MDSIS BPM042413 Vendors Questions & Answers #2 04-12-2024.pdf

Wes Moore Governor

Aruna Miller Lt. Governor

Cassie Motz

Chair

Sanjay Rai, Ph.D.

Acting Secretary

MARYLAND HIGHER EDUCATION COMMISSION

6 N. Liberty Street • 10th Floor • Baltimore, MD 21201

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Questions and Answer #2

Solicitation No. BPM042413 Maryland Student Information System (MDSIS)

The following questions regarding the subject RFP have been submitted by vendors. The answers provided by MHEC are intended to clarify the RFP’s requirements and do not constitute an amendment. This document includes the initial Questions and Answers #1 on eMMA and the additional questions received after that document was posted.

Questions MDSIS - BPM042413 Responses

1) Will MHEC consider republishing this solicitation in a Request for Information or Draft Request for Proposal state to collect feedback from Industry?

The procurement does not lend itself to an RFI

2) The current development timeline prescribed in Attachment P – Payments vs Milestones and SDLC Deliverables Schedule limits competition. While Vendor understands the State’s legislative date for a Production date of July 1, 2025 for a new system, we believe it may be better suited for industry to propose a timeline for review and evaluation by MHEC. The schedule prescribed in Attachment P is extremely aggressive and does not align with modern agile development standards.

Vendor believes this will limit competition to the point of eliminating small business participation due to time required to staff up for an effort of this magnitude.

This is the State of MD’s accelerated timeframe. Please share any concerns regarding the timeline in your technical proposal.

http://www.mhec.maryland.gov/

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3) Will MHEC revise the RFP to include page limits on each second of the Technical Volume?

Currently, there are no page limit restrictions for the Technical Volume.

Unrestricted proposals are limiting to small businesses such as Vendor that have limited resources to research, author, edit and publish a compelling proposal in comparison to a larger company that support a larger Business Development staff.

This isn’t in consideration for this RFP. This is an open solicitation for all companies to submit a proposal.

4) What approach does the state plan to take for importing Legacy Data from the current Maryland College Aid Process System (MDCAPS) that is created, updated, or deleted after the December 20, 2024 end date of the milestone task (Fully Legacy Data Import) and the July 1, 2025 launch date? i. Per the schedule in Attachment P, the new MDSIS will not have current data that is created, updated, or deleted after December 20, 2024. This will include a significant portion of awarding and FAFSA data that occurs within MDCAPS during the March to June timeframe. Additionally, this will lead to a gap in audit records for this timeframe.

Alternatively, does MHEC plan to operate MDCAPS and MDSIS in parallel for some period? If so, for how long, and what operations are expected to occur in each system during that overlap period? Based on our experience there will need to be a parallel data migration period with both systems running for at least a full academic cycle. This will limit risks to students, the state, and MHEC by ensuring that critical awarding, reconciliation, payments, and service obligation efforts are not interrupted.

MHEC plans to import all legacy data from the current Maryland College Aid Processing System (MDCAPS). Attachment P provides a framework for development. It is anticipated that when a vendor is on boarded and engaged there will be modifications to the Attachment and appropriate data timelines will be determined that will ensure there will be no processing gaps and activity will continue. Yes, to limit risk to students, the state, and MHEC, it is anticipated that there will be parallel systems prior to final cutover.

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5) Key Personnel—Senior Software Architect. Would it be possible to remove the Technical Skill “C. Routinely writes and publishes technical articles, papers, reports, journals or books on software engineering”? i. We do not believe this skill is directly applicable to the Senior Software Architect’s ability to provide the necessary services required to MHEC for MDSIS development, and as such, will be unnecessarily restrictive to the resources that may be submitted for this Key Personnel position. ii. Would it be possible to add the required experience to the Senior Software Engineer and Quality Assurance Analyst of at least two years of equivalent Financial Aid experience? i. We believe that due to the complexity, breadth, and scope of Maryland’s Student Aid programs require both the Business Analyst and the lead Software Architect to have suitable Financial Aid experience.

Agreed, we will address in an Amendment

6) Will MHEC clarify the “MBE Subcontracting Goal: 29%, with no sub-goals” as listed on the Key Information Summary Sheet? a. Does this mean the 29% MBE applies to the prime or must be subcontracted to an MBE subcontractor?

The 29% MBE goal means that 29% of the contract must be subcontracted out to a certified MBE vendor or vendors and up to 50% of the 29% goal can be met by an MBE prime, if awarded the contract.

7) Will MHEC consider lowering and/or eliminating the MBE goal in favor of a Maryland SBR goal?

Not at this time in the process

8) A 29% MBE + 1% VSBE goal is very restrictive to competition for a project with such an aggressive schedule. This will require the awardee to not only have their 5 Key Personnel ready upon contract award, but also for an MBE teammate to be available on project kick-off to meet the required goal with the first year.

Not at this time in the process

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9) Would MHEC consider striking all usage of Commercial off-the-shelf (COTS) terminology? i. By using this terminology MHEC is limiting competition to only vendors with a fully developed pre-existing product. ii. We would however suggest that all language relating to custom software, source code, and source code escrow (3.14.1, 3.14.2, and 3.14.3) remain.

During the transition from the previous vendor to our current state contract, having the source code is of utmost importance to the system's reliability, stability, and longevity. This should include both source code for custom developed and source code for the core COTs product.

It would not be advantageous to MHEC as an agency to remove these references. While a COTS solution is a goal, it is not a requirement. Sections

2.1.5 and 2.1.6, states (insert language from RFP)

10) Would MHEC consider changing the contract type from Firm Fixed Price to Time and Materials or Cost Plus? a. By using a Firm Fixed Price contract type with the current listed requirements there is a significant risk on the contractor such that the only mitigating solution will be to propose a much higher cost.

MHEC believes the fixed-price contract is suitable for the scope of work that is being required. It is suggested that each vendor provide an annual set price to maintain the system, complete enhancements, and develop and implement new programs as guided by legislation. We encourage each vendor to provide a set price sufficient enough to cover expected and unexpected costs based on materials and labor for such a project.

11) What are the evaluation criteria for the proposal? a. We suggest a best value evaluation criterion in which both Cost and Technical evaluation criteria are looked at.

Section 6.2.1 references the evaluation criteria that is available for vendors at this time. The State prefers the Offeror’s Technical Proposal to illustrate a comprehensive understanding of work requirements and mastery of the subject matter, including an explanation of how the work will be performed. Proposals which include limited responses to work requirements such as “concur” or “will comply” will receive a lower ranking than those Proposals that address and demonstrate an understanding of the work requirements and include plans to meet or exceed them.

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12) Will you consider adding a past performance criteria to include experience within the Higher Education, Financial Aid, or similar industry within Maryland? a.

Given the complexity, diversity, and extent of the State’s financial aid programs experience with the State’s needs. From our research Maryland has the most extensive financial aid programs in the entire country, experience with these programs and their nuance will be critical for each phase of the implementation, migration, and success of the MDSIS.

Past performance is desired but not a requirement.

13) Will MHEC want this application to be hosted on State of Maryland managed IT systems? (DoIT or alternative State managed/maintained cloud system)

Yes

14) Given the sensitive nature of the system, data, and workflows we would suggest that the solution (COTS or otherwise) be able to be hosted on a cloud system managed by the State. This could include clouds such as AWS, Azure, or internal DoIT cloud.

15) Will MHEC consider language to ensure if a COTs solution is implemented, that the vendor must implement any/all changes requested by MHEC? a. It is our experience that COTS vendors can/do refuse changes to their system that would be costly, Time prohibitive, or not usable by their other customers. We believe that any COTS solution should include this as part of the evaluation process.

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16) Will MHEC consider expanding the evaluation criteria applied to the economic benefit factors to include some percentage of the work being completed within the State of Maryland by Maryland companies and residents? a. We believe that given the mission of MHEC and OFSA, and Maryland’s technology centric workforce, this opportunity should be implemented by Maryland constituents and that part of the proposal evaluation criteria should account for this economic and societal benefit to Marylanders.

Section 6.1 lists no requirements for this RFP indicating that this solicitation is open to all qualified vendors. Evaluation of Proposals will be performed in accordance with COMAR 21.05.03 by a committee established for that purpose and based on the evaluation criteria set forth below. The Evaluation Committee will review Proposals, participate in Offeror oral presentations and discussions, and provide input to the Procurement Officer. The Agency reserves the right to utilize the services of individuals outside of the established Evaluation Committee for advice and assistance, as deemed appropriate.

17) How long are they giving the vendor to complete the dev work prior to full launch?

MHEC is looking for the vendor to provide a realistic timeframe on when development will be completed and the timeframe for a full launch.

18) How many users do they expect to use the system at a time?

It is estimated that over a 100,000 users could be using the system at the same time.

19) How much data do they expect to be retained on the system and for how long?

We need to know if the question refers to how much data or a specific dataset?

20) Any idea of the range of price for the system?

MHEC is currently in the process of collecting bids which will be evaluated in response to the RFP.

21) What are all the systems or portals that will need to accessed through this system (e.g. FAFSA portal)

Federal Student aid portals, College Board Portal, Comptroller's office and other external 3rd party systems related to business processes.

22) Will the grants be disbursed and managed through the system or just used for the applications?

Yes, Grants will be disbursed and managed through the system.

23) Other than the students, who else will be using the system?

Legislators ie. Senators and Delegates, Financial aid offices, Non-profit agencies, Internal staff, Local education agencies and High school administrators.

24) When does the first draft of the system need to be made available to the customer to review?

The first draft's timeframe will be based on when the RFP bidders put in their anticipated development and implementation timeframes.

25) At each level how many supervisors, teachers, staff administrators and overhead individuals will be expected to be able to access the system at any given time?

The system should be able to accommodate over a 100,000 users accessing the system at the same time.

26) What is the current expected budget for this project?

MHEC is currently in the process of collecting bids which will be evaluated in response to the RFP.

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27) Has there been a previous provider for a statewide education system of this magnitude?

Yes

28) What does the monthly by weekly and weekly support look like?

Submission of support tickets and check support request status, notes, comments, and more, 24/7/365.

29) What does the turnaround time need to look like for patch work and system improvements need to be?

7 days turnaround time maximum

30) Does there need to be 24/7 support provided once the system has been implemented?

Yes

31) What is the allocated budget for this opportunity?

Please submit a proposal in response to this and they will be evaluated in response to the RFP.

32) What is the current spend on YoY Support?/Team composition currently supporting the application ?

MHEC is currently in the process of collecting proposals which will be evaluated in response to the RFP.

33) Who developed the current system? Gold Bridge Partners, Inc. developed the current system.

34) What is the allocated budget for this opportunity?

MHEC is not releasing this information at this time, but is currently in the process of collecting proposals which will be evaluated in response to the

RFP.

35) Team composition currently supporting the application?

The current MHEC Project consists of a Project Manager (PM), Business Analyst (BA), Contract Monitor , CIO, Product Owner, Finance Officer, SMEs and an Enterprise Architect. The team will be rounded out with a Technical Writer.

36) What is the front-end language used for the current system? .NET

37) Where can we obtain a list of MD MBEs?

https://www.mdot.maryland.gov/tso/pages/index.aspx?pageid=90

38) How much did the state spend on Gold Bridge Partners, Inc. and is currently supported by Interclypse, Inc. contract?

https://bpw.maryland.gov/Pages/meetingDocuments_year.aspx Yes. Please refer to page 101 on https://bpw.maryland.gov/MeetingDocs/2016-July-27-Agenda.pdf

39) Did you say the solution will interface with a loan servicing system that is already in place, or that the solution needs to have a loan servicing component build in?

The MDSIS solution must have querying ability to extract raw data via a csv file format (Page 9 of the RFP Researcher Module section). This feature will meet multiple needs in the system.

40) If the entity is VSBE-certified, that would suffice for the 1% subcontracting requirement? Same question for MBE.

Yes that is correct for VSBE. The 29% MBE goal means that 29% of the contract must be subcontracted out to a certified MBE vendor or vendors and up to 50% of the 29% goal can be met by an MBE prime, if awarded the contract.

41) Part A: Is the incumbent provider precluded from bidding? No

42) What top 3 things are you trying to change? In other words what does the New

Please review the RFP (pages 7 - 11). The MDSIS requirements needed for the State are listed in the document.

http://www.mhec.maryland.gov/ https://www.mdot.maryland.gov/tso/pages/index.aspx?pageid=90 https://bpw.maryland.gov/Pages/meetingDocuments_year.aspx https://bpw.maryland.gov/MeetingDocs/2016-July-27-Agenda.pdf

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System To-Be have that the current As-Is system doesn't?

43) After the system is implemented in production, how should enhancements that Maryland requests for changes to the new system be paid for by Maryland?

Enhancements will be addressed as part of the Maintenance and Operations option year(s). MHEC has defined a Fixed Price payment structure for enhancements. This is not a Time and Materials contract.

44) Would the process be for the vendor to provide Maryland with a change order estimate for the price based on time and materials?

The state has defined a fixed payment structure for enhancements. This is not a Time and Materials contract.

45) Who is responsible for hosting the solution?

The State of Maryland Department of Information Technology (DoIT) as MHEC's Enterprise provider

46) This multi-language requirement refers to external portals and not for state use right?

Yes, that would be correct.

47) The RFP indicated you want the solution to be “available in multiple language. Do you have a list of expected languages?

Yes all solutions are required to be multilingual. The multi-level language requirement will consist of the following: English, Spanish, Chinese, French (Western African-Yoruba, Twi, Igbo) and Korean.

48) Do vendors have to have separate MBE and VSBE partners, or can vendors partner with a company that has both certifications and therefore meets both subcontracting requirements?

Vendor can have separate MBE or VSBE partners or partner with a company that meets the subcontracting requirements

49) Should the experience exclusively come from the Prime offeror? No

50) Will you consider Vendor hosted solutions?

The State of Maryland prefers the solution be hosted by the State of Maryland however if the vendor has a hosted solution then the data must be stored on the state's platform.

51) How are they currently awarding, invoicing, and reporting on current scholarship recipients at the school level?

At the school level for the decentralized programs, they upload rosters, and the Agency completes the payment process. After completing the payment process, the team completes the Invoicing and standard reports can be generated in the current system based on the logged in users profiles.

List of Decentralized Programs:

1. Campus Based Educational Assistance Grant 2. Part Time Grant

3. Workforce Development Sequence Scholarship

4. Graduate & Professional Scholarship Program

5. Promise Scholarship (will be included in the list of 2024-25)

52) a. Of the 250,000 cited (page 2) Applied for each of the 29 scholarship / loan forgiveness programs?

https://mlsd.ent.sirsi.net/client/en_ US/JCR/search/detailnonmodal/ent:$002f$002fSD_IL S$002f0$002fSD_ILS:28260/one?qu=%22maryland+ documents+list%22&te=JCR https://dls.maryland.gov/library/mandated-reports/#!

https://mlsd.ent.sirsi.net/client/en_%20US/JCR/search/detailnonmodal/ent:$002f$002fSD_IL%20S$002f0$002fSD_ILS:28260/one?qu=%22maryland+%20documents+list%22&te=JCR https://mlsd.ent.sirsi.net/client/en_%20US/JCR/search/detailnonmodal/ent:$002f$002fSD_IL%20S$002f0$002fSD_ILS:28260/one?qu=%22maryland+%20documents+list%22&te=JCR https://mlsd.ent.sirsi.net/client/en_%20US/JCR/search/detailnonmodal/ent:$002f$002fSD_IL%20S$002f0$002fSD_ILS:28260/one?qu=%22maryland+%20documents+list%22&te=JCR https://mlsd.ent.sirsi.net/client/en_%20US/JCR/search/detailnonmodal/ent:$002f$002fSD_IL%20S$002f0$002fSD_ILS:28260/one?qu=%22maryland+%20documents+list%22&te=JCR https://dls.maryland.gov/library/mandated-reports/

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53) b. Of the 55,000 (page 2) were awarded for each of the 29 scholarship/loan forgiveness programs?

https://mlsd.ent.sirsi.net/client/en_ US/JCR/search/detailnonmodal/ent:$002f$002fSD_IL S$002f0$002fSD_ILS:28260/one?qu=%22maryland+ documents+list%22&te=JCR https://dls.maryland.gov/library/mandated-reports/#!

54) In 2023-2024 how many funds (dollar volume) were disbursed for each of the 29 scholarship/loan forgiveness programs?

https://dbm.maryland.gov/budget/Pages/operbudget/historical-operbud-docs.aspx

55) Is this RFP including upgrade / replacement of the MHEC One App?

56) a. If not, is MHEC interested in an optional component included in the RFP response which fully incorporates cloud-based student application processing for MHEC One App?

Yes. A new system will be required to either incorporate the current MHEC One app or provide a replacement that matches.

57) Would MHEC want to fully integrate the MHEC-One application?

58) Please elaborate on the Identity Management System which was described as being the central authentication system deployed by DoIT.

The identity management system DoIT currently uses is OKTA for Multi- Factor Authentication (MFA) for access management.

59) How would MHEC decide on whether to deploy the system in the vendor’s network or MHEC’s network?

Due to the sensitive nature of the data, the intent is to deploy in the state's network managed in DoIT's cloud environment.

60) MHEC is approved for yearly allocation, then the allocation is allocated across MHEC funds for centralized awards. Is this a correct assumption?

No. Each program receives its own appropriation.

61) Does MHEC plan to maintain both a centralized and decentralized processing for different funds?

Yes. MHEC is required by law.

62) On page 3 of the RFP, the summary indicates that there are 5 Loan Assistance Programs. However, there are no “Loan Assistance Programs” listed on the MHEC program summary page located at https://mhec.maryland.gov/preparing/ Pages/FinancialAid/descriptions.aspx. Is https://mhec.maryland.gov/Pages/loan-assistance-programs.aspx https://mlsd.ent.sirsi.net/client/en_%20US/JCR/search/detailnonmodal/ent:$002f$002fSD_IL%20S$002f0$002fSD_ILS:28260/one?qu=%22maryland+%20documents+list%22&te=JCR https://mlsd.ent.sirsi.net/client/en_%20US/JCR/search/detailnonmodal/ent:$002f$002fSD_IL%20S$002f0$002fSD_ILS:28260/one?qu=%22maryland+%20documents+list%22&te=JCR https://mlsd.ent.sirsi.net/client/en_%20US/JCR/search/detailnonmodal/ent:$002f$002fSD_IL%20S$002f0$002fSD_ILS:28260/one?qu=%22maryland+%20documents+list%22&te=JCR https://mlsd.ent.sirsi.net/client/en_%20US/JCR/search/detailnonmodal/ent:$002f$002fSD_IL%20S$002f0$002fSD_ILS:28260/one?qu=%22maryland+%20documents+list%22&te=JCR https://dls.maryland.gov/library/mandated-reports/ https://dbm.maryland.gov/budget/Pages/operbudget/historical-operbud-docs.aspx https://dbm.maryland.gov/budget/Pages/operbudget/historical-operbud-docs.aspx https://mhec.maryland.gov/preparing/%20Pages/FinancialAid/descriptions.aspx.

https://mhec.maryland.gov/preparing/%20Pages/FinancialAid/descriptions.aspx.

T 410.767.3300 • 800.974.0203 • F 410.332.0270 • TTY for the Deaf 800.735.2258 www.mhec.maryland.gov there a separate program summary page for these loan assistance programs where they are both enumerated including links through to the program requirements?

63) Further at:

https://mhec.maryland.gov/preparing /Pages/FinancialAid/descriptions.aspx there is a reference to four “Tuition Waiver Programs: enumerated as:

a. Tuition Waiver for Foster Care Recipients, Homeless Youth, Maryland National Guard, Students with Disabilities.

b. Are these included or not included in the overall program requirements under RFP

#BPM042413?

No these aren’t included.

64) Finally, Page 3 of the RFP indicates there is one “Stipend” program, however there is no listing at https://regentedu.sharepoint.com/:w:

/g/Sales/EZTWrICgxEFNjKn1tRIv1- QB3U3XSqwwCwi15G0IVz6JuQ?e=NLWjDu.

Is there a separate program summary page for this stipend program?

The program is currently in development. Please reference the link for more information on the Stipend program https://mhec.maryland.gov/Pages/loan-assistance-programs.aspx

65) Data conversion requirement: How large is the data base of MD-CAPS currently?

We have three databases:

MDCAPS 510.75788 GB (Primary DB)

MDCAPS_DataWarehouse 55.47356 GB (DataWarehouse used for Querying purposes)

MDCAPS_LongTermArchive 262.39219 GB (LongTermArchive stores older audit records

66) How many years of processing does this represent?

The 08-09 Academic Year is the start of the full data stored within the Primary DB. There are partial records available from as early as 1981-82.

67) Do all years / data need to be converted?

Yes, the intent is to convert all data. When a vendor is on boarded, MHEC will examine what data can be archived.

68) For external system interfaces (see page 5), what if the purpose of the interface with a.) The Maryland Comptroller’s Office?

The Comptroller's office is to process and send the funding to the institutions.

b.) The Maryland Central Collection Agency?

The Central Collection Unit processes outstanding balances which are transferred over for collections.

http://www.mhec.maryland.gov/ https://mhec.maryland.gov/preparing

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69) For the “researcher” or “legislative” persona (page 6) are there existing specifications or samples for the reports that these personas run?

Refer to "Maryland Documents," and "Joint Chairmen's Report Responses" at https://dls.maryland.gov/library/#

70) The “MHEC institutional portal” (page

6) indicates that this user processes payments to institutions and individuals.

Does this system actually process the actual payments (ACH, checks, etc.) or inform the actual payment system of record to initiate such a payment? If the latter, what system?

The MHEC portal allows the user (permitted access to the portal) to request payment. The internal portal allows agency users to process payment requests.

71) Under 2.s. on page 7, “environments” is mentioned – can you elaborate? Is there a specified number of non-production instances/environments that are required or desired?

Please refer to page 11 of the RFP that describes the environment needs.

72) Does MHEC have a target NTP date?

(Page 13) Yes

73) Under 2.3.3 there is a reference to a “standard monthly invoice.” Will MHEC accept annual or quarterly invoicing?

MHEC is open to discussions on invoicing.

74) Under 2.3.9.1 (page 17) It is indicated that technical support is provided during regular state business hours, but also 24/7/365. Is the 24/7/365 requirement only for emergency support? This is not clear.

Yes 24/7/365 is for emergency support with the understanding that all applications need to be up and running 24/7/365.

75) Is it proposed that the SLA targets and their associated failure credits shown in 2.5.7are calculated on a monthly basis? An annual basis?

Vendors should provide MHEC will full cost estimates for SLA targets stated in the RFP.

76) Under 3.5.1, should the system be deployed within DoITs network (see question #6 above), would DoIT also be providing the DR environment and associated costs?

Yes, DoIT will provide the DR environment and MHEC handles the associated costs. DR is a shared responsibility between DoIT, MHEC and in collaboration with a selected vendor who would handle Database and application backups.

77) Can we leverage experience from Prime and Sub to meet the requirements in Section 3.10? Can anybody confirm please.

Yes this is allowed for solicitation process https://dls.maryland.gov/library/

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78) How much weight is given to reaching MBE and VSBE target in RFP?

MBE Subcontracting Goal - 29%, VSBE Subcontracting Goal - 1%. Please reference page 3 on the MDSIS RFP.

79) MDCAPS – What is the system built on?

Could you kindly share details? MDCAPS was built on .Net platform

80) Support are you looking for in-person support, email or phone?

In-person support is an option. Email and Phone Support is required for

MDSIS.

81) What’s the cloud platform? DoIT is using?

DoIT offers Public Cloud (AWS) hosting services as well as private DoIT Cloud Hosting services.

82) Since it is public facing postal, is Section 508 part of the scope? Yes we will amend section 2.2d on the MDSIS RFP

83) What are the major pain points of

MDCAPS?

Please reference page 7 - 11 of the MDSIS RFP on what features need to be implemented.

84) How many agencies will have access to this system? We need clarification on the definition of agency?

85) Are they looking to update their current Business practices to implement efficiencies with this new system or it is a lift and shift with enhancement?

Yes MHEC is looking to optimize thier current processes and implement new business practices and efficiencies in line with MDSIS

86) Is the system to monitor the payment of the MBE exclusive MHEC or is it the current State document process?

Payments will be the responsibility of the Prime Contractor in accordance to the State's MBE policies. (Refer to page 47 of the RFP)

87) How old or when did the MHEC start using the current system?

The current system was deployed in 2010.

88) Can MHEC send at a list of meeting attendees in person and online?

Information about attendees will be posted on eMMA?

89) For each of the awarding programs (Scholarship, Loan forgiveness, legislative…) is there documentation that dictates each program rules to include:

Student eligibility, Supporting document criteria on, Award calculation formulas, Disbursement rules, Budgeting rules for each programs?

https://govt.westlaw.com/mdc/Browse/Index?%20 transitionType=Default&contextData=%28sc.Default%29& transitionType=Default https://mhec.maryland.gov/preparing/Pages/FinancialAid/descriptions.aspx

90) Can you elaborate on the requirements for “End-user support” + Technical support + How these objectives differ? Can you share annual end user support “contacts” or “calls” or “Tickets” count?

Please reference the SLA requirements on Section 2.5 on pages 23 - 26 of the MDSIS RFP.

http://www.mhec.maryland.gov/ https://govt.westlaw.com/mdc/Browse/Index?%20%20transitionType=Default&contextData=%28sc.Default%29&%20transitionType=Default https://govt.westlaw.com/mdc/Browse/Index?%20%20transitionType=Default&contextData=%28sc.Default%29&%20transitionType=Default https://govt.westlaw.com/mdc/Browse/Index?%20%20transitionType=Default&contextData=%28sc.Default%29&%20transitionType=Default https://mhec.maryland.gov/preparing/Pages/FinancialAid/descriptions.aspx

T 410.767.3300 • 800.974.0203 • F 410.332.0270 • TTY for the Deaf 800.735.2258 www.mhec.maryland.gov

91) Please confirm that Orals is reforemend in section 6, will welcome part of the technical evaluation? Offerors may be required to make oral presentations to State representatives. Oral presentations are considered part of the Technical Proposal. Offerors must confirm in writing any substantive oral clarification of, or change in, their Proposals made in the course of discussions. Any such written clarifications or changes then become part of the Offeror’s Proposal. The Procurement Officer will notify Offerors of the time and place of oral presentations.

No. The oral presentation will be limited to proposals determined to be reasonably susceptible to be awarded, and limited to information in the proposal as submitted.

92) Please confirm Section 2.1.4 that all team members of the offeror can meet the required qualifications? (2.1.4) An Offeror, either directly or through its subcontractor(s), must be able to provide all goods and services and meet all of the requirements requested in this solicitation and the successful Offeror (the Contractor) shall remain responsible for Contract performance regardless of subcontractor participation in the work. (in the RFP confirmed)

93) If the offeror is proposing a COTS that is an ERP OR an SAAS solution then the MBE partners is supposed to be the implementation partner, but also a Maryland based small business, is that correct.

MBE participation must be certified in Maryland https://gomdsmallbiz.maryland.gov/Pages/default.aspx

94) Can we provide references from outside of US. Do the references have to be purely related to financial aid management or can it also encompass SIS development and implementation experience?

No

95) Can we leverage offshore resources (Outside US) to provide support?

96) Can we have a team based out of India for the development, implementation and support activities - This will be with

No https://gomdsmallbiz.maryland.gov/Pages/default.aspx

T 410.767.3300 • 800.974.0203 • F 410.332.0270 • TTY for the Deaf 800.735.2258 www.mhec.maryland.gov complete coverage of State of Maryland working hours?

97) We have out of box capability to service approximately 60% of the RFP requirements, for the rest 40% some amount of customization and development of our core product will be needed which will be factored in the 12 month development and implementation phase

Thanks for the comment.

98) Do we need to have the organization and other sub-vendors registered in the state of Maryland?

All contractors must be in good standing in the State of Maryland. A contractor that is an MBE must be registered as an MBE in Maryland.

99) Do we need to have the organization and other sub-vendors registered in the state of Maryland?

All contractors must be in good standing in the State of Maryland. A contractor that is an MBE must be registered as an MBE in Maryland.

100) Page iii says: Contract Duration: 5 years with five (5) one year renewal option periods. Page 14 says: The first operation and maintenance year includes a system warranty. The contract includes an additional four (4) years of renewal options for operations and maintenance support exercisable at the State’s discretion.

Attachment B1 has system development + 1 year of warranty/maintenance followed by 5 optional years. Question: Can the duration of the contract plus any optional renewal years be clarified?

An amendment will be provided to offer more clarification.

101) How will hosting work?

MHEC receives IT services from DoIT and thereby inherits operational, management, and technical benefits associated with DoIT’s hosting and security services. DoIT will set up the vendor for accessing the MHEC server environment.

102) How are hosting costs evaluated in the proposal, if at all?

MHEC receives IT services from DoIT and thereby inherits operational, management, and technical benefits associated with DoIT’s hosting and security program. Costs associated with hosting are taken care of through DoIT and MHEC. There is no hosting cost responsibility for the vendor.

103) In DoIT hosting, what is the role of the vendor in regards to maintenance, coordination, security, cost, uptime, and support?

MHEC receives IT services from DoIT and thereby inherits operational, management, and technical benefits associated with DoIT’s hosting and security services. The vendor does not have a role in this.

104) If the state wants Multi Factor Auth, Web App Firewall, etc. are these acquired through and managed by DoIT as well?

The vendor must work ensure the application has MFA and WAF features and must work in collaboration with DoIT to complete the solution. The vendor must provide the cost estimate for the requested software features.

T 410.767.3300 • 800.974.0203 • F 410.332.0270 • TTY for the Deaf 800.735.2258 www.mhec.maryland.gov

105) Is the vendor responsible for the costs in this situation or do those go to the agency directly?

DoIT hosting costs are handled between DoIT and MHEC.

106) If the vendor is responsible for the costs, how can the vendor determine what the costs will be for any of these items?

DoIT hosting costs are handled between DoIT and MHEC.

107) General question: In evaluating SLAs for things like uptime, how can vendor be assured it will not be assessed SLA credits for actions of DoIT, if for example DoIT caused a system outage?

DoIT will provide MHEC with notification of any outages on the DoIT Infrastructure so that the vendor will not be held liable.

108) The RFP mentions Maintenance/Support is a fixed price.

Are enhancements to the system included in that fixed price, and are there any limits as to what the state can request as part of maintenance and support?

109) Are state legislative changes included in that fixed price, and if so, are there any limits as to what the state can request for legislative changes?

110) Page 2, Section 2.2 Background, Purpose and Goals – The RFP states the following “The infrastructure of the current database application is no longer adaptable to new technologies, which justifies this project. The system has reached its design capacity for advanced technology features.” Question: How was this determination made?

This was a directive from the Maryland General Assembly.

111) Gold Bridge Partners does not agree that the MDCAPS system has reached is design capacity for advance technology features. The MDCAPS system was built using the same software framework and database that Gold Bridge Partners has enhanced for other clients to provide for much of the new functionality that MHEC is requesting in this RFP. Our professional opinion is that the items you are asking for

This was a directive from the Maryland General Assembly. See Chapter 639 Laws of Maryland 2022.

T 410.767.3300 • 800.974.0203 • F 410.332.0270 • TTY for the Deaf 800.735.2258 www.mhec.maryland.gov in the RFP are attainable within the current MDCAPS system.

112) Would the state consider an alternative proposal of continuing with the existing MDCAPS system and having Gold Bridge Partners apply changes to the current software to upgrade the system to its latest version thereby meeting the needs of the agency?

We will consider all proposals submitted.

113) Page 7, Section 2. High Level Functions Required to Achieve the Goals Include: a.

Available in Multiple Languages – Questions: Do all portals need to accommodate multiple languages? Is it acceptable if just the Student Portal accommodates multiple languages? Which languages need to be supported?

Yes, all solutions are required to be multilingual. The multi-level language requirement will consist of the following: English, Spanish, Chinese, French (Western African-Yoruba, Twi, Igbo) and Korean.

114) Page 7, 2. High Level Functions Required to Achieve the Goals Include: c.

Student Portal Document Tracking d.

Capability for Electronic Signatures.

Does MHEC already have a document management tool it wishes to integrate with MDSIS, or will vendor be providing the document management tool?

Vendors will be expected to build out document management capabilities.

Please refer to section 2.2d page 8 of the MDSIS RFP.

115) Does MHEC already have an electronic signature process it wishes to integrate with MDSIS (such as Docusign), or will vendor be providing the electronic signature process?

Yes, the vendor will be providing the electronic signature process. Please refer to section 2.2d page 8 of the MDSIS RFP.

116) Page 7, Section 2. High Level Functions Required to Achieve the Goals Include: b.

Device independence (desktop, laptop, mobile device) – Questions: Do all portals need to be device independent? Is it acceptable if just the Student Portal is device independent?

Yes, it is acceptable if the student portal is device independent.

117) Page 7, Section 2. High Level Functions Required to Achieve the Goals Include: e.

Integration of External Systems – Question:

See Section 2b, page 5 that includes external systems.

T 410.767.3300 • 800.974.0203 • F 410.332.0270 • TTY for the Deaf 800.735.2258 www.mhec.maryland.gov

What external systems need to be integrated?

118) Page 7, Section 2. High Level Functions Required to Achieve the Goals Include: f.

Multi-Level Communications – Question:

Please explain in detail what is required for multi-level communications.

119) Page 7, Section 2. High Level Functions Required to Achieve the Goals Include: k.

New Maryland Program Additions – Question: Please explain in detail what is required for New Maryland Program Additions.

120) Page 8, Automated Application Processing – RFP states “Application platform that combines adaptive matching and automated communications related to internal award opportunities, creating a fatigue-free experience for all applicants. It must have a good User Interface and be intuitive to the end user.” Question: What does fatigue-free experience mean?

MDSIS needs to have a clear and digital interface in which a user interacts with graphical components such as Icons, Buttons and Menus. These visuals displayed need to convey information relevant to the user as well as actions that they can take. It needs to be user friendly, efficient, have good clarity and easily accessible.

121) Page 13, (9) Testing using live data test sets during development, in parallel to the existing system with Contractor staff on site during testing, if possible. Question:

Is it required for the vendor to be onsite?

Not required but preferred.

122) Page 17, Section G. User support (Help Desk) 1. Contractor shall furnish Help Desk services for the Agency with a goal to integrate with the DoIT ServiceNow instance – Question: please provide details explaining the DoIT ServiceNow instance and how the contractor’s Help Desk should integrate with it.

In short, the vendor could have a maryland.gov account to log directly into the DoIT instance to create and fulfill tickets.

123) Page 44, Section 3.10.8 Work Hours, C. Contractor Personnel – RPF states that contractor personnel may also be required to provide occasional support outside of normal State Business Hours, including evenings, overnight, and weekends, to support specific efforts and emergencies, Yes. Please include this in your Fixed Price Proposal.

T 410.767.3300 • 800.974.0203 • F 410.332.0270 • TTY for the Deaf 800.735.2258 www.mhec.maryland.gov such as to resolve system repair or restoration. Hours performing activities must be billed on an actual time worked basis at the rates proposed. Other sections of the RFP mention fixed price and no time and materials. Question: Is section 3.10.8 correct?

124) Page 65, Section 4.31 Nonvisual Access – do all portals need to comply with 508, or is it acceptable if only the Student Portal complies with 508 access?

125) Page 86, B-1 Financial Proposal Form, Question: Can MHEC provide the excel file for Attachment B-1 - MHEC MDSIS RFP BPM042413 Financial Proposal Form.xlsx?

eMMA has only the PDF form for this file.

Excel format will be provided in eMMA by the state. (Attachment B-1)

126) Page 86, B-1 Financial Proposal Form, Question: Can MHEC provide the excel file for Attachment B-1 - MHEC MDSIS RFP BPM042413 Financial Proposal Form.xlsx?

eMMA has only the PDF form for this file.

Excel format will be provided in eMMA by the state. (Attachment B-1)

127) Page 117, Attachment P, Question:

Can MHEC provide the excel file for Attachment P – MHEC MDSIS RFP Payments vs Milestones and SDLC Deliverables Schedule BPM042413.xslx?

eMMA only has the PDF form for this file.

Excel format will be provided in eMMA by the state. (Attachment P)

128) Please clarify if the multi-level communications are for all users or specific departments.

All users

129) Please provide more details on the features needed for the researcher portal.

Please refer to section 2.2d page 9 of the MDSIS RFP.

130) Specify the types of payment gateways that are normally used(or of preference)

None

131) Please provide clarification on the variables that determine the granting of awards for new scholarship programs.

Legislative guidelines determine the granting of awards for new scholarships.

T 410.767.3300 • 800.974.0203 • F 410.332.0270 • TTY for the Deaf 800.735.2258 www.mhec.maryland.gov

132) For student assistance, is it a chatbot type or a top-up to showcase different types /info/questions?

This function will be based off the vendor's proposals.

133) What's the timeline for the transition plan?

MHEC is looking for vendors to provide a realistic timeframe on when development and the first draft of the system will be completed and the timeframe for a full launch. Please review attachment P of the MDSIS RFP and make adjustments as needed.

134) What is the place of performance for the contract?

Maryland Higher Education Commission - 6 N Liberty St, Baltimore MD 21201

135) Will the vendor have a delegated office space for the duration of the contract? If so, how many seats will be allocated for the vendor?

Yes the selected Vendor will have an office space to perform the MDSIS Implementation

136) Will the contractor be required to provide walkthroughs of the software?

Yes

137) How large is the backlog of data that needs to be incorporated? Do we go back 5-10 years? Are there millions of applications that need to be preloaded by December 2024?

At this time MHEC intends to have all data ported over to the new application.

We have three databases:

MDCAPS 510.75788 GB (Primary DB) MDCAPS_DataWarehouse 55.47356 GB (DataWarehouse used for Querying purposes) MDCAPS_LongTermArchive 262.39219 GB (LongTermArchive stores older audit records)

138) What is the expected support from the outgoing system going to be? Will prior contract personnel provide any data?

There is a transition process within the current contract.

139) Any information on how the current data is currently stored? What APIs?

The current data is stored in a SQL database. There are no APIs in use.

140) Can we continue to market the implemented systems to other states and districts?

MHEC would have to review any request to market information of MDSIS.

141) What processes require external signers? Who are these signers?

Need clarification on this question

142) Do any financial aid awards or processes (including appeals) require multi-level approval?

Yes

143) Do all solutions need to be multilingual, or can this requirement be met with a multilingual chatbot for student and parent support?

Yes all solutions are required to be multilingual. The multi-level language requirement will consist of the following: English, Spanish, Chinese, French (Western African-Yoruba, Twi, Igbo) and Korean.

144) Please provide more information about how you are processing your financial aid. For example, we understand

MHEC has multiple financial programs which are processed differently. For example decentralized programs in which funds are provided to the institutions up front and institutions report at the end of the year who they

T 410.767.3300 • 800.974.0203 • F 410.332.0270 • TTY for the Deaf 800.735.2258 www.mhec.maryland.gov that individual institutions place awards on students' accounts. Who cuts those checks? If this is incorrect, please clarify and provide an overview of the award process starting with MHEC.

awarded funds to. An additional example is the guaranteed access grant in which institutions are provided a list of eligible students that they certified as eligible and request payment.

145) Who manages the billing: MHEC or the institution? If MHEC, how do you share information with the institution? If it's the institution, how do they share the information with MHEC?

Institutions complete a payment request through the current system and MHEC then processes the payment request through the current system and submits the payment request to the state's financial system.

146) Who manages the billing: MHEC or the institution? If MHEC, how do you share information with the institution? If it's the institution, how do they share the information with MHEC?

Institutions complete a payment request through the current system and MHEC then processes the payment request through the current system and submits the payment request to the state's financial system.

147) Can MHEC share a diagram of information flow to the billing question above like other diagrams included in the

RFP?

Feedback will provided during requirements review and JAD sessions.

148) In the bidder's conference, MHEC mentioned another RFP for the "service piece" of the project was forthcoming.

What services would be in-scope for that upcoming RFP versus what is out of scope for this RFP?

There will be a separate RFP to address this effort which will specify the required functionality.

149) Is MHEC looking to replace the entire invoicing process at MHEC for all your invoices, or just as it pertains to the schools invoicing MHEC for funding? And how many invoices are we talking about per year?

MHEC is looking to increase efficiency in its current invoice processes.

150) Do you currently utilize an external system/tool for your current communications

MHEC uses the Maryland State provided google workplace platform.

151) Can we assume that there is not a requirement for multiple languages for the administrative roles and only needed for students?

There is a multiple language requirement for MDSIS as stated in the RFP on Section 2.2 page 7

T 410.767.3300 • 800.974.0203 • F 410.332.0270 • TTY for the Deaf 800.735.2258 www.mhec.maryland.gov

152) On page 3 of the RFP the summary indicates that there are 5 Loan Assistance Programs – however there are no “Loan Assistance Programs listed on the MHEC program summary page located in:

https://mhec.maryland.gov/preparing/ Pages/FinancialAid/descriptions.aspx a separate program summary page was found in:

https://mhec.maryland.gov/Pages/loan-assistance-programs.aspx However this shows 6 programs listed can you please clarify which 5 programs are included in the “loan assistance program’s” for the RFP

Please review the link below that lists all the loan repayment programs

153) As also mentioned, although the conference recommended (.NET) for the front end, can we use or propose a different alternative language in our RFE?

In this case, we are thinking of React due to the code maintenance, its modular components, its large ecosystem of libraries and tools, and its virtual DOM which enables efficient updates to the UI.

.NET was not MHEC's recommendation, it was in response to the question regarding the language used for the current system's front end. Please submit your proposal with your recommended approach and expertise.

Shirlita Lee – Procurement Officer https://mhec.maryland.gov/preparing/ https://mhec.maryland.gov/Pages/loan-