REQUEST FOR PROPOSAL
SUMMARY AND BACKGROUND
Hamilton & Co. Advocates is inviting proposals for the initiation,
migration from legacy operating system to Web-based operating system, as
well as subsequent operationalisation of the same. Currently, Hamilton &
Co. Advocates is using the legacy operating system, which was developed
and implemented as the company was being launched in 2003. However, the
legacy system has proved to be considerably inefficient in meeting the
needs of the law firm especially with regard to reporting,
administrative and payroll activities. In essence, it has become
imperative that the law firm undertakes a migration to a more efficient
platform, in this case a web-based platform, which will allow for
enhanced accuracy in reporting, and enable individual employees to make
their own entries pertaining to their jobs and work-hours. The employees
will have an enhanced role in the management of their payrolls, as well
as any administrative issues rather than having them handled by the
This Request for Proposal (RFP) aims at soliciting proposals from
different organizations, carry out a comprehensive and fair evaluation
that is based on the set-out criteria, and choose a candidate who will
best effect the migration from a legacy operating system to a new
Web-based operating system. It is worth noting that the IT Department of
Hamilton & Co. Advocates will be at hand during the implementation and
will be working hand-in-hand with the winning bidder to carry out the
Hamilton & Co. Advocates is a law firm located in Hamilton Building in
Washington DC. Founded in 2003, the law firm has been providing legal
services to its extensive client base that is made up of individuals,
small and medium-sized business, corporations, as well as governmental
and non-governmental organizations in the state and beyond.
This RFP outlines the requirements pertaining to a competitive and open
process. The law firm will accept proposals from 1st April 2013 to 5pm
EST 31st April 2013. It is imperative that the proposals sent to the
company bear the signature of an official representative or agent of the
candidate organization that is submitting its proposal.
In case the candidate organization will be contracting or outsourcing
any work so as to meet the project’s requirements, such arrangements
must be clearly outlined in the proposals. On the same note, it is
imperative that the costs outlined in the project are inclusive of the
contracted or outsourced work to allow for proper comparison. In
addition, the candidate must outline the name, as well as description of
the organization that will be contracted alongside the duties that such
organization will be carrying out.
Negotiations pertaining to the terms and conditions of the contract will
be carried out once the winning bidder has been selected. These terms
and conditions will be reviewed by Hamilton & Co. Advocates’ legal
team, IT department, and the marketing department, and will outline the
schedule, budget, scope, as well as any other item that is necessary to
PROJECT DESCRIPTION AND PURPOSE
The current legacy platform on which Hamilton & Co. Advocates operates
was put in place in 2003. At that time, the company was composed of
three lawyers and a secretary operating in a small office in the same
building as they currently are in Washington DC. Over the years,
however, the law firm has grown in size, incorporating 20 lawyers, three
secretaries and 4 IT professionals. This means that the operations of
the company have expanded, not to mention the number of transactions
that have to be carried out. The accuracy of the reporting system is
questioned, while complaints have been lodged pertaining to the payroll
systems. These have been seen as inaccurate, but the resolution of such
complaints has been hampered by the cumbersome nature of the system.
Hamilton & Co. Advocates believes that migration from the legacy system
to a Web-based platform would allow for streamlining of the activities
that the secretaries and managers carry out and reduce the errors
incorporated in the financial reports. In addition, it will lead to an
elimination of the need to outsource certain services. Employees would
also be capable of entering data pertaining to their working hours
rather than having to report to their departmental heads. This will
reduce redundancy, increase efficiency and eliminate certain costs. It
will also reduce employee turnover in the company, as issues will be
expedited fast and efficiently.
Description of the Project:
Hamilton & Co. Advocates is looking for a provider who will make use of
the latest web-based technology so as to allow for a smooth migration
from the legacy platform to the Web-based platform. The web platform
must be simple to use, user friendly, as well as easy to modify, make
corrections and add content. It should allow for ease of navigation,
allow for interaction, file sharing, and incorporate personal email
reminders, reports, calendars and task lists (Schwalbe, 2010).
On the same note, it is imperative that the finished web-based platform
allows Hamilton & Co. Advocates to manipulate the content and layout
easily so as to accommodate the frequent changes pertaining to the
dynamic environment within which the law firm operates.
In addition, the web-based platform must not only be easy to navigate
but also incorporate stringent security measures that will guard against
data loss. It must allow the current employees to hold accounts with
company generated PIN numbers, which should be changed in case employees
leave the company. As much as the employees may enter data in the
database, the platform should allow for crosschecking so as to ensure
accuracy (Schwalbe, 2010).
On the same note, the web-based platform should allow for the
incorporation of data presently held in the legacy platform (Schwalbe,
2010). It should be possible to migrate from the current system to the
web-based platform with little or no disruption, as well as no data
SCOPE OF THE PROJECT
This project requires that the bidders undertake the design, creation,
implementation of the web-based platform, purchase any software and
hardware that are required to make the transition, as well as undertake
the coding and licensing of such software.
The selected bidder will also be charged with the responsibility of
planning, as well as carrying a comprehensive market research portfolio
in collaboration with the Hamilton & Co. Advocates’ IT department.
This will ensure that the platform so selected not only fits the current
needs of the company but would allow for any potential expansion
occurring in the next 10 years (Schwalbe, 2010). In addition, the bidder
will undertake training of employees in Hamilton & Co. Advocates on the
utilization and the fundamentals of the web-based platform in
collaboration with the law firm’s IT technicians. The bidder will not
only undertake the implementation of the new system but also ensure that
all current data is safely archived and stored, and that the migration
process occurs with minimum disruptions to the payroll and
administrative activities of the law firm (Schwalbe, 2010).
REQUEST FOR PROPOSAL AND PROJECT TIMELINE
Timeline for Proposal Request:
All proposals responding to this Request for Proposal must be received
by Hamilton & Co. Advocates not later than 5pm EST May 30, 2013.
The proposals will be evaluated for 15 days from 1st June to 15th June
2013. In case any extra discussions or information is required with any
of the bidders within the two-weeks period, proper notification will be
done on the same. A decision selecting the winning bidder will be
reached at not later than 18th June 2013, which is also the same time
that the winning bidder will be notified and a contract negotiation
started immediately. Contract negotiations are to be cleared by 25th
June 2013, with the bidders not selected being notified by the same
Once all the details are finalized, the project initiation phase is
supposed to be completed no later than 31st July 2013. It is expected
that the Project Planning Phase will be completed not later than August
30th, a phase in which the contractor is expected to come up with a
timeline and schedule for the other phases in the project.
Bidders are required to provide these items for their proposal to be
A clear description of their experience in effecting the migration from
Legacy Mainframe Systems to Web-Based Platforms.
A list of the number of part-time, fulltime and contracted staff in the
At least 3 examples of corporations in which they have effected the
migration, as well as testimonials from the same.
Anticipated resources that the company will assign to the project
including number, title, role and experience.
Methodology for project management
Full plan for testing the web-based platform
Timeframe for project completion.
CRITERIA FOR EVALUATION OF PROPOSAL
The following criteria have been laid out for the evaluation of the
proposals by a select group from the IT department in Hamilton & Co.
Advocates. It is imperative that the proposals are complete and meet the
following criteria to ensure that it is considered.
The experience of the Organization: the evaluation of the bidders will
be carried out based on their experience pertaining to effecting
migration of systems.
Previous assignments: the examples of organizations where the bidders
have effected migration from legacy operating system to a new Web-based
operating system, as well as the references and testimonials of such
Experience and Technical expertise: it is imperative that the bidders
provide descriptions and supporting documentation pertaining to the
experience and technical expertise of any staff that will be undertaking
Total cost and value of the project: the evaluation of the bidders will
also be based on the cost of their solutions in line with the work to be
carried to within the project’s scope.
5 copies of the proposals should be provided to the address below not
later than 5pm EST 30th May 2013.
Hamilton &Co Advocates
145 Constitution Avenue, NW
Washington, D.C. 30003
The implementation of the project is expected to take place or kick off
immediately the winning bidder has signed the contract and the terms and
conditions agreed upon. Varied software and hardware are expected to be
needed, in which case the winning bidder, in consultation with the IT
department will come up with a list of the software, servers and
Stage I: 1st September- 5th September: Purchasing of all software and
hardware required to carry out the upgrade. At this stage, the
contractor, in collaboration with the IT department will create the
web-platform and undertake the necessary tests so as to ensure
suitability, as well as determine the workability or functionality of
the same (Schwalbe, 2010). It is imperative that the implementation
provides for the least disruption of the activities of the law firm, as
well as a smooth transition from the legacy platform to the web-based
Stage II: 6th September- 15th September: the contracted company will
undertake the implementation of a temporary legacy operating system,
which will archive and create a backup for the data contained in the
current mainframe of the firm. The temporary legacy operating system is
to be used in carrying out all administrative and payroll activities of
the company during the implementation period of the web-based platform.
Stage III: 16th September- 30th September- The contracted company will
feed the Web-based platform with all relevant and necessary data that
pertains to the payroll and administrative activities. This will allow
for further testing of the functionality of the platform in the law
firm, which will be carried out by both the IT department and the
Stage IV: 1st October – 15th October: The contractor will carry out
training of the company employees, starting with the senior management
staff, then departmental heads, secretaries and then the employees. The
training will cover different aspects including opening accounts,
entering data, and sharing files among other tasks pertaining to its
Stage V: 16th October – 31st October: The contractor, in collaboration
with the IT department will undertake full internalization of the
web-based platform, and archiving of all data in the legacy operating
system. This will mean that all payroll and administrative activities
will be carried out using the Web-based platform.
Schwalbe, K. (2010). Information technology Project Management. Boston,
MA: Course Technology/Cengage Learning.
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REQUEST FOR PROPOSAL
REQUEST FOR PROPOSAL