PO22-260B Question and Answer Final .xlsx
XLSX spreadsheet 37 KB Posted
- Solicitation number
- 22-418DCFS-PROCU-B-28569
- Issued by
- St. Clair County, Illinois
About this file
This document is a Question and Answer (Q&A) worksheet related to the Illinois Department of Children and Family Services (DCFS) IT Project Services - OIG Case Management Request for Proposal (RFP) DCFS PO22-260B. The goal of this project is to analyze the current case management solution used by the DCFS Office of Inspector General, provide updated requirements, and then customize and implement Microsoft Dynamics as a replacement. The contract term is 24 months. DCFS does not plan to extend the current offer due date. The agency has not allocated a specific budget amount for this project and there is no incumbent vendor.
Pricing for this project will be submitted as hourly rates for each resource, which are expected to be fully-loaded and inclusive of all costs. There are no specific preferences or set-aside requirements outlined in the document. The current case management solution is over 15 years old, does not meet security standards, and requires outdated systems. The agency anticipates no more than 50 users for the new solution.
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Other files
| File | Type | Posted |
|---|---|---|
| Vendor Instruction for RFPs~2.docx | DOCX document | |
| PreBid Webex Chat.docx | DOCX document | |
| Forms B Section V.20.1~14.docx | DOCX document | |
| Prebid Attendee List ~3.xlsx | XLSX spreadsheet | |
| Notice of Electronic Submission Only~2.pdf | ||
| DCFS PO22-260B - Attachment B - Diversity Plan .docx | DOCX document | |
| Forms A Section V.18.1~26.docx | DOCX document | |
| DCFS PO22-260B - IT Project Services RFP v2.docx | DOCX document | |
| BEP Guidance Videos~1.docx | DOCX document | |
| FINANCIAL DISCLOSURES AND CONFLICTS OF INTEREST -Procured Additional Steps_10.pdf | ||
| DCFS PO22-260B - Attachment D - Question and Answer Template.xlsx | XLSX spreadsheet | |
| DCFS B28569 PO22-260B Notice of Award Form_1.pdf | ||
| DCFS PO22-260B - Attachment A - Narrative.docx | DOCX document | |
| DCFS BEP Goal Facilitation ADDENDUM B28569.xlsx | XLSX spreadsheet | |
| BEP Utilization Plan v21.0~1.pdf | ||
| DCFS PO22-260B - Attachment C - CMS Registered BEP Vendors List.xlsx | XLSX spreadsheet | |
| Pre-Submission Conference Sign-in Sheet~5.pdf |
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Worksheet Information
STATE OF ILLINOIS
ATTACHMENT D: Question and Answer Template Worksheet Information
| Tabs in this Worksheet | |
| Worksheet Information | This tab includes the information about the contents of this worksheet. |
| Questions and Answers | Please use this tab in this format to submit questions on the solicitation. The Department will post answers in the same format and an Addendum on BidBuy. |
| Columns in the Questions and Answers Tab | |
| Question ID | DCFS assigned # to track Questions and Answers. |
| RFP or Attachment Section | The DCFS RFP Section Number, such as Section 1 A.7., or please name a specific Attachment and the Section Number of the Attachment. |
| Page Number | This is the page number of the RFP or Attachment. |
| Topic | This is a general topic of the question. Please limit topics to the following; Offer Submittal, BEP Goal, Terms and Conditions, Technical Response, Commitment to Diversity, Pricing Table, Mandatory Requirements, Evaluation, Form A or Form B. |
| Specific Questions/Inquiry | Please enter your question here. |
| Department Answers | The Department will respond in this section on the dates identified in Section 1 A.6. of the RFP via an Addendum to the solicitation on the Bulletin. |
DCFS PO19-164 CCWIS Attachment U Questions and Answers Page &P of &N
Questions and Answers
STATE OF ILLINOIS
ATTACHMENT D: Questions and Answers Illinois Department of Children and Family Services IT Project Services - OIG Case Management RFP DCFS PO22-260B – BidBuy # 22-418DCFS-PROCU-B-28569
| ID | RFP or Attachment Section Number | Page Number | Topic | Specific Question/Inquiry | Department Answer |
| QaA.001 | D.2 | 22-23 | Supplies and/or Services Required | How were the anticipated duration and anticipated team size determined? | The Agency has analyzed the need and expectations of the project and provided a team structure and timeline based on expectations of the project as outlined in section D.1. The Agency recognizes that the Discovery phase of the project may present new information that would cause the timeline to be longer than expected and has built in additional time to mitigate that risk. |
| QaA.002 | D.1 | 22 | Goal | Is there other any more detail available about the scope of work, including any functional or technical requirements, existing solution shortcomings, number and roles of constituent users, etc.? | The replacement solution will be Microsoft Dynamics. The Project team is expected to develop the functional and technical requirements in the discovery phase of the project. |
See Section D.1: The Office of Inspector General, currently uses a customized case management solution that is over fifteen years old. The current solution does not meet security standards and requires the use of outdated Operating Systems and Hardware. In addition to the security concerns, this solution is not meeting all the needs of the OIG Division and is not a sustainable solution. The goal of this project is to analyze current solution, provide updated requirements for the end users, and then customize and implement Microsoft Dynamics as a replacement.
| QaA.003 | A.8 | 7 | Offer Due Date | May we request for an extension of the submission deadline? | There is no extension planned at this time. |
| QaA.004 | D.1 | 22 | Goal | Is there other any more detail available about the scope of work? | See QaA.002 |
| QaA.005 | E.1 | 27 | Pricing | Is the total pricing provided by the vendors (sum of hours x hourly rate for all resources) intended to be a 'Not-to-exceed' pricing? We are concerned that the information provided in the scope of work is insufficient to provide a precise quote, and that actual number of hours for each resource can accurately be determined only after the discovery phase. | Offerors are asked to provide an hourly rate, not to estimate the amount of hours required to complete the project. |
See section E.1.2: Pricing shall be submitted electronically in BidBuy under Bid number 22-418DCFS-PROCU-B-28568, in the Items Tab, using the following format: The total cost per hour stated for each resource be a fully-loaded hourly rate inclusive of, salary, benefits, insurance, labor, travel, materials, deliverables, tools, equipment, supplies, expenses, overhead, insurance, fuel, freight, transportation, and any other ordinary cost of conducting the Offeror’s daily business.
| QaA.006 | A.8 | 7 | Offer Due Date | Due date extension to provide a few more days | See QaA.003 |
| QaA.007 | C.16 | 20 | PREFERENCES | If the vendor is achieving the BEP subcontracting goal of 28%, is the prime vendor eligible to get the preference as mentioned in section C.16? | No |
| QaA.008 | N/A | N/A | Incumbent | Please provide details of the present incumbent and are there any problems, that the Department is facing with the incumbent? | There is no incumbent, this is a new project. |
| QaA.009 | N/A | N/A | Budget | What is the estimate budget for this project? | The Agency has not allocated a specific dollar amount to this project. |
| QaA.010 | A.9 | 8 | Submission of Offers | The items to be incorporated into Packet 3 are within the RFP. Should we cut out and return the specific sections that comprise Packet 3 or return the full RFP with those sections completed? | Only the applicable pages need to be returned See Section A.9 |
PACKET 3:
| • | Offer to the State of Illinois (Checklist) (Signed) | |||||
| • | Where Services Are to Be Performed | |||||
| • | Exceptions to Solicitation and Contract Terms and Conditions (Signed) | |||||
| • | Subcontractor Disclosure | |||||
| • | Subcontractor Form A or B (Signed) | |||||
| • | Subcontractor DCFS Specific Disclosure (Signed) | |||||
| QaA.011 | N/A | N/A | Digital Signatures | Are digital signatures acceptable, such as adobe, for items requiring signature? | Yes | |
| QaA.012 | A.8 | 7 | Offer Due Date | Based on the holiday/break that is occurring and a large number of key personnel required for this RFP/Bid timeframe, can the due date be extended? | See QaA.003 | |
| QaA.013 | N/A | N/A | Incumbent | Did any vendors already provide POCs related to this work in any way? If so, can they bid on this opportunity? | There are no current vendors providing any proof of concept or exploratory work related to this project. | |
| QaA.014 | D.1 | 22 | Goal | What are you looking for in a replacement system? | See Section D.1: The Project team is expected to analyze current solution, provide updated requirements for the end users, and then customize and implement Microsoft Dynamics as a replacement | |
| QaA.015 | N/A | N/A | General | How many users do you anticipate? | The agency does not expect there will be more than 50 users. | |
| QaA.016 | D.4 | 24 | Key Personnel | What is the Difference between Key Personnel and the rest of the resources listed? | Key Personnel must be identified and resumes submitted with Packet 1 of the Offer. Additionally, Key Personnel must be made available within 10 Calendar days of contract execution. These Key Personnel will be the immediate resources provided and preforming the discovery phase unless the awarded vendor has the other resources available. | |
| See Section D.4.1: | Awarded Vendor shall provide the names and resumes for Key Personnel with their proposal and they shall make them available within ten (10) calendar days of Contract execution, all remaining resources outlined above shall be provided within thirty (30) calendar days of Contract execution. The vendor shall deliver the project from concept to implementation, including all deliverables, reports, documentation, etc. | |||||
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FAQs
STATE OF ILLINOIS
ATTACHMENT D: Questions and Answers Illinois Department of Children and Family Services IT Project Services - OIG Case Management RFP DCFS PO22-260B – BidBuy # 22-418DCFS-PROCU-B-28569
| ID | RFP or Attachment Section Number | Page Number | Topic | Specific Question/Inquiry | Department Answer |
| QaA.001 | |||||
| QaA.002 | |||||
| QaA.003 | |||||
| QaA.005 | |||||
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