This request for proposal (RFP) is being issued to solicit proposals to continue the Horizon Project at the Illinois Municipal Retirement Fund (IMRF). The Horizon project is a component of an overall Modernization Program that began in 2012. The first phase of the Horizon Project was conducted from 2013 to 2016. The primary objectives of Modernization and the Horizon project are:
- Improve customer service and benefits delivery
- Improve IMRF’s use of modern technology by offering telephone, web, and mobile based services that keep pace with other service industries
- Streamline and improve operational business processes
- Replace aging technology infrastructure and position IMRF for meeting technology needs through the next decade and beyond
- Continue IMRF’s achievement of providing high quality services at moderate costs
- Continue IMRF’s high marks against performance benchmarks and provide ways to continuously improve that performance
Proposal Submission Deadlines
- Bidder Qualifications must be submitted no later than October 27, 2016
- Proposals must be submitted no later than December 7, 2016
Questions From Bidders
Section 1 - Executive Summary, 1.3 Estimated Procurement Schedule
Q: In light of the timing of the inspection days and the holidays, we respectfully request a two week extension of the proposal due date to Wednesday, December 21, 2016.
A: No extension of the proposal due date will be granted.
Q: In light of the timing of the inspection days and the holidays, we respectfully request a two week extension of the proposal due date to Wednesday, December 21, 2016.
A: No extension of the proposal due date will be granted.
Section 2 – IMRF Information, 2.4 Technology Overview
Q: Can you confirm Web Services for Melissa Data and Lexis Nexis are currently integrated with Spectrum only (and not DPAS)? Can you also confirm the scope of integration and if these are single directional or bi-directional
A: Melissa Data and Lexis Nexis are called by JAVA code from Member and Employer Access, not from Spectrum or DPAS, and are single directional.
Q: Can you confirm the current IMRF Eservice Assistant provides the capability for IMRF customer service staff to see the screens of external users as they see it (in real time), but not to "take control" of the users session on their behalf? Can the IMRF user see the external user session like a Webex session, or can they simply connect to the application using the external user’s credentials?
A: IMRF does not "take control" of the user’s session nor can staff see the user’s session at all. IMRF is using a proxy system that mimics transactions, but does not allow actual transactions to occur.
Q: Slide 32 from the IMRF Deck presented in May 2016 shows bidirectional arrows between Member/Employer access and the IMRF public site. Can you confirm the scope of integration between the IMRF public site and Member/Employer access? Our understanding is this interaction is limited to a link and the ability to log into Member/Employer access from the IMRF public site and there is no integration from Member/Employer access back to the IMRF public site (sitecore).
A: Currently Sitecore delivers the mega menu (at the top – serves as a means of navigation when logged into secure sites under MY Account) and the promo section (right side) on every page of IMRF secure sites when logged in. So navigation can cross between the public and secure sites. It also delivers the credentials to login into the secure sites to JAVA if entered through the boxes in the header.
Section 3 - Bidder Qualifications, 3.1 Minimum Qualification Requirements
Q: Can IMRF please clarify that the submission requirements for submitting the Bidder's Minimum Qualifications due on October 27 is soft copy (email) only?
A: Submission of the Bidder Minimum Qualifications may be in soft copy format sent via email or paper copy delivered to IMRF offices. Whichever format is chosen by bidder, the submission must be received at IMRF offices no later than Thursday, October 27.
Q: Can IMRF please clarify that the submission requirements for submitting the Bidder’s Minimum Qualifications due on October 27 is soft copy (email) only?
A: Submission of the Bidder Minimum Qualifications may be in soft copy format sent via email or paper copy delivered to IMRF offices. Whichever format is chosen by bidder, the submission must be received at IMRF offices no later than Thursday, October 27.
Section 4 – Bidder Proposal, 4.1.9 – Evaluation Criteria, Proposal Evaluation Finalist (Page 54)
Q: Please provide approximate timing of finalist oral presentations and potential previous client visit during the proposal evaluation activities. Specifically will they be conducted before, during or after the Proof of Concept begins in January?
A: Based on the currently estimated schedule, these activities will occur during the Proof of Concept that begins in January. IMRF will attempt to schedule both oral presentations and Proof of Concept meetings at the same time the finalists are onsite at IMRF to minimize travel as much as possible. This schedule will be revised if necessary and will be communicated to finalists once they are selected.
Section 4 - Bidder Proposal, 4.2.4 Methodology, Table 11
Q: Would IMRF consider a Time and Material project for Phases 1 - 3?
A: Yes, but a mutually agreed on budget must be established for the time and materials cost. This budget amount must be provided as the Cost Proposal.
Sections 4.2.4 Methodology; 4.2.5 Implementation Approach; 4.2.6 –Implementation Schedule
Q: Is IMRF open to sequencing the 4 business processes (and 1 supporting process) so all four are not running in parallel throughout the duration of the project?
Based upon a detailed analysis of the requirements, complexity and phases of the SDLC, it may be beneficial to sequence, order or otherwise place dependencies upon when the core business processes are designed and built.
A: Yes, IMRF will consider sequencing if bidder feels it is a beneficial approach to follow. The proposal should explain the rationale for the sequencing method and benefits of the approach. The approach will be part of the evaluation of the overall proposal.
Section 4 – Bidder Proposal – Table 12 – IMRF Staff / Provaliant Retirement –Staffing Commitments to Horizon Project
Q: IMRF mentions approximately 6 staff for Change Management however the chart on page 67 only lists time for the Organizational Development Lead.
- What percentage of time are they dedicated to the Horizon project?
- What is their level of knowledge and experience?
A: These six (6) staff along with others will spend less than 20% of their time assisting the Organizational Development Lead. These six staff members are subject matter experts in various areas across the organization.