation, including all the
documents which are incorporated therein. A bid which does not literally comply may be
rejected.
4. For a variance between the request for bids and the bid to be such as to preclude
acceptance (the bid must be rejected), the variance or deviation must be a material one.
5. State agencies usually have the express or implied right to reject any and all bids in the
best interests of the State. Bids cannot, however, be selectively rejected without cause.
6. Other than allowed by law, no negotiation as to the scope of the work, amount to be
paid, or contractual terms is permitted. However, this does not preclude the State from
clarifying the bidders intent by asking questions and considering answers.
7. A competitive bid, once opened and declared, is in the nature of an irrevocable option
and a contract right of which the public agency cannot be deprived without its consent,
unless the requirements for rescission are present. All bids become public documents.
8. Bids cannot be accepted "in part," unless the invitation specifically permits such an
award.
9. No amendment or variation of the terms of this Contract shall be valid unless made in
writing, signed by the parties and approved as required. No oral understanding or
agreement not incorporated in the Contract is binding on any of the parties.Contracts
entered into through the competitive bidding process cannot later be amended, unless the
Invitation for Bids includes a provision, to be incorporated in the contract awarded, providing
for such amendment.
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State of California

Exhibit IA
(Continued)
Since competitive procurement became the required method for securing certain IT goods or
services, the State has received a number of bids which were deemed to be nonresponsive
to the Request For Proposals or which could not be considered as valid bids within the
competitive bidding procedures. Nonresponsive bids or bids which contain qualifications
may be rejected. Many of the causes for rejection arise from either an incomplete
understanding of the competitive bidding process or administrative oversight on the part of
the bidders. The following examples are illustrative of more common causes for rejection of
bids. These examples are listed to assist potential bidders in submission of responsive bids.
1. A bid stated, "The prices stated within are for your information only and are subject to
change."
2. A bid stated, "This proposal shall expire thirty (30) days from this date unless extended
in writing by the ____ Company." (In this instance award was scheduled to be
approximately 45 days after bid submittal date.)
3. A bid for lease of IT equipment contained lease plans of a duration shorter than that
which had been requested in the IFB/RFP.
4. A personal services contract stated, "
, in its judgment, believes that the
schedules set by the State are extremely optimistic and probably unobtainable.
Nevertheless,
will exercise its best efforts..."
5. A bid stated, "This proposal is not intended to be of a contractual nature."
6. A bid contained the notation "prices are subject to change without notice."
7. A bid was received for the purchase of IT equipment with unacceptable modifications to
the Purchase Contract.
8. A bid for lease of IT equipment contained lease plans of a duration longer than that
which had been requested in the RFP with no provision for earlier termination of the
contract.
9. A bid for lease of IT equipment stated, "...this proposal is preliminary only and the order,
when issued, shall constitute the only legally binding commitment of the parties."
10. A bid was delivered to the wrong office.
11. A bid was delivered after the date and time specified in the RFP.
12. An IFB/RFP required the delivery of a performance bond covering 25 percent of the
proposed contract amount. The bid offered a performance bond to cover "x" dollars which
was less than the required 25 percent of the proposed contract amount.
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State of California

13. A bid did not meet contract goal for DVBE participation and did not follow the steps
required by the bid to achieve a "good faith effort."
14. A bid appeared to meet contract goal for DVBE participation with the dollars submitted,
but the supplier had miscalculated the bid costs. When these corrections were made by the
State, the supplier's price had increased and the dollars committed for DVBE participation
no longer met goal. The supplier had not followed the steps to achieve a "good faith effort."
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State of California

Section II Project Background

The State Controllers Office (SCO), through the Personnel/Payroll Services Division (PPSD),
pays approximately 294,000 employees, including state civil service, California State
Universities (CSU) and Judicial Council employees, judges, and elected officials. Employees
served by PPSD are located throughout California and in other states. The State includes over
150 departments and 24 CSU campuses. There are 21 state civil service bargaining units and
12 CSU bargaining units, and numerous employee groups excluded from the collective
bargaining process, each with its own compensation rules.
To meet its responsibilities, PPSD operates large, complex legacy systems all of which were
developed by SCO employees. While there are interfaces between the various systems, they
were designed as separate stovepipe applications and thus are not integrated in their definitions
or data files, and are redundant in procedural logic. Because of this design, the existing systems
require point-to-point interfaces.
The major system components of the current legacy systems are:
The Employment History System, which serves as the official employee roster and the
source of employee and position information. This functionality also serves as the data
file used to generate and audit most of the payroll payments issued by the SCO.
The Payroll System, which has the primary functions of pay computation, certification
(auditing), creation of employee paychecks, and reporting to deduction, tax, and
retirement organizations.
The California Leave Accounting System (CLAS), which maintains a record of leave
benefits and usage, determines leave accruals, and interfaces with the employee roster
and payroll systems to provide on-line tracking and recording of leave accounting
records.
The Position Control System, which has the primary purpose of tracking established
positions and expenditures by position.
The Time and Attendance System, which is a summary time capturing system.
In addition to the centralized legacy systems operated by the SCO, departments also operate
local systems that maintain data that is used either for input to the SCO systems or utilize the
output of the SCO systems.
While the current systems are still operating, there is significant risk of system failure due to
aging technology and a supporting workforce that is rapidly retiring. Like other large public and
private organizations, the State has a legacy of business practices that need to be eliminated
or redesigned to make the entire organization operate more efficiently.
In recognition of the existing systems limitations, the need for new functionality, and the need
for reengineered business processes, the SCO embarked on a project entitled the 21st Century
Project. The 21st Century Project is an effort to procure and implement a software suite that
replaces the existing Employment, Payroll, Leave, Time Reporting, and Position Control
functionality, and introduce new capabilities. The 21st Century Project does not include fiscal or
budget systems, but does require interfaces to SCOs existing financial systems.
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State of California

In May 2004, the Department of Finance approved the Feasibility Study Report (FSR) for the
21st Century Project. The FSR established that the existing Human Resource Management
System (HRMS)/Payroll System operated by the SCO were outdated and did not meet the
needs of todays government. Based on this approval, the SCO initiated a two-phased
procurement process. The purpose of the first procurement was to select a commercial off the
shelf (COTS) software solution to support the States human resource management needs.
In April 2005, the software procurement was finalized and SAP was selected as the COTS
software for the States new HRMS/Payroll System, MyCalPAYS.
The second phase of the procurement process began in May 2005 with the release of a
Request for Proposal for system integrator services. The objective of the procurement was to
secure the services of an experienced integrator to implement the SAP solution. In June 2006,
a contract was awarded to BearingPoint to provide system integration services for the 21st
Century Project. The prime contractor had overall responsibility for implementing the solution.
In January 2009, the State terminated the prime contractor for failure to meet contractual
commitments. The SCO, working in conjunction with its stakeholders, has developed a goforward strategy to complete the implementation of MyCalPAYS. The go-forward strategy
includes the following major considerations:
The scope of MyCalPAYS is being revised to include only the configuration,

customization and deployment for the States civil service employees, exempt
employees, elected officials, and judges. (The configuration, customization and
implementation for CSU employees will be addressed as a separate project.)
The revised scope of the project reflects a population of approximately 240,000

employees.
The deferral of the CSU employee population will require that the legacy systems remain
operational until the second project is completed.
The infrastructure for MyCalPAYS will continue to be located at the Department of

Technology Services (DTS).
Once fully deployed and the warranty period is completed, SCO staff will maintain and
operate MyCalPAYS, as originally envisioned.
A. MyCalPAYS Functionality
Table 1 provides a summary of the business functionality included in this project by SAP
module. The State intends to implement the below functionality on SAP release ECC/ERP 6.0,
Portal 7.0 and BI 7.03. Additional information is contained in the Procurement Library.
Table 1. MyCalPAYS Functionality
SAP Module/Sub-module Area
Personnel Administration
Full functionality
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Description of Functionality
Single repository for employee master data maintenance
and reporting
Standardized process for employee life-cycle events
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State of California

SAP Module/Sub-module Area
Description of Functionality
Manage Social Security number confidentiality (PERNR)
Streamline process for validating HR/Payroll data elements
Organizational Management
Full Functionality
Time Management
Time and attendance, Time
Evaluation & CATS
Benefits Administration
Full functionality for Sect. 125 plans,
limited for Health plans
Payroll
Full functionality
SAP Portal
ESS/MSS functionality (via internet
and intranet)
Finance/Controls
Organizational setup to external
Financial System
Workflow/Adobe Interactive Forms
Reporting
Business Intelligence, SAP
Delivered and Custom Reports
Consistent organizational management hierarchies for

reporting and security
All State positions except CSU
Structure for supporting workflow opportunities
Cross Application Timesheets (CATS) for monthly, semimonthly and bi-weekly Payrolls
Ability to interface with various department/agency specific
time capture systems
Support Positive and Negative time capture
Manage and maintain benefit/deduction plans
Support employee enrollment process for sect. 125 plans
Interface with CalPERS system for Health Plans
Support qualifying event processing for employee life-cycle
event
Streamlined payroll system eliminating daily payrolls
Support for monthly, semi-monthly and bi-weekly payroll
cycles, and retroactive payroll accounting
FMLA and Disability Workbench
Direct deposit/notification and hardcopy check printing
BSI multi-jurisdiction tax processing all employees
Support for concurrent employment
ESS - View and update specific employee data (banking,
address and dependents)
ESS - View and print payroll remittances
MSS - View employee key information and time approvals
Integrate with existing Financial system (e.g. GL, cost
centers, funds management)
Support for future FI$Cal implementation
Accounts Receivable for collection of employee
overpayments and loan repayments
Accounts Payable for Third Party Remittance
Develop and implement minimal number of workflows to
support Organizational Structure maintenance (e.g.
create/change/delimit organizational units, jobs, positions)
Develop and implement Adobe Interactive Forms to facilitate
the OM workflows
Support statewide reporting capabilities
Integration with SAP and legacy systems for consolidated
reporting when required
Integration with 3rd party tools (e.g. MS Excel and Word)
B. 21st Century Project Organization and Governance

1. Project Organization
The project organization is provided in Figure 2.
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State of California

Figure 2. TFC Functional Organization

The 21st Century Project State project team is organized into nine areas:
Project Management/Planning Office: Manages the day to day operations of the

project such as staff roll on/roll off, contracts, budgeting, recruiting, project
approvals, and facilities management.
Functional Workstream: Represents the functional complement of SAP

HR/Payroll areas addressed by the project, including configuration.
Organizational Change Management Workstream: Supports project internal and

external communication, workforce transition, deployment, end-user training, and
liaison with labor.
Technology Infrastructure Workstream: Responsible for implementation and

operation of project software and hardware, and the security configuration and
validation activities associated with the implementation and maintenance of the
SAP systems (e.g., Common User Access, Business Intelligence, Portal, user
roles/authorizations, and structural authorizations).
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State of California

RICEF Workstream: Responsible for extraction of legacy data for loading to SAP,
and the full development life-cycle activities for SAP custom objects.
Testing: Responsible for the coordination of testing activities.
Quality Assurance: Responsible for the coordination and validation of quality

assurance activities.
Project Advisors: Serves as a component of the Project Leadership Team to

provide guidance and expertise to the SCO Project Manager, Project Director,
Project Sponsor and individual project teams regarding SAP large project
implementations as well as HR/Payroll product knowledge to assist with the
completion of the MyCalPAYS solution.
Project Management Office Support: Provides project management support in

the areas of risk management, issue management, cost management, schedule
management, document management, and project status reporting.
2. Project Staffing
The State is committed to building a strong project and support team for the 21st Century
Project. It is the intention of the State that two-way communication and knowledge transfer
occurs throughout the project between the selected Bidder and key stakeholders, especially
21st Century Project team core members, as this team will be responsible for providing the
on-going maintenance and operations of MyCalPAYS.
The functional areas are currently organized into the following hierarchical structure: Project
Management Office, Business Operations, Technical Operations and Organizational Change
Management. The project team is currently staffed at approximately 85% of authorized
positions. When fully staffed, 122 full-time equivalent (FTE) core project resources (State
and consultants) will be available to support the project and form the basis of the future state
support operations.
The following table provides a summary of positions by team for the MyCalPAYS Core
Project Team:
Table 2. 21st Century Staffing Levels
Organizational Hierarchy
Project Management Office
Business Operations
Technical Operations
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Sub team
Project Leadership
Project Advisory Team
Project Planning Support
Project Planning Office
Quality Assurance
Leadership/Team Leads
Payroll
Time
Benefits
Organizational Management
Personnel Administration
Development
FTEs
2
2
3
10
1
4
10
7
5
4
6
4
10
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State of California
Organizational Hierarchy
Organizational Change Management

Sub team
Conversions/Reporting
Infrastructure
Personnel Program
End User Training
Work Force Transition
Communications
Deployment
Total
FTEs
12
19
4
4
10
3
1
1
122
Additional information including detailed descriptions of project roles by team, and

organizational charts for the State staffing plan, can be found in the Procurement Library (in
the Project Management Office/Staffing folder).
The State will determine whether additional expertise is required in key areas (e.g., End
User Training, Deployment and Organizational Change Management) to meet the States
requirements to the project. The State may choose to recruit internal resources or acquire
auxiliary contracts to provide this expertise.
Extended Team Members
In addition to the Core Team members noted above, the State also relies upon expertise of
several key groups. These groups can be divided into three main groups: State Controllers
Office, Control Agencies, and Department Support Teams. Each of these groups augments
the knowledge available on the Project team as needed. The following is a description of
the extended team members:
a. State Controllers Office. Within SCO are several divisions/organizations that either will
affect the system design or will be affected by that design. Various divisions within SCO
will participate on the project to provide support in areas such as requirements
gathering/validation, policy interpretation, business process redesign, data extraction
and validation, testing, and end user training.
Personnel/Payroll Services Division (PPSD). PPSD administers the operation of

the Uniform State Payroll Systems business functions. PPSD is responsible for
defining maintenance, modifications, and enhancements to the legacy systems
(e.g., employment history, Payroll, Leave Accounting, etc.). This responsibility is
consistent with the constitutional authority to issue warrants to pay the States
bills. PPSD also provides statewide support and training on the decentralized
employment history and payroll processes for departments and campuses.
Additionally, PPSD responds to requests for information from other State
organizations and the public.
Information Systems Division (ISD). ISD is responsible for maintenance and

enhancement of all SCO applications using and adhering to State information
technology strategies and strategic plans.
Administration and Disbursements Division (ADD). ADD is responsible for

printing and distributing payments for the States bills through electronic transfers
and printed warrants, averaging over 2.4 million payments per month. Payments
include personal income tax refunds, Medi-Cal provider payments, vendor
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State of California

payments, payroll warrants for State employees, and pension payments for
Public Employees and State Teachers Retirement Systems.
Division of Accounting and Reporting (DAR). DAR maintains uniform and

systematic control accounts of all receipts, payments, balances in State funds,
and bonded indebtedness to ensure compliance with all constitutional and
statutory provisions. DAR reports the financial condition of the State on a
monthly and annual basis. Additionally, DAR monitors the cash flow of the
General Fund.
b. Control Agencies. A control agency in state government is referred to as a state agency

that has authority over other agencies. This authority is based upon law, regulation or
policy. Control agencies directly impacted by MyCalPAYS include:
Department of Personnel Administration (DPA). DPA is considered the legal

employer of the majority of civil service and exempt State employees. As such, DPA
sets the laws, rules, and policies that govern the non-merit human resources aspects
of the California civil service system. Non-merit aspects include job classification,
compensation, benefits (excluding health), leave, training, labor relations, employer
litigation, travel reimbursement, and employee appeals. In addition, DPA negotiates
salaries and the terms and conditions of employment with 21 bargaining units for
represented employees. The aforementioned SCO legacy systems must meet the
continually changing business requirement established by these laws, rules, policies,
and collective bargaining agreements. DPAs ability to effectively attain their mission
depends upon SCO for the development and production of human resources reports
and information.
State Personnel Board (SPB). SPB is responsible for the States Civil Service
System. Within the framework of the merit system established by the State
Constitution, SPB oversees all aspects of the merit employee system, and receives
and resolves personnel action appeals on medical issues, examination and
discrimination complaints, and adverse actions.
Department of Finance (DOF). DOF assists and advises the Governor in the
formulation of policies and programs. The principal functions of DOF are to prepare,
present, and support the annual financial plan of the State; serve as the Governors
chief fiscal policy advisor; assure responsible and responsive state resource
allocation within available resources; operate the CALSTARS program (state
accounting system); and establish integrity in state fiscal and program performance
databases and systems.
DOF interacts with other state departments on a daily basis in terms of administering
the Governors budget, reviewing fiscal proposals, establishing accounting systems,
auditing department expenditures, and communicating the Governors fiscal policy to
departments. In addition, the DOF has the responsibility to present the Governors
budget by January 10 of each year. The SCO systems must meet DOFs format of
budgetary information for position management and payroll expenditures and the
reporting processes for budgetary purposes. In addition, the SCO sends DOF
position information.
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State of California

Office of the Chief Information Officer (OCIO). In August 2007 the Legislature
appropriated funds to establish the Office of the State Chief Information Officer as a
cabinet-level agency with statutory authority over strategic vision and planning,
enterprise architecture, IT policy, and project approval and oversight
The State CIO also provides leadership for the State's information technology
programs and works collaboratively with other information technology leaders
throughout state government. The State CIO's role, therefore, is as a strategic
planner and architect for the State's information technology programs and as a
leader in formulating and advancing a vision for that program.
Judicial Council (JC). The JC of California provides policy guidance to the courts,
the Governor, and the Legislature concerning court practice, procedure, and
administration. The council is dedicated to improving state court administration. The
council performs its constitutional and other functions with the support of its staff
agency, the Administrative Office of the Courts. The Administrative Office of the
Courts provides leadership and service to promote the fair, accessible, and effective
administration of justice in California.
The JC is the legal employer of JC employees. As such, the JC sets salaries for
approximately 1,436 employees. The SCO systems must meet the business
requirements set forth by these laws, rules, and policies. Additionally, the SCO
system must produce human resources reports and data to assist the JC in setting
or modifying the laws, rules, and policies.
c. Department Support Teams (DSTs). Each department/agency within state government

is required to assign resources from their organization to assist the 21st Century Project.
These teams are comprised primarily of department staff from human resources and, as
needed, those from information technology. Each DST has a department coordinator
and a department sponsor. The coordinator is responsible for managing the tasks and
activities necessary to implement MyCalPAYS. Activities are expected to include things
such as, training, testing, communications, end user role mapping, system deployment
planning and activities, technical readiness, operations support. In addition, each DST
includes a department sponsor. The primary responsibility of the department sponsor is
to serve as a local project advocate, serve as a key decision-maker for department
related implementation issues, assign resources as needed, and support the
coordinator.
3. Project Governance
The 21st Century Project is governed by a series of committees and teams that are tasked to
assist with providing strategic direction and management project, as represented in Figure
3.
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State of California

State Controller
Steering Committee
(SCO,OCIO, DOF, DGS, DPA & SPB)
Project
Leadership
PMO
Business
Standardization
Committee (BSC)
Business
Transformation
Council (BTC)
Org. Change
Management Team
TEAMWORK
Functional &
Integration Teams
Agency/Dept.
Support Teams
Figure 3. 21st Century Project Governance Structure
Steering Committee: A project Steering Committee has been established to provide

executive oversight and leadership for the 21st Century Project. It is the responsibility of
the Steering Committee to set strategic business direction for the project, review the
project high level milestones, enforce Bidder contract management, address statewide
project issues and impacts, and provide input/approval on major scope or financial
issues. Members of this Steering Committee include executive staff from the State
Controllers Office (Chair), Department of Personnel Administration, State Personnel
Board, Office of the State CIO, Department of Finance and Department of General
Services.
Project Leadership: In addition to the Steering Committee, the State maintains a

Project Leadership team. The Project Leadership Team addresses the operating issues
of the project, staff, Bidders, agencies and departments. The Project Leadership Team
actively communicates to internal and external stakeholders, manages Bidder
performance, provides operational direction and decision-making for the project, and
provides leadership and direction to the project teams. The Project Leadership Team is
comprised of the Project Executives, Project Manager, and Project Advisors.
Business Transformation Council (BTC): The BTC provides direction for key business
related issues that will affect the way the State operates as it transitions to a new
system. This group strives for innovation in business and supports best practice
optimization. The BTC group is comprised of SCO leadership and representation from
March 26, 2009

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State of California

the Department of Personnel Administration, State Personnel Board, Office of the State
CIO (OCIO), and representation from departments and agencies.
Business Standardization Committee (BSC): The BSC deals with issues that directly
affect the configuration of the new system. The BSC provides guidance and
recommendations to the project teams regarding potential opportunities for standardizing
business practices. The goal of the BSC is to meet business requirements within State
guidelines and limit enhancements to the system that will incur significant support costs
for the future. The BSC is comprised of SCO leadership and members include PPSD
business content experts, Department of Personnel Administration, State Personnel
Board, the OCIO, and other key stakeholders.
C. 21st Century Project Technical Landscape

The 21st Century Projects current installed SAP infrastructure is provided in . The proposed
final state infrastructure is provided in Figure 5. Proposed SAP Server Landscape.
Figure 4. SAP Server Landscape Architecture as of January 2009

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State of California

Figure 5. Proposed SAP Server Landscape
D. 21st Century Project Existing Toolsets

The 21st Century Project currently has the following toolsets that can be leveraged by the Bidder
to develop and implement MyCalPAYS:
Table 3. 21st Century Project Existing Toolsets
Tool
Adobe Interactive
Forms
Adobe Connect
BSI Tax Factory
HP Quality Center
(formerly Mercury
Quality Center)
March 26, 2009

Addendum 1
Version
Adobe PDF Library
8.0
Licensing
>30,000 users
100 forms
PDF Version 1.6

(Acrobat 7.x)
Contracted service
V 8.0.i
Master Records:
300,000
HP Quality Center
Users: 5 pack
9.2
perpetual site
concurrent
Clients: 25
Project Function/Intended Use

Interactive forms providing and collecting
data to deliver a specific process in the
SAP system
Interactive web based communication tool
Scripted stress testing and integration
testing
Page 26
State of California
Tool
RWD Productivity
Pak v 2.12:
Dev, Prof, and
Limited Prof
RWD Productivity
Pak v 2.12:
Employee
Project Server
(EPM):
Project Pro (EPM):
Project (EPM):
MS Project
March 26, 2009

Addendum 1

Version
v 2.12.0
Licensing
Users: 54,140
Project Function/Intended Use

Development of training materials and
business process documentation
V 2.12.0
Users: 238,960
(Win32, Microsoft
SQL Server 2000)
(Win32, Microsoft
Office Project 2003)
(Win32, Microsoft
Office Project 2003)
2003
Enterprise: 1
Project Scheduling
Users: 10
Project Scheduling
Users: 150
Project Scheduling
Users: 80
Project Scheduling
Page 27
State of California

Section III Stage I Procurement

A. Overview
Prior to the recent contract termination, the project team completed the majority of the system
blueprint phase and also completed some configuration and development of custom objects. In
addition, deployment outreach activities were initiated such as the development of preliminary
deployment/conversion strategies and establishment of department deployment teams. To enable
the State to contract for the best value, qualified Bidders will need an opportunity to validate and
evaluate the work that has been completed to date, taking into account and leveraging to the extent
possible the work completed to date, while at the same time reducing project risks. Therefore, the
State will be awarding up to two (2) contracts to the highest scoring Bidders who have met all of the
minimum requirements in Stage I to perform this validation and evaluation. All Stage I contract
activities will be paid up to a maximum of $500,000 per Contractor.
B. Key Action Dates

Listed below are the important actions and dates and times by which the actions must be taken or
completed. If the State finds it necessary to change any of these dates, it will be accomplished via
an addendum to this RFP. ALL DATES AFTER THE STAGE I PROPOSAL SUBMISSION
DEADLINE ARE APPROXIMATE AND MAY BE ADJUSTED AS CONDITIONS INDICATE,
WITHOUT ADDENDUM TO THIS RFP.
Table 4. Stage I Key Action Dates
Action
1. Release Request for Proposal
2.
Bidders Conference 9:00 AM PDT
710 Riverpoint Court, Suite 150
3. Last day to submit questions for clarification of RFP- Stage I
4. Bidders submit initial Stage II Contract Change Request 2
5. DGS responds to questions for clarification of RFP- Stage I
6. DGS submits initial response to Stage II Contract Change
Requests
7. Submission of Stage I Proposals (12:00 p.m. PDT)
8. Stage I Contracts Award and Execution
Date
03/13/2009
03/19/2009
03/20/2009
03/23/2009
03/26/2009
03/30/2009
04/07/2009
04/20/2009
C. Administrative Requirements
The Bidder must provide responses to the following administrative requirements:
SI-AR-1. Cover Letter

The Bidder must submit a cover letter on the companys official letterhead with company
officials signature and the title and/or position that the individual holds in the company. The
Cover Letter must include a statement that substantiates that the person who signs the letter is
authorized to bind the firm contractually, and a statement that the Bidder commits to fulfilling the
requirements of the RFP.
See EXHIBIT- 5: Stage I Contract , Attachment ARFP Section III.C.SI-AR-6. for additional information
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SI-AR-2. Payee Data Record (Std. 204)

The Bidder must submit a fully executed Payee Data Record with their proposal. The Payee
Data Record can be found at:
http://www.documents.dgs.ca.gov/osp/pdf/std204.pdf
SI-AR-3. General Liability Insurance Certificate

The Bidder must furnish to the State a certificate of insurance stating that there is liability
insurance presently in effect for the Bidder of not less than $1,000,000 per occurrence for bodily
injury and property damage liability combined.
The certification of insurance must include the following provisions:
The insurer will not cancel the insured's coverage without 30 days prior written notice to
the State;
The State of California is included as additional insured.
SI-AR-4. Workers Compensation Liability Insurance Certificate

The Bidder must furnish to the State a certificate of insurance stating that there is Workers
Compensation insurance on all of its employees who will be engaged in the performance of this
agreement. The certificate of insurance must include the provision that the insurer will not
cancel the insureds coverage without 30 days prior written notice to the State.
SI-AR-5. Secretary of State Certification

When agreements are to be performed in the state by corporations, the contracting agencies
will verify that the Bidder is currently qualified to do business in California and is in good
standing, thereby ensuring that all obligations due to the state will be fulfilled. Bidders must
submit a copy of the Secretary of State Certification with their proposal.
SI-AR-6. Stage I Contract Statement of Work and Contract Terms and

Conditions
The Stage I Statement of Work and contract terms and conditions to be awarded are included in
this solicitation document in its final form as EXHIBIT- 5: Stage I Contract, and any alteration by
a Bidder will result in rejection of its proposal. (NOTE: This applies only to the Stage I contract;
please refer to RFP Section IV.C. Stage II Statement of Work and Contract Terms and
Conditions for information related to Stage II contracts.)
Invoicing provisions are provided in contract, EXHIBIT- 5: Stage I Contract, Attachment A Stage I Statement of Work.
The following contractual terms, conditions, and provisions are incorporated into this
procurement and are included, for reference purposes, on the DGS websites:
The IT General Provisions (revised and effective 04/12/2007)

[http://www.documents.dgs.ca.gov/pd/modellang/GPIT0407.pdf]
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State of California

Information Technology Personal Services Special Provisions (revised 02/08/2007)

[http://www.pd.dgs.ca.gov/modellang/ITModules.htm]
Stage I contract deliverables are provided in Table 5 and are also included in EXHIBIT- 5: Stage
I Contract.
Table 5. Stage I Contract Deliverables
Stage I Deliverable
Deliverable 1: Assessment and Cost Benefit of Project
Artifacts
Deliverable 2: Critical Design Evaluations
Deliverable 3: Proposal For System Integrator Services
Due Date
Within three weeks of contract award
On-going, as per agreed upon schedule
As identified in RFP SCO-22191058
Review of Stage II Contract Terms and Conditions

The Contractor must review the contract terms and conditions included in RFP SCO-22191058
for the Stage II contract3. If the Contractor wishes to request a change to the contract language,
the Contractors request for change must identify the specific language to be changed, the
reason that the language must be changed and the specific wording that the Contractor
suggests.
The State will provide an initial response within one week of receipt of the requested changes4.
This response will indicate if there are any requested changes that are not negotiable. This
initial response will not be an acceptance of any proposed changes; rather it will be the starting
point for the contract negotiations that will be conducted as part of the Stage II procurement
process. Upon receiving the States response, if the Contractor is unwilling to continue
participation in this procurement, the Contractor should notify the State within one week of the
States initial response. For requested changes that the State is willing to negotiate, the
negotiation will be performed in accordance with the process identified in RFP SCO-22191058
Section IV.C.SII-AR-6..
SI-AR-7. Target Area Contract Preference (TACPA)

Preference will be granted to California-based Bidders in accordance with California
Government Code Section 4530 whenever contracts for goods or services are in excess of
$100,000 and the Bidders meet certain requirements as defined in the California Administrative
Code (Title 2, Section 1896 et seq.) regarding labor needed to provide the services being
procured. Bidders questions regarding this preference are to be directed to:
Department of General Services
Office of Small Business and DVBE Services
707 3rd Street, 1st Floor, Room 400
Telephone: (916) 375-4940
Bidders desiring to claim this preference must request this preference on EXHIBIT- 3: Stage I
Bidding Preferences and submit a fully executed copy of the appropriate forms (located at
http://www.pd.dgs.ca.gov/edip/tacpa.htm) with their final Stage II proposal.
3
4
See Table 4. Stage I Key Action Dates

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SI-AR-8. Enterprise Zone Act Preference (EZA)

Whenever the State prepares a RFP solicitation for goods or services contracting in excess of
$100,000, except a contract in which the worksite is fixed by the provisions of the contract, the
State shall award a five percent (5%) enterprise zone worksite preference to certain Californiabased companies. The California-based company must certify under penalty of perjury that no
less than 50% of the labor required to perform the contract shall be accomplished at a worksite
or worksites located in a designated Enterprise Zone (California Code of Regulations (CCR),
Title 2, Section 1896 et seq.).
Bidding Preferences and submit a fully executed copy of appropriate forms (located at
http://www.pd.dgs.ca.gov/edip/eza.htm) with their Final Proposal.
SI-AR-9. Local Area Military Base Recovery Act (LAMBRA)

Whenever the State prepares a RFP solicitation for goods or services containing in excess of
State shall award a five percent (5%) LAMBRA worksite preference to certain California-based
companies. The California-based company must certify under penalty of perjury that no less
than 50% of the labor required to perform the contract shall be accomplished at a LAMBRA site
(CCR, Title 2, Section 1896 et seq.).
http://www.pd.dgs.ca.gov/edip/lambra.htm) with their Final Proposal.
SI-AR-10.Small Business
Per California Government Code, Section 14835, et seq., Bidders who request and qualify as a
California-certified small business will be given a five percent (5%) preference for bid evaluation
purposes only.
In addition, a five percent (5%) bid preference is now available to a non-small business claiming
25% California certified small business subcontractor participation. Bidders claiming this
preference must be certified by California as a small business or must commit to subcontract at
least 25% of the net bid price with one or more California certified small businesses. Completed
small business certification applications and required support documents must be submitted to
the Office of Small Business and DVBE Services (OSDS) no later than 5:00 p.m. on the Final
Proposal due date, and the OSDS must be able to approve the application as submitted.
The Small Business regulations (located at 2 CCR 1896 et seq.) concerning the application and
calculation of the small business preference, small business certification, responsibilities of
small business, DGS certification, and appeals are revised, effective September 9, 2004. The
new regulations can be viewed at www.pd.dgs.ca.gov/smbus.
Bidders desiring to claim this preference must include a request for the Small Business
Preference on EXHIBIT- 3: Stage I Bidding Preferences and provide a copy of the Small
Business approval letter from DGS showing the Bidders Small Business number and approved
product and service classifications in their final Stage II proposal.
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SI-AR-11. California Disabled Veteran Business Enterprise (DVBE) Program

Requirements
For this procurement, the State has a DVBE goal of three percent (3%) of the total maximum
value of the contract, which is $500,000.00. If the Bidder does not meet the goal, have an
approved DVBE Business Utilization Plan, or do a Good Faith Effort to meet the goal, the DVBE
participation requirement shall cause an offer to be considered non-responsive and ineligible for
contract award. A DVBE Resource Packet can be found at:
http://www.pd.dgs.ca.gov/publications/resource.htm,
To meet this requirement the Offeror must do at least one of the following:
Meet the contract goal of 3% of the total maximum value of the contract, which is
$500,000.00. Commit to full DVBE participation, Compliance Option A:
http://www.pd.dgs.ca.gov/publications/resource_Compliance_Option_A.htm
Provide documentation as prescribed to show that the Bidder has made a good faith effort
to achieve 3% DVBE participation. Documentation in support of Good Faith Effort,
Compliance Option B:
http://www.pd.dgs.ca.gov/publications/resource_Compliance_OptionB.htm
Provide evidence that the Bidder has an approved DVBE Utilization Plan with the
Department of General Services, Procurement Division, Compliance Option C:
http://www.pd.dgs.ca.gov/publications/resource_Compliance_OptionC.htm
FOR THE PURPOSE OF THIS SOLICITATION, THE ADVERTISING REQUIREMENT

IS HEREBY WAIVED DUE TO TIME CONSTRAINTS.
The Bidders Stage I proposal must contain the Std. 840 Disabled Veteran Business Enterprise
Participation Summary, found at:
http://www.documents.dgs.ca.gov/pd/delegations/DVBEPckt2.doc
and a Bidder Declaration, which can be found at:
http://www.documents.dgs.ca.gov/pd/delegations/GSPD105.pdf
DVBE BID INCENTIVE. In accordance with Section 999.5(a) of the Military and Veterans Code
an incentive will be given to Bidders who provide DVBE participation. For evaluation purposes
only, the State shall apply an incentive to bids that propose California certified DVBE
participation as identified on the Bidder Declaration GSPD-05-105 and confirmed by the State.
The incentive amount for awards based highest points scored will vary in conjunction with the
percentage of DVBE participation. The following points will apply for awards based on highest
points scored.
Table 6. DVBE Incentive Points
Confirmed DVBE
Participation of:
Over 5%
4% up to 5%
3% up to 4%
March 26, 2009
Addendum 1
DVBE Incentive:
DVBE Incentive
Points:
5%
3%
2%
38.5
23.1
15.4
Page 32
State of California
Confirmed DVBE
Participation of:

DVBE Incentive:
DVBE Incentive
Points:
1%
0%
7.7
0
2% up to 3%
1% up to 2%
Tie between Suppliers Claiming Incentive: In the event of a precise tie between the bid of SB
and the bid of a DVBE that is also a SB, the award shall go to the DVBE that is also a SB.
Note: A non-certified SB vendor may not displace a #1 rank certified SB vendor as the result of
application of the DVBE incentive. However, a certified SB may displace another SB for award
as the result of application of the DVBE incentive.
SI-AR-12.Commercially Useful Function (CUF)

On January 1, 2004, Chapter 623, Statutes of 2003, became effective and required all small
businesses, microbusinesses, and disabled veteran business enterprises to perform a
commercially useful function in any contract they perform for the State.
A business that is performing a commercially useful function is one that does all of the following:
Is responsible for the execution of a distinct element of work of the contract.
Carries out its obligations by actually performing, managing or supervising the work
involved.
Performs work that is normal for its business, service and function.
Is not further subcontracting a portion of the work that is greater than that expected to be
subcontracted by normal industry practices.
The Bidder must provide a written statement detailing the role, services and/or goods the small
business, microbusiness, and/or disabled veteran business enterprise will provide to meet the
Commercially Useful Function requirement, using EXHIBIT- 4: Stage I Commercially Useful
Function Statement. If a small business, microbusiness, or disabled veteran business enterprise
is not being proposed, this form is not required.
D. Bidder Corporate Qualification Requirements (Mandatory)

The Bidder must meet the following minimum requirements:
SI-CM-1. SAP Certification

The Bidder must be listed as a certified SAP Global Partner Services (United States) within
the SAP Global Partner Directory as of the proposal due date5.
(http://www.sap.com/ecosystem/customers/directories/searchpartner.epx)
SI-CM-2. Financial Capacity/Responsibility

The Bidder must provide evidence of financial capacity/responsibility in the following forms:
1) The Bidder must provide information regarding any judgments, arbitrations, or ongoing
litigation of a material nature that is not addressed in the audited financial statements
or would otherwise impact the firms going concern; and
2) The Bidder must provide either:
5
The SCO has determined that SAP AG, as the software provider, is eligible under this requirement.
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State of California

a) Audited financial statements or SEC 10K filings that support average annual gross
revenue of $200,000,000 or more for each of the companys last three fiscal years
or
b) A letter from an established surety company stating their willingness to issue a
Letter of Bondability for $50,000,000. The State will not be requiring a performance
bond for this project.
The principal purpose for this request is to provide information to determine financial
qualification. State policy and state and federal statutes authorize maintenance of this
information.
The State will treat all financial information submitted as confidential as provided by law when
designated as such. This information will only be shared with personnel involved in the
evaluation of this RFP. All financial data will be returned to the Bidder or destroyed upon
request.
SI-CM-3. SAP HR/Payroll Experience

The Bidder must provide corporate references that meet the following requirements using
EXHIBIT- 1: Stage I Corporate Qualification Reference Form. The Bidder must have been the
prime contractor for each of the referenced projects.
The Bidder must provide at least two (2) references for successfully completed6 SAP HR/Payroll
implementations with similar scope provided in Table 1 within the past eight (8) years. At least
one (1) of these references must be for an implementation where the employee population
implemented was at least 30,000 employees.
The Bidder must provide contact information for the referenced projects. References will be
contacted and points will be awarded based on client satisfaction.
SI-CM-4. SAP Public Sector Large Project Experience

The Bidder must provide corporate references that meet the following requirements using
EXHIBIT- 1: Stage I Corporate Qualification Reference Form. The Bidder must have been the
prime contractor for each of the referenced projects.
The Bidder must provide at least two (2) one (1) references for a successfully completed7 SAP
implementations within the public sector8 where the Bidder provided at least 75 resources at its
peak staffing level within the past eight (8) years.
The Bidder must provide contact information for the referenced projects. The Rreferences will
be contacted and points will be awarded based on client satisfaction.
E. Bidder Corporate Qualification Requirements (Desirable)

Additional points may be awarded for the following desirable corporate qualification requirements:
6
Successfully Completed for purposes of this RFP is defined as: the system is in production and is being utilized by the
users as the system of record.
7
Successfully Completed for purposes of this RFP is defined as: the system is in production and is being utilized by the
users as the system of record.
8
Public Sector for purposes of this RFP is defined as any United States (US) federal, state or local government entity, or
any non-US government entity.
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State of California

SI-CD-1. SAP Public Sector HR/Payroll Experience

The Bidder may provide an additional reference for a successfully completed SAP HR/Payroll
implementation within the public sector9 using EXHIBIT- 1: Stage I Corporate Qualification
Reference Form. The Bidder must have been the prime contractor for the referenced project.
The project must have been completed within the past eight (8) years.
The Bidder must provide contact information for the referenced project. References will be
SI-CD-2. SAP Public Sector Large Project Experience

The Bidder may provide an additional two three (23) references for successfully completed SAP
implementations within the public sector10 using EXHIBIT- 1: Stage I Corporate Qualification
Reference Form. The Bidder must have been the prime contractor for the referenced project or
a subcontractor named in this proposal must have been the prime contractor. The Bidder (or
subcontractor) must have provided at least 90 resources at its peak staffing level. The project
must have been completed within the past eight (8) years.
The Bidder must provide contact information for the referenced project(s). Reference(s) will be
F. Proposed Staff Qualification Requirements

The Bidder agrees to provide information regarding references and staff capability for proposed
staff. The Bidder agrees that the State reserves the right to contact references to validate the
proposed staffs experience and capabilities. All referenced work used to meet the requirements
must have been performed within the past fifteen (15) years. Referenced work must have been
for a client external to the Bidders organization and subsidiaries. Internal research and
development (R&D) projects will not be counted towards the experience requirements.
The Bidder must complete EXHIBIT- 2: Stage I Assessment Staffing Matrix and provide detailed
resumes for each proposed staff. The Bidder must assign a resource for each of the seven (7)
required roles defined below; the same resource may be assigned to more than one role if that
resource meets all of the requirements for the role(s). If a resource is submitted for more than one
role, they will be scored and points assigned individually for each role assigned. It is anticipated that
most if not all of the resources will continue with the project if the Bidder is awarded the final
contract out of Stage II. Although the Bidder is required to identify seven (7) resources to
participate in Stage I, the Bidder is not precluded from utilizing additional resources as necessary to
gain a complete understanding of all aspects of the Scope of Services. For example, the Bidder
may augment their resources with subject matter experts in the areas of training,
deployment/conversion or organizational change management.
Each proposed resource must meet the following minimum requirements; points will be awarded
based on the proposed teams total number of years of experience in each area, as described in
Section III.H.5, Scoring of Stage I Proposals:
9
Public Sector for purposes of this RFP is defined as any United States (US) federal, state or local government entity, or
any non-US government entity.
10
Public Sector for purposes of this RFP is defined as any United States (US) federal, state or local government entity,
or any non-US government entity.
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State of California

Number of Months Public Sector Experience

24 months (2 years) of experience working on information technology projects in a public
sector environment. Public Sector for purposes of this RFP is defined as any United States
(US) federal, state or local government entity, or any non-US government entity.
Number of Months SAP Experience (Mandatory)
60 months of experience working on SAP project implementations within the proposed role
area. For example, the proposed Project Manager must have a minimum of sixty months (5
years) of experience managing SAP HR/Payroll project implementations. For example, the
proposed SAP Functional Benefits Lead must have a minimum of 60 months (5 years)
working as an SAP Functional Benefits Lead.
Number of Full Life Cycle Implementations of SAP (Mandatory)
One (1) project where the proposed resource worked as a member of the project team for
the full life cycle (i.e., from blueprint through initial go-live).
In addition to the minimum requirements stated above, points will be awarded for public sector
experience.
Number of Months Public Sector Experience (Desirable)
Additional points will be awarded for experience working on information technology projects
in a public sector environment. Public Sector for purposes of this RFP is defined as any
United States (US) federal, state or local government entity, or any non-US government
entity.
Points will be awarded based on the proposed teams total number of years of experience in each
area listed above, as described in Section III.H.5, Scoring of Stage I Proposals
SI-SM-1. Project Manager

The Project Manager will be responsible for managing all Bidder resources and activities
relating to the completion of the deliverables outlined in the Stage I contract.
SI-SM-2. SAP Functional Personnel Administration and Organizational

Management (PA/OM) Lead
The PA/OM Lead will be responsible for serving as a content expert in the SAP HR Personnel
Administration and Organizational Management sub module functional areas for the Bidders
team. This resource will be responsible for participating and gathering information in all
discussions, sessions, and compiling responses for the Bidders deliverables for Stage I in this
functional area.
SI-SM-3. SAP Functional Benefits (BN) Lead

The BN Lead will be responsible for serving as a content expert in the SAP HR Benefits
Administration sub module functional area for the Bidders team. This resource will be
responsible for participating and gathering information in all discussions, sessions, and
compiling responses for the Bidders deliverables for Stage I in this functional area.
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State of California

SI-SM-4. SAP Functional Time (TM) Lead

The TM Lead will be responsible for serving as a content expert in the SAP HR Time
Management sub module functional area for the Bidders team. This resource will be
compiling responses for the Bidders deliverables for Stage I in this functional area.
SI-SM-5. SAP Functional Payroll (PY) Lead

The PY Lead will be responsible for serving as a content expert in the SAP HR Payroll sub
module functional area for the Bidders team. This resource will be responsible for participating
and gathering information in all discussions, sessions, and compiling responses for the Bidders
deliverables for Stage I in this functional area.
SI-SM-6. SAP Functional Finance/Controlling (FI/CO) Lead

The FI/CO Lead will be responsible for serving as a content expert in the SAP Financials and
Controlling modules areas for the Bidders team. This resource will be responsible for
participating and gathering information in all discussions, sessions, and compiling responses for
the Bidders deliverables for Stage I in this functional area.
SI-SM-7. SAP Technical Infrastructure/Development (Netweaver/ABAP) Lead

The Netweaver/ABAP Lead will be responsible for serving as a content expert in the SAP
Netweaver and ABAP Development technical areas for the Bidders team. This resource will be
compiling responses for the Bidders deliverables for Stage I in these technical areas.
G. Proposal Format
This section describes the proposal format and the approach for the development and presentation
of proposals. Format instructions must be followed, requirements in the RFP must be answered,
and requested information must be supplied. Each Bidder is responsible for providing sufficient
information and documentation for the proposal to be thoroughly evaluated. Failure to do so may
result in lower scores or rejection of the proposal.
The pages in the proposal must be standard 8.5 x 11 paper, except for charts, diagrams, etc.,
which may be foldouts. If foldouts are used, the folded size must fit within the 8.5 x 11 format.
Each volume of the various proposal submissions must be provided separately in an appropriately
sized 3-ring binder. Double-sided printing is preferred.
It is the Bidders responsibility to ensure its proposal is submitted in a manner that enables the
State Evaluation Team to easily locate response descriptions and exhibits for each requirement of
this RFP. Page numbers must be located in the same page position throughout the proposal.
Figures, tables, charts, etc. must be assigned index numbers and must be referenced by these
numbers in the proposal text and in the proposal Table of Contents. Figures, etc., must be placed as
close to the text references as possible.
1. Proposal Format and Content

Each proposal container must be sealed and labeled as follows:
Name of Bidder
March 26, 2009
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State of California


Stage I Proposal
The following must be shown on each page of the proposal:

Name of Bidder
Stage I Proposal
Proposal volume number
Page number
In addition, Bidders must meet the following requirements:
The proposal container must be completely sealed. All copies must be submitted by the
dates and times specified in Table 4. Stage I Key Action Dates.
The Bidder must submit eight (8) copies of Volume 1 of the Proposal. One (1) complete
set of required volumes must be clearly marked MASTER COPY.
The Bidder must submit one (1) copy of Volume 2 of the proposal.
One (1) copy of the entire Proposal, in either Microsoft Word or searchable PDF, must
be submitted on Compact Disc (CD) and enclosed with Volume I.
The Master Copy must contain an original signature or initial wherever a signature or
initial is required. Bidders are requested to provide signatures and initials in blue ink, to allow
the original to be distinguished from copies.
Volume 1 Response to Requirements
This volume must contain the following items:
Tab 1 Response to Administrative Requirements (RFP Section III.C)
a. Cover Letter
b. Payee Data Record
c. General Liability Insurance Certificate
d. Workers Compensation Liability Insurance Certificate
e. Secretary of State Certification
f. Bidding Preferences and Supporting Documentation, if applicable
g. California Disabled Veteran Business Enterprise (DVBE) Response
h. Commercially Useful Function Statement
Tab 2 Response to Corporate Qualification Requirements (Sections III.D and III.E)
a. SAP Certification
b. Financial Sizing/Responsibility Information
c. SAP HR/Payroll Experience References
d. SAP Public Sector Large Project Experience References
Tab 3 Response to Proposed Staff Qualification Requirements (Section III.F)
a. Assessment Staffing Matrix
b. Detailed resumes for proposed project roles:
Project Manager
SAP PA/OM Lead
SAP BN Lead
SAP TM Lead
March 26, 2009
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State of California

SAP PY Lead
SAP FI/CO Lead
SAP Netweaver/ABAP Lead
Volume 2 - Contract
This volume (a single master copy) must contain four (4) copies of the contract contained in EXHIBIT5: Stage I Contract. Each copy must contain an original signature. The Contract must be reproduced on
single-sided pages.
H. Evaluation and Selection

1. Introduction
This section outlines the process the State will follow in evaluating proposals submitted by
Bidders in response to this RFP. The evaluation is multi-step process comprised of a thorough
review of each proposal to determine the responses that offer the best value to the State. The
best value proposals are defined as the responses that meet all requirements set forth in this
RFP and offer the State the best combination of value as determined through the evaluation
process specified in this section.
2. Receipt of Proposals
Complete proposals must be delivered by the dates and times specified in Table 4. Stage I Key
Action Dates. Each proposal will be date and time stamped as it is received and verified that all
responses are submitted under an appropriate cover, sealed and properly identified. Proposals
must meet all requirements specified in Section G, Proposal Format, and, if not, may be
rejected and deemed non-responsive.
3. State Evaluation Team

The State will establish a State Evaluation Team comprised of State staff that will be responsible
for the review and evaluation of Bidder proposals. A representative from the Department of
General Services (DGS) will provide guidance and oversight for the evaluation process. The
State may engage additional qualified individuals, termed Subject Matter Experts (SMEs)
during the evaluation process to assist the State Evaluation Team in gaining a better
understanding of technical, financial, legal, contractual, project or program issues. The SMEs
will not have voting privileges or responsibility for the evaluation process. The State Evaluation
Team will use consensus to determine pass/fail and to arrive at evaluation scores for each
proposal.
4. Review of Stage I Proposals

The evaluation of Final Proposals will consist of the following steps.
Proposal Submission Requirements Review (Pass/Fail)
The Bidder will be given a pass score if the required information is included in the proposal
and it meets the submission requirement(s) of this RFP, and a fail score if the required
information does not meet the requirements of this RFP, is incomplete or missing.
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State of California

Administrative Requirements Review (Pass/Fail)

and it meets the administrative requirement(s) of this RFP, and a fail score if the required
Corporate Qualifications (Scored)

Failure to provide verifiable references may cause the Proposal to be rejected. The purpose of
the Corporate Qualification Reference requirement is to provide the State the ability to assess
the Bidders prior record and experience in providing similar or relevant services to other
organizations. References must include the information specified on EXHIBIT- 1: Stage I
Corporate Qualification Reference Form.
The descriptions of these projects must be detailed and comprehensive enough to permit the
State to assess the similarity of those projects to the work anticipated in the award of the
contract resulting from this procurement. The States determination of similarity of the projects
included as references to the project specified in this RFP, for the purposes of this RFP, shall be
final.
During the evaluation and selection process, the State will contact the specified references and
may contact any other customers or references that may have become known to the State
through any source. The State will make a maximum of three (3) attempts to contact the
reference. If the reference cannot be reached, the State will contact the Bidder for another
reference contact. If the reference cannot be validated, the State will eliminate the reference
from evaluation. Negative feedback provided by a reference may cause a Bidders Proposal to
be rejected.
Proposed Staff Qualifications (Scored)
Failure to provide verifiable references may cause the Proposal to be rejected. The purpose of
the Proposed Staff Qualifications requirements are to provide the State the ability to assess the
Bidders proposed staff qualifications and experience with similar or relevant services to other
organizations. All references must be specific to the services proposed for this project.
References must include the information specified on EXHIBIT- 2: Stage I Assessment Staffing
Matrix.
The descriptions of the projects and the resumes must be detailed and comprehensive enough
to permit the State to assess the similarity of those projects and the type of work experience
attained to the work anticipated in the award of the contract resulting from this procurement. The
States determination of similarity of the projects and work experience included as references to
the project specified in this RFP, for the purposes of this RFP, shall be final.
During the evaluation and selection process, the State may contact the specified references and
may contact any other customers or references that may have become known to the State
through any source. If references are contacted, the State will make a minimum of three (3)
attempts to contact the reference. Negative feedback provided by a reference may cause the
Bidders Proposal to be rejected.
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State of California

5. Scoring of Stage I Proposals

Proposals will be evaluated using a combination of Pass/Fail and numerically scored criteria.
The table below is a summary of evaluation factors for both minimum and desirable
requirements. Minimum requirements will be evaluated for a potential maximum score of 560
490 points. Additional points will be assigned for those Bidders that meet the desirable
requirements up to 210 280 additional points. The maximum total points available are 770 (560
490 for minimum requirements and 210 280 for desirable requirements). The State Evaluation
Team will award each Bidder up to the maximum number of points for each evaluation factor
based on the evaluation assessment. Points are assigned to each category and responses are
awarded points based upon evaluation criteria established for each requirement.
Minimum Requirement Evaluation Process
The table below is a summary of evaluation factors. The following table depicts the breakdown
weighting by key area for minimum requirements:
Table 7. Minimum Requirements Scoring
Minimum Requirements
SAP Certification
Financial Capacity/Responsibility
SAP HR/Payroll Experience
SAP Public Sector Large Project
Experience
Proposed Staff Qualifications
Reqt. ID
SI-CM-1
SI-CM-2
SI-CM-3
SI-CM-4
Maximum
Points
Pass/Fail
Pass/Fail
140
14070
SI-SM-1 through SI-SM-7

Total
280
560490
Each minimum requirement will be evaluated using the following process:
11
SAP Certification (SI-CM-1)

o Validate against SAPs partner listing for Global Partner Services in the United
States as of the proposal due date11.
Financial Capacity/Responsibility (SI-CM-2)

o Validate that Bidders annual revenue has been at least or above $200 million US
for the past three (3) consecutive years or that a letter of bondability for $50
million US has been issued by a surety company.
SAP HR/Payroll Experience (SI-CM-3)

o Validate that the two (2) minimum references have been provided and that the
references meet RFP requirements.
o Conduct client satisfaction reference checks:
Client references will be contacted and asked to rate the Bidders performance
as Not Satisfied, Satisfied, Very Satisfied or Extremely Satisfied in seven
key areas on a scale of 1 10 (1 being extremely unsatisfied and 10 extremely
satisfied). Points will be assigned depending on results of client satisfaction (up
to 10 points per question per reference).
SAP AG as the software provider is eligible under this requirement.
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State of California

SAP Public Sector Large Project Experience (SI-CM-4)

o Validate that the two (2)one (1) minimum references have has been provided and
that the references meets RFP requirements.
Client references will be contacted and asked to rate Bidders performance as
Not Satisfied, Satisfied, Very Satisfied or Extremely Satisfied in seven key
areas. in seven key areas on a scale of 1 10 (1 being extremely unsatisfied and
10 extremely satisfied). Points will be assigned depending on results of client
satisfaction (up to 10 points per question per reference).
Proposed Staff Qualifications (SI-SM-1 through SI-SM-7)

o Validate that resumes have been provided and that each proposed staff meets
the minimum requirements for the role proposed.
o Tabulate the total number of months of Public Sector experience for the Bidders
proposed team.
o Tabulate the total number of months of SAP Experience for the Bidders
proposed team in the role assigned.
o Tabulate the total number of SAP full life cycle implementations for the Bidders
proposed team.
o Tabulate the total number of months of Public Sector experience for the Bidders
proposed team, if any.
o Apply factors of weighting specified below to award points to each Bidder based
upon the total amounts tabulated in each qualification area.
Bidders Total Experience Qualification x 280

Highest Bidders Total Experience Qualification
= Bidders Proposed Staff Score
Table 8. Sample Proposed Staff Qualification Scoring
Bidder
A
Total Months
Public Sector
Experience
(a)
252
Total Months
SAP
Experience
(b)
720
Total Number of
SAP Full Lifecycle
Implementations
(c)
7
324
540
10
874
360
660
13
1033
Total
Experience
(a+b+c)
979
Calculation
979 (Bidder A) X 280 (weight)
1033 (Bidder C)
874 (Bidder B) X 280 (weight)
1033 (Bidder C)
1033 (Bidder C) X 280 (weight)
1033 (Bidder C)
Desirable Requirement Evaluation Process

The following table depicts the breakdown weighting by key area for desirable requirements:
Table 9. Desirable Requirements - Scoring
Desirable Requirements
SAP Public Sector HR/Payroll
Experience
March 26, 2009
Addendum 1
Reference
SI-CD-1
Maximum
Points
70
Page 42
Points
Awarded
265.4
236.9
280
State of California
Additional SAP Public Sector Large
Project Experience
Total

SI-CD-2
140210
210280
SAP HR/Payroll Experience (SI-CD-1)

o Validate that the additional reference, if provided, meet RFP requirements.
key areas. in seven key areas on a scale of 1 10 (1 being extremely unsatisfied
and 10 extremely satisfied). Points will be assigned depending on results of client
SAP Public Sector Large Project Experience (SI-CD-2)

o Validate that the two (2) three (3) additional references, if provided, meet RFP
requirements.
key areas.in seven key areas on a scale of 1 10 (1 being extremely unsatisfied
and 10 extremely satisfied). Points will be assigned depending on results of client
Preference Programs
Cost adjustments for preference claims (TACPA, EZA, LAMBRA and Small Business) will be
performed after the corporate and proposed staffing requirements have been scored.
Per Government Code, Section 14835, et seq., Bidders who qualify as a small business will be
given a 5 percent (5%) preference for contract evaluation purposes only. The 5 percent (5%)
preference is calculated on the total number of points awarded to the highest scoring non-small
business that is responsible and responsive to the proposal requirements. If after applying the
small business preference a small business has the highest score, no further preferences would
be applied as the small business cannot be displaced from the highest score position by
application of any other preference. The rules and regulations of this law, including the definition
of a small business for the delivery of goods and services are contained in the California Code
of Regulations, Title 2, Section 1896, et seq. and can be viewed online at:
http://www.pd.dgs.ca.gov/smbus.
In accordance with Section 999.5(a) of the Military and Veterans Code, an incentive will be
given to bidders who provide Disabled Veteran Business Enterprise (DVBE) participation. For
contract award evaluation purposes only, the State shall apply an incentive to proposals that
include California certified DVBE participation. The maximum incentive for this procurement is
five percent (5%) of the total possible points earned and is based on the amount of DVBE
participation obtained, according to the table below. Additional information for DVBE can be
viewed online at: http://www.pd.dgs.ca.gov/dvbe.
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State of California

The incentive is applied during the evaluation process and is only applied for responsible bids
from responsive bidders proposing the percentage(s) of DVBE participation for the incentive(s)
specified in the solicitation.
Confirmed DVBE Participation of:
DVBE Incentive:
DVBE Incentive Points:
5%
3%
2%
1%
0%
38.5
23.1
15.4
7.7
0
Over 5%
4% up to 5%
3% up to 4%
2% up to 3%
1% up to 2%
The DVBE Incentive percentage is applied to total points possible for the bid. The following
illustrates the incentive points available based on the Bidder confirmed percent of DVBE
participation, based on a maximum of 770 points. In the example below, Bidder A has DVBE
participation over 5% and Bidder B is a certified small business.
Table 11. Final Score with DVBE and SB Examples
DVBE
Incentive
A
B
Score Prior to
Incentive/Preferen
ces
615.4
488.9
38.5
0
Small
Business
Preference
0
34
680
Bidder
Total
Score
653.9
522.9
680
6. Contract Award
The State Evaluation Team will determine which Bidder proposals are responsive and
responsible. From these Bidders, the State Evaluation Team will determine which two (2)
Bidders have the highest combined score for evaluation factors, up to a maximum of 770 points.
The State will award up to two (2) contracts to the highest scoring Bidders. If only one Bidder is
determined to be a responsive and responsible bidder, the State Evaluation Team may only
award a single contract. At any time the State Evaluation Team may reject any and all
proposals submitted in response to the RFP. If the event of a tie, the Bidder with the highest
Proposed Staff Qualification score will receive the award.
Table 12 provides an example of how the final total score is determined.
Table 12. Contractor Selection Example
Bidder
A
B
C
March 26, 2009
Addendum 1
Corporate
Qualification
s Score Mandatory
280210
252182
260190
Staffing
Qualificati
on Score
265.4
236.9
280
Corporate
Qualifications
Score Desirable
70140
70
140210
Total
Proposal
Score
615.4
488.9
680
Page 44
State of California

In this example, contracts would be awarded to Bidder A and Bidder C.
March 26, 2009

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State of California

Section IV Stage II Procurement

A.
Overview
In accordance with the procurement process that has been outlined in earlier sections of the RFP,
the Bidder(s) awarded contracts out of the Stage I procurement process will be responsible for
delivering a comprehensive proposal for integration services that includes their approach, staffing,
and cost for completing the MyCalPAYS system. .
B.
Key Action Dates
Listed below are the important actions and dates and times by which the actions must be taken or
completed. If the State finds it necessary to change any of these dates, it will be accomplished via
an addendum to this RFP. ALL DATES AFTER THE STAGE II PROPOSAL SUBMISSION
DEADLINE ARE APPROXIMATE AND MAY BE ADJUSTED AS CONDITIONS INDICATE,
WITHOUT ADDENDUM TO THIS RFP.
Table 13. Stage II Key Action Dates
Action
1. Contractor start date for Stage I Contract
2. Bidders / DGS negotiate Stage II contract terms and conditions
3. Submission of Stage II Proposals (12:00 p.m. PDT)
4. Evaluation of Stage II Proposals including costs
5. Negotiations / Revisions to Final Proposals if needed / Contract Finalized
6. SCO Finalize Evaluation and Selection Report and Submit to DGS
7. DGS Review/Approval of Evaluation and Selection Report
8. 10. Project Approvals (SPR, Section 11)
9. 11.Stage II Contract Award and Execution
C.
Date
04/20/2009
05/07/2009 05/27/2009
07/27/2009
07/28/2009 08/07/2009
08/10/2009 0904/2009
09/08 09/14/2009
09/15/2009 09/22/2009
September October 2009
November 16, 2009
Administrative Requirements
The Bidder must provide responses to the following administrative requirements:
SII-AR-1. Cover Letter

The Bidder must submit a cover letter on the companys official letterhead with company
officials signature and the title and/or position that the individual holds in the company. The
Cover Letter must include a statement that substantiates that the person who signs the letter is
authorized to bind the firm contractually, and a statement that the Bidder commits to fulfilling the
requirements of the RFP.
SII-AR-2. Payee Data Record (Std. 204)

The Bidder must submit a fully executed Payee Data Record with their proposal. The Payee
Data Record can be found at: http://www.documents.dgs.ca.gov/osp/pdf/std204.pdf
SII-AR-3. General Liability Insurance Certificate

The Bidder must furnish to the State a certificate of insurance stating that there is liability
insurance presently in effect for the Bidder of not less than $1,000,000 per occurrence for bodily
injury and property damage liability combined.
March 26, 2009
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State of California

The certification of insurance must include the following provisions:
The insurer will not cancel the insured's coverage without 30 days prior written notice to
the State;
The State of California is included as additional insured.
SII-AR-4. Workers Compensation Liability Insurance Certificate

The Bidder must furnish to the State a certificate of insurance stating that there is Workers
Compensation insurance on all of its employees who will be engaged in the performance of this
agreement. The certificate of insurance must include the provision that the insurer will not
cancel the insureds coverage without 30 days prior written notice to the State.
SII-AR-5. Secretary of State Certification

When agreements are to be performed in the state by corporations, the contracting agencies
will verify that the Bidder is currently qualified to do business in California and is in good
standing, thereby ensuring that all obligations due to the state will be fulfilled. Bidders must
submit a copy of the Secretary of State Certification with their proposal.
SII-AR-6. Stage II Statement of Work and Contract Terms and Conditions

INCORPORATION OF CONTRACT LANGUAGE
The contract terms and conditions to be awarded are included in this solicitation document.
The State will review initial requested changes to the contract terms and conditions submitted
by Bidders in accordance with the Stage I Key Action Dates12. The State will negotiate detailed
changes with the Bidders in accordance with Stage II Key Action Dates13 . If the requested
change(s) is acceptable to the State, the RFP will be amended so that the language applies to
all Bidders.
The following contractual terms, conditions, and provisions are incorporated into this
procurement and are included, for reference purposes, on the DGS websites:
12
13
The IT General Provisions (revised and effective 04/12/2007)

[http://www.documents.dgs.ca.gov/pd/modellang/GPIT0407.pdf]
Information Technology Personal Services Special Provisions (revised 02/08/2007)

[http://www.pd.dgs.ca.gov/modellang/ITModules.htm]]
Information Technology Purchase Special Provisions

Information Technology Software License Special Provisions


See Table 13. Stage II Key Action Dates
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State of California

TERM OF THE CONTRACT

The State intends to award a contract to a system integration services provider to deliver the
MyCalPAYS system solution as a part of the 21st Century Project. The term of the contract will
be determined based on the Bidders project work plan. The contract term will include the onetime system configuration, customization and deployment. There is also an option for two (2)
one-year options for post-implementation maintenance and operations support.
SII-AR-7. Target Area Contract Preference (TACPA)

Preference will be granted to California-based Bidders in accordance with California
Government Code Section 4530 whenever contracts for goods or services are in excess of
$100,000 and the Bidders meet certain requirements as defined in the California Administrative
Code (Title 2, Section 1896 et seq.) regarding labor needed to provide the services being
procured. Bidders questions regarding this preference are to be directed to:
Department of General Services
Office of Small Business and DVBE Services
707 3rd Street, 1st Floor, Room 400
Telephone: (916) 375-4940
Bidders desiring to claim this preference must request this preference on EXHIBIT- 6: Stage II
Bidding Preferences and submit a fully executed copy of the appropriate forms (located at
http://www.pd.dgs.ca.gov/edip/tacpa.htm) with their final Stage II proposal.
SII-AR-8. Enterprise Zone Act Preference (EZA)

Whenever the State prepares a RFP solicitation for goods or services contracting in excess of
State shall award a five percent (5%) enterprise zone worksite preference to certain Californiabased companies. The California-based company must certify under penalty of perjury that no
less than 50% of the labor required to perform the contract shall be accomplished at a worksite
or worksites located in a designated Enterprise Zone (California Code of Regulations (CCR),
Title 2, Section 1896 et seq.).
http://www.pd.dgs.ca.gov/edip/eza.htm) with their Final Proposal.
SII-AR-9. Local Area Military Base Recovery Act (LAMBRA)

Whenever the State prepares a RFP solicitation for goods or services containing in excess of
State shall award a five percent (5%) LAMBRA worksite preference to certain California-based
companies. The California-based company must certify under penalty of perjury that no less
than 50% of the labor required to perform the contract shall be accomplished at a LAMBRA site
(CCR, Title 2, Section 1896 et seq.).
http://www.pd.dgs.ca.gov/edip/lambra.htm) with their Final Proposal.
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State of California
SII-AR-10.

Small Business
Per California Government Code, Section 14835, et seq., Bidders who request and qualify as a
California-certified small business will be given a five percent (5%) preference for bid evaluation
purposes only.
In addition, a five percent (5%) bid preference is now available to a non-small business claiming
25% California certified small business subcontractor participation. Bidders claiming this
preference must be certified by California as a small business or must commit to subcontract at
least 25% of the net bid price with one or more California certified small businesses. Completed
small business certification applications and required support documents must be submitted to
the Office of Small Business and DVBE Services (OSDS) no later than 5:00 p.m. on the Final
Proposal due date, and the OSDS must be able to approve the application as submitted.
The Small Business regulations (located at 2 CCR 1896 et seq.) concerning the application and
calculation of the small business preference, small business certification, responsibilities of
small business, DGS certification, and appeals are revised, effective September 9, 2004. The
new regulations can be viewed at www.pd.dgs.ca.gov/smbus.
Bidders desiring to claim this preference must include a request for the Small Business
Preference on EXHIBIT- 6: Stage II Bidding Preferences and provide a copy of the Small
Business approval letter from DGS showing the Bidders Small Business number and approved
product and service classifications in their final Stage II proposal.
SII-AR-11.
California Disabled Veteran Business Enterprise (DVBE) Program
Requirements
For this procurement, the State has a DVBE goal of three percent (3%) of the combined total
cost. If the Bidder does not meet the goal, have an approved DVBE Business Utilization Plan, or
do a Good Faith Effort to meet the goal, the DVBE participation requirement shall cause an offer
to be considered non-responsive and ineligible for contract award. A DVBE Resource Packet
can be found at: http://www.pd.dgs.ca.gov/publications/resource.htm,
To meet this requirement the Bidder must do at least one of the following:
Meet the contract goal of 3%. Commit to full DVBE participation, Compliance Option A:
http://www.pd.dgs.ca.gov/publications/resource_Compliance_Option_A.htm
Provide documentation as prescribed to show that the Bidder has made a good faith effort
to achieve 3% DVBE participation. Documentation in support of Good Faith Effort,
Compliance Option B:
http://www.pd.dgs.ca.gov/publications/resource_Compliance_OptionB.htm
Provide evidence that the Bidder has an approved DVBE Utilization Plan with the
Department of General Services, Procurement Division, Compliance Option C:
http://www.pd.dgs.ca.gov/publications/resource_Compliance_OptionC.htm
The Bidders final Stage II proposal must contain the Std. 840 Disabled Veteran Business
Enterprise Participation Summary, found at:
http://www.documents.dgs.ca.gov/pd/delegations/DVBEPckt2.doc
March 26, 2009
Addendum 1
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State of California

and a Bidder Declaration, which can be found at:

http://www.documents.dgs.ca.gov/pd/delegations/GSPD105.pdf
DVBE BID INCENTIVE. In accordance with Section 999.5(a) of the Military and Veterans Code
an incentive will be given to Bidders who provide DVBE participation. For evaluation purposes
only, the State shall apply an incentive to bids that propose California certified DVBE
participation as identified on the Bidder Declaration GSPD-05-105 and confirmed by the State.
The incentive amount for awards based highest points scored will vary in conjunction with the
percentage of DVBE participation. The following points will apply for awards based on highest
points scored.
Confirmed DVBE
Participation of:
DVBE Incentive:
DVBE Incentive
Points:
5%
3%
2%
1%
0%
125
75
50
25
0
Over 5%
4% up to 5%
3% up to 4%
2% up to 3%
1% up to 2%
SII-AR-12.
Commercially Useful Function (CUF)
involved.
The Bidder must provide a written statement detailing the role, services and/or goods the small
business, microbusiness, and/or disabled veteran business enterprise will provide to meet the
Commercially Useful Function requirement, using EXHIBIT- 7: Stage II Commercially Useful
Function Statement. If a small business, microbusiness, or disabled veteran business enterprise
is not being proposed, this form is not required.
D.
Functional and Technical Requirements

1. Functional Requirements
Bidders should refer to the functional requirements and design documentation located in the
Procurement Library (see Procurement Library folder titled MyCalPAYS Design). Bidders will
need to confirm that they are in agreement with all of the existing blueprint design areas or
March 26, 2009

Addendum 1
Page 50
State of California

provide detailed explanations of what recommended adjustments are being proposed, an

explanation of why the changes are required, and a plan to implement those changes to the
existing design elements.
2. Technical Requirements
The following section outlines the technical requirements for the 21st Century/MyCalPAYS
implementation:
Technical Architecture/Infrastructure
The Bidder will be required to meet the following requirements prior to deploying beyond the two
pilot phases:
a. Online Transaction Response Time Currently, internal response time for online
transaction performance is one half (.5) second. The Bidder must comply with the
States existing internal response time for online transactions with a load of 7500
users performing simultaneous online entry (see the COTS RFP in the Procurement
Library). The internal response time must be achievable during maximum workload
peaks and the average online response time the solution must be achieved during
ninety percent (90%) of online operations.
b. System Availability The Bidder must comply with the following minimum system
availability timeframes for both online system access as well as daily batch
processing windows.
At a minimum, it is expected that the system will be available for online transaction
user access daily (Monday Friday) 7:00am through 7:00pm Pacific Time and
7:00am through 4:00pm Pacific Time, Saturdays. Sundays will be designated as a
hardware and application maintenance window unless otherwise stated. Daily batch
processing windows will be designated during all other offline hours (e.g. 7:01 pm
6:59am Pacific Time).
The Bidder should review the existing SAP Server Landscapes and include recommendations, if
any, for changes to the hardware infrastructure needed to complete the project.
3. Project Constraints
The following items have been identified as project constraints:
a. In order to reduce project risks, the implementation approach must include, at a
minimum, two (2) pilots. The first pilot group will be the State Controllers Office
comprised of approximately 1,400 employees. The second pilot group employee
population to be implemented should include no more than 10,000 employees; the
specific departments to be included will be determined by the State, in consultation
with the Bidder, after contract award.
b. The State expects to leverage knowledge and implementation experience, predefined major phases and tasks, standard templates and best practices gained from
experience implementing ERP software in projects across a wide client base. For
this reason, California requires the Bidder to implement the proposed solution using
SAPs Solution Manager and Accelerated SAP (ASAP) methodology.
March 26, 2009
Addendum 1
Page 51
State of California

c. The State anticipates changes will occur to existing interface specifications during
the project as well as in future support. For outbound interfaces, each external entity
(or interfacing organization) will be allowed four (4) months for the design,
development, and testing of an interface prior to integration testing with MyCalPAYS.
The time period begins when the specification is delivered to the external entity by
the State Controllers Office and the Contractor.
For inbound interfaces, each external entity (or interfacing organization) will be
allowed six (6) months for the design, development, and testing of an interface prior
to integration testing with MyCalPAYS. The time period begins when the
specification is delivered to the external entity by the State Controllers Office and the
Contractor.
d. Due to the complexity of the States various stakeholder schedules, it is imperative
advance notice is provided to participants well in advance of scheduling key
meetings. With this in mind the State has established a two (2) week lead time (ten
(10) State working days) for all scheduled meetings involving external stakeholders.
e. According to the complexity of the request, the State may require a minimum of three
(3) and up to six (6) months to modify legacy extracts prior to any testing.
E.
Scope of Services
The following table provides the scope of services required for this project. This table is defined by
project work stream within major category with an appropriate identifier. Both State and Contractor
expectations are clearly outlined in their respective columns. The next three columns of the table
are designed to clearly communicate State, Contractor or Shared project responsibilities for each
major category. If an X is marked in either the State or Contractor column for a particular item, it is
expected that party will perform all or most of the activities for the project. If an X is marked in the
Shared column, the State and Contractor share equally in delivery of that item. An additional
column to the right is provided to further clarify scope in each area.
Table 15. Scope of Services
Scope of Services
Identifier
Workstream
Scope Item
State Involvement
Contractor
Involvement
S
T
A
T
E
C
O
N
T
R
A
C
T
O
R
S
H
A
R
E
D
Additional Scope
Clarification
Project Management Office (PMO)

P-1
Project
Administration
March 26, 2009

Addendum 1
The State has developed a

comprehensive project office to
support the project
infrastructure to manage the
day to day operations, including
the following:
The Contractor will

support project
administration
procedures and
processes.
Page 52
State of California

Scope of Services
Identifier
Workstream
Scope Item
State Involvement
P-2
Physical and
Information
Security
Agreement
P-3
Governance
P-4
Status Meetings
& Reporting
Onboard of project staff

Coordinate work space and
computers for all project
team members
Facilities Management
Budget/Fiscal Controls
Contract Management
State Reporting
Recruiting
The State currently has a

Governance Structure that
includes: Steering Committee,
Project Management Office,
Business Transformation
Council, and Business
Standardization Committee.
The State is responsible for the
overall management of these
groups and serves as the
primary contact for each.
The State will attend and
participate in weekly project
status meetings.
The State will participate in the
development of project status
reports, e.g., reports,
dashboards, overviews,
presentations, etc.
P-5
Project Staffing
The State has a team of over

100 experienced professionals
to support the project in the
following areas:
March 26, 2009

Addendum 1
Project Leadership
PMO
Functional
Technical
Organizational Change
Management
Contractor
Involvement
The Contractor shall
identify any additional
services (e.g.:
connectivity, VPN,
software, or hardware)
necessary to support the
Contractors project
The Contractor will
agree that all Contractor
staff will be informed of
and comply with the
physical and information
security standards
followed by the State
Controller's Office. The
standards assure the
confidentiality, integrity
and availability of the
States information
assets.
The Contractor will be
required to provide
project updates,
overviews, status
reports, and present
information as needed.
S
T
A
T
E
C
O
N
T
R
A
C
T
O
R
Additional Scope
Clarification
The Contactor will

attend and participate in
weekly project status
meetings.
The Contractor will
propose the Status
Report format, schedule,
and content to be used,
and will participate in the
development of the
project status reports.
The Contractor must
provide staff to support
required project roles,
work activities, and
management of their
respective teams based
on the defined scope of
services.
All proposed Contractor
resources resumes must
be submitted to the
S
H
A
R
E
D
The State and

Contractor teams will
collaboratively
prepare weekly
status reports for
project leadership.
The State requires a

commitment by the
Contractor to
maintain continuity of
staffing. Once
committed to the
project the proposed
staff is expected to
remain for the
duration of the role.
It is expected
Page 53
State of California

Scope of Services
Identifier
Workstream
Scope Item
State Involvement
Contractor
Involvement
State PMO for timely
review prior to starting
on the project.
S
T
A
T
E
C
O
N
T
R
A
C
T
O
R
S
H
A
R
E
D
Additional Scope
Clarification
resources approved
for the project will not
be removed except in
hardship situations.
The State has first
right of refusal on all
proposed Contractor
staff.
P-6
Project Library
P-7
Deliverables
Management
The States PMO will be

responsible for administering
and maintaining project library
for deposit of deliverables
project documents, project
archives, etc. The project
library will be comprised of both
hard copy and electronic
documents.
The PMO will be responsible for
managing the Deliverables
Management Process:
Timely review of submitted
deliverables
Coordinating state
comments/feedback
Review and Accept/Reject
Final Payment
The State will review and
comment on the proposed
timeline.
P-8
Implementation
Timeline
P-9
Project Schedule
The State will provide oversight,

direction, and support in
managing the project schedule.
The Contractor will

package (final copies)
and deliver all project
documentation,
deliverables or other
materials for deposit into
the Project Library.

required to adhere to the
Deliverable
Management Process;
e.g., submission
procedures, packaging
and delivery, timelines,
etc.

develop a high level
implementation timeline
that depicts a detailed
view of each month of
the project. This plan
should include the
various work streams,
activities, and timing
throughout the complete
deployment of the new
system.
develop and maintain
the master project
schedule.
deliver an update to the
project schedule within
two (2) weeks of
contract award.
It is the responsibility of
the Contractor to
implement a process for
obtaining updates from
team members.
March 26, 2009

Addendum 1
Solution must be in
concert with the
States tolerance for
risk.
The project schedule

will be updated
weekly over the life of
the project
The State has

elected to procure
Project Management
Support Services
from a separate
Contractor. This
Contractor will
provide the State with
scheduling support.
It will be the
responsibility of the
Contractor to work
seamlessly with the
Page 54
State of California

Scope of Services
Identifier
P-10
Workstream
Scope Item
Solution
Manager
State Involvement
Contractor
Involvement
The State has determined that

SAPs Solution Manager will be
a key tool to support the project.

required to lead the
State with the
implementation and
management of Solution
Manager to include all
available tools as
provided (Central
Monitoring, Change
Request Management,
Business Process
Monitoring, Support
Desk, Test Manager,
Configuration
management, etc.) on a
server provided by the
State.
The State will participate in

populating Solution manager to
support the project activities.
P-11
Legacy System
Administration
Existing legacy systems will

continue to be supported by
State staff
The State will inform the
Contractor of any changes to
existing legacy systems that
may require modifications
P-12
P-13
SAP Services
Future State
Environment
March 26, 2009

Addendum 1
During implementation, the

State will be responsible for
changes to existing systems to
support new interfaces required
by this project or changes
required by law or regulation.
The State will be responsible for
coordinating activities between
SAP and the State.
The State will assist the

Contractor in defining future
environment roles and
organizational needs
(centralized and decentralized)
It will be the
Contractor to obtain
SAP Solution Manager
training for both State
and Contractor project
staff
The Contractor will work
directly with the State to
determine changes that
will be required to
existing systems to
support the project.

required to provide
information as requested
to SAP for various
functions during the
project.

responsible to develop a
future state vision for
ongoing maintenance
and support.
S
T
A
T
E
C
O
N
T
R
A
C
T
O
R
S
H
A
R
E
D
Additional Scope
Clarification
PM Support Services
Contractor of the
States selection.
The State and the
Contractor will be
responsible for
training the State
operations staff on
the uses of Solution
Manager to support
production
operations.
A date will be
established to freeze
legacy system
modifications.
The State may

engage SAP to
perform various
reviews at intervals
during the project.
These activities
would be
independent of the
project.
People, processes,
and tools required to
support the future
should be clearly
outlined.
Page 55
State of California

Scope of Services
Identifier
Workstream
Scope Item
State Involvement
Contractor
Involvement
S
T
A
T
E
C
O
N
T
R
A
C
T
O
R
S
H
A
R
E
D
Additional Scope
Clarification
and responsibilities to use,

support, and maintain the
system.
Functional
F-1
Business
Blueprint
Validation
The State will assist as required

in all Blueprint validations
sessions.

responsible for capture
of all Blueprint
documentation and
confirming its
completeness. The
Contractor will be
responsible for
conducting all sessions
required to gather
additional information to
confirm requirements for
the new system. The
Contractor will provide to
the State detail agendas
and presentation
materials with profiles
for attendees two weeks
prior to commencement
of any session.
It will be the States

responsibility to provide subject
matter experts to assist with
validation of existing
documentation as well as issues
uncovered in the due diligence
process.
The State will provide

appropriate space to conduct
various meetings and sessions.
It will be the responsibility of the

State to assemble all key
stakeholders for the Contractor
to gather pertinent information
for Blueprint Validation
sessions.
F-2
Business
Configuration
March 26, 2009

Addendum 1
The State requires the

Contractor to provide
configuration knowledge
transfer through a defined
process.
final acceptance of knowledge
transfer and all Contractor
performed system

appropriate space to
conduct various
meetings and
sessions. It will be
the responsibility of
the State to assemble
all key stakeholders
for the Contractor to
gather pertinent
information for
Blueprint Validation
sessions.
the Contractor to
configure the
applications as defined
in the Scope of
Functionality.
It will be the
Page 56
State of California

Scope of Services
Identifier
Workstream
Scope Item
State Involvement
configurations. Functional teams
will assist in development of the
configuration of the system.
F-3
Business
Testing & Test
Plans
The State will provide a testing

team and lab facility to assist in
the testing effort.
During User Acceptance Testing
the State will take an active role
by inviting agencies and
departments to participate in the
system validation process.
Contractor
Involvement
knowledge transfer to
state staff regarding the
configuration that will
allow the State to
support the system in
post implementation
(stabilization).
The Contractor will
supply a testing team
that will develop scripts
using Mercury and
perform the following
types of testing:
Data Conversion
Unit
Integration (including
integration with
external agencies)
Payroll comparison
User acceptance
Stress/load.
System and
Performance (further
defined in this
document)
___________________
The Contractor must
propose all test plans for
the custom development
of the software,
including all
customizations,
modifications,
extensions and
configurations.
S
T
A
T
E
C
O
N
T
R
A
C
T
O
R
S
H
A
R
E
D
Additional Scope
Clarification
The State has

procured HP
(formerly Mercury)
Quality Center (Test
Director and
QuickTest
Professional) to
support testing of the
SAP system.
The State requires
that Quality Center
be utilized for scriptbased testing.
___________________
The Contractor will
design and develop test
scenarios, test variants,
test cases, test data,
and expected test
results. This includes
any data conversion
(extraction,
transformation, and
loading) necessary to
support testing.
The Contractor will
identify tool(s)
necessary to migrate
data in support of testing
and will provide
March 26, 2009

Addendum 1
Page 57
State of California

Scope of Services
Identifier
F-4
F-5
Workstream
Scope Item
Business
Report
Development
Business
Workflow
State Involvement
The State will provide any

relevant current reports from the
legacy system for validation
against the business
requirements and materials
provided in the project library
from design.
F-7
Business
Adobe
Interactive
Forms
Business
Customization
March 26, 2009

Addendum 1
The Contractor will

provide tool(s) and
expertise necessary for
comparison of SAPgenerated payroll results
and Legacy-systemgenerated payroll
results.
It will be the
Contractor to gather and
utilize State specific data
to be used during the
testing phase.
The Contractor will
develop and test up to
100 reports.

final acceptance of all reports.
The State has determined SAP
workflow will be enabled for 3
workflow business functions.
The State has determined three

(3) Adobe Interactive Forms will
be required for the new system.
The State will contribute to the

validation, configuration,
development and testing
process of the required Adobe
forms.
State to assist with the
confirmation or rejection of
S
H
A
R
E
D
Additional Scope
Clarification
It is the responsibility of the

State to confirm the use and
validity of each report prior to
any work effort started by the
Contractor.
The State will contribute to the

development and testing of the
required workflows.
F-6
Contractor
Involvement
expertise necessary to
utilize the tool (e.g. SAP
TDMS).
S
T
A
T
E
C
O
N
T
R
A
C
T
O
R

responsible for
of three (3) work flows
as outlined in the
Procurement Library.
It is anticipated
revalidation of the
required three (3)
work flow
specifications will be
required.

responsible for
and testing of three (3)
Adobe Interactive forms
as defined in the
Procurement Library.
It is anticipated
revalidation of the
required three (3)
Adobe Interactive
forms will be
required.
It will be the
Contractor to implement
It is the goal of the

State to minimize
software
Page 58
State of California

Scope of Services
Identifier
Workstream
Scope Item
State Involvement
existing customizations.
Contractor
Involvement
develop and thoroughly
test the customizations.
S
T
A
T
E
C
O
N
T
R
A
C
T
O
R
S
H
A
R
E
D
Additional Scope
Clarification
customizations, adopt
industry best practice
and entertain
workable solutions
that do not require
customization of the
software.
A final list of
customizations
currently in scope will
be confirmed during
the Stage I process
The State anticipates
some customizations
will be required to
meet various state
statutes.
Currently 83
customizations have
been identified and
documented.
Technical
T-1
T-2
Business
Intelligence
Operational
Recovery
March 26, 2009

Addendum 1

sessions for development of a
Business Warehouse
/Intelligence strategy.
The Contractor will

propose a strategy for
integrating SAPs
Business Warehouse as
an integral part of the
project.
A final list of customizations

currently in scope will be
confirmed during the Stage I
process.
The State will provide expertise

on the current reporting tools,
processes, and data that is
provided to stakeholders.
The State will provide existing

Operational Recovery
requirements, agreements, and
legacy processes.

develop comprehensive
data retention/archiving
strategy for the
MyCalPAYS system.
The Contractor will
review the SAP strategy
and identify any process
and tool improvements
necessary to support the
design.
Prior to the initial SAP

deployment (pilot), the
The State has not yet

adopted a strategy
for Business
Intelligence
SAP proposed an
Operation Recovery
strategy (that does
not include highavailability services).
The State augmented
the original SAP
strategy.
Page 59
State of California

Scope of Services
Identifier
T-3
Workstream
Scope Item
Disaster
Recovery (DR)
State Involvement

development of a disaster
recovery plan for SAP.
States project team to interface
with the States data center for
disaster recover and planning.
Contractor
Involvement
Contractor will facilitate
the development and
successful testing of
operational recovery
processes.
S
T
A
T
E
The Contractor is
responsible for business
continuity until the entire
system has been
deployed.
The Contractor will
direct in the planning,
of MyCalPAYS system
disaster recovery.
Data Conversion
Strategy &
Cleansing

extracting and cleansing all
legacy system data in
preparation for loading to SAP.
A complete disaster
recovery test must be
completed prior to first
agency deployment.
The State will assist in the

validation of legacy data that
has been loaded into SAP
ERP/BI.
T-5
Hosting
March 26, 2009

Addendum 1
The State will host the

MyCalPAYS system including all
components and environments.
The State will provide networks
and communications lines to
connect with the hosted
equipment.
The Contractor will

provide and execute a
data conversion strategy
as part of planning and
implementation. The
planning will include
identification of SAP
required data that is not
available in the legacy
systems and planning
activities necessary to
acquire the additional
data.
responsible for
transformation and
loading of all cleansed
legacy data into the SAP
ERP/BI systems.
The Contractor will
comment on any hosting
irregularity that might
affect the project
including the sizing of
the existing system
environments.
S
H
A
R
E
D
Additional Scope
Clarification
Deployment will not

commence until
satisfactory disaster
recovery and
business continuity
requirements are met
for the project.
The Contractor will

continue to lead disaster
recover tests as well as
business continuity
annually until the entire
system has been
deployed.
T-4
C
O
N
T
R
A
C
T
O
R
The schedule for

disaster recovery
testing must be
negotiated with the
State Data Center
and the provider
(IBM). Current
practices provide only
2 windows per year
to conduct this
testing.
In some instances,
data cleansing may
occur after
conversion (during
cut-over activities)
because the data
cannot be cleansed
in the Legacy
systems.
This landscape
includes the existing
project infrastructure
and the planned endstate infrastructure.
Page 60
State of California

Scope of Services
Identifier
T-6
Workstream
Scope Item
Interfaces &
Integration with
External
Systems
State Involvement
The State will assist the

Contractor in validating the
interfaces that integrate external
systems with MyCalPAYS.
T-7
Portal
The State will assist with the

building of the Portal solution.
T-8
ESS/MSS

design and building of the
ESS/MSS solution.
The State assumes

responsibility for deploying the
ESS/MSS system to the
remaining population of
employees.
March 26, 2009

Addendum 1
Contractor
Involvement
During the Stage I effort,
the Contractor will
review the system
landscape for size,
function, and
performance when
compared to the prior
integrator provided
design.
responsible for
validating, developing
and testing of all
interfaces documented
in the prior design. This
validation includes the
complexity level of each
interface, and the
utilization of the PI
environment.
S
T
A
T
E
C
O
N
T
R
A
C
T
O
R
X
S
H
A
R
E
D
Additional Scope
Clarification
It is anticipated there
are approximately
123 interfaces.
These interfaces
support
approximately 1200
files exchanged with
external entities each
month.

responsible for
validating potential
integration with External
Systems.

expected to build, test
and tune the SAP Portal
solution to support the
deployment of the new
system. This includes
development of the
portal real estate using
the product branding
previously designed by
the State (see project
branding Item O-8).
expected to configure,
develop, and test the
SAP ESS/MSS solution.
Time collection
applications exist in
approximately 15
agencies and
departments.
The interfaces are a
mixture of high,
medium and low in
complexity.
The State has
determined the portal
including ESS/MSS
will not be deployed
to the general
population of
employees.
Due to a variety of
constraints, the State
has determined that
ESS/MSS will be
deployed to a limited
population of
employees.
Currently, this
population should be
agency HR/Payroll
users, timekeepers
and super users. It is
estimated the
deployment
population is
approximately 30,000
Page 61
State of California

Scope of Services
Identifier
Workstream
Scope Item
State Involvement
T-9
Data Security
The States technical team will

assist in the development of
data security model.
T-10
Security
The State will provide SCO and

State security policies,
practices, requirements, and
guidelines.

provide a
secure/encrypted
solution between endusers desktops to SAP
servers for all SAP
transactions, including
interfaces, reports, etc.
The Contractor will
direct in the
assessment,
identification, validation
and remediation of
solution security
including hardware and
software.
The State will assist with

developing all security profiles.

responsible for
developing and
maintaining all security
profiles through project
deployment.

responsible for building
the necessary
components from the
State provided
information (processes,
policies and regulations)
to support the
segregation of duties
within the scope of the
SAP system.The
Contractor is
responsible for the
implementation activities
(definition, design,
implementation, etc.) of
processes and tools
necessary to ensure
appropriate segregation
of duties.
identify processes and
tools necessary to
perform system
(complete integrated
testing of all productionready components
together) and
T-11
Segregation of
Duties
The State staff will provide

knowledge of State processes,
policies, and regulations. and
clear definition of roles for
segregation of responsibilities.
T-12
System
Performance
Measurement
and Testing
Tools
The State will participate in the

various performance
measurement and testing tools
exercises. It is anticipated the
State will receive satisfactory
training to operative them if
required.
March 26, 2009

Addendum 1
Contractor
Involvement
S
T
A
T
E
C
O
N
T
R
A
C
T
O
R
S
H
A
R
E
D
Additional Scope
Clarification
users.
The State has not

finalized
Performance
Monitoring and
Measurement Toolset
be used for the
project.
Page 62
State of California

Scope of Services
Identifier
Workstream
Scope Item
State Involvement
Contractor
Involvement
performance (stress,
load, throughput) testing
S
T
A
T
E
C
O
N
T
R
A
C
T
O
R

expected to provide
relevant expertise. For
the performance
monitoring and testing
tools identified and to
provide expertise in
integrating these tools
as needed with SAP
software.
T-13
Readiness
The State will provide the

minimum requirements and
assess user/desk top readiness
with agencies and communicate
the minimum requirements and
testing required prior to
deployment.
The Contractor is
expected to provide
knowledge for operating
and transferring
knowledge to State
employees during
various phases of
project testing.
The Contractor will
determine to determine
the minimum
requirements needed for
landscape/environment
readiness and will be
responsible for
monitoring all readiness
activities on the project
plan while ensuring that
stress/load testing,
performance monitoring,
tuning, etc. are
completed as needed.

State to communicate to State
agencies the minimum
requirements needed for
landscape readiness.
March 26, 2009

Addendum 1
Additional Scope
Clarification
Recommendations
from the Contractor
regarding additional
tools that should be
used during this
project to monitor and
tune the SAP
landscape and
technical stack,
manage desktop
software or to
manage other
technical areas
should also be
proposed by the
Contractor.
The Contractor will

provide an example of
hardware standards
from a prior project that
supported a successful
implementation of the
size of the MyCalPAYS
project.
The State will establish
timelines for agency compliance
and regularly monitor progress
of departments and agency
progress.
S
H
A
R
E
D
Page 63
State of California

Scope of Services
Identifier
T-14
Workstream
Scope Item
Solution Stack
and Landscape
State Involvement
The States data center will
have primary responsibility for
the procurement, setup,
configuration, testing, tuning,
performance monitoring and
security of all infrastructure
items.
The State will provide resources
and oversight for these areas:
Database management systems
(logical design) and application
software (core ERP software
and 3rd-party components).

assistance with implementing
changes to the system
landscape design or hardware
sizing recommendations.
Contractor
Involvement
expected to provide
input and options to the
State regarding the
following infrastructure
items:
Platform Architecture
Applications
Management
(Functional,
Technical)
Database
Management
(Physical, Logical)
Testing/Tuning
processes and tools
Systems
management
processes and tools
(e.g., configuration
management,
backup/recovery,
monitoring,
reporting, etc.)
Documentation
(SLAs, policies, etc.)
Help Desk Services
Disaster Recovery
High Availability
Business Continuity
Agency Readiness
Assessments
The Contractor will
implement any
landscape design or
hardware sizing
changes based upon the
recommendations
provided in their
proposal response.
S
T
A
T
E
C
O
N
T
R
A
C
T
O
R
S
H
A
R
E
D
X
Additional Scope
Clarification
At go-live, the
Contractor will have
the primary
responsibility for
operation of the
infrastructure and
application software.
The Contractor will
also be responsible
for planning and
executing transition
activities to the State
staff by final
implementation
March 26, 2009

Addendum 1
Page 64
State of California

Scope of Services
Identifier
O-1
Workstream
Scope Item
Deployment
Schedule and
Strategy
State Involvement
Using its expertise (e.g.,
knowledge of the States
working environment, human
resources programs, labor, etc.)
the State will identify and
provide resources for
deployment of the system. The
State has adopted a plan that
supports an initial pilot for the
Office of the State Controller
with subsequent deployments to
various agencies.
The State will review the

proposed deployment plan and
comment on its applicability due
to the States tolerance for risk.
O-2
Post
Implementation
Support
(Deployment)
The State will assist with and

provide feedback in the
development of an acceptable
post implementation plan.
Contractor
Involvement
The Contractor must
develop at least one
detailed deployment
strategy in their
proposal. This analysis
must identify the pros &
cons of issues relating to
a particular solution as
well provide mitigation
strategies designed to
ensure a successful
project deployment. The
analysis should also
consider and discuss the
impact of deployment
activities on department
staff (end users) and
project staff, e.g.,
communications,
resources, work effort,
expertise needed by
both departments and
the project team. The
analysis should also
propose the tools,
guidebooks, staffing
(project and
department), timelines,
etc.
Examples of other
successful projects of
similar size and scope
should be cited.
Utilizing a Knowledge
Transfer Plan, the
Contractor must prepare
the State to assume the
operational and support
needs of the new
system after completion
of the phased
deployment.
S
T
A
T
E
C
O
N
T
R
A
C
T
O
R
X
S
H
A
R
E
D
Additional Scope
Clarification
It should be assumed
that the State will
assume operation
and support the
system after
completion of the
phased deployment.
.
The Contractor will

provide at least 12
months of technical and
functional post
implementation support.
O-3
Knowledge
Transfer Plans
March 26, 2009

Addendum 1
State Workstream Leads and

Team Leads will collaboratively
The Contractor should

propose a schedule for
ramp-down of resources
that coordinate with the
multiple deployments of
SAP to various
agencies.
The Contractor will
develop knowledge
The goal of the

knowledge transfer
Page 65
State of California

Scope of Services
Identifier
Workstream
Scope Item
State Involvement
with the Contractor to identify
knowledge areas and goal
dates. The State will complete
self-evaluations for
competencies acquired.
Contractor
Involvement
transfer plans for all key
personnel and perform
evaluations at regular
(three month minimum)
intervals.
S
T
A
T
E
C
O
N
T
R
A
C
T
O
R
S
H
A
R
E
D
Additional Scope
Clarification
plans is to prepare
the State to maintain
and effectively use
the MyCalPAYS
without consultant
support after the
implementation. To
accomplish this goal
of State self-reliance,
the State support
staff must acquire
adequate knowledge
and skills and
demonstrate the
ability to perform
project support tasks.
The knowledge
transfer
measurement results
are not meant to be
part of SCO
employee
performance
evaluation, rather the
results are meant to
gauge the progress
toward SCOs self
sufficiency as it
relates to managing
and maintaining the
SAP HR/Payroll
system.
O-4
User Acceptance
Testing
The State will develop a user

acceptance team by inviting
agencies and departments to
participate.
The State will lead the user
acceptance testing with
significant support from the
Contractor.
O-5
End User
Training
Materials
Development
The State will assist Contractor

with development of the end
user training materials, including
curriculum, required training
presentations and end user
training aids.
The Contractor will

assist in the user
acceptance testing
process.
the Contractor to
develop various testing
materials and populate
the system with data to
simulate a live
environment.
responsible for the
development of all end
user training materials
including curriculum,
required training
presentations and end
user training aids.
It will be the
March 26, 2009

Addendum 1
The Contractor will

support the User
Acceptance Testing
process by providing
agency specific data
to analyze, perform
multiple iterations of
testing and assist as
needed in the sign off
process.
The State may at its

discretion contract
with other third
parties for
reproduction of end
user training
materials and
storage.
Page 66
State of California

Scope of Services
Identifier
O-6
Workstream
Scope Item
State Involvement
End User
Training Delivery
Delivery of end user training will

be the responsibility of the
States training organization and
may be augmented with third
party support.
Contractor
Involvement
Contractor to work
seamlessly with any
Contractor selected by
the State.
The Contractor will
support the training
effort through knowledge
transfer sessions.
Reproduction of training
materials and storage will be the
responsibility of the State.
S
T
A
T
E
Project Web Site

managing the project web site.
O-8
Project Branding

developing project branding.
The MyCalPAYS logo and
branding will continue with the
project.
O-9
Organizational
Change

collaborating with external,
State Agencies and
departments, and the
Contractor to deliver change
management services.
Additional Scope
Clarification

discretion determine
to contract with other
third parties for
project or other end
user training.
If required, the State
will develop training
facilities at multiple
locations across the
State.
X
The Contractor will

support and contribute
to the design and
development of
materials to be hosted
on the project web site.
It will be the
content on an ongoing
basis to populate the
project web site.
the responsibility of the
Contractor to utilize
approved Project
templates for all project
documents.
The Contractor will not

be required to provide
change management
services unless
specified.
It will be the
Contractor to work
seamlessly with any
March 26, 2009

Addendum 1
S
H
A
R
E
D
It will be the
Contractor to work
seamlessly with any
the State.
O-7
C
O
N
T
R
A
C
T
O
R
It is assumed the
project will move
forward with
MyCalPAYS as its
official logo and
utilize the blue and
green colors of the
State Controllers
office.
The State reserves
the right to separately
contract for change
management
services. These
services may include
but are not limited to:
Organizational
Change Management
Assessments, Role
Definition, and Job
Page 67
State of California

Scope of Services
Identifier
Workstream
Scope Item
State Involvement
O-10
RWD-uPerform

development of training
materials using uPerform.
O-11
Communications

collaborating with and
supporting the selected
Contractor, in the development
and delivery of communications.
The State will serve as the
representative of the Project in
meetings, presentations, etc.
Contractor
Involvement
the State.
The Contractor will
direct the activities of the
RWD - uPerform to
develop document
standards and
templates, publishing
and administrative
processes and generate
project documentation
(i.e. BPP, testing scripts,
as well as other
functionality).
The Contractor will
recommend, internal
and external, a
communications
strategy. This strategy is
not limited to printed
materials. It should also
consider approaches for
web communications,
newsletters, stakeholder
meetings, letters, etc.
It will be the
Contractor to work
seamlessly with any
the State.
F.
S
T
A
T
E
C
O
N
T
R
A
C
T
O
R
S
H
A
R
E
D
Additional Scope
Clarification
Impact Assessment
(e.g. Job Analysis,
Workforce Planning,
etc.)

discretion determine
to contract with other
third parties for
communications
support activities.
Supplemental Software Tools
The State has determined that additional project tools may be required to complete the 21st Century
Project. Bidders must propose tools to support the following gaps for the project. Bidders must
clearly articulate their use, functionality and associated costs. If the selected Bidder plans to use
proprietary tools from a third party vendor, the Bidder must indicate if the tool will be transferred to
the State at the end of the project or provide the cost to procure and maintain those tools. The
State may choose to purchase any or all of the tools proposed by the Bidder to fill gaps either from
the Bidder at the proposed cost or from another third-party provider.
1. Time Reporting The State will require all project team members (State and
Contractor) to input their respective time worked against various project deliverables.
The State requires a comprehensive web based tool that allows each project team
member to input their time electronically and provides reporting for each of the project
teams at a detail and summary level.
March 26, 2009

Addendum 1
Page 68
State of California

2. Payroll Comparison Testing The State requires a comprehensive payroll comparison

testing effort of the SAP system prior to deployment. In addition to HP Quality Center,
the State realizes a payroll comparison tool will be required to perform simulation
activities with extracted data from the legacy systems. This tool will primarily be used by
the testing team on an iterative basis to simulate segmented comparisons in a user
friendly environment.
3. Secure Web Based Document Repository The State realizes secure access to
electronic project documents is important to the success of the project. It also realizes
project artifacts (PowerPoint, Word, Excel, Visio or other formats) must be housed in a
variety of formats. These documents should be able to be easily deposited and allow
secure access for various members of the core and extended project team. Access to
documents should support multiple levels of authorship.
4. Learning Management System The State believes training is key to a successful
deployment of the SAP system. Currently, the State does not have a complete learning
management solution. The States learning strategy is to provide role-based training that
includes instructions on completing SAP transactions, as well as the associated
business processes and policy changes. This tool should be provided in a web based
environment and allow for the scheduling of employees to register and attend computer
based and instructor led classes.
5. Organizational Charting Tool - The State realizes an Organization Charting Tool will be
important to validating the agency/department structures initially and support the
ongoing changes to departments and agencies. The proposed tool must have a certified
interface with SAP ECC 6.0. Data must be able to be loaded and merged from sources
other than SAP. It must support a user friendly graphical user interface and provide the
ability to chart at multiple points in time. The tool must also support the States SAP
security model.
6. Data Migration Tool The State requires a toolset to allow for the enhanced capability
of the migration of data between SAP environments. This tool must provide rapid
extraction, segmented copies and data manipulation functions within the SAP
environment.
In addition to the above tools, Bidders may recommend additional tools that they feel may be
required to successfully complete the project.
G.
Proposal Format
This section describes the proposal format required for Stage II Contractors to submit for final
evaluation. Format instructions must be followed, requirements must be answered and required
information must be supplied. Each Bidder is responsible for providing sufficient information and
documentation for the proposal to be thoroughly evaluated. Failure to do so may result in lower
scores or rejection of the proposal.
The pages in the proposal must be standard 8.5 x 11 paper, except for chart, diagrams, etc., which
may be foldouts. If foldouts are used, the folded size must fit within the 8.5 x 11 format. Each
volume of the Contractors Proposal for Integration Services must be provided separately in an
appropriately sized 3 ring binder. Double-sided printing is preferred.
March 26, 2009

Addendum 1
Page 69
State of California

It is the Bidders responsibility to ensure its proposal is submitted in a manner that enables the
State Evaluation Team to easily locate response descriptions and exhibits for each requirement.
Page numbers must be located in the same page position throughout the proposal. Figures, tables,
charts, etc. must be assigned index numbers and must be referenced by the numbers in the
proposal text and in the proposal Table of Contents. Figures, etc., must be placed as closed to the
text references as possible.
1. Proposal Format and Content

Each proposal container must be sealed and labeled as follows:
Name of Bidder
Stage II Proposal for Integration Services
The following must be shown on each page of the proposal:
Name of Bidder
Stage II Proposal for Integration Services
Proposal Volume Number
Page Number
In addition, Bidders must meet the following requirements:
The proposal container must be completely sealed. All copies must be submitted by the
dates and times specified in Table 13. Stage II Key Action Dates.
The Bidder must submit eight (8) copies Volume 1 and Volume 2 of the Proposal. One
(1) complete set of required volumes must be clearly marked MASTER COPY.
The Bidder must submit one (1) copy of Volume 3 of the Proposal.
One (1) copy of the entire Proposal, in either Microsoft Word or searchable PDF, must
be submitted on Compact Disc (CD) and enclosed with Volume I
The Master Copy must contain an original signature or initial wherever a signature or
initials is required. Bidders are requested to provide signature and initials in blue ink, to
allow the original to be distinguished from copies.
Volume I- Response to Requirements

Tab 1 Administrative Requirements Response
Tab 2 Functional and Technical Requirements Response
Tab 3 Proposed Staffing
Tab 4 Appendices
Volume 2 Costs
This volume must contain Bidder costs.
Volume 3 Contract
This volume (a single master copy) must contain four (4) copies of the contract.
2. Volume 1- Response to Requirements

This volume must contain the following items:
March 26, 2009
Addendum 1
Page 70
State of California

TAB 1 ADMINISTRATIVE REQUIREMENTS RESPONSE

This Tab must contain the following:
a.
b.
c.
d.
e.
f.
g.
h.
Cover Letter
Payee Data Record
General Liability Insurance Certificate
Workers Compensation Liability Insurance Certificate
Secretary of State Certification
Bidding Preferences and Supporting Documentation, if applicable
California Disabled Veteran Business Enterprise (DVBE) Response
Commercially Useful Function Statement
TAB 2 FUNCTIONAL AND TECHNICAL REQUIREMENTS RESPONSE

a. Executive Summary In this section the Bidder must describe their understanding of
the States current situation and how the services of their organization are well suited to
deliver success for this important project. Examples should be cited for successfully
delivered large projects of similar size and scope to this project, the Bidders
commitment to public sector, human capital management and SAP integration services.
The Executive Summary must not exceed ten (10) pages. Pages submitted exceeding
the maximum will not be considered by the evaluation committee.
b. Project Scope - In this section the Bidder must provide a narrative description of their
understanding of the project. The use of diagrams and pictures is highly encouraged.
Since the project has numerous accelerators available, Bidders should clearly
communicate what benefits, if any, will be provided to start-up the project in an in
progress mode. This section must clearly define what accelerators from the States
current project will be utilized, if any, and how, if any are utilized, the accelerators will
reduce the time to complete the project. Findings from Stage I, Deliverables 1 and 2,
should be used to outline accelerators or critical issues identified if they materially alter
the scope of the project.
c. Proposed Approaches, Process and Procedures In this section the Bidder must
describe the approach that they will use to complete this work. Please address the
following areas, along with additional areas which differentiate your firm from other
providers:
Implementation Service
Project Management
Integration
System Design
March 26, 2009

Addendum 1
Description
Activities associated with planning, coordinating and managing the project
schedules, resources, relationships, and problems. Include a description
of the methodology your firm will use highlighting accelerators, extensions
and adaptations to the standard ASAP methodology.
Activities performed to validate that the solution meets the functional and
technical requirements standards.
Page 71
State of California
Implementation Service
Software Configuration and
Development
Configuration Control
Management
Testing
System Deployment
Training and Knowledge

Transfer
Organizational Change
Management
Production Support
Post System Acceptance

Support
Supporting Tools
Other

Description
Activities associated with the configuration of State business rules in SAP,
module-to-module integration, development of interfaces, and
programming customizations, modifications or extensions that deliver the
required functionality and performance.
Activities associated with changes to the functional, software and
hardware baselines.
Activities associated with ensuring end-to-end business processes and
applications (SAP and interfaces to non-SAP) have been properly tested.
This will include unit, integration, payroll comparison, and stress testing
activities
Activities associated with the site preparation and installation of
components to the production environment. The Bidder must provide a
narrative description and timeline of their proposed method for deploying
the system. Bidders should explain why they have selected a particular
deployment approach and any associated challenges. Issues regarding
cutover and interim transition must be discussed. Bidders should bear in
mind that when this system is fully deployed, it will be the largest SAP
public sector payroll in the United States. The State is risk adverse and is
looking for deployment approaches that mitigate risk, reduce costs and
will demonstrate success. Bidders must clearly articulate the roles of the
Contractor and the State during cutover.
Activities associated with the transfer of functional, technical and
operational knowledge of the new system for successful ongoing use,
operation, development and support of all components of the solution. A
detailed description of all education and training, both end user, technical
and project team required for this project should be explained.
Highlight activities incorporated into the ASAP methodology which relate
to organizational change management. Expand on these activities as
needed to explain your firms approach to providing necessary services to
the State.
The State recognizes that production support begins as soon as the first
major group of employees is live on the new system. In this section the
Bidder should clearly communicate a plan, through narrative description
and diagrams, as to how they plan to support this transition and
knowledge transfer.
The State understands that due to a variety of factors, the MyCalPAYS
system support organization may require additional functional and or
technical assistance post system acceptance from the Contractor. Bidder
should provide details on how they would provide this assistance and
what factors will be used in determining the appropriate level of support
required (e.g. onsite or offsite)
Tools the Bidder will bring as project accelerators should be detailed and
their value to the project identified. It must be clearly communicated if
these tools become the property of the State at the end of the project.
Additional Implementation Services as suggested by the Contractor
d. Functional Design Changes In this section the Bidder must commit to provide, or
enumerate any changes to, the functional requirements/design (see RFP Section
IV.D.1).
e. Technical Requirements In this section the Bidder must enumerate any changes to
and commit to meet the technical requirements. The Bidder must also enumerate any
March 26, 2009
Addendum 1
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State of California

changes to the existing landscape design recommendations or modifications to

hardware sizing (see RFP Section IV.D.2).
f.
Project Constraints - In this section the Bidder must enumerate any changes to and
commit to meet the project constraint requirements (see RFP Section IV. D.3).
g. Agreement to Scope of Services In this section the Bidder must commit to providing
the scope of services, including all necessary Contractor staffing, included in the RFP
(see RFP Section IV.E).
h. Project Plan (Microsoft Project version 2003) In this section the Bidder must submit a
high level timeline of activities in addition to the MS Project work plan. Use of Gantt
charts depicting the various work stream activities over time is highly recommended. A
detailed work plan must be provided with a Work Breakdown Structure, level 3, which
includes a sequencing of major business and technical phases and activities along with
the deliverables resulting from the work, the person-days involved in the work and the
schedule/timetable for completing the project in its major phases or parts.
i.
Response to Supplemental Software Tools In this section the Bidder must provide
details for each of the proposed requested tools described in Supplemental Software
Tools (see RFP Section IV.F). Bidders must clearly articulate their use, functionality,
vendor/manufacturer of tool with appropriate release/version and associated costs. If
the selected Bidder plans to use proprietary tools from a third party vendor, the Bidder
must indicate if the tool will be transferred to the State at the end of the project or
provide the cost to procure and maintain those tools.
TAB 3 Proposed Staffing

a. Prime Bidders Subcontracting Relationships In this section the Bidder must clearly
outline a series of key factors regarding their firm, associated subcontractors for this
project, and proposed staffing. Proposals must clearly outline any Bidder subcontracting
relationships the Bidder plans to utilize to staff the project. A subcontracting relationship
is defined as any subcontractor that will potentially provide at least 10% of the resources
for the project team. Any firms not identified in the proposal will be subject to an
approval process once the project commences. In addition, Bidders should clearly
identify what ratio of project personnel will provided through their employees.
b. Project Staffing In this section the Bidder must clearly identify staffing proposed for
the project. Bidders must provide a staff loading chart by project phase outlining the staff
by month over the life of the project. A table including each key team member by area
with their role should be included.
Detailed resumes for all proposed team members should be included in the Volume 2
Appendix. Resumes should clearly indicate whether resources are provided by the
Bidder or through teaming partners. Details regarding the States existing project staff
are provided in Section II.2 of the RFP. The States ultimate project goal is to develop a
strong team that will be able to support the new system as the project implementation
phase draws to a close.
March 26, 2009
Addendum 1
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State of California

At a minimum the following subsections should be included:

1. Identification and description of teaming relationships, including staffing ratios of
Bidder and subcontractors.
2. A diagram of the proposed project staffing structure and reporting/governance
structure. The diagram should show the key Bidder, subcontractor (if applicable),
and corresponding State staffing.
3. Identification of all proposed key project personnel, including subcontractor staff.
The State reserves the right to approve or disapprove any change in the awarded
Contractors project team members whose participation is specifically offered in
the proposal. This is to ensure that resources have the requisite skills and
expertise needed by the project and that resources with vital experience and
skills are not arbitrarily removed from the project by the Contractor.
Each proposed Key Personnel must have a minimum of 24 months of experience
working on SAP project implementations within the proposed role area. For
example, the proposed SAP Functional Team Lead must have a minimum of 24
months (2 years) working as an SAP Functional Team Lead.
Key Personnel are defined by the following roles to be included at a minimum:
Project Manager
Functional Team Lead
Personnel Administration (PA) Lead
Organizational Management (OM) Lead
Benefits Administration (BN) Lead
Payroll (PY) Lead
Time Management (TM) Lead
Financials/Controlling (FI/CO) Lead
Technical Team Lead
ABAP Development Lead
Infrastructure/Netweaver Lead
Portal Lead
Business Intelligence (BI)/Reporting Lead
Security Lead
Testing Team Lead
Deployment Team Lead
End User Training Lead
The Bidder must complete EXHIBIT- 9: Stage II Assessment Staffing Matrix to

document Key Personnel experience.
March 26, 2009
Addendum 1
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State of California

4. The State recognizes that there is value-add if members of the Bidders proposed
team have previous experience working together on a SAP implementation
project. The Bidder must complete EXHIBIT- 10: Stage II Prior Working
Relationships to document prior work experience.
5. The State recognizes that there is value-add if members of the Bidders proposed
team performed in one of the Key Roles of the Stage I contract. The Bidder must
complete EXHIBIT- 11: Stage II Proposed Staff that worked on Stage I to
document this experience.
6. Include a staff loading chart detailing all resources (Bidder and State) that will be
assigned to the project, the total hours by month by phase of the project. Include
appropriate subtotals and grand totals.
Staff Loading Chart
March
Jane Doe
February
SAMPLE
HR Team Lead
January
December
PRIMARY VENDOR - Resource Name
November
PRIMARY VENDOR Resource Role
Est.
Hours
Est.
Hours
Est.
Hours
Est.
Hours
Est.
Hours
1
Subtotal hours (by vendor resource)
February
March
SAMPLE
HR Team Lead
January
December
SUBCONTRACTOR - Resource Role
November
SUBCONTRACTOR
-Resource Role
Est.
Hours
Est.
Hours
Est.
Hours
Est.
Hours
Est.
Hours
1
Subtotal hours (by subcontractor
resource)
Total Hours:
Total Project Cost:
Blended Hourly Rate:
Bidders must repeat the table structure above to provide staff loading for State staffing
recommendations.
March 26, 2009

Addendum 1
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State of California

TAB 4 APPENDICES
In this section, the following information should be included; at a minimum (the Bidder may
provide other information pertinent to the project and the selection process that may not have
been required previously):
a. Resumes Resumes for key personnel proposed for the project.
b. Literature Any marketing collateral related to proposed commercial off the shelf
software tools.
3. Volume 2 Costs
The Bidder must complete EXHIBIT- 8: Stage II Cost Workbook, with the following information:
a. Deliverables by Phase and Cost The State will pay for the one-time realization, final
prep, and go-live phases through deliverables submitted by the Bidder. Each deliverable
will be submitted through a timely process that will allow both the State and Bidder to
define and deliver a quality product. For proposal purposes, the Bidder must submit a
deliverables list for each component of the project. This should be submitted in
Microsoft Word format with the following elements:
Deliverable Title
Deliverable Description
Deliverable Format (Word or PowerPoint)
Estimated Contractor Hours to Complete
Estimated State Hours to Complete
Estimated Delivery Date
Responsibility (by Workstream)
Deliverable Cost
Include appropriate subtotals and grand totals.
The totals for these deliverables should clearly match to the total project hours in the
Staff Loading Chart.
b. Supplemental Software Tools The Bidder must propose supplemental COTS tools to
support the development and implementation of MyCalPAYS. Should the Bidder propose
any software supplied under the Software Licensing Program (SLP) administered by the
Department of General Services, Procurement Division, the State will require the use of
an SLP contract to procure the software. Bidders must use the SLP contracts costing
structure to develop their Costs Proposal. For Microsoft products, the Bidders must use
the Microsoft Select Agreement State and Local contract, not the Microsoft Academic
Select contracts. Refer to the following website to obtain the appropriate information:
http://www.pd.dgs.ca.gov/masters/slp.htm
If the proposed tools are not provided under the SLP, the Bidder must propose the cost
to provide the tool directly. It will be the States option whether to procure the tool from
the Bidder or directly from another third party provider.
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State of California

The Bidder must clearly identify the software tool, version, licensing model, proposed
license and purchase cost. The Bidder must also include the annual maintenance cost
for a period of five (5) years.
c. Labor for Unanticipated Tasks The State anticipates that during the contract period,
legislative and/or program changes may necessitate application modifications, and/or
the State may require unanticipated assistance in implementing MyCalPAYS. This
support must be structured in terms of a fixed blended hourly rate for consulting services
that will be used to support change requests. These costs will be used to create work
authorizations for specific tasks, as needed, on a time and materials basis, using the
fixed blended labor rate proposed by the Bidder.
For evaluation purposes, the State has established 2,000 hours as the approximate
number of hours for unanticipated work. These hours are in no way binding and do not
commit the State to actual amounts of work required in the future, nor does it commit or
limit the State to a specific number of hours per year.
d. Labor for additional Maintenance and Operations Support The State anticipates
that during the contract period after system acceptance, the State may require
assistance in maintaining and operating MyCalPAYS. This support must be structured in
terms of a fixed blended hourly rate for consulting services that will be used to support
the State. These costs will be used to create work authorizations for specific tasks, as
needed, on a time and materials basis, using the fixed blended hourly rate proposed by
the Bidder.
For evaluation purposes, the State has established 10,000 hours as the approximate
number of hours for maintenance and operations support. These hours are in no way
binding and do not commit the State to actual amounts of work required in the future, nor
does it commit or limit the State to a specific number of hours per year.
4. Volume 3 - Contract
This volume (a single master copy) must contain four (4) copies of the contract contained in
EXHIBIT- 12: Stage II Contract. Each copy must contain an original signature. The Contract
must be reproduced on single-sided pages.
I. Evaluation and Selection

1. Introduction
This section outlines the process the State will follow in evaluating proposals submitted by
Bidders in response to this RFP. The evaluation is multi-step process comprised of a thorough
review of each proposal to determine the response that offers the best value to the State. The
evaluation process may include a Best and Final Offer process, if it is determined to be in the
best interest of the State. The best value proposal is defined as the response that meet all
requirements set forth in this RFP and offers the State the best combination of value as
determined through the evaluation process specified in this section.
2. Receipt of Proposals
Complete proposals must be delivered by the dates and times specified in Table 13. Stage II
Key Action Dates. Each proposal will be date and time stamped as it is received and verified
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State of California

that all responses are submitted under an appropriate cover, sealed and properly identified.
Proposals must meet all requirements specified in Section F.Proposal Format, and, if not, may
be rejected and deemed non-responsive.
3. State Evaluation Team

The State will establish a State Evaluation Team comprised of State staff that will be responsible
for the review and evaluation of Bidder proposals. The Department of General Services (DGS)
procurement officer or designee will provide guidance and oversight for the evaluation process.
The State may engage additional qualified individuals, termed Subject Matter Experts (SMEs)
during the evaluation process to assist the State Evaluation Team in gaining a better
understanding of technical, financial, legal, contractual, project or program issues. The SMEs
will not have voting privileges or responsibility for the evaluation process. The State Evaluation
Team will use consensus to determine pass/fail and to arrive at evaluation scores for each
proposal.
4. Review of Stage II Proposals

The evaluation of Final Proposals will consist of the following steps.
Proposal Submission Requirements Review (Pass/Fail)
and it meets the submission requirement(s) of this RFP, and a fail score if the required
Administrative Requirements Response (Pass/Fail)
The State Evaluation Team will review the Bidders Proposal to determine whether it meets all of
the Administrative Requirements contained in SECTION IV.C: Administrative Requirements. The
State Evaluation Team will also determine whether the Bidder has provided the required
responses to specific Administrative Requirements.
and it meets the administrative requirement(s) of this RFP, and a fail score if the required
Functional and Technical Response (Scored)
The Bidders proposal will be evaluated and scored on the following factors:
The depth, breadth, completeness and clarity of the Bidders response
The evaluated risk(s) associated with the Bidders approaches
Proposed Staffing (Scored)
The depth and breadth of experience for the proposed key personnel
Prior experience of the team working together
Key personnel assigned to Stage I that are proposed for Stage II
5. Scoring of Stage II Proposals

Proposals will be evaluated using a combination of Pass/Fail and numerically scored criteria.
The table below is a summary of evaluation factors. The State Evaluation Team will award each
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State of California

Bidder up to the maximum number of points for each evaluation factor based on the evaluation
assessment.
Table 16. Stage II Evaluation Factors
Evaluation Criteria
1.
2.
3.
Proposal Submission Requirement

Administrative Requirements
Functional and Technical Requirements
Executive Summary
Project Scope
Proposed Approaches, Process and
Procedures
Functional Design Changes
Technical Requirements
Project Constraints
Agreement to Scope of Services
Project Plan
Response to Supplemental Software Tools
4. Proposed Staffing
Proposed Key Staff Experience
Proposed Key Staffing with Prior Working
Relationships
Key Staffing Proposed in Stage II from
Stage I contract
Staff Loading Chart
5. Cost
RFP
Section
Reference
IV.D
IV.D
IV.D
IV.F
Bidder
Response
Section
Vol 1. Tab 1
Vol 1. Tab 1
Vol 1. Tab 2
Vol 1. Tab 3
Weighted
Score
Maximum Points
Pass/Fail
Pass/Fail
30%
Pass/Fail
Pass/Fail
750
Pass/Fail
150
350
100
Pass/Fail
Pass/Fail
Pass/Fail
150
Pass/Fail
750
400
50
30%
50
IV.F
Vol. 2
250
1000
40%
Functional and Technical Response (Scored)

Executive Summary (Pass/Fail)
The Bidder will be given a pass score if the Bidder clearly (1) demonstrates experience in
large deliverable-based projects; (2) has a commitment to public sector; (3) maintains a Human
Capital practice; and (4) maintains a SAP implementation practice. The Bidder must detail the
depth of their organization to sustain large projects such as MyCalPAYS.
Project Scope (150 points)
Scoring of this section is determined by the Bidders narrative description of the project. Bidders
will be scored on their discussion regarding (1) use of existing project accelerators and how they
may shorten the timeframe to complete the project; (2) challenges to overcome joining a project
in an in progress status; and (3) demonstrating a comprehensive knowledge of what go
forward tasks are needed to complete the project. Points will also be awarded for diagrams,
pictures and charts that add to the narrative description.
Proposed Approaches, Process and Procedures (350 points)
Scoring of this section is focused toward analyzing the Bidders approach to managing ten (10)
key areas of the project:
Project Management Integration
System Design
Software Configuration and Development
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State of California

Configuration Control Management

Testing
System Deployment
Training and Knowledge Transfer
Production Support
Post System Acceptance Support
In each area the Bidder must describe their proposed approach used to complete the work
areas or activities. Bidders will be awarded points for (1) successfully implemented concepts
used on prior projects; (2) successfully implemented accelerators (e.g., templates, tools,
methods) from other projects; and (3) detailed explanations of how the various activities will be
accomplished.
Functional Design Changes (100 points)
Scoring of this section is based on the Bidders ability to have reviewed all existing
documentation for the project and clearly communicate acceptance or changes to the functional
requirements. Bidders will be awarded points according to the impact their proposed changes
have on (1) long term cost; (2) business operations; and (3) risk to the State.
Technical Requirements (Pass/Fail)
The Bidder will be given a pass score if the Bidder states their commitment to adhering to the
Technical Requirements outlined in the RFP Section IV.D.2.
Project Constraints (Pass/Fail)
The Bidder will be given a pass score if the Bidder states their commitment to adhering to the
Project Constraints outlined in the RFP Section IV.D.3.
Agreement to Scope of Services (Pass/Fail)
The Bidder will be given a pass score if the Bidder commits to deliver of the Scope of
Services, including all necessary staffing, as outlined in the RFP section IV.E.
Project Plan (150 points)
Scoring of this section will be based on how well the Bidder has structured the various activities
of the project. The Project Plan will be assessed and scored based on the Bidders (1)
proposed project schedule including detailed tasks, start/end dates and durations, milestones,
resources, dependencies and critical path; (2) timing of project deliverables; (3) hours assigned
to the various activities/deliverables of the project taking project constraints into consideration
(see RFP section IV.D.3); and (4) presentation of the project work streams in a visual format for
the life of the project. Project Plans must be submitted in Microsoft Project 2003 to at least the
third level breakdown structure. Supporting visual presentation materials should be in either
Visio or PowerPoint 2003.
Response to Supplemental Software Tools (Pass/Fail)
The Bidder will be given a pass score if the Bidder provides their response to the proposed
requested tools described in Supplemental Software Tools (see RFP Section IV.F).
Proposed Staffing (Scored)
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State of California

Proposed Key Staff Experience (400 points)

Scoring of this section will be based on the depth and breadth of experience for the proposed
key personnel, including criteria such as number of years of SAP implementation experience,
number of years of SAP HR/Payroll implementation experience and public sector experience in
the role areas of Project Management, Functional and Technical.
outlines the criteria on the associated scale of points to be assigned. For each criterion, the
proposed personnel must have performed in the role that they are being proposed for.
Table 17. Proposed Staff Experience Points Available
Criteria Category by Role
Project Management
General Project Management Experience:
Associated Roles:
Project Manager
Public Sector Expertise:
Associated Roles:
Project Manager
SAP HR/Payroll Implementation
Experience:
Associated Roles:
Project Manager
Functional/Integration
Experience:
Associated Roles:
Payroll (PY) Lead
Testing Team Lead
End User Training Team Lead
Experience on release ECC/ERP 6.0:
Point Value for Prior Experience in

the Proposed Role
Total
Points
Available
2 years to 3 years
3+ years to 8 years
8 +years to 10 years
10+ years
= 1 Point
= 2 Points
= 5 Points
=10 Points
10
2 years to 3 years
3+ years to 8 years
8+ years to10 years
10+ years
= 5 Points
= 10 Points
= 15 Points
= 20 Points
20
2 years to 3 years
3+ years to 8 years
8+ years to10 years
10+ years
= 2 Points
= 5 Points
= 10 Points
= 15 Points
15
2 years to 3 years
3+ years to 8 years
8+ years to10 years
10+ years
= 2 Points
= 5 Points
= 10 Points
= 15 Points
150
1 year to 2 years
2+ years
= 2 Points
= 5 Points
35
Associated Roles:
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State of California
Criteria Category by Role

Payroll (PY) Lead
Public Sector Experience:
Associated Roles:
Payroll (PY) Lead
Testing Team Lead
End User Training Team Lead
Technical
SAP Implementation Experience:
Associated Roles:
Technical Team Lead
Development (ABAP) Lead
Infrastructure/Netweaver Lead
BI/Reporting Lead
Portal Lead
Security Lead
Experience:
Associated Roles:
Technical Team Lead
Development (ABAP) Lead
BI/Reporting Lead
Portal Lead
Security Lead
Total Points Available

Point Value for Prior Experience in
the Proposed Role
Points
Points
Points
Points
Total
Points
Available
5 years to 6 years
6+ years to 8 years
8+ years to10 years
10+ years
=2
=3
=4
=5
2 years to 3 years
3+ years to 8 years
8 +years to 10 years
10+ years
= 1 Point
= 2 Points
= 5 Points
= 10 Points
60
2 years to 3 years
3+ years to 8 years
8+ years to10 years
10+ years
= 2 Points
= 5 Points
= 10 Points
= 12 Points
60
50
400
Proposed Key Staffing with Prior Working Relationships (50 points)

Scoring of this section will be based on the number of proposed Key Staff that have worked
together on a single prior SAP implementation project.
Points will be assigned according to the following guidelines:
2 resources worked together on the prior project = 10 points
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State of California

3 5 resources worked together on the prior project = 25 points

6 10+ resources worked together on the prior projects = 50 points
(Note: the prior working relationships must be on a single project. For example, if two proposed
staff members worked together on project A, and two other staff members worked together on
project B, the Bidder would be awarded 10 points.)
Key Staffing Proposed in Stage II from Stage I contract (50 points)
Scoring of this section will be based on the number of proposed Stage II Key Staff that worked
in a Stage I Key Role (see RFP section III.F) on the Bidders team. Points will be assigned
according to the following guidelines:
2 resources proposed = 10 points
3 5 resources proposed = 40 points
6 7 resources proposed = 50 points
Staff Loading Chart (250 points)
Scoring of this section will be based on the degree of accurate detail provided in the Staff
Loading Chart. Assumptions should be clearly marked if needed to provide additional
clarification. If a resource is utilized for only portion of a month, the Chart should reflect these
hours. Criteria used to evaluate the staff loading chart will include:
Timing for adding project resources to meet the various project milestone schedule
dates
Matching resource scheduled hours to deliverable estimated hours and staffing
Appropriately adding/removing resources to reflect the various stages of the project
(blueprint, realization, final prep, deployment and post implementation support)
Integrating State estimated resource hours in the overall timing and plan
Incorporating the timing of project constraints provided in RFP section IV.D.3)
Cost
The maximum number of points that can be awarded for the Total Solution Cost assessment is
1000. Each Bidders cost score will be based on the ratio of its total cost to the total cost
associated with the lowest responsive proposal multiplied by the maximum number of cost
points (1000), as shown.
Lowest Cost Assessment x 1000
Bidder Cost Assessment
Bidder Cost Score
Preference Programs
All pertinent preferences will be applied to the applicable evaluation criteria before selection is
announced. The Small Business Preference will be applied as required by law.
For Bidders that are found responsible and responsive to the proposal requirements, the cost
adjustments for preference claims for TACPA, EZA, and LAMBRA will be performed during the
cost assessment review.
Per Government Code, Section 14835, et seq., Bidders who qualify as a small business will be
given a 5 percent (5%) preference for contract evaluation purposes only. The 5 percent (5%)
preference is calculated on the total number of points awarded to the highest scoring non-small
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State of California

business that is responsible and responsive to the proposal requirements. If after applying the
small business preference a small business has the highest score, no further preferences would
be applied as the small business cannot be displaced from the highest score position by
application of any other preference. The rules and regulations of this law, including the definition
of a small business for the delivery of goods and services are contained in the California Code
of Regulations, Title 2, Section 1896, et seq. and can be viewed online at:
www.pd.dgs.ca.gov/smbus.
In accordance with Section 999.5(a) of the Military and Veterans Code, an incentive will be
given to bidders who provide Disabled Veteran Business Enterprise (DVBE) participation. For
contract award evaluation purposes only, the State shall apply an incentive to proposals that
include California certified DVBE participation. The maximum incentive for this procurement is
five percent (5%) of the total possible points earned and is based on the amount of DVBE
participation obtained, according to the table below. Additional information for DVBE can be
viewed online at: www.pd.dgs.ca.gov/dvbe.
The incentive is applied during the evaluation process and is only applied for responsible bids
from responsive bidders proposing the percentage(s) of DVBE participation for the incentive(s)
specified in the solicitation.
Table 18. DVBE Incentive
Confirmed DVBE Participation of:
DVBE Incentive:
DVBE Incentive Points:
5%
3%
2%
1%
0%
125
75
50
25
0
Over 5%
4% up to 5%
3% up to 4%
2% up to 3%
1% up to 2%
The DVBE Incentive percentage is applied to total points possible for the bid. The following
illustrates the incentive points available based on the Bidder confirmed percent of DVBE
participation, based on a maximum of 2,500 points. In the example below, Bidder A has DVBE
participation over 5% and Bidder B is a certified small business.
Table 19. Final Score with DVBE and SB Example
DVBE
Incentive
Small Business
Preference
Total Score
A
B
Score Prior
to
Incentives
2200
2100
125
0
0
120
2325
2320
2000
2000
Bidder
6. Best and Final Offer (BAFO) Negotiation Process

The State may conduct negotiations after receipt and scoring of the final proposals to select the
best value proposal for Stage II as follows:
a. Negotiations will be conducted to maximize the States ability to obtain best value, based
on the requirements and the evaluation factors set forth in the RFP. Negotiations are
exchanges between the State and Bidders, which are undertaken with the intent of
allowing the Bidder to revise its proposal. Negotiations will be conducted either orally or
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State of California

in writing. These negotiations may include bargaining. Bargaining includes persuasion,

alteration of assumptions and positions, give and take, and may apply to price, schedule,
functional or technical requirements, or other terms of the proposed contract.
Negotiations will be conducted with only those Bidders whose proposals meet the
administrative, functional, technical and staffing evaluation criteria outlined in the RFP.
All aspects of the Bidders proposal are confidential until after the issuance of the Intent
to Award.
b. The State may discuss other aspects of the Bidders proposal that could, in the opinion
of the State Evaluation Team, be altered or explained to enhance materially the
proposals potential for award. However, the State is not required to discuss every area
where the Bidders proposal could be improved. The scope and extent of negotiation
exchanges are the matter of the State Evaluation Teams judgment in accordance with
the limits on Bidder negotiations exchanges set for in the paragraph below.
Final Proposal Revision
The State may request or allow proposal revisions to clarify and document understandings
reached during negotiations. At the conclusion of negotiations, each Bidder will be given an
opportunity to submit a final proposal revision (including revised costs). The State will
establish a common cut-off date and time for receipt of final proposal revisions. Requests for
final proposal revisions will advise Bidders that the final proposal revision must be in writing
and the State intends to make an award without further revisions.
In addition to a cut-off date, the request for final proposal revision will also:
1. Instruct Bidders to incorporate all changes to their proposals resulting from
discussions, and require clear traceability from initial proposals;
2. Require Bidders to complete and execute the negotiated contract; and
3. Caution Bidders that late final proposal revisions will be rejected.
Evaluation of Final Proposal Revision
Upon completion of evaluation of proposal revision(s), the State will select the Bidder
presenting the best overall value in response to the RFP. The State Evaluation Team will
document the negotiation process and revise the final negotiation document (i.e., the
Evaluation and Selection Report) in accordance with the evaluation criteria in the RFP.
7. Contract Award
Table 20 provides an example of how the final total score is determined.
Table 20. Contractor Selection Example
Bidder
A
B
C
Functional
and
Technical
Requirement
s
650
500
600
Proposed
Staffing
Cost
Incentives
and
Preferences
Total
Proposal
Score
550
700
600
1000
900
800
125
120
0
2325
2320
2000
In this example, the contract would be awarded to Bidder A.
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State of California

Exhibits
APPENDIX A STAGE I EXHIBITS
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Addendum 1
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State of California

Exhibits
EXHIBIT- 1: Stage I Corporate Qualification Reference Form

Instructions: Complete one of these forms for each reference. Duplicate these pages, as needed.
Bidder Name:
Contact Name:
Date:
Phone #:
Client Name:
Contact Name:
Address:
Phone #:
Fax #:
Contact Email
Address:
Project Name:
Project
Description:
Bidder Firms
Involvement:
Peak Bidder
Staffing (# of
resources):
If SAP, SAP Modules

Implemented:
Date System
Went into
Production as
System of Record:
If SAP, Employee
Population Implemented:
Project Reference Criteria:

Was the Bidder the Prime Contractor for this project?
If this reference is for a Subcontractor, was the Subcontractor the Prime
Contractor for this project? Enter Subcontractor Name:
Was the project completed (i.e., put into production as the system of
record) within the past eight (8) years?
Is the system being used by at least 500 concurrent users?
Was this reference for a public sector entity?
March 26, 2009

Addendum 1
Yes
No
Page 87
State of California

Exhibits
EXHIBIT- 2: Stage I Assessment Staffing Matrix

Complete the Assessment Staffing Matrix provided in this Exhibit. If a proposed team member has gained experience
from various efforts or contract engagements, provide information for each engagement on a separate line. Add
additional pages as needed. A separate form should be completed for each proposed project role.
Project Name/Client Name, Contact, & Number: Provide the project name and the clients name, contact person,
and contact phone number.
Employer, Role, and Type of Experience: Identify who the proposed staff was employed by while on the project
cited, the staff persons role on the cited project, and the type of experience gained on the project (e.g., project
management, SAP HR/Payroll Implementation, etc.)
Start Date and End Date: Provide the start and end date the staff person was involved in the cited project using
MM/DD/YYYY format. If the day is not included the state will assume the last day of the starting month to the first day
of the ending month.
Duration: Enter the duration, in months, that the staff person was involved in the project.
Public Sector: Enter Yes if this engagement was for a public sector client; otherwise enter No.
SAP Implementation: Enter Yes if this engagement was a SAP implementation project; otherwise enter No.
SAP Full Lifecycle: Enter Yes if the staff person worked on this engagement through the full project lifecycle;
otherwise enter No.
After the individual staff matrices are completed, complete the Summary Table.
A sample is provided below:
Contractor Name:
Staff Name:
Proposed Role: Project Manager
Project Name
Client Name, Contact, &
Number
Employer, Role, and Type of Experience
HR Implementation
SuperSystems, Inc., Project Leader
North Carolina
Managed implementation of SAP HR across 3
Jane Doe (670-555-2222)
offices; managed 10 client staff
March 26, 2009

Addendum 1
Start Date and

End Date
05/11/2002 to
06/15/2004
Duration
(in
months)
20
Public Sector
Engagement
(Yes/No)
No
SAP
Implementation
(Yes/No)
Yes
Page 88
SAP Full
Lifecycle
(Yes/No)
Yes
State of California

Exhibits
Contractor Name:
Staff Name:
Project Name
Employer, Role, and Type of
Number
Experience
Start Date and

End Date
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
SAP Full
Lifecycle
(Yes/No)
Staff Name:
Proposed Role: SAP PA/OM Lead
Project Name
Number
Experience
Start Date and

End Date
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
SAP Full
Lifecycle
(Yes/No)
Contractor Name:
Staff Name:
Proposed Role: SAP BN Lead
Project Name
Number
Start Date and

End Date
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
SAP Full
Lifecycle
(Yes/No)
Contractor Name:
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Addendum 1

Experience
Page 89
State of California

Exhibits
Contractor Name:
Staff Name:
Proposed Role: SAP TM Lead
Project Name
Number

Experience
Start Date and

End Date
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
SAP Full
Lifecycle
(Yes/No)
Contractor Name:
Staff Name:
Proposed Role: SAP PY Lead
Project Name
Number

Experience
Start Date and

End Date
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
SAP Full
Lifecycle
(Yes/No)
Contractor Name:
Staff Name:
Proposed Role: SAP FI/CO Lead
Project Name
Number

Experience
Start Date and

End Date
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
SAP Full
Lifecycle
(Yes/No)
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State of California

Exhibits
Contractor Name:
Staff Name:
Proposed Role: SAP Netweaver/ABAP Lead
Project Name
Number
Experience
Start Date and

End Date
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
SUMMARY TABLE
Role/Resource
1.
2.
3.
4.
5.
6.
7.
March 26, 2009

Addendum 1
Number of Years
Months Public Sector
Experience
Number of
YearsMonths
SAP Experience
Number of Full Life Cycle

Implementations of SAP
Project Management
SAP PA/OM
SAP Payroll
SAP Time
SAP - Benefits
SAP Finance
SAP - Technical
Totals
Page 91
SAP Full
Lifecycle
(Yes/No)
State of California

Exhibits
EXHIBIT- 3: Stage I Bidding Preferences

I am requesting the following bidding preferences in response to RFP SCO-22191058 and have
attached the appropriate supporting documentation, as required by the RFP.
Target Area Contract Preference (TACPA)
Enterprise Zone Act Preference (EZA)
Local Area Military Base Recovery Act (LAMBRA)
Small Business Preference
I am not claiming any Small Business Preference
I am a California Certified Small Business applying for a preference on this bid. A
copy of my Small Business approval letter from DGS is attached.
I have/will have a Small Business Certification request application submitted to
DGS no later than 5:00 PM on the Final Proposal due date.
I am a Non-Small Business, claiming to provide a twenty-five percent
commercially useful function business opportunity to California Certified Small
Business Subcontractors. We have provided the list of small business
contractors that will be used for this contract on the Bidder Declaration Form. I
am attaching a copy of the Small Business approval letter from DGS for each
subcontractor to this form.
Sincerely,
Signature
Date
Print Name and Title:

Company Name:
March 26, 2009

Addendum 1
Page 92
State of California

Exhibits
EXHIBIT- 4: Stage I Commercially Useful Function Statement
Date:
Name of Bidder:
involved.
THE BIDDER MUST PROVIDE A WRITTEN STATEMENT BELOW DETAILING THE ROLE,
SERVICES AND/OR GOODS THE SUBCONTRACTOR(S) WILL PROVIDE TO MEET THE
COMMERCIALLY USEFUL FUNCTION REQUIREMENT.
Type of Business:
(check one)
Name of Subcontractor:
Specific Role(s) of
Business for this Project:
(e.g., data conversion,
training, testing, etc.)
Goods/Services to be
Provided:
(describe Bidder vs.
subcontractor
responsibilities for each
role)
March 26, 2009

Addendum 1
Small Business
Microbusiness
DVBE
Page 93
State of California

Exhibits
EXHIBIT- 5: Stage I Contract
March 26, 2009

Addendum 1
Page 94
STATE OF CALIFORNIA
STANDARD AGREEMENT
STD. 213 (NEW 06/03)
FOR I.T. GOODS/SERVICES ONLY

REGISTRATION NUMBER
PURCHASING AUTHORITY NUMBER
1.
AGREEMENT NUMBER
This Agreement is entered into between the State Agency and the Contractor named below
STATE AGENCYS NAME
State Controllers Office
(hereafter called State)
CONTRACTORS NAME
(hereafter called Contractor)
2.
The term of this

Agreement is:
3.
The maximum amount

of this Agreement is:
4.
The parties agree to comply with the terms and conditions of the following attachments which are by this
reference made a part of the Agreement:
___________ through ___________

$
500,000.00
Attachment A Stage I Statement of Work

Attachment B Response to RFP SCO-22191058
Attachment C* - IT General Provisions (Revised and Effective 04/12/2007)
Attachment D* - IT Personal Services Special Provisions (dated 02/08/2007)
Items shown with the Asterisk (*), are hereby incorporated by reference and made part of this agreement as if
attached hereto. These documents can be viewed at http://www.pd.dgs.ca.gov/modellang/ModelContracts.htm and
http://www.pd.dgs.ca.gov/modellang/ITModules.htm
IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.
CALIFORNIA
CONTRACTOR
Department of General
Services
Use Only
CONTRACTORS NAME (If other than an individual, state whether a corporation, partnership, etc.)
BY (Authorized Signature)
DATE SIGNED
PRINTED NAME AND TITLE OF PERSON SIGNING

ADDRESS
STATE OF CALIFORNIA
AGENCY NAME

DATE SIGNED
Carol Nelson, Chief, Administration and Disbursement Division

ADDRESS
300 Capitol Mall, Suite 634 Sacramento, CA 95814
Exempt
per
State of California

ATTACHMENT A STAGE I STATEMENT OF WORK

Overview
In order for the State to select the best value proposal to provide system integration services for
the 21st Century Project, it is important that both the State and the potential integrators engage
in appropriate levels of due diligence review in preparation for Stage II proposal submission.
For those Bidders awarded Stage I contracts, the State will provide an opportunity for
Contractors to review project artifacts and engage in discovery workshops and confidential
discussions with State personnel to allow the Contractor to propose the best solution and
approaches to complete the MyCalPAYS solution.
Description of Tasks and Activities
Awarded Stage I Contractors will complete and submit the following deliverables to be
compensated for their assistance in the evaluation process. To receive any compensation,
awarded Contractors are required to submit a final proposal for system integration services at
the conclusion of the Stage I contract. All activities will be paid up to $500,000 per Contractor
for due diligence activities except for development and production of their final proposal. Over
the course of approximately twelve (12) weeks, the Stage I Contractors will conduct a series of
on-site deliverable assessments, and participate in blueprint and critical design validation
sessions. These sessions are focused to assist Stage I Contractors with an understanding of
project accomplishments, quality of deliverables and specified areas the State believes must be
addressed to respond with a comprehensive proposal. Following the on-site review period, the
Contractors will develop and produce their final Stage II proposals.
Contract Deliverables
The State requires that all deliverables be completed and delivered to the State on or before the
dates specified. All deliverables, in process working papers, and applicable reference materials
must be available to the State upon request. For all deliverables, the State reserves the right to
request an in-depth written and/or oral presentation of findings and/or recommendations put
forth by the Contractor.
Deliverable 1 Assessment and Cost Benefit of Project Artifacts
The Contractor must review all project deliverables and documentation provided in the
Procurement Library and provide a written assessment of their use as accelerators for
completing the MyCalPAYS system. The Assessment report must include this evaluation as
well as an anticipated value of these accelerators. The Assessment report must also quantify, at
a high level, the impact of not utilizing any or part of the existing configurations and custom
objects developed to date.
Deliverable 2 - Critical Design Evaluations
The Contractor must attend various working sessions at the project site and develop solutions
for the following list of critical design issues. The State has identified these items as critical but
reserves the right to expand this list to gain a comprehensive understanding of all areas
required to deliver the MyCalPAYS project successfully. The critical design issues include:
a. Retroactive pay calculations for adjustment to payments originally made in the
legacy systems
b. Challenges of implementing SAP concurrent employment to meet State
requirements
c. Reporting strategy (BI/ERP) including consolidated reporting during deployment
March 26, 2009
Addendum 1
Attachment A - Page 1
State of California

d.
e.
f.
g.
h.
i.
Implementing SAP accounts receivable to meet State requirements

Validating existing enhancements determined from prior blueprint
Strategy for ongoing (post-deployment) access to historical legacy data
Deployment and conversion strategy
Comprehensive testing strategy
Business process documentation transition to Training Team for materials
development
j. Data Collection strategy
k. Hardware Sizing Validation
Deliverable 3 - Proposal for System Integrator Services
The Contractor must submit a final, binding proposal for Stage II services according to the
requirements outline in RFP SCO-22191058 .
Table A. Deliverable Completion Dates
Deliverable
Deliverable 1: Assessment and Cost Benefit of Project
Artifacts
Deliverable 2: Critical Design Evaluations
Deliverable 3: Proposal For System Integrator Services
Due Date
Within three weeks of contract award
On-going, as per agreed upon schedule
As identified in RFP SCO-22191058
Deliverable Expectation Documents

Prior to submission of each deliverable, the Contractor must propose a format and outline for
each deliverable and obtain SCO approval prior to deliverable preparation. This approval
process must include submission of a Deliverable Expectation Document (DED). A DED
template is contained in the Procurement Library.
The goal for the use of the DED is to ensure a common understanding exists between the SCO
and the Contractor regarding the scope, format and content (depth and breadth) of the
deliverable prior to the Contractor beginning work on the deliverable. The complexity of the DED
will be proportional to the complexity of the deliverable. The DED must summarize the key
content of the deliverable including, where appropriate, key figures, diagrams and tables. In
addition, the DED includes the completion and acceptance criteria that must be met before the
SCO will approve the deliverable (signifying task completion), the due date for the deliverable,
the reviewers and the amount of time for State review of the deliverable. Unless otherwise
indicated by the State in the approval of the DED, the States review period shall be a minimum
of two (2) State business days. (Additional time may be necessary for the State to complete its
review, depending on the size and complexity of the deliverable. If additional time is necessary,
this will be identified during the DED review/approval process.)
Standards for Acceptance of Deliverables
State staff will be responsible for reviewing and approving each deliverable. Unless agreed
upon otherwise, the States review time will not be more than five (5) business days. Should
revisions to the document be required by the State, the Contractor will receive written
notification of changes and reflect them in the document within two (2) business days of
receiving the changes. The State may, at its discretion, allow a period longer than two (2)
business days in consideration of the scope of the change. The Contractor may not modify a
deliverable that has been accepted by the State without the approval of the State.
March 26, 2009

Addendum 1
State of California

State acceptance will be based upon the following:

The deliverable will address all components required by the contract and any areas
agreed upon subsequently through meetings and planning sessions.
Deliverable documents will be comprehensive in level of detail and quality as defined
in this SOW.
Deliverable documents will be organized in a structured manner and be professional
in presentation.
Deliverable documents will be consistent in style and quality. This means if the
document is the composite work of many people within the Contractors organization,
the document will be edited for style and consistency.
State acceptance of Deliverables 1 & 2 will coincide with the delivery of Deliverable 3.
Deliverable Formats
Unless explicitly stated otherwise, all deliverables must be provided in Microsoft Office 2003,
Visio 2003 and/or Microsoft Project 2003 format. A signed Deliverable Transmittal cover letter
must accompany each deliverable. This applies to word processing documents, spreadsheets,
schedules, presentations and databases.
Two (2) hard copies and one (1) electronic copy of the deliverable must be submitted with the
Deliverable Transmittal Sheet. If the electronic version is e-mailed to the State, the hardcopies
are still required.
Responsibilities of Parties
The following section describes specific responsibilities of the Contractor and the State
Controllers Office.
State Responsibilities:
The State will provide access to business and technical documents as necessary for
the Contractor to complete the deliverables/tasks.
The State will provide access to the SAP development environments as necessary
for the Contractor to complete the deliverables/tasks.
The SCO Project Manager will oversee and manage this contract. He/she will work
with the Contractor to facilitate successful completion of Contractors obligations, will
review and approve invoices for payment in accordance with contract terms, will
approve staffing changes, and will resolve contract issues in a timely manner.
The State will allow designated personnel time to attend Contractor meetings and
discussions to facilitate the completion of required contract deliverables/tasks, as
agreed to between the State and the Contractor.
The State will provide building access, which may include issuance of a building
access keycard.
The State will provide access to copying machine and a fax machine.
The State will provide a work area at no cost to the Contractor. Project site is located
in West Sacramento, California.
The State will not reimburse for travel to and from the project site.
The State is not responsible for Contractors losses on State property, or otherwise,
caused by any reason.
March 26, 2009

Addendum 1
State of California

Contractor Responsibilities:
The Contractor must designate one project representative to oversee the
management and requirements of the contract. The Contractors project
representative will work directly with the SCO Project Manager.
The Contractor must adhere to SCO policies, i.e., policy on identification
badges/keycards and requirements for cardholders. This includes returning the card
upon completion of contract.
The services provided under this contract must be performed by Contractor in a
manner that will not disrupt the operational needs of the State.
All buildings, appurtenances, and furnishings must be protected by Contractor from
damage caused by work performed under this contract. Such damages to the
foregoing, upon approval by the State, must be repaired and/or replaced at
Contractors expense by State approved methods, so as to restore the damaged
areas to their original condition.
The Contractor must ensure that individuals assigned to this contract (employees
and/or subcontractors) will exercise all necessary caution to avoid any injury to
persons or any damage to property.
The Contractor is responsible for the health and safety protection of its employees in
the performance of this contract.
The Contractors employees (or subcontractors) must participate in emergency
disaster exercises.
The Contractors employees must agree and adhere to the SCO Information
Technology Security Policies, Standards, and Guidelines.
Subcontractor Changes
The Contractor must not change subcontractor(s) if such changes conflict with the work to be
performed under the resulting contract. The State recognizes that changes to subcontractor(s)
may be necessary and in the best interests of the State, however, advance notification of a
contemplated change and the reasons for such change must be made to the State no less than
seven (7) business days prior to the existing subcontractors termination. If this should occur,
the Contractor should be aware that the SCO Project Manager or designee must approve any
changes to the subcontractor(s) prior to the termination of the existing subcontractor(s) and hire
of the new subcontractor(s). This also includes any changes made between submittal of the
final proposal and actual start of the contract. All subcontractor(s) are subject to a corporate
reference check. The corporate reference check must produce a good reference and
demonstrate a strong probability of successful performance by the subcontractor(s). The State
will not compensate the Contractor for any of the Contractors time or effort to educate or
otherwise make the new subcontractor(s) ready to begin work on the contract.
Staffing Changes
The Contractor must not reassign staff if such reassignment conflicts with the work the
individual is to perform on this contract. The State recognizes that resignation or other events
may cause a staff member to be unavailable to the Contractor. If this should occur, the
Contractor has five (5) business days to replace the unavailable staff and the SCO Project
Manager or designee must approve any changes to Contractors staff. This also includes
substitutions made between submittal of the final proposal and the actual start of the contract,
as well as staffing changes that may be made during the course of the contract.
March 26, 2009
Addendum 1
State of California

Confidentiality of Information
The persons supplied by the Contractor engaging in services to the State pertaining to this
project who require contact with State information will be required to exercise security
precautions for data that is made available and must accept full legal responsibility for the
protection of this confidential information. This includes financial, statistical, personal, technical,
and all other types of data and information relating to operations at SCO, whether expressly
made available to the persons supplied by the Contractor or encountered coincident to
performing work on the contract.
Under no circumstances shall the persons supplied by the Contractor use, publish, sell or
otherwise disclose to any third party the contents of any records, data, or reports derived from
data submitted for processing without the prior authorization and consent of the State
Procurement Official or designee in writing.
The Contractors staff will be required to complete the following forms as part of the staff roll on
process. These forms can be found in the Procurement Library.
21st Century Project Conflict of Interest, Confidentiality Statement & Information

Security Acknowledgment
SCO Information Security Acknowledgement
Invoicing
Payment for services performed under this Agreement will be made upon satisfactory
completion of all deliverables documented in this Statement of Work. The Contractor must
invoice the State Controllers Office following the submission of a fully responsive Deliverable 3,
Proposal for System Integrator Services, detailing the hours and dollars expended by the
Contractor by contractor staff person by deliverable.
The Contractor may invoice the State for actual hours spent by Contractor staff for the
deliverables at the Contractors standard billing rate, up to a maximum of $500,000.00. Invoices
must not include charges for vacation, sick leave, holidays, military leave, jury duty, Contractors
staff meetings or administrative work.
If the SCO does not accept the identified deliverables in this SOW, payment of invoice will be
withheld and the Contractor will be notified. The Contractor must take timely and appropriate
measures to correct or remedy the reason(s) for non-acceptance and demonstrate to the SCO
that the Contractor has successfully completed the scheduled work for each general task or
deliverable before payment will be made.
Invoice Content
The invoice will be approved by the SCO Project Manager. Invoices submitted for payment
must be submitted in triplicate and include:
Contract number
Invoice number
Invoice date
March 26, 2009

Addendum 1
State of California

Hours of service performed by individual contract personnel, per day per deliverable
(daily time sheet)
A certification statement signed by a company official, attesting to the accuracy of the
invoice data.
Note: Final content/layout will be determined after contract award.
Invoice Mailing Address:

21st Century Project
710 RiverPoint Court, Suite 150
Change Control Procedures
Either the SCO or the Contractor may request changes to this SOW at any time. Because such
changes could significantly affect the cost or other critical aspects of the work being performed,
both the SCO and the Contractor must approve each change request prior to implementation.
The following change control procedure will be used except as superseded by written mutual
agreement or other binding procedures:
A Change Request (CR) prepared in a form and format acceptable to both the SCO and
the Contractor will be the vehicle for communicating change.
A CR must describe the requested change; the rationale for the change, and any
anticipated effect the change will have on the contract and/or the work performed under
the contract.
When a CR is issued by the SCO, delivery of the CR to the Contractor constitutes
authorization by the SCO for any additional hours and cost that may be incurred by the
information technology consultant to investigate the CR. However, no costs will be
charged to, incurred by, or recovered from the SCO when the Contractor expends less
than four person hours investigating a SCO issued CR.
The SCO and/or the Contractor must complete all reviews and officially approve or reject
an issued CR within five (5) business days of receipt.
Resolution of open issues concerning the definition, submission, acceptance, rejection,
or implementation of all CRs will occur via resolution process mutually selected by and
agreeable to the SCO and the Contractor.
Problem Escalation
Should the Contractor Project Manager and the SCO Project Manager not be able to agree on a
resolution to any particular issue, the Contractor and the State agree to raise the issue to an
Executive Committee prior to the assertion of rights under the Contracts Dispute provisions
(http://www.pd.dgs.ca.gov/modellang/GeneralProvisions.htm, GSPD-401T General Provisions
- Information Technology, Paragraph 41). The Executive Committee, made up of the
Contractors Project Manager, the States Project Manager, a senior executive of the Contractor
and the SCO Project Director or the designees or successors thereof (the Executive
Committee), will convene in person or by telephone conference call within two (2) State
business days of being requested by either project manager. The Executive Committee will
decide on a resolution within two (2) State business days of being convened. The Executive
Committee will use whatever resources it deems necessary to seek a rapid and just resolution
to an issue at the Executive Committee level. If resolution cannot be reached at the Executive
March 26, 2009
Addendum 1
State of California

Committee level within the time frame prescribed above, either party may assert its other rights
and remedies as provided by the contract.
The State and the Contractor agree that, the existence of a dispute notwithstanding, they will
continue without delay to carry out all their responsibilities under the contract.
March 26, 2009

Addendum 1
State of California

Exhibits
APPENDIX B STAGE II EXHIBITS
March 26, 2009

Addendum 1
Page 95
State of California

Exhibits
EXHIBIT- 6: Stage II Bidding Preferences

Target Area Contract Preference (TACPA)
Enterprise Zone Act Preference (EZA)
Local Area Military Base Recovery Act (LAMBRA)
Small Business Preference
I am not claiming any Small Business Preference
I am a California Certified Small Business applying for a preference on this bid. A
copy of my Small Business approval letter from DGS is attached.
I have/will have a Small Business Certification request application submitted to
DGS no later than 5:00 PM on the Final Proposal due date.
I am a Non-Small Business, claiming to provide a twenty-five percent
commercially useful function business opportunity to California Certified Small
Business Subcontractors. We have provided the list of small business
contractors that will be used for this contract on the Bidder Declaration Form. I
am attaching a copy of the Small Business approval letter from DGS for each
subcontractor to this form.
Sincerely,
Signature
Date
Print Name and Title:

Company Name:
March 26, 2009

Addendum 1
Page 96
State of California

Exhibits
EXHIBIT- 7: Stage II Commercially Useful Function Statement

Date:
Name of Bidder:
involved.
THE BIDDER MUST PROVIDE A WRITTEN STATEMENT BELOW DETAILING THE ROLE,
SERVICES AND/OR GOODS THE SUBCONTRACTOR(S) WILL PROVIDE TO MEET THE
COMMERCIALLY USEFUL FUNCTION REQUIREMENT.
Type of Business:
(check one)
Name of Subcontractor:
Specific Role(s) of
Business for this Project:
(e.g., data conversion,
training, testing, etc.)
Goods/Services to be
Provided:
(describe Bidder vs.
subcontractor
responsibilities for each
role)
March 26, 2009

Addendum 1
Small Business
Microbusiness
DVBE
Page 97
State of California

Exhibits
EXHIBIT- 8: Stage II Cost Workbook
March 26, 2009

Addendum 1
Page 98
State of California
March 26, 2009

Addendum 1

Exhibits
Page 99
State of California
March 26, 2009

Addendum 1

Exhibits
Page 100
State of California

Exhibits
EXHIBIT- 9: Stage II Assessment Staffing Matrix

Complete the Assessment Staffing Matrix provided in this Exhibit. If a proposed team member has gained experience from various
efforts or contract engagements, provide information for each engagement on a separate line. Add additional pages as needed. A
separate form should be completed for each proposed Key Personnel.
Project Name/Client Name, Contact, & Number: Provide the project name and the clients name, contact person, and contact
phone number.
Employer, Role, and Type of Experience: Identify who the proposed staff was employed by while on the project cited, the staff
persons role on the cited project, and the type of experience gained on the project (e.g., project management, SAP HR/Payroll
Implementation, etc.)
Start Date and End Date: Provide the start and end date the staff person was involved in the cited project using MM/DD/YYYY
format. If the day is not included the state will assume the last day of the starting month to the first day of the ending month.
Duration: Enter the duration, in months, that the staff person was involved in the project.
Public Sector: Enter Yes if this engagement was for a public sector client; otherwise enter No.
SAP Implementation: Enter Yes if this engagement was a SAP implementation project; otherwise enter No.
SAP HR/Payroll Implementation: Enter Yes if this engagement was a SAP HR/Payroll implementation project; otherwise enter
No.
A sample is provided below:
Contractor Name:
Staff Name:
Project Name
Client Name, Contact,
& Number
HR Implementation
North Carolina
Jane Doe (670-5552222)
March 26, 2009

Addendum 1
Employer, Role, and

Type of Experience
SuperSystems, Inc.
Project Leader
Managed
implementation of SAP
HR across 3 offices;
managed 10 client staff
Start Date and

End Date
05/11/2002 to
06/15/2004
Duration (in
months)
20
Public Sector
Engagement
(Yes/No)
No
SAP
Implementation
(Yes/No)
Yes
SAP HR/Payroll
Implementation
(Yes/No)
Yes
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
No
Page 101
State of California

Exhibits
Contractor Name:
Staff Name:
Project Name
Client Name,
Contact, & Number
Employer, Role, and

Type of Experience
Start Date and

End Date
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
Contractor Name:
Staff Name:
Proposed Role: Functional Team Lead
Project Name
Client Name,
Contact, & Number
Employer, Role, and

Type of Experience
Start Date and

End Date
Contractor Name:
Staff Name:
Proposed Role: Personnel Administration (PA) Lead
Project Name
Client Name,
Contact, & Number
March 26, 2009

Addendum 1
Employer, Role, and

Type of Experience
Start Date and

End Date
Page 102
State of California

Exhibits
Contractor Name:
Staff Name:
Contractor Name:
Staff Name:
Proposed Role: Organizational Management (OM) Lead
Project Name
Client Name,
Contact, & Number
Employer, Role, and

Type of Experience
Start Date and

End Date
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
Contractor Name:
Staff Name:
Proposed Role: Benefits Administration (BN) Lead
Project Name
Client Name,
Contact, & Number
Employer, Role, and

Type of Experience
Start Date and

End Date
Contractor Name:
Staff Name:
Proposed Role: Payroll (PY) Lead
Project Name
Client Name,
Contact, & Number
March 26, 2009

Addendum 1
Employer, Role, and

Type of Experience
Start Date and

End Date
Page 103
State of California

Exhibits
Contractor Name:
Staff Name:
Proposed Role: Time Management (TM) Lead
Project Name
Client Name,
Contact, & Number
Employer, Role, and

Type of Experience
Start Date and

End Date
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
Contractor Name:
Staff Name:
Proposed Role: Financials/Controlling (FI/CO) Lead
Project Name
Client Name,
Contact, & Number
Employer, Role, and

Type of Experience
Start Date and

End Date
Contractor Name:
Staff Name:
Proposed Role: Technical Team Lead
Project Name
Client Name,
Contact, & Number
March 26, 2009

Addendum 1
Employer, Role, and

Type of Experience
Start Date and

End Date
Page 104
State of California

Exhibits
Contractor Name:
Staff Name:
Proposed Role: ABAP Development Lead
Project Name
Client Name,
Contact, & Number
Employer, Role, and

Type of Experience
Start Date and

End Date
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
Contractor Name:
Staff Name:
Proposed Role: Infrastructure/Netweaver lead
Project Name
Client Name,
Contact, & Number
Employer, Role, and

Type of Experience
Start Date and

End Date
Contractor Name:
Staff Name:
Proposed Role: Portal Lead
Project Name
Client Name,
Contact, & Number
March 26, 2009

Addendum 1
Employer, Role, and

Type of Experience
Start Date and

End Date
Page 105
State of California

Exhibits
Contractor Name:
Staff Name:
Proposed Role: Business Intelligence (BI)/Reporting Lead
Project Name
Client Name,
Contact, & Number
Employer, Role, and

Type of Experience
Start Date and

End Date
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
Contractor Name:
Staff Name:
Proposed Role: Security Lead
Project Name
Client Name,
Contact, & Number
Employer, Role, and

Type of Experience
Start Date and

End Date
Contractor Name:
Staff Name:
Proposed Role: Testing Team Lead
Project Name
Client Name,
Contact, & Number
March 26, 2009

Addendum 1
Employer, Role, and

Type of Experience
Start Date and

End Date
Page 106
State of California

Exhibits
Contractor Name:
Staff Name:
Proposed Role: Deployment Team Lead
Project Name
Client Name,
Contact, & Number
Employer, Role, and

Type of Experience
Start Date and

End Date
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
Duration (in
months)
Public Sector
Engagement
(Yes/No)
SAP
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
SAP HR/Payroll
Implementation
(Yes/No)
SAP HR/Payroll
ECC/ERP 6.0
Implementation
(Yes/No)
Contractor Name:
Staff Name:
Proposed Role: End User Training Lead
Project Name
Client Name,
Contact, & Number
March 26, 2009

Addendum 1
Employer, Role, and

Type of Experience
Start Date and

End Date
Page 107
State of California

Exhibits
EXHIBIT- 10: Stage II Prior Working Relationships
Project Name:
Client Name, Contact, & Number:
Proposed Staff Member
March 26, 2009

Addendum 1
Start Date and End Date on

Reference Project
Page 108
State of California

Exhibits
EXHIBIT- 11: Stage II Proposed Staff that worked on Stage I
Proposed Staff Member
March 26, 2009

Addendum 1
Stage I Key Role
Page 109
State of California

Exhibits
EXHIBIT- 12: Stage II Contract
March 26, 2009

Addendum 1
Page 110
STATE OF CALIFORNIA
STANDARD AGREEMENT
STD. 213 (NEW 06/03)
FOR I.T. GOODS/SERVICES ONLY

REGISTRATION NUMBER
PURCHASING AUTHORITY NUMBER
1.
AGREEMENT NUMBER
This Agreement is entered into between the State Agency and the Contractor named below
STATE AGENCYS NAME
(hereafter called State)
CONTRACTORS NAME
(hereafter called Contractor)
2.
The term of this

Agreement is:
3.
The maximum amount

of this Agreement is:
4.
The parties agree to comply with the terms and conditions of the following attachments which are by this
reference made a part of the Agreement:
___________ through ___________

$
Attachment A Stage II Statement of Work

Attachment B Response to RFP SCO-22191058
Attachment C* - IT General Provisions (Revised and Effective 04/12/2007)
Attachment D* - IT Personal Services Special Provisions (dated 02/08/2007)
Attachment E* - IT Purchase Special Provisions (dated 02/08/2007)
Attachment F* - IT Software License Special Provisions (dated 01/21/2003)
Items shown with the Asterisk (*), are hereby incorporated by reference and made part of this agreement as if
attached hereto. These documents can be viewed at http://www.pd.dgs.ca.gov/modellang/ModelContracts.htm and
http://www.pd.dgs.ca.gov/modellang/ITModules.htm
IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.
CALIFORNIA
CONTRACTOR
Department of General
Services
Use Only
CONTRACTORS NAME (If other than an individual, state whether a corporation, partnership, etc.)
DATE SIGNED

ADDRESS
STATE OF CALIFORNIA
AGENCY NAME

DATE SIGNED
Carol Nelson, Chief, Administration and Disbursement Division

ADDRESS
300 Capitol Mall, Suite 634 Sacramento, CA 95814
Exempt
per
State of California

ATTACHMENT A STAGE II STATEMENT OF WORK

[The State will assemble Attachment A Statement of Work based on the final proposal
selected for contract award.]
This Statement of Work describes the responsibilities and requirements for the 21st Century
project.
Description of Tasks and Activities
The following items will be attached to, and become part of, the Statement of Work when the
Contract is awarded:
Scope of Services (reference RFP Section IV.E)
Requirements
Functional and Technical Requirements (reference RFP Section IV.D)
Deliverables by Phase and Cost (reference RFP Exhibit 8)
Contractor Staffing
Contract is awarded (the State will assemble Attachment A):
Staff Loading Chart (reference RFP Section IV.F.2 Tab 2)
Subcontractor Changes
The Contractor must not change subcontractor(s) if such changes conflict with the work to be
performed under the resulting contract. The State recognizes that changes to subcontractor(s)
may be necessary and in the best interests of the State, however, advance notification of a
contemplated change and the reasons for such change must be made to the State no less than
seven (7) business days prior to the existing subcontractors termination. If this should occur,
the Contractor should be aware that the SCO Project Manager or designee must approve any
changes to the subcontractor(s) prior to the termination of the existing subcontractor(s) and hire
of the new subcontractor(s). This also includes any changes made between submittal of the
final proposal and actual start of the contract. All subcontractor(s) are subject to a corporate
reference check. The corporate reference check must produce a good reference and
demonstrate a strong probability of successful performance by the subcontractor(s). The State
will not compensate the Contractor for any of the Contractors time or effort to educate or
otherwise make the new subcontractor(s) ready to begin work on the contract.
Staffing Changes
The Contractor must not reassign staff if such reassignment conflicts with the work the
individual is to perform on this contract. The State recognizes that resignation or other events
may cause a staff member to be unavailable to the Contractor however, advance notification of
a contemplated change and the reasons for such change must be made to the State no less
than seven (7) business days prior to the existing staffs reassignment. If this should occur, the
Contractor should be aware that the SCO Project Manager or designee must approve any
March 26, 2009
Addendum 1
State of California

changes to the staffing prior to the reassignment of the existing staff and hire of the new staff.
This also includes substitutions made between submittal of the final proposal and the actual
start of the contract, as well as staffing changes that may be made during the course of the
contract. All staff are subject to a reference check. The reference check must produce a good
reference and demonstrate a strong probability of successful performance by the staff. The
State will not compensate the Contractor for any of the Contractors time or effort to educate or
otherwise make the new staff ready to begin work on the contract.
Deliverable Expectation Documents
Prior to submission of each deliverable, the Contractor must propose a format and outline for
each deliverable and obtain SCO approval prior to deliverable preparation. This approval
process must include submission of a Deliverable Expectation Document (DED). A DED
template is contained in the Procurement Library.
The goal for the use of the DED is to ensure a common understanding exists between the SCO
and the Contractor regarding the scope, format and content (depth and breadth) of the
deliverable prior to the Contractor beginning work on the deliverable. The complexity of the DED
will be proportional to the complexity of the deliverable. The DED must summarize the key
content of the deliverable including, where appropriate, key figures, diagrams and tables. In
addition, the DED includes the completion and acceptance criteria that must be met before the
SCO will approve the deliverable (signifying task completion), the due date for the deliverable,
the reviewers and the amount of time for State review of the deliverable. Unless otherwise
indicated by the State in the approval of the DED, the States review period shall be a minimum
of ten (10) State business days. (Additional time may be necessary for the State to complete its
review, depending on the size and complexity of the deliverable. If additional time is necessary,
this will be identified during the DED review/approval process.)
Standards for Acceptance of Deliverables
State staff will be responsible for reviewing and approving each deliverable. Unless agreed
upon otherwise, the States review time will not be more than ten (10) business days. Should
revisions to the document be required by the State, the Contractor will receive written
notification of changes and reflect them in the document within five (5) business days of
receiving the changes. The State may, at its discretion, allow a period longer than five (5)
business days in consideration of the scope of the change. The Contractor may not change a
deliverable that has been accepted by the State without the approval of the State.
State acceptance will be based upon the following:
The deliverable will address all components required by the contract and any areas
agreed upon subsequently through meetings and planning sessions.
Deliverable documents will be comprehensive in level of detail and quality as defined
in this SOW and the DED.
Deliverable documents will be organized in a structured manner and be professional
in presentation.
Deliverable documents will be consistent in style and quality. This means if the
document is the composite work of many people within the Contractors organization,
the document will be edited for style and consistency.
March 26, 2009

Addendum 1
State of California

Deliverable Formats
Unless explicitly stated otherwise, all deliverables must be provided in Microsoft Office 2003,
Visio 2003 and/or Microsoft Project 2003 format. A signed Deliverable Transmittal cover letter
must accompany each deliverable. This applies to word processing documents, spreadsheets,
schedules, presentations and databases.
Two (2) hardcopies and one (1) electronic copy of the deliverable are submitted with the
Deliverable Transmittal Sheet. If the electronic version is e-mailed to the State, the hardcopies
are still required.
Contract Payment Provisions
The State will make progress payments to the Contractor based on the achievement of critical
project deliverables. The payment amount will be based on the Deliverables by Phase and Cost
Table. Once the deliverable is complete and accepted by the State, the Contractor may invoice
the State for that deliverable.
Labor for Unanticipated Tasks
In the event of unanticipated tasks, SCO will prepare a Work Authorization to direct the
Contractor to perform the additional tasks. The Contractor may invoice for Work Authorizations
following completion and written acceptance of each Work Authorization by the SCO Project
Manager.
Labor for Maintenance and Operations Support
After the State has accepted the system, the State may request additional technical and
maintenance support from the Contractor to address system changes and upgrades for a period
of two (2) years. The additional technical and maintenance support will not exceed 10,000
hours. (These hours will be evaluated as part of Labor Costs for Maintenance and Operations
Support, Exhibit 8 Stage II Cost Workbook.)
If requested, SCO will prepare a Work Authorization to direct the Contractor to perform the
additional tasks. The Contractor may invoice for Work Authorizations following completion and
written acceptance of each Work Authorization by the SCO Project Manager.
MyCalPAYS Production Acceptance and System Warranty
When the deployment phase is completed (i.e., all civil service, exempt, elected officials and
judges are using MyCalPAYS as the system of record) and the system has been in production
for ninety (90) calendar days, the SCO Project Manager will make a recommendation to the
Steering Committee, based on input from the system users and administrators, whether to
accept the system.
The system acceptance criteria will be defined in the System Acceptance Plan, to be developed
jointly by the State and the Contractor, and will include such components as:
Completion of all testing phases described in the Scope of Services, with no Critical
or Urgent errors.
Priority
1 - Critical
March 26, 2009

Addendum 1
Characteristics of Situation
Loss of data
Data corruption
State of California

Priority
2 - Urgent
Characteristics of Situation
Productive use prohibited
No workaround available
An aggregated number of Priority 2 problems are outstanding
(open/pending) as determined by the SCO
Primary purpose compromised
Productive use impacted
Workaround generally not available
3 - Important
Productive, but incomplete operation

Workarounds generally available
4 - Routine
Productive, mainly cosmetic in nature

Workarounds or configurable options often available
Submission of an Action Plan stating how the Contractor will address any remaining
errors or anomalies from the testing or roll-out phases.
Submission of all contract deliverables.
Submission of licenses and warranty information for all software supplied by the
Contractor. Licenses and warranties shall be held in the name of or transferred to the
SCO.
Satisfaction of all requirements, terms and conditions of the contract.
The Steering Committee will make the final acceptance decision. The SCO Project Manager will
provide written notification to the Contractor of the Steering Committees decision, which will
constitute the completion of the MyCalPAYS Production Acceptance Period.
Upon completion of the MyCalPAYS Production Acceptance Period, the maintenance and
operations period will begin.
Confidentiality of Information
The persons supplied by the Contractor engaging in services to the State pertaining to this
project who require contact with State information will be required to exercise security
precautions for data that is made available and must accept full legal responsibility for the
protection of this confidential information. This includes financial, statistical, personal, technical,
and all other types of data and information relating to operations at SCO, whether expressly
made available to the persons supplied by the Contractor or encountered coincident to
performing work on the contract.
Under no circumstances shall the persons supplied by the Contractor use, publish, sell or
otherwise disclose to any third party the contents of any records, data, or reports derived from
data submitted for processing without the prior authorization and consent of the State in writing.
The Contractors staff will be required to complete the following forms as part of the roll on
process. These forms can be found in the Procurement Library.
March 26, 2009

Addendum 1
State of California

21st Century Project Conflict of Interest, Confidentiality Statement & Information

Security Acknowledgment
SCO Information Security Acknowledgement
Costs
The RFP, EXHIBIT- 8: Stage II Cost Workbook, will be attached to, and become part of, the
Statement of Work when the Contract is awarded.
Payment Provisions
The State will make progress payments to the Bidder based on the achievement of critical
project deliverables. The payment amount will be based on the Deliverables by Phase/Cost
Table that will be submitted as part of the proposal response and included in the contract. Once
the deliverable is complete and accepted by the State, the Contractor may invoice the State for
that deliverable. The State will withhold twenty percent (20%) of the invoiced amount, pending
System Acceptance.
For any Work Authorizations that are issued under this contract, the State will withhold twenty
percent (20%) of the invoiced amount, pending System Acceptance.
Invoicing
Payment for services performed under this Agreement will be made upon satisfactory
completion of all deliverables documented in this Statement of Work. The State will withhold
twenty percent (20%) of the invoiced amount, pending System Acceptance.
If the SCO does not accept the identified deliverables in this SOW, payment of invoice will be
withheld and the Contractor will be notified. The Contractor must take timely and appropriate
measures to correct or remedy the reason(s) for non-acceptance and demonstrate to the SCO
that the Contractor has successfully completed the scheduled work for each general task or
deliverable before payment will be made.
Invoice Content
Payments will be approved by the SCO Project Manager. Invoices submitted for payment must
be submitted in triplicate and include:
Contract number
Invoice number
Invoice date
Hours of service performed by individual contract personnel, per day per deliverable
(daily time sheet)
A certification statement signed by a company official, attesting to the accuracy of the
invoice data.
Note: Final content/layout will be determined after contract award.

Invoice Mailing Address:
21st Century Project
710 RiverPoint Court, Suite 150
March 26, 2009
Addendum 1
State of California

Change Control Procedures

Either the SCO or the Contractor may request changes to this SOW at any time. Because such
changes could significantly affect the cost or other critical aspects of the work being performed,
both the SCO and the Contractor must approve each change request prior to implementation.
The following change control procedure will be used except as superseded by written mutual
agreement or other binding procedures:
A Change Request (CR) prepared in a form and format acceptable to both the SCO and
the Contractor will be the vehicle for communicating change.
A CR must describe the requested change; the rationale for the change, and any
anticipated effect the change will have on the contract and/or the work performed under
the contract.
When a CR is issued by the SCO, delivery of the CR to the Contractor constitutes
authorization by the SCO for any additional hours and cost that may be incurred by the
information technology consultant to investigate the CR. However, no costs will be
charged to, incurred by, or recovered from the SCO when the Contractor expends less
than four person hours investigating a SCO issued CR.
The SCO and/or the Contractor must complete all reviews and officially approve or reject
an issued CR within five (5) business days of receipt. No conditional approvals by the
Contractor will be permitted.
Resolution of open issues concerning the definition, submission, acceptance, rejection,
or implementation of all CRs will occur via resolution process mutually selected by and
agreeable to the SCO and the Contractor.
Problem Escalation
Should the Contractor Project Manager and the SCO Project Manager not be able to agree on a
resolution to any particular issue, the Contractor and the State agree to raise the issue to an
Executive Committee prior to the assertion of rights under the Contracts Dispute provisions
(http://www.pd.dgs.ca.gov/modellang/GeneralProvisions.htm, GSPD-401T General Provisions
- Information Technology, Paragraph 41). The Executive Committee, made up of the
Contractors Project Manager, the States Project Manager, a senior executive of the Contractor
and the SCO Project Director or the designees or successors thereof (the Executive
Committee), will convene in person or by telephone conference call within two (2) State
business days of being requested by either project manager. The Executive Committee will
decide on a resolution within two (2) State business days of being convened. The Executive
Committee will use whatever resources it deems necessary to seek a rapid and just resolution
to an issue at the Executive Committee level. If resolution cannot be reached at the Executive
Committee level within the time frame prescribed above, either party may assert its other rights
and remedies as provided by the contract.
The State and the Contractor agree that, the existence of a dispute notwithstanding, they will
continue without delay to carry out all their responsibilities under the contract.
March 26, 2009

Addendum 1

RFP SCO-22191058 Addendum 1 032509

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State of California

21st Century Project MyCalPAYS

Request for Proposal SCO-22191058

21ST CENTURY PROJECT

March 26, 2009

Request for Proposal SCO-22191058

PURPOSE OF THIS REQUEST FOR PROPOSAL.....................................................................................................1

March 26, 2009

Request for Proposal SCO-22191058

21ST CENTURY PROJECT ORGANIZATION AND GOVERNANCE.........................................................................18

March 26, 2009

Request for Proposal SCO-22191058

March 26, 2009

Request for Proposal SCO-22191058

March 26, 2009

Request for Proposal SCO-22191058

Section I Introduction and Overview

B. Bidding Requirements and Conditions

March 26, 2009

Request for Proposal SCO-22191058

Figure 1. Procurement Timeline

March 26, 2009

Request for Proposal SCO-22191058

F. Identification and Classification of RFP Requirements

G. Bidding Requirements and Conditions

Request for Proposal SCO-22191058

3. Examination of the Work

4. Questions Regarding the RFP

March 26, 2009

Request for Proposal SCO-22191058

6. Supplier's Intention to Submit a Bid NOT APPLICABLE

8. Plastic Trash Bag Certification Violations

9. Bonds NOT APPLICABLE

11. Joint Bids

Request for Proposal SCO-22191058

12. Air or Water Pollution Violations

13. Fair Employment and Housing Commission Regulations

14. Exclusion for Conflict of Interest

15. Sellers Permit

Request for Proposal SCO-22191058

16. Disclosure of Financial Interests

17. Unfair Practices Act and Other Laws

2. Compliance Phase NOT APPLICABLE

Request for Proposal SCO-22191058

PROPOSAL AND RULING THE BIDDER INELIGIBLE TO FURTHER PARTICIPATE. ANY

March 26, 2009

Request for Proposal SCO-22191058

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Request for Proposal SCO-22191058

March 26, 2009

Request for Proposal SCO-22191058

2. Specific Terms and Conditions Not Applicable

4. Term of Contract Not Applicable

Request for Proposal SCO-22191058

3. Contacts for Information

March 26, 2009

Request for Proposal SCO-22191058

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Request for Proposal SCO-22191058

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Request for Proposal SCO-22191058

March 26, 2009

Request for Proposal SCO-22191058