Amendment_1_-SW1025._EV685_Q_A_.pdf

OMES FORM CP 011 – Purchasing | Rev. 05/2016

Amendment of Solicitation

Date of Issuance: 04/22/2025 Solicitation No. EV00000685 for SW1025

Requisition No. Amendment No. 1

Hour and date specified for receipt of offers is changed: No Yes, to: CST

Pursuant to OAC 260:115-7-30(d), this document shall serve as official notice of amendment to the solicitation identified above. Such notice is being provided to all suppliers to which the original solicitation was sent.

Suppliers submitting bids or quotations shall acknowledge receipt of this solicitation amendment prior to the hour and date specified in the solicitation as follows:

(1) Sign and return a copy of this amendment with the solicitation response being submitted; or,

(2) If the supplier has already submitted a response, this acknowledgement must be signed and returned prior to the solicitation deadline. All amendment acknowledgements submitted separately shall have the solicitation number and bid opening date printed clearly in the subject line of the email.

RETURN TO: Supplier Portal (oklahoma.gov) Cini Zacharia

Contracting Officer

405-522-9078 Phone Number

Cini.zacharia@omes.ok.gov

E-Mail Address

Description of Amendment:

a. This is to incorporate the following:

On behalf of the State of Oklahoma, the Office of Management and Enterprise Services (OMES) gives notice of the following questions concerning this solicitation, received during the Q&A period, which closed on 04/17/2025. All questions and procurement/agency responses are detailed below:

Question #1 What is the minimum and Max hourly rate we can quote?

Answer: Oklahoma does not dictate your rates.

Question 2. Is it a requirement that we submit on every role/staffing position, or may we propose on selected roles?

Answer: Positions will be sent to you for consideration. You are not required to submit to every opportunity.

Question 3. Are these roles/staffing positions full-time or part-time?

Answer: Full time typically Question 4. We would like to request a 2-week extension.

Answer: No extensions on this contract. It will be open again in October.

Question 5. • Vendor Security Assessment Excel Sheet

Could you please confirm whether completion of the Vendor Security Assessment Excel sheet is mandatory for all vendors, is there is any option to skip this sheet?

Answer: It is a mandatory requirement.

https://oklahoma.gov/omes/services/purchasing/supplier-portal.html

• SW1025 Exhibit 1 Requirements Question 6 Regarding the SW1025 Exhibit 1 Requirements Excel sheet, could you kindly clarify where we are expected to provide our responses? Should we enter our answers directly into the Excel file, or is it acceptable to create a separate Word document, convert it to PDF, and upload it instead?

Answer: The requirements should be included in section 7 per the bidder instructions.

• SW1025_Non-negotiable_Bid_instructions – Required Bid Format Question 7 Could you please confirm the expectations outlined in the SW1025_Non-negotiable_Bid_instructions document regarding the Required Bid Format? Specifically, are we required to prepare a separate document for each section mentioned from section 1 to section 12.?

Answer: A combined PDF is preferred.

• Section Seven: Response to Specifications and Requirements Question 8 In reference to Section Seven: Response to Specifications and Requirements, could you clarify which specifications and requirements are being referred to as “Mandatory” or “Non-Mandatory”? The document SW1025_Exhibit_1_Requirements only contains a set of questions, and does not indicate whether any of the items are classified as mandatory or non-mandatory. All requested information is mandatory

Could you please share incumbent vendors response proposal with us?

Answer: There are 125 suppliers on this contract. We cannot provide that here.

Question 9.

Could you please confirm if CP076, and CP004 needs to be submitted as separate file?

Answer: yes.

Question 10.

Could you please confirm if we can submit Sample Certificate of insurance for Attachment B section 8 requirement?

Answer: We prefer the completed CIO.

Question 11.

1. Response Location for Exhibit 1

As referenced in Section 7.6.a of the Contract Bidder Instructions, the Bid must demonstrate our ability to meet or exceed the Acquisition specifications, including those in Exhibit 1.

Request: Could OMES please clarify where exactly in the submission Offerors should respond to the questions listed in Exhibit 1?

Answer: Submit in Section 7 per the bidder instructions.

Question 12.

Missing Documentation for Security Certification & Accreditation Assessment

Per Section 7.6.b, if data is accessed, processed, transferred, or stored, a Security Certification and Accreditation Assessment is required. In lieu of this, bidders may submit:

• Standardized Information Gathering (SIG)

• Consensus Assessment Initiative Questionnaire (CAIQ)

• FedRamp and/or Oklahoma State Ramp Certifications

Answer: The Excel security assessment must be fully completed and returned with your bid response as a separate attachment.

Question 13.

Request: These documents are not currently visible in the Oklahoma Supplier Portal. Could OMES kindly provide access or confirm how Offerors should obtain:

a. SIG

b. CAIQ

c. FedRamp or Oklahoma State Ramp Certification templates (if applicable)

Answer: OMES does not provide this information. You must obtain it from a 3rd party security credential issuing company.

Question 14.

Incumbent Information

Request: Is there a current incumbent performing the services outlined in this RFP? If so, please provide:

• Incumbent name

• Contract duration

• Historical level of effort (FTEs or roles)

• Total contract value (if available)

Answer: There are 125 vendors on this contract. This question is not relevant to your response.

Question 15.

Incumbent Eligibility

Request: Is the current incumbent eligible to respond to this RFP?

Answer: Yes Question 16.

Budget Details:

Request: Has a budget been established for this contract? If yes, could OMES please share the estimated or approved budget?

Answer: This is an IDIQ contract and has not budget associated with it.

Question 14.

Work Authorization Requirements:

Request: Are only U.S. Citizens eligible, or are Green Card holders and H-1B visa holders also acceptable under this contract?

Answer: It depends on agency needs.

Question 15.

Submission Deadline Extension:

Request: Would OMES consider granting a one-week extension to the submission deadline to ensure the development of a comprehensive and fully responsive proposal?

Answer: No extensions are granted for this bid. It will be open again in October.

Question 16.

Historical Spend and Position Volume

Request: For better planning, could OMES share:

• Historical spend under SW1025 IT Staff Augmentation

• A list of the most frequently requested roles or job categories

Answer: FY24 $50M – Application Developers and Project Mangers

Question 17.

Number of Awardees:

Request: How many vendors does OMES anticipate awarding under this RFP?

Answer: Depends on the number of responses.

Question 18.

Initial Staffing and Ramp-up Expectations:

Request: How many resources are expected to be onboarded at contract start? Is there a projected ramp-up plan throughout the contract lifecycle?

Answer: Depends on agency needs.

Question 19.

Background Check Requirements:

Request: Please outline the background check or clearance requirements (e.g., fingerprinting, drug screening, state/federal clearance) that candidates must fulfill prior to starting work.

Answer: Standard background checks for most and enhanced for some instances. It depends on agency need.

Question 20.

Exhibit 2 – Legacy/Core/Emerging Columns:

Request: Could OMES please clarify what specific information should be provided in the Legacy, Core, and Emerging columns of Exhibit 2 (Pricing Template)?

Answer: See Exhibit 4 Tech Types Question 21. Onsite Hourly Rate Requirement Request: Are Offerors required to submit onsite hourly rates in Exhibit 2 of the Pricing Template?

Answer: Yes Question 22. Remote Rate Submission:

Request: Will OMES also consider remote rates? If yes, where in Exhibit 2 should Offerors provide these remote rate details?

Answer: Yes please indicate same on the pricing exhibit.

Question 23.

1. What is the total allocated budget for this contract?

Answer: This is an IDIQ contract.

2. Is the budget fixed, or is there flexibility for adjustments based on scope changes or unforeseen expenses?

Answer: NA

3. How are expenditures tracked and reported? Are there specific tools/platforms used for financial oversight?

Answer: Supplier quarterly reporting and financial system audits of those reports.

4. Are there restrictions on how funds can be allocated (e.g., labor vs. materials, travel, subcontracting)?

Answer: This is for labor rates only.

5. What is the payment schedule (e.g., milestone-based, quarterly, upon delivery)?

Answer: Hourly labor only.

6. Are retainage or performance bonds required?

Answer: No

7. Is there an incumbent supplier? If so, how long have they held the contract?

Answer: There are 125 current suppliers since 2022.

8. What prompted the re-procurement (e.g., expiration, performance issues, scope changes)?

Answer: Adding suppliers

9. Are there known challenges or gaps in the incumbent’s performance that the new supplier should address?

Answer: No

10. Will the incumbent be allowed to rebid?

Answer: YES, Depends on the number of responsive bids.

11. What certifications are required (e.g., ISO, OSHA, ITAR, minority-owned business, cybersecurity)?

Answer: See bidder instructions for Security Assessment.

12. Are there state/federal-specific certifications (e.g., Oklahoma Taxpayer Status, SAM.gov registration)?

Answer: Bidders must be in good standing with the Oklahoma Secretary of State and the Federal

SAM.

13. Are there ongoing compliance obligations (e.g., audits, reporting, renewals)?

Answer: Quarterly usage reports are required.

14. How will certifications be verified (e.g., submission of documentation, third-party validation)?

Answer: This information is not provided and is not relevant to your bid submission.

15. Are resumes/CVs required for proposed team members? What level of detail is expected (e.g., roles, years of experience)?

Answer: Resumes are accepted at the order release level.

16. Is prior experience in similar public-sector contracts mandatory?

Answer: Please share your experience.

17. Should the proposal highlight specific projects or case studies demonstrating expertise in similar scopes?

Answer: Please share your experience.

18. Are there preferred industries or past clients (e.g., government, education, healthcare)?

Answer: No

19. How many professional references are required? Should they be from clients, partners, or subcontractors?

Answer: Three – clients.

20. Is there a preferred format (e.g., contact information, project descriptions)?

Answer: No

21. Will references be contacted during evaluation? If so, what criteria will be assessed (e.g., timeliness, quality, communication)?

Answer: They may be contacted in regards to overall experience.

22. If replacing an incumbent, is there an expected transition period? What support will the outgoing vendor provide?

Answer: This is an IDIQ contract there is no singular incumbent.

23. Should pricing be broken down by line item, phase, or deliverables?

Answer: This bid requires a rate card be submitted with your response as attached Exhibit 2 pricing.

24. Are cost-saving innovations or value-added services encouraged?

Answer: Not necessary.

25. What weight is assigned to budget, technical capability, certifications, and references in the scoring process?

Answer: There is no budget for this bid. Scoring is fully based on your response to the requirements.

26. According to Section 1.3, what factors does the State consider prior to Contract renewal, and what documentation must the Supplier provide if requesting a price increase?

Answer: Sales performance. Price increases must be accompanied with justification.

27. Under Section 16.1 (Indemnification), what specific scenarios require the Supplier to defend and indemnify the State against third-party claims? How does this differ for bodily injury vs. intellectual property infringement?

Answer: Oklahoma terms are non-negotiable for this contract and will not be contemplated.

28. What are the reporting requirements for the Supplier under Section 5.3 (Contract Usage Reports)?

Include details on submission format, frequency, and data fields required.

Answer: Quarterly reports are required. You will be provided this information if awarded.

29. Under Section 12 (Intellectual Property Ownership), what rights does the State retain over Work Product developed by the Supplier? How does this apply to software modifications or customizations?

Answer: Oklahoma terms are non-negotiable for this contract and will not be contemplated

30. For contracts using federal funds, what "Buy America" preferences must the Supplier adhere to under Section 5.2, and how do these apply to infrastructure projects?

Answer: This question is not relevant to this bid.

31. How does the termination process for "funding insufficiency" differ between Attachment A-1 (Section 10) and Attachment B (Section 17)?

Answer: Oklahoma terms are non-negotiable for this contract and will not be contemplated

32. What are the Supplier’s obligations under Section 20 (Security Incident or Data Breach Notification), including timelines for reporting breaches and coordinating with the State?

Answer: See section 21 Notifications and Responsibilitires

33. Under Section 9.1, list five federal laws or regulations the Supplier must comply with during the Contract term. How does non-compliance impact the Contract?

Answer: This is not relevant to your bid response.

34. How is the 1% contract management fee calculated and paid under Section 5.1? What penalties apply for late or inaccurate usage reports?

Answer: Based on invoices for which you have submitted and been paid. Lack of reporting will cause your contract to be suspended.

35. What certifications and disclosures are required under Section 7.4 (Byrd Anti-Lobbying Amendment) for contracts exceeding $100,000? What penalties apply for non-compliance?

Answer: This is not relevant to your bid response.

36. Under Section 26 (HIPAA), what specific safeguards must the Supplier implement to protect Protected Health Information (PHI)? How does termination affect data retention?

Answer: This is not relevant to your bid response.

37. What prior approvals and obligations must the Supplier fulfill under Section 13.3 before utilizing subcontractors? What happens if a subcontractor is disapproved?

Answer: We must have an approved background check on file. We would need to use a different subcontractor.

38. How does Section 6.1 balance the Supplier’s confidential information with the State’s obligations under the Oklahoma Open Records Act?

Answer: This is not relevant to your bid response.

39. Under Section 5, what restrictions apply to offshore access or storage of State data? Are there exceptions for administrative functions?

Answer: No

40. For federally funded construction contracts over $2,000, what wage and reporting requirements must the Supplier follow under Section 7.1?

Answer: This is not a federal construction contract.

41. Under Section 23, what constitutes a valid force majeure event, and how does it affect payment obligations? What events are explicitly excluded?

Answer: This is not relevant to your bid response.

42. Under Section 9, in what scenarios must the Supplier place source code into escrow? Who bears the cost, and what triggers the State’s ownership of the escrowed code?

Answer: That depends on agency need and agreements reached at the release level.

43. How does Section 3 allow Customers to terminate orders, and what conditions must they follow compared to termination clauses in Attachments A-1 or B?

Answer: This is not relevant to your bid response.

44. Under Section 7.5, what environmental laws apply to contracts over $150,000, and how must the Supplier report violations?

Answer: This is not relevant to your bid response.

45. Under Section 14, what background checks are required for Supplier personnel, and who bears the cost if additional checks are requested by the State?

Answer: Supplier pays for background checks. Standard checks for most and enhanced checks for higher levels of security.

Question 24.

1. Pricing Clarification: Could you kindly provide a reference example or guidance on how the pricing information should be presented—both within the pricing template and when submitting through the online portal?

Answer: Only as an attached Excel exhibit 2. Please disregard the line item pricing in the portal.

2. Reference to Attachments in Bid Response: In cases where specific information requested in the bid is already included as a separate attachment, would it be acceptable to direct evaluators to the relevant section or attachment within our response?

Answer: We prefer all the documents combined into one per the bidder instructions except the security assessment and pricing attachments.

3. Evaluation Criteria: Could you please confirm the evaluation criteria that will be used to assess this proposal?

Answer: Full responses to all required information including security assessment and pricing template.

Question 25.

1. Are there any incumbent vendors currently providing services under this contract? If so, can you share their names and general performance feedback?.

Answer: See the state contract website for a list of all current suppliers

2. What is the estimated annual budget or total contract ceiling for the duration of this engagement?

Answer: This is an IDIQ contract.

3. Are there any geographical preferences or restrictions (e.g., remote vs. onsite requirements, Oklahoma-based firms, etc.)?

Answer: No.

4. Is there a preferred format for resumes or profiles of proposed candidates (e.g., max pages, structure, certifications)?

5. Are we supposed to propose sample candidates, or is it expected that proposed resources be committed upon award?

6. Are we expected to provide named resources for each labor category or just confirm our capability to provide qualified personnel?

7. Will agencies request resources directly, or will there be a centralized procurement office coordinating placements?

Answer: Agencies will request resources directly.

8. Are there minimum experience or certification requirements per job category or level (Level I, II, III)?

Answer: Level I- 1-3 yrs, Level II 4-7 years, Level III 8 or more years

Question 26.

In reference to Section Seven: Response to Specifications and Requirements, we understand that a Security Certification and Accreditation Assessment is required. To ensure we align precisely with your expectations, could you kindly clarify the process or roadmap vendors are expected to follow in order to meet this requirement? If there are specific standards, documentation templates, or assessment protocols the State prefers, we would greatly appreciate any additional guidance you can provide.

Answer: Compete the assessment fully and indicate NA with notes to explain anything that is NA.

Question 27.

Could you please confirm if we can add company organizational chart in the response document?

Answer: Yes.

Question 28.

Document - SW1025_Non-negotiable_Bid_instructions - Statement - a. An information technology Security Certification and Accreditation Assessment is required (Required if data is being accessed, processed, transferred, or stored), the completed Assessment shall be submitted as a separate attachment to the Bid Packet. Bidder may also submit Standardized Information Gathering (SIG), Consensus Assessment Initiative Questionnaire (CAIQ), FedRamp and/or Oklahoma State Ramp Certifications in lieu of the Security Certification and Accreditation Assessment.Could you please confirm do we need to provide anything for this statement?

Answer: Yes. The Security assessments or other security certifications are required.

Question 29.

Document - SW1025_Non-negotiable_Bid_instructions Statement Section Seven: Response to Specifications and Requirements

a. The portion of the Bid to be submitted in this section shows the ability of the Bidder to meet or exceed any Acquisition specifications such as Mandatory or Non-Mandatory specifications and requirements found in Exhibit 1.

Could you please confirm whether all questions in Exhibit 1 should be answered directly within the Excel file and submitted as a separate attachment, or if we are required to include all responses in Section Seven of the Technical Proposal as indicated in the instructions? The statement suggests that all Exhibit 1 questions must be addressed in Section Seven, so we would appreciate clarification on the correct approach.

Answer: Compete the assessment fully and indicate NA with notes to explain anything that is NA.

Question 30.

1. Following the release of a new position request, what is the expected timeframe for suppliers to submit candidate profiles?

Answer: This depends on agency need.

2. Is there a maximum number of candidate submissions allowed per requirement?

Answer: This depends on agency need.

3. Do you have an expected time for a selected candidate to start working?

Answer:This depends on agency need.

4. Is there a defined minimum or maximum duration for individuals to be in a position?

Answer: This depends on agency need.

5. Are candidates permitted to be located outside Oklahoma, or even outside of the United

States?

Answer:Yes

6. Will the resources be required to work on-site, or is remote work acceptable?

Answer:Depends on agency need.

7. What are your expectations regarding travel expenses?

Answer:Oklahoma does not pay for travel

8. Do you have an estimated capacity planning?

Answer:No

9. Are you planning to engage only one supplier, or is there a possibility of selecting multiple vendors? Answer:Depends on agency needs.

10. Is there an estimated budget allocated for this engagement?

Answer: This is an IDIQ contract.

Question 31.

1. Is there any window period for this bid?

Answer: Closes 04/30/2025

2. In "SW1025_Non-negotiable_Bid_instructions" file, under "Section Seven: Response to Specifications and Requirements", the agency has mentioned Mandatory or Non-Mandatory specifications and requirements found in Exhibit 1 However, this is not found in the Exhibit 1. Please clarify this.

Answer:All requested information is required.

3. Could the agency please confirm what has to be done under "Section Eleven: Financial Information (Confidential under Title 51 O.S. §24A.3d)" Answer:You are not required to submit financial information unless requested.

4. Is the "AttachmentGFederalFundingTerms_(1)" required during the submission of the response?

Answer: No

5. In 7.6 Section Seven: Response to Specifications and Requirements, can agency please confirm the numbering.

Answer:The state does not understand this question.

6. Are resumes required as a part of submission. If yes, are actual resume required?

Answer:Not required,

7. Please confirm if the VPAT is required as a part of submission?

Answer: Not required.

8. In "SW1025_Exhibit__1_Requirements" Q.1 List and briefly describe the areas of specialty and/or the platforms you support, does this refer to the categories listed in the bid or to the vendor's general service offerings?

Answer:Both

Question 32.

We recently submitted an RFx with the identical specifications as EV00000619. Is this a new solicitation?

Answer: It is supplemental. You do not need to submit if you have previously done so.

Question 33.

Does the State of Oklahoma require resumes of the candidates to be submitted? If yes, are they actual or sample?

Answer:Not a requirement for your bid response.

Question 34.

Given that the Bidder Instructions Cover Page does not indicate that HIPAA,1075, FERPA, CJIS or Other sensitive data will be included in the Contract, will the following provisions be excluded from the State of Oklahoma Information Technology Terms (Attachment D):

i. HIPAA Requirements in Section 26 and Section 27;

ii. Federal Tax Information (FTI) Requirements IRS Publication 1075 in Section 29, Criminal/Civil Sanction provisions in Section 30 and Inspection provisions in Section 31;

iii. SSA Requirements in Section 32 and Criminal/Civil Sanctions provisions in Section 33;

iv. Child Support FPLS Requirements in Section 34;

v. FERPA Requirements in Section 35; and

vi. CJIS Requirements in Section 36?

Answer:All sections could potentially apply depending on agency need.

Question 35 . 1. Would it be acceptable to replace the titles in Exhibit 2 Pricing Template with our equivalent GSA titles and rates?

Answer:No, please use the Exhibit 2 pricing as a separate attachment.

2. Can the state please describe how Exhibit 1 is supposed to be completed? For ease in responding and review, can vendors move the questions to a Word response document? Or does the government require it to be completed in Excel?

Answer:You can answer the questions in Excel however we prefer the answers be included in the combined bid response at the designated section according to the bidder instructions.

Question 36.

The insurance requirements state that the "Supplier shall ensure each insurance policy includes a thirty (30) day notice of cancellation and name the State and its agencies as certificate holder". Does the certificate of insurance submitted along with the bid need to fulfill this, or can the insurance be updated to comply with this requirement once the notice of award is received?

Answer: It should be fulfilled and submitted with your response.

Question 37.

Does completing the provided "FY25_State_of_Oklahoma_Vendor_Security_Assessment" excel fulfill the requirement to provide an information technology Security Certification and Accreditation Assessment? If not, which certificating agencies do you accept a completed IT Security Certification and Accreditation Assessment from?

Answer: The security assessment must be completed and returned, or provide certificates from one of these:

SIG Lite SIG Core CSA CAIQ v3.1 CSA CCM/CAIQ v4 FedRAMP StateRAMP

ISO 27001

Question 38.

Section 7.10 of the RFP states that "Oklahoma reserves the right to request up to the last three years audited financial statements and up to three years tax returns. Do not include financial statements with your response."

If we are not meant to include financial statements with our response, when do they need to be provided? If I am mistaken and the bidder does need to provide financial statements along with the bid submission, please confirm how many years should be provided, what specific statement types should be provided (e.g. tax returns, cashflow, balance sheet, profit and loss), and how to show auditing proof.

Answer: Financial statements do not need to be provided with the bid response.

Question 39 Does attachment G need to be signed along with the bid submission?

Answer: No

Question 40.

Attachment D, section 3.1, states, "supplier shall provide a Voluntary Product Accessibility Template (“VPAT”) describing accessibility compliance". Does this need to be provided along with the bid, or can this be provided once awarded?

Answer: No Question 41.

Regarding stating the locations where the Bidder’s solution has been deployed, is this asking for a) the name of clients served; b) physical addresses of clients; or c) physical addresses where the augmented staff was hired to work on behalf of the suppliers' client?

Answer: Client served Question 42.

. When clicking on "submit bid" in the bid portal, step 2 asks for a single unit bid price. How can a single bid price be calculated in addition to the pricing template?

Answer: Please disregard that portion of the portal.

Question 43.

Is submission of attachment B optional?

Answer: It will become part of the awarded contract and does not have to be returned.

Question 44.

In the bid portal, there's no section to submit attachment G, "Federal Funding Terms". Does this need to be signed and submitted with the bid?

Answer: No

Question 45.

Is a Service Level Agreement or Statement of Work required? Who determines if a Service Level Agreement or

Statement of Work required; the city or vendor?

Answer: If you hold SLA’s or standard SOW templates please submit them for review

Question 46..

. After reading section 7.6 of the RFP, requiring a "Response to Specifications and Requirements", it's unclear exactly what should be submitted for this. For example, is a summary of qualifications and answers provided in exhibit 1 meant to be submitted? Or, is a full general proposal meant to be provided with information such as an organization chart, key contract team bios and resumes, service methods, etc.?

Answer: Answer the requested information in Exhibit 1 in your bid response.

Question 47.

How does a bidder indicate which roles they're bidding on verses which ones they're opting out of?

Answer: By your rate card.

Question 48.

How will bidders be scored for the city to determine which vendors are awarded the contract?

Answer: By submitting a fully responsive bid.

Question 49.

The question mentioned in SW1025_Exhibit__1_Requirements shpould be responded in the same Exhibit documemt or we can include these question as part of our technical response?

Answer: They can be included in the appropriate section of the bid packet.

Question 50.

Do we need to upload separate document for each of the section as mentioned in the "SW1025_Non-negotiable_Bid_instructions" as the online submission it requires to upload separate files for each section.

Answer: No – combined documents are preferred.

Question 51.

Can you please confirm that it is the same RFP issued as SW1025 / Event ID EV00000563 IT Staff Augmentation last year in 2024 or a different one?

Answer: Yes it is the same.

Question 52.

. 1 At the time of proposal submission, should we provide a sample certificate of insurance, and then submit the actual certificate of insurance under the name of Oklahoma upon award?

Answer: Please submit the actual certificate.

2 Regarding Hourly rates, would you prefer single hourly rates or range hourly rates?

Answer: Single hourly rates.

3 Is this a new requirement or any incumbents currently performing the services? If there are incumbents, can we have the names?

Answer: See the state website for a list of current vendors.

4 How many requirements are anticipated to be released annually?

Answer: Depends on agency need.

Question 54.

Does OMES have any predefined pricing guidelines, hourly rate limits, or historical benchmarks for the labor categories and technology types listed under this solicitation?

Answer: No

Question 55.

1) Referring to the information technology Security Certification and Accreditation Assessment, Bidder

Instructions Section 7.6.b states “(Required if data is being accessed, processed, transferred, or stored)”. If Bidder’s proposed position types will NOT access, process, transfer, or store data, is the Security Certification and Accreditation Assessment required?

Answer:YES

2) Regarding Exhibit 1, Requirements specifications, Question 2: May bidders include the types of positions placed in the last (6) months for both governmental and non-government entities?

Answer:Yes

3) Regarding Exhibit 1, Requirements specifications, Question 9: Bidders not currently on the SW1025 are required to provide yearly sales generated from business with the references provided in the response. Due to customer confidentiality requirements, we are unable to disclose revenue numbers unless they are kept confidential. While Bidder Instructions Section 7.4.e states that references cannot be deemed confidential, can the yearly sales information bidder provides be marked and considered confidential?

Answer: You do not need to identify what sales specifically came from which reference. Just an overall amount.

Question 56.

To complete the "supplier ID" field on form CP076, where can a supplier ID be found if the bidder is not yet an active vendor with the city?

Answer:

Please get registered with state of Oklahoma . Then you will get a supplier ID. You can do that even after submitting your bid response..

Question 57.

1. How many resumes per position can we submit?

Answer: Depends on agency need.

2. Regarding past performance, can testimonials or case studies from similar organisations be used, or do they need to be from government contracts only?

Answer:overnment or private companies.

3. Is there any incumbent? If Yes, what are the pain points?

Answer:There are 125 on contract. No.

4. Are the positions onsite or remote?

Answer:Depends on agency need.

5. What's the budget for this opportunity?

Answer:This is an IDIQ contract.

Question 58.

1 - Exhibit 1, Requirement 9 contains the following language for , "provide the yearly sales for calendar years that were generated from doing business with the references provided." How many year's worth of revenue does OMES desire for vendors who are not currently a SW1015 supplier?

Answer:For the number of years that correspond to the references provided.

2 - Bid Instructions, Section Eight - Pricing instructs vendors to submit pricing within this section of the proposal; however, the pricing sheet has been provided in Excel format. Does OMES want vendors to submit the completed Excel file and submit it as a separate file or does OMES want vendors to copy and paste the pricing from the Excel file into the proposal Word document?

Answer:Please compete the pricing excel and attach as a separate document.

3 - To ensure vendors will have enough time to update proposal based on the answers provided by OMES, will OMES consider extending the due date by one week?

Answer:No extensions will be granted. The bid will be open again in October.

4 - Regarding Bid Instructions, Required Bid Format on page 6 - The Bid Instruction includes a section 5 and a section 7, but no section 6. Is the missing section 6 intentional?

Answer: Yes, it has been removed.

5 - Regarding Attachment G, Certification Regarding Lobbying - Are bidders required to fill out and sign the

Certification Regarding Lobbying as part of the proposal?

Answer: No

Question 59.

1.Regarding OMES Form CP076 (Responding Bidder Information), please confirm whether providing the registration filing number alone is sufficient, or the registration certificate from Secretary of State is required to be submitted along with the proposal response

Answer:Filing number is sufficient.

2.Could you please provide the estimated expenditure or anticipated budget for this bid?

Answer:This is an IDIQ contract.

3.With regard to exhibit 3 (Job Categories), Are we required to bid on all categories, or can we bid selectively?

Answer: You can provide a rate sheet with hourly rates in the categories you wish to be awarded in.

4.Are all the positions mentioned required to be onsite, or is there any possibility for remote work?

Answer: Both are options as based on agency need.

5.How many agencies are expected to be awarded under this bid?

Answer: This contract will be for the use of all Oklahoma state agencies and affiliates.

6.With regard to Exhibit 1, should the responses be provided exclusively in Excel format, or is it acceptable to submit additional pages as attachments?

Answer: Submit in the appropriate section according to the bidder instructions in a single document is preferred.

7.In Section 10 of Required Bid Format Will only government business references be accepted, or are commercial references for similar scopes of work also permissible?

Answer: Both are acceptable.

8.Could you please provide the year-to-date spend on this contract from the previous year, if available?

Answer: FY24 $50M

9.How many years of sales history are required for the references we are submitting?

Answer: No requirement on history

10. With regard to Pricing sheet, The definitions of experience are provided; could OMES specify the number of years of experience required for each level?

Answer: Level I- 1-3 yrs, Level II 4-7 years, Level III 8 or more years

11. Is it possible to request for incumbent documents like proposals, pricing etc?

Question 60.

We have already submitted our response to "Event ID: 09000-EV00000619" on 31st January, 2025. It seems that this RFP is also expecting the same services. We request you to please clarify, if we are required to submit this response to this RFP?

Answer: No response required if a bid was submitted in January Question 61.

Questions for OK1050 RFP

1. Which of the following examples fall into the category "E. Technology Upgrade/Migration and

Transformation?" All A. Migrating from on-premises to cloud-based accounting software.

B. Planning for end-of-support of Windows 10.

C. Rewriting an aging custom-developed Visual Basic application in Microsoft .NET 9.

Answer: This RFP is for SW1025 and not for SW1050.

Question 62.

Could you kindly confirm whether a vendor needs to respond to this solicitation if they have already submitted a proposal for the previous SW1025 IT Staff Augmentation Services bid released in mid- January 2025? This appears to be the same contract, and we would like to ensure we are following the correct protocol.

Additionally, we came across the following clause in the RFP:

"IF YOU ALREADY HOLD AN ACTIVE SW1025 IT STAFFING CONTRACT OR HAVE BID ON THIS

EVENT SINCE SEPTEMBER 2024, YOU ARE NOT REQUIRED TO RESPOND TO THIS

SOLICITATION UNLESS YOU WISH TO ADD CATEGORIES TO YOUR CURRENT CONTRACT."

1. Based on this clause, could you please confirm whether we are required to submit a new response, or if our previous submission suffices?

Answer: No response require if you have already bid.

2. Please let me know if you need any further details from our end.We look forward to your valuable response.

Answer:

We are still evaluating the January responses so there is no need to bid on this solicitation.

You will be notified if your bid was selected for award or not once we complete processing those responses.

If not, the bid will be open again in October.

Question 63.

Do we need to provide sample resumes?

Answer:

No

What is the previous incumbents and spent for this contract?

Answer: FY24 $50M across all awarded suppliers.

Physical submission or electronic submission?

Answer:Electronic

Expected awards for this contract?

Answer:Not determined at this time.

What is the budget allocated for this contract?

Answer: This is an IDIQ contract.

Question 64.

We have already submitted our proposal for Event EV00000619 and received the another event "SW1025 - IT Staff Services." Could you please confirm whether we need to submit this RFP as well, or should we skip it since we’ve already applied?

Looking forward to your guidance.

Answer:

We are still evaluating the January responses so there is no need to bid on this solicitation.You will be notified if your bid was selected for award or not once we complete processing those responses. If not, the bid will be open again in October.

Question 65.

We previously submitted a response for a similar opportunity in January 2025 under Event ID – EV00000619.

We have now received a notification for a new opportunity with Event ID – EV00000685, which appears to follow the same pricing template and includes similar roles. Since both opportunities seem to fall under SW1025, we kindly request confirmation on whether a separate submission is required for this latest event.

Answer:

You do not need to respond; the January responses are still in evaluation and will take some time to complete.

Question 66.

We submitted a response to RFP EV00000619 on January 31, 2025.

It appears that the current RFP, EV00000685, is requesting the same services as RFP EV00000619. Since we have not received any notification of an award for EV00000619, I wanted to ask:

Do we need to submit a response to RFP EV00000685, or will our previous submission for EV00000619 still be considered?

Answer:

You do not need to respond; the January responses are still in evaluation and will take some time.

Question 67.

1. Do the resources being provided to the state need to be on the vendor’s W2?

No they can also be 1099.

2. Can they resources being submitted by the vendor be from a subvendor?

Answer:

Yes, but the privy of contract is not with a sub-vendor.

3. Do the resources submitted to the state have to be US citizens?

Answer:

No, but must be a valid visa holder.

Question 68.

we’re interested in submitting a proposal for the SW1025 IT Staff Services solicitation. Could you please confirm the eligibility criteria for participation and any next steps for submitting our proposal?

Answer:

If you are already an active vendor on this SW1025, then you do not need to submit another bid.

If you are not an active vendor for SW1025, then you need to submit a bid.

Please read the bidder instructions and follow the steps to submit the bid.

Question 69.

First, I wanted to confirm our understanding that we are bidding to become an IT services vendor for OMES and not for a specific IT project for OMES. Specific projects would be solicited later by OMES following an acceptance of this bid. So, for example, we would submit this bid to become an hourly temporary data services provider. And, if accepted, there would then be a different process to work on specific projects. Is that correct?

For the SOW response section then, should we simply provide what services we can bring to the table for OMES (i.e. data analytics)? Is there any other guidance or advice you can provide on that section?

Answer:

For SW1025 you would become an IT Staffing Supplier and SOW requirements would be sent to you when an agency need arises for you to submit candidate resumes to fill the position.

Second, we have previously worked with Oklahoma DHS to support child welfare leadership in using data analytics to drive strategies and initiatives to improve placement stability. This experience feels relevant to our bid, and we have references from that work. However, we weren’t sure if we would be allowed to include that experience or those references here (potentially due to fair bidding practice). We were able to do that work thanks to philanthropy, so we didn’t go through the bid process at that time. Let us know if our references and experience should reflect only non-Oklahoma partners or if we’re being overly cautious on this one!

There is no prohibition against using in-state references.

Lastly, we are going to do everything possible to submit this bid by 4/30, but we have to move through the

University of Chicago’s legal and IT security process. I’m worried that this will put us beyond the deadline, but I also don’t want to submit any documents without approval from the University. Are we able to ask for an extension if the need arises?

This opportunity will be open again in October if you are not able to meet the current deadline. It will not be extended.

Question 70.

am writing to kindly inquire about the status of our recent submission in response to SW1025 - IT Staff

Augmentation Services Pilot Program, submitted on 31st December 2024. We understand that evaluations often require time and appreciate the diligence your team invests in thoroughly reviewing each proposal.

As a team committed to continuous improvement and responsiveness to agency needs, we would be grateful if you could share any feedback or insights regarding our submission—particularly any areas where we may enhance clarity, alignment with scope, or compliance with instructions in future proposals.

While we recognize that formal debriefs may not always be available or required, any constructive guidance or observations—general or specific—would be sincerely appreciated and will help us better tailor our responses to support your Agency’s/Department’s/State’s goals.

Answer:

your bid submission response for the event ending 01/31/2025 is slated for evaluation and we cannot provide a status update at this time.

Question 71.

I received a bid notice for Solicitation/Event: EV00000685, hourly staff augmentation under the SW1025.

MIPRO currently has a SW1025 contract with renewals through September 30, 2028. Will we need to reply to this request? We also received another SW1025 solicitation request earlier this year and received an amendment saying that companies with an active contract did not need to reply.

Can you please clarify if we need to respond to this request?

These instructions will apply to you and you do not need to bid again.

Question 72.

SearchArc is already an SW1025 vendor for IT services. Does this go out to all vendors or was this in error?

Answer: This is a supplemental bid. If you hold a contract you do not need to bid again at this time.

Question 73.

1. Do we need to provide sample resumes?

Answer:

No

2. What is the previous incumbents and spent for this contract?

Answer:

FY24 $50M across all awarded suppliers.

3. Physical submission or electronic submission?

Answer:

Electronic

4. Expected awards for this contract?

Answer:

Not determined at this time.

5. What is the budget allocated for this contract?

Answer:

This is an IDIQ contract.

Question 74.

1. Is online notarization permitted if any of the documents has to be notarized.

Answer: None are required to be notarized.

2. Are digitally signed documents acceptable, or are original ink signatures required?

Answer: Digital signature is required.

3. Is there a specific checklist or set of guidelines available for reference?

Answer: No

4. Is offshore development or support permitted for this project?

Answer: Depends on agency need.

5. Are the resumes required?

Answer: Only at the release level.

Question 75.

1. we are are an incumbent on SW1025 - IT Staff Augmentation Contract, do we need to submit the proposal again? Is this a re-bid?

Answer: No bid required if you already bid in January.

2. What would be the number of awards you intend to give(approximate number)?

Answer: Depends on the number of responses.

3. What are the estimated funds that are estimated to be allocated for this contract?

Answer: This is an IDIQ contract.

4. What is the tentative start date of this engagement?

Answer: Depends on agency need

5. What is the work location of the proposed candidates?

Answer: Depends on agency need

6. Is this a new contract or are there any incumbents? If there is an incumbent, could you please let us know the incumbent name and pricing and are the incumbents eligible to submit the proposal again?

Answer This contract has 125 suppliers. The state cannot provide that information.

7. Are there any pain points or issues with the current vendor(s)?

Answer: No

8. Could you please share the previous spending on this contract, if any?

Answer: FY24 $50M

9. Is there any mandatory subcontracting requirement for this contract? If yes, Is there any specific goal for the subcontracting?

Answer: No 10.How many positions were used in the previous contract (approximate)?

Answer: Not applicable 11.How many positions will be required per year or throughout the contract term?

Answer: Depends on agency need.

12. If the resources we provide at the time of proposal submission are not available at the time of a potential contract award could vendors replace them with equally qualified resources?

Answer: Yes

13. Can we provide hourly rate ranges in the price proposal?

Answer: We prefer specific rates.

14. Is it entirely onsite work or can it be done remotely to some extent / Does the services need to be delivered onsite or is there a possibility for remote operations and performance?

Answer: Both; depends on agency need.

15. Are resumes required at the time of proposal submission? If yes, do we need to submit the actual resumes for proposed candidates or can we submit the sample resumes?

Answer: No 16.Could you please provide the list of holidays?

Answer: https://oklahoma.gov/omes/divisions/human-capital-management/employee-benefits/leave-holidays/holidays.html

17. Are there any mandated Paid Time Off, Vacation, etc.?

b. All other terms and conditions remain unchanged.

Supplier Company Name (PRINT) Date

Authorized Representative Name (PRINT) Title Authorized Representative Signature

Amendment of Solicitation