RFP for CPI Program in Pennsylvania

This Request for Proposal (RFP) has been drafted on the behalf of the Commonwealth of Pennsylvania’s GO-TIME (Governor’s Office of Transformation, Innovation, Management & Efficiency), for the purpose of procuring consultants/vendors to help GO-TIME develop a Continuous Process Improvement Program (CPI), in order to increase efficiency of its employees, and improve the speed and quality of services being provided to the citizens.

REQUEST FOR PROPOSAL (RFP)
CPI PROGRAM FOR THE COMMONWEALTH OF PENNSYLVANIA
GOVERNOR’S OFFICE OF TRANSFORMATION, INNOVATION, MANAGEMENT &
EFFICIENCY (GO-TIME)
HARRISBURG
PENNSYLVANIA
DATE : 03/27/2019
SUBMITTED BY:
APOORVA BALLA
SAUMIL MODI
KAYALVIZHI DEVAKUMARAN
UDDIP MUKHERJEE
VIDHI DESAI
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Table of Contents
1. SUMMARY AND BACKGROUND.............................................................................................2
2. PROPOSAL GUIDELINES.........................................................................................................2
3. PROJECT PURPOSE AND DESCRIPTION...................................................................................3
4. PROJECT SCOPE.....................................................................................................................4
5. REQUEST FOR PROPOSAL AND PROJECT TIMELINE...............................................................5
6. BUDGET.................................................................................................................................5
7. BIDDER QUALIFICATIONS......................................................................................................6
8. PROPOSAL EVALUATION CRITERIA.......................................................................................6
9. RESUMES……………………………………………………………………………………………………7
10. APPENDICES………………………………………………………………………………………………..8
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1. SUMMARY AND BACKGROUND
This Request for Proposal (RFP) has been drafted on the behalf of the Commonwealth of
Pennsylvania’s GO-TIME (Governor’s Office of Transformation, Innovation, Management
& Efficiency), for the purpose of procuring consultants/vendors to help GO-TIME develop a
Continuous Process Improvement Program (CPI), in order to increase efficiency of its
employees, and improve the speed and quality of services being provided to the citizens.
Since it’s inception, GO-TIME has always strived for better quality and efficiency in its
services, in order to make the lives of its citizens and employees as easy and enjoyable as
possible. Towards this end, the office has tried again and again to improve itself, keep up
with the changing times, and provide impeccable value to the citizens of PA. However, in
recent times, there have been identified certain processes and activities which are not as
seamless and efficient as the office would desire. Many of these processes do not add a lot of
value to the overall service it provides as an end-product. As a result, valuable time of the
employees is wasted in carrying out these processes, and also increases wait and service
times for the citizens. This leads to dissatisfaction amongst citizens and lack of energy
amongst employees. To tackle these counter-productive situations, GO-TIME wants to
develop a Center of Excellence, which will focus on Continuous Process Improvement, lean
six sigma processes through Kaizen, and create a culture of efficiency and productivity,
while at the same time, employing best policies and industry practices. In order to implement
this, GO-TIME is looking for qualified consultants who can help them achieve this goal,
while providing training and support to its employees to make for an easy and seamless
culture/process transition.
2. PROPOSAL GUIDELINES
For your company to be considered as a potential vendor for this project, we ask that you
must include the following in your response to our RFP.
1) A brief history and description of your firm, along with your area of specialization, and a
couple of examples of your past accomplishments. Past project samples can be included
as appendices. Please also include your contact information, and how you wish to be
contacted (phone, email, etc)
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2) Strategy of Implementation : In this project, GO-TIME is looking for a significant
overhaul of its current processes, so as to makes its process as efficient and productive as
possible. The office is looking to reduce waste to a minimum, and implement lean
modern practices throughout. To this end, please provide a detailed strategy of how you
will help us achieve, along with a timeline, and description of each phase within the
project.
3) Projected Costs : Please include a breakdown of estimated costs that the Office would
incur during the project. This should include, but does not need to be limited to,
consultant rates, procurement of any required materials, transportation costs, meal costs,
training costs, infrastructure costs, one-time costs, etc. This should be included as an
appendix.
4) Compliance standards : Please include a detailed explanation of how your firm has
complied to industry standards in the past, what are the policies/standards you follow,
and how does your company stand with regards to reputation within the industry. Please
also mention how you plan to make sure that GO-TIME is able to adhere to best practices
and industry standards in the future.
5) Training Schedule : Please include a detailed training plan which your firm would follow
to educate GO-TIME’s employees on the new processes and practices that will be
implemented. Please also include a high-level agenda of this training sessions so we are
able to evaluate whether your program is the right fit for us. This should be included as
an appendix.
6) Logistics : The response should include all the above points mentioned. Please send us
two printed copies of the response, along with a soft copy over email. Please make sure
descriptions are to be the point, and easy to understand/interpret. Also, please make sure
to include your contact info on the cover page, along with a POC. Lastly, please mention
that you send in your responses within 10 days of receiving this RFP, post which you not
be considered for evaluation.
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3. PROJECT PURPOSE AND DESCRIPTION
This section of the Request for Proposal should provide the purpose and description of the
project or work to be performed in as much detail as possible. In order for companies to
submit accurate proposals, they need the details of exactly what work needs to be performed
and the purpose of the work. The purpose of the work is important because sometimes
bidders may be able to provide different but more effective solutions.
The purpose of this project is as follows:
The main purpose of the project is to identify the processes at the governor’s office those do
not add value to the improvement of the daily functioning at office. The purpose of the
project is to provide GO-TIME a vendor or the system that will manage the process in the
organization in an effective way. This system will help to increase the efficiency of the
organization. Apart from that the quality of the services provided to the citizens can be
improved through the enhancement of the process ibn the organization. There are certain
processes or steps those are needed to followed for the implementation of the project plan.
These includes the planning of the implementation and the estimation of the budget and the
time of delivery of the system. All these attributes related to the system will be discussed in
this paper.
The proposed plan for the development of the process includes the building of the Centre for
Excellence for the continuous improvement of the process. Apart from that the proposed
system will help in the continuous improvement of the overall system at the office. The main
objective is to mitigate the presence of the unnecessary processes and optimized the process
and the functions in the organization.
Project Description:
Request for proposal has been drafted on the behalf of GO-TIME, Pennsylvania, for the
better functioning of the governor’s office. It has been seen that there are some of the
processes those are not adding value to the services at the office. As a result, the office has to
take the burden of unnecessary processes. This decrease the flexibility of the governor’s
office and eventually effects the services provided to the citizen in a negative way. The
project is to improve the GO-TIME through selected service vendor so that the functioning at
the office can be done in a smart and effective way.
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4. PROJECT SCOPE
In order to implement the desired system at the governor’s office, certain system software is
needed to be implemented. This can be a data and information management software or a
enterprise resource management software. The selection of the type of software is dependent
on the type of the changes the governor’s office are required. At the initial stage the
gathering of the requirements are needed to be done in a proper way. After the gathering of
the requirement proper planning for the execution is needed to be done. During the phase of
execution some of the codes needed to be written for the implementation of the
functionalities. After the execution the monitoring of the functionalities are needed to be
done in a proper way. The employees working in the governor’s office should be aware about
the functionalities of the newly implemented system. Apart from that the employees are
needed to be trained in a proper way so that they can handle the system in a proper way.
Through the implementation of these objectives it is assumed that the project will improvise
the functioning of the Go-TIME. The flexibility of the ongoing process along with the
services to the citizens can be improved through these processes.
5. REQUEST FOR PROPOSAL AND PROJECT TIMELINE
The Request for Proposal should provide known information about the timeline for the RFP
process as well as the project itself. Much of the project timeline will be determined in the
project initiation and planning phases once the winning bidder is chosen. However, any
known deadlines or timeframes should be listed in this section.
Request for Proposal Timeline:
Project Timeline:
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6. BUDGET
This section of the Request for Proposal should explain what bidders include in their
proposals regarding budget items. Often, an RFP will ask bidders to list pricing a certain
way or describe what exactly should be included in the pricing for the proposal. This may
describe specific items to include or exclude depending on the project or task.
7. BIDDER QUALIFICATIONS
This part of the Request for Proposal should describe the criteria that will comprise the
successful bidder’s organization. You may solicit examples of work from bidders, contact
information for follow on questioning, company history, executive background, information
on company size, organizational charts, or any other number of information to aid in the
decision-making process.
8. PROPOSAL EVALUATION CRITERIA
Here the Request for Proposal should describe exactly how proposals will be evaluated. It
should include a list of criteria that will be reviewed and describe what is suitable for each of
the criteria. The more detail that can be included, the more thorough and complete the
proposals should be.
9. Resumes
In this part of the proposal you should include text explaining the format of the resumes (if
applicable), and what resumes should be included i.e. key staff, subcontractor partners.
10. Appendices
 Project Cost Breakdown
 Past Samples of Work
 Training Schedule and Agenda
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