Addendum No. 2.pdf

Grants Management System Platform, Development, and Implementation Services

ITN No. EOG-ITN-24-01

Addendum No. 2 Questions and Answers and ITN Revisions

Questions and Answers

The EOG has received the following questions through email, and the Agency’s answers are provided in the table listed below:

No. Question Section Answer

1. Attachment D, Sheet 3 - Page O&M Price- The instructions for this section request the respondent to show all four (4) years of pricing but does not allow for the addition of extra columns, how should we represent the additional three years of annual pricing?

Would we be able to add columns in addition to extra lines?

Attachment D, Sheet 3 - Page O&M Price

Price should reflect the Price to provide the service for a 12-month period, regardless of when Operations & Maintenance or Help Desk User Support services begin.

Operations & Maintenance and Help Desk User Support Prices should assume 200 licensed/provisioned users for all four (4) years, pricing need only be provided on an annual basis. This will provide for consistency in evaluating vendor price proposals. O&M needs will be finalized during Negotiations phase.

Please Refer to EOG-ITN-24-01, Attachment D – Price Proposal Template, Instructions Tab.

2. Could you share some of the longer-term day-to-day activities that will be performed by the full-time on-site support staff?

Attachment A/3.2 Staffing, Page 15

Please refer to Attachment A: Scope of Work, Sections 3.3 - 3.9. Staffing plan will be finalized in negotiations.

3. Are dedicated support resources required full-time on site, physically, or will a mix of physical and virtual be considered? Do you believe this expectation will change over the course of the contract as the system moves into steady state?

Attachment A/3.2 Staffing, Page 15

The Contractor shall provide three to four full-time staff onsite for the life of the project. Other staff may be remote/part-time as approved by the Department.

Please refer to Attachment A: Scope of Work, Sections 3.2, par 1, pg. 15. Staffing plan will be finalized in negotiations.

4. Has the State identified preferred agencies to implement after the department of health?

General Question Not at this time. Please refer to Attachment A: Scope of Work, Sections 3.11, par. 1,

pg. 23.

5. Are any Federal funds out of scope for this project? i.e. disaster

General Question Not at this time. At a minimum, all federal funds will be included in statewide reporting from the data warehouse.

funding, Medicare, or other entitlement programs?

6. Does the State have a desired implementation completion date for all agencies going live in the new system?

Attachment A/4.

Deliverable, Page 24

The project will seek to develop and implement a solution over an 18 to 24 month period. Please refer to Attachment A: Scope of Work, Section 1.1, par. 9, pg.

4.

7. Can you elaborate on the purpose and activities performed during the public opening of replies?

ITN Main Doc/1.6 Timeline of Events

The purpose of the public opening of replies is to announce the Respondents who submitted a reply to the ITN. The Procurement Officer will announce the name of each company that submitted a reply.

8. How many licenses are you expecting for this project?

General Question Respondents should assume 200 provisioned end users. Please refer to Attachment D: Price Proposal Template, "Instructions" tab, Row 13. License needs will be finalized during negotiations round.

9. Can the proposed solution be seamlessly integrated into the existing Department Salesforce environment/Org in GovCloud?

General Question The EOG does not have an existing Salesforce Org for this purpose.

10. What are the existing IT infrastructure and/or software systems that the department uses?

General Question Please refer to Attachment A: Scope of Work, Sections 1.5 - 1.6, pgs. 8 – 9.

11. Can you provide more details about the specific reports?

General Question A final determination has not been made.

Respondent should provide constraints/ assumptions that impact pricing with proposals. Deliverables will be finalized during negotiations round.

12. Are you open to using a third-party tool for USPS integration?

Required Number - 1.012

Respondent should propose a solution that addresses this requirement. Also see requirement 1.040.

13. What will be the volume of data migrated data from your current systems into the new software?

Required Number - 1.011

This will be determined during requirement review and validation with the awarded vendor.

14. What integration tool/software will be user to integrate with salary/payroll data from existing systems?

Preference Number - 1.192

Respondent should propose a solution that addresses this requirement.

15. Are there any specific requirements or preferences for the payment gateway used?

Required Number - 1.087

There are no additional requirements.

Respondent should propose a solution that addresses this requirement.

16. How many integrations are expected other than USPS and Payroll?

Preference Number - 1.192

This will be determined during requirement review and validation with the awarded vendor.

17. Are there any specific qualifications or certifications you require from potential vendors?

General Question Yes. Please Refer to EOG-ITN-24-01, Section 3.7, pg. 11. and Section 4.4, B, pg.

17.

18. Are there any specific deadlines or milestones timeframe within the implementation period?

General Question See response to Question 6.

19. Do you require ongoing support and maintenance for the software beyond the initial implementation phase? If so, how long?

General Question Yes. The Contractor must develop and maintain an approach for supporting the post-implementation GMS, including Contractor staffing and support, help desk support and resources, system maintenance schedules, and a process for managing system issues and future roll-on activities.

Please refer to Attachment A: Scope of Work, Sections 3.10

20. Has the state worked with any other previous vendor to implement such proof of concept, or would this be a new implementation?

General Question No. Please refer to Attachment A: Scope of Work, Section 1.1, par. 5, Pg 3

21. Provide example of the type of data clean-up that is required.

Required Number - 1.001

Specific examples will be determined during requirement review and validation with the awarded vendor.

22. Where would this collected data be landed? Is their a DW or DL already or should this be included in the solution

Required Number - 1.003

The EOG does not have a tool for this purpose. Respondent should propose a solution that addresses this requirement.

23. Are the data fields requiring masking pre-determined?

Required Number - 1.004

This will be determined during requirement review and validation with the awarded vendor.

24. What is the required RPO and RTO for an incident?

Required Number - 1.005

See CPI#18 and CPI#19 in Service Level Agreement included in Attachment B.

25. What is the total data volume anticipated in the DW? What is the rate of data increase? What are the data retention policies?

Required Number - 1.006

The total data volume and rate of data increase has not been determined for the Data Warehouse. The Respondent should assume a minimum 10 years for data retention.

26. Provide example of customizable additional information, is this additional data being added or already exist in a different data source.

Required Number - 1.007

Specific examples will be determined during requirement review and validation with the awarded vendor.

27. what formats are the uploaded documents? Can you provide an example of forms and templates required to be used?

Required Number - 1.010

Uploaded documents should include the same format as downloads, see requirement 1.149. Specific examples will be determined during requirement review and validation with the awarded vendor.

28. Will the vendor be given access to pull from state system or expected to source from publicly available state sources?

Required Number - 1.011

EOG will facilitate integration with other state systems to ensure proper access to state data.

29. Is their a data sharing agreement in place with USPS? If using the existing USPS API available for address verification would the use of the API be in alignment with its terms and conditions?

Required Number - 1.012

EOG currently does not utilize a tool/application to validate data with

USPS.

30. Which Geospatial service would we be expected to connect too?

Required Number - 1.013

The EOG does not have a tool for this purpose. Respondent should propose a solution that addresses this requirement.

31. Are agreements in place with this agencies to pull set data or is the expectation that the vendor have agreements in place?

Required Number - 1.014

See response to Question 28.

32. What data warehouse is currently in place or is the vendor required to standup a DW?

Required Number - 1.015

The EOG does not have a tool for this purpose. Respondent should propose a solution that addresses this requirement.

33. What is your largest size file and the format required to be uploaded?

Required Number - 1.016

Specific examples will be determined during requirement review and validation with awarded vendor. Also, see response to Queston 27.

34. Each Agency has different requirements around what the consider PII please provide what data does your agency consider PII

Required Number - 1.019

Specific examples will be determined during requirement review and validation with the awarded vendor.

35. Is there an existing IDP that has the user and permission information?

Required Number - 1.020

The EOG does not have a tool for this purpose. Respondent should propose a solution that addresses this requirement.

36. Is there a targeted or expected DW/DL technology for the client(s)?

Required Number - 1.021

The EOG does not have a tool for this purpose. Respondent should propose a solution that addresses this requirement.

37. Will this RFP award the entire technology solution to one vendor or can you award the integration separately from the BI Tool and separately from the DW solution?

Required Number - 1.022

The intent of the ITN is for the Respondent to propose a solution that addresses all the requirements and scope of work.

38. Does the state also require the solution to be FedRamp /StateRamp compliant if so for what pieces?

Required Number - 1.023

To be determined during requirement review and validation with the awarded vendor.

39. How many internal users will access the system and confirm that the solution with be public facing also. Can you define the expectation of the vendor requirements associated to redacting?

Required Number - 1.024

Respondents should assume 200 provisioned end users and should have a public facing component as described in Attachment A, Scope of Work. The details for redaction/protection of confidential information will be determined during requirement review and validation with the awarded vendor.

40. Can you clearly define of the data sources, DB of the data sources, or how it will be available to extract?

Required Number - 1.025

To be determined during requirement review and validation with the awarded vendor.

41. Are the data quality changes to be made only to the DW/DL or back to the source systems?

Required Number - 1.026

To be determined during requirement review and validation with the awarded vendor.

42. How long before your data needs to be archived and for how long?

Are there documented HA/DR requirements?

Required Number - 1.027

Respondents should assume a minimum of 10 years for data retention. Details for data retention will be determined during requirement review and validation with the awarded vendor.

43. What is the form template being used for, updating documents or uploading files?

Required Number - 1.034

Could be either. Respondent should propose a solution that addresses this requirement.

44. Does this requirement include the scanning of items (PDF) and storage into analyzable formats in the DW? What are the file formats to be ingested, processed, and stored?

Required Number - 1.038

Yes. Also, see response to Question 27.

45. Is there a standard protocol required to electronic data transfers?

Required Number - 1.039

Respondent can assume a 256bit encryption during transport and while at rest in storage data protocol.

46. What is the protocol required for integration to third-party systems?

Will a standard API be acceptable?

Required Number - 1.040

See response to question 45. Not all current systems support APIs, and platforms will vary.

47. Is there an existing agreement to integrate with these systems? How many system need to be integrated into? What are they integration methods for each?

Required Number - 1.041

There is no existing agreement to integrate with these systems. Details for integration will be determined during requirement review and validation with the awarded vendor.

48. What and how many are the "existing solutions"? What is the

Required Number - 1.042

Details for integration will be determined during requirement review and validation with the awarded vendor.

format and volume of data from these "existing solutions"?

49. How many external entity systems will require integration into? What is the volume/type of data to be transmitted?

Required Number - 1.043

See Section 1.5 and Section 1.6 of Attachment A: Scope of Work for a list of systems. Additional details will be determined during requirement review and validation with the awarded vendor.

50. What is the requested alerting/notification requirements.

What is the requirement for flagged risk eval items, hold out till review or ???

Required Number - 1.046

To be determined during requirement review and validation with the awarded vendor.

51. Define manage grants. Required Number - 1.047

Respondent can assume all the activities of the “grant life cycle” as defined in Section 2 of Attachment A, Scope of Work.

52. What IDP does the state use to define user group or roles?

Required Number - 1.050

See response to Question 35.

53. Is this for the grant details to DW OR to the analytics? What is the scope of the data flow lineage?

Required Number - 1.051

To be determined during requirement review and validation with the awarded vendor.

54. Is the solution required to connect to an existing IDP(s)? Is the scope required to include the management of a solution controlled IPD?

Required Number - 1.052

See response to Question 35.

55. What are the targeted input forms required for the envisioned solution? What data elements are required to be submitted?

Files/objects?

Required Number - 1.054

To be determined during requirement review and validation with the awarded vendor.

56. What type of validations are required?

Required Number - 1.061

To be determined during requirement review and validation with the awarded vendor.

57. What type of communication is being sent between agencies?

Required Number - 1.062

See requirement 1.065 for external and requirement 1.085 for internal users.

58. What is the outbound communication method (email, SMS, website, ???)?

Required Number- 1.063

See response to Question 57.

59. Is there a requirement around mobile enabled to access from sites?

Required Number- 1.070

See preferred requirement 1.197

60. On average what are the volumes or user receiving emails reminders?

Required Number- 1.071

To be determined during requirement review and validation with the awarded vendor.

61. What information needs to be copied? How many different post-award reporting systems are there?

Are the post-award reporting systems consistent in structure?

Required Number- 1.072

To be determined during requirement review and validation with the awarded vendor.

62. Do you have clearly defined requirements for forms, performance reports and data elements needed or is that to be flushed out during this project effort?

Required Number- 1.075

To be determined during requirement review and validation with the awarded vendor.

63. What are the financial and accounting systems referenced here and are they on-prem or on the cloud?

Required Number- 1.076

The state’s current accounting system (FLAIR) is an on-premise custom mainframe application. The state will be implementing a new accounting system (Florida PALM) in January 2026 that will be PeopleSoft cloud application.

64. What format is the data that is being pushed and what type of volume of data?

Required Number- 1.085

To be determined during requirement review and validation with the awarded vendor.

65. The solution only has to capture and report payment information?

It does not have to process or trigger payments?

Required Number- 1.088

See requirement 1.085. The Solution will need to interface with the State’s accounting system to request payments and record payment information.

66. What are the systems that need to be pulled from and stored into?

What are the required file types?

What is the volume of data?

Required Number- 1.094

See Section 1.5 and Section 1.6 of Attachment A: Scope of Work for a list of systems. Additional details will be determined during requirement review and validation with the awarded vendor.

67. What is the anticipated volume of the custom data?

Required Number- 1.096

To be determined during requirement review and validation with the awarded vendor.

68. How many users/accounts are anticipated for the solution?

Required Number- 1.108

Respondents should assume 200 provisioned end users.

69. How many grant and grant programs are anticipated?

Required Number- 1.109

To be determined during requirement review and validation with the awarded vendor.

70. Is the existing grant funding opportunity website data accessible electronically? Will this data need to be represented in the solution or link out to the original site? Is there only one existing site or are there multiple (if so how many)?

Required Number- 1.113

See Section 1.6 of Attachment A: Scope of Work. Details will be determined during requirement review and validation with the awarded vendor.

71. How many forms are used to review and comment? Are they consistent in structure for each grant or are they dependent on the grant or grant type?

Required Number- 1.118

To be determined during requirement review and validation with the awarded vendor.

72. Are there expectations for data to be scanned and populated into the portal form?

Required Number- 1.123

No set expectations. Respondent should recommend a solution that meets this requirement.

73. How many supplemental information sources are expected?

Is this accessed by links out to these outside sources?

Required Number- 1.124

To be determined during requirement review and validation with the awarded vendor.

74. Will these hosted documents be controlled in the site only or will they be exportable and importable?

Required Number- 1.129

Respondents should recommend a solution that supports the upload and download of documentation.

75. Is the access provided for the portal only or direct to subsystem?

Required Number- 1.131

Requirement is for security to any component of the solution the grantee/subrecipient may need to access.

76. Is timed password expiration required?

Required Number- 1.132

Yes.

77. How many users/accounts are anticipated for the portal?

Required Number- 1.133

See response to Question 68.

78. Is there a preferred cloud (AWS, Azure, etc)?

Required Number- 1.155

No.

79. Is there a vision of the number of entities that will be integrated?

For each integration, what is the integration time limit?

Required Number- 1.161

See revisions to Section 1 of Attachment A, Scope of Work.

80. What are the protocols used for transmitting both inbound and outbound?

Required Number- 1.162

See response to Question 45.

81. What are the software updates required? Is this requirement intended for upgraded of solution software used (ex. Office) and server patches?

Required Number- 1.168

Requirement addresses business process changes within the solution to accommodate changes to state and federal regulations. Not specific to software or hardware upgrades/patches from the manufacturer.

82. What solutions do you have in place that need to be supported?

Preference Number – 1.185

EOG currently does not have tools specific to this requirement.

83. What are some examples of how you would be using these capabilities?

Preference Number – 1.195

Specific examples would be developed during requirement review and validation with the awarded vendor.

84. Is the vendor expected to manage adds. Modifies and deletes of users

Preference Number – 1.199

See response to Question 35.

or will the agency use existing

IDP?

85. You state 200 licensed/provisioned users. Can the government please clarify the number of internal vs.

external users they would like priced in the software licensing.

Specifically:

-Internal Florida users across all agencies that will be using the solution -External users including all applicants, grantees, vendors, etc.

that will need access to the GMS solution

Pricing See response to Question 8.

86. Is preferential treatment given to small businesses as recognized by the Small Business Administration

(SBA)?

General Question EOG will give preference to a firm that is a certified minority business enterprise defined by the Florida Small and Minority Business Assistance Act and meets the prior experience requirements in Section 4.4(b) of EOG-ITN-24-01.

87. You state your requirement for the vendor to align their data model to the FIBF. Is it a requirement or will preferential treatment be given to solutions that are recommended by the HHS Grants QSMO via inclusion in their Catalog of Market Research?

Section 1.7, Page 10 Value-added features will be considered.

Please Refer to EOG-ITN-24-01, Section 4.3, pg. 16.

88. Is the government looking for the deliverable prices to deliver only the pilot agency (or agencies)?

Or would they like vendors to account for additional agencies after the initial 18-24 pilot implementation phase (as identified in Section 1.1, page 4).

Can vendors assume that additional releases to other agencies outside those included in the pilot will be accounted for in a change order or follow on contract?

Deliverable Price Sheet 1

See response to Question 6. The rates provided for Additional Services will be used to negotiate a change order for the implementation of additional agencies after pilot.

89. Do all the critical-state systems listed in section 1.5 of the RFP

Section 1.5, Pages 8-

Not all current systems support APIs, and platforms will vary.

have APIs available to integrate with?

90. Provide the number of internal users (DOH, EOG agency employees, system administrators and other reviewers) who will need access to the pilot system.

General Question See response to Question 8.

91. Please provide the number of non-credentialed external users who will need access to the portal to access public reports and grant opportunity announcements.

General Question The requested data is not available at this time. Respondent should provide constraints/ assumptions that impact pricing with proposals. License needs will be finalized in the negotiations round.

92. Please provide the number of credentialed external users who will need access to the portal and grants management system.

General Question See response to Question 8.

93. Please provide the volume of emails that are anticipated to be sent from the Grants Management system to interested applicants when notifying them of grant opportunities.

General Question The requested data is not available at this time. Respondent should provide constraints/ assumptions that impact pricing with proposals.

94. How much grant funding is typically managed by the DOH in a given fiscal year that will be managed in the initial phase?

General Question Respondents can assume $1.47B in federal expenditures annually for the Department of Health.

95. How many grant programs are currently being managed by the agency that will also be managed in the initial phase for DOH?

General Question See response to Question 94. A final determination has not been made.

Respondent should provide constraints/ assumptions that impact pricing with proposals. Deliverables will be finalized during negotiations.

96. Will there be a standard application for the grant programs in the system, or will each program require a unique application?

General Question Multiple applications may be required.

Respondent should provide constraints/ assumptions that impact pricing with proposals.

97. Is the agency currently using another system and/or vendor to manage grants? If so, what is the system/vendor? If not, how are grants currently being managed by the agency?

General Question See response to Question 20.

98. Regarding migration, please describe the data, the number and type of records, the total size of the files, etc.

Attachment A, Section 4.

Deliverables, Deliverable 9, Please refer to EOG-ITN-24-01, Exhibit 1 and Exhibit 2.

99. Have you seen demonstrations of any grant management systems prior to issuing this RFP? If so, will you share which systems?

General Question There have been no formal demonstrations.

Prior to the development of this procurement, the vendor community has been allowed to schedule 1 to 2 hour meetings to discuss their solutions to state staff. Below is a list of the companies that have met with EOG: Accenture, AmpliFund, Cherry Bekaert, Coastal Cloud, DocuSign, Deloitte, eCivics, Ernst&Young, Go-Invest, Google, FCMC, KPMG, RSM, SalesForce, Tableau.

100. Does the agency currently have a platform for file storage? Such as Box, Azure, etc.

General Question No.

101. Does the agency currently have a document generation or e-signature tool, or a preferred tool for use in the future?

General Question No.

102. What will be the approximate volume of authenticated/ unauthenticated users?

Attachment A: Scope of Work, Section 1.4

See response to Question 8 and Question 91.

103. Please confirm our assumption that the two sources to display NOFO will be the federal grants from grants.gov and the one state publishes as a sub award (FL

NOFO)?

Attachment A: Scope of Work, Section 1.4

Please refer to Attachment A: Scope of Work, Section 1.4, Figure 1.4.

104. Is there an existing data warehouse today or is it expected to implement a new data warehouse?

Attachment A: Scope of Work, Section 1.4

New. Please refer to Attachment A: Scope of Work, Section 1.1

105. For all the State systems listed for integration what is the underlying technology these systems are based on and do they support API based/file based integration?

Attachment A: Scope of Work, Section 1.5

See response to Question 89.

106. What are the different payment types that the GMS needs to support - E.g. Auto disbursements, Cash advance, Reimbursements?

Attachment C, Requirement 1.087

See response to Question 65.

107. How many approximate number of users per agency will be using the GMS system?

General Question See response to Question 8.

108. Apart from the data integrations listed is there any initial data migration required at the beginning of the implementation?

General Question Yes, Respondent should assume there will be data migration/conversion for the pilot go-live.

109. Do only subrecipent's implement the projects/programs or does the SA implement it themselves too?

General Question Both, State agencies may act as grantee or grantor.

110. As part of application review process for subrecipients are there any external/committee reviews involved and if so please describe how is it done today?

General Question Process varies by program. Review workflows should accommodate. Please refer to Attachment C: Minimum Requirements Response, Requirements

1.110 – 1.111.

111. Does the EOG use M365 and is that M365 instance part of the Microsoft Government Cloud or Commercial Cloud?

General Question EOG uses M365 in a government cloud.

112. Does the EOG have G3 or G5 licensing as part of its Microsoft Subscription? (Or E3 or E5 if commercial Cloud)?

General Question EOG has G3 licenses for base software and G5 licenses for security.

113. On Page 7, Section 2.4, the ITN states, "The Department may enter into a Contract within three hundred and sixty-five (365) calendar days after the date the Notice of Intent to Award is posted, during which period Replies shall remain firm and shall not be withdrawn." However, on Page 8, Section 3.1, the ITN states, "The Department may make an award within one hundred eighty

(180) Calendar Days after the date the Replies are due. By submitting a Response, Respondents acknowledge and agree that their Replies shall remain firm (and shall not be withdrawn) for at least one hundred eighty (180) Calendar Days after the Replies have been submitted." Can you please clarify which time frame is correct.

ITN: Section 2.4;

Section 3

See Revision to Sections 2.4, 3.1, and 14 of the ITN No. EOG-ITN-24-01 in Addendum No. 2 below.

114. Is it expected the public facing portal will only provide notices on grants related to the pilot agency (as stated in the pre-bid meeting, the Florida Department of Health) or will the portal be expected to be

Scope of Work:

Section 1.4

DOH will be first user group. Solution functionality should represent "one-stop shop for state and federal grants" at go-live. Refer to Attachment A: Scope of Work, Sections 1.4, Paragraph 1.

a "one-stop shop for state and federal grants" at go-live?

115. Can you please clarify that the goal is to create the grants management solution covering all grants at the Department of Health in Year One, and then implement/expand the solution with other agencies in Years 2-4?

See response to Question 6.

116. Is there an expected number of agencies that will joining the Department of Health in Years 2-4, for price estimating purposes? Is there a specific goal EOG would prefer to see in Years 2-4 regarding the number of agencies joining the solution?

The number of agencies to be implemented has not been determined at this time.

Please refer to Attachment A: Scope of Work, Section 3.11.

117. Of the listed critical state and federal systems, is the expectation that integration with all of these systems is ready at system go-live?

If not, which of these system integrations are necessary for the pilot? Do the required systems for integration have APIs available?

Section 1.5-1.6

1. Yes. Please refer to Attachment A:

Scope of Work, Section 3.7, pg. 20.

2. See 1. above.

3. See response to Question 89.

118. Is there information available on the size of data that is required to be migrated into the new system.

Would this include data from both the Florida Department of Health and the Executive Office of the Governor? What format or solution is the data currently stored in? Please describe the number and type of records or total size of files, if possible.

Scope of Work:

Section 1.9-1.10

1. The requested data is not available at this time. Respondent should provide constraints/ assumptions that impact pricing with proposals.

2. Yes, both FDOH and EOG

3. Multiple formats. Please refer to EOG- ITN-24-01, Exhibit 1 and Exhibit 2.

4. See 1. & 3. Above.

119. Do you have any existing databases (Access, Oracle, MS SQL .. Etc) that you use to store data? If you do, can you please give us the name, the size, the number of users, the data sets stored and the refresh rate for each database.

Scope of Work:

Section 1.9-1.10

No.

120. In regards to staffing, can you confirm how many and which, if

Scope of work:

Section 3.2

See response to Question 3.

any, of the key positions may be required to be on site?

121. Are languages other than English required for the grants solution and/or the public facing portal? If so, what languages and what portions of the solution should be translated?

A final determination has not been made.

Respondent should provide constraints/ assumptions that impact pricing with proposals.

122. How many unique grant programs from the Department of Health will be implemented in the pilot?

Additionally, how many total unique grant programs statewide may be implemented in the full implementation?

See response to Question 94.

123. Can you describe the roles and personas of the users of the grants management solution? Are all users of the grants management solution state employees? Will federal employees access the system directly?

1. Roles/personas will align with typical grants management business functions, system administration roles, and public access users.

2. Users will be state employees, non-state employees, and the public.

3. A final determination has not been made. Respondent should provide constraints/ assumptions that impact pricing with proposals.

124. Does the solution need to be compliant with FedRAMP regulations?

Section 1.11 assumptions that impact pricing with proposals.

125. Do you require a Multi-Factor authentication for the portal users?

Section 1.11

Please refer to Attachment C: Minimum Requirements Response, Requirement 1.174.

126. How many portal logins are you expecting per month? How many of those would be unauthenticated (guest) users? How many would be authenticated (subrecipient, etc.)

users?

Scope of Work: 1.4

The requested data is not available at this time. Respondent should provide constraints/ assumptions that impact pricing with proposals.

127. Do you need a Gen AI Digital Assistant or chatbot for the Portal users?

assumptions that impact pricing with proposals.

128. Do you need an Outreach capability to invite portal prospects (Possible users that they do not know about the portal and the programs that the agency have)?

assumptions that impact pricing with proposals.

129. How many internal collaborators (Government employees other than the Agency's internal users, e.g Federal users … etc) do you expect to access the system?

See response to Question 8.

130. Do you have any collaboration tool within the agency? If you do, what tool is being used and would it be available for this project?

EOG currently does not utilize a tool/application for collaboration.

131. Do you have document management system? (To store any artifacts related to the grants management process, agreements, .. Etc)? If you do, what tool is being used and would it be tool/application for document management.

132. Do you have an integration tool? If you do, what tool is being used and would it be available for this project?

Scope of Work:

Section 1.5-1.6

EOG currently does not utilize a tool/application for integration.

133. Do you have reporting and analysis tool? If you do, what tool is being used and would it be tool/application for reporting and analysis.

134. Do you have Excel sheets that are being used for reporting and Analysis? If yes, what is the approximate number of these sheets (Excel Reports)? How often these reports gets refreshed and requested?

Scope of Work: 1.4 Yes. The requested data is not available at this time. Respondent should provide constraints/ assumptions that impact pricing with proposals.

135. How many years worth of data are you required to keep in your systems? Are there other data requirements based on federal or state law, public records law, etc.?

Section 1.9-1.10

Respondents should assume 10 years for retention. Respondent should provide constraints/ assumptions that impact pricing with proposals.

137. As part of the data government, do you require to have a Master Data Management Solution (MDM)?

Scope of Work:

Section 1.9-1.10

A final determination has not been made.

Respondent should provide constraints/ assumptions that impact pricing with proposals.

138. Do you currently have any documented data quality rules? If yes, what system contains these rules?

Scope of Work:

No.

139. Do you have any Data Glossary and Data Dictionary?

No.

140. Are you currently working with other cloud vendors? What is the largest footprint: AWS, Azure or

GCP?

Scope of Work: 1.4 Agencies use various cloud vendors. The requested data is not available at this time.

141. What are the logging and monitoring tools you have in place today? Would you like the solution to integrate with them or you would like to have a self-contained monitoring and logging?

Scope of Work: 1.4 EOG currently does not utilize a monitoring tool for grant processes.

142. What tools do you use for DevOps (CI/CD, Version Control .. Etc)?

If you do, what tool is being used and would it be available for this project?

Scope of Work: 1.4 EOG currently does not utilize a tool/application for DevOps.

143. What is the Expected Average Data volume of new Applications per Month for year one? For future years?

Scope of Work:

Section 1.9-1.10

The requested data is not available at this time. Respondent should provide constraints/ assumptions that impact pricing with proposals..

144. What is the average size of total attachments per application?

Scope of Work:

Section 1.9-1.10

The requested data is not available at this time. Respondent should provide constraints/ assumptions that impact pricing with proposals.

145. Can you confirm how many state employee staff from EOG and/or the pilot agency will be dedicated resources to this project and what type of role they will have?

Scope of work:

Section 3.1

See Revision adding Section 1.17 to Attachment A: Scope of Work in the Addendum No. 2 below.

146. For the 200 estimated licenses, would this be for EOG and FL Department of Health users for the first year? Or is this the full amount of users anticipated at the end of the 4 year period for multiple agencies? Can you break down who the 200 users are and which year(s) they will have access?

Attachment D- Price Proposal Template

See Revision adding Section 1.16 to Attachment A: Scope of Work in the Addendum No. 2 below.

147. Can you confirm if the deliverable pricing is only for the pilot program, Florida Department of Health, covering Year 1?

Attachment D- Price Proposal Template

Deliverables 1 – 14 pertain to the initial system set-up and the pilot implementation. Deliverables 15 - 18 are for post implementation Operations and

Maintenance for the life of the contract.

Deliverable 19 is to provide similar services provided in other parts of the project to roll on additional user groups after the pilot.

148. Can you confirm all software pricing should be for 200 individuals for 4 years?

See response to Question 146.

149. Can you confirm O&M and Help Desk User Support should both be for a 12 month period for pricing purposes?

See response to Question 1.

150. Is a mobile app necessary for the portal or is the mobile web-based experience sufficient?

Scope of Work:

Section 1.4

See Attachment C – Minimum Requirements Response, Preference 1.197.

151. Is there a plan/a need for AI powered insights for reporting?

Scope of Work:

Section 1.4

A final determination has not been made.

Respondent should provide constraints/ assumptions that impact pricing with proposals. System needs will be finalized during negotiations round.

152. Regarding the portal experience that is required, what type of design assets will the State be providing, e.g. wireframes, website style guides, CSS or visual designs etc. Or you will be looking for the vendor to provide those services?

assumptions that impact pricing with proposals. System needs will be finalized during negotiations round.

153. What is your current customer verification process to determine authenticity and submitted accuracy? (e.g. valid email address, phone, and PII (SSN etc.)

Scope of Work:

Section 1.4

EOG uses active directory for internal users.

154. Will the State have IT resources to assist with the implementation, roll-out, or maintenance of the new applications?

Scope of work:

Section 3.1

See Revision adding Section 1.17 to Attachment A: Scope of Work in the Addendum No. 2 below.

155. Is there a current CI/CD process that will be followed, or will that need to be created for the recommended solution?

Scope of Work:

Section 1.4

Expecting vendor to provide. Respondent should provide constraints/ assumptions that impact pricing with proposals.

156. Is there de-duplication of data required?

Vendor should anticipate some de-duplication. Respondent should provide constraints/ assumptions that impact pricing with proposals.

157. Does FORM 5 need to be submitted in both Tab 2 (required Forms) and Tab 3, Section B or can we just point back to it?

Section 4.4, Page 17 Please include Form 5 in Tab 2. It does not need to be in both tabs.

158. “The Project Manager shall have an active Project Manager Professional (PMP) certification or equivalent” – What is an appropriate equivalent?

Attachment A, 3.2 Staffing, Page 16

Respondents may propose staff with alternative certifications for consideration.

159. Is the Contractor expected to conduct end user training or train-the-trainer?

Attachment A, 3.8 Training, Page 21

EOG does not have a preference.

Respondent should provide constraints/ assumptions that impact pricing with proposals.

160. Is training expected to be conducted as each State Agency is onboarded to the new grants management system?

Attachment A, 3.8 Training, Page 21

Please refer to Attachment A: Scope of Work, Section 3.2, pg. 19.

161. Do all systems listed have the ability to integrate via API?

Attachment A, Section 1.5 Critical- State Systems, Page 8

See response to Question 89.

162. Can EOG clarify what is meant by or provide examples of “electronic processing”?

Attachment C, Requirement 1.056, Row 68

“Electronic processing” means workflow within the solution.

163. Does EOG have a preference for hosting the solution in their environment or for the contractor to host the solution?

Attachment A, Section 1.4, Page 7

EOG does not have a preference.

Respondent should provide constraints/ assumptions that impact pricing with proposals. Training needs will be finalized during negotiations round.

164. Can EOG share more information on the overall strategy for onboarding additional state agencies to the new GMS Solution?

Attachment A, Section 1.1, Page 4

See response to Question 6. Please refer to Attachment A: Scope of Work, Section 3.11, pg. 23.

165. Is The Department able to provide an estimate of the number grants or grant programs that can be considered in-scope for the Department of Health pilot deployment?

General Question See response to Question 94.

166. In the context of the ITN, which emphasizes the development, configuration, and implementation of a Grant Management Solution (GMS), we would like to seek

General Question COTS solutions that meet the minimum requirements are acceptable.

clarification on whether the procurement process is open to considering Commercial Off-The- Shelf (COTS) solutions. The wording specifies 'development' and 'configuration,' and we want to ensure alignment with your expectations regarding potential COTS products. Could the State please provide insights into the suitability of COTS solutions for fulfilling the requirements outlined in the ITN or we can completely do custom build of a GMS platform as a services partner?

167. Can the GMS solution be hosted in public cloud or require Gov Cloud?

General Question A final determination has not been made.

Respondent should provide constraints/ assumptions that impact pricing with proposals.

168. Can we assume the new GMS platform will be similar to Grants.gov from look and feel, tech stack, and grants functionality? If so, will these documented details be shared if they are available?

General Question EOG does not have a preference.

Respondent should provide constraints/ assumptions that impact pricing with proposals.

169. Is the GMS platform to be built as a pilot version only?

General Question No. Please refer to Attachment A: Scope of Work, Section 3.11.

170. What is the expected volume /number of agencies planned to be rolled out once the pilot is successful?

General Question See response to Question 91 and Question 169.

171. Is there a preference for the Cloud Hyperscaler, i.e. AWS, Azure, Google, or other?

General Question EOG does not have a preference.

Respondent should provide constraints/ assumptions that impact pricing with proposals.

172. In reference to the Federal GMS flow and the customization needs at the state government level: does this mean the future state GMS will require customization for each State Agency before it is rolled out?

General Question State grants management is highly tailored to each agency process for tracking and reporting and is not standard across the enterprise. Please refer to Attachment A:

Scope of Work, Section 1.1, pg. 3 and Section 3.11, pg. 23.

173. Will the ongoing maintenance and support interact with each State Agency? Or is the expectation that

General Question 1. Central system only.

2. The requested data is not available at this time. Respondent should provide the ongoing maintenance and support will only needed for the central system? Can the State elaborate on the expected support needs (i.e. business hours, seasonal adjustments to allow for higher/lower support throughout the year based on specified variables, etc.)? Is there an estimation the number of support hours that would be required per week?

constraints/ assumptions that impact pricing with proposals.

3. See 2. above.

174. Are APIs available to access the data for State and Federal backend systems integration, listed in 4.1.1 and 4.1.2?

General Question See response to Question 89.

175. The Application for Federal Assistance SF-424, which is listed as an example of a required data element for the pilot, is not accessible. Will the State please provide this detail?

General Question Yes. See Exhibit 3 added to the ITN EOG-

ITN-24-01.

176. Will the State please clarify the scope of monitoring and analysis required across the entire grant life cycle? Are there specific metrics or key performance indicators (KPIs) on which the system should focus?

General Question Details for grant monitoring and analysis will be determined during requirement review and validation with the awarded vendor. For system metrics, please refer to Attachment B: Draft Contract, Attachment F – Service Level Agreements.

177. Will the State please provide information about the user groups or stakeholders? Such as a full list of personas who will be interacting with the future GMS, and their respective needs?

General Question See response to Question 123.

178. Will the State please elaborate on the level of configurability required in GMS? Are there specific aspects that should be customizable without extensive vendor or IT support?

General Question The proposed solution must meet the minimum requirements. Configuration is required to the extent necessary to meet the minimum requirements.

179. What is the timeline for the full implementation of this technology solution? Is the referenced 18-24 months only for the pilot or does is that timeline intended to include

Attachment A, Scope of Work, Section 1.1, pg 4.

See response to Question 6.

the rest of the agencies as well?

Are there any specific milestones or deadlines to be aware of during the procurement process and/or during the pilot phase?

180. How should the future GMS leverage the Federal Grants Tracking system requirements included in Exhibit 2?

ITN, Exhibit 2. Exhibit 2 provides the format for existing grant data being managed at the state level.

The new solution will replace the Federal Grants Tracking system.

181. Is there a preference for a service delivery methodology, such as Agile?

General Question EOG does not have a preference.

Respondent should provide constraints/ assumptions that impact pricing with proposals. Training needs will be finalized during negotiations round.

182. Is the intention for the awarded Vendor to start with the assess phase and revisit the requirements?

Or are the final requirements as documented now and the awarded Vendor will go into the design phase directly?

General Question The intention is for Respondents to begin with requirements review and validation.

See Attachment A: Scope of Work, Section 3.3, pg. 19.

183. Could the State disclose the allocated budget for this contract?

General Question See Attachment B: Draft Contract, Section 19, pg. 34.

184. Regarding the initial scope of services, can the State provide how many unique grant programs the Department of Health (DOH) currently manage? (For additional clarification, we’re hoping to understand how many unique grant maker opportunities DOH manages on average each fiscal year).

General Question See response to Question 94.

185. Can the State provide specific details regarding their expectation for data governance requirements?

Attachment C, Minimum Requirements Response, Line 1.009

See Section 1.10 of Attachment A, Scope of Work.

186. Can the State provide a Use Case or expected outcome of need for integration with USPS address verification services?

Attachment C, Minimum Requirements Response, Line 1.012

See response to Question 29.

187. Can the State provide a Use Case or expected outcome of the need for integration with Geospatial Information services (GIS)?

Attachment C, Minimum Requirements Response, Line 1.013

See response to Question 30.

188. Where does the State’s data warehouse reside currently? Are any tools, webservices, systems being utilized that could be utilized for potential integrations?

Attachment C, Minimum Requirements Response, Line 1.014

See response to Question 32.

189. Can the State provide a Use Case or expected outcome of need for integration with state and federal debarment and suspension lists?

Attachment C, Minimum Requirements Response, Line 1.014

Details will be determined during requirement review and validation with the awarded vendor.

190. Does the State want to use their own BI tool for grant reporting, or are they looking for a vendor to provide reporting capability (or both)?

Attachment C, Minimum Requirements Response, Line 1.015

See response to Question 133.

191. Does the State have a specific file size they are looking to accommodate for uploads?

Attachment C, Minimum Requirements Response, Line 1.016

See response to Question 33.

192. Can the State provide an exact definition of “time & effort” as stated? Can the State expound on the expectation in the context of recipient reporting as well as when the State acts as a Grantee?

Attachment C, Minimum Requirements Response, Line 1.084

Details will be determined during requirement review and validation with the awarded vendor.

193. Can the State provide a defined workflow for the financial data flow that the solution is expected to accommodate?

Attachment C, Minimum Requirements Response, Line 1.085

Details will be determined during requirement review and validation with the awarded vendor.

194…