Supplier Q & A

Revised 02/11/11 SPD-SPR004

Supplier Q & A - 1

RFP Number: 47400-DOR0000056 RFP Title: Fraud Management Solution Requesting State Entity: GA Department of Revenue

Date: 03/12/15

Issuing Officer: Arnaz Fanning RFP Initially Posted to Internet: 02/27/15 eMail Address: Arnaz.fanning@dor.ga.gov Telephone: 404-417-2188

The purpose of this document is to provide answers to supplier questions.

Please see Questions and Answers included herein.

Note: This document is intended for informational purposes only. Any changes to the RFX must occur through a published addendum (or through publication of a new version of the RFX in Team Georgia Marketplace™). If multiple Q & A documents are posted, the most recent Q & A shall govern in the event of a conflict.

QUESTIONS AND ANSWERS

# Questions Referenced RFX Section

Answers

1.

In order to provide a comprehensive response to your RFP and ensure the best value is delivered to Georgia DOR, we would like to request a 5 week extension for the proposal submission.

Due to the aggressive timeline that has been established for this project a 5 week extension is not viable.

2. 2

During the bidder’s conference, are you looking for additional comments from vendors? If so, will a subsequently revised RFP be issued?

The intent of the conference is to allow suppliers the opportunity to ask clarifying questions regarding the requirements contained in the solicitation. At this time we cannot state if a revised solicitation will be forthcoming, however, it is possible that during the conference something may be addressed that would warrant such a revision.

3.

Since responses to questions are due 3/25/15, will the government give an extension if the responses come after this date?

If the department receives questions that we are unable to respond to by the response date, there will be an extension provided for this solicitation.

4. 4

Can vendors assume that the following two forms are only applicable to the awarded contractor and are therefore not required as part of the vendors proposal submission? (Contractor Affidavit & Subcontractor Affidavit).

Citation of relevant section of the eRFP:

eRFP page 26,

8. List of eRFP Attachments

The specific question that you have raised relates to the requirements of O.C.G.A. § 13-10-91 (b)(1) which provides relevantly as follows: (b)(1) No public employer shall enter into a contract pursuant to this chapter for the physical performance of services within this state

# Questions Referenced RFX Section

Answers unless the contractor registers and participates in the federal work authorization program to verify information of all newly hired employees or subcontractors. Before a bid for any such service is considered by a public employer, the bid shall include a signed, notarized affidavit from the contractor attesting to the following:

(a) The affiant has registered with, is authorized to use, and uses the federal work authorization program;

(b) The user identification number and date of authorization for the affiant;

(c) The affiant will continue to use the federal work authorization program throughout the contract period; and,

(d) The affiant will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the same information required by subparagraphs (a), (b) and (c).

5. Would it be possible to extend the window for questions up until the pre-bid conference?

Questions may be submitted up until 3/18/15, any question received from 3/16/15 thru 3/18/15 will be addressed during the Offeror’s Conference.

6. Can you provide more information on the negotiation process? Will you negotiate with more than one vendor?

After the Evaluation Team has scored the suppliers’ proposals, the Department of Revenue may elect to enter into one or more rounds of negotiations with all responsive and responsible suppliers or only those suppliers identified by the Evaluation Team as being in the competitive range. The competitive range will not be selected arbitrarily and those suppliers included in the competitive range must have highly scored proposals.

NEGOTIATIONS ARE

RFX Section

Answers

DISCRETIONARY; THEREFORE, THE

DEPARTMENT OF REVENUE URGES

THE SUPPLIER (1) TO SUBMIT ITS

BEST RESPONSE AND (2) NOT TO

ASSUME THE SUPPLIER WILL BE

GRANTED AN OPPORTUNITY TO

NEGOTIATE.

7. Will the selected vendor be required to provide an indemnification to the state for services under this contract?

Yes, please refer to Section G of the sample contract document and the indemnification is spelled out.

8. Is there a way to not certain sections of the RFP responses are confidential and should not be made publically available?

Proprietary information, audited financial statements and information not otherwise publically available are not subject to public access.

9. Would the State consider affording Offerors the opportunity to participate in the mandatory Bidders/Offeror’s Conference via conference call or webinar?

RFP Section

2.1.4 Attending

Bidders/Offeror’s Conference

The Offeror’s Conference requires actual attendance to fully understand the requirements for the requested solution.

10. Will the State consider providing an additional window of opportunity for Offerors to pose questions after the Bidders/Offeror’s Conference in order to allow submission of any questions regarding items discussed at the conference so that a written response from the State may be obtained?

RFP Section 2.1.3 Submitting Questions

Yes, questions can be submitted after the Offeror’s Conference up until 4:00pm on 3/23/15.

11. Given the technical nature of this RFP, would the State consider offering a second Question and Answer period subsequent to the first one in order to address any additional questions that might arise after the responses to the first round of questions are published?

RFP Section 2.1.3 Submitting Questions

Yes, questions can be submitted after the Offeror’s Conference up until 4:00pm on 3/23/15

12. Regarding the ”Attachment File Name” column of the Mandatory Scored Questions spreadsheet, is it the intention of the State that the

Mandatory Scored Questions Attachment

No, the required files must be uploaded using the naming convention outline in the requirements document. Files must be uploaded in MS Excel, MS Word or pdf

RFX Section

Answers

Offeror’s Company Name replaces the “CO” in each of the file name attachments?

documents. Any other file type will be considered as non-responsive.

13. Item #6 of the Mandatory Questions Attachment, states in part, “The GA Department of Revenue requires a Performance Bond or Irrevocable Letter of Credit from Offeror’s financial institute of 100% of the awarded contract amount, no later than 30 days after contract award.”

RFP Section 3.2 Bonds and/or Letter of Credit states in part, “The awarded supplier(s) shall be required to furnish a performance bond or irrevocable letter of credit to the State Entity for the faithful performance on the contract in an amount equal to 100% of the awarded annual contract.” Please clarify the difference between these two statements with regard to the inclusion of the word “annual” in one but not the other. What is the State’s intent with regard to the amount required, given that an annual amount might differ from the total contract value?

Mandatory Questions spreadsheet and RFP Section 3.2.

Bonds and/or Letter of Credit

The Performance bond must be issued for the awarded contract amount and must be renewed annually for the duration of the active contract.

14. The initial term of the contract(s) shall be from the date of award until the end of the State’s current fiscal year. The State’s fiscal year is from July 1st through June 30th.” RFP Section 1.4 Schedule of Events makes multiple references to activities that occur up to [4 to [6] weeks after closing. Given the current RFP proposal due date of April 3. 2015, it would be possible that a contract would not be finalized until mid-May. Given this set of circumstances coupled with the time it would take to implement a system, please clarify the initial contract term.

RFP Section

1.7 Contract

Term and RFP Section 1.4 Schedule of Events

The date on the sample contract is incorrect, it should state “06/30/2016” Correction shall be made.

RFX Section

Answers

15. Regarding the Cost Proposal Worksheet, is the State asking the winning Offeror to provide any hardware, or is the State just requesting hardware cost if there is a need to purchase any hardware not currently owned? If it is the former, what is the State asking the winning Offeror to provide?

Cost Proposal Worksheet

The intent is if the Offeror’s solution requires a hardware component, the Offeror must identify that hardware and provide the cost for that equipment.

16. Regarding the State of Georgia Agency Standard Contract, will the State accept and incorporate into the contract the terms of an Offeror’s license which states that we are not producing any code or programs specifically for this solicitation and that our system was wholly developed with private funds?

RFP Section 7 Contract Terms and Conditions and State of Georgia Agency Standard Contract

Upon review and acceptance by DOR Legal, acceptable terms and conditions shall be incorporated prior to the execution of the contract. If a supplier takes exception to a contract provision, the supplier must state the reason for the exception and state the specific contract language it proposes to include in place of the provision. Any exceptions to the contract must be uploaded and submitted as an attachment to the supplier’s response. Proposed exceptions must not conflict with or attempt to preempt mandatory requirements specified in the eRFP.

17. Will the State consider incorporating an Offeror’s system license agreement into the contract resulting from this RFP?

RFP Section 7 Contract Terms and Conditions and State of Georgia Agency Standard Contract

Upon review and acceptance by DOR Legal, acceptable license agreement shall be incorporated prior to the execution of the contract. If a supplier takes exception to a contract provision, the supplier must state the reason for the exception and state the specific contract language it proposes to include in place of the provision. Any exceptions to the contract must be uploaded and submitted as an attachment to the supplier’s response. Proposed exceptions must not conflict with or attempt to preempt mandatory requirements specified in the eRFP.

RFX Section

Answers

18. Regarding the Cost Proposal

Worksheet, please clarify whether or not the total Software Maintenance and Support amount for five years should be included in the “Offerors Total Proposed Solution Price” or if the “Offerors Total Proposed Solution Price” is intended to reflect only the year one cost?

Cost Proposal Worksheet

The Software Maintenance and Support cost must be given for each year after the initial year. The Software maintenance and Support cost will be separate from the Total Proposed Solution Price.