SW1050_-EV678_Amendment_Q_A_04.21.25.pdf

OMES FORM CP 011 – Purchasing | Rev. 05/2016

Amendment of Solicitation

Date of Issuance: 04/21/2025 Solicitation No. EV00000678

Requisition No. Amendment No. 1

Hour and date specified for receipt of offers is changed: No Yes, to: CST

Pursuant to OAC 260:115-7-30(d), this document shall serve as official notice of amendment to the solicitation identified above. Such notice is being provided to all suppliers to which the original solicitation was sent.

Suppliers submitting bids or quotations shall acknowledge receipt of this solicitation amendment prior to the hour and date specified in the solicitation as follows:

(1) Sign and return a copy of this amendment with the solicitation response being submitted; or,

(2) If the supplier has already submitted a response, this acknowledgement must be signed and returned prior to the solicitation deadline. All amendment acknowledgements submitted separately shall have the solicitation number and bid opening date printed clearly in the subject line of the email.

RETURN TO: Supplier Portal (oklahoma.gov) Cini Zacharia

Contracting Officer

405-522-9078 Phone Number

Cini.zacharia@omes.ok.gov

E-Mail Address

Description of Amendment:

a. This is to incorporate the following:

On behalf of the State of Oklahoma, the Office of Management and Enterprise Services (OMES) gives notice of the following questions concerning this solicitation, received during the Q&A period, which closed on 04/16/2025. All questions and procurement/agency responses are detailed below:

Question #1 We saw this notification come through today and wanted to quickly clarify that there is no action to be taken for previously approved vendors on this contract, right?

Answer:

Yes, correct, no action required.

previous bidders don't need to bid.

Question #2 Do we need to do anything else regarding our ability to submit a response in terms of registration type activities?

Answer;

previous bidders like an active vendor on the contract for Sw1050 don’t need to bid.

If you are not then you need to bid for the Ev00000678 for Sw1050 .

Question #3 https://oklahoma.gov/omes/services/purchasing/supplier-portal.html

We recently received a Request for Proposal (RFP) for EV00000678, which pertains to Deliverables-Based IT Services. Upon review, it appears to be almost identical to RFP EV00000624, for which we submitted a response on January 31, 2025.

We have been unable to find any updates regarding RFP EV00000624, which was previously under the oversight of Richard Diaz as the contracting officer. Could you kindly provide any information on the status of this RFP? Specifically, was it canceled, and should our company resubmit a proposal under the new RFP EV00000678?

Answer:

See the Announcements tile on the Supplier Portal:

Question #4 I am writing to respectfully request an extension to the submission deadline for the SW1050 Deliverables-Based IT Services Contract RFP (EV00000678).

We are diligently working to prepare a comprehensive and competitive proposal that aligns with the State of Oklahoma’s objectives and high standards. An extension would provide us with the necessary time to ensure accuracy, completeness, and the inclusion of innovative solutions that fully address the RFP’s requirements.

We greatly appreciate your consideration of this request and would welcome any guidance regarding the possibility of a revised submission timeline Answer:

The bid will be open again in October if they cannot make the 04/30 deadline.

Question#5 We are interested in RFP EV00000678, SW1050-Deliverable Based IT Services (DBITS). We noticed that it seems quite similar to RFP EV00000624 - Deliverable Based IT Services, for which we submitted a proposal back in January.

Could you please clarify the differences between these two procurements? We are trying to determine whether we should respond to this new RFP.

Answer:

The answer will remain the same as described in the Announcement on the Supplier Portal.

Question#6 We are trying to determine how this event might relate to event #EV00000624 as it appears to be a repeat of the solicitation for which we have already submitted a bid in January. If we submitted a bid to EV00000624 should we resubmit under this solicitation? (we have not received any communication of disposition for the earlier bid)?

Answer:

no action required. previous bidders don't need to bid.

Question#7. We submitted a proposal to EV00000624 - SW1050 comprehensive Deliverables Based IT Service back in January of this year which is still pending award. Since we have a proposal for the same services pending, do we still need to respond to this current solicitation

EV00000678?

Answer: No, you will be notified if you were chosen for award from the January bid or not. The bid will be open twice a year for any bids that were not accepted.

Question#8. Can you please confirm that the following steps are required for all vendors seeking to negotiate a Statement of Work (SOW) for any type of IT project with an Oklahoma State agency?

1. The vendor must first complete the SW1050 package through the Oklahoma Supplier Portal.

2. The vendor then receives approval from the State.

3. The State agency collaborates with OMES to draft the SOW.

4. The State agency negotiates a final SOW with a state-approved vendor.

Answer: This is an IDIQ contract so a supplier is chosen by an agency and not specifically OMES when a project arises.

Question#9. 1. Is any preference given to vendors that have a current or completed contracts with the OMES?

Answer: Current contract holders do not need to submit a bid.

2. What would be the number of awards you intend to give(approximate number)?

Answer: Depends on the number of responsive bids received.

3. What is the work location of the proposed candidates?

Answer: It depends on agencies need. The contract is open to all Oklahoma agencies to utilize.

4. Are there any pain points or issues with the current vendor(s)?

Answer: No

5. Request you to please let us know the budget set forth for this resulting contract as well as incumbent spend if any?

Answer: This is an IDIQ contract, there is no budget.

6. How many number of current and completed contracts are required?

Answer: Required for what?

7. How many active contractors are working on this contract currently?

Answer: The state does not have this information.

8. Please provide the names of the Incumbent vendors for this contract?

Answer: See the Central Purchasing website and search the Statewide Contracts page.

9. What is the total spend per incumbent for the duration of the previous contract?

Answer: The state does not have information from a previous contract since this bid has been open off and on for 3 years.

10. What is the new budget for year for this RFP?

Answer: This is an IDIQ contract so it depends on agency need and budget.

11. Is this a newly initiated project, or is it a continuation of an existing one?

Answer: This is not a project.

12. Can you please clarify is this RFP is open for all vendors (or) are there any pre-qualified vendors who can submit bid for this RFP?

Answer: All vendors without a current contract or upcoming expiration may bid.

13. Is there any preference or priority given to local vendors for this contract?

Answer: No

14. Will you be accepting proposals for part of the scope of work or must we respond to each component of the RFP?

Answer:

This is an IDIQ contract; there is no scope of work to respond to.

15. Regarding references, can testimonials or case studies from similar organizations be used, or do they need to be from public or government contracts?

Answer: Either is fine.

16. How many references are required for ongoing and completed contracts?

Answer: 3

17. Follow up question on the references- Can we add multiple projects from the same client or should they be 1 contact per contract?

Answer: multiple projects from the same client is fine.

18. Could you please clarify if proof of insurance is required at the time of submission, or if it can be submitted after the award?

Answer: At the time of submission.

19. What is the page limit for the Exhibit #1 - Deliverables Based IT Services –

Requirements?

Answer: Please respond using the Exhibit tool.

20. Does the bidder need to be registered to do business with State of Oklahoma before submitting this bid or after getting an award?

Answer: No, but you must be registered to contract with Oklahoma.

Question#10. Given the current contract does not expire till the year 2028, can the State please confirm that this RFP is for additional new vendors, not for those already on contract?

Answer: Correct Question#11. SW1050_Non-negotiable_Bid_instructions.docx, Page 7, Section 7.7d: Is a VPAT required?

Answer: No Question#12. SW1050_Non-negotiable_Bid_instructions.docx, Page 7, Section 7.7e: Is an information technology Security Certification and Accreditation Assessment required?

Answer: Yes Question#13. SW1050_Non-negotiable_Bid_instructions.docx, Page 7, Section 7.7f: Are Service Level Agreements required?

Answer: Yes Question#14. SW1050_Non-negotiable_Bid_instructions.docx, Page 7, Section 7.7g: Is a Statement of Work required?

Answer: We are looking for the template that your company uses to develop a SOW.

Question#15. Exhibit_1.docx, Page 1, Section A1: Can OMES provide any additional details concerning the potential Supplier's Business Management Strategy?

Answer: That is an internal process in your business that we wish to know more about. We cannot provide additional details about your business model.

Question#16. Exhibit_1.docx, Page 1, Section A3:Is the state expecting one Business Requirements Document and one Systems Requirements Specifications Document for each project example, or one per category from Exhibit 2?

Answer: One per category Question#17. Exhibit_1.docx, Page 1, Section A6: Should the System Design Document (any and similarly requested additional documents) be submitted as a separate documents accompanying the bid package or embedded within the main response document?

Answer: Embedded in the main response for ease of evaluation is preferred.

Question#18. Exhibit_1.docx, Page 1, Sections A3 and A6: Are Questions 3 and 6 in this section duplicative?

Answer: They are not duplicative and are asking for different types of information.

Question#19. SW1050_Attachment_A.docx, Page 1, Scope: What has been the State spend in the past 2-3 years for DBITS Contracts?

Answer: FY24 $30M Question#20. we are trying to determine how this event might relate to event #EV00000624 as it appears to be a repeat of the solicitation for which we have already submitted a bid in January. If we submitted a bid to EV00000624 should we resubmit under this solicitation? (we have not received any communication of disposition for the earlier bid)?

Answer: No response is required if you have already submitted a bid. You will be notified if you are selected for award or not from the previous bids. This bid will be open again in October if you are not awarded.

Question#21. The Bid Instructions on page 7, Section 7.8, Section Eight, state that pricing is not a requirement for this solicitation. However, there is a place to upload this information in the bid portal and that an attachment is required. Can you please confirm our understanding that a response is not required for this based on your instructions?

Answer: No pricing document is required.

Question#22. We would like to request a 2-week extension.?

Answer: No extensions are allowed on this contract. It will be open again in October.

Question#23.

1. Could you please provide us what is your current annual spend for this contract and for how many FTEs?

Answer: The FY24 spend is $30M across 91 active suppliers.

2. a). How many incumbents are currently awarded for this contract?

Answer: 91 b). What is the annual value of each contract of each incumbent?

Answer: FY24 $30 M across 91 active suppliers.

3. When are those contracts with the Incumbents expiring?

Answer: Ranging anywhere from 2028 to 2030.

4. Please confirm those existing contracts also have the same scope in terms of the number of FTEs being asked in this RFP?

Answer: This bid is the same scope as previously solicited. FTE numbers are not contemplated in scope.

5. Refer “Technology Categories” in “Exhibit 1”, Can you please clarify and provide details about the FTEs:

a. What are the minimum educational qualifications for the resources?

Answer: Not applicable to this contract.

b. Any mandatory no. of years of experience:

Answer: Not applicable as a requirement to this contract.

c. Any specific skills or certifications:

Answer: Not applicable as a requirement to this contract.

d. Detailed Job Description:

Answer: Not applicable as a requirement to this contract.

6. We are unable to locate detailed evaluation criteria within the bid documents on which the Suppliers will be evaluated and selected. We understand that you are expecting the RFP response to be in line with “Section 7: Required Bid Format” in “Bid_instructions” document and “Section A and B of Exhibit 1”. Could you please provide the criteria including the weightage assigned to each item mentioned under these sections?

Answer: A, and each category of B have a total possible score of 70.

7. Do we need to provide the resumes of each Technology Category? If yes, how many resumes?

Answer: No

8. Is there any page limit to these resumes?

Answer: Resumes are not a required bid response.

9. Is there any page limit for overall proposal response?

Answer: No

10. We are not currently accessing, processing, transferring, or storing any federal or state data. Could you please confirm if we are still required to fill up and submit this document FY25_State_of_Oklahoma_Vendor_Security_Assessment excel sheet along with our proposal response or Standardized Information Gathering (SIG), Consensus

Assessment Initiative Questionnaire (CAIQ), FedRamp and/or Oklahoma State Ramp Certifications?

Answer: Yes, it is an inquiry into your security posture as a company and is required to do business in Oklahoma.

11. Is the submission of a VPAT (Voluntary Product Accessibility Template) mandatory for this solicitation?

Answer: No.

12. Refer to this section “Step 2: Enter Line Bid Responses“ on the State of Oklahoma supplier portal, you have mentioned unit bid price. Can you please clarify what is to be submitted in this? Are you expecting hourly rate or monthly rate or annual rate?

Answer: No rates should be provided on the unit pricing lines.

Question#24. Is there a designated set-aside, preference, or evaluation weighting for vendors certified as Service-Disabled Veteran Businesses (SDVBEs)? If so, could you please provide details on how such preference is applied during the evaluation or award process?

Answer: Additional points are given to Service Disabled Veterans doing business as an Oklahoma company.

Question#25. Would a company holding an active Service-Disabled Veteran's Business Enterprise (SDVBE) certification from the National Veteran-Owned Business Association (NaVOBA) meet the DVBE criteria as outlined in the form? Or is a specific federal or state certification required?

Answer: Please indicate in your response if you are a veteran owned company.

Question#26.

1. Is there any window period for this bid?

Answer: What is this in reference to?

2. In "SW1050_Attachment_A" under scope "Each labor discipline/skill set listed are divided into 3 technology types: Legacy, Core and Emerging, as applicable.

Please refer to Exhibit 4 for definitions and examples of corresponding technologies/skills" is referred. Could the agency please clarify this?

Answer: This is in referenced to SW1025 Event 685 and is not applicable to this solicitation.

3. In "SW1050_Non-negotiable_Bid_instructions" file, under "Section Seven:

Response to Specifications and Requirements", the agency has mentioned Mandatory or Non-Mandatory specifications and requirements found in Exhibit 1 However, this is not found in the Exhibit 1. Please clarify this?

Answer: Completed Exhibit 1 is a mandatory bid response.

4. In "SW1050_Non-negotiable_Bid_instructions" file, Could the agency please confirm what has to be done under "7.11 "Section Eleven: Financial Information (Confidential under Title 51 O.S. §24A.3d)"?

Answer: No financial information is required with your bid response.

5. Are resumes required as a part of submission. If yes, are actual resume required?

Answer: No

6. Please confirm if the VPAT is required as a part of submission?

Answer: VPAT is not required.

Question#27. Is the FY25 State of Oklahoma Vendor Security Assessment required to be submitted with the bid, or can it be completed after the award? If it must be submitted with the bid, should vendors complete the Excel spreadsheet and include it as an attachment?

Answer: Yes complete the Excel and include it as an attachment with your bid response.

Question#28.

1. Are we required to provide a Business Requirements Document, a System Requirements Specification/Document for all the categories we are bidding on, or can we submit these documents for only one specific category?"

Answer: One document will cover all categories.

2 Do we need to provide a System Design Document for all the categories we are bidding on, or is it sufficient to provide it for just one category?

Answer: One document will cover all categories

3 Are we not required to provide pricing?

Answer: No pricing is required with the bid response.

4 At the time of proposal submission, should we provide a sample certificate of insurance, and then submit the actual certificate of insurance under the name of Oklahoma upon award?

Answer:Yes Question#29. Per Section 8 of SW1050 - Pricing is not a requirement for this solicitation, however, the online bid portal has a placeholder for pricing. Please confirm if pricing is required for this solicitation?

Answer: Not required for the bid response.

Question#30.

In review on the RFP, we have the following questions:

1. Exhibit 1, Part B, Project Tables, item 8 states, "Number of FTEs on project." Should the

FTE count only include the number of consultants providing services on the project?

Answer: Yes

2. Exhibit 1, Part B, Project Tables, item 11 states, "Provide the Communication Plan." Can the communication plan be included as an Appendix?

Answer: Yes

3. Will the agency consider allowing projects to be included with Exhibit 1 that have not yet been completed?

Answer: Yes

Question#31. "Step 1, Question 7.8" and "Step 2: Enter Line Bid Responses" in the Portal Bid page both indicate that pricing is required but "SW1050_Non-negotiable_Bid_instructions, Section 7.8" states that Pricing is not a requirement for this solicitation. Please confirm that bid submission within the portal should have $0 pricing for each category and that pricing will be determined based on individual SOWs as needed?

Answer: Yes Question#32. Is the Security Certification Accreditation Assignment required at the Master

Contract level?

Answer: Yes Question#33. Is the Security Certification and Accreditation Assessment required at the Task

Order level?

Answer: It is required with the bid response.

Question#34. In an effort to provide the State with the highest quality response possible, would the

State consider extending the due date by two weeks?

Answer: No extensions are allowed on this contract. It will be open again in October.

Question#35.

1. As there are multiple categories to respond, may we request the State to give at least a one-week extension to the proposal submission deadline?

Answer: No extensions are allowed on this contract. It will be open again in October.

2. If we do not have any exceptions to the State’s Terms and Conditions, do we still have to submit Attachment B as part of Section 7.5?

Answer: No.

3. As the scope includes deliverables based IT services and does not include any product, is VPAT required to be submitted as part of the Section 7 of the bid packet?

Answer: No VPAT is required.

4. As this is a pre-qualification for DBITS, are Service levels Agreements required to be submitted as part of the Section 7 of the bid packet?

Answer: Yes

5. As the portal mentions Pricing (Section 7.8) as a required upload, do we need to upload any kind of pricing information?

Answer: No, enter NA in that section.

Question#36.

1 Non-negotiable_Bid_instructions Section 5 No Exceptions to Terms Page # 6

Given the language in Section Five stating "no exceptions" are allowed, can the State clarify whether this applies only to Attachment A-1, C, and D? Since Attachment B refers to negotiable terms and the submission portal requests a red-lined version of Attachment B, can the State confirm whether red-line is only allowed in Attachment B or a vendor can also submit red-lined versions of Attachment A-1, C, and D?

Answer: No redlines are accepted on this contract.

2 Non-negotiable_Bid_instructions Section 8 Pricing Page #7 The RFP states that pricing is "not a requirement" for this solicitation. However, the submission portal requires a pricing attachment—could the State clarify whether pricing is expected in the response at this stage?

Answer: Enter NA in that section.

3 Exhibit 1 "Supplier’s Business Management Approach " General Business Management Strategy Page #1 Could the State clarify whether the supplier’s business management strategy should address each technology category individually or if a consolidated approach across all categories is acceptable?

Answer: Consolidated approach.

4 "Non-Negotiable_Bid_Instructions " Section 7 Response to Specifications and Requirements Page #7 In Section 7.7

Response to Specifications and Requirements, do we only need to submit Exhibit 1 or do we also need to address points (a) to (g) with Exhibit 1?

Answer: Include Exhibit 1 and address a-g.

5 "Non-Negotiable_Bid_Instructions " Section 2 Executive Summary and Company Information Page #4 Could you clarify whether the executive summary, company information, and Exhibit 1 should be submitted as a single attachment, or as multiple attachments? The portal suggests submitting Exhibit 1 specifically in Section 7.2.?

Answer: Company information should be included in the bid response packet in the designated section and the Exhibit 1 answers incorporated in the bid response in the designated section.

6 "Non-Negotiable_Bid_Instructions " Section 4 Bid Portions Requested to be Held Confidential Page #5 For sections marked as non-mandatory in the portal, can we skip submitting any documents entirely, or is it necessary to submit a document acknowledging that no content is provided for these sections?

Answer: If it is not applicable to you then you can put N/A. Try to put a comment for more clarity on each section.

7 "Non-Negotiable_Bid_Instructions " Section 7 Response to Specifications and Requirements Page #7 Should we upload only Exhibit 1 in the designated section, or include it as part of a larger combined document?

Answer: As part of a larger combined document is acceptable.

8 "Non-Negotiable_Bid_Instructions " Section 7 Response to Specifications and Requirements Page #7 Could you confirm whether the VPAT is a mandatory requirement for submission in this RFP? If it is mandatory, please clarify where can we access it? There is no document or link available in the RFP to access VPAT?

Answer: No VPAT is required with bid submission.

9 "Non-Negotiable_Bid_Instructions " Section 9 Value-Added Products and/or Services Page #9 "To help us align with your expectations regarding value-added products and services, could you clarify if you're specifically looking for case studies or customer testimonials demonstrating our experience in delivering similar scopes of work for other clients?

Answer: No – this contract has set categories and no value-added products are considered.

10 "Non-Negotiable_Bid_Instructions " Section 9 Value-Added Products and/or Services Page #9 Beyond the categories already listed in the RFP, are there any additional categories of value-added products or services that the State is particularly interested in?

Answer: No 11 General Question Will a Statement of Work (SoW) be sent to all suppliers awarded under a specific category?

Answer: It depends on the agency need but unlikely due to the number of suppliers on contract.

12 General Question Exhibit 4-Kindly provide Exhibit 4, as it appears to be missing from the

RFP solicitation documents.

Answer: Exhibit #4 is not a part of this solicitation. It is in reference to SW1025 and is not relevant to the SW1050 bid response 13 Exhibit 1 Business Management Approach Question 6 Page #1 Regarding the requirement to provide a completed Business Requirements Document and a System Requirements Specification/Document from a previous project — these are typically client deliverables and considered confidential. Would it be acceptable to instead provide an outline or Table of Contents for each document as a representative example?

Answer: You can redact information as necessary but we are interested in your approach to creating business requirements so those must be clear to the evaluators.

Question#37:

1. Section 6.6.1 – Bid Structure

• The instructions specify that the bid should be structured into separate, labeled, and easily identifiable sections using the provided Bid Packet format. To confirm, should the entire bid be submitted as a single PDF document with clearly delineated sections?

Answer: Yes, however we prefer the security assessment to be provided as an Excel attachment.

• Given the document's anticipated length, is it acceptable to include a table of contents to facilitate navigation?

Answer: It is not recommended to alter the Excel in any way.

2. Section 7.3 – Required Forms, Certifications, and Disclosures

• Is it permissible to insert the completed forms as images within the PDF bid packet to maintain alignment with the table of contents and overall document structure? Answer: Yes

3. Section 7.6 – Additional Bidder Terms

• The instructions state that any additional terms requested by the bidder should be submitted in Word format. Considering the requirement for a single PDF bid packet, is it acceptable to include this section in PDF format instead?

Answer: This is a non-negotiable contract and red-lines will not be considered.

4. Section 7.7(a) – Response to Specifications and Requirements (Exhibit 1)

• Regarding Exhibit 1, is it acceptable to reference Section 7.7(a), complete both subsections

A and B of Exhibit 1, and then proceed to Section 7.7(b)?

Answer: Complete A and B of Exhibit 1. There is no response required to Section 7.7(b).

5. Exhibit 1, Section A – Submission of Work Product Examples

• Can we submit examples of our final work products in response to Section A, considering that actual work products contain sensitive client data?

Answer: Yes

6. Exhibit 1, Section B – Table Format and Formatting Enhancements

• Are we required to maintain the original table format in our response?

Answer: Yes

• If so, may we incorporate formatting elements such as bullets and paragraphs within the

'Supplier Response' column to enhance clarity?

Answer: Yes

7. Exhibit 1, Section A, Question 11 – Affirmation of Requirement

• Question 11 presents a statement rather than a prompt for information. Is it sufficient to simply affirm compliance with this requirement?

Answer: Yes

8. Section 7.8 – Pricing

• The instructions indicate that pricing is not a requirement for this solicitation and will be addressed in Statements of Work (SOWs). Is it appropriate to indicate 'Not Applicable' in this section?

Answer: Yes

9. Section 7.7(e) – Security Certification and Accreditation Assessment

• Given that the Security Certification and Accreditation Assessment is provided in Excel format, can we include it as a PDF within our single PDF bid packet, considering that multiple file uploads are not permitted?

Answer: Multiple file uploads are accepted, and the security assessment should be attached as a separate Excel file.

10. Sections 7.7(d), 7.7(f), and 7.7(e) – Applicability of Sections

• These sections specify certain requirements. If they are not applicable to our submission, should we label them as 'Not Applicable' in our response?

Answer: Yes Question#38.

1 SW1050_Non-negotiable_Bid_instructions Page 6 section 7.6 RFP states: “If the

Bidder desires any contradicting terms to govern, such changes must be memorialized in the Requested Exceptions in Section Four.“ However, RFP section 4 is about requests for Administrative Review, and Proposal section 4 will contain info requested to be held confidential. Please clarify if any requested contradictory terms should be provided in Proposal section 6.

Does OMES require redlines or a table of requested edits?

Answer: This is a non-negotiable contract. No redlining will be honored.

2 SW1050_Non-negotiable_Bid_instructions Page 7 section 7.8 We understand no pricing is required at this time. However we noticed in the portal that there are mandatory data entry areas for quantity and price. How should we respond in the portal?

Answer: No pricing is required; please disregard the quantity and price lines in the portal.

3 Exhibit_1 Section A, Question 6 Given that all RFP submissions may be made public, we are concerned about the potential exposure of confidential information or intellectual property belonging to previous clients. To ensure we comply both with the RFP requirements and our confidentiality obligations, please clarify:

- Whether a redacted or sanitized version of a previous System Design Document would be acceptable?

- Alternatively, would a sample or template System Design Document, demonstrating our methodology and approach (but not based on a real project), fulfill the requirement?

Answer: Yes, and a demonstration of your methodology is acceptable.

Question#38.

#1 The solicitation requires that we provide a Business Requirements Document from a previous project, is this for each technology category, or one total for the solicitation?

Answer: Each technology category but may be used more than once.

#2 Can the Business Requirements Document we provide be redacted? Most of our business that is done for Federal Clients is confidential?

Answer: Yes

#3 If a single Business Requirements Document is relevant for multiple Technology Categories, could it be used more than once in the response?

Answer: Yes, it may be used more than once.

#4 The solicitation requires that we provide a System Requirements Document from a previous project, is this for each technology category, or one total for the solicitation?

Answer: It may be provided for each technolgoy category.

#5 Can the System Requirements Document we provide be redacted? Most of our business that is done for Federal Clients is confidential?

Answer: Yes

#6 If a single System Requirements Document is relevant for multiple Technology Categories, could it be used more than once in the response?

Answer: The system requirements document can be provided for more than once category.

#7 For the Security Certification and Accreditation Assessment, will the state accept just one of the certificates listed in lieu of the document? For example, just SIG, CAIQ, or FedRAMP/OK State Ramp? Or will all be required to fulfill the Security Certification and Accreditation Assessment standard?

Answer: Just one of the listed in lieu of the completed security assessment.

#8 Considering this is a master contract, would the State remove the requirement for specific SLAs until after award?

Answer: We would like to know what your typical SLA’s are and may be agreed at the release level as well.

#9 Considering this is a master contract, would the State remove the requirement for the Statement of Work Draft Template until after award?

Answer: We would like to see the template that you use in your business to draft a SOW.

#10 Please confirm that Exhibit 1, Section A, Questions 1-11 must be responded to six times for each Technology Category.

Answer: Correct

#11 For Exhibit 1, Section A, Question 1, do you require us to submit different business management strategies for each Technology Category or once per Bid Packet?

Answer: One per bid packet.

#12 We would like to please request an extension for the solicitation to ensure the strongest possible response?

Answer: The bid will be open again in October. There are no extensions allowed on this event.

#13 Could the State please confirm if we need to provide a VPAT at the bid level or if it is only needed at the task order level after an award?

Answer: At the release level, if required.

#14 We understand that certain information cannot be claimed “confidential” under the Oklahoma

Open Records Act, including “References”. Under this act, could we redact/claim confidentiality for reference and company contact information such as phone number and email address and remain in compliance?

Answer: Yes

#15 In the Bid Instructions document, under Section 7.7.e, it is stated that an Information

Technology Security Certification and Accreditation Assessment is required. Could the State please confirm if the Excel document provided with solicitation titled “FY25_State_of_Oklahoma_Vendor_Security_Assessment” is the document we must complete and provide as proof for the Security Certification and Accreditation Assessment?

Answer: Correct

#16 Could the State please confirm if the Excel document provided with solicitation titled

“FY25_State_of_Oklahoma_Vendor_Security_Assessment” is required to be filled out and submitted with the bid packet? It is specifically referenced in the Instructions?

Answer: Yes, it must be completed and returned with the bid response as an attachment.

#17 If the Excel document provided with solicitation titled

“FY25_State_of_Oklahoma_Vendor_Security_Assessment” is required to be filled out and submitted with the bid packet “at a Bid Packet page referencing the Security Accreditation Assessment” as stated in Section 7.7.e of the Bid Instructions document, could the document be simply referenced as an attachment of our Bid packet or would the State like us to insert the completed document into the Bid directly?

Answer: As an attachment is preferred.

#18 A Secretary of State filing number is referenced in the CP076 document. What forms need to be filled out with the Secretary of State?

Answer: Please check the Secretary of State website for requirements.

#19 What specifically do we need to register for with the secretary of state?

Answer: Please check the Secretary of State website. If an out of state entity please provide proof of good standing from that state.

#20 For the Security Certification and Accreditation Assessment, is an ISO certification enough to satisfy the requirement?

Answer: No

#21 Which system is the Accreditation Assessment referring to? Is this a hypothetical system, or based on systems we currently maintain?

Answer: This security assessment is in reference to your company’s security posture answer all questions whether applicable or not and if not applicable explain why.

#22 For all Technology categories, is there a requirement to fill out the Security Certification

Accreditation Assessment?

Answer: Only one security assessment is required for the company.

a. #23 Would the department please consider allowing ISO certifications to be enough to satisfy the requirements for the Security Certification Accreditation Assessment. An assessment of this size, to be completed accurately, can take a team of individuals longer than the solicitation period?

Answer: ISO is not an acceptable certification . Bidder may also submit Standardized Information Gathering (SIG), Consensus Assessment Initiative Questionnaire (CAIQ), FedRamp and/or Oklahoma State Ramp Certifications in lieu of the Security Certification and Accreditation Assessment.

Question#39.

1 Attachment A, Page 2, Scope General How will the State determine which awarded suppliers receive a Statement of Work (SOW) opportunity? Will it be rotational or SOW will be shared to all qualified suppliers in a category?

Answer: Agencies will work with awarded suppliers to determine the best suited for a project. It is not rotational.

2 Attachment A, Page 2, Scope General How many of total vendors the state envisions to shortlist as part of this RFP process?

Answer: This depends on the number of responsive bidders.

3 Attachment A, Page 2, Scope General Can OMES share historical volume or anticipated number of SOWs per Technology Category during the contract term?

Approximate historical spend or budget related information per category would be helpful to understand the volume of work?

Answer: FY 24 spend $30M across all awarded suppliers. The state does not track the number of SOWS originated across all state agencies.

4 Attachment A, Page 2, Scope General Does the state require any pricing related information from the vendor at this RFP phase or is pricing to be provided at later stage during SOW response?

Answer: During the SOW phase.

5 Attachment A, Page 2, Scope General Will the State guarantee a minimum number of SOWs to each awarded vendor?

Answer: No – this is an IDIQ contract.

6 Attachment A, Page 2, Scope General Will a vendor be restricted from winning work in more than one Technology Category simultaneously?

Answer: No restrictions.

7 Attachment A, Page 2, Scope General Is there an estimated total contract value or cap per vendor per year?

Answer: No cap. It is an IDIQ contract so there is no contract value.

8 Exhibit 1, Page 1 Proposal & Evaluation What are the specific evaluation and scoring criteria for selecting vendors in each Technology Category?

Answer: Experience - with a max point value of 70.

9 Exhibit 1, Page 1 Proposal & Evaluation For previously completed BRD, SRS, and

System Design Documents requested—will redacted versions be accepted to preserve client confidentiality?

Answer: Yes Can we share these documents at the time of shortlisting or is it mandatory to submit along with the proposal?

Answer: Must be submitted with the bid response.

10 Attachment A, Page 2, Scope Scope & Deliverables Does the state have any preferred pricing models for the future anticipated SOWs? Example - T&M, Fixed Price etc.?

Answer: No preference.

11 Attachment A, Page 2, Scope Scope & Deliverables Are subcontractors permitted, and if so, what level of disclosure or commitment is required at the proposal stage?

Answer: The state must approve of all subcontractors.

12 Attachment A, Page 2, Scope Scope & Deliverables Are vendors expected to include resource transition plans even during the initial submission phase, or only during SOW responses?

Answer: During a SOW engagement.

13 Exhibit 2, Page 1 Technology Categories Can the State provide more specific examples of what qualifies under 'Emerging' vs. 'Core' vs. 'Legacy' tech (referred to in Exhibit 4)?

Answer: This question is related to SW1025 Event 685 and is not applicable here.

14 Exhibit 2, Page 1 Technology Categories For categories such as BI/Data Warehouse or Cloud Migration—does the State prefer vendors with product-specific certifications (e.g., Snowflake, AWS)?

Answer: Provide any and all certification applicable to your business.

15 Attachment D, Page 3, Section 5 Offshore Services Does the statement - "No offshore services are provided for under the Contract" means the state only prefers all the project resources to work from on-site? Is Hybrid model allowed where we plan 2 to 3 key resources on-site and rest of the team working from offshore?

Answer: No offshore work is allowed if processing, storing or transmitting state data.

16 Attachment D, Page D-10, Section 18.7 Security & Compliance Will the State provide a security checklist or template to prepare for the annual SOC 2 or other audit requirements?

Answer: No

17 Attachment D, Page D-10, Section 18.5 Security & Compliance If a vendor uses third-party U.S.-based cloud providers, will those vendors also need to submit a separate certification/accreditation review?

Answer: Yes 18 Attachment D, Page D-8, Section 9 Data & IP Ownership Can source code escrow obligations be waived if IP is jointly owned or reused in other client projects? Is there any cost or investment involved for vendors with regards to the escrow requirements?

Answer: 1. Will be negotiated at the time of release. 2. Supplier will pay the 3rd party escrow fees for developed software.

19 Attachment D, Page D-12, Section 20 Legal If a vendor’s SaaS product includes its own EULA or license agreement, will the State negotiate those terms separately?

Answer: This contract is for project based work and should not include SaaS products.

20 Attachment D, Page D-15, Section 26 Legal Will OMES provide a standard BAA

(Business Associate Agreement) template, or is vendor expected to provide their own?

Answer: That will be addressed that the release level.

Question 40.

Document: Non-negotiable bid instructions

1. (p1) Will only federal funds be utilized for this contract, or is the “Yes” check on the cover page only to say that some opportunities may utilize federal funds?

Answer: Some possibly.

2. (p8) Will business references be required to provide references in writing?

Answer: No.

3. (p8) In Section 10, the vendor is required to provide three business references. Is this in addition to the three business references per category, or is this the same as the three business references per category?

Answer: Yes, the category references are related to the project work you have done.

SW1050_Attachment A

1. Can OMES-IS clarify if Suppliers must have experience performing all of these tasks in the past? Can examples of varying complexity be provided?

Answer: No, we are looking for past experience.

2. (p2) Attachment A states that “the Supplier should demonstrate their ability to launch, staff, and successfully deliver projects of varying complexity and size including "new" projects, continuing development of legacy projects, and the conversion of legacy projects to new platforms as required.”

Answer: What is the question?

3. (p3) Exhibit 4 is referenced as a source of definitions and examples of corresponding technologies/skills. However, it has not been made available on the portal. Can these definitions and examples be provided? Please clarify if the technology types listed on p3 of Attachment A (Legacy, Core, and Emerging) have examples included in Exhibit 4. If not, please provide these examples.

Answer: This question is in regards to SW1025 Event 685 and is not applicable to this solicitation.

4. (p2) Given that “OMES-IS reasonably anticipates that it will award no more than 5 contracts per category for administrative efficiency but may award additional if in the best interest of the State”, can OMES-IS state how many vendors will be selected for each category?

Answer: we cannot answer this question at this time.

Question 41.

Supplier link information for the SW1050 – EV00000678 submission:

Answer:

Supplier portal link:

https://oklahoma.gov/omes/divisions/central-purchasing/suppliers-and-payees/supplier-portal.html https://oklahoma.gov/omes/divisions/central-purchasing/suppliers-and-payees/supplier-portal.html

Contact Supplier Registration (Assistance for Suppliers and Payees) Supplier Assistance Line 405-521-2930 9 a.m. to 4 p.m. CST, Monday – Thursday OKSuppliers@omes.ok.gov

b. All other terms and conditions remain unchanged.

Supplier Company Name (PRINT) Date

Authorized Representative Name (PRINT) Title Authorized Representative Signature mailto:OKSuppliers@omes.ok.gov