Welcome to the University of California
Pre-Bid Conference for
Research Grants Program Office (RGPO) Grants Administration
and Management Software RFP
THE CONFERENCE WILL BEGIN SHORTLY.
PLEASE STAND BY.
RFP#UCOP/RGPO/2012
March 16, 2012
9:30 am PT – 11:00 am PT
Dial: 1-866-740-1260; Access Code 9870121
Primary Procurement Contact: Alan Moloney (alan.moloney@ucop.edu)
Director, Procurement Services, UC Office of the President
Today’s Agenda
1)
Introductions
2)
About the University of California
3)
Research Grants Program Office (RGPO) Grants
Administration and Management at the University
4)
RFP Overview
5)
Open "Question and Answer" for Prospective Bidders
2
Introductions: UC Staff
(Roundtable)
3
About the University of California’s
Research Grants Program Office (RGPO)
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Multiple grant-making programs that
serve the University of California and the
State of California
Central administrative support
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Grant review and administration
Financial and budgetary services
Database management
Core administrative functions
4
RGPO Programs
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The California Breast Cancer Research Program
www.cabreastcancer.org
The Tobacco-Related Disease Research Program
www.trdrp.org
The California HIV/AIDS Research Program
www.californiaaidsresearch.org
The UC Grants programs
www.ucop.edu/research/rgpo/funding.html#ucgrants
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UC Discovery Grants
Proof of Concept grants
Multi-campus Research Programs and Initiatives
Lab Fees Research Program
5
Building a Long-term Infrastructure
Solution for World-class Research

Funding
– Project funding has been secured for design,
implementation, and annual license/use fees

Partnership Commitment
– 5 to 10 years
6
The Grant-making Process
Issue Call
for
Applications
Evaluate
and Report
Outcomes
Applications
Manage
Research
Projects
Review and
Select
Awards
Receive
Process
Award
Payments
7
RFP Purpose & Objectives
(Reference: Page 5 RFP)
The University of California is releasing this RFP to procure a grants
administration and management solution that offers UC’s Research
Grants Program Office (RGPO):
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A user-friendly, intuitive, web-based, real-time environment for all
user types;
Improved integration among key systems;
A more streamlined workflow where possible;
Improved tools to eliminate redundant data entry, manual
calculations and most paper forms;
Dashboards, reporting, and analytics for RGPO Staff and Senior
Leadership;
Improved access to historical information from existing grants
database.
8
RFP Scope
(Reference: Page 5 of RFP)
Bid Response should be inclusive of all services, software
and, if applicable, hardware, required to deliver a full
solution, including (but not limited to):
1)
2)
3)
4)
5)
6)
7)
8)
Project Management and Account Management Services
IT and other “functional expert” Services
Data “Cleansing” Services, priced as an optional addition (final
determination will be made prior to contract signature)
Data Migration and Implementation Services
Software Licensing Fees and Ongoing Maintenance
Hosting Fees or Costs, if applicable
Hardware Costs, if applicable
Other items, as noted in the RFP detail and/or as further
recommended by Bidder
9
UC-wide Procurement Services

Procurement Services is responsible for the planned
negotiation and management of University-wide agreements,
the development and oversight of policies governing
purchasing activities, materiel management, equipment
management, and the coordination of sourcing efforts at the
campuses, hospitals and labs.

University of California Bid Process
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California Public Contract Code (Section 10507, et seq.)
UC Business & Finance Bulletin 43 (See Part 3, D)
RFP as posted
Other applicable laws and codes
More info: http://www.ucop.edu/purchserv/
10
RFP Posting Location
http://www.ucop.edu/purchserv/rfp/welcome.html#rgpo
11
All new Q&A, updates posted at end
of list of files:
Marked “NEW” in Red Font
12
Bidder Inquiries

All correspondence, questions, inquiries must be made via email to the
RFP Administrator Alan Moloney and copy Brian Agius
mailto:alan.moloney@ucop.edu; brian.agius@ucop.edu

Do not contact any other UC employee regarding this RFP. All participants
in this process are subject to applicable State and Federal codes regarding
Public Officials and UC bidding policies and codes.

Questions submitted by email will be made anonymous, responded to (as
reviewed by UC team) and posted for all bidders to see.

Check bid posting site often! All files final as of March 22, 2012.
13
(reference UC Business & Finance Policy 43)
RFP Time Line
Date
Time (PT)
March 2, 2012
Event
RFP issue date
Pre-bid conference (Recommended, but not
mandatory): audio and web attendance only
No in-person meeting.
Friday, March 16, 2012
9:30 am
– 11:00 am
Meeting Type: Web & Audio
Audio Details: Dial-in Number:
U.S. & Canada: 866.740.1260
Meeting ID/Access Code: 9870121
Web Registration Link:
https://cc.readytalk.com/r/o4skstfps8vb
Tuesday, March 20,
2012
NOON 12:00
pm
Final University responses to requests for
clarification of RFP and any issuance of addenda or
other modifications
Thursday, March 22,
2012
Monday, April 2, 2012
Deadline for submission of requests for clarification
of RFP
NOON 12:00
pm
Deadline for submission of 1 sealed and complete
copy of Bidder proposal to RFP Administrator
14
RFP Time Line
Date
Friday, May 4, 2012
Time (PT)
Event
Finalist(s) announced and presentation slots assigned.
Bidders not advanced to finalist round notified. Duration of
presentation will be announced. A guideline “script” will
also be provided.
On-Site Bidder “Finalist Presentations”
ALL BIDDERS SHOULD RESERVE THESE DAYS NOW among
key personnel who may present to the University-wide
evaluation team. Please note that this will include at least
one member of the bidder’s IT team who will meet
personally with IT members from the University.
Week of May 21, 2012
Assignment of a specific time on a specific date to the left
will be made on a first-come, first-served basis and not all
dates will be available to all Bidders.
For planning purposes, expect to be on site in Oakland, CA
for at least one (1) business day.
Site visits, if requested by team, announced and scheduled
To be announced
Site visits, if requested
Week of June 11, 2012
Apparent Awardee(s) announced and contract(s)
tendered.
15
Bid Acceptance
(Reference RFP, Section 1 Parts I, J, K)
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Late bids will not be accepted.
Bids are considered late if they
arrive one (1) minute or more
past the due date and time.
Bids sent via fax (facsimile) or
email will not be accepted.
Bid must be signed by a company
officer authorized to enter into
contracts on behalf of the Bidder.
(Bid Response Cover Sheet)
Bids must be complete (see
Complete Proposal Submission
Check List, RFP Section 1 Part J)


Bids must be responsive
Bids must follow the format
specified in the RFP (Numbering,
Section Titles,… and in the same
order); using the same file
formats as provided, for example:
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–
–
RFP Narrative responses saved in
Microsoft® Word
Detailed requirements responses
saved in Microsoft® Excel
Bid pricing saved in Microsoft® Excel
16
RFP Process
Key Points:

Single Point of Contact: RFP Administrator

All Correspondence in Writing (email to Alan
Moloney, cc: Brian Agius)
mailto:alan.moloney@ucop.edu; brian.agius@ucop.edu

Check web site often for updates
17
Open Q&A
Please use the “chat” function on your web interface to the
presentation.
We will read all inquiries as “anonymous” questions and respond
OR will reserve the question for later review and response.
Duplicate/overlapping questions may not receive individual
responses.
Thank you
Alan Moloney
UC Office of the President
mailto:alan.moloney@ucop.edu