Opportunity Detail

Questions and Answers

Regulatory Reform AI Tool RFP
Document #:  0A1273


Question:   Will the State grant a Contractor an exception from Part Five of the RFP (pg 42) that stipulates that the Contractor is only responsible for programming errors attributable to the Contractor?

Answer:   The State will NOT grant an exception to the language.

Date: 8/14/2019

Inquiry: 65230


Question:   On page 38, will the State grant an exception to the Intellectual Property clause to provide the Contractor with the following: The State owns all Deliverables that the Contractor produces under this Contract, including any software modifications, and documentation, with limited rights, title, and interest in all intellectual property that come into existence through the Contractors custom work being signed to the State. Additionally, the Contractor waives any author rights and similar retained interests in custom developed material. The Contractor must provide the State with all assistance reasonably needed to vest such rights of ownership in the State. The Contractor will retain ownership of all tools, methods, techniques, standards, and other development procedures, as well as generic and preexisting shells, subroutines, and similar material incorporated into any custom Deliverable ("Pre-existing Materials"). The Contractor may grant the State a worldwide, exclusive, royalty-free, 10 year license to use and modify select Pre-existing Materials that are incorporated into any custom-developed Deliverable. The State may distribute such Pre-existing materials to third parties only to the extent required by governmental funding mandates.

Answer:   The State will NOT grant an exception to the language.

Date: 8/14/2019

Inquiry: 65229


Question:   On page 17 of the RFP’s Terms & Conditions, can the State clarify the term "Sufficient License Rights"? Does this indicate perpetual or annual license rights?

Answer:   The State seeks term licenses, renewable on an annual basis, and included in the Offeror’s proposed cost. The phrase “sufficient license rights” means the right for the Offeror to perform its duties and to provide a cloud service to the State that permits the number of users anticipated per agency to perform the tasks and achieve the results contemplated in the RFP.

Date: 8/14/2019

Inquiry: 65227


Question:   Per page 27, is the Controlling Board of Ohio required to approve this contract? If so, what additional efforts are required on the part of the Contractor to comply with the Controlling Board of Ohios review process?

Answer:   The Controlling Board is not required to approve this Contract.

Date: 8/9/2019

Inquiry: 65228


Question:   What format do the forms come in (ex. PDF, doc, etc.)

Answer:   The State does not have the answer to that inquiry at this time. Offerors are invited to visit the URLs provided in a previous inquiry in order to make that assessment.

Date: 8/9/2019

Inquiry: 65226


Question:   What is the volume of forms that currently exist?

Answer:   The State does not have the answer to that inquiry at this time. Offerors are invited to visit the URLs provided in a previous inquiry in order to make that assessment.

Date: 8/9/2019

Inquiry: 65226


Question:   How are the state forms accessible for analytics? (ex. Bulk download, web scraping, APIs)

Answer:   Offerors are invited to visit the URLs provided in a previous inquiry in order to make that assessment.

Date: 8/9/2019

Inquiry: 65226


Question:   How are the Ohio regulations/codes accessible for loading into a solution? Is it via web scraping, APIs, or bulk download?

Answer:   Offerors are invited to visit the URLs provided in a previous inquiry in order to make that assessment.

Date: 8/9/2019

Inquiry: 65225


Question:   What are examples of 3rd Party Applications that you would want to be able to integrate with the solution via APIs?

Answer:   o The State of Ohio’s IOP OH|ID through Open ID Connect or SAML standards.
o Tool must be able to support future integration needs via APIs.

Date: 8/9/2019

Inquiry: 65225


Question:   Regarding SR-9: Is the state looking for a one-time report or set of reports showing the result of the Regulatory Reform AI Tool? Or is it expecting ongoing recalculations or results?

Answer:   The State is looking for ongoing recalculations.

Date: 8/9/2019

Inquiry: 65139


Question:   Can you provide more details around the reporting requirements for SR-9?

Answer:   An offeror should define what standard reports the tool provides. Other reports may be defined during the requirements gathering phase.

Date: 8/9/2019

Inquiry: 65139


Question:   Can the CSI office provide a use-case example for SR-8: “The solution must identify duplication and/or redundancy in an agency’s forms that are related to its rules”?

Answer:   The tool must generate information on duplicative, redundant and outdated rules from a subject matter search

Date: 8/9/2019

Inquiry: 65139


Question:   Can the CSI office provide a use-case example for SR-7: “The solution must compare an agency’s rules to related federal regulations”?

Answer:   Several state agencies are required to adopt rules that originate in federal law. This tool should have the ability to cross reference federal and state rules (i.e. Ohio Department of Medicaid, Ohio Environmental Protection Agency, etc.)

Date: 8/9/2019

Inquiry: 65139


Question:   Can the CSI office provide a use-case example for SR-6: “The solution must compare Ohio agency rules to similar rules in all U.S. states and territories”?

Answer:   Ohio rules on specific occupations compared to another state’s rules on that same occupation.

Date: 8/9/2019

Inquiry: 65139


Question:   Can the CSI office provide a use-case example for SR-5: “The solution must identify very old rules that have not been amended for a long period of time”?

Answer:   The tool must have the ability to identify rules in which the content has not been amended for an extended period of time.

Date: 8/9/2019

Inquiry: 65139


Question:   Can the CSI office provide a use-case example for SR-4: “The solution must identify duplicative or redundant rules”?

Answer:   The tool must have the ability to identify areas an agency might have same requirements in multiple different rules.

Date: 8/9/2019

Inquiry: 65139


Question:   In what format is the data?

Answer:   The State does not have the answer to that inquiry at this time. Offerors are invited to visit the URLs provided in a previous inquiry in order to make that assessment.

Date: 8/9/2019

Inquiry: 65139


Question:   What is the amount or size of the data?

Answer:   The State does not have the answer to that inquiry at this time. Offerors are invited to visit the URLs provided in a previous inquiry in order to make that assessment.

Date: 8/9/2019

Inquiry: 65139


Question:   Will the services involve access to any confidential or sensitive data, such as PHI, PII, or FTI?

Answer:   Services will NOT involve access to any confidential or sensitive data, such as PHI, PII, or FTI.

Date: 8/9/2019

Inquiry: 65139


Question:   What type of data inputs feed into the regulatory reform tool?

Answer:   Publicly available data will feed into the reform tool.

Date: 8/9/2019

Inquiry: 65139


Question:   During the Bidders conference the state acknowledge the variance of dates on page 2 of the RFP and confirmed that the Contractor is expected to plan for and successfully implement (and be functional) by November 30. 2019, yet the project can be completed as late as June 30, 2021. Can you explain what the expected deliverables are on 11/30/19 and provide examples of deliverables that can continue to be worked on after that date. In other words, what functionality MUST be delivered by 11/30 and what deliverables are acceptable to be phased in, (i.e. training of the AI engine, do Users need to be trained by 11/30 or can they be after this date, etc.)

Answer:   The Contractor is expected to plan for and successfully implement the Solution no later than by November 30, 2019. This includes the submission of all deliverables by that date. The State encourages implementation to be completed sooner if at all possible. At the end of the implementation period, CSI must have received and accepted a fully functioning Solution that has been deployed to all appropriate users. Please refer to section 5.2 of Supplement 1_SOW for requirement details.

The Contractor will provide maintenance and support of the solution after November 30, 2019, until the ending date of the contract (June 30, 2021).

Date: 8/9/2019

Inquiry: 65214


Question:   Per the questions from the Bidders Conference, can DAS please provide sample documents/regulations/laws that we can used to evaluate the complexity of the forms, regulations, rules, etc.

Answer:   The State is providing the following URLs so that the offerors can research the documentation:

http://codes.ohio.gov/oac/
http://codes.ohio.gov/orc/
https://www.bwc.ohio.gov/bwccommon/forms/BWCForms/nlbwc/IWForms.asp

Date: 8/9/2019

Inquiry: 65220


Question:   Based on the fact that the Inquiry Period has been extended one week to 8/12/19, would the Department please consider extending the due date of the RFP one week (to 8/26/19) to allow vendors sufficient time to provide answers in the RFP based upon the clarifications provided.

Answer:   The State will NOT be extending the bid opening date.

Date: 8/9/2019

Inquiry: 65217


Question:   Will there be a bidder’s conference or opportunity to demo solutions?

Answer:   The State has not determined if there will be vendor demonstrations.

Date: 8/8/2019

Inquiry: 65081


Question:   Will all executive branch agencies be required to use this tool?

Answer:   The State has not made this determination yet. It will depend on the tiered pricing offered by the Contractor.

Date: 8/7/2019

Inquiry: 65081


Question:   Will the State consider extending the 11/30/2019 implementation deadline if a proposed solution’s timeline extends beyond the two months allotted?

Answer:   The State will NOT consider extending the 11/30/2019 implementation deadline if a proposed solution’s timeline extends beyond the two months allotted.

Date: 8/7/2019

Inquiry: 65092


Question:   Will DAS provide meeting notes from the Skype conference? The Skype conference meeting link didn’t allow our organization to access the meeting or request access to the meeting.

Answer:   The pre-proposal conference has been rescheduled due to technical difficulties. The conference will be held on Wednesday, August 7th at 10:00 am. We apologize for the inconvenience and appreciate your interest in this procurement.

No passwords, meeting numbers or codes will be needed in order to participate in the conference.

Date: 8/6/2019

Inquiry: 65081


Question:   Can DAS provide additional information regarding S-4 of the Functional Requirements?

Answer:   All privileged (service accounts, system administrators, DBA, other elevated privilege accounts) accounts must be stored in the State’s password vault and all privileged users must use the vault features to gain access to the system. The software must also enable the password to be updated by the vault system using its password update features. Technical details can be seen on the OEM site.

Date: 8/6/2019

Inquiry: 65081


Question:   Can DAS clarify the intent of SR-8 of the Functional Requirements?

Answer:   The tool must be able to compare statutory requirements, rule requirements and the contents of an agency’s forms.

Date: 8/6/2019

Inquiry: 65081


Question:   Can DAS provide guidance for the definition of "duplicative" rules for SR-4 of the Functional Requirements?

Answer:   The tool must identify rules that discuss similar subject matter.

Date: 8/6/2019

Inquiry: 65081


Question:   What systems should the software tool be expected to support integrations for?

Answer:   o The State of Ohio’s IOP OH|ID through Open ID Connect or SAML standards.
o Tool must be able to support future integration needs via APIs.

Date: 8/6/2019

Inquiry: 65081


Question:   Will an IT specialist be available to provide guidance on API requirements described in SA-2 of the Functional Requirements?

Answer:   Yes,an IT specialist be available to provide guidance on API requirements described in SA-2 of the Functional Requirements.

Date: 8/6/2019

Inquiry: 65081


Question:   Will the state provide API access to the database holding the laws and regulations of Ohio?

Answer:   The State will NOT provide API access to the database holding the laws and regulations of Ohio.

Date: 8/6/2019

Inquiry: 65081


Question:   Will any part of this tool be public facing?

Answer:   No parts of this tool be public facing.

Date: 8/6/2019

Inquiry: 65081


Question:   Does the scope of the RFP require or expect the software tool to support the digital filing of rules by agencies with the CSI?

Answer:   The scope of the RFP does NOT require or expect the software tool to support the digital filing of rules by agencies with the CSI.

Date: 8/6/2019

Inquiry: 65081


Question:   Cannot log into the bidders conference. Getting 2 different error messages. We have been trying since 9:50 to join and have been speaking with folks in the Procurement Department since 9:57 and cannot get access. Sorry, you dont have permission to join the meeting. Please request access from the meeting organizer or sign in using a different account. The link you are using to join the event isn’t valid. Please check with your event organizer.

Answer:   The pre-proposal conference has been rescheduled due to technical difficulties. The conference will be held on Wednesday, August 7th at 10:00 am. We apologize for the inconvenience and appreciate your interest in this procurement.

No passwords, meeting numbers or codes will be needed in order to participate in the conference.

Date: 8/5/2019

Inquiry: 65080


Question:   We are unable to access the pre-proposal conference via the provided Skype link. Will a recording of the conference be made available?

Answer:   The pre-proposal conference has been rescheduled due to technical difficulties. The conference will be held on Wednesday, August 7th at 10:00 am. We apologize for the inconvenience and appreciate your interest in this procurement.

No passwords, meeting numbers or codes will be needed in order to participate in the conference.

Date: 8/5/2019

Inquiry: 65079


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Inquiry period ended:  8/12/2019 8:00:00 AM