Bid Q&A for Export Report

While the matrix may also help identify configuration needs and potential development hours, its primary purpose is to assess what your solution currently offers and whether it can meet Nevada’s requirements.

PDFs Word

Whether the State's compliance check for the 35% cap should exclude the Implementation section and include only the pre-implementation categories listed above; and

Whether the 25% minimum is calculated solely from the Implementation section lines. There was an error in the formula on the pricing sheet that has been corrected.

35% cap for all pre-implimentation milestones, 25% minimum for product installation and support. Additional implementation costs can be included; however, the installation and support cost line cannot be less than 25% of the total.

23 BIDSMANAGER@AGATESOFTWARE.COM Fillable Forms For requirement 2.9, does the state require that each of the following items be fillable forms within the solution or downloadable files that would be completed and uploaded?

BEN Profit and Loss Monthly Statement

BEN Monthly Site Review

BEN Annual Site Review Form

Request to Purchase Equipment Form

Blind Vendor Health Insurance Enrollment Form

BEN Health Insurance Reimbursement Form

BEN Loan Application

BEN Request for Prior Approval of Expenses

BEN Equipment Maintenance Log

Will there be multiple evaluation phases (e.g., written scoring, demos, interviews, BAFO)?

Will vendors receive clarification requests or be allowed to correct minor deficiencies?

Who will serve on the proposal evaluation and scoring committee?

Are all evaluators current employees of the agency, or will external evaluators, consultants, or advisory partners participate in the scoring process?

What functional roles will evaluators represent (e.g., technical, program, finance, procurement, executive leadership)?

Will all evaluators score all sections of the proposal, or only those aligned to their expertise?

Will proposals be evaluated and scored in a single holistic review, or in phases by section?

If scored in phases, will evaluators:

Review and score each section independently before proceeding to the next?

Complete scoring for one section across all vendors before moving to the next section?

Will scores be finalized per section as they are reviewed, or adjusted later after full proposal review?

Are all questions equally weighted within a section?

Is there a minimum technical score required to be considered for award?

Are marketing language or claims scored the same as evidence-based responses?

Is the price score based on: lowest price, best value, price-to-score ratio?

Will optional or alternative pricing be evaluated?

Are discounts, incentives, or multi-year pricing considered positively or negatively?

How will the buyer ensure a fair evaluation between incumbent and non-incumbent bidders?

What challenges or gaps is the buyer experiencing with the current solution?

What prompted issuance of this RFP?

If any State-specific constraints or requirements exist, they are outlined in the RFP. Otherwise, vendors should propose the process they recommend for this engagement.

DETR is expecting to 2 Operators and a DETR SME to assist with UAT testing. However, if unavailable DETR will accept VPAT/ACR and third-party accessibility validation. BRETT?

38 IVOYANT Document Management, Retention, and Archival Please clarify requirements for file types, file size limits, virus scanning, metadata, versioning, document-level security, retention, archival, purge rules, searchability, and export. The vendor shall provide available file types (Word, PDF, Excel, etc), file size limits, virus scanning, metadata, versioning, document-level security, purge rules, searchability, and export options within the proposed solution for review.

2. Of the current active BEN sites, please provide an approximate breakdown by site type: vending routes, snack bars, and cafeterias.

3. Please provide a complete list of BEN staff roles, including any role titles not referenced in the published policy documents, along with a brief description of each role's primary responsibilities within the program.

4. What are the current approximate counts of active licensed operators and active BEN sites in the program? Does DETR anticipate meaningful growth in the number of operators or sites over the four-year contract term that vendors should factor into storage and licensing estimates? 1. Operators can have up to two sites

2. 4 cafes, 2 gift shops, 9 micro markets, and 7 vending routes

3. 1 Chief (oversight of program), 4 BEOs (work directly with sites and operators), 2 accounting staff (for all fiscal matters), and 1 administrative assistant (assists the BEOs and Chief with administrative functions)

4. 18 operators and 22 sites with a goal of adding 2 sites and 2 operators annually.

45 SMEDURI Group 2 - Daily Throw Log 1. Is the Daily Throw Log currently submitted once per operator per day, once per site, or once per machine? Clarifying the submission unit will ensure the digital form is designed to match operators' established reporting practice.

2. Do BEN vending route operators require the ability to record Daily Throw Log entries without an active internet connection (offline capability), or is access through a mobile browser with connectivity sufficient for field use?

3. Do any current BEN operators primarily operate in Spanish? If so, approximately how many, and should the system present forms and notifications in Spanish by default for those operators? 1. One per site once a month

2. No

3. No

46 SMEDURI Group 3 - Financial Submissions and Payment Gateway 1. Are P&L statements currently submitted and reviewed at the individual machine level, or consolidated per operator per month?

2. Please confirm which payment transaction types DETR intends to route through the payment gateway. 1. Consolidated by site and submitted monthly.

2. Set-aside, loan repayment, reimbursements.

47 SMEDURI Group 4 - Data Migration and Document storage 1. To accurately scope the data migration effort, please clarify:

(a) Which systems or storage locations currently hold BEN records that must be migrated. For example, shared network drives, SharePoint, email attachments, or a legacy application database?

(b) What file types are in scope for migration?

(c) In what format will migrated data be provided to the selected vendor. For example, raw database export, CSV extract, or document package?

2. To size document storage capacity and inform accurate pricing, please provide:

(a) How many years of historical records does BEN currently maintain digitally?

(b) The approximate total number of files across all operators and sites today.

(c) The approximate average file size for the most common document types, such as P&L statements, site review forms, and equipment records.

3. To accurately estimate the effort required for equipment data migration, please provide the approximate number of active BEN Program-owned equipment records currently maintained including vending machines, food service equipment, office equipment, and other state-tagged items across all operator sites.

4. The RFP references bulk import of equipment inventory data from spreadsheets or CSV files. Please clarify whether historical documents associated with equipment records such as purchase invoices, warranty certificates, service agreements, maintenance records, and repair history are also in scope for migration into the new system. If so, please indicate the approximate volume and current storage location of these documents.

5. Does DETR require all historical records to be accessible in the new system from Day 1 of go-live, or is a phased migration approach acceptable where historical records are loaded within a defined period following go-live? 1a. Shared network drives 2b. PDF, Word, and Excel 3c. Raw database export

2a. 13 years (2013 onwards) 2b. 10,000+ 2c. 100 KB

3. 1,035

4. No. It only includes manufacturer, make and model info, year/month purchased, tag IDs, price, pictures, and invoice uploads

5. Availability on go-live day is preferred, but if they are phased in over 1-2 months with the most recent files being available on day 1 is acceptable.

48 SMEDURI Group 5 - Training and Implementation 1. How many BEN staff members will require system training, and across how many geographic locations? Does DETR prefer on-site training delivery, virtual training, or a combination of both?

2. Does DETR intend to include licensed operators in User Acceptance Testing to validate portal accessibility and usability? If so, how many operators would participate and in what format: on-site, remote, or facilitated?

3. Does DETR require staff portal access to be integrated with Nevada's existing identity management infrastructure such as Active Directory or a state SSO provider? 1. 8 staff, Las Vegas and Reno/Carson, virtual training

2. Yes. 2-3 operators, remote training

3. Yes. DETR expects Active Directory supported Single Sign-On

49 SMEDURI Group 6 - Budget and Timeline Clarifications 1. Does DETR have an approved budget range or not-to-exceed value for this procurement, including implementation and ongoing support, that vendors should consider while preparing cost proposals?

2. How many internal BEN staff users and external licensed operators should vendors assume for licensing and pricing purposes?

3. Does DETR have a preferred pricing structure (e.g., subscription-based SaaS, per-user, per-site, or transaction-based), or should vendors propose their standard commercial model?

4. Given the estimated contract start date of September 2026, what is the expected target timeline for full system implementation and go-live?

5. Does DETR prefer a phased implementation approach (e.g., module-wise or user group-wise rollout), or a single unified go-live?

6. Are there any critical milestones, such as fiscal year deadlines, reporting cycles, or regulatory timelines, that the implementation schedule must align with?

7. Will DETR require a parallel run of the legacy system alongside the new system before full cutover? If so, what duration is expected?

8. Does DETR anticipate any constraints or blackout periods during which system deployment or go-live activities should be avoided? 1. We are not disclosing this.

2. 8 staff and 18 operators 3. Vendors should propose their standard commercial pricing model, provided it clearly aligns with the requirements outlined in the RFP.

4.

5. Either is fine I think

6. Starting it at the begining of the state fiscal year (July 1) will be best I feel because most to all of our reports follow the state fiscal year

7. No

8. No

The Payment Gateway will accept Credit/Debit Card and ACH.

59 SMEDURI Group 4 - Data Migration and Document storage 1. To accurately scope the data migration effort, please clarify:

(a) Which systems or storage locations currently hold BEN records that must be migrated. For example, shared network drives, SharePoint, email attachments, or a legacy application database?

(b) What file types are in scope for migration?

(c) In what format will migrated data be provided to the selected vendor. For example, raw database export, CSV extract, or document package? 1a. Shared network 1b. PDF, Word, Excel 1c. Raw database 60 SMEDURI Group 4 - Data Migration and Document storage 2. To size document storage capacity and inform accurate pricing, please provide:

(a) How many years of historical records does BEN currently maintain digitally?

(b) The approximate total number of files across all operators and sites today.

(c) The approximate average file size for the most common document types, such as P&L statements, site review forms, and equipment records. 2a. 13 years (2013 onwards) 2b. 10,000+ 2c.100KB

It is acceptable for the vendor to meet the required response time and, within that response, provide an estimated time to resolution along with any proposed workarounds if full resolution will exceed the timeframes listed in the table. Vendors should still make reasonable efforts to meet the resolution targets and clearly document their escalation and investigation processes in their proposal.