T3108 QA 5.12.25~1.pdf

New Jersey Is an Equal Opportunity Employer • Printed on Recycled and Recyclable Paper

PHILIP D. MURPHY

Governor

State of New Jersey

DEPARTMENT OF THE TREASURY

DIVISION OF PURCHASE AND PROPERTY

PROCUREMENT BUREAU

33 WEST STATE STREET

P. O. BOX 230

TRENTON, NEW JERSEY 08625-0230

ELIZABETH MAHER MUOIO

State Treasurer

TAHESHA L. WAY

Lt. Governor

AMY F. DAVIS, ESQ.

Acting Director https://www.njstart.gov

5/12/2025

To: All Interested Bidders

Re: Bid Solicitation # 25DPP01087

T3108 New Jersey Child Care Information System

Quote Submission Due Date: JUNE 27, 2025 (2:00 p.m. Eastern Time)

Bid Amendment #4

The following constitutes Bid Amendment #4 to the above referenced Bid Solicitation:

• This Bid Amendment includes answers to questions;

• Attachment 3 – State-Supplied Price Sheet 1.24.2025” has been deleted and replaced with “REVISED Attachment 3 – State-Supplied Price Sheet 5.12.2025”; and

• Please note that for all additions, deletions, clarifications and modifications to the Bid Solicitation, please refer to “REVISED T3108 Bid Solicitation 5.12.2025”. The following revisions are included in the Revised Bid Solicitation:

o Section 3.26, State-Supplied Price Sheet Instructions, revised;

o Section 5.1, Contract Term and Extension Option, revised;

o Section 6.2, Compliance, revised;

o Section 6.4, Security Awareness and Training, revised;

o Section 6.6, Privacy, revised;

o Section 6.10, Cryptographic Protections, revised;

o Section 6.14, Security Engineering and Architecture, revised;

o Section 6.17, ICS/SCADA/OT Security, revised;

o Section 6.25, Vulnerability and Patch Management, revised;

o Section 6.27, System Development and Acquisition, revised; and o Section 6.34, Tax Return Data Security, revised.

• The second electronic Question and Answer period will be received until 2:00 p.m. Eastern Time on Monday, May 19, 2025. Questions that will be considered will be limited to subject matter related to the following:

o The revisions to the Revised Bid Solicitation Sections listed above. Refer to “REVISED T3108 Bid Solicitation 5.12.2025”; and o REVISED Attachment 3 – State-Supplied Price Sheet 5.12.2025.

It is the sole responsibility of the Bidder to be knowledgeable of all of the additions, deletions, clarifications, and modifications to the Bid Solicitation and/or the New Jersey Standard Terms and Conditions relative to this Bid Solicitation as set forth in all Bid Amendments.

All other instructions, terms, and conditions of the Bid Solicitation shall remain the same.

Bid Solicitation #25DPP01087 T3108 New Jersey Child Care Information System

Answers to Questions

Where applicable, each question references the appropriate Bid Solicitation section.

# Bid Solicitation Section Reference Question (Bolded) and Answer

1 Quote Submission

Q: Please confirm a Bidder may deliver a hardcopy quote instead of submitting a response electronically.

A: Please be advised that all Quotes shall be submitted electronically through

NJSTART.

2 Quote Submission

Q: Should I check that I have properly completed and attached all of the required documents with my submitted Quote?

A: Yes. Prior to the Quote Opening Deadline, a Bidder should review the documents comprising the submitted Quote to ensure that all of the required documents have been completed and attached. Oftentimes a Quote is deemed non-responsive because a Bidder fails to attach a required form or attaches a blank form. To review a submitted a Quote, a Bidder should log into NJSTART and review each document attached to the Quote submission. Instructions on how to review a submitted Quote can be found in the Quick Reference Guide entitled How to Review a Submitted Quote, which is available on the NJSTART Vendor Support Page under Vendor Reference Guides.

3 PDF Documents

Q: When trying to open a Portable Document Format (PDF), I am receiving an error message and am unable to access the PDF. How should I proceed?

A: It is recommended that users utilize Microsoft Edge to view PDFs. Certain PDF forms cannot be opened in the Chrome or Firefox built in PDF viewers that are enabled by default. If using Chrome or Firefox it is recommended that the file is downloaded instead by clicking the download button in the upper right-hand corner of the browser after an error message is received. An alternative option is to disable the built in PDF viewers in Chrome or Firefox.

4 Exceptions

Q: Will the State allow Bidders to take exception to any of the Standard Terms and Conditions?

A: As stated in Bid Solicitation Section 2.2, Exceptions to the State of NJ Standard Terms and Conditions (SSTC): “Questions regarding the State of New Jersey Standard Terms and Conditions and exceptions to mandatory requirements MUST be posed during the Electronic Question and Answer period and shall contain the Bidder’s suggested changes and the reason(s) for the suggested change(s).” Moreover, as stated in Bid Solicitation Section 3.11, Bidder proposed terms or conditions that conflict with those contained in the State of New Jersey Standard Terms and Conditions may render a Quote non-responsive.

Section 1

INTRODUCTION

AND SUMMARY OF

Q: On page 1, the RFP states: ” The NJ Department of Human Services (DHS), Division of Family Development (DFD), the Department of Children and Families - Office of Licensing (DCF-OOL), Department of Agriculture

THE BID

SOLICITATION

(DA), Department of Health (DOH), Department of Education (DOE), Child Care Resource & Referral Agencies (CCR&R’s) and Child Care Providers are committed to high quality in early care and education program settings.” Can the State clarify these are the agencies that the new NJCCIS wil serve? If so, how many internal users from each agency are expected to have access (regardless of capacity) to the backend system?

A: The NJCCIS is a mixed delivery System that provides easy access to Child Care Provider information for all Child Care Provider types in New Jersey, including but not limited to, licensing of child care centers, family Child Care registration, and Child Care inspections, enforcement, and complaints.

The NJCCIS System also contains the NJ Workforce Registry, the NJ Quality Rating Improvement System (QRIS), which is known as Grow NJ Kids (GNJK), the Learning Management System (LMS) that includes Child Care Provider and Child Care Workforce grants and scholarships, and other early care and education supports. As of June 2023, there were approximately 80,000 active NJCCIS users, including:

• approximately: 65,000 workforce members;

• 580 trainers/training agencies;

• 500 CCR&R users;

• and 150 state staff.

Each of these Departments include the administration, oversight, etc. of the child care component. This includes but is not limited to: Department of Children and Families (DCF), Office of Licensing (DCF-OOL) - child care provider licensing and inspection; Department of Agriculture (DA) - child and adult food care program; Department of Health (DOH) - youth camp program; Department of Education (DOE) - preschool wraparound services; Child Care Resource & Referral Agencies (CCR&R’s) - child care assistance program (CCAP); and Child Care Providers - child care training modules.

We are unable to anticipate how many internal users from each of these agencies will have access to the system (following the selection of a Bidder) at this time; however, all users will be required to access the system through the Single Sign On process.

Section 1.1

PURPOSE AND

INTENT

Q: The solicitation document indicates that the state may award any or all price lines. Does this mean the state may award to more than one bidder to deliver different aspects of the system requirements?

A: This Bid Solicitation will have one (1) awarded Contractor. The referenced template language emphasizes that the State reserves to itself the discretion on how to proceed with the award.

Section 1.1

PURPOSE AND

INTENT

Q: This section has listed out Core System components of NJCCIS including: a) Licensing, b) Workforce Registry, c) Quality Improvement, and d) grants & scholarships. Can you please confirm if all these of components will need a replacement by the new solution components / modules?

A: Yes, all of these components need a module. The solution requires these components in a fully, accurate, functional manner.

8 Section 1.2

BACKGROUND

Q: In the background section, the current bid references a partial procurement of the services under T1087 – Electronic Benefits Transfer/SNAP EBT for DHS. Is this the correct reference bid? Should it have been bid T1932, Contracted System Administrator for New Jersey Division Children’s System of Care?

A: No. This is a partial re-procurement of the services under T1087. The current reference bid excludes SNAP.

Section 1.3

CONTRACT

AMOUNT

Q: What is the budget set aside for this procurement?

A: This information is kept confidential until the Notice of Intent to Award is issued.

Q: What is the proposed budget for this procurement?

Q: What is the budget for this RFP?

Q: What is the total budget earmarked for this procurement?

Q: What is the department's budget or expected range of costs for this project?

Q: Is there a defined budget range for the project?

Section 2.1

Q: Would the State clarify that any QA responses would be included in the final Bid Solicitation?

ELECTRONIC

QUESTION AND

ANSWER PERIOD

A: All responses to the electronic Question and Answer period will be posted in a Bid Amendment to this Bid Solicitation.

Section 2.2

EXCEPTIONS TO

THE STATE OF NJ

STANDARD TERMS

AND CONDITIONS

(SSTC)

Q: Does the State allow room for contract exceptions? If so, what are the recommended guidelines for submitting exceptions?

A: Exceptions to mandatory requirements must be posed during the electronic Question and Answer period.

Section 2.5

OPTIONAL PRE-

QUOTE

CONFERENCE

Q: Is there a Teams Link for the Pre-Quote conference or just the dial in phone number?

A: Bid Amendment #1 dated January 31, 2025 revised the Bid Solicitation to include a Teams Link for the Pre-Quote conference.

Section 2.5

OPTIONAL PRE-

CONFERENCE

Q: No Teams link has been provided for the pre-quote conference on 2/4, only a call in number. The provided slides indicate there will be a teams meeting. Could you please provide the teams link? Thank you!

A: Bid Amendment #1 dated January 31, 2025 revised the Bid Solicitation to include a Teams Link for the Pre-Quote conference.

Section 3.1

SUBMISSION

Q: What is the State’s expectations on submission? Is there a format and page limit Vendors should consider?

A: Bidders should submit a Quote that meets all of the requirements that are outlined in this Bid Solicitation. The Bidder’s Quote must be submitted electronically through NJSTART by the required date and time as stated on the cover page of this Bid Solicitation.

Uploaded files must be compatible with Microsoft Office and/or Adobe software applications. Bidders are to not upload files with extensions such as .zip, .numbers, or .pages. There is no page limit that Bidders have to consider when submitting Quotes.

Section 3.13.6

SERVICE

PERFORMANCE

WITHIN THE

UNITED STATES

Q: As we leverage large service providers to provide our technology (such as Microsoft), please consider the addition of the following to the Scope of Work. Please note that all state data remains onshore. State acknowledges and agrees that Contractor’s third-party service providers (“Vendors”), including Contractor’s cloud service providers, may have access to confidential information from onshore and offshore locations, and that the Contractor uses Vendors within and outside of the United States to provide at Contractor’s direction administrative or clerical services to Contractor. These Vendors may in the performance of such services have access to State’s confidential information. Contractor represents to State that with respect to each Vendor Contractor has technical, legal and/or other safeguards, measures, and controls in place to protect Confidential Information of State from unauthorized disclosure or use.

A: The State declines to alter or modify Bid Solicitation Section 3.13.6 Service Performance Within the United States.

Section 3.13.8.1

SMALL BUISNESS

SUBCONTRACTING

SET-ASIDE

Q: Additionally, given that there is a small business set-aside requirement, are there any preferred small businesses currently working with NJ DHS?

A: There are no preferred small businesses that are currently working with the State.

SUBCONTRACTING

Q: Are small business set aside goals applicable to this RFQ? Page 13, item 3.8 says they are not applicable, however page 16 item 3.13.8.1 says they are applicable.

A: This Bid Solicitation is for a Small Business Set-Aside for Subcontracting only.

Section 3.13.8 describes the actions that a Bidder shall take if intending to subcontract services for this Bid Solicitation.

SUBCONTRACTING

Q: If the small business set aside is applicable to the RFQ, if the prime vendor is a NJ certified MBE on the following website (https://www20.state.nj.us/TYTR_SAVI/vendorSearch.jsp );does the prime MBE certified vendor meet this set aside goal?

A: Any business, including a business certified as a Minority Business Enterprise (MBE) in New Jersey, may deliver a proposal for this Bid Solicitation. The Small Business Set-Aside requirement in this Bid Solicitation applies to subcontracting only. Therefore, if the Bidder intends to subcontract, it must submit a Subcontractor Utilization Plan and must demonstrate that it made a good faith effort to solicit and hire eligible New Jersey Small Business Enterprises.

SUBCONTRACTING

Q: Throughout the RFP there is reference to Subcontractors, is the assumption accurate that the State will allow subcontractors to satisfy certain components of the new system?

A: Yes, the State will allow subcontractors to satisfy certain components of this Bid Solicitation. This Bid Solicitation is for a Small Business Set-Aside for Subcontracting only. Section 3.13.8 describes the actions that a Bidder shall take if intending to subcontract services for this Bid Solicitation.

SMALL BUISNESS

SUBCONTRACTING

Q: Section 3.8 indicates that the small business set-aside does not apply to the procurement; section 3.13.8.1 indicates that the set aside applies for subcontracting. Can you please clarify whether or not the small business set-aside applies, and to where it applies?

A: This Bid Solicitation is for a Small Business Set-Aside for Subcontracting only.

Section 3.13.8 describes the actions that a Bidder shall take if intending to

SMALL BUISNESS

SUBCONTRACTING

Q: Section 3.8 mentions that Small Business Set Aside does not apply to this procurement. However, Section 3.13.8.1 mentions that - This is a Contract with set-aside subcontracting for New Jersey Small Business Enterprises. Can the State please confirm if there is a set aside for this contract?

A: This Bid Solicitation is for a Small-Business Set-Aside for Subcontracting only. Section 3.13.8 describes the actions that a Bidder shall take if intending to

SMALL BUISNESS

SUBCONTRACTING

Q: With SET-ASIDES being limited to SubContracting only for Goods & Services, what NJ certification requirements exist, if any, for a MWSBE subcontractor to be certified and listed as such in your NJSAVI data set here: https://www20.state.nj.us/TYTR_SAVI/VendorSearch

A: Qualified businesses can be certified through the State of New Jersey.

Information on the requirements for businesses to become certified can be found here: https://business.nj.gov/pages/certifications.

28 Section 3.14

TECHNICAL QUOTE

Q: Section 3.14 mentions that The Bidder shall describe its approach and plans for accomplishing the work outlined in the Scope of Work. Please confirm that the Scope of Work here refers to Section 4 of the RFP and if we need to address each point mentioned in Section 4.

A: Section 4 of this Bid Solicitation is the Scope of Work and the Bidder shall describe its approach and plans that they will use to address each requirement of Section 4. The Bidder should also make note that other Sections of the Bid Solicitation are designated as mandatory requirements and the Bidder should also include these mandatory requirements with their Quote submission. Failure to include all mandatory requirements could deem a Bidder’s Quote as non-responsive and would remove them from consideration for award.

29 Section 3.14

TECHNICAL QUOTE

Q: Is it permissible for bidders to include a Cover Letter/ Executive as part of their technical proposal response?

A: Bidders may submit what they deem necessary to assist the Evaluation Committee in its review of the Bidder’s Quote.

Section 3.15

MANAGEMENT

OVERVIEW

Q: Section 3.15- Management Overview mentions Bidder should set forth its overall technical approach and plans to meet the requirements of the Bid Solicitation. Can the State please confirm what requirements are these and what is the difference between the approach mentioned here and in the Technical Quote section?

A: Section 3.15, Management Overview, asks for the Bidder to describe and demonstrate how they will meet the requirements of this Bid Solicitation via the Bidder’s management. Section 3.14, Technical Quote, asks for the Bidder to https://www20.state.nj.us/TYTR_SAVI/VendorSearch https://business.nj.gov/pages/certifications describe their approach to accomplishing all of the requirements that are outlined in this Bid Solicitation.

Section 3.17

SCHEDULE

Q: What is the expected transition (date) from the incumbent to the new system and are you anticipating a phased rollout for different modules, or a "big bang" approach to this transition?

A: The Bidder, with submission of their Quote, is to propose their anticipated rollout for the different modules required with this Bid Solicitation.

Q: What is the anticipated timeline for implementation/ Go-live date?

A: The Bidder, with submission of their Quote, is to propose the implementation/Go-live date of the Solution.

Q: What is the target date for Go-Live?

A: Please see the response to Question #32.

Q: Does the state have a preferred go-live date for the initial release?

A: Please see the response to Question #32.

Q: Will there be a blackout period before the new system Go-Live?

A: The Bidder, with submission of their Quote, is to propose if there is to be a blackout period prior to the Solution’s Go-live date.

Section 3.18

MOBILIZATION

PLAN

Q: “It is essential that the State have quick use of the functionality this Contract is to provide. Therefore, each Bidder shall include as part of its Quote a mobilization plan, beginning with the date of notification of Contract award and lasting no longer than 60 Calendar Days.” Can the State expound on their desired “mobilization plan”? In addition to the resource planning desired, what, if any, functionalities does the State expect in the first 13-weeks? Is there an expected MVP delivered after the 13-weeks?

A: The State expects a detailed timetable that should demonstrate how the Bidder will have the personnel and equipment it needs to begin work on the Contract to have a new System up and operational from the date of notification of award. Additional expectations and functionalities for the initial 13 weeks are stated in the Bid Solicitation, Section 3.18, Mobilization Plan.

Q: Can the State clarify the discrepancy between the “beginning with the date of notification of Contract award and lasting no longer than 60

Calendar Days” and providing “A detailed timetable for the mobilization period of thirteen (13) weeks”?

A: Once the Bidder is notified of Contract award, the awarded Bidder has 60 calendar days to provide the Mobilization plan that is detailed in Section 3.18.

The Mobilization period shall be a period of no longer than thirteen (13) weeks.

Q: Can you please clarify if the initial 60 calendar days following the contract award related to Mobilization plan submission, is within which the first Release Package calendar is to be submitted, should be included as part of the 12-month period covered by the Release Package calendar?

A: Please see the response to Question #37.

Q: Section 3.18 of RFP - Can you please specify whether the mobilization period of 13 weeks includes the initial 60 calendar days, or if the 13 weeks start after those 60 days?

A: The thirteen (13) weeks for the Mobilization period include the 60 calendar days.

Q: Will an opportunity be provided to adjust the mobilization plan once the contract is awarded? Or is the plan final upon submission?

A: The Bidder is not permitted to adjust the Mobilization plan once the Contract is awarded. The Mobilization plan is final upon submission.

41 Section 3.19

ADDITIONAL PLANS

Q: Is it mandatory for the bidder/vendor to submit all draft additional plans during response submission?

A: By inserting the defined terms Shall and Must the Bid Solicitation makes clear that certain requirements are mandatory and not subject to discretion. Bid Solicitation Section 3.19 Additional Plans states, “The Bidder shall provide its draft plans with their Quote submission to accomplish all work required by this Contract.”

Section 3.20

ORGANIZATIONAL

EXPERIENCE

Q: Can the state explain the difference between the references asked in Section 3.20 and Section 3.24?

A: Section 3.20, Organizational Experience, relates to the Bidder’s qualifications and capabilities to perform the requested services, such as information relating to Bidder’s organization, personnel, and experience in their field of work.

References should provide information accordingly.

Section 3.24, Experience with Contracts of Similar Size and Scope, relates to the Bidder’s experience performing on a contract having the size and scope required by this Bid Solicitation. Relevant information includes proof of previous contracts for work having a similar size and scope. References should provide information accordingly.

Section 3.25

FINANCIAL

CAPABILITY OF

THE BIDDER

Q: Financial statements are confidential documents. Can we submit our audited financial statements as a separate document along with our response document?

A: As stated in Bid Solicitation Section 3.25 FINANCIAL CAPABILITY OF THE BIDDER. A Bidder may designate specific financial information as not subject to disclosure when the Bidder has a good faith legal/factual basis for such assertion. The State reserves the right to make the determination to accept the assertion and shall so advise the Bidder.

Section 3.25

FINANCIAL

CAPABILITY OF

THE BIDDER

Q: Will NJ accept anything to show financial responsibility in lieu of the financial statements?

A: The Bidder should provide sufficient financial information to enable the State to assess the financial strength and creditworthiness of the Bidder and its ability to undertake and successfully complete the Contract.

Section 3.27

ORAL

PRESENTATIONS

Q: Will the state consider including orals for this opportunity so that vendors can better demonstrate their capabilities?

A: No, the State will not consider Oral Presentations.

Section 4.1

PROJECT

Q: Are there any formal set notices/notifications or is all communication created ad hoc? If there are set templates, how many and what format will these be required to be in?

A: 1. The majority of communication is ad-hoc oriented and created or done for a particular purpose as necessary. The communication format is typically electronic.

Q: Do there need to be direct communication channels both internally and externally? If so, are there any limitations or checks and balances for external communication?

A: Yes, direct communication to both internal and external stakeholders is needed. External communications must align with DHS/DFD policy and includes confidentiality considerations, and other State security standards.

Q: Are there any modules that require supervisor approval/override? If yes, which modules and how many layers of approval are required?

A: Yes, there are modules that require supervisor approval/override. Numerous sections throughout this Bid Solicitation describe where supervisor approval will be needed.

Q: How are providers currently assigned to workers?

A: There are multiple Providers assigned at any given time. An exact amount cannot be given.

Q: The RFP States that the Bidder's office location must be within 25 miles of Agency specified address. Would an office location that is more than 25 miles outside of that specified address and still within the State of New Jersey, be allowed? Can you provide more details around how this office is expected to be utilized during implementation as well as during ongoing maintenance and operations.

A: This office will provide comprehensive and expeditious results throughout the development and implementation process at the discretion of the State and vendor, and it is expected that this office will contribute to the maintenance and operations process as well. The State does not wish to modify this requirement.

Q: Would the State consider a larger radius from the local office radius within a 50-mile radius of the Office of Child Care Assistance (6 Quakerbridge Plaza, Hamilton, NJ) in order to manage costs, and is this flexible?

A: The State does not wish to modify this requirement.

Section 4.1.1

PROJECT

Q: What is the State’s expectations around providing a PMP for the RFP submission? Does the State expect a thorough PMP or a high level with the final PMP delivered within 45 days of contract award?

A: The Bidder shall submit a draft PMP with their Quote submission as stated in Section 3.19, Additional Plans. Section 4.1.1, Project Management Plan and Requirements, further states that a final PMP must be finalized and approved by the SCM within 45 Calendar Days of Contract award and submitted weekly thereafter.

Section 4.1.1

PROJECT

Q: Please clarify the expiration of the current Electronic Benefits Transfer for DHS contract referred to in bullet 2 in section 4.1.1

A: The SNAP EBT for DHS expires February 22, 2027.

Section 4.1.4

CUSTOMER

SERVICE AND

TECHNICAL

SUPPORT HELP

Q: These sections reference that interpreter services should be available for language other than English or Spanish. Can you provide the most common language types and proportion of calls that are languages other than English or Spanish? This will help bidders adequately scope and price for this requirement.

A: The Bid Solicitation states that customer service representatives (CSR’s) must have access to a language interpretation or translation services to accommodate customers who speak languages other than English or Spanish.

The State is not able to provide language types or proportion of calls for other languages.

CUSTOMER

SERVICE AND

TECHNICAL

Q: Are there service level agreements (SLA) specific to calls addressed in languages other than English or Spanish With support calls in other languages, SLAs are a driver of cost to the State. Do these calls have the same SLAs in effect as English and Spanish? Can these be considered as a “best-effort” request?

A: Customer service representatives (CSR’s) must have access to a language interpretation or translation services to accommodate customers who speak languages other than English or Spanish. This is the requirement as stated in the Bid Solicitation.

It is not clear what “best effort” means. Arrangements must be made per this Bid Solicitation to enable other language services.

CUSTOMER

SERVICE AND

TECHNICAL

Q: Can the state provide the following historical contact center metrics by month for the last two years to better assess expected help desk workload and costs? 1. Inbound voice split by the different support areas a. Average volume b. Average handle time including agent talk time, hold time, after call work time c. Average queue time d. Average IVR time 2. Outbound voice split by the different support areas a. Average volume b. Average handle time including agent talk time, hold time, after call work time 3.

Email split by the different support areas a. Average volume b. Average handle time including agent time, after call work time

A: The statistics the State collects for its Vendors are as follows:

NJCCIS

annual calls 2200 2-month average 330 Handle Time 4.14

NJCCIS-Workforce Registry annual calls received every 2 months 2010 2-month average 512 Handle Time 9.30

ECC Total Call Center Statistic Varies as follows:

February 2025 939 total calls January 2025 1021 total calls December 2024 686 total calls

ECC Total Call Center Statistic Varies:

February 2025 – 939 total calls January 2025 – 1021 total calls December 2024 – 686 total calls

ECC Average Handle Time from December 2025 to February 2025 is 4.16.

SERVICE AND

TECHNICAL

Q: Can the state provide contact volumes by month/year requiring requests for support in languages other than English?

A: The State does not have this information.

SERVICE AND

TECHNICAL

Q: Will their be preferential scoring for vendors who have their contact/call centers staffed in NJ?

A: No, there will not be preferential scoring for vendors who staff their contact/call centers in New Jersey.

Section 4.1.6

SOFTWARE

PLATFORM

SYSTEM

MANAGEMENT AND

ADMINITRATION

Q: Who will be responsible for procuring, installing, upgrading and managing the hardware, network and infrastructure for NJCCIS?

A: The Bidder that is awarded a Contract is responsible for these functions as stated in the Bid Solicitation.

Section 4.1.8

CHANGE

Q: Do change management/marketing resources require native translation (beyond those created for English and Spanish speaking audiences)?

A: The Bid Solicitation states that customer service representatives (CSR’s) must have access to a language interpretation or translation services to accommodate customers who speak languages other than English or Spanish.

The State is not able to provide language types or proportion of calls for other languages.

Section 4.1.8

CHANGE

Q: The state requires that a contractor must “review and respond to all change order requests” within 30 days. Would the state clarify what meets the standard of “respond” for this requirement? For example, does “respond” mean to have cured the issue, or rather to have acknowledged receipt and developed a plan?”

A: Change order requests have a minimum requirement to be responsive.

Responsiveness includes the Vendor acknowledging the request, creating a resolution plan, and having an implementation date submitted to the State within 30 days. If the State deems the change order request an emergency, then the change order response must be submitted as soon as possible to be considered responsive.

62 Section 4.1.11

CONTINGENCY

PLANNING

Q: Does this also include responsibility for dispute resolution and erroneous payment liabilities outstanding from the previous Contract?

A: Yes, the Bidder awarded this Contract will assume responsibility to resolve and disburse outstanding payments to Providers for liabilities that are outstanding from the previous Contract.

Section 4.1.11

CONTINGENCY

PLANNING

Q: To better align with your requirements, can you provide details on the current Disaster Recovery and Business Continuity measures in place, including backup and recovery strategies, continuity of operations, disaster recovery, and crisis management? Can you share your RPO (Recovery Point ) and RTO (Recovery Time) SLAs?

A: The Disaster Recovery and Business Continuity measures are outlined in the NJ State Plan at the following link:

https://www.childcarenj.gov/Resources/Reports and https://www.childcarenj.gov/ChildCareNJ/media/media_library/NJ_CCDF_Stat e_Plan_Disaster.pdf.

The State does not possess RPO (Recovery Point) or RTO (Recovery Time) SLAs.

Section 4.1.12

INSPECTIONS,

AUDITS, AND

INVESTIGATIONS

Q: Can you elaborate on any need for mobile inspection/field investigation capabilities?

A: Yes, mobile inspection/field capabilities are a requirement.

Section 4.2

MAINTENANCE AND

SUPPORT

Q: Does the State desire the same Service Levels for Maintenance, Support and Enhancements for the New NJCCIS System as provided for the current NJCCIS?

A: Service Levels are agreements between the Vendor and any Subcontractors.

Bidders are to detail their usage of Service Levels within their Quote submission.

Q: The project duration, per the bid listing on njstart.gov, appears to be a total of four years in duration (10/15/2025 --> 10/14/2029); Does the four (4) year term include implementation and M&O, or does the M&O term initiate after the implementation (per Attachment 3 - State-Supplied Pricing Sheet)? Are you expecting the bidder to define the implementation timeline (Separate from the M&O term)?

A: The Maintenance and Operation period will begin after the State has accepted the System created by the awarded Contractor and implementation has been successful. Maintenance and Operation shall be included within the five (5) year base term of this Contract.

Q: What internal capabilities does the organization have to support system maintenance?

https://www.childcarenj.gov/Resources/Reports https://www.childcarenj.gov/ChildCareNJ/media/media_library/NJ_CCDF_State_Plan_Disaster.pdf https://www.childcarenj.gov/ChildCareNJ/media/media_library/NJ_CCDF_State_Plan_Disaster.pdf

A: DHS does not have any internal support for system maintenance. The awarded Contractor is expected to support system Maintenance per the Bid Solicitation.

Section 4.2.2

SUPPORT OF

APPLICATION

CHANGES,

UPDATES, AND

UPGRADES

Q: Can the State provide more detailed estimates for the number of concurrent users for each system component, including peak usage times? What are the anticipated volumes of transactions for each component, and how should the system scale for periods of increased usage?

A: Exhibit 1, CCDF Provider and Client Statistics 1/24/2025, and Exhibit 3, NJCCIS Current Design Diagram - As Is and To Be 1/24/2025 show the number of users and transaction volumes. Additionally, a well-designed system allows for increased transaction periods by sizing. The system should be scalable for sustained increased usage.

Section 4.2.2.1

EMERGENCY

IMPLEMENTATION

TEAM

Q: Can there be some overlap between the dedicated emergency implementation team and other key personnel (subcontractor management, supervisory, and other key personnel)?

A: Yes, there can be some overlap. Please note, major emphasis must be in the development and coding areas. Additionally, where there is a dedicated team specified/required in the Bid Solicitation, the awarded Contractor must adhere to the contractual requirement.

Section 4.2.3

MAJOR AND MINOR

CHANGES

(ONGOING)

Q: RFP states that bidder need to Complete all ongoing maintenance and initiatives as required by the State. Please clarify if bidder need to support ongoing maintenance of existing systems. If yes, please provide us details like a) No. of FTE supporting each of current systems b) Ticket volume and breakup by L1, L2 and L3 tickets

A: The Bidder is not expected to support ongoing maintenance of existing systems.

Section 4.2.3

MAJOR AND MINOR

CHANGES

(ONGOING)

Q: Language in warranty requirements: Request to remove this Trained mechanics are regularly employed to make necessary repairs to equipment in the territory from which the service request might emanate within a 48 hour period or within the time accepted as industry practice

A: The State does not accept this proposed modification. Terms and conditions on publicly bid procurements must be consistent for all potential Bidders, and cannot be based on a single vendor’s terms

72 Section 4.3.2

TESTING

Q: Does the state have an expectation that UAT testing should be done with Prod-like data and handled in production level secured environments?

A: Yes. UAT is the pre-production changed environment area that would migrate to production when approved. Please refer to Section 4.3.2 (Testing), for further details for UAT.

73 Section 4.3.2

TESTING

Q: Who is responsible to develop test cases for UAT?

A: The State will perform this testing except when special considerations and/or complexities exist. In specific conditions (e.g. database conversion), the State will require the Contractor to assist in performing these functions.

Section 4.3.3

DATABASE

CONVERSION &

CONVERSION PLAN

Q: 1. Please let us know the name of the Enterprise Data Transfer and Data Warehousing tools provided as part of NJ Enterprise Services (Reference Cloud-based Solutions LSAR Template from https://nj.gov/it/whatwedo/sar/).

2. Are vendors allowed to propose other enterprise Data Transfer and Data Warehousing tools as part of their solution?

A: 1. The system does not have data warehousing tools.

2. Yes, the Vendor is permitted to propose other enterprise solutions as long as it meets the requirements of the Bid Solicitation and it receives State approval of the product.

DATABASE

Q: How may legacy systems will be involved in the data conversion? And what is the estimated volume of the data conversion?

A: All systems included in the Bid Solicitation, which include the current systems NJCCIS, ECC, and LMS databases are to be converted.

Volume of data currently is as of March 2025:

ECC 475 GB

NJCCIS 1,916 and 12 GB

LMS 82.6 GB

Q: Does conversion include any files or document management conversion effort? Are there other outside data sources that require data conversion?

A: Yes, conversion does include files and document management conversion.

No, there are no other outside data sources that require data conversion.

Q: What is the volume of data currently within the existing NJCCIS, ECC, and LMS databases? Can the State provide a data dictionary or data models for these systems to assist in planning for data conversion? What is the anticipated growth rate of this data?

https://nj.gov/it/whatwedo/sar/

A: Volume of data currently is as of March 2025:

ECC 475 GB

NJCCIS 1,916 and 12 GB

LMS 82.6 GB

The State cannot provide a data dictionary or the data model.

The State cannot anticipate the growth rate because of varied federal and state funding influences. The Bidder can review the Bid Solicitation to estimate a growth rate.

DATABASE

Q: What specific data mapping processes should be used to associate fields from the source databases (NJCCIS, ECC, LMS) with the new system's database during conversion?

A: Field to field association.

DATABASE

Q: For each of the 3 databases to be converted in scope, please provide the following volumetrics: 1) How many tables in each of the 3 databases?

A: The State is not able to provide this information.

2) What is the data volume of the historical data load(GB/TB) for each database?

A: Refer to Question #77.

3) Please provide the number of integrating applications for each database?

A: The entire system is integrated.

4) How many semantic layers are needed to support the dashboards (e.g.

Business objects)?

A: This information is unknown.

5) What is the tech on each of the databases (e.g. Oracle, MySQL, DB2)?

Can all 3 of the databases be unified to have the same tech on the target side? (e.g. Postgres)

A: Database will be Bidder’s choice based on their system design and should be part of the Bidder’s Quote.

DATABASE

Q: How many years of historical data is required within the new system and do you have an existing Data Warehouse or Database that can be used to archive data that is outside of that window?

A: Five (5) years of data is required. Vendor may propose archiving data as part of their bid response. Currently, there is no data warehouse.

Q: Can you provide details of this database?

A: The State cannot provide details as this. Vendor has designated its database as proprietary information.

Q: Would the State own archival of this data or should that be part of the migration included in the solution?

A: The State owns archived data; however, the State does not house the archived data. This is part of the Vendor’s approach and should be included in Bidder’s Quote.

DATABASE

Q: Are there additional databases that are going to provide enriching data but not be migrated? If yes, please share the details?

A: No, currently there are no additional databases that will be added to provide enriching data that will be not migrated, however there may be enhanced interfacing. Please see Section 4.4.1, System Software, for more information.

DATABASE

Q: What is the expected level of normalization (e.g. merging duplicate records, consolidating attendance logs) required across the databases?

Are there any known data quality issues (missing provider IDs, duplicate attendance records, etc)?

A: Normalization is the standard practice of databases.

Every system has some data quality issues. The State cannot expand further on these issues.

DATABASE

Q: What are the different legacy data sources other than the current solution in use, that needs to be considered for data migration to new solution?

A: Other than the current solution there are no other different data sources.

DATABASE

Q: Can you provide the expected number of (internal or external) integrations/APIs?

A: There are multiple integrations and APIs and detailed explanation of each are mentioned throughout Section 4 of the Bid Solicitation.

Section 4.4

SYSTEM DESIGN

FOR NJCCIS

Q: What is the client Identity Provider (IdP)?

A: This is a unique identifier. The State cannot disclose this information.

Q: What are the data types/classification in scope and how is each sourced?

A: All data types are in use predicated on file and database.

Q: what connectivity to data sources/external environments is needed?

A: This is dependent on the Vendor and State inbound requirements.

Q: Can you elaborate on the agency's preferences regarding hosting with the vendor?

A: The Bidder, with submission of their Quote, should elaborate to the State how they intend to host the system. The State cannot expand on this further.

Q: The solicitation document states that the contractor shall “design develop, test, implement, and maintain a new child care system.” Is there an expectation that the selected bidder would replace any or all of the existing systems, or is the expectation that the bidder would build upon the systems currently being provided?

A: The Bidder, with submission of their Quote, is to explain to the State how they intend to provide a complete, functioning Child Care System.

Q: Does the agency own any document management system for storing documents etc., If so, can you please provide their names?

A: The State does not own the document management system. The document management system is to be provided by the Vendor.

Q: We understand myNJ Portal Authentication Services - myNJ - Single sign-on (SSO) solution utilising SAML to be used for the proposed solution please confirm. Please also let us know if Active Directory needs to be used for SSO? (Reference Cloud-based Solutions LSAR Template from https://nj.gov/it/whatwedo/sar/)

A: Yes, SSO utilizes SAML and Active Directory.

Q: How many concurrent users will be using the system at a given point of time?

A: This is unknown and cannot be answered.

Q: Can the state clarify which programs are in purview of future expansions.

A: All are possible depending on State or federal regulations.

https://nj.gov/it/whatwedo/sar/

Section 4.4

Q: Is there a visual map of all system components as required by this RFP, including shared platforms and data warehouses/lakes?

A: All visual maps are included in the Bid Solicitation. Please see Exhibit 3 – NJCCIS Current Design Diagram - As Is and To Be. Also, please see Section 4 (Scope of Work) for details of the overall system requirements of this Bid

Q: Can the agency identify and list the SLAs monitored during DDI & M&O phases of the project.

A: SLA’s are agreements/contracts between the awarded Vendor and any approved Subcontractors. The Bid Solicitation is a Contract with the awarded Vendor and the requirements are part of the Bid Solicitation.

Q: Does State prefer a time and attendance methodology for enrollment-based model of transactions and real-time recording of time and attendance utilizing ATS, IVR, and other proven technologies (e.g. key chain)

A: The Bidder, with submission of their Quote, is to propose how they intend to complete these requirements. The State does not have a preference.

97 Section 4.4.1, System Software

Q: In Section 4.4.1, System Software: ” Support the bi-directional integration, which enables Child Care program data and records to flow in all directions in any System that is integrated with DFD’s Systems, such as data between NJCCIS and CARES;” Can the State list all the required interfaces that are not identified in Section 4.6, Interface Requirements?

A: All the primary interfaces are contained within the following referenced Bid Solicitation Section(s):

• 4.0, Scope of Work;

• 4.1.7, Job and Interface Execution and Production Control;

• 4.1.10, Risk Management;

• 4.2.1, Version Control and Release Management;

• 4.2.2, Support of Application, Changes, and Upgrades;

• 4.3, Technology Management;

• 4.4, System Design for NJCCIS;

• 4.5.1, Disaster Recovery Plans and Operations;

• 4.13.2, System Design; and,

• 6.21, Cloud Security.

Section 4.4.1

SYSTEM

Q: We have identified three data tables required to be converted. For cost purposes, can the State verify this number and clarify the data sources that need conversion?

A: The Bid Solicitation contains all of the databases (NJCCIS, LMS and ECC) that need to be converted. Please refer to Exhibit 3 - NJCCIS Current Design

Diagram - As Is and To Be for all NJCCIS components that need to be converted.

Q: The requirement indicates an interface with the CARES eligibility system, and that all systems must be bi-directional. Would the state clarify the architecture of the CARES system, and whether or not it is an in-house system or commercial off the shelf (COTS) product. This answer will help a bidder appropriate scope and price for this effort

A: CARES is an in-house system and is ORACLE forms based. It is currently being rewritten.

Q: For payments we presume we need to use NJ Enterprise service e- Payment for online payment, please confirm. Please also let us know the name of the payment system if e-Payment is not an option (Reference Cloud-based Solutions LSAR Template from https://nj.gov/it/whatwedo/sar/).

A: The awarded Vendor is required to have a payment system as part of its bid response.

Q: For geo-mapping capabilities we presume we need to use NJ Enterprise service Geographical Information System (GIS) (Reference Cloud-based Solutions LSAR Template from https://nj.gov/it/whatwedo/sar/). Please also let us know the name of the GIS.

A: The State does not host GIS, however, the solution has to be collaborative with State OIT ESRI’s ArcGIS platform The vendor must also adhere to New Jersey OIT data standards and metadata standards for any GIS data developed by the vendor or state staff on the vendor’s platform.

Q: What specific geo-mapping capabilities are required, and what types of data should be visualized geographically? What level of granularity is required in the geographic data (e.g., by county, zip code, or specific address)?

A: See the response to Question #101.

Q: Can the state clarify what additional State programs may be subject or candidates to expansion of the NJCCIS system?

A: The State cannot clarify what additional State programs may be included in the NJCCIS system that were not included in the Bid Solicitation. No additional State NJCCIS programs are planned for expansion at this time.

Q: For service-based integrations, are there any existing SOAP-based web-services or mostly REST-based services are in use integrating with https://nj.gov/it/whatwedo/sar/ https://dep.nj.gov/wp-content/uploads/gis/njdep_gis_spatial_data_standards_edition_2_7_2021-1.pdf https://urldefense.com/v3/__https:/www.fgdc.gov/metadata/documents/workbook_0501_bmk.pdf__;!!J30X0ZrnC1oQtbA!I3pKwDbpf4VBucAx6UNUbh8cM_uKQgTp9tr0F_ptsqkvrFES6hskVzreO93D26RrzEhCNPIMEGBbcz6Pn4i2aiwDq5gzU9lkWPo$

SYSTEM

SOFTWARE

other legacy systems and applications? Where are the APIs / services are hosted and what protocols do they support (e.g. REST, SOAP, etc.)?

A: REST based services are currently used.

APIs are hosted between the vendor and State. REST based services are currently used.

Q: Do you have any solution for Managed File Transfer (Secured MFT) solution other than SFTP file server for file-based batch integrations?

A: No, the State does not have a solution for MFT and encourage Bidders to make recommendations as part of the bid response.

Q: What is the Integration Platform ESB or API Management such as MuleSoft / Dell Boomi, /or other such solutions in the current environment?

A: There is currently no integration platform.

Q: Can you provide details on APIs or data formats used by current systems? Can you provide an expected number of integrations/APIs

A: Each API is based on the business need and solution. The API/interfaces are defined within the Bid Solicitation. Please see Question #97.

Q: What is the volume and format of existing data that needs to be migrated?

A: See Question #77 for data volume.

109 4.4.2

WEB PORTAL

Q: Can we clarify the public exposure to this system? Is it only through a state portal or would there be other means of internet-facing exposure?

A: The Web Portal must have exposure to Providers, clients, public facing constituents, and the State. The Bidder is to propose, with submission of their Quote, their proposed solution that meets the requirements of the Web Portal.

110 4.4.2

WEB PORTAL

Q: In Section 4.4.2, Web Portal: “Provide a multipurpose user role specific dashboard on the web portal and Client mobile application with user search functionality, that includes displaying variances of authorized time and attendance, Client and Provider names and ID’s (such as Case numbers), Provider types and demographics, and Client demographics.”

Can the State clarify, or provide an example, of a “multipurpose user role”?

A: This is a role that permits an individual to have more than one (1) business function/access. This may also mean multiple roles may exist for a specific work function.

Section 4.6

INTERFACE

REQUIREMENTS

Q: There are at least 10 interfaces identified in the RFP. For cost purposes, can the State verify this number, as well as name them?

A: Please see Exhibit 3 – NJCCIS Current Design Diagram - As Is and To Be that identifies all interfaces defined in the Bid Solicitation.

Q: We have a Named User licensing structure. We define Named Users as "staff with access to the back-office Software regardless of whether such access is concurrent or consecutive." Based on this definition, how many Named Users does the…