The Rules Your Clients Play By, and How to Help Them Win!

Session Contents The FNS “APD Process” and the role YOU play What we tell the States – your clients – about:  The Power of the RFP  Open Competition & Conflicts of Interest  Contractor Selection Criteria and Bid Scoring FNS & Vendors – Areas of Common Interest

Who at FNS?? Responsibility for oversight of State Automation and Modernization efforts is shared - between the Regional Office SNAP or WIC program and the State Systems Office - SSO.

State Agency Advance Planning & Acquisition Documents State Systems Office FNS Regional Office Approval or Additional Documentation Request

NERO MARO SERO SWRO WRO MPRO MWRO

Gregg Saxton

Karen Painter-Jaquess

Kathy Tankersley

Lynn Jordan

Catalina LunaJennifer Renegar

Coordination Within FNS States should expect a coordinated response from FNS. SSO – Lead on APD Process, Project Management and Technical Issues Region – Lead on Program Functionality

Our Role…..

Why You Should Care! When vendors understand the process you can: - Help states comply with it - Avoid clients being caught in the middle - Be aware of when the products that you create are subject to the federal process -Planning docs -Change orders that cross the threshold -Status reports and/or components of the APDUs

Advance Planning Document Process PlanningDesignDevelopmentTesting/PilotImplementationOperationEvaluation

Advance Planning Documents Planning Advance Planning Document (PAPD) Implementation Advance Planning Document (IAPD) IAPD Update (IAPDU) IAPDU As-Needed

Procurement Documents Request For Proposal (RFP) Contract

Advance Planning Documents Planning Advance Planning Document (PAPD) Implementation Advance Planning Document (IAPD) IAPD Update (IAPDU) IAPDU As-Needed Emergency Acquisition Request (EAR)

PAPD Planning Advance Planning Document

“A Planning APD is required for review and approval for all projects > $5M total project costs” FNS Handbook 901, Section 2.2.1, Planning APD

Purpose of a PAPD PAPD is a brief document that:  Requests prior approval and Federal funds to explore the feasibility of new system initiatives  Describes the planning activities  Estimates the cost and timeline of planning  Identifies and prepares for acquisition activities

25 FNS Timeframes 60 DAYS

50 States x 2 programs (WIC & FSP) + states with multiple systems + WIC ITOs & US territories x ~3-6 docs/project ÷ 6 of us days

OK, so the PAPD is approved … THEN WHAT?

Define the scope Review business processes Conduct requirements analysis Conduct feasibility study/alternatives analysis Prepare cost benefit analysis Prepare IAPD Planning Activities

Planning Activities MANAGING EXPECTATIONS

IAPD Implementation Advance Planning Document

Purpose of an IAPD Culmination of the planning process Reflects the results of the analysis and feasibility of various automation alternatives Reflects the design and description of the automation project

Purpose of an IAPD Provides an initial management plan for acquiring, developing, testing, and implementing the selected alternative(s) Requests prior approval and Federal funding from FNS

Components of an IAPD Feasibility Study/Alternatives Analysis/Cost-Benefit Analysis Functional Requirements Management Plan Schedule Budget

43 FNS Timeframes 60 DAYS

44

OK, so your IAPD is approved … THEN WHAT?

Convert functional requirements into the system requirements Develop / Transfer / Integrate Test and Pilot Train and Implement statewide Design, Development & Implementation Activities

Testing Testing Testing!

Training What Makes Training Effective? Incorporates UAT results Is scheduled “just in time” Is “hands on” Does not end at rollout

Pilot Test What a Pilot Should Not Be: Simply the first phase of rollout A formality to proceed What a Pilot Should Be: The extension of system testing into the real world A real test of the system

During the planning phase (while carrying out the activities in the approved PAPD)…. Planning Contractor QA Contractor ???

Planning & Procurement documents project flow PAPD Submit to FNS FNS approves Do planning tasks Submit APDUs Closure Submit planning phase RFP(s) FNS approves Release RFP & choose contractor Submit contract to FNS FNS approves

During the Implementation Phase (while carrying out the activities in the approved IAPD)… Project management Development contractor QA contractor IV&V Communications Training ???

IAPD & procurement documents project flow IAPD Submit to FNS FNS approves Do DDI tasks Submit APDUs Closure Submit DDI phase RFP(s) FNS approves Release RFP & choose contractor Submit contract to FNS FNS approves

FNS Thresholds for RFP Approval FSP > $5M total acquisition cost WIC > $100K total acquisition cost FSP > $1M total acquisition cost WIC > $100K total acquisition cost Competitive { Non- competitive {

56 FNS Timeframes 60 DAYS

HHS Easier on you if we talk and agree!

Stewardship Ownership Partnership

Stewardship

Partnership

Ownership

The State needs: Knowledge Confidence Backing

State staff MUST: Know what they want Describe it accurately Recognize what resources they need to hire Describe them accurately Hire the contractor that has the right stuff Use tools to hold contractor accountable

What States want Reasonable cost Low risk Reliable outcome Happy Execs On time Happy users No bad press What you want

What we want Fair and competition Stewardship of Federal funds A process that results in access & integrity in benefit delivery A process that holds up to legal challenges Evidence that the State is in control of its own destiny HINT: Use the RFP Checklist in 901!

The same contractor should NEVER define the work and then bid on it do the work, and then evaluate it. OR

Implementation RFP Used to hire professional and technical skill sets to design a new system, write or adapt the software, produce documentation, and test and implement the system.

Components of an RFP Introduction & Overview Current processing environment Workload data New system environment (including projected growth) Hint: This stuff is in 901’s procurement chapter!

Components of an RFP Solicitation Instructions and Conditions “Boilerplate” language – legal and purchasing requirements Proposal structure and content Procurement schedule Q&A process Submission process

Components of an RFP Statement of Work (SOW) – the MEAT! Desired project schedule Deliverables Installation, Conversion, Maintenance requirements Personnel requirements Functional requirements

FReD

Don’t start from scratch! Did they get what they asked for? How did they stay on schedule? Did they win that lawsuit? Only 3 change orders?!

Tasks and Deliverables: Create a detailed project timeline Guide state through design or functional verification process Document requirements and tech specs Write or adapt the application code Create user and technical documentation Conduct testing Convert data from the old system Conduct or support training Operate or train the Help Desk

Rely on bidders’ questions to clarify things you didn’t explain fully.  Bid the product they built for the last customer  Guess  Bid high enough to cover the unknowns

So what???

“Pay me now or Pay me later” and

Components of an RFP Management Plan Identify who the contractor will report to Describe the project management structure Define the type and frequency of status reports required Specify who will review and approval of work performed Clarify roles of state staff and other contractors

Components of an RFP Evaluation and Award Process Identify evaluation criteria Specify weight or points for each one Describe the scoring process Specify the minimum technical score Explain how bidders will be notified

DO √ Ensure that RFPs contain enough detail to clearly define requirements.

DO √ Describe requirements and timeline expectations in specific terms to provide the contractor with adequate information to develop a responsive bid.

DO √ Describe acceptable levels and measures of performance for products and/or deliverables.

DO √ Assign people with enough technical expertise to the evaluation panel √ Allow them enough time to really read and score all the proposals √ Provide them training on how the process works and what the selection criteria mean

DO Describe the performance and other relevant requirements of the procurement. DON’T Specify a “brand name” product instead of allowing “an equal” product to be offered, unless you’re talking about a state technical standard.

DON’T Place unreasonable requirements on firms to qualify to do business. Keep it

DON’T Specify geographical preferences.

DON’T Require unnecessary experience and excessive bonding Include unlimited liability clauses

DON’T Use noncompetitive pricing practices between firms or affiliated companies Permit organizational conflicts of interest Allow noncompetitive awards to consultants on retainer contracts Take any arbitrary action in the procurement process

PRICE TECHNICAL

WHEW! Are we done yet?

(But almost…)

Contracts Handbook 901 Chapter 6 – Procurement All the goodies – Contract components, terms and conditions, checklists – including FNS-required provisions

Annual APDU States are required to provide an annual update on all approved multi-year PAPD/IAPD projects Allows FNS to fulfill its oversight responsibility

Purpose of Annual APDU Keep a State’s PAPD/IAPD current by periodically updating FNS on project status:  Progress, accomplishments, and issues  Changes or adjustments in plans or approaches  Changes in budget or expenditures  Changes to schedule  Mechanism to request approval for successive phases of project (if limited approvals were initially provided)

Threshold Triggers for APDU As Needed A significant increase in total project costs  FSP >$1m or 10% of the total project cost, whichever is higher A significant change/delay to major milestones in project schedule  FSP >120 days