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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.
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