Response to Offeror Questions document.docx

Q&A Document Date: 07/26/24

Subject: Questions & Answers, 24RFP10864_Perkins Data Application System

In accordance with the subject Request for Proposal (RFP), the following are answers to questions which have been submitted prior to 5PM, July 17. These questions are for informational purposes only; they do not alter the requirements specified within the RFP. Any changes to the RFP will be accomplished by the Office of Procurement Management through an addendum.

*The State's response will be in red font following the Vendor's question.

1. Is item 2.1.5.2 incomplete, or is the expectation that the provided resources will meet the specifications described in section 2.2?

The expectation is that the provided resources will meet the specifications described in 2.2 and beyond.

2. Does the integration of data into this system require collaboration among vendors? How will the state manage vendor collaboration?

This will require collaboration with BIT regarding the single-sign on process plus collaboration with other State vendors which manages the Perkins Report Card.

3. Does the State have resources that will be used for system rollout and/or training?

Yes, the State will absorb the effort of system rollout and/or training with the field.

4. Is the state interested in a pilot or phased rollout of the system?

Possibly, if the timeline of work completion allows us to do so.

5. Does the state have an anticipated timeline for system release?

The order in which the components of the Perkins Hub are completed will be discussed with the vendor. The system components may have staggered system releases. Post-secondary data collection happens during November-December of each year; Program Application work happens in February- March of each year; Secondary Data Collection preparation happens in April of each year with districts completing data collection in May- June 15th of each year. All systems will be completed and final per the stated contract completion date.

6. Has the state established an approximate or maximum budget for this project? If so, what is budgeted?

At this stage, we are focused on finding the best product at a reasonable price and do not have a specific budget to share. We encourage you to submit your proposal based on your best assessment of the project requirements.

7. Item 5.4 indicates that a "following budget template is provided" but the next item is Exhibit A. Is there a budget template?

The State does not have a budget template.

8. EXHIBIT A – STANDARD CONTRACT TERMS AND CONDITIONS

14. The Consultant hereby acknowledges and agrees that all reports, plans, specifications, technical data, miscellaneous drawings, software system programs and documentation, procedures, or files, operating instructions and procedures, source code(s) and documentation, including those necessary to upgrade and maintain any software program, and all information contained therein provided to the State by the Consultant in connection with its performance of services under this Agreement shall belong to and is the property of the State and will not be used in any way by the Consultant without the written consent of the State. Papers, reports, forms, software programs, source code(s) and other material which are a part of the work under this Agreement will not be copyrighted without written approval of the State. If we propose a COTS/SaaS solution, can #14 should be replaced with the following?

a) It is understood and agreed that all of the software, including source codes, utilized by Vendor pursuant to this contract, is now and shall remain the exclusive property of the Vendor.

b) The State shall have ownership of all the data produced by Vendor pursuant to this contract and may use it for any purpose, provided that all confidential data or information received by the State shall be subject to the confidentiality provisions of this contract.

If awarded the State will negotiate contract clauses.

9. Would it be possible to extend the deadline of the proposal by one week, to 8/16/2024?

The State is unable to adjust the deadline at this time.

10. Does the State have a preferred cloud vendor (AWS, Azure, Google Cloud)?

Azure is the preferred cloud vendor.

11. Does the State have a preferred reporting tool / BI Suite already procured to leverage or seeking new as part of this application build out?

Reports will be built within the Perkins Hub.

12. Is the State expecting a commercial off the shelf (COTS) product to satisfy these requirements or open to custom development?

The State is open to Custom Development.

13. Does the State have an existing cloud-based Data Lake strategy to accommodate the integration and reporting needs of this project?

Yes. The State has a data lake.

14. Does this State project have an expected Project Completion Date / Deadline requirement?

By the fall of 2026 all components should be completed with the 25-26 school year data being pulled using the new Perkins Hub system for use in federal reporting and the Perkins Report Card which is release in January 2027. Each component will have its own completion and release date. The release date of each component will be determined through collaboration with the vendor, once the order of development is determined, so that the needs of the state and system users are successfully met.

15. Does the State have a budget they can share for this engagement?

At this stage, we are focused on finding the best product at a reasonable price and do not have a specific budget to share. We encourage you to submit your proposal based on your best assessment of the project requirements.

16. Would the State consider reducing the cyber liability insurance from 20 million to 5 million?

The State normally requests at least 3 million.