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State of Indiana RFP 18-051 Enterprise Data Warehouse Services Attachment I - Questions and Answers Question RFP Section Page Topic Specific Question/Inquiry Response No. 1 Attachment C: 18 3.2.3.1 Training Are there existing training plans or materials already being used? If so, what are their formats Training plans and materials have been Scope of Work and lengths? Will the source documents be available to the new vendor? developed and will be available to the new vendor. The current training materials are in the form of exercise books (~ 100 pages) with step-by-step instructions and corresponding learning activities. 2 Attachment C: 48 6. Training (System How many end users will need to be trained on system usage? Where will they be located? Please refer to the user chart in Section 2.7. Scope of Work Usage) The breakdown of users by location will be made available to the Contractor during planning activities for training. Please also see the responses to question 5 and 49. Please note that instructor led trainings will be held in or near the Indiana Government Center while remote users can be trained via webinar or recorded sessions as needed. 3 Attachment C: 48 6. Training (SDLC) How many state employees are expected to need SDLC training? The estimate of users will be made available to Scope of Work the Contractor during planning activities. We do not expect there to be many employees who need this training in preparation for working with the Contractor on SDLC activities. 4 Attachment C: 48 6. Training How many people will need security training? Where are they located? The estimate of users will be made available to Scope of Work (Security) the Contractor during planning activities. 5 Attachment C: 48 6. Training Is there an expectation by the State on the frequency of ongoing training? We expect the Contractor(s) to conduct Scope of Work (Ongoing) ongoing trainings every 1-2 months at a minimum. Trainings should be offered in reasonable intervals to accommodate new hires and prevent delays to business operations. 6 Attachment C: 48 6. Training (Needs Are the additional training sessions as identified by the Needs Analysis considered to be It depends on the timing of the Needs Analysis Scope of Work Analysis) included in the ongoing training, or would this be in addition to the ongoing training? in relation to the next training session. If the findings are produced close (within a month) to the next training session, then it can be rolled into the next session. If not, then an extra training will be necessary. 7 Attachment C: 50 7. Transition What are the expectations on the subjects that the State staff should be trained on during the In the event of a transition, the outbound Scope of Work (Training) transition? (SOPs, workflows, end-user training, etc.) vender will develop a Turnover Plan in collaboration with the State. It is expected that details pertaining to training of state staff during a transition will be outlined within this document. 8 RFP Section 2: 23 RFP language in In Section 2.4, the RFP states "RFP language should not be repeated within the response." The questions and prompts in Attachments F Proposal Technical Proposal Attachments F and G state "Respondents must organize their proposal in the exact order of and G should precede their respective Preparation questions provided in this document followed by their answers." Please clarify. Are bidders responses. The intent behind the language in Instructions supposed to use a call and response format in which the proposal states the RFP 2.4 is to ask Respondents not to simply repeat questions/requirements (from Attachments F & G) immediately prior to their response? Are language from the Scope of Work, but rather Respondents supposed to avoid repeating Scope of Work language? Please advise as to they should provide a response that is which RFP language should not be repeated in proposals. informative and useful for the evaluation team. 9 Attachment C: 7 Cognos Software Will the Scope A vendor be required to provide Cognos Software maintenance or will this Today, the current Scope A vendor provides Scope of Work Maintenance for continue to be provided by D&A as it is today? Cognos software maintenance and D&A Scope A provides Cognos software maintenance for the Scope B vendor only. This is expected to continue in the future contracts. 10 Attachment C: 9 Symantec Is the Symantec Netbackup maintenance required to be provided by the Scope A or Scope B It is required to be provided by the Scope A Scope of Work Netbackup Vendor or both? vendor only. Maintenance 11 Attachment C: 10 Anticipated Future Please confirm that the 4th row of table should be 2018 rather than 2028. Yes, it should be 2018. This has been Scope of Work Expansion corrected. Initiatives State of Indiana RFP 18-051 Enterprise Data Warehouse Services Attachment I - Questions and Answers Question RFP Section Page Topic Specific Question/Inquiry Response No. 12 Attachment C: 28 3.3.1 Overview The 4th bullet mentions a "true-up" at end of year, which would be logical if the Contractor The reference to the "true-up" has been deleted Scope of Work (Enhancements) billed a fixed amount of the enhancement total each month, regardless of the actual number of enhancement hours delivered. However, in the next full paragraph, Contractors are required to invoice only for the actual enhancement hours delivered each month. Is the end-of-year true- up no longer required if Contractors must bill actuals for the Enhancements T&M Hours? 13 Attachment C: 33 3.5.1. Teradata Please confirm that the Production Teradata Platform is a 6800H and that the Dev/QA/DR The Production Teradata Platform is a 6800H Scope of Work Platform System is a Teradata 6650H. and that the Dev/QA/DR System is a Teradata 6650H. 14 Attachment C: 34 3.5.1 Teradata The paragraph below the graphic includes this language: "In addition to Teradata hardware, the The State actually utilizes Teradata Database Scope of Work Platform State also utilizes the Teradata Database v14.0." Please confirm that the State actually utilizes v15.10. Teradata Database v15.10. 15 Attachment C: 9 BMC Footprint We understand that the State has migrated from BMC Footprint to JIRA. In view of this Current Scope A vendor is in the process of Scope of Work Software migration, is BMC Footprint software maintenance still required? migrating from BMC Footprint to Jira. Maintenance Anticipated implementation date is February 2018. Scope A vendor will not be required to provide BMC Footprint software maintenance in light of this migration. 16 Attachment C: 8 2.8 EDW The table in Section 2.8 lists two versions of Informatica Software (9.5.0 and 10.1.1). We Once upgraded the vendor will only be required Scope of Work Technology Tool understand that the State is currently upgrading Informatica Software to version 10.2. Please to maintain the current (upgraded) version. Set confirm that the State is in fact upgrading to 10.2 and that the Contractor will only be required to maintain one version (10.2). 17 Attachment C: 3 2.4 RFP Scope Will the State consider allowing the Contractor to charge a reasonable fee to compensate the The State is open to discussing to a mutually Scope of Work Definition - Contractor for costs related to performing the sizing, configuration, and procurement of agreeable plan with the winning vendor. Hardware and hardware and software, as well as assuming the associated contractual liability? Software purchases on behalf of the State. 18 Attachment C: 9 2.8 EDW It is our understanding that Symmetry Software is currently licensed and maintained for the Symmetry Software is currently licensed and Scope of Work Technology Tool customer through a subscription that is based on the number of covered lives. On what number maintained through a subscription which is Set - Symmetry of covered lives should Contractor A base its Symmetry Software subscription? based on ~ 2.3 Million covered lives. Software Sizing 19 Attachment C: 9 2.8 EDW Should Contractor A assume that the number of covered lives for the Symmetry Software The Symmetry Software subscription is Scope of Work Technology Tool subscription will remain constant throughout the term of the contract for pricing purposes? renewed annually. The number of covered Set - Symmetry lives is calculated based on current enrollment Software Sizing with a three year lookback. For pricing purposes, an increase in 2% to 5% would be a reasonable assumption. 20 Attachment D: Start up Initial Service In Scope of Work, Attachment C, the requirement states: "Prior to taking over the M&O Yes, these can be included in the start up costs Scope A Cost Costs Tab Transfer Period services, the Scope A and Scope B Contractors shall work with the State to develop and tab. Proposal Template manage plans for transferring services from the incumbent M&O for their respective Scope over a 60-calendar day period." Please clarify that if a Vendor has costs associated with this requirement, they should include those in the start-up costs tab of Attachment D. 21 Attachment D: Start up Start-Up Costs If the Vendor elects to include a specific set of services during the start-up period should the Yes, these can be included in the start up costs Scope A Cost Costs Tab Vendor include the price in the Start-up Costs Tab? tab, with clear explanation of the services that Proposal Template indicates why they are necessary. 22 Attachment C: 3 Scope A hardware For hardware and infrastructure-related components required for Scope A, we understand that The State would bear the cost of the purchased Scope of Work and infrastructure except for the Teradata components, the State’s IT hosting and virtual infrastructure will be hardware and infrastructure-related costs used. For the State's infrastructure components, should we assume the State will bear their components. However, the State may chose to cost, and vendors do not need to include them in their proposals? Or, if the costs do need to be procure some items from the Contractor. Table represented in proposals, will the State provide a rate card or itemization of the unit costs for 4 of the Maintenance and Operations tab of components and services available within the State’s hosting environment? Attachment D includes the items for which the State wishes purchase costs to be provided. 23 Attachment C: 9 EDW Technology The software table lists "SUSE Linux" as being the responsibility of the Scope A Contractor. Is Yes, it is only for the Teradata systems. Scope of Work Tool Set this only for the Teradata systems, or is the Scope A Contractor also responsible for other application server LINUX OS maintenance and support? If so, please provide sizing metrics for the servers. 24 Attachment C: 41 Section 4.3 - CMS The first sentence in this section appears to have a typographical error. It states, "The Scope A Yes. Attachment C has been updated. Scope of Work Certification Contractor shall provide CMS certification to…" Should this say the contractor will provide Support support for CMS certification activities? State of Indiana RFP 18-051 Enterprise Data Warehouse Services Attachment I - Questions and Answers Question RFP Section Page Topic Specific Question/Inquiry Response No. 25 Attachment B: 13 Section 28(A), Key This section refers to the State having the right to terminate the Contract upon thirty (30) days' The State and awarded vendor will discuss this Sample Contract Person(s) written notice if both the Contractor and the State agree that an individual is "essential to the at the time of negotiations and come to an services offered" and then the individual leaves the Contractor's employ. This language is agreement about who fits into the section of the typically applicable only in personal services contracts where the skills of an identified contract. This section is not intended to individual are the reason for selecting a Contractor who is an individual. In this case, the RFP reference the Key Personnel in the Scope of identifies certain positions as being positions for "Key Personnel" but we assume that someone Work. who is a "Key Personnel" would not be considered an individual "essential to the services offered", as that phrase is used in this Contract. Will the State delete this clause, given that for this Contract there are no individuals that are "essential to the services offered"? 26 Attachment C: 7 Section 2.8, EDW This Section of the RFP states that it is listing of all technology tools that are "owned by FSSA". Yes Scope of Work Technology Tool In looking at this list, it appears that the technology tools include various commercial, off the Set shelf software products that have been licensed to the State rather than tools where ownership resides with the State. Would the State clarify that when the RFP states that these tools are "owned by FSSA", the RFP means that FSSA has a license to use the tools? 27 Attachment C: 9 Section 2.8, EDW Is the Contractor required to provide Tableau Desktop licenses for its own staff? The current Scope A Contractor was required Scope of Work Technology Tool to purchase some of their own licenses. Set However, the State has also provided them licenses to use that they didn't have to purchase. 28 Attachment D: Scope A and Scope A and B How are the Scope A and B Synergy Savings considered in scoring the overall proposal for This will not be scored during evaluation of the Scope A Cost B Synergy Synergy Savings each scope? proposals for individual scopes. Proposal Template Savings 29 Attachment C: 7 Section 2.8, EDW Please describe the software maintenance sizing (e.g., number of users, licenses, covered Please see the rightmost column of the table in Scope of Work Technology Tool lives, etc.) for which maintenance pricing has been requested of Contractor A and/or Contractor Section 2.8 for the software that is maintain by Set B. a vendor. 30 Attachment D: Maintenance Tab 4, Hardware Attachment C, Section 2.8 contains a list of software components for which the Contractor for M&O costs are to be reflected in Table 2 and Scope A Cost and and Software Scope A is to provide maintenance services. The Maintenance and Support Tab of the Cost Table 3 of the "Maintenance & Operations" tab. Proposal Template Operations Costs; and Proposal Template for the Scope A work contains Table 4 that requests maintenance pricing for Table 4 lists optional items that the State may Tab Inconsistency with certain listed hardware and software. The list of software and hardware in Table 4 omits wish to purchase through the Contractor. It has Attachment C certain software products described in Attachment C, Section 2.8 requiring maintenance from been amended to only request purchase Scope of Work, the Scope A Contractor. The specific tools that are missing in Table 4 when compared to pricing for Year 1 and Year 2. Section 2.8 EDW Attachment C, Section 2.8 are: (1) the Cognos BI tools, (2) BMC Footprints, (3) the Optum Technology Tool Symmetry tools, (4) Symantec NetBackup, (5) Xming and (6) SUSE Linux. In order to resolve Note: No maintenance pricing is to be included Set this inconsistency while ensuring that the State can compare bids that have priced in Table 4. Once purchased, the license and maintenance services for the same set or type of software products, would the State amend ownership of these items transfer to the State. Table 4 so that it lists all of the hardware and software products in Attachment C, Section 2.8? Maintenance services are covered by Table 2 and 3 but any annual maintenance and license fees to the manufacturers are handled by the State. 31 Attachment D: Table 4 Tab 4, Hardware The hardware and software described in Attachment C, Section 2.8 uses detailed descriptions Please see the response to Question 30. Scope A Cost Hardware and Software of the hardware and software products that map to the product descriptions used by the Proposal Template and Software Costs; and applicable manufacturer to price and provide maintenance services. Table 4 in the Costs Inconsistency with Maintenance and Operations tab of the Scope A Cost Proposal Template does not use the Attachment C same line item detail when requesting maintenance pricing. Instead, Table 4 lists two line Scope of Work, items for Informatica Software, apparently asking bidders to sort into one of two buckets, the Section 2.8 EDW 24 separately listed line items of Informatica Software in Attachment C, Section 2.8. Would the Technology Tool State amend Table 4 so that the description of the hardware and software in this table for which Set maintenance pricing is requested maps to the line item detail in Attachment C, Section 2.8 as well as the other hardware and software that comprise the components of OMPP’s healthcare- oriented DW system for which the incumbent Contractor is providing maintenance services? For example, the table lists one Teradata system (the production 6800); however, shouldn't Scope A proposals also include maintenance costs for any non-production systems as well? 32 Attachment C: Section 7, Initial Service The RFP states defines an Initial Service Transfer Period as being the following: "Prior to Yes, the Initial Service Transfer Period will only Scope of Work Transition Transfer Period taking over the M&O services, the Scope A and Scope B Contractors shall work with the State apply if a non-incumbent is awarded Scope A. to develop and manage plans for transferring services from the incumbent M&O for their The timing of a Initial Service Transfer Period respective Scope over a 60-calendar day period." The State's contracts with the current M&O will depend on the start date of the contracts vendors for maintenance and operations for Scope A and Scope B ends on June 30, 2018. that result from this RFP. Please clarify two aspects associated with the definition of the "Initial Service Transfer Period": (1) Will the Initial Service Transfer Period only apply if a non-incumbent is awarded Scope A or Scope B, respectively? (2) If so, will the Initial Service Transfer Period begin prior to the end of the incumbent vendor's M&O Contract? State of Indiana RFP 18-051 Enterprise Data Warehouse Services Attachment I - Questions and Answers Question RFP Section Page Topic Specific Question/Inquiry Response No. 33 Attachment D: Start up Costs that Qualify Are the costs that can be included as a "Start Up Cost" for the Scope A Cost Proposal If there are costs for an incumbent vendor Scope A Cost Costs Tab as Start Up Costs Template only those costs that a non-incumbent vendor would incur if awarded the Scope A needs to meet the scope of services, they can Proposal Template work under this RFP during the 60 calendar day period described as the "Initial Service be included in the Start Up Costs with a clear Transfer Period" in Attachment C, Section 7? If not, what are examples of Start Up Costs that explanation of the item and the rationale for an incumbent Scope A contractor may include in the Start Up Costs tab? why it is needed. The State expects there to be minimal to no start up costs for an incumbent vendor. 34 Attachment D: Start up Timing For When If a non-incumbent vendor is awarded the Scope A work, must the non-incumbent vendor The start up costs should cover costs not Scope A Cost Costs Tab Start Up Costs include the costs it incurs during the Initial Service Transfer Period as Start Up Costs, while specific to the delivery of Maintenance and Proposal Template Apply then having to price the labor component of its Maintenance and Operations period for a full 12 Operations services. The 60 day Initial Service months under Year 1 of the Maintenance and Operations tab? Transfer Period costs are considered start up costs. If an incumbent is awarded the contract, the Initial Service Transfer is not needed. Note: the cost proposals have been updated to include a break up of start up labor costs. 35 Attachment D: Maintenance Table 4, Hardware The State has already purchased the hardware and perpetual licenses for the software that is Please see the response to Question 30. Scope A Cost and and Software Costs listed in this table. Would the State please confirm that the costs that bidders are required to Proposal Template Operations include in Table 4 represent only the costs for providing hardware maintenance and software Tab support? 36 Attachment F: 4 Project The RFP refers to the Indiana Office of Technology Project Review Policy. Will the State It can be found at: Scope A Technical Management please provide a copy of this policy? https://www.in.gov/iot/files/project_review_polic Proposal Template (Attachment C, y_20110311_final.docx Section 5). 37 Attachment G: 3 c. Prioritizing and Can IDOA confirm that this requirement should read "Prioritizing and communicating tasks Yes. Attachment G has been updated. Scope B Technical communicating associated with incidents and service requests"? Proposal Template tasks associated incidents and service requests 38 RFP Section 2: 17 2.1 - Confidential Can IDOA please confirm that the Confidential Information should be included in the original Yes, confidential information should be Proposal Information must submission documents (i.e. Business Proposal and Technical Proposal) in addition to the included in all original Respondent documents Preparation also be clearly clearly marked separate folder and file? as well in the clearly marked separate folder. Instructions marked in a Please follow the instructions in RFP Section separate folder/file 1.15 Confidential Information. on any included CD-ROM. 39 Attachment C: 7 EDW Technology As a part of the response, would FSSA be receptive of proposals that look to provide cost- The State has described in this RFP its existing Scope of Work Tool Set savings with the implementation and migration to more cost-effective technologies? environment and anticipates staying with this environment. The State is open to considering implementation of new technologies to achieve cost-savings but must also take into account the efforts required to make this change (including staff and stakeholder time, disruptions to a live mission-critical application, and related risks). The changes must be minimally disruptive. The Respondent may propose cost saving alternatives on the newly added Other tab of the cost proposal templates. 40 Attachment C: 7 EDW Technology If FSSA would review proposals that include tool set migrations, are they open to leveraging Scope of Work Tool Set other existing IOT applications/infrastructures? Yes. Note: for the most part FSSA does leverage IOT applications when possible. Please see the response to Question 39 for instructions on how to provide cost information on alternative approaches. Do not include any cost information in your technical proposal. Any cost information must only be included in your cost proposal. 41 RFP Section 1: 6 Total Bid Amount What is the budget for IDOA EDW effort? This information is not available. General Information and Requested Products or Services
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