RFQ0106-14_RESPONSES_TO_QUESTIONS.doc

EEOC’S RESPONSES TO QUESTIONS REGARDING RFQ0106-14

FOR

ON-LINE APPOINTMENT SCHEDULING TOOL

Question No. 1: Is there currently an incumbent on the contract or is this a new requirement?

EEOC's Response: This is a new requirement.

Question No. 2: If there is an incumbent, are you currently satisfied with performance?

EEOC's Response: There is no incumbent.

Question No. 3: Will this solution interface/integrate with any other products? If so, please list which ones and the APIs.

EEOC's Response: The solution should be accessible through a web portal; product is still to be determined. Tool should have web services interface so that EEOC applications can be interfacing with the tool.

Question No. 4: I did look on your website and I noticed that the EEOC processed almost 100k charges last year. However, what I was really looking to find was a ballpark on the number of appointments or interviews the EEOC manages each year.

If you can give me some idea of the number of interviews/appointments the EEOC processes each year it will allow us to provide the best possible pricing. If you don’t have the actual numbers perhaps a ballpark such as “about one in 4 appointments results in a charge” or similar would be helpful.

EEOC's Response: The number of appointments is not tracked, but assumes 2-3 times the number of charges.

Question No. 5: Will on-line Appt. Scheduling Tool be interacting with any legacy system?

EEOC's Response: Should be accessible through a web portal; product is still to be determined. Tool should have web services interface so that EEOC applications can be interfacing with the tool Question No. 6: Who are potential charging parties?

EEOC's Response: People who are considering filing a charge of job discrimination.

Question No. 7: Do we need to integrate this app with Microsoft Active directory?

EEOC's Response: No, EEOC does not have Active Directory, but integration with LDAP would be a plus.

Question No. 8: If no then are you planning to send employee list periodically?

EEOC's Response: No Question No. 9: Can you define functionality of scheduling mediation and hearing?

EEOC's Response: The act of scheduling an appointment with an EEOC field office to conduct a mediation or a hearing.

Question No. 10: Does EEOC currently planning to develop a new system for intake process? If intake process system already exists do we need to interface with the intake process and this system was developed in which environment (Database/development too)?

EEOC's Response: In planning phase; should be accessible through a web portal; product is still to be determined. Tool should have web services interface so that EEOC applications can be interfacing with the tool.

Question No. 11: Security: will P-II data be redacted on web pages and reports?

EEOC's Response: Secure data won’t be on the web.

Question No. 12: If the intended software for scheduling is SAAS, then what kind of enhancements you are intending to develop? This will help us in allocating necessary resources for future development process.

EEOC's Response: The enhancements are configurable for length of appointment, location, reminders, etc.

Question No. 13: Will all the development enhancement be treated as new change order?

EEOC's Response: It depends on the nature of the enhancement; tool should be configurable without change orders.

Question No. 14: Is the appointment setting feature for internal EEOC staff as well as outside individuals wishing an appointment with EEOC.

EEOC's Response: It is for individuals outside of EEOC to make an appointment with an EEOC office.

Question No. 15: If outside individual is setting appointment with EEOC how do they know how to find the right individual? Would it be by Dept. and they would click “appointment” link and send to a blind email account or would they be looking by department and find an appointment grid and select a time slot and that would bring up a form or email template to request the appointment.

EEOC's Response: It won’t be for a specific individual, but with an office. Available time slots might be displayed as you noted.

Question No. 16: What is the time frame for appointment setting schedules? By week or by month or entire year?

EEOC's Response: Still to be determined, but probably more than one month.

Question No. 17: Section 508 compliance – TimeTrade has a number of user interfaces not all of which are section 508 complaint. One user interface is designated for interview candidates to self-schedule appointments. Another user interface is designated for EEOC staff who serve the interface appointments to view and manage the interviews. Lastly, there is an administrative user interface where designated users can manage the configuration of the application. Our question is which user interfaces must be compliant?

EEOC's Response: Your response should address which Section 508 standards are met and any exceptions for any interface.

Question No. 18: TimeTrade derives the annual Software-as-a-Service fee based on the number of locations where appointments are served and the number of resources (people) that will be loaded into the system and take appointments (e.g. The interviewers). Can you give an indication of locations and resources?

EEOC's Response: The number of locations is 53 EEOC offices, with 1-2 persons (resources) per office.