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| Disclaimer: Statements made in this document will not modify the solicitation unless an addenda is issued in OregonBuys. | | | | | | | |
| Question # | Document Name | RFP Page # | Section # | Section Description | Version to Submit | Question | Answer |
| 1 | 35368 Attc A Sample Contract Final.docx | (Word) page 48 | | Task 1.3 Deliver Monthly Progress Reports | | | |
| Clarification: Beginning in Task 1.3, the requirement numbering appears to revert to PM.12 (from PM.21 preceding). Please review numbering for sequence. | ODOT will resolve this discrepancy in a subsequent addendum. | | | |
| 2 | 35368 Attc A Sample Contract Final.docx | (Word) page 75 | Task 5.3.1 Deliver the Training |
| Clarification: There are two separate tasks labeled 5.3.1. Please review and change "Task 5.3.1 Deliver the Training" to 5.3.2. | ODOT will resolve this discrepancy in a subsequent addendum. | | | | |
| 3 | 35368 Attc A Sample Contract Final.docx | (Word) page 102 - 107 | | Task 1.2 Develop Schedule | |
| Clarification: The requirements numbering duplicates PM7, jumps from 8 to 22 - 31, then back to 14 -19, 20 - 23. Please review numbering for sequence. | ODOT will resolve this discrepancy in a subsequent addendum. | | | | |
| 4 | 35368_RFP.pdf | PDF page 35-36 | 5.3.2 | Bonding | Prior to award, Proposer shall secure and demonstrate to Agency proof of performance and payment bonding as required in this RFP or as negotiated. Bonding Requirements are found in Section 12.8 of Attachment A. |
| Clarification: The insurance provision is found under Section 12.8 and bonding provision is covered under Section 12.9. Please review and provide the intended reference. | ODOT will resolve this discrepancy in a subsequent addendum. | | | |
| 5 | 35368_RFP.pdf | PDF page 22 | 3.3.6 | Software Licenses; End User License Agreements, Subscription |
Agreements, Third Party Agreements, Support and Maintenance Agreements Proposer shall provide copies of any software licenses, end user license agreements, subscription agreements and any third party agreements required for ODOT to use Proposer’s proposed System. Proposer shall provide its proposed support and maintenance agreement for the proposed System. ODOT is collecting this information for informational purposes only. Proposals received contingent upon acceptance of terms or conditions other than those identified in the Attachment A Sample Contract shall be deemed Non-Responsive and will not be evaluated.
| Clarification: The last sentence in this section seems to conflict with RFP Section 5.4.1 which allows for the Contractor to note and submit exceptions to the Agency during the RFP Protest period set forth in Section 1.2. Please clarify and also confirm if the proposed software licenses and other agreements need to be submitted as part of the technical proposal submission or separately as part of the submitted exceptions. | Any software licenses, end user license agreements, subscriptions agreements and any third party agreements are to be submitted as part of the technical proposal. | | | | |
| 6 | 35368 Attc A Sample Contract Final.docx | (Word) page 118 - 119 | | Task 4.3 Execute Facilities Plan | |
| Clarification: The section numbering is off from Task 4.3 Execute Facilities Plan through rest of section. Resumes in order at Task 5. Please review for sequence. | ODOT will resolve this discrepancy in a subsequent addendum. | | | | | |
| 7 | 35368 Attc A Sample Contract Final.docx | (Word) page 173 | 1 (b) | DBE Goals | ODOT’s overall goal for DBE participation is 15.37% for FHWA funded Contracts and 6% (proposed) for FTA funded Contracts. For FHWA funded contracting, ODOT may assign DBE Contract goals to increase participation by DBEs. For any Contract with an assigned DBE goal, Contractor shall select a portion of work available under the Contract for DBE participation. |
| Clarification: Sample Contract page 1 shows that the Contract includes federal funds box marked "Y and also shows "No DBE Goal Assigned". Since this is a federally funding contract, please confirm if 6% (proposed) DBE participation under Exhibit I does not apply under this procurement. | Exhbit I states at the top of the Exhibit there is no goal for this project. Only A&E projects receive a goal so despite having federal funds this Non-A&E contract does not receive a goal. | | |
| 8 | 35368 Attc N Requirements Tracability Matrix.xlsx | MA.49 | The CBOS must have the capability to provide payment processing data (detail and summary) based on ODOT, Department of Revenue, and Oregon State Treasurer’s bank for various accounting activities. |
| Clarification: Will you please identify the Bank, Merchant Service Provider, and Payment Gateway to be used for the CBOS? | See Exhibit J.1 section 5 Financial overview description and requirement FI.24. | | |
| 9 | 35368 Attc N Requirements Tracability Matrix.xlsx | AC.18 | The CBOS must fully integrate with a telephony and Interactive Voice Response ("IVR") solution. |
| Clarification: Is Telephony, IVR, ACD, and Voice Calls a Pass-Through Cost to ODOT? | This is up to the proposer to determine how to price within its overall solution. | | |
| 10 | 35368 Attc N Requirements Tracability Matrix.xlsx | SST.20 | The self-service IVR system must provide the capability for customers to select a preferred language from a configurable language list. |
| Clarification: How many languages other than English and Spanish does ODOT expect in the language list for IVR? | Languages to be supported for communications with CSRs will be defined during the planning phase. Reference Attachment A Exhibit A.1 Task 2 Planning -Staffing Plan Requirement P.15.v "Third party translation services to augment staff". | | |
| 11 | 35368 Attc N Requirements Tracability Matrix.xlsx | C.1 | The CBOS must manage the full lifecycle of toll compliance, including Escalation, Collections, Notice of Civil Penalty, and Registration Hold |
| Clarification: Will ODOT identify the Collections Agency, or is it the responsibility of the Contractor to identify one with the proposal? | ODOT will identify the collections agency for final collections which is intended to be handled by ODOT. | | |
| 12 | 35368 Attc N Requirements Tracability Matrix.xlsx | C.3 | The CBOS must provide the capability to assign debt to one or more collection agencies. |
| Clarification: Would the Department please provide the use case in which more than one collection agency would be needed? | ODOT will hold the right to divide collections between one or more collections agencies based on ODOT business rules still under consideration and that may change over time. | | |
| 13 | 35368 Attc N Requirements Tracability Matrix.xlsx | C.12 | The CBOS must automatically track and update all registration holds and releases by vehicle plate transaction and invoice level as part of the account record. |
| Clarification: Will the Department please clarify this functionality? Please confirm if the current DMV Hold functionality implemented by ODOT DMV is at the Plate level and not at the transaction level. | Registration holds will be placed on the vehicle, maintained as part of the account record, and must stay in place until all unpaid tolls associated with the registration hold have been successfully paid. | | |
Registration holds may be tied to one or more transactions and/or invoices.
14 35368 Attc N Requirements Tracability Matrix.xlsx TP.6 The CBOS must provide the capability to receive and store transactions and images from interoperable agencies.
| Clarification: Typically Interoperable agencies do not provide image files. Can you please clarify the requirements? | Whether an interoperable agency provides images for transactions will be defined in the ICD during the design phase with selected firm, ODOT, and the interoperable agency. The CBOS must be designed to handle an interoperable agency that does transmit images for transactions. | | |
| 15 | 35368 Attc N Requirements Tracability Matrix.xlsx | CSR.25 | The CBOS must indicate the status of a registration hold for a vehicle through the CSC user interface. |
| Clarification: Will ODOT please confirm that Requirement CSR.25 is included within the correct scope grouping? | Confirmed. Implementation of Requirement CSR.25 isn't required until Release 2. | | |
| 16 | 35368 Attc N Requirements Tracability Matrix.xlsx | CSS.8 | The CBOS must provide the capability for self-service customers to review and download enrollment documents. |
| Clarification: What type of enrollment Documents? | Enrollment documents may include but not be limited to agreements acknowledged by customers as part of their participation in the Oregon Toll Program. ODOT will coordinate with selected firm during the design phase to further define the enrollment process and associated documents. | | | |
| 17 | 35368 Attc N Requirements Tracability Matrix.xlsx | CSS.25 | The CBOS must present the channels customers can use to contact a CSR. |
| Clarification: How will this be presented? | How the CBOS presents the channels customers can use to contact a CSR will be defined during the design phase based on the selected firm's solution. | | |
| 18 | 35368 Attc N Requirements Tracability Matrix.xlsx | Roadside Toll System Interface | b. Toll rates |
| Clarification: Is Dynamic Pricing planned by ODOT on the Roadside? If so, please confirm that the dynamic toll rates will be forwarded by RTS to the CBO. | ODOT does not intend to use dynamic rates based on congestion. ODOT intends for rates to be variable based on time of day. | | |
| 19 | 35368 Attc N Requirements Tracability Matrix.xlsx | IR.27 | The CBOS must interface with the BreezeBy Toll Program, used by Port of Cascade Locks and Port of Hood River. |
| Clarification: Will ODOT implement the Western Region Toll Operators ICD integrating with WSDOT and BreezeBy (Port of Hood River)? If not, please indicate which IDC will be used. | ODOT's intention is to implement the Western Region Toll Operators ICD, if suppported by WSDOT and BreezeBy as interoperable partners. | | |
| 20 | 35368 Attc N Requirements Tracability Matrix.xlsx | IR.35 | The CBOS must interface with interoperable agencies to send associated toll transactions and images for posting to their customer accounts. |
| Clarification: Typically, Interoperable Away Agencies (WRTO, CTOC, NIOP, IAG) do not share Images with Home Agencies. Are there any interfaces that ODOT is considering where the Away Agency sends Images to the Home Agency? | Whether an interoperable agency provides images for transactions will be defined in the ICD during the design phase with selected firm, ODOT, and the interoperable agency. The CBOS must be designed to handle an interoperable agency that does transmit images for transactions. | | |
| 21 | 35368 Attc N Requirements Tracability Matrix.xlsx | IR.49 | The CBOS must interface with third-party account managers to receive and process account information (account numbers, transponders and license plates) of their customers. |
| Clarification: Can the ICD for the Account Manager interface be developed/provided by the Contractor? Can all Third-Party Account Managers be required to follow ICD provided by the Contractor? | ODOT intends to develop interoperability agreements with each third-party account manager. ODOT intends to create a standard ICD for third-party account managers, in coordination with the selected firm. | | |
| 22 | 35368 Attc N Requirements Tracability Matrix.xlsx | IR.57 | The CBOS must have an interface with ODOT’s lockbox contractor for check processing. |
Clarification: Will ODOT be identifying the Lockbox Provider? Or is it the responsibility of the Contractor to bring in the Lockbox Service Provider? Are the Lockbox Costs a Pass-Thru Costs to ODOT? Oregon State Treasury Cash Management Manual information regarding lockbox services is provided here:
https://www.oregon.gov/treasury/public-financial-services/banking-with-treasury/pages/cash-management-manual.aspx#section-9
The State of Oregon will provide lockbox services via U.S. Bank, per Exhibit J.1 requirement FI.24. Further definition of lockbox services will be defined during the design phase.
23 35368 Attc N Requirements Tracability Matrix.xlsx DM.24 The CBOS must have dedicated infrastructure for any on-premise or Cloud environment where:
| Clarification: If the proposed CBOS is deployed in one of the major US based Cloud environments (AWS, Google, Azure, Oracle), dedicated Hardware for CBOS is not possible. Please confirm Requirement D.24 would be waived for CBOS proposed in a Cloud Environment. | The expectation is that the CBOS' solution for this contract is as isolated as possible, including in a cloud environment. If the proposer's solution is entirely cloud-based and does not include hardware, Exhibit J DM.24.a would be considered satisfied, the rest of the DM.24 requirement still needs to be met. | | |
| 24 | 35368 Attc N Requirements Tracability Matrix.xlsx | BR.73 | The mailing service supports mailing items to international addresses. |
| Clarification: Which Countries should the Mailing Operations support other than US and Canada? | Mailing operations shall support mailing items to all countries. | | |
| 25 | 35368 Attc N Requirements Tracability Matrix.xlsx | BR.139 | All individuals or entities accessing the CBOS must reside within the United States. |
Clarification: Is this access restriction specifically for CSC staff that use CBOS to provide customer service? Is this restriction also applicable to support staff who monitor IT Systems even if they are employees of the Contractor? This access is applicable to all individuals or entities accessing the CBOS.
ODOT will consider negotiation for select countries during negotations period with selected proposer.
| 26 | 35368 Attc N Requirements Tracability Matrix.xlsx | BR.144 | CSC (In Person) – CSRs require a valid current government-issued photo identification to verify a customer’s identity. | | |
| Clarification: Approximately how many ODOT staff/representatives will access the CBOS System? We will need this information to appropriately add the COTS costs for user access licenses including MFA. | ODOT personnel access to the CBOS system is expected to be minimal, primarily for auditors and potentially personnel generating operational status reports on the CBOS system. This will be further defined with selected firm during the design phase. | | | | |
| 27 | 35368 Attc N Requirements Tracability Matrix.xlsx | Converting Payment Methods | | Clarification: Will the Department please clarify "autopay Payment Method"? Is the intention to switch between "Post-Paid" Account and "Pre-Paid"? | Yes, customers must be able to convert their payment methods between pre-paid and post-paid payment methods. |
| 28 | 35368 Attc N Requirements Tracability Matrix.xlsx | BR.280 | Invoices that meet the above criteria will be assigned to collections and sent to either (ODOT collections or a third-party collection agency). | | |
| Clarification: Will ODOT determine the Collections Agency to interface with in future? | Currently, ODOT intends to handle final collections internally, which may include ODOT engagement with other state agencies. Further development or changes may be determined during planning and design phases. | | |
| 29 | 35368 Attc F CBOS Understanding and Approach Response Guide .docx | P2 | 1. 4.10.2.1.5.1 |
| 2. 4.10.2.2.5.1 | Project Management | 1. As a separate attachment, provide a preliminary draft of the CBOS project schedule, depicting critical milestones, prepared in Microsoft Project. | | |
2. As a separate attachment, provide a preliminary draft of the CSC Operations Schedule depicting critical milestones including procurement activities (including real estate leases), facility buildouts, recruiting and onboarding of staff, training, pre-go-live account opening and transponder distribution, and testing go-live readiness.
Clarification: Will the Department please confirm the date that is to be used in the schedule for Notice to Proceed since a number of the milestones are derived from that date. The target Notice to Proceed date is currently January 2024. This date is subject to change based on procurement proceedings and actual contract sign date.
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