RFP 076 QA_final ADA .pdf

Q & A RFP OCA-DGCP-076: Comprehensive Item Banking Software Solution, Human Resources

OCA-DGCP-076:

Comprehensive Item Banking Software Solution, Human Resources

Request for Proposals

Questions and Responses

The New York State Unified Court System (UCS) thanks the vendors that submitted the questions below concerning the Request for Proposals (RFP) OCA-DGCP-076 Comprehensive

Item Banking Software Solution, Human Resources issued on Monday, June 15, 2026.

Question #1:

Page 53 has this:

There is only one PDF file, no separate PDF was provided with this. Is there one, or is this just referring to the later exhibits like E and F?

UCS Response:

Exhibit D was inadvertently left out of the original posting and has since been uploaded to the UCS Current Solicitations page and New York State Contract Reporter page. Additionally, an email was sent to the distribution list for this RFP with Exhibit D attached.

Question #2:

Article IV, Mandatory Requirement #2 requires the solution to meet FedRAMP Moderate/High Impact Level Security Controls and operate in a U.S. GovCloud or equivalent CONUS environment. Could you confirm whether the Bidder's proposed solution must hold an active FedRAMP Moderate/High authorization (or equivalent) at the time of proposal submission, or whether the hosting environment having the FedRAMP authorization is sufficient?

UCS Response:

We will not be saving any PII (Personal Identifiable Information) in the item bank so the hosting environment having the U.S. GovCloud or commercial FedRAMP will be enough.

Question #3:

Article IV.A.3 and Article VI.I require evidence of "financial stability and organizational viability" without a stated minimum threshold. Could you clarify what specific criteria or thresholds (e.g., minimum annual revenue, net worth, or financial ratios) will be used to evaluate a Bidder's financial stability?

UCS Response:

The RFP does not establish a specific minimum threshold. Instead, UCS would consider how long and at what scale each Bidder has been providing services to comparable clients, along with any relevant financial documentation as evidence of financial stability and organizational viability.

Question #4:

Article VI does not specify a maximum page count for the Narrative Description sections (B through G). Could you confirm whether a page limit applies to the narrative response, separate from resumes, job descriptions, and financial documentation, which are excluded from any such limit?

UCS Response:

Resumes, job descriptions, and financial documents do not count toward any page limit for the Narrative Description responses. This is expressly stated in Article VI(B)(2), which indicates:

“resumes and job descriptions will not be counted against the page limit for the narrative description of the applicant’s proposed staffing.”

The RFP does not impose a mandatory page limit for the Narrative Description sections in Article VI(B) through (G). Instead, the RFP requires that all submissions:

• Use single-spacing

• Use one-inch margins

• Use 12-point font

• Number pages

• Follow the prescribed form and organization of Article VI

Although no formal page limit applies, UCS expects responses to be concise, complete, and directly responsive to the Narrative Description prompts. Bidders are encouraged to provide sufficient detail to demonstrate compliance with all functional, technical, and implementation requirements, while avoiding unnecessary marketing material or boilerplate.

Question #5:

Article VI's introductory paragraph references "the number of requested copies" of the proposal, while Article VII.A states "Only one (1) signed, hard copy original complete proposal is required." Could you confirm the total number of hard copies required, and whether an electronic copy (e.g., USB or CD) should also be submitted alongside the original?

UCS Response:

As indicated in Article VII(A), one (1) signed, hard copy original complete proposal is required.

There is no requirement for an electronic copy, regardless of format.

Question #6:

Article X, Background Checks/Onboarding describes fingerprinting and security clearance requirements for Contractor staff with access to UCS Data or facilities, though the solution is expected to be cloud hosted. Could you clarify whether any onsite presence at UCS/OCA facilities is required for implementation, training, or ongoing support, and if so, the expected frequency and duration of onsite work?

UCS Response:

The described Background Checks/Onboarding security clearance requirements apply to Contractor staff with access to UCS data and/or facilities. Onsite presence is not required, all implementation, training and ongoing support can be performed remotely.

Question #7:

Article X, Insurance Requirements uses terminology associated with a grant application (e.g., "grant application," "Applicants awarded funding," "the center") rather than a competitive procurement. Could you confirm that the stated insurance coverage requirements, and the timing for submitting proof of insurance (i.e., with the proposal versus prior to contract execution), apply as written to this RFP?

UCS Response:

Yes, please see amended RFP and amendment #1. The insurance requirements and the timing for submission apply exactly as stated in the RFP. As indicated in the Document Enclosure Checklist, bidders must submit either:

• Copies of the bidder’s existing insurance certificates with the proposal, or

• A written statement affirming that the bidder will supply the required certificates upon notification of award and no later than five (5) business days prior to contract commencement.

This means bidders are not required to submit finalized insurance certificates at the time of proposal submission, but they must include one of the acceptable forms of proof listed in the Checklist.

Question #8:

Exhibit C, Section II.A.3 states "Contractor shall not use offshore subcontractors or cloud regions outside the U.S." Could you confirm whether this restriction applies only to personnel and systems with access to UCS data, or to all subcontractors and development/support staff regardless of data access?

UCS Response:

Any component of the application that is cloud based must be hosted in CONUS. For subcontractors and other staff, the restriction applies only to personnel with access to UCS data (i.e., only subcontractors and other personnel with access to UCS data must be within CONUS).

Question #9:

Article XI, Intellectual Property and Exhibit I/Appendix B describe "work for hire" ownership of "specially commissioned materials," without addressing ownership of the vendor's underlying commercial software. Could you confirm that the work-for-hire/assignment provisions apply only to specially commissioned deliverables and custom configurations, and that the vendor's pre-existing commercial off-the-shelf (COTS) software and underlying intellectual property remain vendor-owned and are provided to UCS under license?

UCS Response:

Yes, UCS confirms that the work-for-hire/assignment provisions apply only to specially commissioned deliverables and custom configurations, and that the vendor's pre-existing commercial off-the-shelf (“COTS”) software and underlying intellectual property remain vendor-owned and are provided to UCS under license.

Question #10:

Scope of Work, Section 9 (Acceptance Criteria) states "Because no existing item bank currently exists, the Bidder is not expected to perform data migration," while Exhibit A, Section 2 (One- Time Implementation Services) references pricing for "import of existing item data." Could you confirm whether UCS currently holds any existing item content (e.g., legacy exam questions in spreadsheets or another system) requiring import, or whether the import capability referenced in Exhibit A is intended only for validation purposes with no legacy data at this time?

UCS Response:

Yes, UCS holds existing item content and related item statistics in spreadsheets and other systems. While Bidder is not expected to migrate data on behalf of UCS, the proposed software should support UCS’s ability to import existing item content and statistics with minimal effort.

Question #11:

Scope of Work does not specify anticipated data volumes or user counts. Could you provide estimates for:(a) the total number of items expected to be authored/stored in the item bank;(b) the number of concurrent/named users?

UCS Response:

UCS expects (a) Over 5000 questions with the ability to continue adding questions and item statistical data over time; and, (b) 7-8 core users and 30-40 users item writing/editing permissions with the ability to delete and add users over time.

Question #12:

Scope of Work, Section 3.6 (Integration and Interoperability) references integration with "existing UCS systems or any external test delivery platform" without naming specific systems.

Could you identify the specific external systems (e.g., test delivery platform, HRIS) that the proposed solution is expected to integrate with, along with available API or data specifications?

UCS Response:

We currently contract with the vendor Talogy for test delivery. They are using the True Talent platform to host UCS assessments.. UCS needs to be able to export/import data (test questions, statistics) between the item bank software and Talogy True Talent.

Question #13:

Section II, Project Information states an "Estimated Contract Start Date" of October 1, 2026, shortly after the Proposal Submission Deadline and subsequent evaluation phases. Could you confirm whether October 1, 2026 represents the required production go-live date, or the planned start of the implementation phase (with go-live to follow per the vendor's proposed timeline)?

UCS Response:

October 1, 2026 is the anticipated contract start date, not the production go-live date. As stated in Article III(A), this date marks when the awarded vendor is expected to begin work under the contract, including implementation activities.

Question #14:

Article III (Term of Award) provides for a five (5) year Initial Term (on/about October 1, 2026 through September 30, 2031), with pricing to remain unchanged during the Initial Term, and Cost is scored on the "Total Projected Cost" from Exhibit A. However, Exhibit A / Pricing Sheet captures licensing/subscription fees for Years 1–3 only (Section 1), and its "GRAND TOTAL (Years 1–3 Required Costs)" and Section 3 support total exclude the "Optional Year 4" and "Optional Year 5" lines. Given that Bidders may not alter Exhibit A, could you clarify how licensing/subscription and support/maintenance fees for Years 4 and 5 should be reflected, and confirm whether the cost evaluation ("Total Projected Cost") will be based on the three (3)-year Grand Total or the full five (5)-year contract term?

UCS Response:

See Amended Exhibit A Pricing Sheet, which reflects the total contract award for the five-year term.

Question #15:

Article IV, Mandatory Requirement #2 (a pass/fail requirement) requires the solution to meet FedRAMP Moderate/High and operate in a U.S. GovCloud or equivalent CONUS environment, whereas the Confidentiality and Data Security provisions (Article XI) and Exhibit C (Sections I.B and II.A) state that adequate security "generally means" compliance with SOC 2 Type II or ISO 27001 and reference NIST 800-53 Moderate. Could you confirm whether a solution hosted in a CONUS environment with SOC 2 Type II and/or ISO/IEC 27001 certification (and NIST 800-53 Moderate alignment) will satisfy Mandatory Requirement #2, or whether a formal, active FedRAMP Moderate/High authorization is strictly required and its absence would render a Bidder nonresponsive?

UCS Response:

Since we will not be saving any PII on the platform, a U.S. GovCloud or commercial FedRAMP-authorized environment is sufficient, and the bidder does not need FedRAMP moderate/high authorization.

Question #16:

Article IV, Mandatory Requirement #1 (and Scope of Work, Section 4) permits a cloud-based (SaaS) and/or on-premises deployment model, while Mandatory Requirement #2 requires a U.S.

GovCloud/CONUS hosting environment. Separately, Article II lists a "Video Demonstration by Finalists," whereas Article III, Phase Three describes a "live product demonstration" and "oral presentation." Could you (a) confirm whether an on-premises deployment remains acceptable given the GovCloud/CONUS hosting requirement, or whether UCS intends to procure a SaaS solution; and (b) clarify whether the finalist demonstration is to be delivered live/in person or as a prerecorded video, along with the expected format and duration?

UCS Response:

(a) Mandatory Requirement #1 states that the proposed solution may support cloud-based (SaaS) and/or on-premises deployment models. Mandatory Requirement #2 separately requires that all hosting, storage, and transmission of UCS data meet FedRAMP Moderate or High security controls and operate in a U.S. GovCloud or equivalent CONUS based environment.

An on-premises deployment remains acceptable, provided the bidder can fully meet the security, data residency, and compliance requirements in Mandatory Requirement #2. The RFP does not require that UCS procure a SaaS solution; rather, any deployment model is acceptable so long as all security and hosting requirements are satisfied.

(b) As stated in Article III, Phase Three, finalists will be required to provide a live product demonstration and oral presentation, which will be scored as part of the final technical evaluation.

The reference in Section II to “Video Demonstration by Finalists” refers to the same live demonstration, which will be conducted virtually via video conference, not as a prerecorded submission. Finalists should expect:

• A live, interactive remote session

• Demonstration of actual system functionality

• An oral presentation with a question-and-answer period Specific instructions regarding the format and the expected duration will be provided to finalists upon notification of their invitation to Phase Three.

OCA-DGCP-076: