RFP 2025-16 Clarifying Questions 2.pdf
PDF 289 KB Posted
- Solicitation number
- S-C01010-00012862
- Issued by
- Clackamas County, Oregon
About this file
This document is a set of clarifying questions for Request for Proposals (RFP) #2025-16 issued by Clackamas County, Oregon, for a cloud-based records management system for Human Resources (HR) personnel files. The RFP seeks a comprehensive solution for managing HR personnel files, with specific requirements including multi-page PDF file migration, potential test/development environment, and user licensing for both current and future state options. The county estimates needing 25 full users and 400 participants, and is seeking detailed pricing information and potential volume discounts.
The clarifying questions reveal key technical considerations, such as the current file type format (multi-page PDFs with annotation/redaction) and the desire for a test/development environment. The county wants both Future State Option 1 and Future State Option 2 included in the Pricing Matrix, with cost breakdowns per user. The procurement seeks flexibility in user licensing, requesting information on potential discounts for minimum license purchases. The document indicates the county is looking for a comprehensive, scalable cloud-based solution that can accommodate their current and anticipated HR personnel file management needs.
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Other files
| File | Type | Posted |
|---|---|---|
| Tomato Canned~2.docx | DOCX document | |
| RFP 2025-16 Clarifying Questions 1.pdf | ||
| RFP 2025-16 HR Records Cloud.pdf | ||
| RFP 2025-16 Addendum 1.pdf | ||
| 2025-16 Notice of Intent to Award.pdf | ||
| RFP 2025-16 Clarifying Questions 4.pdf | ||
| RFP 2025-16 Clarifying Questions 3.pdf |
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Text version
PH: 503-742-5400 WWW.CLACKAMAS.US
REQUEST FOR PROPOSALS #2025-16
CLOUD-BASED RECORDS MANAGEMENT SYSTEM FOR HUMAN RESOURCES (HR) PERSONNEL FILES
RESPONSE TO CLARIFYING QUESTIONS #2
March 4, 2025 2025
Note that these are questions submitted by interested firms to the above referenced solicitation. The below answers are for clarification purposes only and in no way alter or amend the RFP as published.
1. Under Current System Information for migration purposes Requesting clarification of this description:
File types: multi-page PDF files with annotation/redaction burned in. Does this mean the layers have been made permanent in the pdf files?
In this scenario, the annotation is burned into the content of the document. The other option is to have the annotations as an XML file that contains the annotation type, page and coordinates.
2. Does Clackamas County require a Test/Development environment?
Yes, if a Test/Development environment is an option, we would like to include it in the proposal. If there is an additional cost associated with this, we would appreciate seeing the cost breakdown for that option as well.
3. Appendix 3 – Employee and User Counts Please clarify where the future state option should be listed.
Future State Option 1 – Do you want that price to go into Year 1 within the Pricing Matrix?
Future State Option 2 - Do you want that price to go into Year 2,3,4 within the Pricing Matrix?
We want the future state option 2 for years 1,2,3,4. We estimate needing 25 full users and 400 participants. As these numbers are estimates, we would like to see the cost breakdown per user, as well as any potential discounts for purchasing a minimum number of licenses. To clarify, both Future State Option 1 and Future State Option 2 should be included in the Pricing Matrix.
End of Clarifying Questions #2
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