General

Information for DRS Vendors

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Requests for 2013

Request for Proposals No. 13-008-100: Defined Contribution Consulting (PDF)

DRS is seeking assistance to procure third-party recordkeeping for the state’s Deferred Compensation Program (457 plan) and the defined contribution component of three public retirement plans. Other consulting services to be provided as needed.

Amendments and Addenda

Questions & Answers #1, added November 7, 2013 (PDF)

Attachment A Certifications and Assurances Form (WORD)

Attachment B Bidder’s Information (WORD)

Attachment C Subcontractors’ Information (WORD)

Exhibit 1 Checklist for Responsiveness (WORD)

Exhibit 2 Sample Contract (PDF)

Exhibit 3 Directions to DRS (PDF)

Amendment 1, Revised Estimated Procurement Schedule, added December 6, 2013 (PDF)

Notice of Intent to Award (PDF), added December 12, 2013

Estimated Procurement Schedule*

Issue Request for Proposals October 25, 2013
Questions due November 1, 2013
Answers posted November 7, 2013
Complaints due November 7, 2013
4:00 PM, local time Tumwater, WA
Proposals due November 15, 2013
4:00 PM, local time Tumwater, WA
Evaluate proposals November 18, 2013
Notification of interview request November 25, 2013
Finalist interviews(if held) December 2 – December 4, 2013
Apparent Successful Bidder Announcement & notification to unsuccessful bidders December 12, 2013**
Last day to request debriefing conference Three business days after announcing ASB
Protest period ends Five business days after debrief
Negotiate contract December 16, 2013 - January 17, 2014**

*DRS reserves the right to revise the above schedule.

**Revised effective December 5, 2013.


Request for Proposals No. 13-002-103: Employer Reporting Application Project (With Business Process Management Suite Implementation – PDF)

March 12, 2014

The Department of Retirement Systems (DRS) has cancelled Request for Proposals 13-002-103 related to the Employer Reporting Application Project, with Business Process Management Suite implementation. As a result, no contract will be awarded for this solicitation.

DRS will reevaluate its business needs and may issue a similar Request for Proposals in the future.

The Department of Retirement Systems is seeking proposals to license and implement a Business Process Management Suite (BPMS) Solution, and use the BPMS Solution to build an Employer Reporting Application (ERA) to collect data related to retirement for Washington State public employees. The BPMS Solution and ERA will provide the architectural foundation for the future addition of other core business processes, such as retiree benefits processing, disbursements, and financial services.

Amendments and Addenda

Questions & Answers #1, added September 13, 2013 (PDF)

Questions & Answers #1, revised September 23, 2013 (PDF)

Questions & Answers #2, added September 23, 2013 (PDF)

Amendment 1: Revising the deadline for Bidders Conference registration, added September 16, 2013 (PDF)

Amendment 2: Providing updated Attachment C (version 2) – Bidder Requirements and Response (PDF)

Amendment 3: Revising the schedule to extend the due date for submitting proposals, added September 23, 2013 (PDF)

Attachment C (v.2) – Bidder Requirements and Response (WORD)

Questions & Answers #3, added October 2, 2013 (PDF)

Amendment 4: Technical corrections, clarifications, and revising Attachment G Appendix A, Price Proposal Response, added October 2, 2013 (PDF)

Attachment G Appendix A (v.2) – Price Proposal Response, added October 2, 2013 (Excel)

Vendor complaint and DRS Response, added October 15, 2013 (PDF)

Estimated Procurement Schedule*

Issue Request for Proposals August 28, 2013
Get to Know You Conference (Optional)
  • Slides (PDF) – Added September 3, 2013
  • Link to WebEx – Added September 3, 2013 (software download may be required)
August 30, 2013; 1:30 PM Pacific Daylight Time
Bidders' Conference (Mandatory)
  • Slides (PDF) – Added September 23, 2013
  • Link to WebEx – Added September 23, 2013 (software download may be required)
  • List of attendees (PDF) – Added September 23, 2013
September 20, 2013; 1:30 PM Pacific Daylight Time (Must register by Sept. 10)
Bidder Questions Due September 25, 2013; 3:00 PM Pacific Daylight Time
DRS response to Questions October 2, 2013**
Complaints Due October 11, 2013; 3:00 PM Pacific Daylight Time**
DRS Response to Complaints October 16, 2013**
Proposals Due October 18, 2013; 3:00 PM Pacific Daylight Time**
Procurement Canceled March 12, 2014***
Announce Apparent Successful Bidder (ASB) April 18, 2014**
Last Day to Request a Debriefing Conference Three business days after announcing ASB
Last Day to File a Protest Five business days after debrief
Begin Contract Work May 5, 2014**

*This is a condensed summary of the Key Events and Dates for this Request for Proposals. Bidders are responsible for reviewing and complying with the full schedule as set forth in Section 2 of the RFP, including any addendum or amendments that may be issued. DRS reserves the right to revise the schedule at any time.

**Revised September 23, 2013

***Revised March 12, 2014

Documents

  1. 13_002_103_DRS_ERA_RFP ( PDF)
  2. DRS_ERA_RFP_Appendicies_Part_1 (PDF)
  3. DRS_ERA_RFP_Appendicies_Part_2 (PDF)
  4. DRS_ERA_RFP_Attach_A_Proposal_Checklist (Word)
  5. DRS_ERA_RFP_Attach_B_Certifications_Assurances (PDF)
  6. DRS_ERA_RFP_Attach_C_Bidder_Requirements (Word)
  7. DRS_ERA_RFP_Attach_D_Personnel_References (Word)
  8. DRS_ERA_RFP_Attach_E_Bus_Tech_Questions (Word)
  9. DRS_ERA_RFP_Attach_F_BPMS_Solution_Req (Excel)
  10. DRS_ERA_RFP_Attach_G_Price_Proposal (PDF)
  11. DRS_ERA_RFP_Attach_G_Appx_A_Price_Proposal (Excel)
  12. DRS_ERA_RFP_Attach_H_Issues_List (Word)

Intent to Award Sole Source Contract

Business Fundamentals Mapping (PDF)

The Department of Retirement Systems (DRS) contemplates awarding a sole source contract to Mass Ingenuity to extend the agency’s Business Fundamentals Mapping. While much has been accomplished at the agency level and with some large processes, further analysis and development of other large and complex processes is needed, as well as Fundamentals Mapping at the unit level. DRS intends to award this contract to the contractor that facilitated the Tier 1 Fundamentals Mapping activities to ensure seamless integration and alignment.


Work Request No. 13-002-104: Quality Assurance Services (PDF)

The Washington State Department of Retirement Systems’ (DRS) anticipates implementing two significant projects and is seeking a qualified vendor to provide independent quality assurance services for one or both projects.

NOTE: This is a second-tier work request issued by DRS pursuant to the Washington State Department of Enterprise Services (DES) Information Technology Professional Services (ITPS) program. Only firms that have an ITPS Master Contract with DES for Category 3 External IT Quality Assurance are eligible to respond.

Attachments

Vendor Questions and DRS Responses (PDF), added June 26, 2013

Notice of Intent to Award (PDF), added July 24, 2013

Estimated Procurement Schedule*

Issue Work Request June 17, 2013
Questions Due June 20, 2013
Complaints Due June 25, 2013
Answers Posted June 26, 2013
Responses due July 2, 2013 4:00 PM PDT
Announce Apparent Successful Vendor July 24, 2013**
Last Day to Request a Debriefing Conference July 29, 2013**
Last Day to File a Protest Five business days after debrief
Begin Contract Work August 19, 2013

*DRS reserves the right to revise the above schedule.

**Revised effective July 24, 2013

This Work Request has also been posted on the Department of Enterprise Services' Washington's Electronic Business Solution (WEBS) Web site.


Request for Qualifications and Quotations 13-004-102: SQL Connectivity to Adabas Software (RFQQ 13-004 SQL Connectivity.pdf)

The purpose of this procurement is to acquire software that allows Microsoft Windows based applications to securely connect with an Adabas database, providing flexibility as the agency focuses on migrating business applications from Adabas/Natural into Microsoft Windows technologies.

This RFI has also been posted on the Department of Enterprise Services' Washington's Electronic Business Solution (WEBS) Web site.

Notice of Intent to Award Contract: Added June 7, 2013 PDF



Addendum

addendum 1: Added May 22, 2013 PDF

Vendor Questions and Responses, Added May 23, 2013 PDF

Amendment

Ammendment 1: Added May 28, 2013 PDF

Ammendment 2: Added May 31, 2013 PDF

The estimated schedule for this RFP is as follows. The Department reserves the right to revise the following schedule.

Issue Request for Qualifications and Quotations May 17, 2013
Vendor Questions Due May 22, 2013
Written Responses to Questions Posted to WEBS & Department website May 24, 2013
Complaint Period Ends May 30, 2013*
Vendor Responses to RFQQ due by 4:00 PM PDT May 31, 2013**
Evaluate Responses June 3-5, 2013**
Announce “Apparent Successful Bidder” and send notification via e-mail to unsuccessful Proposers June 7, 2013
Last Day to Request a Debriefing June 12, 2013*
Proposers Optional Debriefings June 10-14, 2013
Last Day to File a Protest Five business days after debriefing*
Execute Contract June 17-21, 2013
Software Product (on or before) June 26, 2013

* Revised effective May 22, 2013.

** Revised effective May 31, 2013.


Work Request No. 13-002-101: Design, Build, and Deploy a SharePoint 2013 Environment

Procurement Canceled


Request for Information No. 13-002-100: Business Process Management Suite (BPMS) WORD

The Department of Retirement Systems plans to use a BPMS solution for replacing core mainframe applications. This RFI seeks responses from BPMS vendors. Responses should be submitted no later than February 8, 2013, at 4:00 PM Pacific Standard Time.

Response to the RFI is voluntary and is not a prerequisite for responding to a future solicitation for a BPMS procurement.

This RFI has also been posted on the Department of Enterprise Services' Washington's Electronic Business Solution (WEBS) Web site.


Request for Proposals No. 13-007-100: Knowledge Management Solution WORD

Proposals are being solicited for software to develop and implement a knowledge management solution for the Washington State Department of Retirement Systems (DRS).

This solicitation has also been posted on the Department of Enterprise Services’ Washington's Electronic Business Solution (WEBS) Web site.

Amendments

  1. Amendment 1: Revised schedule PDF
  2. Amendment 2: Revised schedule PDF

Attachments

  1. Certifications and Assurances Form WORD
  2. Bidder’s Information WORD
  3. Cost Schedule WORD

Exhibits

  1. Model Information Technology Contract for Software WORD
  2. Directions to DRS PDF
  3. Sample Brochure PDF

Vendor Questions and Responses PDF ( Added February 8, 2013 )


Notice of Intent to Award PDF (Added April 5, 2013)


The estimated schedule for this RFP is as follows. The Department reserves the right to revise the following schedule.

Issue Request for Proposals January 25, 2013
Questions due February 1, 2013
Answers posted February 8, 2013
Complaints due February 14, 2013
Proposals due February 22, 2013 - 4:00 PM, local time Tumwater, WA
Evaluate proposals February 25 - March 11, 2013*
Notification of demonstration request March 13, 2013*
Finalist demonstrations (if held) March 18 - March 22, 2013
Apparent Successful Bidder (ASB) announcement & notification of unsuccessful bidders April 5, 2013**
Last day to request debriefing conference Three business days after ASB announcement**
Debriefing conferences (if requested) Within five business days following request**
Last day to file a protest Five business days after debrief**
Begin contract negotiations Immediately following ASB announcement**
Begin software installation As soon as possible following contract execution*
Complete software installation June 30, 2013

* Revised dates effective March 13, 2013.

**Revised effective April 1, 2013


Requests for 2012

Request for Proposals No. 12-101

Knowledge Management/Customer Relationship Management Solutions: Procurement canceled


Request for Proposals No. 12-100

Workload leveling program: Procurement canceled


Request for Proposals No. 12-004-02

The Department of Retirement Systems is seeking to obtain a business system view of the Department's core processes, key success indicators, performance metrics and primary strategies to fulfill its mission and vision of fully satisfied customers and engaged employees.

This solicitation has been posted on the Department of Enterprise Services', formerly the Department of General Administration, Washington's Electronic Business Solution (WEBS) Web site.

Addendum - Updates Section 3.2 PDF

Attachments

  1. Certifications and Assurances Word
  2. Proposer's Information Word
  3. Cost Schedule Word

Questions and Answers for Request for Proposals No. 12-004-02.

The updated schedule for this RFP is as follows. The Department reserves the right to revise this schedule as necessary.

Issue Request for Proposal March 1, 2012
Questions Due March 9, 2012
Answers Posted March 13, 2012
Proposals Due March 16, 2012 - 4:00 PM, local time Tumwater, WA
Evaluate Proposals March 19-23, 2012
Finalist Interviews (if necessary) April 4 - 6, 2012
Apparent Successful Contractor Announcement & Notification of unsuccessful proposers April 10, 2012
Last day to request Debriefing Conference April 13, 2012
Debriefing Conferences (if requested) April 12 - 17, 2012
Protest Period April 13 - 20, 2012
Negotiate Contract April 12 - 20, 2012
File contract with DES April 23, 2012
Begin contract work May 7, 2012

Request for Proposals No. 12-005-01

The Department of Retirement Systems is seeking audit services that will produce an audit report expressing an opinion on the financial statements of the Department of Retirement Systems' funds for the year under audit. The audit must be completed, with delivery of final opinion, no later than November 1, 2012.

This solicitation has been posted on the Department of Enterprise Services', formerly the Department of General Administration, Washington's Electronic Business Solution (WEBS) Web site.

Questions and Answers for Request for Proposals No. 12-005-01.

The estimated schedule for this RFP is as follows, the department reserves the right to review this schedule as necessary.

Issue Request for Proposal February 1, 2012
Questions Due February 14, 2012
Answers Posted February 17, 2012
Proposals Due March 2, 2012 - 4:00 PM, local time Tumwater, WA
Evaluate Proposals March 5-14, 2012
Finalist Interviews (if necessary) March 19-20, 2012
Apparent Successful Contractor Announcement & Notification of unsuccessful proposers March 22, 2012
Last day to request Debriefing Conference March 27, 2012
Debriefing Conferences (if requested) March 27-29, 2012
Protest Period March 27, 2012 - April 3, 2012
Negotiate Contract April 4-5, 2012
File contract with OFM April 6, 2012
Begin contract work April 23, 2012

Work Request No. 12-004-01

The Department of Retirement Systems (Agency) is seeking services to provide interactive training for leaders and team members consisting of a customer satisfaction and needs assessment case study, preferably based on a "real life" example/experience, to hone the focus and work of the Agency. Instruction will be presented to the Agency's leaders and team members, through the use of the case study, to illustrate the importance of determining what customers expect from the Agency to be fully satisfied. The Agency will use the customer satisfaction data to refine its core services, removing what isn't adding customer value while improving its core processes for services adding the most value.

This solicitation is through the Department of Enterprise Services (DES) Office of State Procurement Program. This work request has been posted on the Washington's Electronic Business Solution (WEBS) web site.


Requests for 2011

Work Request WR-12-26

This solicitation is through the Department of Information Services (DIS) Information Technology Professional Services (ITPS) program. This work request has been posted on the Department of General Administration's Washington's Electronic Business Solution (WEBS) web site.

UPDATE - Information Services Board (ISB) security standards are now part of the newly created Office of the Chief Information Officer (OCIO). The link in Work Request WR-12-26 (http://isb.wa.gov/policies/401S.doc) will take you to the OCIO website's main page. Policy 401-S has been incorporated into the State Technology Manual under Section 140 - Security. Policy 401-S is now Policy 141 - Security IT Assets Policy. The standards begin with 141.10 - Securing IT Assets Standards. Link to the State Technology Manual is http://ofm.wa.gov/ocio/policies/manual.asp. (Posted 10/13/11)

Questions and Answers for Work Request WR-12-26 (Posted 10/7/2011)


Work Request WR-11-90

This solicitation is through the Department of Information Services (DIS) Information Technology Professional Services (ITPS) program. This work request has been posted on the Department of General Administration's Washington's Electronic Business Solution (WEBS) web site.


Requests for 2009

Request for Proposal 09-006 Word PDF (Updated 7/8/09*)

The Department of Retirement Systems requires third party record keeping services for the State of Washington's Deferred Compensation Program and the defined contribution component of the Teachers' Retirement System (TRS) Plan 3, School Employees' Retirement System (SERS) Plan 3, and Public Employees' Retirement System (PERS) Plan 3 defined benefit plans.

* Update corrects formatting. Content has not been modified.

Exhibits

  1. Certifications and Assurances Word PDF
  2. Sample Personal Service Contract with General Terms and Conditions Word PDF
  3. Fee Proposal Word PDF
  4. Public Records Privacy Protections Executive Order 00-03 PDF
  5. DRS Internet Privacy Statement PDF
  6. Plan 3 Record Layouts PDF
  7. Plan 3 Management Reports PDF
  8. DCP Record Layouts PDF
  9. Information Technology Security Standard PDF

Addendum 2 - Updates Sections 4.1.10 and 4.2.10 PDF

Addendum 3 - Updates Section 2.2 PDF

Vendor Questions and Agency Answers PDF

  • Sample Plan 3 SELF Statement PDF
  • Sample Plan 3 WSIB Statement PDF

Addendum 4 - Additional Questions PDF

Addendum 5 - Updates Sections 2.1 and 2.2 PDF

Addendum 6 - Updates Section 2.2 PDF

Addendum 7 - Updates Section 2.2 PDF

Addendum 8 - Updates Section 2.2 PDF

Addendum 9 - Updates Section 2.2 PDF

Addendum 10 - Updates Section 2.2 PDF

Work Request WR-10-18

This solicitation is through the Department of Information Services (DIS) Information Technology Professional Services (ITPS) program. This work request has been posted on the Department of General Administration's Washington's Electronic Business Solution (WEBS) web site.

Request for Qualifications and Quotations 09-004-01 for court reporting services

This request has been posted on the Department of General Administration's Washington's Electronic Business Solutions (WEBS) Web site.

Request for Qualifications and Quotations 09-004-02 for temporary staffing services

This request has been posted on the Department of General Administration's Washington's Electronic Business Solutions (WEBS) Web site.


Requests for 2008

Work Request WR-09-38

This solicitation is through the Department of Information Services (DIS) Information Technology Professional Services (ITPS) program. This work request has been posted on the Department of General Administration's Washington's Electronic Business Solution (WEBS) Web site.

On behalf of the Pension Funding Council
The Council is responsible for setting economic assumptions and the related pension contribution rates for the state's 11 pension plans. The Council is comprised of the chair and ranking minority member of the Senate ways and means committee, the chair and ranking minority member of the House of Representatives appropriation committee, the director of the Office of Financial Management, and the director of the Department of Retirement Systems.

Request for Proposal PFC-001

At least every two years, the council administers an actuarial audit of the valuation used for pension contribution rate setting. This request for proposals (RFP) is to acquire proposals from firms who can conduct an actuarial audit of the valuations used for rate setting, review recent changes to the asset valuation and funding methods, and conduct an audit of the experience study prepared by the Office of the State Actuary.

Questions submitted by interested firms and the Pension Funding Council’s answers may be found by using the following link: http://www.drs.wa.gov/rfp/prior-rfps/pfc-001/pfc_001qna.pdf

The RFP may be found by using the following link: http://www.drs.wa.gov/rfp/prior-rfps/pfc-001/pfc_001rfp.pdf

The legal notice has been published in the Seattle Daily Journal of Commerce. A copy of the notice may be found by using the following link: http://www.drs.wa.gov/rfp/prior-rfps/pfc-001/PFCLegalNotice08.doc

The estimated schedule for this RFP is as follows; the PFC reserves the right to revise this schedule as necessary.

Issue Requests for Proposals March 7, 2008
Question and Answer Period March 7 - 14, 2008
Issue Addendum to the RFP (Questions and Answers) March 18, 2008
Proposals Due March 24, 2008 by 12:00 p.m. local time, Olympia, WA
Evaluate Proposals March 25, 2008
Possible oral interviews (bidders should hold the afternoon of March 26, 2008 open in case they are selected for interview.) March 26, 2008
Announce "Apparent Successful Contractor" and Send Notification via FAX or E-Mail to Unsuccessful Proposers March 27, 2008
Hold Debriefing Conferences (if requested) March 28 - April 4, 2008
Negotiate Contract March 28 - April 4, 2008
File Contract with OFM April 7, 2008
Begin Contract Work April 7, 2008

Requests for 2007

Work Request WR-08-93

This solicitation is through the Department of Information Services (DIS) Information Technology Professional Services (ITPS) program. This work request has been posted on the Department of General Administration's Washington's Electronic Business Solution (WEBS) Web site.


Work request 32100-18922

This work request has been posted on the Washington Department of General Administration's Washington's Electronic Business Solution (WEBS) Web site.


Vendor questions

Contact Information

RFP Coordinator:

Jilene Siegel

Mailing Address:

Washington State Department of Retirement Systems
PO Box 48380
Olympia WA 98504-8380

Street Address:

6835 Capitol Blvd
Tumwater, WA 98501

Telephone:

(360) 664-7291

Fax:

(360) 753-5397

E-mail the RFP Coordinator