RFP - 200000002245 - Questions and Answers - Final.xlsx
XLSX spreadsheet 61 KB Posted
- Solicitation number
- RFP 171 200000002245 4
- Issued by
- Michigan
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Summary of RFP 200000002245 - Questions and Answers
This file contains the final questions and answers document for State of Michigan Department of State (MDOS) Request for Proposal 200000002245 regarding digital driver's license and identification card production and issuance services. The RFP seeks a comprehensive solution including image capture workstation (ICW) equipment and software for 133 branch offices plus one mobile office and one test environment, with approximately 150 total ICWs required. The state also requires two portable image capture units for homebound individuals and supporting infrastructure. The original proposal deadline was extended from September 18, 2020 to October 2, 2020 at 3 p.m. ET. Technical scoring, sample review, and oral presentations with selected vendors are scheduled for approximately the last two weeks of October 2020. The contract is anticipated to begin in 2021 with implementation and go-live scheduled for March 17, 2022, coinciding with the state's modernized MDOS system launch (CARS). The current contract expires on March 17, 2022. The five-year contract term begins on the contract signing date, with potential extensions available. The state expects production of approximately 2.9 million cards annually, including 800,000 WHTI-compliant cards and 2.1 million REAL ID-compliant cards.
Pricing will be evaluated on a best-value basis rather than lowest cost alone, with the technical scoring accounting for 45 of 100 points, samples reviewed on a pass/fail basis, and oral presentations used to clarify technical proposals before pricing is revealed. Contractors must provide all ICW hardware, software, and components unless specifically identified for state provision, with pricing included in Schedule B. The state will consider both state-hosted and vendor-hosted infrastructure options, with vendors required to specify their assumptions and requirements accordingly. Contractors must possess current NASPO Class I or II certification or equivalent third-party security audit certification for all manufacturing and production facilities. The state will not disclose current contract pricing but has indicated willingness to consider milestone payments during project implementation. Additional optional features, such as digital wallet capabilities for future legislative consideration, may be added through contract amendments with separate statements of work.
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Sheet1
| Q # | Document and Section | Page # | Bidder Question | Answer/Response |
| 1 | RFP Time Line | 1 | RFP Time Line - There was no published timeline for the Oral Presentation, can the State provide a block of time when the Oral Presentation will be scheduled? |
| Is there a published agenda for the Oral Presentation? | The Oral Presentations will be scheduled with the selected vendors upon completion of the Technical Scoring and Sample Review. Given that most State Employees are working remotely, we anticipate this being approximately the last two weeks of October, but is subject to change. A standardized agenda will be provided to all selected participants in advance, but finalization is pending any clarifying questions as part of the proposal review. | ||||
| 2 | RFP Timeline | 1 | In view of the need to create large numbers of custom samples (or for other various reasons) will the State of Michigan consider an extension of the proposal deadline? | Yes, the State has agree to extend the deadline by two weeks to Friday, 10/2/2020 at 3 pm ET. | |
| 3 | RFP Timeline | 1 | Anticipated contract beginning date for this RFP is listed as 12/15/2020. Is this the actual contract award date? If yes, what is the expectation for go-live date for issuance of credentials across the state under the new contract? It is our understanding that current DL/ID Card contract term runs out on 3/17/2022. | The current Contract for services expires on 3/17/2022. The State is going through a major infrastructure upgrade for the backbone system that supports MDOS called CARS. That system goes live in March of 2021, this would give any new bidder a year for implementation. Go-Live would be 3/17/2022. | |
| 4 | Proposal Instruction | 3 | Amendment 1 notes the Pre-proposal conference revised date as Monday Aug 26 - however we understand the conference is Wednesday Aug 26. We also understand that the conference will also be offered as a Teams video conference. Can the State please clarify? | The Mandatory Pre-Bid Meeting was held on Wednesday, 8/26/2020. This was a conference call that happened to be held using Teams. No Video was used and there was no recording of the call by the State. | |
| 5 | RFP 6. Delivery of Proposal | 3 | The requirement is: Electronic – The bidder must submit its proposal, all attachments, and any modifications or withdrawals electronically through www.michigan.gov/SIGMAVSS.1. The portal entry screen is seeking an entry for contract dollars. |
| Is it acceptable for the Bidder to enter 0 as this does not apply to this bid? | You can enter zero as long as your pricing is located in your Schedule B - Pricing. All Pricing should only appear in Schedule B. | ||||
| 6 | RFP 6. Delivery of Proposal | 3 | Is it permissible to submit the required plans as their own separate file and in searchable PDF format in lieu of submitting the plans in MS Word format? | Yes. Remember file size submission through SIGMA is 6 MB or less. | |
| 7 | RFP 6. Delivery of Proposal | 3 | Due to the numerous plans required and the file size limit, there are likely many separate attachments to post to the portal. |
| Is there a limit to the number of attachments that bidders are able to submit in the portal? | There's is no limit to the number of files, only the 6 MB or less size limit. | ||||
| 8 | RFP 6. Delivery of Proposal | 3 | Upon submittal, please confirm that bidders will receive confirmation of succesfull submittal. | SIGMA will send an acknowledgement upon submittal. The Solicitation Manager cannot see the submissions until after 4 pm the day the submissions are due. | |
| 9 | RFP 6. Delivery of Proposal | 3 | Bidder understands that word documents are required. We have the option to submit another set of pdf documents, but the original set must be in word. For the original set, there are card test reports from third party vendors. Also, plans are often in pdf protected format. From the bidder conference we understand the need for evaluators to be able to review, and make comments regarding vendors text responses to requirements. Having these files in word makes sense. However, converting third party pdf card test reports and plans into pdf can be problematic due to graphics, etc. It is likely that these documents are not meant for evalators comments. Would the state consider allowing third party pdf test reports and plans to be provided in pdf? (Text responses to requirements will be in word.) | The State will accept plans and reports in PDF format. Proposals and any text responses to the RFP should be in Word. The requirements matrix responses (Appendix A) may also be submitted in Excel. | |
| 10 | Instructions - Section 7 | 4 | What is the due date for samples? | Samples are due the same day as the Bid Submissions - Friday 10/2/2020 at 3 pm ET | |
| 11 | Instructions - Section 9 | 5 | Can the State please clarify the weighting of the Oral Presentation and Price in the overall scoring evaluation? | The Technical Scoring will be done first. Those proposals that meet the minimum threshold of 80 points out of 100 will have their Samples reviewed. The Sample review will be Pass/Fail. Then the remaining bidders will be asked to make Oral Presentations. The Oral Presentations and subsequent questions will be used to clarify technical scoring. Only after this is completed will pricing be revealed. Final selection will be made on Best Value, not necessarily lowest cost. | |
| 12 | Instructions - Section 9 | 5 | Can the State please clarify the weighting of the subsections in Appendix (Attachment) A in the overall scoring evaluation? | The scoring of the Requirements Matrix (Appendix A) accounts for 45 of the 100 points. Be sure to answer the question, and provide the requested supporting information/documentation for each requirement. Points may be deducted for simply answering "Yes" but not providing an explanation. | |
| 13 | Section 2 Card Sample Evaluation | 5 | How will Optional security features be evaluated? Will Optional security features be evaluated in the overall pricing? | Optional security features will be evaluated as part of the proposal and validated through samples. Only those proposals that pass the Technical evaluation, Samples, and Oral Presentations will have Pricing reviewed. | |
| 14 | Section 12.h – Reservations | 6 | Total cost of Ownership factors (transition and training costs) – Please delete this consideration. This consideration would appear on the face to provide any incumbent an unquantifiable advantage as they will always have the lowest transition cost to Michigan. Taking this criteria into consideration creates an inherently unfair procurement. | This request to delete is rejected. The state can consider best value in its evaluation, and to the extent transition costs factor into that determination, the state can consider it. | |
| 15 | Section 16 – General Conditions | 7 | Proposals owned by State – This clause states that other than Trade Secrets, all Proposals are owned by the State. Please confirm that if the Bidder submits a conceptual design or designs for the required DL/ID Cards, that unless Michigan contracts with the Bidder, the copyright in such designs remain the property of the Bidder. | The intent of this section is the state will own the physical proposal (RFP) that was submitted, not the intellectual property within (including copyrights). | |
| 16 | Section 17.e – FOIA- Resumes | 7 | FOIA- Resumes – This section states that a Bidder cannot redact its employees resumes which it includes with a bid. A resume contains significant personal information about an individual and could be used by a criminal as part of an identity theft scheme. Please confirm that for a resume a Bidder may redact the name and any information that might reasonably reveal the identity of the owner of the resume. | The name must be included for key personnel. In the event of a FOIA request - we would redact any personal contact information only, such as personal addresses, telephone numbers, email, etc. The previous contract has been FOIA’d many times and we provide a heavily redacted version of the contract. Resumes do not become part of the final contract. |
FOIA responsiveness is subject to Legal Services Administration evaluation.
17 Background 15 Legacy Photos - Can the State please provide information regarding the size and aspect ratio (dimensions) of historical legacy photos and signatures? Photo: Varies over time. The approximate size is 251w x 294h and Aspect Ratio of 251:294. Historical photos dated pre-2004 have a size of 328w x 384h and Aspect Ratio 41:48. Typically, the aspect ratio is close to 0.85 if you take w/h which is a 17:20.
Signature: Varies. The size is variable to capture the applicant's signature and minimize whitespace. Examples of sizing include:
328w x 88h; Aspect Ratio 41:11 317w x 67h; Aspect Ratio 317:67 505w x 128h; Aspect Ratio 505:128
| 18 | Schedule A | 15 | Real ID compliancy marker (gold circle with star). Polycarbonate cards are laser engraved into the card body and therefore all personalization appears black. AAMVA accepts a black REAL ID compliancy marker when laser engraved on polycarbonate. Does the MDOS also accept a black REAL ID compliancy marker if laser engraved on polycarbonate? | We would accept alternative REAL ID compliance markings if approved by DHS. |
| 19 | 1.0 Scope | 16 | CIDB - 1. Can the State please clarify whether the DL/ID Card Vendor is required to provide and maintain the central image database of photos and signatures? 2. If the Vendor is required to do so, and an existing database is to be converted / imported, can the State please indicate the number of records in the database at the time of expected conversion, and the data included in make-up and size each record. 3. If the vendor is not required do do so, can the State please state the location of this database, and the communications / messaging interfaces the vendor will be required to use? | The DL/ID Card Vendor will not be required to permanently house the photos and signatures. They will be required to temporarily house the photos and signatures during the capture of the photo and signature images and during the processing of hard card requests for manufacturing. The vendor will be responsible for sending the photo and signature image to MDOS for storage shortly after capture. |
| 20 | Schedule A Background | 16 | Historical Volumes - can the State please provide the eDL / non-eDL breakdown in volumes by year for the period 2014 through 2019? | |
| 21 | Schedule A - Section 1.1-2-H | 17 | Can the State please clarify what is meant by "Detailed Site Survey" that is supposed to be "submitted with the bid"? Are you asking that a form / procedure for Site Surveys be provided with the Bid? | No, A detailed site survey must be completed and approved prior to the installation of any equipment. Per Requirement 115 |
| 22 | Schedule A - Section 1.1-3-D | 17 | Can the State please clarify what is meant by "DL/ID Card Design Security Report" that is supposed to be "submitted with the bid"? | No, this would be provided by the awarded bidder upon finalization of card designs. See Appendix A - Requirement 180. Business approval of security report for DHS/REAL ID compliance. |
| 23 | 1.1 Requirements | 18 | Recommended Level 3 Security feature and 2 option Level 3 security features - The RFP requests we submit the total of 3 Level 3 features in a sealed envelope. |
| Seeing these features are very confidential and secretive, would the MDOS instead allow these features to be released upon award? | No, MDOS will keep the secuity features contractors present and not release under FOIA. MDOS needs to evaluate and know what security features each contractor is including in their pricing. | ||||
| 24 | Schedule A - Section 1.2 | 18 | Warranty Period - Can the State please clarify the meaning and intent of the stipulated 90-day post Go-Live warranty period? | Warranty period covers support and fixes following implementation and does not include production support activities and related charges | |
| 25 | 1.5 Specific Standards | 19 | Mobile Devices - The requirement reads: "The Contractor’s Solution must utilize responsive design practices to ensure the application is accessible via a mobile device. Contractors must provide a list of all mobile devices that are compatible with the Solution. Additionally, Contractor must provide list of features that can be performed via a mobile device." Can the State please clarify the definition and functional role of the Mobile Devices", and if applicable please provide reference to the specific standard? | Mobile devices includes but not limited to Apple and Android operating systems to insure responsive design is not operating system dependent. | |
| 26 | 1.9 End-User Operating Environment | 20 | 1.9 End-User Operating Environment |
The SOM environment is X86 VMware, IBM Power VM and Oracle VM, with supporting enterprise storage monitoring and management.
The software must run under commonly used web browsers. At a minimum the software must support Internet Explorer v11 or higher, or Edge, Chrome v71 or higher, Firefox v62 or higher, and Safari v12 or higher for iOS operating systems.
Does the State accept a mixed architecture solution consisting of both thick client desktop software (Image Capture Software) and also web-based applications for optimum performance? Yes.
| 27 | Section 1.9 | 20 | Web Browsers - We note the statement that "The software must run under commonly used web browsers". As the PCs and S/W are to be provided by the Vendor, and peripherals support and operating bandwidth can be variable, can this requirement please be adjusted to state that "Any browser-based software provided by the Vendor must run under commonly used web browsers"? | Yes |
| 28 | Hosting Section 1.11 | 21 | Hosting Services - 1. Will the State envision providing equipment hosting facilities (eg. at State operated datacenters) for front counter services servers and firewalls, or is the Vendor expected to provide for all equipment hosting? 2. in the event that the State envisions a 3rd party hosting service (eg AWS) does the State have a preference for which service is used based on exsting agreements or pre-negotiated pricing? | The State will consider both State hosting facilities or vendor hosting facitlities. In your proposals stipulate your assumptions and the requirements of the state if the State is expected to host the facilities. Make sure you address this in your pricing if you propose multiple options |
| 29 | 2.2. Delivery | 22 | Delivery will be expected within 180 calendar days upon date of order. Delivery will be made at all branch locations and the central downtown facility. |
1. What is expected in the Delivery? Is this specifically for the Capture Workstation?
2. Who will be responsible for warehousing and providing security for the hardware during the 180 calendar days between delivery of hardware and delivery of solution?
3.What is the expectation for the pilot regarding duration and number of sites?
4. Who is responsible for removing of old equipment?
5. Does existing equipment have any PII or personal data from the citizens that must be accounted for as part of the removal of old equipment? 1. Specifically the camera workstation. Servers housed at vendor facilities should be ready to be communicated with by the camera workstations and for hard card requests, by the State system CARS.
2. For equipment delivered to State facilities, the State will be responsible.
3. For the 83 counties, the State will entertain a variety of proposals, depending upon the nature of the testing prior to implementation. All locations, regardless of the implementation approach must test connectivity to the production sites for all interfaces and equipment prior to going live
4. The current vendor
5. At the time of implementation, no PII data will be existing on the current vendors platform and peripherals.
30 2.2. Delivery 22 Delivery will be expected within 180 calendar days upon date of order. Delivery will be made at all branch locations and the central downtown facility.
| Regarding the timeline, what is the reason for having equipment deployed 180 days prior to the implementation? | Following the equipment delivery, the 180 days left prior to implementation will include development, testing, connectivity activities, pilot activities if applicable, and implementation activities. Because of the six month schedule of numerous tasks and activities, the State wants the base infrastructure ready for installation. | |||
| 31 | 2.4. Technical Support and Repairs | 22 | 2.4. Technical Support and Repairs |
When providing technical support, the Call Center must resolve the caller’s issue within thirty [30] minutes.
If the caller’s issue cannot be resolved within one [1] hours, on-site service must be scheduled. The on-site service must be performed within four [4] hours of the time the issue was scheduled for service.
Can the SOM please clarify this statement, as based on this and requirements 128 on page 54, and requirement 130 on page 55 we are assuming the following interpretation:
The call center will open a ticket when responding to a call within 15 minutes. If the call center cannot resolve the caller's issue within 30 minutes of receiving the call, the next action will be to escalate and direct the ticket to the Contractors Level 2 support. If the L2 Support cannot resolve the issue within one hour an on-site service must be scheduled. The time elapsed is now a total of Ninety Minutes.
The on-site arrival time is based on the requirements of time that the on-site call was requested, day of service and required location (e.g. Upper Peninsula Eight Hours to arrive) that are stated in the on-site services Requirement 130 on page 55.
| Is this interpretation correct, in that this 2.4 Technical Support and Repairs statement is simply a high level summary of expectations and the actual Technical Support and Repairs requirements and expectations are detailed in Section "F. Image Capture Workstation Support and Maintenance"? | Yes, correct | |
| 32 | RFP, Schedule A - SOW; | |
| 2. Service Levels, 2.1 Time Frames | 22 | Per SOW Section 2 (Service Levels; 2.1 Time Frames) it states that all contract activities must be delivered within 240 business days of receipt of order. |
| Would the State consider allowing the delivery timeframe to begin with Project kick off (instead of 'receipt of order')? | The State will consider allowing the delivery timeframe to begin with either the Project kick off or March 17th, 2021, whichever is earlier. | |||
| 33 | RFP, Schedule A, 2.1 Time Frames | 22 | The requirement states "All Contract Activities must be delivered within 240 business days from receipt of order." This seems to be in conflict with item 2.3 which states "Installation will be expected within 360 calendar days upon date of order." |
In calculating days, 240 business days = 48 weeks and 360 calendar days = 51.4 weeks.
| Would the state accept a timeframe for solution of delivery of 360 calendar days and allow the specifics of milestones and project deliverables to be determined in Phase I of the project? | Delivery here means all hardware software and services are delivered and ready to go. The implementation activities will be during the period between the 48 weeks and the 51.4 weeks. | ||||
| 34 | Schedule A - Section 2 | 22 | We are unclear regarding the desired project deliverables schedule. In particular, "All Contract Activities" and "Installation" would seem to us to be similar milestones. In addition, we are unclear with respect to the reason for requiring delivery of equipment to sites 6 months in advance of system operation. Can the State please clarify the timeframes stipulated in this requirement? | Testing is a key activity for this contract. Delivery of equipment and installation is one part of the project prior to service activities such as interfaces, and testing of all the processes for hard card production and storage. | |
| 35 | Section 2.3 Installation | 22 | Implementation Date - As a follow-on to Question #11 above regarding the Modernization schedule, we heard on the Pre-bid Conference call that the DL/ID System and Modernization target dates are indeed intended to be aligned and that the Mod Delivery target date March 2022. Is it correct to assume that the DL/ID System delivery taget date is also March 2022? | The current Modernized MDOS (Drivers) system will be implemented and go live March 16, 2021. This contract will begin in 2021 and be implemented in March 2022. So much of the contract period does not overlap with the current initiative. | |
| 36 | RFP, Schedule A - SOW; Section 3.7 | 24 | SOW Section 3.7: Customer Service Toll-Free Number, How is Customer Service distinguished from Technical Support as specified in 3.8? Can the Technical Support service serve as the single point of service to initiate resolution of all issues? | They can be the same phone number. | |
| 37 | Appendix (Attachment) A | 30 | We note that this section is formatted in a tabular manner and in 8 1/2" x 14" landscape format. In consideration of the fact that some answers will require significant additional space in order to be fully responsive, and to afford the Reader a more convenient reading experience, can the State please accept an alternate but similar format that preserves the integrity and readability / context of the RFP Document and may be better suited to normal portrait orientation presentation? | Yes, the State is open to alternative formats that preserve the integrity of the table, the orientation/size of the paper is not critical. Please Note: Documents will most likely be viewed on computer screens of varying sizes (not on paper) so large formats that require excessive (left/right)scrolling are strongly discouraged. | |
| 38 | Appendix A - Business Requirements Matrix | 30 | As discussed at the Pre-proposal meeting and agreed by the Solicitation Manager, we ask for vendors to be allowed to add additional response details under each requirement as needed. The Comments field is not big enough to provide additional details, images and or diagrams. | As necessary, break the table or insert additional space into the table for more room. You must maintain the numbering of the requirements and responses. | |
| 39 | Appendix A,Requirement 23 | 35 | For all facilities and systems proposed for use in Michigan DL/ID card production, the Contractor must possess a current, up-to-date North American Security Products Organization (NASPO) Class I or II Certification, or an equivalent independent, third party security audit certification or accreditation that evaluates the physical and logical security practices and procedures for the manufacturing facility(s), systems, equipment, employees, and production processes. |
| If card manufacturing and card production are performed in separate facilities, must the certification be provided for both facilities and both backup facilities? | Yes. | ||||
| 40 | Appendix A, Requirement 30 | 38 | # of ICWs - We understand that there are 133 field service sites to be equipped with ICWs, and that some sites will require more than one ICW. Can the State please specify the total number of ICWs that will be required? | Approxmately 150 ICWs will be required. This number is subject to change based on the states needs. | |
| 41 | Appendix A, Requirement 30 | 38 | Provide digital image capture workstations (ICWs) for 133 branch offices, including the Mobile Office. While most offices require only a single ICW, some branch offices currently require two ICWs. Additionally, one ICW must be provided for the State’s test environment and one ICW must be provided for the State’s training environment. |
1. Can you define how many workstations currently exist per location?
2. What hardware is the vendor responsible for with the mobile office workstation?
3. Will the contractor be responsible for providing signature pads?
4. Can you confirm the actual size of backdrops? 1. Please see above. (most have only one)
2. A mobile office ICW can perform the same functionality as the branch offices ICWs and contain the same components as the branch office ICWs.
3. For the ICW the contractor will be responsbile for providing the equipment to capture the signature.
4. Backdrops are currently: 83x36 inch.
42 Appendix A, Requirement 30 38 Currently, approximately 11,000 images a day are captured. However, beginning March 2021, the number of daily images captured will likely increase with the workflow change to collect images for all issuance transactions regardless if a hard card is being produced at the end of the transaction.
| What is the expected increase in volumes and what is the expected duration of the increased volume? | At this time, this number is unknown, but we would anticipate in the 10% increase range. | |||
| 43 | Appendix A, Requirement 31 | 38 | Provide a mobile office ICW that can perform the same functionality as the branch offices ICWs. The mobile office is a fully functional branch office and has full connectivity to the State’s system. It is anticipated the Mobile Office will contain the same components as the branch office ICWs. |
| What is the difference between the mobile and portable workstations? | The mobile office ICW is a branch on wheels with a MDOS workstation, an ICW, peripherals and the ability to connect to the state network to process transactions, just like a brick and mortar branch. The portable ICW is just the camera component of this setup which allows the capture of images and signatures that can later be attached to the state network and allow for transactions to occur. So the image capture is segregated at first and then associated to the state network to process normal transactions. | |||
| 44 | Appendix A, Requirement 33 | 38 | ICW components must comply with State of Michigan security standards |
• Audit trail of clerk capturing image
• Storage/retention of data on ICW
| Could the SOM please confirm that it is their intention to have two user repositories? The first being Windows Users in the existing SOM Active Directory. Secondly these users will also be mapped to the Centralized system that manages the permissions for the ICW as separate user Operator accounts that can be added, managed and deleted. Is this correct if not please could the SOM elaborate on this requirement? | Yes. The vendor must describe how they envision this mapping process to occur. | |||
| 45 | Appendix A, Requirement 34 | 38 | Each ICW will be used by multiple users and user authentication software is required that must: |
• Force users to login to the workstation via username and password authenticated against SOM Active Directory.
• Require Management of user authentication system to be centralized and not local to each machine.
• Include system administration tools to add, manage, and delete operator accounts.
| Could the SOM please confirm that it is their intention to have two user repositories? The first being Windows Users in the existing SOM Active Directory. Secondly these users will also be mapped to the Centralized system that manages the permissions for the ICW as separate user Operator accounts that can be added, managed and deleted. Is this correct if not please could the SOM elaborate on this requirement? | Yes. See answer for Requirement 33 | |||
| 46 | Appendix A, Requirement 34 | 38 | Be capable of permanently storing the username for every transaction completed at the image capture workstation. |
| Would the SOM accept if at the completion of an image capture, that the Contractors system sends this audit information to the MDOS systems and does not persist this audit data within the Contractors system? | The State is open to this as an option. | |||
| 47 | Appendix A, Requirement 35 | 39 | Contractor will be responsible for acquiring all components of the user authentication solution, including all hardware, software, and licenses necessary to provide user authentication functionality to 1,200 or more employees. |
| Does this requirement refer to the SOM requiring server hardware and Windows Server and Windows CALs to be procured by the Contractor and installed at the MDOS Data Center to expand the existing SOM Active Directory or does this refer to the Contractors own user management and authentication system? | Contractors own user Management and authentication system is assumed. | |||
| 48 | Appendix A, Requirement 36 | 39 | Provide the ICW, including, but not be limited to, the following components: |
• Personal computer/laptop/tablet with Two monitors o One monitor must be clerk-facing o The second monitor
| For the Branch offices that host the ICW (Currently 133 + 9 according to the statement on Page 15 regarding branches and ICW) do these workstations require a digital signature pad to capture the applicant's signature, which must be provided by the Contractor? | The vendor can propose how signatures will be captured. | |||
| 49 | Appendix A, Requirement 36 | 39 | • Personal computer/laptop/tablet with Two monitors |
Will the Contractor have to provide the Windows 10 operating system licenses?
Will the workstations be joined to the SOM Domain or the Contractors?
Will the user domain be managed by the SOM Active Directory?
SOM Domain using SOM Active Directory. Please see Section 2 requirement 34. The state currently provides the Windows 10 operating system licenses.
50 Appendix A, Requirement 40 39 The Contractor must attach to their bid response an Itemized List of ICW Hardware, Software, and Other Components to be Provided by the State with the proposed solution. This list must include quantities and all technical specifications.
With regards to the statement "to be Provided by the State", is this correct in that the State will provide some items of the ICW Hardware, Software and Other Components, for example is the SOM providing the workstation Windows 10 licenses?
Could the SOM please help clarify what ICW items would be provided by the SOM and not by the Contractor? Each contractor should include in their bid what hardware and software they will provide, and also indicate what hardware and software they are expecting the state to provide.
If your proposal includes requirements that the State provide licenses, this must be included in your response with quantities and specifications. The pricing will be added to your bid response price.
| 51 | Appendix A,Requirement 35 | 39 | Can the contractor assume the scope of the "user authentication solution, including all hardware, software, and licenses necessary to provide user authentication functionality to 1,200 or more employees" is limited to the proposed solution's integration with the MILogin/MICAM system, and not any other local ICW-based biometric/non-biometric user authentication devices/software? | Solution should be consistent with the logon process for users in the branches for CARS. That is, SOM Active Directory without MILogin. |
| 52 | Appendix A,Requirement 37 | 39 | Req #37 states that the Itemized List of Proposed ICW Components must correspond to hardware and software products listed by the Contractor in Schedule B-Pricing. |
| Currently, Schedule B does not include a section to specify hardware and software products. Can the State please confirm what is required? | Each contractor should include in their bid what hardware and software they will provide, and also indicate what hardware and software they are expecting the state to provide. | |||
| 53 | Appendix A, Requirement 38 | 40 | The ICW must include two monitors and all components to allow captured images to be viewed on the monitors by both the applicant and the operator before saving the image(s). The image displayed on the applicant-facing monitor must display the captured image and signature embedded in a graphic of the final horizontal or vertical license to be created. |
| The image that must be displayed on the second monitor of the license, will it need to show the applicants actual license details, if so will the state send that data to the Contractors system in order to display it? | The state will send base information in order to capture the photo and signature image. The display will contain the agreed to information that is available at the time of the capture. | |||
| 54 | Appendix A, Requirement 41 | 40 | Contractor must make all necessary adjustments, repairs, and replacements, without additional charge to MDOS. To maintain each ICW in good working order for the term of the contract and any contract extensions. If any component of the ICW becomes obsolete, discontinued, unreliable, unavailable, or unsupported, the Contractor must identify an acceptable replacement sufficient to meet the terms and conditions of the final contract. The Contractor must take steps necessary to acquire and implement use of the replacement at no additional cost to MDOS. |
The Contractor must describe their process for monitoring and replacing ICW components as they become obsolete, discontinued, unreliable, unavailable, or unsupported.
| If the contract extension is granted to the Contractor after five years of operation, is the Contractor expected to perform a complete refresh of the hardware and software or only those components that have become obsolete, discontinued, unreliable, unavailable, or unsupported? | Contract extension would not require a complete refresh of the hardware and software. | |||
| 55 | Appendix A, Requirement 49 | 41 | The ICW must provide audible and visual indications of images that have not been sent to the State’s System and provide a warning to the Branch Office Clerk. |
| Please can SOM explain under which use cases must the audible and visual indication alarms be triggered, e.g. at the logon of the user, at the start up of the Image Capture Software, every two minutes that images stored locally and unable to be sent to the State's system? | Every two minutes that images stored locally are unable to be sent to the State's system. This is dependent upon the vendors design. If the images are sent from a central server, the vendor will have to determine how to trigger these indicators. | |||
| 56 | Appendix A, Requirement 51 | 41 | The time required from a cold start of all ICW components to being fully on-line to capture an image must not exceed two (2) minutes. |
| Is this benchmark started from the time the workstation power is depressed or the time the user launches the Image Capture application after logging into Windows? | This requirement refers to the amount of time it takes for the workstation to be powered on to when the Image Capture Application is launched and ready to take a photo. | |||
| 57 | Appendix A, Requirement 52 | 41 | The time required for end-of-day shutdown for all ICW components must not exceed two (2) minutes. |
| Does this benchmark include time for the workstation to power off, or just the Image Capture software being closed? | This requirement refers to the amount of time it takes to power off the workstation. | |||
| 58 | Appendix A,Requirement 44 | 41 | Req #44 states that if the virtual backdrop is not a standard component of the ICW and there is additional cost for this feature, the Contractor must include the cost in Schedule B-Pricing. |
| Currently, Schedule B does not include a line where this optional price may be entered. Can the State please confirm what is required? | If the contractor offers a virtual backdrop, this item can be included as "Any other costs associated to operate and implement the card production system (List each separately)". | |||
| 59 | Appendix A,Requirement 45 | 41 | Req #45 states that the Contractor must describe their process for ensuring all ICW components are theft and vandalism resistant. |
| It is impractical to ensure that all components are vandalism and theft resistant. Most of the protection is due to the fact that the components are out of reach of the public, except for the customer monitor. Would the state consider a change to ask bidders to describe any measures employed to increase resistance to vandalism and theft? | The State expects the vendor to describe how the components are theft and vandalism resistant. For example, camera components that are encased in locked housing. | |||
| 60 | Appendix A, Requirement 64 | 42 | The ICW must display the customer’s previous image and signature, retrieving both from the State’s image storage server in five (5) seconds or less, based on 100% of the cameras requesting image records simultaneously. |
| Who will be responsible for the system of record? | The State is responsible for the system of record. | |||
| 61 | Appendix A, Requirement 65 | 42 | The ICW must display the customer’s previous image and signature, retrieving both from the State’s image storage server in five (5) seconds or less, based on 100% of the cameras requesting image records simultaneously. |
| Is the State's image storage server based on FileNet as depicted in page 8 of the Attachment B document? Please could the SOM provide information on what interfaces are available to communicate with the image storage server e.g. Web Services? | Communication to the SOM servers will be through a web service call. | |||
| 62 | Appendix A,Requirement 65 | 42 | Item 65: |
“The ICW must display the customer’s previous image and signature, retrieving both from the State’s image storage server in five (5) seconds or less, based on 100% of the cameras requesting image records simultaneously.“ This performance requirement depends entirely on the State’s image storage server (and communications line) performance, and not on ICW station performance.
Please clarify why this is an ICW performance parameter.
| The state wants to ensure that the response time does not exceed this value. Depending upon the vendors approach, the calls made to the SOM server may come from different sources or a single source. | |||
| 63 | Appendix A, Requirement 67 | 43 | The ICW must provide automatic height adjustable camera housing. |
| Does the SOM accept a solution that simply allows the operator to press a button and then adjust the camera height up and down? | The state desires no manual intervention but understands a solution may include minimal adjustments for unique situations. | |||
| 64 | Appendix A, Requirement 71 | 43 | The ICW must allow for “Image Capture Only” transactions, for which no product or document is processed. |
| Can the SOM please elaborate on what type of other transactions a photo would be required to be captured? | The state will be capturing images and signatures for transactions that do not generate a hard card at the time. These images may be used for later transactions when milestones are reached or for certain security purposes. | ||||
| 65 | Appendix A, Requirement 76 | 43 | CID Entry - Can the State please decribe the workflow actions that the ICW software will be expected to take having scanned or keyed in the Customer Number and Last Name and DOB of the applicant being served? | Before the photo is captured, the system must allow to clerk to either scan or key the customer number, and last name and DOB (Last name and date of birth can be entered if the customer's DL/ID number is not available). | |
| 66 | Appendix A, Requirement 76 | 43 | The Contractor must ensure the image capture software allows entry of the following data either by keyed entry or by use of a barcode scanner to read the 1D or 2D barcode on the back of a DL/ID card: |
• Customer Number (Michigan DL/ID number) and
• Last Name and DOB (Entry of First Name and Middle Name is optional.)
| Is this data entry to be sent back to the SOM Systems, please could SOM explain the use case? | The State system will send demographic information to the camera workstation. The ICW prior to capturing the photo and signature image must associate the photo and signature image to the demographic information sent. This can be done manually or by reading a barcode. | ||||
| 67 | Appendix A, Requirement 77 | 44 | “During the term of the contract, the contractor bears liability for loss/or damage to equipment it supplies to MDOS and its agents including, but not limited to loss or damage resulting from deliberate damage such as vandalism or terrorist act….. “. How could the vendor be responsible for loss due to act of vandalism and terrorist act, regardless of whether directly attributed or not to negligence by MDOS. What is the legal ground for this requirement? We kindly request content of question #77 be completely removed from the RFP. | The state will not be removing the requirement, this requirement exist in today's contract. The durability of the equipment and the ability to provide equipment that is difficult to be stolen and loss is the responsibility of the vendor. |
| 68 | Appendix A, Requirement 77 | 44 | Who has title to the equipment? Contractor or State? | Contractor. |
| 69 | Appendix A, Requirement 79 | 44 | Contractor’s proposal must include solution for a homebound customer’s image and signature to be captured and the images must be capable to be uploaded to either the Mobile Office ICW or any Branch ICW when the transaction is completed by either workstation. |
| Is this requirement the function of the Portable ICW that the SOM is describing in requirements "G. Portable Image Capture System"? If not please could the SOM explain the requirements in more detail and if any hardware is expected? | Yes, the Portable ICW would be used for the homebound solution. | |||
| 70 | Appendix A, Requirement 82 | 44 | Based on information provided in this RFP, the Contractor must include Proposed Technical Design Specifications for Branch ICW interfaces to the State’s System. The detailed proposal must: |
• Include technical specifications regarding all connectivity requirements for Contractor’s system. The State will provide the necessary network connections for connectivity at branch office locations.
• Specify APIs (Application Program Interfaces).
• Provide documents and detailed schematic diagram(s) that shows the architecture of the proposed solution.
• Include component lists, highlighting any components the State will need to provide for the proposed solution.
Describe and explain the portions of the proposed system that do not conform to the technical architecture standards.
Can you define the number of interfaces that the contractor's system will be responsible for?
| What is the current method for interfacing between contractor and MDOS system? (e.g. web service, mainframe middleware interfaces) | The environment that will be in place at the start of this contract will have interfaces that include web service communication, sftp communication. The interfaces include communication from the state server to the camera workstation, from the camera workstation to the vendor server, from the vendor server back to the state server for image return, from the state server to the vendor server for hard card requests, from the vendor server back to the state server for hard card responses and hard card status updates, from the vendor database to the states sftp site for daily activity for law enforcement, from the state server to the vendor sftp site for hold requests and from the vendor workstation/server to the state server for existing hard card information request. | |||
| 71 | Appendix A,Requirement 77 | 44 | Appendix A, Business Requirements Matrix, item 77: |
The Contractor is asked to be responsible for all damages to ICW in case of deliberate or accidental destructive events.
Can the MDOS provide information how many such events happened per year with the currently existing capture system?
| In the past year SOM had one incident. | |||
| 72 | Appendix A, Requirement 83 | 45 | The Contractor’s proposed technical design specifications for the branch ICW interfaces to the State’s system must comply with State of Michigan security standards. |
The Contractor must describe how the proposed ICW interfaces comply with the following the security standards:
• Encryption of data sent from ICW to State’s system
| Could the SOM please specify the number of State's Systems that the ICW must communicated with and also the type of interfaces exposed by each system? | The ICW will interface with the CARS system through a web service. | |||
| 73 | Appendix A, Requirement 84 | 45 | The Contractor must ensure the branch ICW is capable of real-time transfer of data, images and signatures to the State’s image server. |
| Can the SOM please provide information as to what communication interfaces are available to communicate to the image server? | see response to requirement 82 | |||
| 74 | Appendix A, Requirement 86 | 45 | In branches with multiple ICWs, the Contractor must ensure ICWs work independently of each other so that: |
• At least one capture system is always available.
• Failure of operation of one ICW does not affect another ICW within the same branch.
Applicant is not precluded from using any of the ICW stations in a branch.
| Does the SOM envision that the Contractor will provide some form of logical queue for each branch office so that the applicant is not precluded from using any ICW station within that branch? | Yes, there is a logical queue and the applicant should be allowed to use any ICW in a branch. Once the customer is selected for the ICW the customer can not be selected at the other ICW. | ||||
| 75 | Appendix A, Requirement 92 | 46 | What testing tools does DTMB use? | The state utilizes a variety of tools for their various environments. We envision transactions will be processed and the flow will be very interactive and manual as information is flowed through the various interfaces and system components. | |
| 76 | Appendix A, Requirement 94 | 46 | The Contractor must ensure the Mobile Office ICW is compatible with and seamlessly interfaces with the State system and network. |
| How many Mobile Office's must the contractor provide ICW workstations for? In addition how many ICW workstations are required within each Mobile Office? | Currently, the State has one Mobile Office with one ICW and one portable camera. | ||||
| 77 | Appendix A, Requirement 97 | 47 | Who is responsible for connectivity of the Mobile Office ICW to the States Image Server – Contractor or State? | The State will be responsible for the connection to the state servers for the Mobile Office | |
| 78 | Appendix A, Requirement 106 | 49 | Please Clarify “Dedicated” in bullet 2. Is the state expecting a dedicated individual to each location for 90 days? | No, but the vendor must be able to meet the response timeframes. | |
| 79 | Appendix A, Requirement 109 | 49 | The Contractor must provide delivery, installation, and testing of all hardware and software necessary for the ICWs. The Contractor shall be completely responsible for storage, warehousing and disposal of packaging debris associated with the installation. |
| Will the SOM provide a location where the Contractor may store and stage the deployment (e.g. perform testing, tagging of equipment prior to deployment)? | Yes | |||
| 80 | Appendix A, Requirement 113 | 50 | For each installation, the Contractor must: |
• Appropriately secure the camera and other ICW equipment to a counter or other surface.
| As part of the deployment is the Contractor expected to decommission any legacy workstations, cameras, backdrops and other equipment? If so please could the state list the equipment, and expectations in terms of disposal or storage at Branch Offices. | No, the current vendor will be responsible. | |||
| 81 | Appendix A, Requirement 127 | 54 | The Contractor must provide Help Desk and on-site support to ensure all ICWs are properly functioning during normal business hours and during extended hours for special events, as needed. Currently, most branches are open at the following times that are subject to change (expanded or decreased by branch) during the term of the contract: |
• 9:00-5:00 EST & CST Monday, Tuesday, Thursday, and Friday
• 11:00-7:00 EST on Wednesday
• Saturday 9:00-12:00 EST-select branches
• Branches continue to process transactions until last customer is served (up to two hours after branch closes) The mobile office allows DL/ID transactions to be completed at non-branch office sites at various times throughout the year. The mobile office provides extended hours including evenings, weekends, and holidays, as needed, for special events such as the Detroit Auto Show.
| Will the contractor receive advanced notice for any special event or extended hours obligation prior to event? | Yes, notification will be provided to the vendor prior to any special event or extended hours prior to the event. | |||
| 82 | Appendix A, Requirement 137 | 54 | The Contractor’s process for remote access of ICWs for monitoring, troubleshooting, and repair must comply with State of Michigan security standards. |
| Will the remote access software solution be provided by the SOM or is the Contractor expected to provide this? | The contractor will be expected to provide this. | |||
| 83 | Appendix A,Requirement 127 | 54 | Req #127 states that select branches operate from 9:00-12:00 on Saturdays. |
| Will these branches be limited to the locations listed in Attachment H or is it possible that Saturday hours will be added to other branch locations in the future? | At this time the state does not expect to add any new branch offices to Saturday hours, but it is possible that in the future this could be revisited. | ||||
| 84 | Appendix A,Requirement 127 | 54 | In reference to Req #127, if Saturday hours are added to additional branches in the future, would the customer consider an alternate means of increasing ICW availability at these sites such as adding an extra ICW? | The state would consider, but the branch location and environment would determine the feasibility of such an approach | |
| 85 | Appendix A,Requirement 127 | 54 | In reference to Req #127, for offices open on Saturday, would the customer consider applying the one (1) business hour arrival time requirement only if the office was completely down and unable to process DL/ID transactions? | Yes | |
| 86 | Appendix A, Requirement 130 | 55 | “For Offices Open on Saturday” Can the state clarify why the difference in response time between weekday and Saturday for field office response time? Can the state provide a list of the 7 offices open on Saturdays so the contractor can evaluate the resources needed toaccommodate this requirement? | Attachment H has the full list of branch offices that are open on Saturdays. | |
| 87 | Appendix A, Requirement 130 | 55 | For any branch ICW that requires Field Support and is located in Michigan’s lower peninsula, the technician must arrive on-site within no more than four (4) business hours after notification was sent to the Contractor’s Help Desk, or at the beginning of the next business day, if the trouble report was received within four (4) business hours of office closing. If a technician will not arrive on-site within four (4) business hours, MDOS must be informed. |
If the branch ICW that requires Field…
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