RFI for Seed-to-Sale Solution

The organization is seeking information for a new or upgraded seed-to-sale system, including transition support, system stabilization, and detailed solution analysis.

Acknowledge and conform to six design principles and requirements for digital experience strategy.
Use the PA.GOV domain for proposed websites and digital services.
Integrate with existing PA.GOV and validate credentials.
Register with and utilize Keystone Login for Pennsylvanians and Business Partners.
Develop user-focused requirements tied to all personas.
Include a reporting strategy and mechanisms to measure success in meeting user needs.
Plan for user research and iterative prototype development with written sign-off.
Outline design best practices and technical integrations for the front-end experience.
Provide a detailed overview of data available from the proposed solution, including format and access methods.
Explain how the proposed solution can contribute to the centralized enterprise data hub.
Acknowledge if the proposed solution has a roadmap for sustaining, enhancing, and maturing.
Explain how solution enhancements and/or version releases are handled and at what cyclical intervals.
Acknowledge compliance with Commonwealth’s electronic information privacy standards (ITP-PRV001).
Acknowledge compliance with Commonwealth’s websites, applications, and digital content and services design standards (ITP-SFT002, ITP-SFT009).
Demonstrate support for accurate digital language translation in frequently encountered languages for people with limited English proficiency (LEP).
Acknowledge and demonstrate compliance with Title III of the Americans with Disabilities Act (ADA), Section 508, Section 504, revised Section 508 Standards, and Web Content Accessibility Guidelines (WCAG).
Provide quarterly reports demonstrating compliance with WCAG.
Acknowledge and demonstrate compliance with ITP-INF003 – Data Modeling Standards.
Provide availability of Application Programming Interfaces (APIs) to add, update, and/or exchange resident, business, and solution/system/application data in real-time.
Propose a structured Phase 0 discovery effort (fixed price) resulting in an approved roadmap.
Propose an implementation methodology that prioritizes risk reduction, early operational readiness, and disciplined configuration.
Identify transition or current platform risks during discovery and propose contingency plans.
Define data extraction and conversion sequencing.
Identify dependencies that may delay cutover.
Recommend strategies for parallel operations, if required.
Include a cutover plan in the Implementation Roadmap.
Identify the minimum viable configuration required to meet statutory compliance.
Prioritize functionality necessary to support traceability, MMU enforcement, Registry validation, inventory controls, testing and quarantine, core reporting, and essential integrations.
Sequence non-critical enhancements and optimization work for post-cutover phases.
Describe how a fully configured Test for Production (TFP) environment containing DOH migrated data will be provided.
Propose a strategy that enables partial operational readiness and testing prior to full system optimization.
Propose a Product Management plan that describes how task and activity progress will be reported.
Manage a continuous testing process throughout the system transition and implementation process.
Create a comprehensive Test Plan including all types of testing and roles/responsibilities.
Develop test scripts and scenarios that reflect all requirements in Appendix G.
Create a testing log to ensure tests are performed and results are available to DOH.
Ensure performance tests (stress and load testing) are performed and results are available to DOH.
Be responsible and accountable for managing all aspects of User Acceptance Testing (UAT).
Document test results to include defect management reporting and confirmation of errors being retested and resolved.
Be responsible for defect resolution.
Propose an implementation approach that uses iterative configuration cycles and incorporates stakeholder demonstrations.
Describe an approach to data conversion and validation.
Perform the final conversion of data into the configured and successfully tested solution.
Submit a conversion plan for DOH acceptance.
Provide training for the users of the solution, addressing all user types and roles.
Provide resources for ongoing and new user training and maintain updated training materials in a knowledge base.
Propose a method for operating, maintaining, and optimizing the post-cutover system for the duration of the base period.
Provide solution support services.
Perform all routine solution and hardware maintenance outside of business hours (7:00 AM to 9:00 PM EST, 7 days a week).
Provide DOH with advance notice of planned maintenance activities at a minimum of two weeks.
Receive DOH approval before implementing any software upgrades in any environment.
Describe their approach to ongoing operations, maintenance, and system support.
Describe how updates will be tested before updating any Commonwealth environment.
Describe how and when online help systems, training tutorials, reference guides, and user manuals are updated.
Notify DOH of any additional upgrade considered an additional feature and provide a written quote.
Address any defects as determined by DOH in accordance with timeframes established in Appendix K.
Manage change control to include change request tracking, approvals process, and communication approach.
Provide electronic versions of all documentation, in a format acceptable to DOH, and employ change control processes and version control.
Describe a governance model for phased implementation.
Describe a methodology for tracking burn rate against approved phase budgets.
Describe an approach to distinguishing configuration from enhancement.
Describe a mechanism for milestone review and acceptance.
Describe an escalation process for risks and delays.

$5,000,000 – $15,000,000

Intent to respond to RFI due: March 24th, 2024, 1:00 PM EST.

Meetings with respondents: March 27th, 2024 and March 30th, 2024.

Written responses to RFI due: March 26th, 2024, 1:00 PM EST.

Discovery and Implementation Roadmap: Not to exceed 4 months immediately following contract execution.

Testing strategy and initial test scenarios: Within 30 days of completion of the discovery process.

Comprehensive test plan: Within 6 months of contract award.

Disaster Recovery Plan: At the beginning of the Contract and annually.

Annual disaster recovery exercise results: Within 30 days of completion.

Scheduled maintenance notification: No less than 14 days prior.

Continual notification of scheduled maintenance: Starting 7 days prior.

Department of General Services

Organization overview and procurement intelligence available on paid plans.

This Request for Information (RFI) seeks a vendor to provide a seed-to-sale solution, supporting either the replacement and transition to a new platform or the stabilization and hardening of the existing platform. The primary objective is to establish a stable, compliant, and operationally viable core system to manage the full lifecycle of seed-to-sale operations.

Vendors are expected to enable an orderly, and if necessary, accelerated transition from the current seed-to-sale system to a new system or reinforce the existing system for long-term viability. The scope includes conducting a detailed fit/gap analysis against the proposed solution, identifying requirements for configuration versus customization, and assessing integration dependencies and data migration needs to ensure a smooth and effective implementation.

Overview

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