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

2. 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

3. 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.

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

5. NERO MARO SERO SWRO WRO MPRO MWRO

6. Gregg Saxton

7. Karen Painter-Jaquess

8. Kathy Tankersley

9. Lynn Jordan

10. Catalina LunaJennifer Renegar

11. 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

12. Our Role…..

17. 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

18. Advance Planning Document Process PlanningDesignDevelopmentTesting/PilotImplementationOperationEvaluation

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

20. Procurement Documents Request For Proposal (RFP) Contract

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

22. PAPD Planning Advance Planning Document

23. “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

24. 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. 25 FNS Timeframes 60 DAYS

32. 50 States x 2 programs (WIC & FSP) + states with multiple systems + WIC ITOs & US territories x ~3-6 docs/project ÷ 6 of us ---------------- 60 days

33. OK, so the PAPD is approved … THEN WHAT?

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

35. Planning Activities MANAGING EXPECTATIONS

39. IAPD Implementation Advance Planning Document

40. 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

41. 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

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

43. 43 FNS Timeframes 60 DAYS

44. 44

45. OK, so your IAPD is approved … THEN WHAT?

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

47. Testing Testing Testing!

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

50. 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

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

52. 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

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

54. 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

55. 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. 56 FNS Timeframes 60 DAYS

57. HHS Easier on you if we talk and agree!

59. Stewardship Ownership Partnership

60. Stewardship

61. Partnership

62. Ownership

63. The State needs: Knowledge Confidence Backing

64. 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

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

66. 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!

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

68. 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.

69. 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!

70. 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

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

72. FReD

74. 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?!

75. 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

79. 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

80. So what???

81. “Pay me now or Pay me later” and

87. 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

88. 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

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

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

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

93. 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

94. 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.

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

96. DON’T Specify geographical preferences.

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

98. 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

99. PRICE TECHNICAL

100. WHEW! Are we done yet?

101. (But almost…)

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

104. 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

105. 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)

106. 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