EVT0010857_-_Bid_Amendment_1_-_Q_A.pdf

Office of Procurement and Contracts 900 SW Jackson St., Room 1001 North Topeka, KS 66612

Phone: 785-296-2376 Fax: 785-296-7240 www.admin.ks.gov/procurement-and-contracts Adam Proffitt, Secretary Todd Herman, Director

Laura Kelly, Governor

Amendment Request for Proposal

Date: July 8, 2026

Amendment Number: 1

Event Number: EVT0010857

Closing Date: August 5, 2026, 2:00 PM CST

Procurement Officer: Amber Lemery

Telephone: 785.296.4323

E-Mail Address: amber.lemery@ks.gov

Agency: Kansas State School for the Blind

Item: Library Automation System

Conditions: 1) Answers to submitted questions follow on page two (2) of this document.

A signed copy of this Addendum must be submitted with your bid. If your bid response has been returned, submit this Addendum by the closing date indicated above.

I (We) have read and understand this addendum and agree it is a part of my (our) bid response.

NAME OF COMPANY OR FIRM:

SIGNED BY:

TITLE: DATE:

It shall be the vendor's responsibility to monitor this website on a regular basis for any changes/addenda.

http://admin.ks.gov/offices/procurement-contract http://www.admin.ks.gov/procurement-and-contracts mailto:amber.lemery@ks.gov http://admin.ks.gov/offices/procurement-contract

Event ID: EVT0010857

EVT0010857 – Amendment 1

Library Automation System

Questions and Answers

Q1: What is KS IRC's anticipated maximum number of simultaneous IRC staff log-ins?

A1: The average daily usage will involve two simultaneous IRC staff logins, but the system needs to be able to support up to five simultaneous IRC staff logins to accommodate potential part-time workers and technical support and administrative functions (e.g., user account creation and suspension) by in-house technical staff.

Q2: RFP Section 4. Specifications II. APH Registration the RFP describes: “Integrated Registration Portal: A dedicated portal for Teachers of the Visually Impaired (TVIs) to manage student rosters during the annual Federal Registration. This must be natively linked to the Student/Patron module to reflect changes in real-time and prevent data duplication.” while Section 4.0 Specifications III. Student Management Module specifies “Two-Step Authorization: A configurable subset of student fields (e.g., disability status, birthdate) requires a two-step approval process before changes are saved, with automated notifications to KIRC staff for pending authorizations.” Please explain how KS IRC envisions having real-time changes in data reflected in the TVI dedicated portal while also giving IRC staff the ability to review and approve and/or reject submitted changes?

Additionally, how does KS IRC envision a real-time view of student data working in census functionality, given that census data is the data as it existed on the first Monday of the calendar year.

A2: Ideally, the database should be structured as a bitemporal database with transaction dates (automatic as of the time of the submission) and validity dates (entered by the submitter) for each record, but other variations may be proposed. Historical data must be immutable. Standard views and reporting systems must display the most recent approved version of the data. When changes are submitted, the submitter must be prompted to “digitally sign” the submission certifying it is accurate. “Digitally signing” in this context just means the user types their name and checks a box certifying the data is accurate. Cryptographic signatures are not desired or required. Submissions must not be marked as approved until KIRC staff have reviewed and approved the change.

Viewers must be able to see that a change has been submitted and is pending approval, and must be able to view the submitted data while it is pending approval. The exact mechanism for viewing data that is pending approval is for the vendor to propose.

Census data reporting should pull from the most recent approved data with a validity date range covering the date specified when census reports are run.

Example: Typically, TVIs enter data that is valid for the first Monday in January (validity date) and submit it with a certification (transaction date) between January and March. In March, a census report must be generated showing what was certified as accurate for the first Monday in January, regardless of data submitted and valid before and after that date.

Event ID: EVT0010857

Q3: RFP Section 4.0 Specifications V. AEM Production & IRC Workflow Financial

Ledger describes, “A GAAP-compliant ledger to track funds from multiple sources (APH Federal Quota, State budgets) by student and by district.” Does this requirement mean the state is seeking a certified GAAP-compliant system?

A3: There is no central authority recognized by the state of Kansas who certifies GAAP compliance, so no, the state is not seeking a certified system. However, the state is seeking a system that will be supported by the vendor to comply with GAAP requirements imposed by state rules and auditing procedures. If a feature, process, or report in the Library Automation System used by the IRC is found to be non-compliant with GAAP standards, corrective action must be taken by the vendor within a reasonable time to correct the feature, process, or report.

END OF AMENDMENT 1 – EVT0010857