RFP 2500000003141 - Bidder Q&A Template.docx
DOCX document 55 KB Posted
- Solicitation number
- RFP-171-250000003141-3
- Issued by
- Michigan
About this file
This document is a Bidder Questions & Answers (Q&A) template for Michigan's Department of Technology, Management, and Budget (DTMB) RFP #250000003141, which seeks to procure internet-based public records and personal information research databases and products. The solicitation is for a contract effective April 1st, 2026, through March 31st, 2031, with the potential for five additional one-year renewal options. The state is seeking commercial off-the-shelf online information products accessible via website, with no specific deadline extension being offered and proposals to be submitted through the SIGMA VSS platform.
The pricing structure will allow for consideration of modest annual increases to cover costs of database maintenance, labor, and product improvements. The state will accept insurance certificates listing a parent company, provided a contract number is included. The Q&A document clarifies several technical details, such as the absence of a specific security officer requirement, confirmation that the contract references to "software" apply to the bidder's solution, and that migration efforts will not be needed. The state has reposted the solicitation from a previous RFP (#250000002615) to provide bidders more time to ask questions and submit proposals, with all bidders subject to identical insurance requirements.
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Other files
| File | Type | Posted |
|---|---|---|
| Schedule B & Timeline Update - RFP 250000003141 - SW Personal Info Research Database - AD#1.docx | DOCX document | |
| RFP 250000003141 - SW Personal Info Research Database-repost.docx | DOCX document | |
| RFP 250000003141 - SW Personal Info Research Database-repost (1).docx | DOCX document |
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Michigan.gov/MiProcurement
BIDDER QUESTIONS & ANSWERS
RFP 250000003141
SW Personal Info Research Bidders who have questions for the above Solicitation must fill the sections below and attach the document in an email to the Solicitation Manager, as described in the Instruction to Bidders.
| Q # |
| Document and Section |
| Page # |
| Bidder Question |
| Answer (to be completed by the State) |
| 1 |
| RFP, Proposal Instructions |
| 1 |
| After completing a review of the solicitation documents, it is this Bidder’s understanding that the previous solicitation (RFP #250000002615) and this reposted solicitation (RFP #250000003141) are identical with the exception of the bid number and the deadlines. Can the State please clarify the intent of the reposting? |
| The State reposted to give bidders more time to ask questions and submit proposals. |
| 2 |
| RFP, Schedule A, Section 3.6.A Key Personnel. |
| 55 |
| The Key Personnel table in this section requests information about a Security Officer. Please note, we have a large security team that manages 24/7 our security operations with no specific “security officer” assigned to customers. Your designated sales or account representative would escalate any of the State’s security concerns to our security team and keep the State apprised of the status. Consistent with the current contract, may we include this information in our proposal in lieu of assigning a specific security officer? |
| Yes. |
| 3 |
| RFP, Schedule A, Section 4.3.B Reporting. |
| 20, 58 |
| Can the State please confirm this Bidder’s understanding that the Quarterly Account Report is the same report as the MiDEAL itemized purchasing activity report discussed in Item 7 of the Hybrid Contract Terms (page 20)? |
If not, can the State please provide more information regarding the Quarterly Account Report including a template?
This is a separate report for listing all Accounts, organized by Agency/Department and local unit delivered, detailing what services are provided.
| 4 |
| RFP, Schedule A, Section 5.1 Price Term. |
| 59 |
| The solicitation indicates that “pricing is firm for the entire length of the Contract.” It is standard industry practice for online public records and personal information research providers to receive a modest increase each year to cover the costs of doing business (e.g., costs of labor, database development, database maintenance, overhead and numerous other costs). Online public records and personal information research subscription products are not static products. They are constantly being updated, improved, and enhanced. Other public agencies receiving similar research services are under contracts that include modest annual increases. Consistent with the current contract, will the State please confirm that it will extend the same option to bidders responding to this solicitation (i.e., allowing for modest annual increases)? |
| All pricing structures will be considered. |
| 5 |
| RFP, Hybrid Contract Terms, Schedule B |
| 19, 63 |
| The Hybrid Contract Terms (page 19) state “This Contract is effective on April 1st, 2026 (“Effective Date”), and unless terminated, will expire on March 31st, 2031 (the “Term”). This Contract may be renewed for up to five (5) additional one (1) year period(s).” However, Schedule B – Pricing 1.a (page 63) states “Contractor must include annual costs for subscription-based licenses for 3 years with 3, 1-year options”. Can the State please clarify their intended contract term? |
| Please provide pricing for April 1st, 2026 through March 31st, 2031 and the five option years. An amendment has been posted to correct Schedule B. |
| 6 |
| RFP, Schedule A, Section 1.10-1.14, 1.16, 1.18 Software. |
| 45, 47, 48, 50, 51 |
| Per the RFP Scope, the State is seeking to procure internet-based public records and personal information research databases and products. Commonly, commercial off-the-shelf online information products are accessible via a website (not software), where the flow of information is from the provider to the end user via the internet using the end user’s existing information technology equipment. With this background, will the State confirm this bidder’s understanding that the RFP’s references to ‘software’ and ‘software applications’, including, but not limited to the provisions listed below, are not applicable to the RFP? |
- Page 45, Section 1.10 (Specific Standards)
- Page 47, Section 1.11 (User Types)
- Page 48, Section 1.12 (Access Control and Authentication)
- Page 48, Section 1.13 (End-User Operating Environment)
- Page 50, Section 1.14 (Software)
- Page 50, Section 1.16 (Hosting)
- Page 51, Section 1.18 (Products and Services) The term “software” is referring to the bidders solution and these sections are applicable.
| 7 |
| RFP, Schedule A, Section 1.15 Migration. |
| 50 |
| Section 1.15 states “Bidder must review the Migration Data Sample the State has provided and explain how the Bidder will migrate the data.” The services contemplated under this solicitation are commercial off the shelf products. As such there is no data to migrate. |
- Can the State please confirm this Bidder’s understanding that this provision is not applicable to the RFP?
- If the State believes this provision is applicable, can the State please provide a copy of the Migration Data Sample as it was not provided with the solicitation?
Migration efforts will not be needed and this section can be removed when the contract is compiled for signature.
| 8 |
| Hybrid Contract Terms, RFP, Schedule D |
| 23, 61, 68 |
| This bidder takes exception to the Service Level Agreement for Hybrid Purchases and request this to be deleted in its entirety. Please note that this bidder follows its own internal policies per our general terms and conditions. Since this is a commercial off the shelf product, we will provide you with standard commercial service for these products. |
| Please reflect this redline in your proposal submission. |
| 9 |
| Proposal Instructions |
| 1 |
| Will DTMB offer an extension to this RFP? |
| No. |
| 10 |
| Schedule A - Statement of Work, Section 1.11 |
| 47 |
| Can you please provide estimated number of transactions/searches per agency? |
| We are not able to provide this information. |
| 11 |
| Schedule A - Statement of Work, Section 1.15 Migration |
| 50 |
| The requirement states: "Bidder must review the Migration Data Sample the State has provided and explain how the Bidder will migrate the data:", but we do not have a the mentioned sample. Can you make the sample available? |
| Migration efforts will not be needed and this section can be removed when the contract is compiled for signature. |
| 12 |
| Schedule A - Statement of Work, Section 3.4 Customer Service Number |
| 54 |
| The requirement states: "The Contractor Program Manager must be available for calls during the hours of 7:00 am to 7:00 pm EST." Seeing that this is in the Customer Service Number Section and not Section 3.13 Program Manager, is the intent to have the customer service number available from 7am - 7pm EST, or to have the named Program Manager (Key Personnel) available in that time frame? |
| The Customer Service number should be available during these times. |
I am asking if you can confirm whether DTMB will accept a certificate of insurance that lists our parent company as the insured party for any resulting contract.
I am also asking if you can confirm that all bidders whose proposals are considered will be expected to meet identical insurance requirements.
The State will accept the name of the parent company on a certificate, provided that a contract number is also included so we can assure it’s married up with the correct contract.
I can confirm, all bidders are given the same list of insurance requirements, as they are based on the Statement of Work and not on the individual vendors.
| It is this Bidders understanding that the previous solicitation (RFP#250000002615) and this reposted solicitation (RFP#250000003141) are identical except for the bid number and the deadlines. Can the State please clarify the intent of the reposting? |
| See answer to Question 1. |
| 15 |
| N/A |
| N/A |
| When uploading proposal attachments on SIGMA VSS, bidders must select an option for “Attachment Type.” One option is “Standard,” and another is “Internal Use Only.” Our company plans to upload two versions of the proposal: a public copy containing redactions; and a non-redacted copy displaying confidential information. Should the confidential copy be marked “Standard” or “Internal Use Only”? |
| Any questions regarding SIGMA VSS need to be directed to the SIGMA helpdesk. Per the Confidential Treatment Form, Section 2, Bidders need to label/name any redacted copies of documents as Public Copy. |
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