RFP - 25_2730 - Q&A.xlsx
XLSX spreadsheet 19 KB Posted
- Solicitation number
- RFP-171-250000002730-3
- Issued by
- Grand Traverse County, Lansing City, Michigan
About this file
This document is a Q&A worksheet (RFP - 25_2730) for a state contract opportunity involving the State of Michigan, specifically focusing on a hybrid contract terms negotiation process using the App Orchid platform. The procurement appears to be related to benefits administration and voluntary benefits programs, with bidders required to submit their proposal negotiations through a specialized online tool by a specific deadline. The state is piloting a new negotiation approach that limits contract modifications and requires bidders to use predetermined clause options with a point-based system for proposed changes.
The contract negotiation process is highly structured, with bidders allowed only 5 changes worth 20 points each and restricted from traditional redlining methods. The state has specified that certain contract sections are non-negotiable, and all submissions must be made through the App Orchid website by pressing the "Submit" button. The scope includes service level agreements with specific performance metrics, such as a 5% credit for failing to meet overall performance scores. The procurement involves data reporting, administrative support, and financial management components, with the state seeking a contractor to support employee benefits programs and related administrative functions.
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Sheet1
| Q # | Document and Section | Page # | Bidder Question | State Response |
| 1 | Vendor Questions Worksheet, 5 – Hybrid Contract Terms | Not applicable | It appears as though the points in the top of the App Orchid website will limit how many changes we can propose. In the sections where we may want to change some wording, it seems as if 20 points will be deducted unless we select one of the other pre-populated options. When working though this, we could only make 5 changes worth 20 points each, then we couldn’t make any further recommended changes. Is that the intent of the website? |
| Furthermore, even if we wanted to change a single word, the website assumes the entire section needs to be changed and we would “spend” 20 points just for that. | Yes, that is the intent of App Orchid. The pre-populated options are available to help streamline negotiations. | ||||
| 2 | Vendor Questions Worksheet, 5 – Hybrid Contract Terms | Not applicable | Does the “Submit” button need to be pressed on the App Orchid website for our bid to be received by the deadline? Or is the final state of Hybrid Terms and Conditions and Schedule E considered final and submitted? | Yes, you do need to choose "Submit" by the proposal deadline. | |
| 3 | Vendor Questions Worksheet, 5 – Hybrid Contract Terms | Not applicable | The App Orchid website only allows feedback for sections that have a “grayed out” box. Does that mean the other sections are not negotiable? What should we do if we have suggested changes for those areas? | We have not accepted any variance's to the unavailable sections in the last two years, and these sections are considered non-negotiable at this time. | |
| 4 | Vendor Questions Worksheet, 5 – Hybrid Contract Terms | Not applicable | Would it be possible to lift the redlining restrictions and points on the App Orchid website to enable traditional redlining of the contract? | No, as stated in the pre-proposal meeting, we are piloting this program and utilizing the tool as it is designed. | |
| 5 | Vendor Questions Worksheet, 5 – Hybrid Contract Terms | Not applicable | Can bidders submit redlined contracts the traditional way, in an MS Word document with the comments/redlines included? | No, as stated in the pre-proposal meeting, we are piloting this program and utilizing the tool as it is designed. | |
| 6 | Vendor Questions Worksheet, 5 – Hybrid Contract Terms | Not applicable | The website doesn’t allow the bidder to undo the “clause options” for the sections with inputs (e.g., section 1. Introduction). This is allowed for sections without inputs (e.g., section 16. Staffing). Is this intentional? | Bidders should fix errors with Clause Options that have inputs. If you cannot, and you believe there is a technical error, you must reach out to the email address where you submitted your access request. | |
| 7 | Schedule A1 – Statement of Work | Section 4.4 | Section 4.4 references the Contractor’s SAM, however the definition of SAM isn’t defined in Schedule A1. Should this reference the Contract Program Manager from section 3.1? | Yes, Section 4.4 has been updated. | |
| 8 | Schedule A1 – Statement of Work | Section 9.2 | For section 9.2, the Service Level Agreement’s metrics indicates: “Failure to score at least 3.50 overall will result in an additional credit equivalent to 5% of the annual fees paid to the Contractor.” When reviewing other contracts between ORS and other contractors, we noticed that a 5% credit is substantially higher than the other contracts. Can you confirm that this is not a typographical error? | 5% is correct. | |
| 9 | Schedule A2 – Statement of Work | Background and Scope | In the Background, EBD mentions that the State also offers numerous voluntary benefits for which employees pay the full premium cost. |
| Please confirm that the strategy, placement and administration of the voluntary benefit programs offered to State of Michigan employees are not part of the Schedule A2 scope for this RFP. | Confirmed. | ||||
| 10 | Schedule A2 – Statement of Work | Section 1.2 | Please provide a copy of the current State of Michigan travel policy and confirm the effective date of the policy. | The link to the State's Travel Policy has been provided. | |
| 11 | Schedule G – Contractor Performance Evaluation Survey | Section V – Data Reporting | During a review of the Schedule A1 – Statement of Work, we couldn’t specifically determine where the “Section V – Data Reporting” applies to the Statement of Work. Can you please confirm this applies to this contract? If so, please detail the specific areas where it is applicable. | See Schedule A Statement of Work Section 4.7 Reporting. | |
| 12 | Schedule G – Contractor Performance Evaluation Survey | Section VI – Administrative and Financial Support | During a review of the Schedule A1 – Statement of Work, we couldn’t specifically determine where the “Section VI – Administrative and Financial Support questions 3 through 8” apply to the Statement of Work. Can you please confirm that these questions apply to this contract? If so, please detail the specific areas where they are applicable. | Applicability of Section VI-Administrative and Financial Support Items 3-8: |
3. If performance standards, as stated in Schedule A Section 9 Service Level Agreements and Schedule G Contractor Performance Evaluation Survey, are not met, the Contractor must improve internal processes to better meet the performance standards therein. If not, this question will continue to be missed on the survey.
4. Schedule A sections 1.2.1.6, 1.1.3, and 7., to list a few examples, include topics/projects that may require the Contractor to engage various areas of Contractor's organization. This survey element captures whether the Contractor entity as a whole is able to engage those areas and provide that support.
5. See Schedule A sections 1.2.1.3, 1.2.5.2, 1.4.3, 1.4.8, 1.5.7, 1.5.14.6, 2.1.1 for examples of applicability.
6. See Schedule A sections 3.4.4, 7. and 9. for a sampling of requirements that could generate “financial inquiries”.
7. See response to item 6. Note this item applies specifically to the vendor's own financial transactions with the State, such as billing/invoice issues and SLA credit assessments.
8. See Schedule A Section 7. Invoice and Payment 13 Schedule G – Contractor Performance Evaluation Survey Not applicable If a specific question within Schedule G is determined that it is “Not Applicable,” please confirm that it is not included in the calculation of the overall rating (average). All sections of Schedule G have been determined to be applicable. Should that change during the Contract Term, the Contractor would be notified and the "Not Applicable" items excluded from the calculation.
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