Exhibit B - Offeror Response Questions for RFP AADA 2027-0086.pdf

DPA Solicitation Number:

RFP AADA 2027*0086

Cloud-Based Archival Records Management System for Colorado State Archives

EXHIBIT B – OFFEROR RESPONSE QUESTIONS

1. OFFEROR RESPONSE 1 – Organizational Experience

1.1. Provide a detailed description of the Offeror’s organizational experience related to the

Work. Specifically, address Offeror’s experience providing Archival Collections Management Systems.

1.2. What is your experience in working with government archival collections, if any?

1.3. Describe your process for migrating records from another database system.

1.4. What tools or features do you have in development, or recently implemented, that might be useful to the field?

2. OFFEROR RESPONSE 2 - PERSONNEL

2.1. Provide a detailed explanation of how the Offeror will provide sufficient personnel to perform the Work, including all of the following:

2.1.1. How the Offeror will provide Key Personnel that meets or exceeds the requirements contained in this RFP.

2.1.2. How the Offeror will provide and train all Other Personnel so that the Work is completed accurately and in a timely manner. Additionally, include a listing of the position titles for each position related to the Contract, the general responsibilities of that position, the number of individuals filling that position and the numbers of hours each week the position will be dedicated to the Work.

2.1.3. A plan for how the Offeror will replace all Key Personnel and Other Personnel so that the transition between personnel does not impact the ability of the Contractor to complete the Work.

2.1.4. If the Offeror intends to use a Subcontractor, the Offeror shall provide a description of how the Offeror will use Subcontractors and the percentages of the Work that will be completed by each Subcontractor. This description shall also include the anticipated positions provided by the Subcontractor and the roles of those positions, as well as a plan for how the Offeror will manage the Subcontractor and all Subcontractor personnel to ensure that the portions of the Work assigned to the Subcontractor will be completed accurately and in a timely manner.

3. OFFEROR RESPONSE 3 – REFERENCES

2.1. Provide references and letters of recommendation from other clients for whom the

Offeror has performed similar work, preferably government clients. No more than five recommendations. Include any corrective actions plans related to this work experience.

4. OFFEROR RESPONSE 4 - SPECIFICATIONS AND REQUIREMENTS

4.1. Provide details that demonstrate how Offeror’s proposed services meet the specifications and requirements as stated in Exhibit A, Specifications and Requirements.

4.2. Provide a detailed description of how Offeror will complete each of the requirements in

Exhibit A.

4.3. Describe your options for existing report templates, and any options for user-defined reports.

4.4. Describe your organization’s method of backing up data, and whether these controls are audited under a SOC 2 Type 2 report.

4.5. Provide a detailed answer of how your proposed system meets or exceeds each of the Security questions or requirements in Exhibit A.

4.6. Describe your product’s ability and process to import and export records.

4.7. Describe what bulk editing tools your product has for mass editing, deleting, updating, cleanup, etc.

4.8. How does your product differentiate between Boolean search terms and special characters that might be in the data set?

4.9. Describe your product’s average search times.

4.10. Describe your product’s ability to handle a wide variety of search criteria, such as wildcard, date, subject, and location searches.

5. OFFEROR RESPONSE 5 - ACCESSIBILITY REQUIREMENTS

5.1. Provide a detailed answer of how your proposed system meets or exceeds the accessibility requirements in Exhibit A.

5.2. Do you have an accessibility plan in place that is WCAG 2.1+ compliant?

5.2.1. If not, when is the product expected to be fully compliant?

5.3. Do you currently engage, independently or through a third-party, in both automated and manual (human-led) accessibility testing of your product?

5.3.1. If yes, do you engage in testing for each version of your product?

5.4. Do you have a Voluntary Product Accessibility Template (VPAT), version 2.4+ WCAG, or Accessibility Conformance Report (ACR) including WCAG 2.1+ criteria available for the version of your product currently being proposed to DPA?

5.4.1. If yes, please provide it in PDF format.

6. OFFEROR RESPONSE 6 – BUSINESS CONTINUITY

6.1. Confirm whether or not your company has a current Business Continuity Plan. If your company does have a current Business Continuity Plan, please submit a copy of it as part of your Proposal.

6.2. If your company does not have a current Business Continuity Plan, please confirm that your company can have a Business Continuity Plan that covers the Work outlined in Exhibit A that can be submitted to the State.

7. OFFEROR RESPONSE 7 - IMPLEMENTATION

7.1. Describe how your company plans to collaborate with the State in preparation for migrating data.

7.2. Describe the process your company will utilize for migrating data.

7.3. Describe your company’s internal control processes for ensuring complete transfer of data.

7.4. What is your estimated timeline from time of award to go-live date?

7.5. Describe your process for identifying legacy data that might be problematic to transfer – irregular dates, special characters, etc., and provide examples of how you have solved similar challenges in the past.

8. OFFEROR RESPONSE 7 - COST

8.1. Provide a cost proposal by completing Exhibit C - Pricing Worksheet.