Attachment 3 - Vendor Questions Form.pdf

Q# Section/Attachment Reference Page # Question NYS ITS RESPONSES

1 2.0 / 4.0 p. 4–6

The background describes a supplemental Phase currently in development (DOH/LHD record creation, exemption request processing, and Lead Hazard Inspection upload/reporting). Will this supplemental Phase be fully deployed to production before the start of this contract? If not, how will dependencies between that in-flight work and this contract’s scope be managed?

Yes, this supplemental phase will be fully deployed for production before the start of the contract.

2 2 p. 4–6

Will the awarded Contractor receive complete documentation of the existing Phase 1 solution (solution architecture, Dataverse data model, ALM/DevOps pipelines, configuration inventory, and known defect/backlog list)? Is the Phase 1 implementation vendor eligible to bid on this solicitation?

Phase 1 was implemented internally. Complete documentation of the existing Phase 1 solution will be made available to the vendor who is awarded this contract.

Section C: Vendor Questions

Section A: Vendor Questions Instructions

Section B: Submitted By

Contact Phone Number

Vendor's Legal Name Contact Person

Contact Email

1. Submit the completed Excel form to its.sm.MAT.Solicitations@its.ny.gov no later than the Vendor Questions Due Date in the Events Table on the first page of the solicitation document. The subject line must include the following information: Discretionary Procurement C001004 and the vendor's name. Submissions received after this deadline may not be addressed at the discretion of ITS.

2. Each question must reference the applicable section, page number, or attachment of the solicitation to which it pertains, in the Section/Attachment Reference column in the form. If the question does not refer to a particular Section or Attachment, list General in the Section/Attachment Reference field.

3. Enter each question on its own row. Do not combine multiple questions into a single row.

4. Responses will be issued in writing as a formal addendum to the solicitation and posted on the ITS procurement webpage.

5. Enter the vendor's legal name, contact person, email, and phone number only in Section B on this form. Do not include the firm's name, logo, or other identifying information within the question rows themselves.

General Instructions: This form must be submitted using the Excel form provided with this soliciation. Submissions in any other format - including PDF, Word, convereted versions of the Excel form, etc. - will not be accepted. If additional space is needed to fully respond, continue your response on additional pages. Clearly identify the applicable form.

C001004 - Implementation & Development Srvcs for DOH Lead Rental System Attachment 3 - Vendor Questions Form

C001004 - Implementation Development Srvcs for DOH Lead Rental System

3 4 p. 6

Please confirm that this solicitation constitutes the "Phase 2" work referenced in the Project Background (e.g., Notices generated from inspection results, exemption audit functionality, and inspection reporting enhancements), and identify any features referenced in the background that are explicitly out of scope for this contract.

The following section in the background is out of scope:

"C i. In addition, support reporting for the Childhood Lead Poisoning Primary Prevention Program allowing inspectors to report inspection information for properties inspected by DOH and LHDs (currently managed by Colnspect). This is a future state need and the functionality can be captured within the inspection and sample reporting feature of the system. "

4 4.0 / 4.12 p. 6, 9

Will ITS provide all Microsoft licensing and hosted environments (Power Platform/Dataverse capacity, Power Pages, SharePoint, and dev/test/UAT/production environments)? Should bidders exclude all software licensing and hosting costs from Attachment 2 – Vendor Financial Response Form?

Yes, NYS ITS shall provide all Microsoft licensing and hosted environments; therefore, the bidder must exclude the licensing and hosting costs within their Attachment 2 - Vendor Financial Response Form. Need program to approve.

5 4.2 p. 7 For the Real Property Data upload: what is the data source, file format, and volume, and is the feed available via API or file extract?

Approximately how many unregistered properties are anticipated across the 25 Communities of Concern?

The data source comes from the statewide public datasets provided by the Department of Tax and Finance (DTF). The resulting dataset shall not be available via API. Files may only be extracted in csv or excel formatting when available.

It is estimated that 25% of the 98k properties identified, remain unregistered. Additional requirements shall be determined and mutually agreed upon, post award.

6 4.2(d) p. 7 Is the annual reconciliation of Real Property Data expected to be a fully automated system process, or a facilitated/manual review workflow supported by system tooling (e.g., exception queues for ownership and classification changes)?

The file ingestion process shall be fully automated;

whereas, data processing shall be partially automated.

7 4.3 p. 7 To size performance and capacity requirements, can ITS share expected annual volumes of lead hazard inspections and sample submissions, the anticipated number of internal DOH/LHD users, and the expected number of public portal users (property owners)?

Some properties may need additional inspections should lead hazards be discovered; however, it is estimated that 100k properties shall be inspected by the end of 2028, with 10% of them requiring audit inspections. It is anticipated that 33k properties will be inspected annually, thereafter.

Currently DOH/LHD has 175 internal users and 100k external users (property owners).

8 4.4 p. 7 Approximately how many distinct notice and letter templates must be configured? Will DOH and each LHD provide their letterhead/branding assets, and is physical mailing out of scope (i.e., the system generates downloadable letters only)?

Currently there are five (5) templates that require configuring; however, additional templates shall be proposed and will require configuration post award.

9 4.6 p. 8–9 The workflow diagram notes that Lead Safety Certificates may be electronically signed. Is a specific e-signature product licensed or preferred by ITS/DOH, or is native Power Platform capability acceptable for certificate signing?

No electronic signature product will be used. The solution will include functionality that will serve as the electronic signature, for example an attestation with a checkbox.

10 4.8(c) p. 8 For the report posted to Health Data NY (or other public platforms): is this a formatted file extract/report upload prepared by the system, or is an automated API/data feed integration in scope?

The system shall be required to display data in a format determined by NYS ITS, post award.

11 4.11 p. 9 For NY.Gov ID and Active Directory SSO integration: are the integration patterns established in Phase 1 reusable for this work?

Which protocol is used (SAML/OIDC), and will ITS perform the identity-provider-side configuration?

Yes, the integration patterns have been established in Phase 1. OIDC/OKTA/MFA/and NY.GOV will be used and NYS ITS shall perform the configurations.

12 4.13 p. 9 Approximately how many LHDs are expected to submit monthly data files from non-State systems? Will ITS mandate a standardized file template for these submissions, or must the solution accommodate variable file formats per LHD?

There are at least four (4) LHD's submitting monthly data files. File formats and and solutions shall be discussed with the winning vendor, post award.

13 4.3(c)(i) p. 5, 7

For the Childhood Lead Poisoning Primary Prevention Program reporting (currently managed by CoInspect), described as a future-state need: is the expectation for this contract limited to designing the inspection/sample feature so it can accommodate CLPPP reporting later, or is building that functionality in scope now?

See Out of Scope from Background: Section 2.0 C i. - Reporting for the Childhood Lead Poisoning Primary Prevention Program (CoInspect) is out of scope.

14 5.5(a) p. 11 Will performance and penetration testing be executed by the Contractor or by ITS security teams? Which security standards and policies apply (e.g., NYS ITS security policies, NIST 800-53), and what is the expected remediation window for findings prior to go-live?

ITS Security Teams and Performance Testing team will be available to coordinate and execute the required testing with the Contractor team. For security testing, NYS ITS security policies apply and the remediation will be dependent on the level of effort; anything critical/high will need to be addressed by the contractor prior to go-live.

15 5 p. 10 The three deliverable-group cost caps (80% for 5.1–5.3, 15% for 5.4–5.6, and 5% for 5.7–5.9) sum to exactly 100%. Please confirm that each group must therefore equal exactly those percentages of total cost, or clarify the intended flexibility in allocating costs across groups.

The deliverable-group cost caps of 80%, 15%, and 5% are strict 'not to exceed' limits designed to ensure appropriate budget distribution across the project lifecycle.

16 7.0 / 3.0 p. 6, 13 Is the anticipated six (6) month completion period measured from OSC contract approval, or from project kickoff? Can ITS share the anticipated award and project start timeframe?

The anticipated six (6) month completion period is measured from the project OSC Contract Approval. The anticipated kickoff or project start timeframe is the end of November 2026.

17 6.3 / Cover p. 1, 13 The Work Location is listed as Albany, NY, and Section 6.3 requests a remote-work narrative. Is fully remote delivery acceptable with periodic on-site meetings as needed, or are specific activities (e.g., discovery workshops, UAT support, training) required to be performed on-site?

This is a remote project with periodic on-site meetings as required.

18 10.0 / Att. 2 p. 14–15 Please confirm that payment will be made upon written acceptance of each deliverable at the fixed price stated in Attachment 2, and indicate whether any retainage/holdback applies and the expected invoicing frequency.

Yes, payment will be made upon written acceptance of each deliverable at the acceptance of each deliverable.

There will be retainage/holdback for the final invoice. The final invoice will be paid after 3 months post - Go System Live.

19 10 p. 14–15 Will ITS provide editable (Word/Excel) versions of Attachments 1–5 for completion? Are there page limits for the proposal narrative or for key personnel resumes?

Vendor should have editing access to Excel documents, and word documents are editable. PDFs can be edited with special software or can be printed, filled out and scanned.

There are no limitations for the proposed SOW or for key personnel resumes.

20 6.1 p. 12–13 Does ITS have a minimum or expected number of Key Personnel roles to be identified on Attachment 5? Are background checks or fingerprinting required for Contractor staff prior to onboarding or system access?

The Vendor shall identify the personnel it considers to be Key Personnel for the successful performance of the Contract. For each proposed key person, the vendor shall provide the individual’s name, proposed role, responsibilities under the Contract, estimated level of commitment, and a current resume.

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