STAKEHOLDER RELATIONSHIP MANAGEMENT (SRM) SOLUTION - RFQ

This solicitation seeks to pre-qualify vendors and applications for NYPA and its subcontractors to perform portfolio and project management activities. This Request for Qualification (RFQ) includes the following requirements as described in the Schedule of Services (Attachment 1):
NYPA seeks a centralized SRM solution:
• enables authorized staff across the organization to track, manage, and analyze relationships with its external stakeholder network across all regions of New York State
• must be purpose-built or configurable for stakeholder relationship management, distinct from transactional Customer Relationship Management (CRM) systems, and should be complementary to the Microsoft Dynamics CRM system currently in use by NYPA’s Customer Solutions Department
• integrate with, or otherwise operate compatibly alongside, enterprise software currently used across NYPA, including tools for email, calendaring, document management, and customer relationship management (such as Microsoft Dynamics, Outlook, and related platforms).
• Compatibility with existing systems is preferred to support efficient information sharing, minimize duplication of effort, and enable coordinated engagement activities across teams
• support structured organization of stakeholder information, including the ability to categorize stakeholders according to their role, level of influence, geographic relevance, and relationship to NYPA initiatives.
• allow users to record and track engagement activities, maintain a comprehensive history of interactions, and visualize relationships and influence networks across individuals and organizations.
• enable users to identify key stakeholder relationships, understand patterns of engagement over time, and support coordinated communication and outreach activities across NYPA teams.
• present stakeholder information and engagement insights in formats that are clear, actionable, and readily interpretable by users across the organization.
This evaluation has a two step process:

1. NYPA will qualify the suppliers
   Once proposals have been received by the Authority, an evaluation team will review and make recommendations for the next phase of the project. The committee may schedule oral interviews and/or product demonstrations, either virtual or in person at the Authority’s White Plains Office with one or more responding vendors to gain clarification as needed. All key members must attend. The committee will shortlist qualified Suppliers and then may conduct a 2-3 week trial of platform or opt for a Supplier lead full demo on the product. Initial cost may be provided. The committee will be performing the evaluation of the qualification proposals which will include but are not limited to the following evaluation criteria:
   A. Quality & Alignment to NYPA Needs of Proposed SRM Solution
   B. Project History – Including projects in NY State
   C. Qualifications
   D. Quality and Completeness of Submittal
   E. Results of solution presentations & Demonstrations
   F. Results of Reference Checks
   Please note the items above are not exhaustive and the detailed solution requirements are documented on the Attachment 2 Core Capabilities tab. Please respond to all business and technical questions in detail as they are critical considerations. All answers must be based on the capabilities of the current production release of your software and not based on functionality that is in development or scheduled for a future release. If so, please specify.
2. After the evaluation is completed, a mini bid or shorten Request for Proposal (RFP) will be held with the qualified vendors, at which time, longer term objectives and governing agreements will be released. Vendor can provide long term cost in separate proposal in the Attachment 3 Cost Proposal format at any part of the process. NYPA is requesting vendors to provide the following in connection with their proposed solution(s):
   • Trial
   • Software/Software Licenses
   • Software Implementation & Professional Services
   • Training
   • Software Support/Maintenance

Location of Event: Enterprise wide NYPA
Proposed Term: (3) years
Bidders must have commensurate experience. Bidders are hereby directed to make use of the New York Power Authority's website at www.nypa.gov in order to obtain instructions on participating in the bidding process through Ariba. Bidders obtaining bid documents from sources other than NYPA Ariba do so at their own risk. Further details on qualifications/requirements can be found in the Bid Documents. This contract may be fulfilled by a Sub-Contract, Joint Venture or Co-Production arrangement.
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