Ministry of Labour and Citizens’ Services Project Management Centre of Excellence Request for Qualifications BC Government Wide Project Management Services Request for Qualifications No. PMCoE-RFQ-02 Original Issue date of PMCOE-RFQ-01: October 26, 2007 Second Issue date known as PMCOE-RFQ-02: March 3 2009 Effective date: March 3, 2011 Closing location, date and time: This RFQ will remain open until January 3, 2011. One complete electronic Response must be received before 2:00 PM Pacific Time on January 3, 2011 in accordance with BC Bid instructions. Only pre-authorized e-bidders registered on BC Bid can submit an electronic Response. Contact person for Questions or Enquiries: Ron Johnson, PMP, Director Operations Email: [email protected]
Transcript
Ministry of Labour and Citizens’ Services Project Management Centre of Excellence
Request for Qualifications BC Government Wide
Project Management Services Request for Qualifications No. PMCoE-RFQ-02
Original Issue date of PMCOE-RFQ-01: October 26, 2007
Second Issue date known as PMCOE-RFQ-02: March 3 2009
Effective date: March 3, 2011
Closing location, date and time: This RFQ will remain open until January 3, 2011. One complete electronic Response must be received before 2:00 PM Pacific Time on January 3, 2011 in accordance with
BC Bid instructions. Only pre-authorized e-bidders registered on BC Bid can submit an electronic Response.
Contact person for Questions or Enquiries: Ron Johnson, PMP, Director Operations
APPENDIX B – REQUEST FOR ACCESS TO PMCOE METHODOLOGY VIA SHAREPOINT 27
APPENDIX C – EXAMPLE ONLY INDIVIDUAL CONSULTANT’S QUALIFICATION SUMMARY 28
APPENDIX D - PROJECT MANAGER PERFORMANCE EVALUATION FORM 35
APPENDIX F – GOVERNMENT EXPENSES RATES 42
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1. Overview of the Requirement
The Province is committed to the consistent use of project management service in government and has established the Project Management Centre of Excellence (PMCoE) within the Ministry of Labour and Citizens’ Services. The PMCoE is mandated by the Province to address all of government’s demand for contracted business and information management and information technology (IM/IT) Project Managers. The exception to this is technical project management functions related to construction projects. The purpose of the PMCoE is to:
a) Advance project management maturity across government;
b) Increase internal project management capacity;
c) Centralize Project Management supply within the PMCoE;
d) Establish and monitor performance related to project management services to ensure consistent quality, process standardization (i.e. Project Management Institute’s (“PMI”) Project Management Body of Knowledge (“PMBOK”); and
e) Function as a centre of excellence in all project management related activities including training in partnership with the BC Public Service Agency and development of government project management employees.
The PMCoE will consist of both government staff and pre-qualified private sector project managers. The purpose of this RFQ is to refresh the existing Lists of Qualified Suppliers established under RFQ PMCOE-RFQ-01. The refresh under this Request for Qualifications will result in Lists of Qualified Suppliers grouped by Category and Level of Project Managers that ministries may access according to the selection process described in this document. Only individual consultants will be eligible for qualification under this RFQ. The Broader Public Sector (BPS) may access the List of Qualified Suppliers through PMCoE.
The Lists of Qualified Suppliers will consist of the following two Categories:
a) business-related project management resources; and
b) IM/IT-related project management resources.
Each Category will include the following levels of project management resources (“Levels”):
a) Senior Project Manager;
b) Project Manager; and
c) Junior Project Manager.
Qualified Suppliers who are currently on the List(s) of Qualified Suppliers will continue to be qualified unless resubmission of a level or category that they have been formally
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accepted. Monthly availability updates and/or contact information changes are not considered substantial material changes. As such, this would not require a resubmission and can be changed using your e-bidders account.
Respondents should note the following:
1. From the date when the Lists are first established, it is anticipated that most ministries, once their own list has expired, will source all contracted project management resources from the PMCoE; and
2. The PMCoE will be the only authorized holder of these Lists of Qualified Suppliers.
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2. Request for Qualifications - Definitions
Throughout this Request for Qualifications, the following definitions will be used:
a) “Alternative Service Delivery” or “ASD” means alternative business models for the innovative delivery of infrastructure and services that include an expanded private sector role in the delivery of such infrastructure and services, including shared services, outsourcing, and project delivery processes;
b) “BC Bid” means the electronic tendering service maintained by the Province;
c) “Broader Public Sector” or “BPS” includes crown corporations and agencies that are owned or controlled directly or indirectly by the Province, and all other levels of government within British Columbia including, without limitation, all municipalities, cities, towns, counties or other political jurisdictions of British Columbia, and any agency, board, council, department, authority, tribunal or commission of the Province or of any of the foregoing, and all universities, colleges, schools, school boards, hospitals and health authorities in British Columbia;
d) “BC Bid Website” means the website maintained by BC Bid at www.bcbid.ca, or any replacement website;
e) “Category” means “Business-related” or “IM/IT-related” category of service as described in Section 4 of this RFQ;
f) “Closing Date” means the date set out in Section 3.2 of this RFQ;
g) “Contract” means a written contract executed by the Province and a Qualified Supplier;
h) “Consultant” means a person nominated by a Respondent to be qualified in one or more Categories;
i) “Effective Period” means the period starting from the date on which this RFQ is issued as shown on the front cover of this RFQ and ending on the Closing Date;
j) “Levels” means the three (3) levels of project managers as described in Section 4 of this RFQ: Senior Project Manager, Project Manager and Junior Project Manager;
k) “Lists of Qualified Project Management Resources”, “Lists of Qualified Suppliers” or “Lists” means the six (6) lists of Qualified Suppliers, broken down by Category and Level, that include the names of Qualified Suppliers, and in the case where the Qualified Supplier is a company, includes the names of their Consultants, who possess the qualifications described in this RFQ and that have satisfied any conditions set by the Province for being added to and staying on that list;
l) “must”, or “mandatory” means a requirement that must be met in order for a Response to receive consideration;
m) “Province” means Her Majesty the Queen in Right of the Province of British Columbia and includes the Ministry of Labour and Citizens’ Services, and for the purposes of a Contract, means the ministry that is contracting with the Qualified Supplier;
n) “PMCoE” or “Project Management Centre of Excellence” means the Province’s project management centre of excellence organization, a part of the Common Business Services, that resides within the Ministry of Labour and Citizens’ Services;
o) “PMI” means the Project Management Institute;
p) “PM Methodology” means the project management lifecycle methodology as described on the PMCoE website (note: Proponents will be given access to this information via a SharePoint site. Instructions are contained in Appendix B of this document);
q) “PMP” means the project manager professional designation awarded by the Project Management Institute;
r) “Qualified Project Management Resource” or “Qualified Supplier” means a Respondent who is either an individual Consultant, or who is a company having one or more Consultants possessing the qualifications in a Category described in this RFQ that has satisfied any conditions set by the Province for being added to, and staying on, the List of Qualified Suppliers in that Category;
s) “Respondent” means an individual or a company that submits, or intends to submit, a Response ;
t) “Response” means a statement of qualifications for a Consultant submitted in reply to this RFQ;
u) “RFQ” or “Request for Qualifications” means the process described in this document; and
v) “Should” or “desirable” means a requirement having a significant degree of importance to the objectives of this RFQ.
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3. Request for Qualifications
3.1 Enquiries All enquiries related to this RFQ are to be directed, in writing, to the contact person at the e-mail address on the front cover of this RFQ. Information obtained from any other source is not official and should not be relied upon. Do not contact the Ministry/agency involved unless indicated as the contact person. Enquiries and answers may be recorded and distributed to all Respondents at the Province’s option.
3.2 Closing Date This RFQ will remain open to Responses until January 3, 2011. One complete electronic Response must be received before 2:00 PM Pacific Time on January 3, 2011 in accordance with BC Bid instructions. Only pre-authorized e-bidders registered on BC Bid can submit an electronic Response.
3.3 Qualifications Review Committee Review of Responses will be conducted throughout the Effective Period by one or more committees formed by the Province and may include employees and contractors of the Province.
3.4 Review and Selection The qualifications review committee will check Responses against the mandatory criteria. Responses not meeting all mandatory criteria will be rejected without further consideration.
Responses that do meet all the mandatory criteria will then be assessed and scored against the desirable criteria as referenced in section 6.2. Responses not meeting a minimum score (if specified) in a category will not be further considered and Respondents will be notified if they are unsuccessful. Responses that meet the minimum scores will result in the names of the Consultants being placed on the Province’s Lists of Qualified Suppliers, based upon the Category and Level in which the Consultants were qualified.
3.5 Access to Applicable PMCoE methodology Respondents may request access to view the PMCoE methodology on the secured SharePoint site by following the instructions in Appendix B.
3.6 Changes to Response Wording The Respondent will not change the wording of its Response after e-bidding submission has been received for evaluation and noted as pending evaluation or the closing date and time specified on the front cover of this RFQ, and no words or comments will be added to the Response unless requested by the Province for purposes of clarification or permitted in accordance with Section 3.18.
3.7 Respondent’s Expenses Respondents are solely responsible for their own expenses in preparing a Response and for subsequent negotiations with the Province, if any. The Province will not be liable to any Respondent for any claims, whether for costs or damages incurred by the Respondent in preparing the Response, loss of anticipated profit in connection with any final Contract, or any other matter whatsoever.
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3.8 Acceptance of Responses This RFQ is not an agreement to purchase services. The Province is not bound to enter into a Contract with any Qualified Supplier. Responses will be assessed in light of the qualification review criteria. The Province will be under no obligation to receive further information, whether written or oral, from any Respondent.
3.9 Definition of Contract Notice in writing to a Respondent that it has been identified as a Qualified Supplier and placed on one or more of the Lists will neither constitute a Contract nor give the Respondent any legal or equitable rights or privileges relative to the service requirements set out in this RFQ. Only if a Qualified Supplier and the Province enter into a subsequent full written Contract will a Respondent acquire any legal or equitable rights or privileges.
3.10 List of Qualified Suppliers Not Binding A Qualified Supplier may withdraw its name from the Lists of Qualified Suppliers by notifying the Province in writing. The Province may withdraw a name of a Qualified Supplier from the Lists of Qualified Suppliers by notifying that Qualified Supplier in writing.
3.11 Modification of Terms The Province reserves the right to modify the terms of this RFQ at any time in its sole discretion. This includes the right to cancel this RFQ or any or all of the Lists of Qualified Suppliers at any time without entering into a Contract.
All subsequent information regarding this RFQ, including changes made to this document, will be posted on the BC Bid website at: www.bcbid.ca. It is the sole responsibility of the Respondent to check for amendments on the BC Bid website.
3.12 Ownership of Responses All documents, including Responses, submitted to the Province become the property of the Province. They will be received and held in confidence by the Province, subject to the provisions of the Freedom of Information and Protection of Privacy Act. The Province reserves the right, in its sole discretion, to publish the names of Qualified Suppliers who have been added to the Lists.
3.13 Confidentiality of Information Information pertaining to the Province obtained by the Respondent as a result of participation in this RFQ, including access to the secured SharePoint site, is confidential and must not be disclosed without written authorization from the Province.
3.14 Collection and Use of Personal Information Respondents are to familiarize themselves, and ensure that they comply, with the laws applicable to the collection and dissemination of information, including resumes and other personal information concerning their employees and employees of any subcontractors. If this RFQ requires Respondents to provide the Province with personal information of employees who have been included as resources in response to this RFQ, Respondents must ensure that they have obtained written consent from each of those employees before forwarding such personal information to the Province. Such written consents must specify that the personal information may be forwarded to the Province for
the purposes of responding to this RFQ and use by the Province for the purposes set out in the RFQ. The Province may, at any time, request the original consents or copies of the original consents from Respondents, and upon such request being made Respondents must immediately supply such originals or copies to the Province.
3.15 Respondent Meeting No respondent meetings will be held at this time. However, an online reference document will be available to assist in the use of the on-line tool. This document will be updated from time to time. Any questions regarding this Request for Qualifications should be referred to the contact listed on the front cover of this document. Please place in the subject line “Attention Ron Johnson: PMCOE-RFQ-02 Question”. The Ministry reserves the right to post any or all questions regarding this Request for Qualifications to the BC Bid website.
3.16 Debriefing The Ministry may offer a debriefing to Respondents who did not make the List of Qualified Suppliers, on request, at a mutually agreeable time.
3.17 Form of Contract Any Contract with a Qualified Supplier will be on substantially the same terms and conditions of the Province’s General Service Agreement for Professional Services, a copy of which is available on the Internet at: http://www.pc.gov.bc.ca/psb/GSA/GSA_index.htm.
3.18 Requirements for maintaining Availability Qualified Suppliers are required to maintain and provide their availability on a monthly basis.
With the release of the new BCBid on-line submission procedures, Qualified Suppliers will maintain their availability on a monthly basis in accordance with the procedure outlined in Appendix A. To streamline the monthly update requirements and to decrease administration by all parties, a Qualified Supplier’s availability will automatically default to “Not available” on the first business day of that month.
The PMCoE requires project management Consultants who are highly motivated, self-reliant and adept at working with people on a variety of complex and sensitive government projects. The scope of work under a Contract is expected to be related to one or more of the following knowledge areas:
• Project Integration Management
• Project Scope Management
• Project Time Management
• Project Cost Management
• Project Quality Management
• Project Human Resource Management
• Project Communications Management
• Project Risk Management
• Project Procurement Management
Project management Consultants may be required to deliver project management services across multiple stakeholder groups and therefore need to have a well developed multitasking ability.
4.1. Categories of Project Managers The following sections outline the Categories and details of the types of services that the Province may require from Qualified Suppliers. The Lists of Qualified Suppliers will consist of the following two Categories:
a) business-related project management resources; and
b) IM/IT-related project management resources.
Each Category will include the following levels of project management resources (“Levels”):
a) Senior Project Manager;
b) Project Manager; and
c) Junior Project Manager.
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4.2. Business–related Project Management Resources In addition to the qualifications and demonstrated expertise on projects with the characteristics described in section 4.4, 4.5, and 4.6, the Business-related Project Management Resources are expected to:
a) have an undergraduate degree in business administration or related field; and
b) have business-related project experience and provide examples in their Response.
0.3. IM/IT-related Project Management Resources In addition to the qualifications and demonstrated expertise on projects with the characteristics described in section 4.4, 4.5, 4.6, the IM/IT-related Project Management Resources are expected to:
a) have an undergraduate degree in information technology, sciences, engineering or other technology related field;
b) have IM/IT –related project experience and provide examples in their Response; and
c) have knowledge and use of the systems development life-cycle.
0.4. Senior Project Manager Level The Senior Project Manager functions as project lead and is expected to operate at a senior level and have a solid understanding of the challenges and complexity in managing a project team in a complex public sector environment. The Senior Project Manager is expected to:
a) have a minimum of five (5) years of experience within the last ten (10) years as a Senior Project Manager in one or more of the knowledge areas described in section 4;
b) preferably have a post graduate degree (i.e. masters or doctoral degree in a discipline related to the applicable Category). The Province will consider certification as a CA, CMC, CMA, CGA or CFA as an alternative to a conventional post graduate degree;
c) preferably have a PMI – Program Management Professional (PgMPSM) or Project Management Professional (PMP®) designation;
d) have ability to make effective use of technology (e.g. special product knowledge such as Microsoft Project);
e) provide project examples that clearly demonstrate experience on at least three (3) projects of twelve (12) months or longer duration, which includes tight timelines, strong communication, leadership and political skills to understand, navigate, and meet stakeholders’ needs and expectations and reporting project status to an executive position (e.g. executive steering committee);
f) provide project examples that clearly demonstrate five (5) or more years in managing multidisciplinary teams and developing esprit de corps within the
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project team (e.g. core business staff, professional employees, middle managers and other private sector contractors);
g) provide project examples that clearly demonstrate experience in portfolio management (e.g. strategic alignment and prioritization) including effective portfolio management controls and reporting;
h) provide project examples that clearly demonstrate experience in managing the change control process with evidence of strategic communications, end user involvement and training (e.g. managing changes and trade-offs between competing goals); and
i) provide project examples that clearly demonstrate a track record of successfully delivering large, complex projects (greater than $10M in value, greater than one (1) year in duration and at least ten (10) people reporting to the Senior Project Manager) preferably in a public sector environment.
The Senior Project Manager will possess demonstrated expertise on projects with the following characteristics:
a) high complexity and/or sensitivity (usually large scope and evolving business environment necessitating scope adjustment);
b) multiple stakeholders (typically involving interaction with a cross discipline team represented by several interested parties) such as:
i. government (e.g. a provincial government);
ii. broader public sector (e.g. a crown corporation, municipality or agency);
iii. the private sector;
c) requiring regular interaction at the Executive level (e.g. Assistant Deputy Minister / Deputy Minister level including briefing Ministers, Treasury Board staff, Common Business Services, ASD Secretariat, Office of the Chief Information Officer, Office of the Comptroller General and representatives of other central agencies of government);
d) project budgets usually exceeding $10 million and occasionally in the hundreds of millions of dollars;
e) impacts may be to all of government, broader public sector, private sector and to large components of citizenry.
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4.5. Project Manager Level The Project Manager is expected to interact at the senior manager level and to function as adjunct to a Senior Project Manager Level (if working on large and complex projects) or as project lead on routine Business - related or IM/IT - related projects within government. The Project Manager is expected to:
a) have a minimum of three (3) years of experience within the last seven (7) years as a Project Manager in one or more of the knowledge areas described in section 4;
b) have an undergraduate degree (e.g. BA, B.Sc, information technology, engineering or other technology related field). The Province will consider certification as a CA, CMC, CMA, CGA, or CFA as an alternative to a conventional undergraduate degree;
c) preferably have a PMI – Project Management Professional (PMP®) designation;
d) have ability to make effective use of technology (e.g. special product knowledge such as Microsoft Project);
e) provide project examples that clearly demonstrate experience on at least three (3) projects of eight (8) months or longer duration, which includes strong communication skills to lead stakeholders from multiple groups with diverse interests to consensus on project scope, objectives and responsibilities and liaison with Ministry management and staff;
f) provide project examples that clearly demonstrate three (3) or more years in managing multi-disciplinary teams (e.g. core business staff, professional employees, middle managers and other private sector contractors) and developing feasibility studies, business cases, and treasury board submissions;
g) provide project examples that clearly demonstrate experience in preparing project charters, master project plans, providing risk analysis and risk management, and coordinating Ministry resources and contractors to achieve project objectives;
h) provide project examples that clearly demonstrate experience in managing change requests/budget requests including:
i. cost estimates;
ii. schedules;
iii. resources required to deliver integrated solutions;
iv. deliverables;
v. inter-dependencies on other tasks/sub-projects/Ministries’ projects; and
i) provide project examples that clearly demonstrate a track record of successfully delivering medium complexity projects (less than $5M in value, greater than six (6) months in duration and at least five (5) people reporting to the Project Manager) preferably in a public sector environment.
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The Project Manager will possess demonstrated expertise on projects with the following characteristics:
a) medium complexity and/or sensitivity (usually small to medium scope in a fairly static business environment with limited need for scope adjustment);
b) multiple stakeholders (typically involving interaction with a cross discipline team represented by several interested parties) such as:
i. government (e.g. a provincial government),
ii. broader public sector (e.g. a crown corporation, municipality or agency), and
c) routine timelines and budgets generally not exceeding $5 million and usually under one (1) year in duration; and
d) impacts may be to all of government, broader public sector, private sector and to large components of citizenry.
4.6. Junior Project Manager Level The Junior Project Manager is expected to interact at the middle management (Director) level and make presentations to senior management while assuming responsibility for smaller business or information technology projects within government. The Junior Project Manager is expected to:
a) have a minimum of one (1) year of experience within the last four (4) years as a Junior Project Manager;
b) have a college or high school diploma;
c) preferably have a PMI – Certified Associate in Project Management (CAPM®) designation;
d) have ability to make effective use of technology (e.g. special product knowledge such as Microsoft Project);
e) provide project examples that clearly demonstrate experience on at least three (3) projects of three (3) months or longer duration which includes interaction with a cross discipline team represented by several interested parties within a Ministry;
f) provide project examples in a single discipline such as procurement, finance, risk management,; and
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g) provide project examples that clearly demonstrate a track record of successfully delivering low complexity projects (under $250,000 in value and greater than three (3) months in duration).
The Junior Project Manager will possess demonstrated expertise on projects with the following characteristics:
a) low complexity (e.g. stable business environment with clear scope and minimal chance for change);
b) multiple stakeholders (typically involving interaction with a cross discipline team represented by several interested parties within a ministry);
c) routine timelines and budgets generally not exceeding $250,000 and under six (6) months in duration; and
d) impacts may be to all of a ministry.
0.7. Pricing Respondents are required to provide the Appendix C pricing information for each Consultant. Fee rates will be a significant factor in evaluating and qualifying Consultants and preference will be given to Consultants whose rates are within the price caps for the Categories as set out in the table below.
Price Caps (Canadian Dollars)
Duration of Assignment Senior Project Manager
Hourly fee rate
Project Manager Hourly fee rate
Junior Project Manager
Hourly fee rate
(i) 1 – 90 days $200.00/hr $150.00/hr $100.00/hr
(ii) 91 – 180 days $175.00/hr $125.00/hr $85.00/hr
(iii) > 180 days $150.00/hr $100.00/hr $65.00/hr
Respondents must provide hourly rates based upon the following volumes of full time work (with a cap of 10 hours a day) as described in Appendix C:
i. 1 – 90 days;
ii. 91 – 180 days;
iii. 180 days.
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The Province will only pay for pre-approved travel, accommodation and related expenses. A written pre-approval is to be obtained from a representative of the Province. Expenses will be assessed on government group 2 policy for travel as described in Appendix F.
0.8. Security Clearance The Province may, in its sole discretion, require security clearances, in a form satisfactory to the Province, from the Consultant before entering into a Contract. Any costs associated with obtaining such security clearances will be borne by the Qualified Supplier under the Contract. Proponents are also to note the General IM/IT security schedule and Privacy Schedule that may form part any Contract. (Appendix E)
0.9. Conflicts of Interest It is vital that there be the highest degree of confidence that is reasonably possible as to how the Province conducts its business affairs. To help avoid real or apparent conflicts of interest that could undermine confidence in how the Province conducts its business, Respondents should be prepared, if awarded a Contract, to be denied opportunities to pursue downstream business related in any manner at all to the work performed under that Contract. The Province in its sole discretion may either include such express restrictions as part of any such Contract or, after termination of the Contract, may impose such restriction separate and apart from any Contract, for periods of up to and more than one (1) year, having regard to its then current procurement policies and contracting practices.
0.10. Location, Facilities and Resources Projects may require Consultants to work on site from time to time, but Consultants should be prepared to work at their own off-site work location and must be able to be contacted by telephone, fax and e-mail. Consultants should have access to standard office automation tools (e.g., e-mail, MS Word, MS Excel, and MS PowerPoint, etc). MS Project may be required for certain assignments.
When required to work on-site by the Ministry, Consultants may be provided with access to a workspace that has a desk, phone, and computer with LAN/WAN and Internet connectivity, as well as Ministry standard office automation tools as necessary.
0.11. Use of Government Templates The Province requires that Qualified Suppliers, in delivery of projects, comply with the Project Management Institute Body of Knowledge and use PM Methodology as referenced on the PMCoE website (note: Proponents will be given access to this information via a SharePoint site. Instructions are contained in Appendix B of this document).
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0.12. Broader Public Sector The Broader Public Sector may access the List of Qualified Suppliers through PMCoE. The form of contract will be as determined between the BPS and the Qualified Supplier. For greater clarification, the Province will not be a party to any contract between a BPS entity and a Qualified Supplier.
0.13. Performance measures The PMCoE intends to implement the use of a Project Manager Performance Evaluation Form to evaluate the quality of work provided under a Contract. On conclusion of a project assignment (or Contract), the client organization will be asked to complete a Project Manager Performance Evaluation Form on the Consultant’s performance. A copy of this Project Manager Performance Evaluation Form will be provided to the Consultant, with the opportunity to provide a response, and a copy will be kept on the Consultant’s file at the PMCoE. This Project Manager Performance Evaluation Form may be reviewed by ministries accessing the Lists in the event the Consultant is being considered to deliver another project. A copy of the Project Manager Performance Evaluation Form is provided as Appendix D to this RFQ.
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5. Use of Lists
The six Lists will be in effect for the Effective Period March 3, 2011, and during the Effective Period suppliers may submit a response to this RFQ at any time up to January 3, 2011. The Province may at its sole discretion extend the term of the List by up to two (2) additional one (1) year terms.
5.1 Guidelines
The guidelines set out in this Section 5 regarding the use of the Lists are subject to change from time to time as the Province may deem necessary, without notice to the Consultants or firms on the List.
5.1.1. The Province may, in its sole discretion, from time to time, use the Lists in connection with projects or assignments. Qualified Suppliers may be contacted on an ‘as, if and when requested’ basis and may be contacted directly or asked to compete on opportunities for the provision of services in accordance with the selection method set out in this Section 5 or as revised by the Province and communicated to all Qualified Suppliers from time to time. The criteria for selecting Qualified Suppliers for each project or assignment may vary, depending upon the requirements of the applicable project or assignment and could involve requiring a Consultant to have a certain demonstrated experience and proficiency level in one or more Categories depending on the specific requirements of the project or assignment. Furthermore, performance in previous projects through use of the Project Manager Performance Evaluation Form described in section 4.11 may be used as a selection criterion.
5.1.2. The Province reserves the right, in its sole discretion, to: a) directly negotiate and enter into a Contract with any one or more Qualified
Suppliers on the Lists for a Contract with a term of up to 12 months; b) use a competitive or other selection process between three or more (if
available) Qualified Suppliers on the List; c) employ open competitions that include suppliers external to the List; d) otherwise engage suppliers external to the List in connection with any
project required by the Province; e) at any time, cancel, extend, expand or make a call to the market-place to
refresh the List of Qualified Suppliers; and f) consider qualifications and criteria other than price in selecting a Qualified
Project Management Resource for a particular project or assignment.
5.1.3. The Province may select a Qualified Supplier from any of the six Lists using one or more of the following selection methods:
a) If the estimated Contract value is less than $25,000 the Province may directly invite a Qualified Supplier based on their availability and on
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specified project requirements (e.g., sector, other skills, certifications/association/affiliations, deliverables, milestones, term etc.) of the project or assignment with the intent to enter into Contract negotiations with the Qualified Supplier;
b) If the estimated Contract value is greater than $25,000 or more and less than $75,000,the Province may directly invite a Qualified Supplier based on their availability and on specified project requirements (e.g., sector, other skills, certifications/associations/affiliations, deliverables, milestones, term, etc.) of the project or assignment with the intent to enter into Contract negotiations with that Qualified Supplier if it can be verified by the Province that only one Qualified Supplier:
i. is available to undertake the project or assignment; or
ii. has the necessary qualifications to carry out the project or assignment based on the Province’s specific assessment of the supplier’s qualifications.
c. If the estimated Contract value is $25,000 or more and less than $75, 000, and more than one Qualified Supplier is available based on the specified project requirements and has the necessary qualifications to carry out the project or assignment based on the Province’s specific assessment of the qualifications, the Province may, in its sole discretion, use a competitive or other selection process between a minimum of three (if available) Qualified Suppliers. The Province may in its sole discretion consider other available Consultants that, in the Province’s sole opinion, meet the Province’s qualification criteria for the project or assignment (e.g., sector, other skills, certifications/associations/affiliations, deliverables, milestones, term, specialization, experience level, etc.).
d. If the estimated Contract value is $75,000 or more, and more than one
Qualified Supplier is available who has the necessary qualifications or specific project requirements to carry out the project or assignment based on the Province’s specific assessment and search criteria of supplier qualifications, the Province will invite all such Qualified Suppliers from the specific List or Lists to compete for the project or assignment.
e. Notwithstanding subparagraphs a), b), c), and d), the Province may directly negotiate a contract with a Qualified Supplier where one of the following exceptional conditions applies:
i. only one available Consultant is qualified to provide the services;
ii. an unforeseeable emergency exists and the service could not be obtained in time by means of a competitive process;
iii. a competitive process would interfere with the Province’s ability to maintain security or order or to protect human, animal or plant life or health; or
iv. the acquisition is of a confidential or privileged nature and disclosure through an open bidding process could reasonably be expected to
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compromise government confidentiality, cause economic disruption or be contrary to the public interest.
5.1.4. The Province has no obligation to:
a. enter into a Contract with any one or more Qualified Suppliers;
b. invite any one or more Qualified Suppliers to participate in competitive processes for a Contract;
c. select the Qualified Supplier offering the lowest rates; or
d. consider any substitutes proposed by a Qualified Supplier in the event that the Consultant is not available.
5.1.5. As a condition of being awarded a Contract, Qualified Suppliers may be required to sign a Non-Disclosure Agreement and a Conflict of Interest declaration in the form required by the Province.
5.1.6. Notwithstanding the terms of a Contract, Qualified Supplier’s acknowledge that, due to the confidential nature of some project work, a Contract may result in the Qualified Supplier being precluded from bidding on down-stream related procurement opportunities.
5.1.7. Any Contracts entered into with a Qualified Supplier will be for a maximum term up to 12 months unless the Contract is the result of competition according to the process described in section 5.1.2(b) and in section 5.1.3 in a particular Category, in which case the term of the Contract will be as stipulated in the competition process.
5.1.8. Qualified Suppliers will immediately, throughout the Effective Period, advise the Province of any material changes to the information contained in their Response and maintain their availability on a monthly basis.
5.1.9. Qualified Suppliers cannot enter into a Contract with a ministry using this List as a basis for the award unless prior written approval is obtained by the PMCoE Director of Operations or other designated PMCoE executive.
5.1.10. Where a Qualified Supplier enters into a Contract with a ministry as described in section 5.1.8, then the Qualified Supplier will, in addition to the requirements of the Contract, submit a copy of the Contract to PMCoE for reference.
5.1.11. The Province has the sole discretion to remove a Qualified Supplier from any of the Lists of Qualified Suppliers for unsatisfactory performance under a Contract or for failing to meet the requirements for staying on the Lists of Qualified Suppliers as set out in this RFQ or as may be communicated by the Province from time to time.
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6. Qualifications Review Criteria
6.1 Mandatory Criteria The following are mandatory requirements. Responses not clearly demonstrating that they meet them will receive no further consideration during the evaluation process.
Mandatory Criteria
The Response must be received at the closing location by the specified closing date and time.
The Response must be in English and must not be sent by facsimile or email.
One complete electronic Response must be received before 2:00 PM Pacific Time on January 3, 2011 in accordance with BC Bid instructions. Only pre-authorized e-bidders registered on BC Bid can submit an electronic Response. Only electronic responses will be accepted in accordance with the BC Bid instructions and instruction outlined in PMCoE-RFQ-02
The Response must include a completed form, in substantially the same form as Appendix C, for each Consultant to be considered. If a form is not submitted, that individual Consultant will not be considered further.
6.2 Desirable Criteria Responses meeting the mandatory requirements will be further assessed against the following desirable criteria. A Respondent not reaching the minimum score in a given criterion will receive no further consideration during the qualifications review. All Respondents meeting the minimum scores will be placed on the applicable List(s) of Qualified Suppliers.
Desirable Criteria Points Available
Minimum score (if applicable)
Demonstrated Category and Level of experience.
60 42
Relevant education and / or professional designations.
20 14
Hourly fee rate. 20
TOTAL POINTS AVAILABLE 100
6.3 Qualifications Review Stages Stage 1 Responses will be checked for compliance with the Mandatory Criteria. Responses that do not meet the mandatory requirements will receive no further consideration.
Consultants may be nominated in a Response by a company or firm, but only by one company or firm. If, in the determination of the Province, a consultant has been
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nominated in Responses by more than one company or firm, the Province may, at its sole discretion, reject one or all Responses relating to that Consultant.
Stage 2 For each Category and Level, Consultants will be assessed on their education, professional and other designations, skills, relevant experience and hourly fee rate as presented in their submitted Appendix C. Consultants will be evaluated based on the content submitted in Appendix C only. A Consultant not reaching the minimum score in a given criterion will receive no further consideration during the qualifications review. Consultants who meet the minimum scores for the desirable criteria will be placed on the appropriate List(s) of Qualified Suppliers
Respondents are encouraged to submit a resume for each Consultant for clarification purposes. A resume should not exceed 4 pages.
Stage 3 All respondents who passed the minimum scores will have their references checked at any time or before a contract is awarded.
Reference checks on Consultants or Qualified Suppliers may be done by the Province at any time during the qualifications review and during the Effective Period to confirm any submitted Appendix C information about Consultants. The Province reserves the right to contact references other than those provided by the Respondent. If any of the references are unsatisfactory to the Province, the Consultant may be excluded or removed from the List of Qualified Suppliers in the Province’s sole discretion.
Stage 4 Respondents will be notified of their status on the Lists of Qualified Suppliers. The lists are as follows:
The Province will accept a maximum of 20 (twenty) Consultant nominees per Level for each Category from each Respondent.
Responses are to be submitted in the following format and sequence to ensure that they receive full consideration during evaluations and that the evaluations themselves may be handled in an efficient and consistent manner. All pages should be consecutively numbered.
1. A completed on-line input form, in substantially the same form as Appendix C, for each Consultant for each Category and Level to which a Consultant is responding. When completing the on-line input form, please indicate the Level (e.g. Senior Project Manager, Project Manager, Junior Project Manager), the Category (e.g. Business-related or IM/IT-related, and the Sector (e.g. health sector, education sector, environment sector).
2. Please refer to the Categories and Levels in completing the on-line input form and provide specific details on how the Category and Levels skills were incorporated into the specific project or assignment; and
3. A résumé for each Consultant, containing information on the Consultant’s education, relevant employment history including positions held and their duration, relevant skills and experience and professional designations and affiliations (maximum of 4 pages) may be used for clarification purposes only. The Province will not be using the resume for evaluation purposes.
4. A 1-2 page corporate information overview of the Respondent’s firm, e.g., types of services offered, length of time in business, and accomplishments; similarly, the Province has no obligation to use this corporate information for evaluation purposes.
5. Consultants can be nominated by a company submitting a Response, but by only one company. If the Province determines that a Consultant has been nominated by more than one company submitting a Response, the Province may, at its sole discretion, reject one or all Responses that include the Consultant in question.
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Appendix A – Initial Submission and Incumbent Updating Procedures.
Initial Submission Procedure: Those organizations wishing to submit a first-ever Response to this RFQ refresh must be pre-authorized BC Bid e-bidders.
• If you are not already an authorized e-bidder, please refer to the main page of www.bcbid.ca “Supplier Registration” as the starting point for e-bidding authorization.
• There is a $150+GST annual fee for e-bidding. When you are confirmed as an authorized e-bidder, you may then request access to the PMCoE online data administration area.
• Send an email to [email protected] with the subject line “PMCoE Access Request”.
• Include your E-Bid account user ID along with your company name. • Do not include your E-bidding key or account password in the email. • Once we receive your request we will then associate your account with the
PMCoE data administration system and you will be notified by return email. After you have been given access, a “PMCoE” link will appear on your BC Bid side menu bar at your next login. Click on the link to start your submission process. Incumbent Updating Procedure: There are approximately 450 Qualified Suppliers that are already established under PMCoE RFQ-01 as Senior Project Managers, Project Managers or Junior Project Managers.
• If you are a current Qualified Supplier, you will not be required to re-submit a Response to this RFQ refresh.
• Current Qualified Suppliers, without a pre-existing E-Bid account, will be provided with a special no-charge account for the express purpose of updating their availability information only.
• A paid E-Bid account will be required for any additions, changes or deletions to a Qualified Supplier’s information that is beyond the required monthly availability updating.
• If you are not already an authorized e-bidder, please refer to the main page of www.bcbid.ca “Supplier Registration” as the starting point for e-bidding authorization.
o There is a $150+GST annual fee for e-bidding. o When you are confirmed as an authorized e-bidder, you may then request
access to the PMCoE online data administration area. o Send an email to [email protected] with the subject line “PMCoE Access
Request”. o Include your E-Bid account user ID along with your company name.
o Do not include your E-bidding key or account password in the email. o Once we receive your request we will then associate your account with the
PMCoE data administration system and you will be notified by return email.
After you have been given access, a “PMCoE” link will appear on your BC Bid side menu bar at your next login. Click on the link to start your submission process.
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Appendix B – Request for access to PMCoE Methodology via SharePoint
Subject: Request for access to SharePoint site for PMCoE Methodology
NOTE: amendments and additions may be posted to the BC Bid website at www.bcbid.ca. It is the Respondent’s sole responsibility to check for amendments and additional information. Instructions to Access to Project Management Centre of Excellence’s (PMCoE) SharePoint Site for PMCoE-RFQ-01’s Respondents
Section 4 Service Requirements, Sub-section 4.9 states that “The Province requires That Qualified Suppliers, in delivery of projects, to comply with the Project Management Institute Body of Knowledge and use the PM Methodology as referenced on the PMCoE website (note: Proponents will be given access to this information via a SharePoint site.
The PMCoE has created a SharePoint site that will be available to Respondents for the duration of this RFQ. The site contains both the methodology and the templates. Respondents should note the following:
• the SharePoint site is mock-up of the PMCoE’s website and it is only for illustration purposes; therefore, some features may not function all the time (e.g., tools); and
• the site is copyrighted to the Province of British Columbia and can only be used for the purposes of determining suitability for submitting qualifications and may not be used for other purposes.
• the PMCoE reserves the right to make available this methodology by another means.
To gain access to the SharePoint site, Respondents must have either Province of British Columbia IDIR identification or a BCeID. If respondents do not have either one, a BASIC BCeID can be obtained by visiting the BCeID website https://www.bceid.ca/ and register for an ID.
Once the respondent has obtained a BCeID or IDIR id, please send an email to [email protected] requesting access to the SharePoint site. In the email, please state either your IDIR identification or your BCeID, only one form of identification will be accepted (i.e. BCeID\jsmith or IDIR\jsmith). Once the email is received, a notice will be sent to your email address confirming request for access. Respondents will be sent and required to accept the Terms of Use for the PMCoE Methodology. Confirmation by return email to the SharePoint administrator will be required to activate your access privileges.
Appendix C – Example only Individual Consultant’s Qualification Summary
The following paper version is the general content that will be required but must be completed electronically as outlined in Appendix A and submitted with an Ebidders account for each Consultant included in the Response. Responses will be evaluated on the basis of the Respondent’s declarations as to the demonstrated category / level of experience and skills of each Consultant nominated.
Respondent’s Legal Name:
Information to be used to contact you with respect to this RFQ and the resulting pre-qualified suppliers list
Consultant’s Name:
Consultant’s Primary Office Address:
Consultant’s Contact Information:
Phone Fax e-mail
Indicate the expected level(s) of project manager (refer to Appendix 1 for descriptions):
Please provide details of the Consultant’s expected availability over the coming months.
$/hr $/hr $/hr
0-90 days:
91-180 days:
> 180 days
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Project Manager Level and Category
Project Management Designations
Program Management Professional (PgMPSM)
Project Management Professional (PMP®)
Certified Associate in Project Management (CAPM®)
Issuing Institute or Association
Date Issued
Professional Certifications
Accounting and consultancy certifications (e.g. CA, CMA, CGA, CFA)
Certified Management Consultant (CMC)
Issuing Institute or Association
Date Issued
Licensed Professional Designations
Professional Engineer (P. Eng)
Professional Geologist (P. Geo)
Registered Professional Forester (RPF)
Issuing Institute or Association
Date Issued
IT Certifications
Information Technology Infrastructure Library (ITIL)
Certified Information Systems Professional (I.S.P)
Issuing Institute or Association
Date Issued
Certified Information Security Manager (CISM)
Oracle Certified Professional (OCA/OCP/OCM)
Certified Information Systems Security Professional (CISSP)
Microsoft Certified Systems Engineer (MCSE)
Microsoft Certified Systems Administrator (MCSA)
Microsoft Certified Professional (MCP)
Microsoft Certified Professional + Internet (MCP+I)
Quality/Audit Certifications
ISO Internal Auditor/Lead Auditor
Certified Information Systems Auditor (CISA)
Six Sigma (Master Black Belt, Black Belt, Green Belt)
Issuing Institute or Association
Date Issued
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FORM C1 – CONSULTANT’S DEMONSTRATED PROJECT EXPERIENCE
(complete one form for each project with a minimum of three (3) used to demonstrate consultant’s experience)
PROJECT # 1 of 3
Project name or title: Automated Portfolio Management project at WTS
Reference (client or sponsor):
Project role:
Name:
Organization:
Title or Position:
Telephone:
email:
Please identify the category to which this project relates:
IM/IT-Business Policy / program development or delivery
Please identify the service area to which this project relates:
Health Social Services Justice
Natural Resources Education Finance
Project dimensions summary:
Project Cost and Size
< 250K, under six months duration.
< $ 5M, under one year in duration
> $ 10M, more that one year, more that 10 staff
The project: was essentially a stand-alone project
required the consultant to integrate or coordinate the project with other projects
required the consultant to manage a number of related projects
Project scope: was well defined
required clarification
required definition
The project was conducted:
in a stable operational environment
in an evolving operational environment
to drive operational change
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Project impact: was largely confined to the performing or client organization and its clients or customers
was significant to several organizations within a sector
was significant across several sectors
Project communications:
were designed primarily to meet the information needs of the team
were designed primarily to meet information needs of project result users
were designed primarily to persuade stakeholders or the general public
Project stakeholders:
were < 6 were > 5 and < 10
were > 9
had broadly similar interests
had clearly different interests
had incompatible interests
The project team
had (members): < 4 > 3 and < 8 > 7
drawn from (organizations):
1 > 1 and < 5 > 4
Representing (disciplines / specialties):
< 3 > 2 and < 6 > 5
working a total of (person-hours):
< 1500 p-h. > 1500 and < 4500 p-h.
> 4500 p-h.
Consultant’s project role summary:
The consultant’s role was:
Manager Team lead Team member Subject matter expert
Duration of consultant’s involvement in this role:
between the months of
and
The consultant reported to:
management of the performing organization
management of the client organization
executive-level (VP/ADM or higher) steering committee
The consultant’s role involved ____________ management:
Scope Quality Communication
Time Risk Human Resources
Cost/budget Procurement Integration
and included Facilities and / Financial Human resources
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securing: or equipment resources
The consultant used the following software tools to support their role:
Microsoft Word Microsoft Excel Microsoft Outlook
Microsoft Project Other (specify)
__________________
Other (specify)
__________________
Project narrative summary (maximum 250 words total, bullet and/or tabular form acceptable): What did the project set out to accomplish or create;
Why did the client organization undertake the project; what benefit(s) did it want to capture; and
3. Who were the key stakeholders and what were their interests?
Project Outline:
Role of Consultant:
Key Results:
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Appendix D - Project Manager Performance Evaluation Form
Ministry Of Labour and Citizens’ Services
Project Management Centre of Excellence (PMCoE)
Project Manager Performance Evaluation Form
Project Manager Name (First, Mi, last):
MINISTRY:
DEPARTMENT: DIVISION:
PROJECT NAME:
PERIOD OF EVALUATION: From: To:
PART I - INSTRUCTIONS TO RATER
Listed below are nine (9) Project Management Institute’s Body of Knowledge related areas, and eight (8) project critical success factors that are important in the performance of the project manager’s job. NOTE: A rating of Unacceptable (1), needs Improvement (2) or Superior (5) requires comments. The “overall performance” evaluation should reflect the project manager’s total performance.
Distribution Instructions
Return the original form to PMCoE2nd Floor, 548 Michigan Street, Victoria, BC V8V 1S2
Maintain one copy for your departmental records.
Marking Instructions
The rater should indicate the Project Manager’s performance by using check box next to the appropriate level of performance.
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The following rating scale guide is being provided to assist the evaluator in assigning the most appropriate measurement of the project managers’ performance.
2 = NEEDS IMPROVEMENT – Occasionally fails to meet job requirements; performance must improve to meet expectations of position.
3 = MEETS EXPECTATIONS – Able to perform 100% of job duties satisfactorily.
4 = EXCEEDS EXPECTATIONS – Frequently exceeds job requirements; all planned objectives were achieved above the established standards and accomplishments were made in unexpected areas as well.
5 = SUPERIOR – Consistently exceeds job requirements; this is the highest level of performance that can be attained.
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PART II - Project Management Institute’s Body of Knowledge Related Areas [need to keep focus on specific consultant, not general management]
With respect to keeping control of what was, and was not included in the project (scope), this Project Manager’s management of this project was:
Unacceptable……………………………………………………Superior N/A
1 2 3 4 5
Comments:
With respect to ensuring that key deadlines were met, this Project Manager’s management of this project was:
Unacceptable……………………………………………………Superior N/A
1 2 3 4 5
Comments:
With respect to keeping control of project costs and the budget for the project, this Project Manager’s management of this project was:
Unacceptable……………………………………………………Superior N/A
1 2 3 4 5
Comments:
With respect to ensuring that the product of the project met the need it was intended to meet, this Project Manager’s management of this project was:
Unacceptable……………………………………………………Superior N/A
1 2 3 4 5
Comments:
With respect to ensuring that the project team had the right people with the right skills at the right time, this Project Manager’s management of this project was:
Unacceptable……………………………………………………Superior N/A
1 2 3 4 5
Comments:
With respect to ensuring that everyone who needed to know was well informed about the progress of the project, this Project Manager’s e management of this project was:
Unacceptable……………………………………………………Superior N/A
1 2 3 4 5
Comments:
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With respect to planning for and effectively responding to unexpected developments, this Project Manager’s management of this project was:
Unacceptable……………………………………………………Superior N/A
1 2 3 4 5
Comments:
With respect to securing and managing sub-contractors and suppliers, this Project Manager’s management of this project was:
Unacceptable……………………………………………………Superior N/A
1 2 3 4 5
Comments:
With respect to overall coordination, this Project Manager’s management of this project was:
Unacceptable……………………………………………………Superior N/A
1 2 3 4 5
Comments:
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PART III – PROJECT CRITICAL SUCCESS FACTORS Project complexity – Consider the complexity of the project. Did the project manager assess the complexity of the project competently?
Unacceptable……………………………………………………Superior N/A
1 2 3 4 5
Comments:
Project Management Life Cycle – Did the project manager make appropriate use of the approved Project Management Life Cycle processes and templates?
Unacceptable……………………………………………….Superior N/A
1 2 3 4 5
Comments:
Leadership Support – Did the project manager take the necessary actions to ensure that senior management support was obtained and maintained?
Unacceptable……………………………………………………Superior N/A
1 2 3 4 5
Comments:
Stakeholders Involvement – Did the project manager take the necessary actions to ensure that those who would use the project’s result were involved in the early stages of the project?
Unacceptable……………………………………………………Superior N/A
1 2 3 4 5
Comments:
Results Orientation – Consider the achieved objectives of the project. Did the project manager take the necessary actions to ensure that the project had clear objectives?
Unacceptable……………………………………………………Superior N/A
1 2 3 4 5
Comments:
Vision – Did the project manager take the necessary actions to ensure that the project team had a shared vision?
Unacceptable……………………………………………………Superior N/A
1 2 3 4 5
Comments:
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Change Control – Did the project manager take the necessary actions to ensure that effective change control processes were developed and used?
Unacceptable……………………………………………….Superior N/A
1 2 3 4 5
Comments:
Project Deliverables – Did the project manager take the necessary actions to achieve all output and outcome measures?
Unacceptable……………………………………………….Superior N/A
1 2 3 4 5
Comments:
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PART IV - OVERALL PERFORMANCE
Please use this space to describe the overall performance rating. The overall rating should be a reflection of the nine (9) for Project Management Institute’s Body of Knowledge Areas, eight (8) project critical success factors.
Rater’s Name (print): ____________________________ Ph. Number: ___________
Comments:
PART V - To the Project Manager: I have been advised of my performance ratings. My signature does not necessarily imply agreement. My comments are as follows (maximum 250 words):
