MDSIS BPM042413 Pre-Proposal Conference Agenda Summary - 04-04-2023.pdf

MDSIS BPM042413 Summary of Pre-Proposal Conference on March 21, 2024

Maryland Higher Education Commission (MHEC) 6 N Liberty Street 10th Floor Baltimore MD 21201

Maryland Higher Education Commission Maryland Student Information System (MDSIS)

Pre-Proposal Conference Started on: March 21, 2024, @ 1:06 PM

Procurement Solicitation Pre-Proposal Conference

Procurement Officer – Shirlita Lee

Procurement Officer – Introduce herself and Geoffrey Newman so he can talk about the MHEC Agency. Geoffrey Newman is the Assistant Secretary for Finance and Administration

Procurement Officer - Welcomed everyone and talked about the project title.

You are here for:

PROJECT NUMBER: BPM042413 on eMMA PROJECT NAME: Maryland Student Information System (MDSIS)

The procurement project confirmed by the procurement officer, and asked vendor to:

Sign-in using the sheet and talked about question/answer sheet for vendor. Vendor should use the question/answer sheet to write down any question asked today and give them to her at the end of the conference. Explain that if they have more questions email question to her. Told vendor there is also a tab on eMMA that will allow them to send question to her but she prefers email.

Vendors in person and online are now ask introduce themselves/company and there team.

Vendors online who emailed her before 11:30 am that day were able to get the link and were able to view the conference online (posted in Emma as an amendment). Some vendors group their online presence with their teams.

Shirlita Lee, “The Procurement Officer,” facilitated the Pre-Proposal Conference and confirmed attendance. (Vendor will introduce themselves and sign-in sheet and question sheet at the door) Each vendor will get two questions to keep the meeting running in a timely manner.

P***A pre-proposal conference is for information purposes only. It may answer some questions. Statements or representations made during the meeting are not legally binding.

Nothing stated at the pre-proposal conference may change the request for a proposal unless a change is made by the procurement officer through a written amendment and posted on eMMA.

***Changes resulting from the conference are legally binding only if issued through an amendment to the RFP on eMMa.

The Procurement Officer allows the MHEC Staff to introduce themselves.

Intro of MHEC Staff and Contractors (introductions include the following parties):

• Geoffrey Newman, Assistant Secretary for Finance and Administration

• AL, Dorsett - Director, Office of Student Financial Assistance

• Parris L. Jackson – Director, Office of Information Technology

6 N Liberty Street 10th Floor Baltimore MD 21201

• Samuel Durai Pandian, Director of Budget and Administration

• Ike Ibe – Sr. Project Manager, Office of Information Technology

• Amitha Nagam – Business Analyst – Information Technology

• DoIT - Taylor McConnaughhay

• Kimberly Ward Esq. – Assistant Attorney General, Principle Counsel

• Soma R. Kedia, Esq. - Assistant Attorney General

Geoff gives a high-level overview of the project.

The procurement Officer talks about the project’s important dates and gives general information about the project.

PROJECT NUMBER: BPM042413 on eMMA PROJECT NAME: Maryland Student Information System (MDSIS) RFP Issue Date: 03/01/2024 RFP Issuing Office: Maryland Higher Education Commission Proposals are to be sent to: Submit via eMMA Questions Due Date and Time Tuesday, April 2, 2024 at 4 pm Local Time Proposal Due (Closing) Date and Time: Tuesday, April 30, 2024 (04/30/2024) at 4 pm

Local Time Contract Type: Firm Fixed Price Contract Duration: Five years with five (5) one-year renewal option periods.

PROJECT DESCRIPTION:

Office of Student Financial Assistance (OSFA) wants a cloud-based unified student information system for the administration of state financial aid programs. MHEC is soliciting proposals to obtain (1) system development and implementation for internal OSFA (Office of Student Financial Assistance) staff and external users as authorized, (2) data conversion, (3) system coordination, (4) training, and (5) maintenance and support for five years after implementation.

The Procurement Officer specified the MBE/VSBE GOAL Requirements.

and specifies the MBE goal for this project as 29% and the VSBE goal as 1%.

The Procurement Officer specifies each firm must be registered as an MBE or VSBE at the time of submission, “there is no such thing as a “pending” registration.”

The Procurement Officer indicated that Questions are due no later than Tuesday, April 2, 2024, by 4:00 PM Local Time. Questions should be sent only to the Procurement Officer via email or eMMA.

The Procurement Officer specified not to contact members of the committee.

Answers to questions must be submitted in writing and will be posted on eMMA.

The Procurement Officer indicated that Proposals are due Tuesday, April 30, 2024, by 4:00 PM.

Local Time and only electronic submissions will be accepted - using our eMMA system.

The Procurement Officer specified to the firm to make sure they are registered and set up in eMMA. If assistance is needed, please email the eMMA Help Desk.

6 N Liberty Street 10th Floor Baltimore MD 21201

The Procurement Officer indicated the Contract Term: The Contract duration shall be Five (5) years. Based term to include development and implementation with Five (5) one year renewal option periods (will be amended after further discussion with MHEC).

The Procurement Officer confirmed the Maryland Higher Education Commission (MHEC) intends to make one (1) award as a result of this RFP.

The Procurement Officer reviewed Section 1, “No Minimum Qualifications,” The Procurement Officer introduced Ike, the Project Manager for this project.

The Procurement Officer introduced Ike as the Project Leader for comments. Ike discusses his role as Project Leader.

The Procurement Officer introduces Al - The Contract Manager to discuss the following:

Section 2: Scope of Work - Al Dorsett

The Procurement Officer discussed Section 5, “Proposal Format, Offerors shall provide their Proposals in two separate envelopes through eMMA following the Quick Reference Guides (QRG) labeled “5 - eMMA QRG Responding to Solicitations (RFP)” for double envelope submissions. Which contains information on how to prepare a firm’s technical proposal and financial Proposal Offerors shall submit Proposals in separate volumes (or envelopes):

1. Volume I –Technical Proposal

2. Volume II – Financial Proposal

The Procurement Officer discussed Section 7: RFP Attachments and Appendices.

The Offeror Information Sheet (see Appendix 2) and a Transmittal Letter shall accompany the Technical Proposal. The purpose of the Transmittal Letter is to transmit the Proposal and acknowledge the receipt of any addenda to this RFP issued before the Proposal's due date and time. The transmittal Letter should be brief and be signed by an individual who is authorized to commit the Offeror to its Proposal and the requirements as stated in this RFP.

The Procurement Officer reiterates ***Please also note that this project has both an MBE and VSBE goal, so each Response must include the MBE/VSBE firms that will be selected for participation.

The Procurement Officer encouraged all questions to be received in writing through email or given to her at the conference to be confirmed.

The Procurement Officer opened the floor for Vendor Questions.

Questions will be received at this Pre-Proposal Conference. A list of the questions and additional questions received via email will be posted in an Addendum.

The Procurement Officer asks the Panel to conclude with any comments.

The Pre-Proposal Conference is now closed at 2:37 pm.