RFP_C5611944_Q_A_Set_1.docx

DOCX document 47 KB Posted Sep 5, 2024

Attached to: RFP C5611944 M&O For BITS/BDMS
Solicitation number: 0000032680
Issued by: California

About this file

Written by GovTribe AI · Oct 14, 2024

This document is a Question and Answer (Q&A) Set #1 for RFP C5611944 issued by the California Department of Corrections and Rehabilitation (CDCR) for maintenance and operations (M&O) services for the Board's Information Technology System (BITS) and the Board's Document Management System (BDMS).

The RFP seeks proposals from qualified bidders to provide a wide spectrum of tasks and functions to meet evolving legislation, business, and technical needs for BITS/BDMS, which is pivotal in ensuring the efficiency, effectiveness, and compliance of the parole proceeding and management processes. The Q&A addresses questions related to the service level agreements (SLAs) for application availability and performance, invoicing and payment requirements, environment hosting responsibilities, cost worksheet errors, key staff qualifications, and project reference requirements. CDCR has provided responses and clarifications to these inquiries through Addendum 1. The current contract vendor is Riley Consulting Services LLC, and CDCR intends to award a single contract as a result of this RFP.

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Other files

File	Type	Posted
Addendum_1.zip	ZIP file	Sep 5, 2024
Addendum_2__RFP_C5611944.zip	ZIP file	Sep 5, 2024
RFP_C5611944_Solicitation_Package.zip	ZIP file	Sep 5, 2024

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RFP C5611944 Question and Answer (Q&A) Set #1

RFP Section

Page

Question

State Response

SOW, Section 20.3

The SLA for Section 20.3 Application Availability and Section 20.5 Application Performance are problematic and should be changed or removed.

1. The RFP implies that the Contractor is responsible for the development environments, but that CDCR will be hosting the production environment. If this is the case, how can the Contractor meet the SLAs and avoid liquidated damages when they don’t fully control the production environment? For example, if a CDCR network or other infrastructure outage causes BITS to be unavailable how is the Contractor responsible for liquidated damages for failing to meet these SLAs?

To meet the state’s desire to make BITS more available during off hours, we recommend the state consider the following:

1. Clarify the requirements around Contractor requirements for 24x7 support. Or…

1. Clarify requirements around support during BPH business hours (SOW Section 13 Agreement Conditions, section B business hours) and add additional requirements around after hours support SLAs

Please see addendum 1 for changes to this requirement. Refer to SOW, section 20.3. Service Availability.

SOW, EXHIBIT B: BUDGET DETAILS AND PAYMENT PROVISIONS, Item 1: INVOICING AND PAYMENT, section G

We request that all invoices be submitted only electronically to CDCR. With the CA state government environmentally-conscious policies, it does not seem necessary to mail paper duplicate invoices.

Invoices can be submitted electronically to the E-mail address in SOW section G or a paper copy can be sent through mail. Refer to Addendum 1.

SOW, SOW Section 8.21

SOW Section 8.9 Section 8.9, p24 Section 8.21, p27 Please clarify the Contractor’s environment hosting responsibilities. This requirement implies that lower environments are maintained by the Contractor – and can be built into a cloud environment -- but the production environment is provided and maintained by the CDCR IT organization.

Related to this, see SOW Section 8.9 and the reference to “CDCR or CDCR Hosting Vendor”.

Refer to Addendum 1.

Cost worksheet, Optional Years

Optional Years Worksheet

There appears to be an error in Cost Worksheet on optional years. See the Optional Years worksheet. The formula in Col E, cell 25 says it should be C*D = E, but in fact its overcalculating (B*C*D = E)

The formula has been corrected. Refer to Addendum 1.

RFP. Exhibit 10-3 Product Manager (Product Owner)

111

The Key Staff Qualification for the Project Manager (Product Owner) has requirement (#14, 15, and 17) that says “Minimum of three (3) years of experience as the Release Manager (Product Owner) successfully implementing features into M&O Services for State and/or Local Government entities.” Should this say “Product Manager (Product Owner)” instead?

RFP. Exhibit 10-3 Product Manager (Product Owner), #14, #15, and #17 have been corrected to reflect “Product Manager (Product Owner)”. Refer to Addendum 1.

RFP. Exhibit 9, Box 11

The requirements for referenced projects to be "$4M annual cost and 3000 users" is unclear. We have projects that we believe have an annual maintenance cost over $4M, but our (contractor cost) on the project was less than $4M/yr. We request that:

1. the requirement for $4M annual cost/3000 users for all referenced projects is changed to “at least one referenced project”, OR) the requirement is changed to be stated as allowing projects with a contractor cost of $500K/yr and 3000 users.

Refer to Addendum 1. Project requirement has been updated.

RFP. Exhibit 10

100

Instructions for Exhibit 10 states: “All experience must have occurred within the last ten (10) years prior to the Final Proposal due date. The bidder must provide information for a minimum of two (2) projects. No more than four (4) projects shall be provided to meet the requirements in Exhibit 10-1 through 10-8 individually. If more than four (4) projects are provided, only the first four (4) projects provided in the proposal will be evaluated.”

Does each key staff need to have two referenced projects even if they meet all the requirements with one project?

Does this requirements only apply to the Bidder Qualifications and references?

Refer to Addendum 1, Exhibit 10 requirement is for the Bidder’s Key Staff.

N/A

Who is the current contract vendor for California Department of Corrections and Rehabilitation?

Riley Consulting Services LLC

N/A

Is CDCR intending to award the contract to multiple bidders?

No.

10.

RFP Section 2.5.1 Electronic Vendor Application of Qualification (EVAQ)

We have an approved EVAQ application already on file. Please confirm that this is sufficient to meet the requirements for this RFP.

Please contact the eVAQ Program Administrator to verify if your current eVAQ submission is sufficient.

eVAQ Program Administrator:

Raymond Estey Phone: (916) 857-9779 Email: Raymond.Estey@state.ca.gov

11.

SOW Section 5

This section says “The eight (8) Contractor Key Staff Roles are identified below, and all must be dedicated from Agreement Award performing the responsibilities including but not limited to the following in SOW Table 2.”

What is the CDCR definition for dedicated?

Since it is hourly contract, is there no guarantee the staff will be needed 40 hours a week for the duration of the contract?

The eight (8) Key Staff shall be dedicated to meet the contractual requirements in the SOW and hours on the Cost Worksheet, column “e” to support the work order authorization (WOA) efforts.

12.

SOW Section 7

This section says “As part of the work authorization, the Contractor must ensure the requirements and documentation are updated in Azure DevOps for future reference.”

Is the CDCR be open to something other than Azure DevOps?

No.

13.

SOW Table 3: M&O Activity Table:

Activity 2: Since this is due 30 days after contract award, is this for a specific project defined somewhere or a generic project plan?

Refer to Addendum 1.

14.

N/A

Could you please advise on the name of the company/vendor(s) who has built the Board's Information Technology System (BITS) and the Board's Document Management System (BDMS)?

Riley Consulting Services LLC

Page 2 of 2 8/23/2024

File details come from the government source that posted it. Updated Oct 14, 2024.