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Description of Project

The Minnesota Department of Information Technology Services (MNIT), partnering with the Minnesota Department of Commerce, is seeking a vendor to perform services pertaining to the implementation of Microsoft Dynamics 365 (MS D365) for the State Energy Office (SEO).

The initial work under this work order will be the Planning, Discovery, and Specifications phases of the project. (See the Buyer Attachment Tasks and Qualifications for more details.)

Based on the vendor output from those phases, the State will have the option to amend the work order with the vendor to include work relating to the implementation itself (e.g., development/customization, testing, UAT, deployment, training, post-implementation support). Alternatively, the State may exercise the option to seek a different vendor to perform the implementation based on the requirements/specifications gathered; or not to proceed at all.

If the State proceeds with the implementation with the vendor, the work order may also be amended after the implementation to include additional customization or enhancement work as future needs arise.

The ideal vendor for this engagement will possess extensive experience customizing and implementing MS D365, together with solid technical and organizational change management experience, which will allow the vendor to fully develop SEO's maximum utilization of MS D365 and leverage the Microsoft platform.

Goals for the implemented MS D365 system include:

Information and Data Sharing

Share information and collaborate across multiple teams within the SEO. Access and integrate data across teams to improve project management, efficiency, and overall operations. Provide customized reporting to Federal funders and senior management, and for use in biannual legislative reports.

Integrated Processes

Maximize integrated collaborative and operational processes. Be able to have multiple "points of entry" for questions and information requests which can be delegated and monitored via a workflow. Provide leadership-level dashboards including Division budget status and Federal performance measures.

Workflow Efficiency

Provide consolidated workflow management and control including user-based security and audit trails to more effectively manage the data in the system and report on changes over time. Have the ability to manage clear lines of responsibility on complex projects to avoid duplication while enhancing collaboration.

Nimble Environment

Transition from a transactional environment to a more customer-centered environment allowing for a variety of delivery methods to multiple audiences for an array of uses, including data visualization. Optimize outreach and engagement in meeting Minnesotans where they are around the state as well as provide for consistent energy efficiency and climate resiliency messaging meeting the Governor's climate action goals. Provide the ability to conduct visual analytics as needed for effectiveness.

Work is anticipated to be performed off-site/remotely.

For additional details on the request such as tasks, qualifications, and evaluation criteria, see the attachments found in the Buyer Attachment section of the Event.

Resource Need

This request is for a vendor to provide services on a deliverables basis, utilizing however many resource(s) are necessary to complete the work. See the Buyer Attachment (Tasks and Qualifications) for information regarding the Minimum Qualifications of the Resources.

Incumbent (Currently holding the position while this Event is posted.)

There is no incumbent for this Event.

Mode of Interview

The State will conduct interviews with a short list of the highest scoring responders. The proposed Project Manager and Technical Architect are required to attend the interview. The State reserves the right to remove a vendor from consideration if the vendor is unavailable for interview as requested by the State. Interviews are anticipated to be conducted via Microsoft Teams.

Project Schedule

• Anticipated Project Start Date: 9/1/2023
• Anticipated End Date: 8/31/2025

The State retains the option to extend the work order in increments determined by the State.

The following document contains the tasks and qualifications for this MNSITE 2.0 Event.

Phase 1: Planning

1. 1. Learn the lines of business of the SEO
   2. Gain familiarity with SEO's legislative mandate
   3. Gain awareness of the working dynamics among the five SEO teams
   4. Provide project communication/documentation on an ongoing basis via SharePoint, weekly/biweekly project status meetings, and monthly project sponsor meetings.

Phase 2: Discovery

1. 1. 1. 1. 1. Review relevant current documentation
            2. Perform requirements mapping
            3. Review standard processes to identify gaps
            4. Identify required workflows
            5. Capture required fields and business rules
            6. Gather integration requirements
            7. Provide project communication/documentation on an ongoing basis via SharePoint, weekly/biweekly project status meetings, and monthly project sponsor meetings.

Phase 3: Specifications

1. 1. 1. 1. 1. 1. 1. 1. Prepare detailed specifications document for each functional area for SEO approval
                     2. Prepare user stories
                     3. Prepare wireframes
                     4. Prepare detailed acceptance criteria
                     5. Provide proposed implementation timeframe/schedule
                     6. Provide proposed implementation cost
                     7. Prepare field mapping
                     8. Review records earmarked for migration
                     1. Prepare migration plan
                     10. Prepare overall project plan for implementation
                     11. Provide project communication/documentation on an ongoing basis via SharePoint, weekly/biweekly project status meetings, and monthly project sponsor meetings.

Based on the vendor output from these phases, the State will have the option to amend the work order with the vendor to include work relating to the implementation itself (e.g., development/customization, testing, UAT, deployment, training, post-implementation support).

If the State proceeds with the implementation with the vendor, the work order may also be amended after the implementation to include additional customization or enhancement work as future needs arise.

(Qualifications on next page)

• Four (4) previous projects performing discovery, requirements gathering, and planning for Microsoft Dynamics 365 implementations. (Vendor must have provided all three components discovery, requirements gathering, and planning in all four projects.)
• Four (4) previous projects implementing Microsoft Dynamics 365 that included customization. (All four projects must have included customization.)

• Experience using organizational change management to fully develop the maximum utilization of MS D365 and leverage the Microsoft platform
• Experience working with state government entities
• Experience with projects pertaining to energy policy

Each resource that the vendor provides to perform work on the project must individually meet the following minimum qualification. The resource(s) will not be evaluated as part of the contracting process, but their qualifications will be reviewed by the State prior to work starting on the project. The State reserves the right to reject any resource(s) on the vendor's team that do not meet this minimum qualification, and to require that different resource(s) be brought in that do meet the minimum qualification.