Request for Qualifications Issue Date: 06/26/2018 Closed ... · House Bill 523, effective on...

1 RFQ Number: COM2018-MMCP001

Request for Qualifications

Issued by:

The Ohio Department of Commerce

Division of Administration

Issue Date: 06/26/2018

Closed Date: 07/10/2018

Medical Marijuana Project Manager

Request Number: COM2018-MMCP001

The Department of Commerce (“Commerce”) is searching for a highly skilled Project Manager (“PM”) to

assist the State’s efforts associated with implementing the Medical Marijuana Control Program (“MMCP”).

Commerce is looking for a PM that has at least six years’ experience with at least three projects of

comparable size and scope to the MMCP in order to coordinate such efforts in accordance with the

requirements of this RFQ, and any other tasks directed by Commerce related to the scope of work set forth

herein (the “Project”).

Business Background

House Bill 523, effective on September 8, 2016, legalizes medical marijuana in Ohio. The bill allows people

with certain medical conditions, upon the recommendation of an Ohio-licensed physician certified by the

State of Ohio Medical Board (“Medical Board”), to purchase and use medical marijuana. While the bill set

a basic framework for the program, it left the task of establishing specific rules and guidelines for the

cultivation, processing, testing, dispensing and medical use of marijuana to different State agencies.

Commerce is responsible for overseeing medical marijuana cultivators, processors and testing laboratories.

The Medical Board is responsible for overseeing the licensing of physicians to recommend medical use of

marijuana, and for determining the conditions for which medical use of marijuana is permitted in Ohio.

The State of Ohio Pharmacy Board (“Pharmacy Board”) is responsible for overseeing dispensaries,

establishing a patient registry, and establishing a toll-free hotline for the MMCP. Commerce, the Medical

Board and the Pharmacy Board (collectively, “the State Agencies”) have designated executive leadership

that serve on an overall executive committee for the MMCP (“Project Leadership”).

Opportunity and General State Requirements

The MMCP relies on several systems to implement its regulatory components. The interactions of these

systems are diagrammed in Attachment A. The individual implementation plans for each of the systems

are managed by the IT Project Managers within Commerce and the Pharmacy Board, and end-to-end testing

is to be coordinated by a team from the Ohio Department of Administrative Services. The PM for this

project will be expected to oversee and compile program-wide progress reports for the technical systems

implementation and end-to-end testing status of the MMCP.

The MMCP is a three-phase project. The overall phases are represented by the following diagram.


Diagram 1:

Medical Marijuana Control Program

Project Phases

The PM will also be expected to:

• Establish and track a program-wide Project Plan (as defined below) within project management

software, including, but not limited to, the following areas;

o Stakeholder and communications plan;

o Training plans for stakeholders and employees;

o Hiring and staffing for long-term programmatic needs; and

o Quarterly financial reporting for the project;

• Establish monthly Project review checkpoints for the Project;

• Perform regular review and active monitoring of Project progress against objective and independent

milestones, budgets, timescales and quality standards and provide Project Leadership with an

independent assessment as to the performance of the Project relative to established scope, time,

budgetary and quality standards;

• Identify Project level risks and issues, whether they be change management, functional, technical,

integration, business cycle or process related, and to the extent possible determine mitigating

strategies or approaches to help Commerce and its contractors maintain the overall delivery profile

of the MMCP;

• Interface with State and Project Leadership, as well as stakeholders to ensure that regular Project

status reporting is accurate and commensurate with the current status of the Project;


• Function as a trusted advisor to Project Leadership to quickly identify and work to resolve or correct

issues that affect the Project and its success; and

• Provide a leadership capability that is embedded in and leads the Project and work to help ensure

that the Project achieves its goals on time and on or under budget. Prospective contractors are

directed to emphasize collaboration, work execution, problem identification and solving and trusted

advisor aspects of their firm as opposed to Independent Verification and Validation (IV&V) type

of delivery activities that are common in Projects of this scope and size.

The State prefers prospective candidates and contractors that already have experience working with the

State, as well as candidates that have worked collaboratively in the review and design of systems migration

efforts, high performance processes and customer delivery functions leading to a successful implementation

of recommendations. Successful candidates will be self-starters, detail oriented and will be responsible for

helping to drive the inevitable success of the MMCP.

PM Responsibilities

The PM will independently review, assess and document issues, challenges, improvement options and

recommendations in the following areas:

Project Management and Oversight Assessment and Recommendations for Project Execution

including:

• Identify to Project Leadership items that are impediments or enablers to Project success inclusive

of State, contractor and Project support functions;

• Decision-making timeliness, completeness and impacts to the overall Project from a timing, cost

and quality perspective ensuring that the any escalations to Project Leadership are prompt, concise

and impactful; and

• Upon completion of monthly Project review checkpoints, advise Project Leadership on corrective

actions and next steps for moving forward with the Project within one week of each checkpoint.

Project Enablement and Execution Element Assessment Reports and Corrective Action Plan(s)

including:

• Ensure that the contracted Project phasing considerations and actual Project delivery align with the

content, realism, practical implementation factors associated with the execution of the Project and

drive the Project’s likelihood of success given the agreed-upon phasing over the life of the Project;

• Project reporting that is designed to not only report progress, but material risks and issues that will

(or could) manifest in a sub-optimal delivery from a cost, timing and quality perspective;

• Deliver accountability that is designed to clearly identify who (by name) is responsible for each

Project execution area and whether they are capable and performing in a manner consistent with

the requirements of the Project; and

• Execution of corrective actions (from a planning and project management perspective) that need

immediate attention or correction to ensure that the Project is initiated, tracked, and managed

suitably to help ensure its overall success. Items in this area generally include items from prior

elements, but should be specific enough to act upon, measure and carry sufficient credibility as a

“call for action.”


Milestones, Deliverables, Work Products and Responsibilities:

• Compile and maintain a master schedule of deliverables, work products and activities across the

State Agencies and their contractors, and provide specifics as to the completeness, quality,

submission and approval cycles, and document pre-requisites, downstream impact(s) and validity

(the “Project Plan”);

• Once the Project Plan has been completed, and on a periodic basis (monthly at minimum)

throughout the Project, deliver a Project review checkpoint presentation to the State that addresses

any issues or concerns; and

• Attend weekly status meetings with Project Leadership to discuss Project issues.

Specific Responsibilities (State-Facing Functions):

As part of the delivery of services, the PM will support State functions in the Project as follows and

applicable:

• Escalate all decisions to the Project Leadership, or other parties as identified by the State, that are

not made in concert with established Project conventions whether they be time, budget, scope or

quality oriented;

• Regularly review Project change management aspects and maintain a portfolio of risks and issues

that pertain to the Project’s scope that impacts or may be impaired by the State’s culture, personnel,

process, integration, data conversions, technology or security/privacy and other areas as appropriate

as to assist the State in a successful implementation from concept through to production;

• Host regular meetings with Project Leadership, or other parties as identified by the State, to review

these change management risks and issues as well as advising as to how to best reduce or minimize

change management aspects of the Project; and

• Meet as directed with the State of Ohio Office of Budget and Management’s Value Management

Office (“VMO”) to provide project updates, and support VMO in the development of, and regular

updates to, independent project status reporting.

General Characteristics and Candidate Success Factors:

• Function as a trusted advisor to the State to quickly identify, and to the extent possible, work to

resolve or correct issues that affect the Project and its success;

• Ability to handle multiple time-sensitive projects, initiatives and work assignments; and

• Demonstrated delivery of communications to a combination of public or private sector clients

including executive/leadership level presentations;

• Demonstrated fluency in IT project management and communications;

• Demonstrated fluency and persuasive communications in technical, business, policy and

directional/strategy elements to all levels of Project stakeholders appropriate to the audience and

their level of understanding and interest; and

• Proficiency in common office tools (e.g., presentation, spreadsheet, data analysis, technical and

business document processing) in an environment with complex legal, contracting, versioning and

other attributes commensurate with highly complex and contemporary projects.

Project Location and Work Conditions:

Normal business hours (between 8:00 AM and 5:00 PM) Monday through Friday, 40 hours per week. PM

may be required to work additional hours based on operational need with State prior approval. All work

must be performed onsite at State Project locations in the greater Columbus area.


Obligations under the contract must be performed to the satisfaction of the State, State requirements and in

accordance with State biennial appropriation terms, the first period of which expires June 30, 2019. Should

the State require continued services following any period, and subject to the availability of funds, the State

will notify the PM in writing as to any extension period(s) following June 30, 2019. Commerce reserves

the right to extend any awarded contract once, in writing prior to contract expiration, upon the same terms

and conditions.

General Instructions

Each proposal must be organized in the same format as described below. Any material deviation from the

format outlined below may result in a rejection of the non-conforming proposal. Each proposal must contain

an identifiable tab sheet preceding each section of the proposal. Proposals shall be valid for a minimum of

90 days. Confidential client details should be redacted from any of the following items.

A. Cover Letter (maximum two pages) – Highlight the candidate’s professional profile, key

engagements, and project management background.

B. Summary Deliverables or Deliverable Extracts – Highlight the contractor’s capability and

experience (in general) and the capability and experience of the proposed candidate (specifically)

in similar projects inclusive of tools, systems, training and alignment. Confidential client details

should be redacted.

Any candidate selected for an interview will be expected to bring in work products such as sample

deliverables and other materials developed for other governmental and private sector clients that:

• Clearly demonstrate the capabilities of the candidate to perform the work. Provided materials

must have been developed by the candidate (as opposed to the contracting firm);

• Showcase candidate-specific innovative approaches, methods, and tools used to develop these

materials for the respective clients, and by extension, how such innovations could be applied

to State needs and requirements;

• Highlight meaningful results and successful business outcomes as a result of the candidate’s

efforts, involvement, and creativity; and

• Demonstrate the ability of the candidate to address highly complex, multi-agency, or enterprise

level business problems and present to a variety of technical and non-technical audiences at all

levels.

C. One Biographical (4 page) Resume for Each Proposed Candidate - Focusing on the elements

requested in this solicitation and other pertinent information.

D. Reference Forms – Three references provided on the reference form attached as Attachment B.

E. Cost Information – The cost information shall be submitted as a proposed hourly rate and as a

separate submission as instructed below. Candidate is presumed to be available to work on the

Project for approximately 2080 hours in the fiscal year running July 1, 2018 through June 30, 2019.

F. Proposal Submission Deadlines and Restrictions – All proposals should be submitted by 3:00

pm on July 10, 2018. Commerce will not respond to any inquiries made after this time.


IMPORTANT NOTE:

Commerce will only consider proposals that meet the required form of submission detailed above and have

the following required information:

• State Term Schedule Number

• STS Labor Category Code

• This RFQ number

• Cost information

• Proposal date expiration (at least 45 days)

All responses to this RFQ should be submitted electronically, in a current PDF format, to Agency

Procurement Officer Joy McKee at [email protected]. Responses should include: (1) a completed

proposal (excluding cost information); and (2) a separate cost information document. Each submission

should be clearly labeled with “COM2018-MMCP001” and the contractor’s name.

Proprietary Information

All proposals and other material submitted will become the property of the State and may be returned only

at the State's option. Proprietary information should not be included in a proposal or supporting materials

because the State will have the right to use any materials or ideas submitted in any proposal without

compensation to the contractor. Additionally, all proposals will be open to the public after the contract has

been awarded. See Ohio Revised Code Chapter 149.

Waiver of Defects

The State has the right to waive any defects in any proposal or in the submission process followed by a

contractor. The State will only do so if it believes that is in the State's interest and will not cause any material

unfairness to other contractors.

Rejection of Proposals

The State may reject any proposal that is not in the required format, does not address all the requirements

of this RFQ, or that the State believes is excessive in price or otherwise not in its interest to consider or to

accept. In addition, the State may cancel this RFQ, reject all the proposals, and seek to do the work through

a new RFQ or other means.

Clarifications and Corrections

During the evaluation process, the State may request clarifications from any contractor under active

consideration. It also may give any contractor the opportunity to correct defects in its proposal. The State

will allow corrections only if it does not result in an unfair advantage for the contractor and it is in the

State’s interest.

Evaluation

The evaluation of proposals will be completed in a four-step process.

STEP 1: Commerce will confirm that contractors and proposals meet the minimum required qualifications

and proposal format.

mailto:[email protected]


STEP 2: Of the proposals meeting the minimum requirements, the contractors will be invited to interview

if they are among the top four candidates in the consensus scoring of their Quality of Proposal.

If candidates tie with the same consensus score, the candidate with highest consensus score in

the references subsection will be selected for an interview. If candidates remain tied after

consideration of the references subsection, both will be selected for an interview. The consensus

scoring for the Quality of Proposal will be broken down as indicated on the following page.

STEP 3: Contractors invited for an interview will be scored according to the interview criteria identified

on the following page. Individual scores will be compiled to establish an aggregate score for

each candidate.

STEP 4: The contract will be awarded to the highest scoring candidate panel based on the following

scoring rubric:

Deliverable Description Weight

Quality of

Proposal

• Summary Deliverables or Deliverable Extracts

• Candidate Resume

• Reference Forms

40%

Interview Candidate has the knowledge, skills and abilities to

fulfill the needs of the Project 40%

Cost Information Proposed Hourly Rate – Presume approximately 2080

hours in the fiscal year starting July 1, 2018. 20%

Each of the criteria in the Quality of Proposal and interview scoring components will be scored on a

numerical system from 0-5:

Score Rating Characteristics

0 Does not Meet Response is not provided.

1 Unacceptable Response was poor related to meeting expectations.

2 Satisfactory Response indicates expectations will not be completely met or at a level

that will be below average.

3 Average Response generally meets expectations.

4 Above Average Response indicates expectations will be exceeded.

5 Excellent Response significantly exceeds expectations.

The Quality of Proposal component will be scored as follows:

Category Scoring Criteria Possible Points

Cover Letter,

Summary

Deliverables or

Deliverable

Extracts &

Candidate

Resume

Materials demonstrate that candidate has completed an

undergraduate or advanced degree in Business, Computer Science,

Engineering, Information Sciences, Operations Research, Public

Administration, Public Policy, or a related field.

5

Materials demonstrate that candidate has 6+ years of experience in

the project management field. 5

Materials demonstrate that candidate has experience managing

projects across large organizations. 5


Materials demonstrate that candidate has experience managing

collaborative efforts. 5

Materials demonstrate that candidate has experience managing the

technical aspects of large projects. 5

Materials demonstrate that candidate has experience managing the

business aspects of a large projects (change management, training,

budget, staffing plans).

5

Materials demonstrate candidate has experience building project

plans from both an IT and business operations experience. 5

Materials demonstrate candidate has experience interacting with

senior executive leadership. 5

Materials demonstrate candidate has experience with projects that

have substantial public interest in progress. 5

References

References demonstrate experience with large organizations. 5

Projects in references are similar in size and scope to the MMCP

Project. 5

References include projects with significant visibility and public

interest. 5

References demonstrate projects that span a large number of

divisions within an organization, or several organizations. 5

Total Possible Points 65

The Interview component will be scored as follows:

Scoring Criteria Possible Points

Candidate demonstrates effective communication skills. 5

Candidate describes situations that demonstrate innovative approaches to

project management. 5

Candidate demonstrates sophistication working with audiences of different

abilities and objectives. 5

Candidate demonstrates understanding of considerations unique to public sector

projects. 5

Candidate demonstrates success in bringing projects with significant challenges

to completion. 5

Candidate demonstrates understanding of what causes projects to fail. 5

Candidate demonstrates conflict resolution skills. 5

Candidate demonstrates understanding of public sector ethics considerations. 5

Candidate demonstrates experience managing vendors and budgets. 5

Total 45

Schedule of Events

All times are Eastern Standard Time (EST). Dates and times are subject to change at the discretion of the

State.


Event Date

1. RFQ Distribution to Prospective Contractors June 26, 2018

2. Deadline for Submitting Questions July 5, 2018 at 8:00 AM

2. Proposal/Cost Information Due Date July 10, 2018 at 3:00 PM

3. Target Date for Interviews Week of July 16, 2018

4. Anticipated Decision Week of July 16, 2018

5. Anticipated Commencement Date of Work Week of July 23, 2018

Standard Terms and Conditions

By submitting a proposal to Commerce each contractor agrees to the following terms and conditions, all of

which may be made part of any awarded contract. Nothing herein guarantees that the contractor’s proposal

will be accepted by Commerce. Nothing provided by contractor and/or Commerce shall amend, modify, or

rescind the following terms and conditions.

The State may reject any proposal if the contractor takes exception to the terms and conditions of this RFQ.

Proposals are Firm for 90 Days. Unless stated otherwise, once opened all proposals are irrevocable for 90

days. Beyond 90 days, contractor will have the option to honor its proposal or make a written request to

withdraw its proposal from consideration.

Secretary of State. The contractor is properly registered with the Ohio Secretary of State pursuant to Ohio

Revised Code §§ 1703.01 to 1703.31 as applicable.

Proposals are Public Record. After a proposal is opened, it is a public record as defined in Ohio Revised

Code §149.43 and therefore, a contractor should not include trade secret or proprietary information in its

proposal.

OBM Certification of Funds. All purchases for goods or services by Commerce are contingent upon

approval by OBM that all statutory provisions under Ohio Revised Code §126.07 have been met and that

the Controlling Board has approved the purchase or service when applicable.

Non-appropriation. Commerce’s funds are contingent upon the availability of lawful appropriations by the

Ohio General Assembly. If the General Assembly fails at any time to continue funding for the payments or

any other obligation due by Commerce, then Commerce will be released from its obligations on the date

the funding expires.

The current General Assembly cannot commit a future General Assembly to expenditure. Any agreement

between the contractor and Commerce will expire at the end of the next biennium if not sooner by agreement

of the parties.

Taxes. Commerce is exempt from federal excise taxes and all state and local taxes, unless otherwise

provided herein. Commerce does not agree to pay any taxes on commodities, goods, or services acquired

from any contractor.


Payments, Invoices and Interest. Any payments will be due on the 30th calendar day after the later of: (1)

the date of actual receipt of a proper invoice, which must comply with the State’s then current policies, by

Commerce’s Fiscal Office, or (2) the date the deliverable(s) is/are accepted in accordance with the terms of

the contract. The date of the warrant issued in payment will be considered the date payment is made. Ohio

Revised Code §126.30 may be applicable and, if so, requires payment of interest on overdue payments for

proper invoices. The interest charge shall be at a rate per calendar month, which equals one-twelfth of the

rate per annum prescribed by Ohio Revised Code §5703.47.

Insurance. The State of Ohio is self-insured.

Ohio Election Law. Contractor affirms that it is compliant with Ohio Revised Code §3517.13.

Ohio Ethics Law. Contractor affirms that it is currently in compliance and will continue to adhere to the

requirements of Ohio Ethics law as provided by Ohio Revised Code §102.03 and 102.04.

Drug-Free Workplace. Contractor agrees to comply with all applicable Ohio laws regarding maintaining a

drug-free workplace. Contractor will make a good faith effort to ensure that all contractor's employees,

while working on State property, will not have or be under the influence of illegal drugs or alcohol or abuse

prescription drugs in any way.

Equal Employment Opportunity. Contractor agrees that it complies with the requirements of Ohio Revised

Code §125.111 and that it will comply with all state and federal laws regarding equal employment

opportunity and fair labor and employment practices.

Workers’ Compensation. Contractor shall provide its own workers’ compensation coverage for the entire

duration of all work performed. Commerce is hereby released from any and all liability for injury received

by the contractor, its employees, agents, subcontractors, or affiliated parties while performing tasks, duties,

work, or responsibilities for Commerce.

Prohibiting the Expenditure of Public Funds on Offshore Services. The contractor affirms to have read,

understands Executive Order 2011-12 K, and shall abide by those requirements in the performance of any

work for Commerce. Commerce reserves the right to recover any funds paid for services the contractor

performs outside of the United States for which it did not receive a waiver. The State does not waive any

other rights and remedies provided herein.

State Audit Findings. Contractor affirmatively represents to Commerce that it is not subject to a finding for

recovery under Ohio Revised Code §9.24 or that it has taken the appropriate remedial steps required under

Ohio Revised Code §9.24 or otherwise qualifies under that section. Contractor agrees that if this

representation is deemed to be false, any agreement or contract between contractor and Commerce shall be

void ab initio and any funds paid by Commerce hereunder shall be immediately repaid to Commerce, or an

action for recovery may be immediately commenced by Commerce for recovery of said funds.

Indemnification, Hold Harmless, Attorney’s Fees and Representation. Any provisions requiring Commerce

to indemnify, hold harmless or pay attorney’s fees to contractor, do not meet the requirements of state law

and shall be considered stricken from any agreement made between the parties. Any requirement that

contractor defend a lawsuit where Commerce has been named as a party is subject to Ohio Revised Code

§109.02.


Independent Contractor. If awarded a contract as a result of this RFQ, contractor shall be an independent

contractor for the State, entitled to no benefits or other protections awarded to State employees.


ATTACHMENT A PROGRAM DIAGRAM


ATTACHMENT B

CONTRACTOR REFERENCES

Three (3) professional references who have received services from the contractor in the past five (5) years.

(Note: please do not exceed more than one page per reference).

Company Name:

Contact Name:

Address:

Phone Number:

E-Mail Address:

Project Name:

Beginning Date of

Project:

(Month/Year)

Ending Date of Project:

(Month/Year)

Description of project scope, size, complexity and the contractor’s role in this project.

Company Name:

Contact Name:

Address:

Phone Number:

E-Mail Address:

Project Name:

Beginning Date of

Project:

(Month/Year)


(Month/Year)


Company Name:

Contact Name:

Address:

Phone Number:

E-Mail Address:


Project Name:

Beginning Date of

Project:

(Month/Year)


(Month/Year)


Request for Qualifications Issue Date: 06/26/2018 Closed ... · House Bill 523, effective on...

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