ANNE ARUNDEL COUNTY, MARYLAND Annapolis, Maryland ADDENDUM NO. 3 MAY 18, 2017 RFP NO. 17-060R PROCUREMENT MANAGEMENT INFORMATION SYSTEM TO ALL OFFERORS: Please see the following for the above-mentioned RFP: ******** PLEASE NOTE: The date for when proposals will be received has been extended to Wednesday, May 31, 2017, at 3:00 p.m., local time. Proposals received after this date will be rejected and returned unopened. ******** 1. Question: For Section 2.6.2.1, approximately how large (how many pages) are your typical bids, proposals, SOW s, or contracts for which you will be creating from a template? (1-20 pages, 1-50 pages, 1-100+ pages, etc.) A: There is no way to determine the size of a typical bid, proposal, SOW, or contract, as some can vary from a few pages to over 700 pages, depending upon the type of project or product being requested. The Standard Boilerplate for an Invitation for Bid is currently 34 pages without technical specifications or attachments included. The Standard Boilerplate for Request for Proposals is currently 37 pages without technical specifications or attachments included. Our Standard Agreement for Services is currently 9 pages without technical specifications or attachments included. 2. Question: For Section 2.6.2.2, approximately what is the amount of specialized text clauses utilized when creating a bid, proposal, SOW, or contract from a template? (ratio of clauses used per bid, proposal, SOW, contract, etc.). A: The current process is entirely manual with Buyers typically cutting and pasting text from other documents as necessary. The clauses used per document vary by 1
document type. An estimate is not available for all the documents noted above. However, in our Standard Boilerplate for an Invitation for Bid, there are approximately 62 clauses and in the Request for Proposals there are approximately 64 clauses used when creating a bid document. 3. Question: For Section 2.4.15, when stating, All data belongs to the Anne Arundel County Central Services Purchasing Division, is this in terms of the documents and metadata pertinent to said documents, or is this referring to the source code of a vendor s own product? A: This does not refer to an Offeror s source code. 4. Question: Regarding the whole of Section 1.17, Proposal Deposit, and its subsections, will Anne Arundel County require a proposal deposit on submission of this response? A: No, there is no proposal deposit required for this RFP. 5. Question: What are Anne Arundel County s expectations for a budget to complete this entire project? A: There is no set budget for this project. 6. Question: What companies had representatives in the pre-bid meeting? A: Please see the attached sign-in sheet for the Pre-Proposal Conference as well as a listing of vendors who registered and/or participated in the conference call. 7. Question: How many internal users will you have for the system? If you could give me a number of full access versus evaluator access users it would be helpful. A: See Section 3.2.2.7.3 Licenses within the RFP. 8. Question: Will the system be used for bidding construction projects? If so, which percentage of bids would be construction-related? A: The system will be used for bidding construction projects as well. The County has no estimate as to the percentage of future construction-related bids. However, in 2016 the County conducted 68 Capital construction solicitations and 84 nonconstruction formal solicitations. 9. Question: Can you please describe what is intended with the requirement to capture the user s intent to sign? (2.6.10. 8) A: Please disregard this requirement. 10. Question: What are the evaluation criteria for the RFP? What weight will be given to pricing and other criteria? A: The weight ratio between the Technical Proposal and the Cost Proposal shall be 70/30. Each member of the Evaluation Committee will first score each Technical Proposal by each of the criteria described in Section 2.0, the Requirements 2
Response Matrix spreadsheet, and the Requirements Response Document. Once a consolidated Technical Proposal score is reached, the Cost Proposal will be scored. 11. Question: How many staff are on the evaluation committee and what are their titles? A: This information is not available to the public. 12. Question: Does the County expect replication of AD to cloud-based app? A: The County expects the solution to interface with AD for login in privileges. The County does not have plans to replicating out our Active Directory to cloud vendors. Ideally, Security Assertion Markup Language (SAML) will allow an individual to use their G Suite credentials to sign into enterprise cloud applications via Single Sign-On (SSO). An identity and access management (IAM) service will provide administrators with a single place to manage all users and cloud applications. 13. Question: Ability to handle all material submitted online or offline equally what does that mean? A: The County expects most vendors to use the public-facing Web Portal to submit information and documents. For vendors who are not comfortable with computers (or do not have access to the Internet), the system shall also allow them to submit all required questions, bids, proposal responses, forms, required documents, etc. offline (i.e. manually). Information submitted manually shall be stored in the system. 14. Question: Ability to limit the modification of Contract information to authorized users direct or through some addendum / approval process (i.e. will we have procurement processes + contract processes)? A: The procurement process will result in a contract. Contracts processes include amendments, extensions, renewals, etc. 15. Question: e-signature types...what are those? A: See Section 2.6.10.2 of the RFP. 16. Question: Intent to sign what does "capture" mean in this context? A: See the answer to question 9. 17. Question: Integrate e-signatures with other core business applications which applications? Integrate in what capacity / to what extent? A: This is not a requirement but an option. The County would like a single e- Signature solution that can be easily integrated into other business applications (legal, human resources, numerous approval workflow processes, etc.). Please describe how the proposed solution might integrate with these types of applications. 18. Question: Is document retention centrally set or manually determined on a case-bycase basis? A: Document retention is centrally set by the County s Retention Schedule. 3
19. Question: Two factor authentications preferred 2FA system / vendor? A: The County has no preferred two factor authentication system or vendor. 20. Question: Section 2.6.10.1 Can you please clarify what is meant by multiple deployment options? A: The County is looking for a solution that can be deployed in the cloud by the Offeror (SaaS model) or deployed on County servers. 21. Question: Section 2.6.10.8 Clarification needed. Can you please provide more detail on what specifically you need the solution to do? A: See the answer to question 9. 22. Question: Section 2.6.10.38 Clarification needed. Can you please provide more detail on what specifically you need the solution to do? A: Please disregard this requirement. 23. Question: Section 2.6.10.41 More details are needed. Can you please explain what is required in the year-end report? A: The County envisions a report based off audit information that would show e- signature usage information and approvals by user. 24. Question: Are there preferences for local/state companies? A: No. 25. Question: Are there preferences for small business, veterans-owned, womensowned companies and etc.? A: No. 26. Question: Is subcontracting or joint-venture partnerships between companies allowed? If so, is there a preference? What documentations are required? A: Yes, subcontracting and joint-venture partnerships between companies are allowed. Please see Section 1.20 Independent Contractor of the RFP. 27. Question: Item No. 2 of Addendum No. 2 states, "Delete the phrase County Preferences will not be used to evaluate the Offeror s response from the following pages/sections". Does the above statement therefore mean that County (local) Preferences will be considered in making an award determination? If so, is there an evaluation point value for that? A: Yes, the above statement does mean that the County will be taking into consideration the Preferences as stated in the RFP. Your reference to local in your question may be out of context. There is no local preference given to local and state companies in an RFP. 28. Question: We are not finding a Section 2.5 - Continuity Planning and Security Requirements in the 17-060R Requirements Response Matrix_Response.xls nor reference to it in Addendum 1 or Addendum 2. Are we missing something? 4
A: The RFP says in Section 2.5, Continuity Planning and Security Requirements: The Offeror shall respond to each Continuity Planning and Security Requirement by number and name (e.g. 2.5.1 Data Center) in the Requirements Response Document (Section 3.1.2.2). Use the form provided to enter the 2.5.4 Security responses. All responses in Section 2.5 are MANDATORY and shall be included in the Offeror s Proposal in order to be considered for an award. Failure to include these items in the Proposal will result in the proposal being considered nonresponsive, and therefore, will be rejected. Furthermore, the RFP states in Section 3.1.2, Proposal Response Format: 3.1.2.2 Compile a Requirements Response Document addressing in writing the following requirements (in Microsoft Word format unless otherwise noted): Continuity Planning and Security Requirements (Section 2.5) o Data Center o System Recovery o System Data Extract o Service Level Measures o Security Complete the AACO Cloud Provider Security Requirements form (Attachment A-1) There are two requirement response documents required by the RFP: 1. The Requirements Response Matrix; and 2. The Requirements Response Document The "Response Document" is used when the Offerors response requires a written description or explanation. 29. Please make the following changes to Sections 2.10 and 2.11 as shown below: 2.10 Implementation Period Anne Arundel County Mandatory Requirements 2.10 Implementation Period The COUNTY PREFERS THAT THE SUCCESSFUL Offeror shall complete all tasks in the Detailed Project Plan within fifty (50) working days, BUT THE SUCCESSFUL OFFEROR SHALL COMPLETE ALL TASKS IN THE DETAILED PROJECT PLAN WITHIN SEVENTY (70) WORKING DAYS, of contract award. The Offeror s response shall cover the full requirement as described in Section 2.10. The COUNTY PREFERS THAT THE SUCCESSFUL Offeror shall complete all tasks in the Detailed Project Plan within fifty (50) working days, BUT THE SUCCESSFUL OFFEROR SHALL COMPLETE ALL TASKS IN THE 5
DETAILED PROJECT PLAN WITHIN SEVENTY (70) WORKING DAYS of contract award including: Optional integration with JDE EnterpriseOne (completed and tested) if applicable System tested and operationally capable All training completed. 2.11 Testing Anne Arundel County Mandatory Requirements 2.11 Testing The COUNTY PEFERS THAT THE SUCCESSFUL Offeror shall conduct and complete all testing for the procurement management information system and end-to-end UAT testing of all modules within fifty (50) working days, BUT THE SUCCESSFUL OFFEROR SHALL CONDUCT AND COMPLETE ALL TESTING FOR THE PROCUREMENT MANAGEMENT INFORMATION SYSTEM (INCLUDING TESTING THE OPTIONAL INTERFACE WITH JDE ENTERPRISEONE IF APPLICABLE) AND END-TO-END UAT TESTING OF ALL MODULES WITHIN SEVENTY (70) WORKING DAYS of contract award. The Offeror shall provide the application environment needed to carry out testing The Offeror s response shall cover the full requirement as described in Section 2.11. The COUNTY PREFERS THAT THE SUCCESSFUL Offeror shall conduct and complete all testing for the procurement management information system (including testing the optional interface with JDE EnterpriseOne if applicable) and end-to-end UAT testing of all modules within fifty (50) working days, BUT THE SUCCESSFUL OFFEROR SHALL CONDUCT AND COMPLETE ALL TESTING FOR THE PROCUREMENT MANAGEMENT INFORMATION SYSTEM (INCLUDING TESTING THE OPTIONAL INTERFACE WITH JDE ENTERPRISEONE IF APPLICABLE) AND END-TO-END UAT TESTING OF ALL MODULES WITHIN SEVENTY (70) WORKING DAYS OF THE contract award. The Offeror shall provide the application environment needed to carry out testing. THE COUNTY RESERVES THE RIGHT TO EXTEND THE CONTRACT AS NEEDED AND AT THE COUNTY S SOLE DISCRETION. 30. Add to Section 3.3.3.7.3, Licenses: The amount for each type of license identified in this RFP is an estimated quantity. The County reserves the right to add additional licenses for any of the categories at a rate set by the Offeror as optional pricing per license. 31. All other terms and conditions remain the same. 6
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The following vendors pre-registered and/or participated in the conference call during the PreProposal Conference: Bradford Jones, Cobblestone Systems, 866-330-0056, x107, bljones@cobblestonesystems.com Don Albrecht, Perfect Commerce, 817-514-7818, don.albrecht@perfect.com Brandon Wright, Agiloft, Inc., 650-587-8615, x736, jeff.ercolani@agiloft.com Bryan Hill, EEPEX, Inc., 301-602-0500, bryan@eepex.com Chuck Haggis and Michael Petrarca, Denovo, mpetrarca@denovo-us.com Anthony Berry, Bonfire, aberry@gobonfire.com Sie Lema, Computer Consultants Inc., siel@cci-worldwide.com Tom Beck, Creole Consulting NextGen IT Solutions Periscope IQBG 8
NOTE: THIS ADDENDUM AND ACKNOWLEDGMENT MUST ACCOMPANY THE PROPOSAL RESPONSE TO MAKE IT VALID. Return to: Anne Arundel County Purchasing Division Attn: Diana G. Cox, Procurement Strategy Manager Anne Arundel County Heritage Office Complex 2660 Riva Road, 3 rd Floor, Annapolis, MD 21401 Sir/Madam: This will acknowledge receipt of Addendum No. 3 to RFP NO. 17-060R, PROCUREMENT MANAGEMENT INFORMATION SYSTEM FIRM NAME: SIGNATURE: TITLE: Signature shall conform to requirements of the RFP. 9