Hourly Based Information Technology Services (HBITS) RFP (23096) Pre-Bid Conference

Presenters Terri Karius, HBITS Team Sonni D’Andrea, HBITS Team

General Information If you have not done so already, please: Sign in at the registration desk located just outside the meeting room door. Note the locations of the restroom and water fountain. Note the Emergency evacuation routes. Silence all cell phones and if you must make a phone call, exit the room and do so quietly. Keep side conversations to a minimum (meet and greet to begin after this meeting).

Restricted Period Currently In Effect What is a restricted period? This is the time between when a solicitation is released and the contract is awarded. During this time, make sure to direct your questions to the designated contacts. Designated Contact Email Hourly Based Information Technology Services (HBITS): OGS.sm.PS_HBITS@ogs.ny.gov OGS Restricted Periods List https://nyspro.ogs.ny.gov/content/restricted-periods-list

Questions Questions will not be taken before, during, and/or after this presentation All questions regarding this solicitation must be submitted through the standard Q&A process using Attachment 2: Bidder Questions Form

What is HBITS?

HBITS Overview Hourly Based Information Technology Services Provides Authorized Users with information technology staff to support their information technology needs through hourly-based staff augmentation Gives the Authorized Users the ability to score, interview, and hire IT staff based on their position requirements The new Centralized Contracts will: Replace the current Centralized Contracts Be awarded for five (5) years with a one (1) year extension option Be awarded statewide

Feedback & Positive Changes

Positive Changes Increased the number of Active Contractors from 20 to up to 30 Modified the Contractor Annual Evaluation with focus on candidate quality Removed automatic waitlist of Contractors Increased the Cost Differential from 3% to 5% Increased the max length of a Task Order engagement from 24 months to 30 months Revised the current Job Title structure

Positive Changes (cont’d) Modified the Financial Proposal (Attachment 7 – Financial Proposal) to include the option to bid a different markup per region Based upon a market basket of Job Title, Skill Level and Region combinations, a Bidder’s average bid rate is determined and used in a 2-Part Financial Scoring Process: Part 1 - Acceptance of up to 60 Bidders with an average bid rate that falls within a percentage above or below a median bid range Part 2 - The Bidders with an average bid rate that falls within the median bid range (defined in Part 1) will be assigned points proportionately for each market basket title combination based on the amount that their bid rate exceeds that of the lowest bid rate for that combination

Positive Changes (cont’d) Increased M/WBE Goal from 20% (11% MBE; 9% WBE) to 30% (15% MBE; 15% WBE) Established SDVOB Goal of 6% Incorporated Executive Order No. 177 On February 3, 2018, Governor Andrew M. Cuomo issued Executive Order No. 177 (“EO 177”), directing New York State agencies and authorities not to enter into any contracts with entities that have institutional policies or practices that fail to address the harassment and discrimination of individuals on the basis of their age, race, creed, color, national origin, sex, sexual orientation, gender identity, disability, marital status, military status, or other protected basis.

Don’t Forget… Carefully read the solicitation, all appendices & attachments Take advantage of the inquiry period Don’t modify the format of the documents Any deviations/exceptions requested must be submitted through Attachment 2 – Bidder Questions Form to be considered

Don’t Forget… (cont’d) Ensure your bid submittal is complete Submit only what is requested, and ensure it is clear and legible Be sure the vendor name and FEIN are consistent and accurate on all documents Be responsive and timely to clarification questions from OGS

Tentative Key Events EVENT DATE TIME RFP Release 6/1/18 N/A Pre-Bid Conference/SBE, MWBE & SDVOB Meet and Greet 6/20/18 9:00 AM EST Submission of RFP Questions Due 7/9/18 Responses to RFP Questions by OGS Procurement Services Due 7/20/18 (Tentative) Submission of MWBE/SDVOB Partnering Interest Email 7/20/18 Solicitation Opening/Due Date for Responses 8/9/18 11:00 AM EST Tentative Awards 9/11/18 Tentative Contract Approval Date/Award Publish Date 10/1/18

Restricted Period Currently In Effect What is a restricted period? This is the time between when a solicitation is released and the contract is awarded. During this time, make sure to direct your questions to the designated contacts. Designated Contact Email Hourly Based Information Technology Services (HBITS): OGS.sm.PS_HBITS@ogs.ny.gov OGS Restricted Periods List https://nyspro.ogs.ny.gov/content/restricted-periods-list

SBE, M/WBE & SDVOB Meet and Greet

SBE, M/WBE & SDVOB Meet and Greet June 20, 2018, 10 a.m. to 1p.m. Empire State Plaza Convention Center NYS SBEs, NYS Certified M/WBEs, and NYS Certified SDVOBs will have an opportunity to foster potential partnerships for HBITS opportunities Prospective HBITS Contract holders will have an opportunity to develop partnerships that will help them meet contract goals Have fun!