PQCS ProgramProcess and Procedure Training

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What is PQCS?

• PQCS stands for Pre-Qualified Consulting Services• PQCS IT Program will replace the expiring

MC1015 Contracts for IT Consulting Services• PQCS Program will be available for use on

January 1, 2014

NOTE: Current MC1015 Contracts expire on December 31, 2013

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What is the Purpose of PQCS?

• The purpose of this multi-stage IFB is to establish a pre-qualified vendor list from which State agency and authorized political subdivisions may select consulting services based on specific skill sets for future IT project contracts. • Project dollar threshold has been increase

from $100K - MC1015 Maximum to $500K – PQCS Maximum 3

Qualifications of PQCS Vendors

The PQCS Evaluation Committee recognized there will be vast differences in future IT projects and developed general qualifications for vendors interested in participating in the PQCS program.

14 areas of evaluation criteria were identified in the multi-stage Invitation for Bid solicitation. Criteria include: 4

PQCS Evaluation Criteria• #1 Vendors were required to identify the skill sets for which

they can provide qualified candidates during Phase II – Bid Process.

• #2 Vendors were required to prove they can legally conduct business in the State of Utah.

• #3 Vendors were required to provide a web site address for their company that provides viewers with access to general contractor information.

• #4 Vendors must indicate their willingness to provide services to those entities that are allowed to use state cooperative contracts established by the State of Utah.

• #5 Vendors must indicate their acceptance of the State of Utah Standard Terms and Conditions.

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PQCS Evaluation Criteria• #6 Vendors must provide three letters of reference that

confirm their ability to provide similar IT Consulting Services identified in the PQCS skill sets.

• #7 Confirmation that vendor is responsible for all applicable company wages in accordance with federal, State, and local laws and ordinances.

• #8 Vendors must agree that they, and their employees, candidates, or any subconsultant working on a PQCS project on the vendor’s behalf, will be subject to the State of Utah laws and DHRM policies and rules concerning standards of employee conduct.

• #9 Vendor must agree to accept responsibility for billing the user entities on an individual basis in a timely manner and at contracted rates as awarded, at least on a monthly basis.

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PQCS Evaluation Criteria• #10 Vendor must agree to provide “qualified and available”

candidates in response to solicitations from entities requesting consultants in the PQCS program Phase II. Vendors who submit candidates in a bid response who are not qualified and available for the project identified, at the time of the bid submission, will be subject to the disciplinary action identified in this multi-stage IFB.

• #11 Vendor must agree that all contract services, including software and related documentation, become the exclusive property of the State of Utah and may not be used or adapted for any other purpose without the express written permission of the State.

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PQCS Evaluation Criteria• #12 In submitting eligible candidates for Phase II, Vendor must

agree to provide additional materials or information to prove, ascertain, or otherwise verify the skills, experience, and knowledge of submitted candidates with regard to specific project requirements. Such materials and information may include personal resumes, references, academic transcripts, and/or evidence of certifications or completion of training courses. A vendor’s personnel proposed for a specific project may be required by the user entity to be interviewed either in person or by telephone, and/or may be tested to verify qualifications for project requirements.

• #13 Only one bid per vendor or associated companies will be allowed. 8

PQCS Evaluation Criteria• #14 Vendors, their employees, candidates, or sub-consultants

(anyone, on behalf of the awarded vendor) providing work for State of Utah, will be required to pass a Department of Technology Services background check before starting work. Before submitting a bid in Phase II, vendors must ensure their employee(s), candidate(s), or sub-consultant(s) can pass the background and have no convictions that would prevent them from providing IT consulting services for the State of Utah. If a vendor submits a bid and an employee, candidate, or sub-consultant fails the background check, this may result in a negative performance rating. Background check information and documents will be included with the SOW posting in BidSync. 9

PQCS Vendors• Smart Building Solutions DBA Intellivex• Smith Johnson Group Inc.• SolutionStream• TASH networking Inc.• Tectura Corporation• URS Corporation• Vijayanand Inc.• Vitaver & Associates, Inc.• Windsor Solutions, Inc.• ConsultNet• Datatman USA LLC• Discover IT Solutions Inc.• Dyaus LLC• Dye Management Group Inc.• DynaQuest Technologies• EOS Systems Inc.• Gistic Research, Inc.• Multidimensional Software Creations• Network Consulting Services, Inc.• Novalink Solutions LLC

• Opsis Technologies Group LLC• Palmer Software Consulting LLC• PDS• ProKarma• Rose International • HCL America• Highstreet IT Solutions, LLC• HK Consulting• Integra Telecom• Kforce Technology Staffing• Leuly (Squarehook)• ManpowerGroup (Experis IT)• 22nd Century Technologies, Inc.• Anzan Technologies, LLC• Ardent Technologies, Inc.• BIO-WEST, Inc.• Compunnel Software Group, Inc.• Computer Consultants International, Inc.• Elite Techsource

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When NOT to use PQCS• IT Consulting Services projects (or any IT purchase) with a budget

between: $1,001 - $35,000DTS has limited purchasing delegation to collect a minimum of 2 quotes on projects of this size.

• IT Consulting Services projects (or any IT purchase) with a budget between: $35,001 - $50,000

Agencies should contact DTS who will coordinate with the Division of Purchasing to collect a minimum of 2 quotes on projects of this size.

Important: These processes are for stand alone smaller dollar amount projects and cannot be phased into a PQCS project. 11

When to use PQCS• PQCS Program is designed for IT Consulting

Services projects with a budget between $50,001 - $500,000.• IT Consulting Services projects contain skill sets

identified in the PQCS Skill Set Matrix sheet. Projects may contain one or multiple skill sets. Link to PQCS Skill Set Matrix will be located on the State Purchasing website. Link will be available on January 1, 2014. • IT Consulting Services projects may not exceed

5 years.12

PQCS vs. MC1015• MC1015 projects require a Business Case• PQCS projects require a Business Case

• MC1015 projects capped at $100,000• PQCS projects capped at $500,000

• MC1015 projects require agencies to complete DTS Scope of Work Template• PQCS projects require agencies to complete DTS

Scope of Work Template13

PQCS vs. MC1015

• MC1015 required agency Project Manager to submit a detailed SOW to DTS. Upon approval, Project Managers collected quotes on a pre-determined SOW via email.

• PQCS will require agency Project Managers to submit a detailed SOW to DTS. Upon approval, DTS will submit the SOW to the Division of Purchasing who will post in BidSync and invite pre-qualified vendors (per skill sets included in the SOW) to bid on the project.

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Utah Procurement Code

• The PQCS Program includes elements of the Pre-Qualification of Potential Vendors and Approved Vendor List sections of the Procurement Code.• The PQCS Program is required to

follow Utah Procurement Code sections 63G-6a-403 Pre-Qualification of Potential Vendors and 63G-6a-404 Approved Vendor List.

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63G-6a-40363G-6a-403. Prequalification of potential vendors. (1) (a) As used in this section, "vendor" means: (i) a bidder; (ii) an offeror; or (iii) a contractor, including an architect or an engineer. (b) A procurement unit may, in accordance with this section: (i) prequalify potential vendors to provide any type of procurement item specified by the procurement unit; and (ii) limit participation in an invitation for bids, a request for proposals, or an approved vendor list to the prequalified potential vendors for the specified type of procurement item. (2) To prequalify potential vendors to provide a specified type of procurement item, a procurement unit shall issue a request for qualifications. (3) A procurement unit that issues a request for qualifications shall: (a) publish the request for qualifications in accordance with the requirements of Section 63G-6a-402; (b) state in the request for qualifications: (i) the type of procurement item to which the request for qualifications relates; (ii) the scope of work to be performed; (iii) the instructions and the deadline for providing information in response to the request for qualifications; (iv) the minimum criteria for prequalification; (v) the period of time during which the list of prequalified potential vendors will remain in effect, which may not be longer than 18 months after the list of prequalified potential vendors is made available to the public under Subsection (8)(b); and

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63G-6a-403 (continued)(vi) that a procurement unit may limit participation in an invitation for bids or a request for proposals, during the time period described in Subsection (3)(b)(v), to the potential vendors that are prequalified to provide the specified type of procurement item.

(4) The minimum criteria described in Subsection (3)(b)(iv):

(a) shall include the prequalification requirements unique to the procurement;

(b) may include performance rating criteria; and

(c) may not be so restrictive that the criteria unreasonably limit competition.

(5) A procurement unit may, before making a final list of prequalified vendors, request additional information to clarify responses made to the request for qualifications.

(6) A potential vendor shall be included on the list of prequalified potential vendors if the vendor:

(a) submits a timely, responsive response to the request for qualifications; and

(b) meets the minimum criteria for qualification described in Subsection (3)(b)(iv).

(7) If a request for qualifications will result in only one vendor being placed on the list of prequalified potential vendors:

(a) the procurement unit shall cancel the request for qualifications; and

(b) the list may not be used by the procurement unit.

(8) The procurement unit shall:

(a) before making the list of prequalified potential vendors available to the public, provide each potential vendor who provided information in response to the request, but who did not meet the minimum qualifications for placement on the list, a written justification statement describing why the potential vendor did not meet the criteria for inclusion on the list; and

(b) within 30 days after the day of the deadline described in Subsection (3)(b)(iii), make the list of prequalified potential vendors available to the public.

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63G-6a-404(1) (a) As used in this section, "vendor" is as defined in Subsection 63G-6a-403(1)(a).

(b) The process described in this section may not be used for construction projects that cost more than an amount specified by the applicable rulemaking authority.

(c) The division or a procurement unit with independent procurement authority may compile a list of approved vendors from which procurement items may be obtained.

(2) An approved vendor list may only be compiled from timely, responsive responses received under Section 63G-6a-403 or the process described in Part 15, Architect-Engineer Services.

(3) In order to ensure equal treatment of vendors on an approved vendor list, for services other than the services described in Subsection (4) or (5) the procurement unit shall use one of the following methods in an unbiased manner:

(a) a rotation system, organized alphabetically, numerically, or randomly;

(b) assigning vendors to a specified geographical area; or

(c) classifying each vendor based on each vendor's particular expertise, qualifications, or field.

(4) (a) For a construction project that costs less than the amount established by the applicable rulemaking authority, under Subsection (1)(b), a procurement unit shall select a potential construction contractor from an approved potential contractor list, using an invitation for bids or a request for proposals.

(b) For architectural or engineering services for a construction project described in Subsection (4)(a), a procurement unit shall select a potential contractor from an approved potential contractor list: 18

63G-6a-404 (continued)

(i) using a rotation system, organized alphabetically, numerically, or randomly;

(ii) assigning a potential contractor to a specified geographical area; or

(iii) classifying each potential contractor based on the potential contractor's field or area of expertise.

(5) A procurement unit may not use an approved vendor list described in this section for a construction project with a cost that is equal to or greater than the amount established by the applicable rulemaking authority under Subsection (1)(b).

(6) (a) After selecting a potential contractor under Subsection (4)(b), a procurement unit shall enter into fee negotiations with the potential contractor.

(b) If, after good faith negotiations, the procurement unit and the potential contractor are unable to negotiate a fee that is acceptable to both parties, the procurement unit shall select another contractor under Subsection (4)(b) and enter into fee negotiations with that potential contractor.

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Important Code Requirements• PQCS Pre-Qualified Vendor List is valid for 18

months per the Utah Procurement Code.NOTE: Projects awarded to vendors during the valid 18 months can be awarded for up to 5 years.

Because the PQCS Program cannot anticipate all future IT Consulting Services projects that agencies may require, SOW’s will be bid out to pre-qualified vendors in Phase II.

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PQCS Process

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PQCS Scope of Work• Can be found by going to http://dts.utah.gov/employee-dts/finance/

then Contracts and choose PQCS Scope of Work

• It is very important when developing your SOW that you include detailed candidate requirements, such as:• Explain in detail the work that is to be completed on this project• Certifications or completion of training courses• Years of general skill set experience; years of specific program experience• Resume submission, reference submission• Effective/clear communications requirements• Candidate testing or interviews conducted either in person or by telephone• May be limited to top 3 lowest priced responsive/responsible bids• You may limit the number of responses from each vendor• NOTE: Candidates can ONLY be deemed non-compliant for requirements

identified in this SOW. Candidates cannot be disqualified for a deficiency that is not clearly identified in the SOW.

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PQCS Scope of Work

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PQCS Scope of Work

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PQCS Scope of Work

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PQCS Process

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PQCS Request in Service Now• All fields are mandatory• Business Cases will not show up unless already submitted and

approved in Service Now• A filled out Scope of Work must be attached• Once submitted, requests will go through agency approvals

then DTS approvals then be submitted to State Purchasing

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PQCS Process

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PQCS DTS Review• After a request is submitted, DTS will:• Review Scope of Work (SOW) – (attachment B)

• Is it filled out correctly?• Valid ELCID; Business Case• Project start & end date• Required level of expertise

• Does your SOW give a detailed explanation of project requirements?

• Obtain RQM for State Purchasing• If everything is in order and once DTS Management approves,

the DTS Contract Analyst will forward documentation to State Purchasing to be posted on BidSync.

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PQCS Process

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State Purchasing ProcessBidSync Posting

• Upon SOW review and approval, the DTS Contract Analyst will submit the SOW to State Purchasing for posting in BidSync.• Within 24 hours of receiving the SOW, State Purchasing

will create an invitation only bid solicitation in BidSync and will invite the pre-qualified vendors for skill sets contained in the SOW.• Upon SOW release in BidSync, State Purchasing will

send the agency Project Manager a solicitation packet to confirm the bid posting. Bids will be posted for a minimum of 3 days – postings may be longer and are at the discretion of the Project Manager.

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PQCS Process

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State Purchasing ProcessBidSync Posting• When the SOW bid closes in BidSync, State Purchasing will

run a bid tabulation packet (which includes all bid information – including price submitted by the pre-qualified vendors) and will email to the Project Manager for review.

• Project Manager will be responsible to review the vendor’s bid submissions, coordinate any required testing or interviews, document reasons candidates are non-compliant and contact State Purchasing to issue a disqualification letter.

IMPORTANT: Candidates can only be deemed non-compliant for requirements identified in the SOW. Candidates cannot be disqualified for a deficiency that is not clearly identified in the SOW.

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Review of Tabulation Packet • When you receive the Bid Tabulation Packet, you are required to review

the lowest bid for compliance with the SOW requirements identified in the solicitation.

• If the lowest priced bid is non-compliant in any way, you will be required to document the reasons (based on the SOW requirements) and move on to the next lowest bid.

• You will be required to follow this process until you identify the lowest priced responsive and responsible bid.

• Once you identify the lowest responsive and responsible bid, submit the award recommendation and all justification for non-compliance to Purchasing via email. Purchasing will notify vendors in the event their candidates are deemed non-compliant. In the event of a protest, the process will stop until successfully resolved.

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State Purchasing ProcessBidSync Posting

• State Purchasing will award the SOW in BidSync and will execute the contract (consisting of the contract cover page signed by the vendor at the time of bid submission and the SOW).

• Upon final execution of the contract, State Purchasing will send the Project Manager and selected vendor an award notice – including instructions on submission of background/name check information.

• Once awarded, the Project Manager is able to coordinate with the vendor/candidate to start work upon successful completion of the purchase order and background/name check. 35

PQCS Process

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PQCS Consultant Forms• DTS Security will be notified of new consultant• The DTS project contact will email the below forms to the vendor

– these forms are found at http://dts.utah.gov/employee-dts/policies/index.php under “Contractor/Third Party Forms”:• Form 214-DTS Contractor-Third party disclosure• Form 502-DTS Contractor-Third party confidentiality agreement• Form 511-DTS Contractor-Third party Security building access (if

applicable)• Form 516-DTS Contractor-Third party security level

• Vendor emails completed documents back to DTS project contact with vendor’s signatures (every section must be filled out)

• DTS project contact gets final signatures and sends to DTS Security 37

PQCS PO Submittal• Purchase Order Process:• A Purchase Order MUST be completed before the

consultant/candidate can start any work.• The agency is required to submit through a request in Service

Now for a Purchase Order• Requirements for a Purchase Order

• Valid ELCID• Object Code• Valid Business Case

• If assistance is needed with Service Now, please contact the DTS Procurement Team at 801-538-1008

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PQCS Process

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PQCS Background Check• Once the DTS project contact has submitted the needed paperwork

and a PO has been submitted in Service Now by the agency, the DTS project contact will notify and work with DTS Security for the candidate to come in for fingerprinting and a photo• This needs to happen 1 week prior to work being started

• With the forms, fingerprints and picture:• A name check will be completed within 1 business day• A full background check will be completed within 2-3 weeks

• If anything negative shows up on the name check or background check, the supervisor over the candidate will be notified. Depending on the severity of the crime and statute of limitations, and at the discretion of the DTS supervisor, the candidate will either be disqualified or retained – work start date will be delayed

• If a candidate is disqualified, the agency can contact the vendor for a new candidate that is of the same skill set and rate. A vendor will be penalized if any of their candidates fail to pass a name and/or background check

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PQCS Invoicing• Agency:• Should receive/review & submit the invoices for their consultants

• Verify the invoice rates submitted meet the requirements of the SOW/Contract

• Check accuracy of hours billed against hours worked• Purchase Order and Contract Number MUST be listed on each invoice• Agency must either sign the actual invoice or specifically give approval to

pay the invoices in the body of the email sent to DTS.• Submit invoices to dtsreceiving@utah.gov and dtscontracts@utah.gov

• DTS:• Will review for

• Verify the consultant and hourly rate match the SOW/Contract• Accuracy of hours billed against hours work• Check for Purchase Order number and authorizing signature for payment• Submit payments to DTS Accounting for payment

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PQCS Performance Evaluation

• Upon completion of a PQCS Project, the agency will be required to complete a simple vendor performance evaluation survey. However, agencies will have the opportunity to provide a performance evaluation rating at any time during the solicitation or contract term.

• Performance evaluations will consist of a 0 – 5 overall score that reflects the vendor performance on the PQCS project. Negative performance ratings may impact the vendor’s ability to participate in future PQCS projects.

• Performance evaluations are designed to be an asset to both the vendor and the State.

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Questions???

•Any questions on the PQCS program or process?

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