RFP_C5611387_DCAO_Q_A_Set_3_032224.docx
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- Solicitation number
- 0000029947
- Issued by
- Sacramento County, Sacramento City, California
About this file
This document is a Questions and Answers set related to RFP C5611387 issued by the California Department of Corrections and Rehabilitation (CDCR) for a Cloud-Based data linkage and data visualization Solution. The RFP seeks proposals from qualified bidders to design, develop, implement, and maintain a solution to store, link, and visualize data with the capability for data collection, data management, data visualization, and expert IT support related to previously incarcerated persons released through the Division of Adult Parole Operations (DAPO). The RFP has been issued with multiple addendums and Q&A sets, with the latest Addendum 4 and Q&A Set 3 posted on March 22, 2024.
The RFP has a $4.5 million budget that is inclusive of all components, including software licenses. The State has clarified that the M&O costs for Option Year 1 are included in this budget. The State has provided additional details on the expected data volumes, concurrent users, and other requirements to help bidders estimate the appropriate cloud platform sizing, though some specifics are still to be determined during the requirements gathering phase. The State has also outlined the process for managing cloud cost overruns and the transfer of ownership of the solution to CDCR at the end of the contract term.
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Other files
| File | Type | Posted |
|---|---|---|
| RFP_C5611387_DCAO_Addendum_5_03252024.zip | ZIP file | |
| DCAO_RFP_Solicitation_Package.zip | ZIP file | |
| RFP_C5611387_DCAO_Q_A_Set_2_03132024.docx | DOCX document | |
| RFP_C5611387_DCAO_Q_A_Set_4_032524.docx | DOCX document | |
| RFP_C5611387_Addendum_1.zip | ZIP file | |
| RFP_C5611387_DCAO_Q_A_Set_1_02.27.2024.docx | DOCX document | |
| RFP_C5611387_DCAO_Addendum_4_03222024.zip | ZIP file | |
| 1._RFP_C5611387_DCAO_Addendum_3_03182024.docx | DOCX document | |
| RFP_C5611387_DCAO_Addendum_2_03132024.zip | ZIP file |
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Text version
DCAO RFP C5611387
QUESTIONS AND ANSWER SET #3
| Q # |
| Section/Document(s) |
| Page # |
| Question |
| State Response |
| 1. |
| RFP, Exhibit 2-1, Category ID 1 |
| Pg. 124 |
| The RFP states, “The solution shall be cloud agnostic and be able to run on any major cloud platform (Government Cloud preferred over commercial cloud offerings) such as AWS, Azure, Google etc.” If this is the requirement, then how can cloud platform costs be included in the response if CDCR has not chosen a cloud platform? |
| The CDCR requests that you include the cost of your chosen solution in your proposal. |
| 2. |
| DCAO RFP C5611387 |
QUESTIONS AND ANSWER SET #2
Question #8
| Pg. 3 |
| The State has specified that “The Bidder shall provide all costs associated with each deliverable in Cost Worksheet #1 – Payment Milestones. The Contractor shall be responsible for all cloud software, hardware, and network licenses and subscriptions and any egress fees for the duration of the contract.” |
a. Is the State’s expectation that the Cloud environment will be “bought on behalf” of CDCR by the vendor for the duration of the contract, with a one time “right to transfer” at the end of the term?
b. Assuming the Cloud environment is “bought on behalf” of the State, will CDCR share their data with the bidder/vendor in full, which would transfer ownership of that data to the bidder?
c. Does the State have any concerns in sharing CDCR data so that it would be populated in this new CDAO cloud environment?
Refer to Addendum 4 SOW Deliverable 7 for the transfer of ownership. The Contractor shall procure a SaaS solution on behalf of the CDCR and CDCR will provide access to all the data that would be needed to fulfill the requirements of the contract. The Contractor shall be responsible for all customization and configuration, however the CDCR will retain ownership of all data.
| 3. |
| SOW, Section 2 |
| Pg. 5 |
| The State has specified that the vendor must “ensure all software, services, configuration, and code developed as part of this implementation to be the property of the CDCR.” If “The Contractor shall be responsible for all cloud software, hardware, and network licenses and subscriptions and any egress fees for the duration of the contract”, through what process will the State become the owner? |
| Refer to Addendum 4 SOW Deliverable 7 for the transfer of ownership. |
| 4. |
| RFP and SOW |
| Throughout |
| The State has used “cloud software” and “cloud platform” throughout the RFP. Cloud software runs on a cloud platform. Please provide clarification on how the State is using these terms. Based on those definitions, please provide clarity on what needs to be included in the cost estimate as it relates to the software vs. the platform. |
| Refer to Addendum 4 SOW |
1. DATA LINKAGE AND STORAGE
| 5. |
| Cost Worksheet, Exhibit 2-3 |
| Tab #4 Summary |
| As there is no transfer of ownership described as part of the RFP, embedding the variable cost of the solution into the fixed price deliverable introduces significant risk to the bidder/vendor. How will the State resolve this? Why does the Cost Worksheet not include a line item for hardware, software, licenses which will have variable costs based on numerous unknown factors? |
| Refer to Addendum 4 SOW Deliverable 7 for the transfer of ownership. |
Refer to Addendum 4 Cost Worksheet Payment Milestones - Deliverable #7.
| 6. |
| RFP, Exhibit 2-1, Category ID 1 |
| Pg. 124 |
| As this is fixed priced bid, how is a bidder protected if CDCR choses a more expensive cloud platform during the cloud selection process than estimated in the cost proposal? |
| Please refer to Addendum 4 SOW |
1. DATA LINKAGE AND STORAGE.
The Contractor shall procure a SaaS solution on behalf of the CDCR.
| 7. |
| RFP, Exhibit 2-1, Category ID 1 |
| Pg. 124 |
| What is the State’s expectation for a bidder to propose a total cost for a Cloud solution that has not been identified? |
| The bidder may use costs from a reference implementation of a mid-sized SaaS data warehouse. |
| 8. |
| Cost Worksheet, Exhibit 2-3 |
| Tab #4 Summary |
| Cloud infrastructure costs vary on consumption of compute and storage. Does the state have projections on the following variables in order to estimate State consumption at time of launch and a projection over the life of the contract: |
1. Total amount of storage required for data that will be stored in active/hot cloud storage? Projected through end of contract?
2. Total amount of storage required for data that will be stored in archive/cold cloud storage? Projected through end of contract?
3. Peak amount of read operations the cloud platform is expected to support for queries on the DCAO platform? Projected through end of contract? Projected through end of contract?
4. What would be the peak number of concurrent users expected to query data from dashboards and reports? Projected through end of contract?
5. Volume of records and columns expected to be updated daily to support expected ETL volumes? Projected through end of contract?
Are there other key pieces of information we should consider estimating the proper size of the DCAO cloud platform to support the projected volume and velocity of the data?
1. Refer to SOW EXHIBIT A – POTENTIAL CDCR DATA SOURCES.
2. A minimum of seven (7) years historical data is required.
3. The estimated number of concurrent users and the peak reads will be determined after the requirements gathering phase.
4. Detailed information such as peak load, volume of records and concurrent user information is not available at this time. The bidder may use estimates for a mid-sized SaaS data warehouse. The CDCR expects the vendor to gather this information during the requirement gathering phase.
5. Estimated storage of 5 TB sizing across multiple transactional systems with a growth rate of 15% annually.
| 9. |
| Cost Worksheet, Exhibit 2-3 |
| Tab #4 Summary |
| Will there be need to export data from the DCAO data platform? (This would be needed for estimating egress charges) |
| The CDCR does not anticipate exporting data, but the data visualization tools will need access to the SaaS data platform. |
| 10. |
| Cost Worksheet, Exhibit 2-3 |
| Tab #4 Summary |
| If DCAO platform is hosted in environment by bidder, will CDCR have sufficient bandwidth to allow pull of data from CDCR systems and not impact SLAs required for response time of queries, data transmission, etc.? |
| The CDCR has sufficient bandwidth to allow pull of data from CDCR transactional systems. |
| 11. |
| Cost Worksheet, Exhibit 2-3 |
| Tab #4 Summary |
| If bidder hosts DCAO cloud platform, will there be integration of Identity Access Management withe CDCR (Active Directory)? Or will new login accounts and permissions need to be setup to access the DCAO platform. |
| Refer tlo RFP Addendum 4: Exhibit 2-1 DCAO Requirements. |
| 12. |
| Cost Worksheet, Exhibit 2-3 |
| Tab #4 Summary |
| If bidder hosts DCAO cloud platform, how will integration/access between CDCR and bidder hosted DCAO platform be achieved? Over VPN? Another method? |
| A combination of firewall rules and/or VPN. |
| 13. |
| Cost Worksheet, Exhibit 2-3 |
| Tab #4 Summary |
| If platforms such as Power BI/Tableau/OAC are used for dashboards/reports, who will own the accounts? Bidder? CDCR? Any estimate of how many subscriptions/accounts would be needed? How many would be accounts to view/interact with dashboards? How many accounts would have the ability to create and publish dashboards? Answers would help as they have different costs. |
| The CDCR estimates that the number of licenses required will be 1,000 end user licenses and 50 developer licenses. |
| 14. |
| Cost Worksheet, Exhibit 2-3 |
| Tab #4 Summary |
| What will be the expected process to resolve cloud cost overruns if the variable cost for consumption of cloud services for CDAO exceeds the capacity/cost estimated for the cloud services in the agreement between bidder and CDCR? Change request to address variance? |
| Refer to Addendum 4 RFP EXHIBIT 2-5: CHANGE REQUEST AND WORK AUTHORIZATION. |
| 15. |
| Cost Worksheet, Exhibit 2-3 |
| Tab #4 Summary |
| How many hours per day do you plan to run the platform each month? |
| Estimated to be less than 200 hours monthly. |
| 16. |
| Cost Worksheet, Exhibit 2-3 |
| Tab #4 Summary |
| As there is no transfer of ownership of the CDAO cloud platform described as part of the RFP, embedding the variable cost of the solution into fixed price deliverables introduces significant risk to the bidder/vendor. How will the State cover cost overruns on the cloud environment? We would recommend the State add an estimated cost in the Cost Workbook to be used for evaluation purposes but purchase cloud services via a separate procurement to resolve variability, ownership, and other issues. |
| Refer to Addendum 4 SOW Deliverable 7 for the transfer of ownership. |
Refer to Addendum 4 Cost Worksheet Payment Milestones - Deliverable #7.
| 17. |
| Cost Worksheet, Exhibit 2-3 |
| Tab #4 Summary |
| As a fixed fee, deliverable based contract, it would be less confusing for the bidder if the software/hardware costs etc. where in a separate line item in the Cost Worksheet. Can the State explain why there is not a discrete line item in the Cost Worksheet? |
| Refer to Addendum 4 Cost Worksheet Payment Milestones - Deliverable #7. |
| 18. |
| Cost Worksheet, Exhibit 2-3 |
| Tab #4 Summary |
| How many environments will be expected for operation of CDAO platform? 3 (Development, UAT, Production)? Will bidder control the UAT environment and Production environments. We ask as typically clients prefer bidder controls Development, but UAT and Production owned managed by client for control, quality, and access reasons. |
| The CDCR will control all three (3) environments after Deliverable 7 transfer of ownership is complete. It is expected that during the implementation phase the Contractor shall have control over all environments with CDCR oversight. |
| 19. |
| Cost Worksheet, Exhibit 2-3 |
| Tab #4 Summary |
| If bidder owns the cloud CDAO environment, is there an estimate of how much data will be downloaded from bidder environment to CDCR environment? (Needed to estimate egress charges) |
| The CDCR does not anticipate exporting data, but the data visualization tools will need access to the SaaS data platform. |
| 20. |
| RFP, Attachment 15: Glossary of Terms |
| Pg. 68 |
| If bidder owns cloud CDAO platform will any data sharing agreements, business associate agreements, or other agreements need to be established between CDCR and bidder to allow for sharing of CDCR data with bidder to host in bidder owned environment? |
| No additional data sharing agreements or business associate agreements are required. |
| 21. |
| RFP, Section 2.3 Key Action Dates |
| Pg. 15 |
| As these questions arose following Addendum 2 and Q&A 2, would the State consider extending the submission date to Friday, March 29, to allow time to develop a complete and thorough response? |
| The Final Proposal Submission date has been extended. Refer to Addendum 3 RFP Table 2-1: Key Action Dates. |
22.
Can the CDCR please clarify whether the $4.5 million budget includes software licenses related to the final build? It is unclear how to estimate licensing costs for a solution that will be designed much later in the project.
The 4.5 million budget is inclusive of all components. The solution should be proposed in your response to the RFP.
| 23. |
| Addendum 2, Exhibit 2-3, Cost Worksheet |
The state’s cost worksheet seems to duplicate M&O costs for the Base Contract. It is required in tab #1-Payment Milestones as Deliverable 7 as well as in tab #2-M&O in the Base Contract columns. In tab #4, the totals from these tabs are added to the grand total cost.
Can the state please clarify or provide a corrected Exhibit 2-3?
Please see the corrected Exhibit 2-3 in Addendum 4.
| 24. |
| Exhibit 2-3, Cost Worksheet; |
Q&A Set 2, Q #8
| Will the state please confirm that M&O for option year 1 is included in the $4.5 million budget? |
| Confirmed. |
March 22, 2024
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