Questions for RFP 25-448DOIT-ADMIN-B-45148.pdf

Questions for RFP #25-448DOIT-ADMIN-B-45148

1. Section B. of the RFP and Attachment A describe and show workflows for the LESO program; however, there are no requirements in Section F. for the LESO program. Is the LESO program and its workflows a part of this solicitation to be a part of the technical response?

2. Attachment A shows the workflow for the Donee Application process; however, there are no requirements in Section F. Is this process a part of this solicitation to be a part of the technical response?

3. Attachment A shows the workflow for the Direct Donation process using PANDADOC. Is this process a part of this solicitation to be a part of the technical response?

4. Attachment A refers to different workflows for Agencies using SAP and Agencies not using SAP. Are all transfer orders created in AssetWorks/Recoup or are there separate Transfer Orders created in SAP? What is the Agency doing within the workflow step for “Enter in SAP”?

5. Attachment A shows a workflow for State Surplus Vehicles. What system is used for this workflow? Is AssetWorks/Recoup used for vehicles? Is the State Surplus Vehicles workflow a part of this solicitation to be a part of the technical response?

6. The RFP mentions various types of auctions: online auctions, live auctions, and timed live auctions. Can you please describe the differences between these auction types, and if CMS is currently running all types of auctions?

a. Is CMS running or planning to run live, in-person auctions with an auctioneer?

b. If Live Auctions are to be run, is it anticipated that these will be a function within the Online Auction system, iBid?

7. Concerning Section F.1.5, if the State of Illinois owns the current iBid URL, how can the vendor be responsible for managing the DNS redirection?

8. Concerning Section F.1.11., are E-Pay and JetPay the same system or two different payment systems?

a. If different, will the system need to be integrated with both payment systems?

b. If the system needs to integrate with 2 payment systems, what are the distinguishing factors for the system using one or the other?

9. Concerning Section F.1.11., can you please describe how credit memos are to be applied to future sales? How does this interact with E-Pay and/or JetPay?

10. Concerning Section F.2.5, please clarify this requirement. Can you please break down the requirement into multiple sentences as to clearly define the notification timelines.

11. Concerning Section F.3.2., Table 1 requests the Actual or Estimated Annual Contract

Value. We cannot disclose contract values as our agreements with customers are confidential unless a FOIA request is approved by the respective entity. Additionally, as a wholly owned subsidiary of a publicly traded company, we are unable to provide financial information specific to our business. Do you have any suggestions for navigating this request for information?

12. In Section F.3.2., Table 1, Narrative item E requests experience with applicable “Election Management Systems.” Is there a typo in the RFP, and if so, how should it be worded?

13. Concerning Section F.5.9. – Explain what degree of detail is desired for “Track Users and Activity.”

14. Concerning Section F.5.14. - What is an “Asset Adjustments” module? Or what is the difference between Asset Management and Asset Adjustments?

a. Is this about assets already sent to and “owned by” CMS Surplus?

15. Concerning Section F.5.20., please provide further information regarding this requirement and workflow. Is this describing an integration with GSA Auctions?

16. Concerning Section F.5.45, is a “Transfer” different than a sale or donation? Please describe it in greater detail.

17. Concerning Section F.5.45, #2, please explain what is meant by Audit trail/user history to trace user activities. How granular does the system need to report on user activities?

18. Concerning Section F.5.45, #2, please explain what is meant by Display/set time availability and Property Status, regarding reporting.

19. Concerning Section F.5.45, #3, please explain what is meant by Item eligibility for transfer/purchase to categories or types of donations or other IL customers, regarding reporting.

20. For Attachment B – State Standard Security Requirements, Number 4, can you please provide the direct link to the policies mentioned? The provided one takes me to the DOIT home page.

21. For Attachment B – State Standard Security Requirements, Number 6, can you please provide the direct link to the policies mentioned? There is no link provided in the document.

22. For Attachment B – State Standard Security Requirements, Number 7, what technology is used or available for the identity and access management solutions?

a. Please describe in detail the identity and access management solution the vendor’s system must integrate with. Is there a Single Sign-On and/or Active Directory (or equivalent) requirement?

23. For Attachment B – State Standard Security Requirements, Number 9, does this RFP and the data that will ultimately be hosted by the vendor qualify as “State of Illinois financial information”?

a. Is a SOC 2 Type 2 an acceptable alternative as described in Numbers 10 and 11 within Attachment B?

b. Is a SOC 1 report required for a vendor award?

c. If a SOC 1 is required and the vendor does not currently have a SOC 1, is it acceptable for the vendor to obtain a SOC 1 during the 2-year implementation period laid out in the RFP?

24. For Attachment B – State Standard Security Requirements, Number 14, is this referring to permanent storage (hosting environments) or data accessibility? Does the vendor need to block access to the applications from outside the contiguous United States?

25. For Attachment B – State Standard Security Requirements, Number 20, what is the goal of this requirement?

a. If Illinois data is not allowed in any non-production system, does this include development, staging, UAT (Testing) environments specifically for the services procured under this contract? If this is the case, this will greatly inhibit the designing and testing of solutions for CMS. This will also greatly impact the ability to test for both the vendor and CMS.

26. For Attachment B – State Standard Security Requirements, Number 28, please define the word immediately. Is there a standard timeline for remediation?

27. Concerning the State of Illinois' Commitment to Diversity, there are requests made for specific financial information from vendors. Our company is a wholly owned subsidiary of a multi-national, multi-billion-dollar, publicly traded portfolio company, and is therefore subject to SEC/SEC equivalent regulations. These include the publishing of mandatory quarterly earnings. The parent company directs subsidiary companies to provide information about our corporate structure and limits the subsidiary’s disclosure to the fact that public quarterly earnings of the parent company are available for review.

We desire to remain competitive in this bidding process, but we are at an extreme disadvantage given the nature of its ownership. Do you have any suggestions for us to navigate this request for information?