Amendment__1_Vendor-_Q_A__EV973.pdf

OMES FORM CP011 (11/2024) AMENDMENT OF SOLICITATION | Page 1 of 4

Central Purchasing

AMENDMENT OF SOLICITATION

GENERAL INFORMATION

Date of issuance

09/29/2026 Solicitation/Event # EV00000973 for SW1023

Requisition # 0900020801

Amendment # 1

Hour and date specified for receipt of offers is changed:

No Yes, to this date: this time: 3:00 PM 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 by doing one of the following:

1. Sign and return a copy of this amendment with the solicitation response being submitted.

2. If the supplier has already submitted a response, this acknowledgement must be signed and returned before 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:

Contracting officer Cini Zacharia

Phone 405-522-9078

Email cini.zacharia@omes.ok.gov

DESCRIPTION OF AMENDMENT

a. This is to incorporate the following:

On behalf of the State of Oklahoma, OMES gives notice of the following questions concerning this solicitation, received during the Q&A period, which closed on 09/28/2026 at 3PM. All questions and procurement /agency responses are detailed below:

Question 1:

We have a few questions regarding Event EV00000973. The bid packet's cover documents (Bidder Instructions, Form CP076, Form CP004) correctly identify this event as SW1023, "Online database information retrieval systems." However, the three documents that define scope, technical requirements, and pricing describe an another program:

1. Attachment A (Solicitation) states its purpose as "seeking qualified suppliers for providing online course curriculum and other digital tools to enhance K-12 education," citing 70 O.S. § 1-111, and governs the Horizon Consortium / Oklahoma Online Course Catalog / Statewide Virtual Charter School Board course-certification process. It does not reference databases, information retrieval, or library systems.

2. Exhibit 1 (Requirements) mirrors the same subject matter — "Mandatory Requirements for Digital Tool Providers" and "Mandatory Requirements for Online Course Providers" — asking bidders to list course titles, delivery format, and course pricing.

3. Exhibit 2 (Price Template) is internally titled "SW1023 Price Template — Oklahoma SW1023 Online Curriculum K-12," with columns for Course Title, Course Code Number, and Rate, and retains an unrelated leftover string, "State of Oklahoma - Cisco Products and Services," indicating the file was copied from prior solicitations without being updated for this event.

Is the Online Database Information Retrieval System just part of the online course curriculum and other digital tools to enhance k-12 education? Or is it a separate project all mailto:cini.zacharia@omes.ok.gov

OMES FORM CP011 (11/2024) AMENDMENT OF SOLICITATION | Page 2 of 4 together?

Answer:

This solicitation is pertaining to online course curriculum and other digital tools to enhanced K-12 education.

Question 2:

Are providers of digital curriculum, supplemental instructional resources, and learning tools eligible for award under this contract, or is eligibility limited to providers of instructor-led online courses that meet the catalog and instructor requirements outlined in the solicitation?

Answer:

This is not limited to instructor-led online courses. It includes digital curriculum, supplemental instructional resources, and digital learning tools.

Question 3:

Insurance limits (Attachment B, Section 8.1; Bidder Instructions, Section 3) Section 8.1 sets minimum limits of $5,000,000 for commercial general liability, automobile liability, directors and officers coverage with technology errors and omissions, and security and privacy liability. The product offered is hosted software. No work would be performed on customer premises and no vehicle would be used to perform the contract.

a. For a digital tool provider in that position, will the State accept lower limits, for example $1,000,000 per occurrence and $2,000,000 aggregate, under the Section 8.1 language "Unless agreed between the parties and approved by the State Purchasing Director"?

Answer:

Regarding the Attachment B COI requirements for your bid response. If you find that you are unable to meet these requirements as outlined, please go ahead and mark your redlines directly on the Attachment B document. Along with your bid response, submit a request for exceptions based on those redlines. Once your submission is received, the OMES legal team will review your exception request and provide their feedback or response accordingly.

b. Is automobile liability required when no vehicle is used to perform the contract?

Answer:

Regarding the Attachment B COI requirements for your bid response. If you find that you are unable to meet these requirements as outlined, please go ahead and mark your redlines directly on the Attachment B document. Along with your bid response, submit a request for exceptions based on those redlines. Once your submission is received, the OMES legal team will review your exception request and provide their feedback or response accordingly.

c. If lower limits are acceptable, should the request be made as a redlined exception in Section 5 of the bid packet?

Answer:

Regarding the Attachment B COI requirements for your bid response. If you find that you are unable to meet these requirements as outlined, please go ahead and mark your redlines directly on the Attachment B document. Along with your bid response, submit a request for exceptions based on those redlines. Once your submission is received, the OMES legal team will review your exception request and provide their feedback or response accordingly.

d. Must the certificate of insurance be included with the bid, or may it be provided after award and before performance begins?

Answer:

Regarding the Attachment B COI requirements for your bid response. If you find that you are unable to meet these requirements as outlined, please go ahead and mark your redlines directly on the Attachment B document. Along with your bid response, submit a request for exceptions based on those redlines. Once your submission is received, the OMES legal team will review your exception request and provide their feedback or response accordingly.

OMES FORM CP011 (11/2024) AMENDMENT OF SOLICITATION | Page 3 of 4

Question 4:

Pricing template (Exhibit 2)

a. The template columns are Course Code Number, Course Title, Unit of Measure, and Rate. Should digital tool pricing, such as an annual per-teacher subscription, be entered on this template with the product name in the Course Title column, or submitted in a different format?

Answer:

Bidder should just put the course code number that they see fit.

Question 5:

Authority to Operate (Bidder Instructions, Section 7)

a. Is the ATO Request Form the same process OMES Cyber Command describes as an Authority to Operate Order (AOO)?

Answer:

YES- ATO is Authority to Operate Order

b. The Government Service Portal's catalog guide (KB0014512) does not list an item under either name. What is the form called in the portal?

Answer:

Please follow the Bidder instruction, just as it is mentioned in the section 7.7.5

7.7.5 For all IT solicitations, bidders are required to submit an Authority to Operate (ATO) or confirmation that an ATO has been requested using the steps below with their response. To request an ATO, bidders must complete Central Purchasing’s ATO Request form through the OMES Service Desk in ServiceNow. Follow steps below to access and submit the form:

7.7.5.1 to 7.7.5.8: follow Access the Oklahoma Government Service Portal

For problems or assistance with registration, contact the OMES Service Desk at 405-521- 2444.

c. If the bid includes confirmation that the ATO was requested, but the Third-Party Risk review is still in progress when bids close, will the bid be considered responsive?

Answer:

The answer is yes, the bid can be considered responsive under these circumstances, provided but the ATO certificate is submitted either before or during the evaluation period. To be recognized as a responsive bidder, all required documents must be provided exactly as specified in the Solicitation. Please refer to section 7.7.5.8 in the Bidder Instruction, which states: “Bidders should submit the required form and documentation before the solicitation closes. Failure to provide the required ATO documentation may result in the bidder’s proposal being deemed nonresponsive.”

Question 6:

What course code should we select when completing the pricing document?

Answer:

Entering the annual per-teacher subscription in the Course Title column is fine or you can add in a modified pricing area below the template cells.

Question 7:

I do have a few questions and hoping we can cover some items together for a brief 15–20-minute call. Would it be possible to book some time with me using the link in my signature below?

https://oklahoma.service-now.com/gsp

OMES FORM CP011 (11/2024) AMENDMENT OF SOLICITATION | Page 4 of 4

Answer:

Thank you for your interest and participation in the EV00000973 solicitation for SW1023- Online database information retrieval systems. Unfortunately, I cannot accept inquiries via email unless there is a technical issue with Supplier Portal. Please submit all such inquiries related to this solicitation there under the Q&A discussion forum.

At present, Q&A is open until 09/28/2026 at 3PM.

Agency answers from the Q&A discussion will be provided after that time. Please note other mandatory deadlines in the bid documents.

Please note that we could not make any calls regarding questions related to the RFP while the RFP was open. Any questions should therefore be addressed through the designated process during the applicable timeframe.

All your questions you can ask through the portal.

If you need assistance logging in or registering, please reach out to OKSuppliers@omes.ok.gov We also have a Supplier & Payee Training site that can be helpful.

b. All other terms and conditions remain unchanged.

SIGNATURES

Supplier company name

Date

Authorized representative name

Authorized representative signature mailto:OKSuppliers@omes.ok.gov