Questions and Answers
PUCO Salesforce Systems Applications RFP
Document #: 0A1270
Question: Reference OA1270 - Supplement 1 - Scope of Work, Part 3 (page 7) Have the targeted reductions of fields, workflows, validation rules etc. identified in the scope of work already been validated by PUCO as being achievable without negatively impacting existing functionality and/or organizational operations?
Answer: No these are recommended targets from Salesforce. After analysis, there is potential for mutual agreement to modify target values.
Question: OA1270 PUCO Salesforce RFP - Attachment 11 - Cost Proposal Will PUCO require User Acceptance Testing prior to every release, and is there a minimum duration that PUCO requires to conduct UAT activity?
Answer: Yes, UAT is required prior to every release and PUCO Business users need at least two weeks to conduct their UAT testing.
Question: OA1270 PUCO Salesforce RFP - Attachment 11 - Cost Proposal For the initial deliverables, is there an anticipated number or frequency of releases to production or business drivers that would align to PUCOs business operations, and/or specific release dates that should be avoided to reduce the impact to PUCOs resource assignments?
Answer: PUCO currently supports biweekly releases of new features. Bug fixes are deployed as needed.
Question: 0A1270 PUCO Salesforce RFP - Attachment 1 - Evaluation Criteria, page 18 If an Ohio certified Minority Business bids as prime without a subcontractor, would that firm receive 100 points for the MBE Cost Percentage Points, as their "set-aside" percentage would be 100%?
Answer: No. Only the cost percentage set-aside by the Offeror for the MBE Subcontractor is applicable.
Question: Reference OA1270 - Supplement 1 - Scope of Work - Part 4 (SLAs) pg. 10 Can PUCO provide historical application performance data for the past 12 months?
Answer: This information will be shared upon awarding the contract.
Question: Reference OA1270 - Supplement 1 - Scope of Work Is it the intent of PUCO for the vendor to begin M&O activities upon completion of the Salesforce Security Health Check issues, or does PUCO anticipate requiring M&O of their current applications in parallel to the Security Health Check issues?
Answer: The M&O activities will be estimated and included in the IDA created once the vendor has been awarded. These IDAs will address work beyond that in the initial RFP.
Question: Reference OA1270 - Supplement 1 - Scope of Work, page 9. The scope of work indicates that vendors should estimate for a 90 day transition period, if needed. Can PUCO confirm that this transition period is required? If vendors make differing assumptions for the need for transition resources, it will result in disparities in pricing models
Answer: The 90 day transition period is required.
Question: Interval Deliverable Agreement (IDA) - is there an expectation from PUCO of a minimum set of required support activities (in terms of labor hours or FTE) that will need to be performed throughout the M&O period, or are vendors required to make assumptions regarding the anticipated support levels for batch and other required routine support?
Answer: The M&O rate of work is directly associated with the rate of change introduced by the new features. Ongoing maintenance and operations will be estimated and included in the IDA agreement.
Question: In RFP Attachment Nine: Personnel Profile Summary, the employee table has a right indent set to cut off the response text prematurely. May an offeror adjust the table indents and spacing so that their in-line responses fit neatly within the table?
Answer: The formatting adjustment is appropriate.
Question: RFP Attachment 3, page 28 - Article 8 "Proposed Solution" - Are Scope of Work responses expected in-line within each section of Supplement 1, similar to the instructions for how to respond to other RFP documents? Or would the State of Ohio prefer each offeror submit a Statement of Work (MS Word) proposal, on the offerors letterhead and separate from Supplement 1, that is sure to address all the work requirements? Please clarify the submission requirements for "Proposed Solution."
Answer: Scope of Work responses are expected to be in-line with each section of Supplement 1.
Question: Supplement 2, 3.3.2 Application Services, pages 7-14 - Does the current SalesForce environment at PUCO have current integration capabilities with all of the listed application services (GIS, EDI, DMS, BI, etc.)?
Question: Supplement 2, 3.3.1, pages 5-6 - Does the current SalesForce environment at PUCO have current integration capabilities into the InnovateOhio Platform?
Answer: Yes. The agency uses SSO implementation from the IOP platform.
Question: Are all the applications built on the Lightning interface?
Question: Are there any additional enhancements (i.e., reports or other components) that might need to be considered as part of the initial deliverables?
Question: Does PUCO have an assessment of the usage profile of fields in the system that would justify the decrease in fields that you can share?
Answer: Yes, we have a Salesforce authored org health assessment that will be shared upon awarding the contract.
Question: How many roles and Permissions are configured in the system?
Answer: Profiles :57 ; Permission Sets: 83 ; Roles 38
Question: Is there any anticipated data migration required for this engagement?
Answer: Throughout the duration of the contract there will likely be occasions where there will be data migration work to be done. In some cases, we will be moving business functionality from a .Net implementation to a Salesforce implementation.
Question: If a major extension is not desirable, would the State of Ohio consider extending the proposal due date by only a couple business days to 1 PM Wed, July 8, to minimize the impact of Independence Day weekend on proposal preparation? This will also allow more time for each offeror to exercise the competitive process of selecting Ohio MBEs.
Answer: An extension is not being considered at this time.
Question: RFP page 30 - Attachment Three: Requirements for Proposals says: "This RFP includes a Cost Proposal Workbook in Microsoft Excel® format. Offerors may not reformat the State’s Cost Proposal Workbook." Is this Excel workbook provided in the solicitation package? It appears to be missing.
Answer: All references to the Cost Proposal are for Attachment 11. There is no Excel file included in this RFP.
Question: In the Scope of Work document on page 5, you list the tools leveraged in your current applications. Can you provide which specific product is being used within the Validity, Sesame Soft and Cboss suite of tools?
Validity suite : People Import Desktop version (Note: The project that uses this tools is still under development)
Sesame Soft: Relational Junction Suite
Cboss: Online Payment APIs
Question: RFP page 2 - Part One: Executive Summary - Is it acceptable that the MBE subcontracting take place at the second-tier subcontracting level? More specifically, PUCA > Prime > Subcontractor > 2nd Tier Sub (MBE).
Answer: The Contractor’s full-time regular employees must perform at least 40% of the effort required to complete the Work. The Contractor may use its personnel or subcontractor personnel to perform the remaining 60% of the effort.
Question: Supplement One, page 8 - Will the State waive the 60% limit on subcontracting if the prime bidder is a Value Added Resellers (VARs) or Value Added Distributor (VCAD)?
Answer: The State expects that 10% to 60% of the Work be set aside for an Ohio certified MBE subcontractor. The MBE Subcontractor plan must identify the proposed portions of the Work to be performed.
Question: RFP page 2 - Part One: Executive Summary - Has the State leveraged custom development work in Salesforce?
Question: RFP page 2 - Part One: Executive Summary - What Salesforce products (Clouds) are used? What Salesforce standard third-party applications are used? What custom Salesforce applications have been set up?
Salesforce products used : Event Monitoring, Einstein Analytics, Shield
Salesforce third-party apps used: Vertiba forms tool, Conga, Own Backup , Sesame, Round Robin, Calendly, Survey Monkey, Gear Set, SKUID
Custom Salesforce Apps: see attachment 12
Question: If we bid as a parent company who is registered with the Ohio Shared Services to do business in the state of Ohio, is it permissible for an affiliate be the one to deliver the services?
Answer: The offeror certifies that it’s regular, fulltime employees will perform at least 30% of the Work.
Question: RFP page 27 - Attachment 3, Section 6 : Where do we find the Ohio certified MBE subcontractor plan template?
Answer: Offerors must create this, no template exists.
Question: Page 8 states: Multiple or Alternate Proposals. The State will not accept multiple Proposals from a single offeror or any alternative solutions or options to the requirements of this RFP. Additionally, any offeror that disregards a requirement in this RFP simply by proposing an alternative to it may have its Proposal rejected by the State. Further, any offeror that submits multiple Proposals for each of these options may have all of its Proposals rejected. Is it acceptable for company to be both a subcontractor on one proposal and submit a proposal as the prime?
Answer: The State would review each of the proposals submitted.
Question: Please confirm whether the MBE Set-aside Cost Percentage calculation described in the ATTACHMENT ELEVEN COST SUMMARY (page 94) will include the MBE prime Cost Percentage, MBE subcontractor Cost Percentage or both.
Answer: The MBE Set-aside Cost Percentage is only for the Subcontractor Set-aside. The Prime is not to be included in the Set-aside.
Question: In the RFP, it mentions on page 30 Item 25, Cost Proposal, an Excel workbook that should be used for pricing information. Where can we find that Excel workbook as the only section showing charts for pricing is in Attachment 11, Cost Summary?
Answer: All references to the Cost Proposal are for Attachment 11. There is no Excel file included in this RFP.
Question: Please confirm how many copies of the Cost and Technical proposals are required for submission?
Revised Response: Four technical proposals (one original and three copies) and two cost proposals (No changes are expected to occur that will allow for submittal electronically).
Original Response: According to the RFP at the time of release, four technical proposals (one original and three copies) and two cost proposals. However, an amendment is expected to be written soon that will revise proposal submittal instructions into an electronic method.
Question: Due to the pandemic and crisis events currently occurring, along with the holiday, would PUCO consider extending the response due date to July 17, 2020?
Revised Response: No extension is being considered at this time (No changes are expected to occur that will allow for submittal electronically).
Previous Response: No extension is being considered at this time. However, due to the pandemic event, an amendment is expected to be written soon that will revise proposal submittal instructions into an electronic method.
Question: Is it possible to obtain the list and contact information of the vendors holding the current contracts?
Answer: Please redirect your question to the agency responsible for the applicable contract(s).
Question: Can you confirm all the Salesforce applications are developed within a single org?
Answer: Yes, the current Salesforce environment is a single ORG.
Question: For Section 7, did the State mean Attachment EIGHT, rather than Attachment SEVEN, as a required document for this part of the response?
Answer: Correct. On page 27, there are two references to The Offeror Profile Summary Form(s) as Attachment Seven but should be Eight. On pages 29 and 49 of the RFP, the Affirmation and Disclosure Form being referenced is Attachment Ten and not Eight. Also, on page 23 The Cost Summary is referenced as Attachment Ten and should be Eleven.
Question: On page 7 of Supplement 1, requirement 3 states "Develop (Design/Code/Test) the recommendation to bring the number of custom fields in the Case Standard object down from 330 to under 100.". Is the deliverable a recommendation document or the actual changes to the Case object (design/code/test) to bring the number of fields down from 330 to under 100? Thank you.
Answer: The deliverable is the actual changes to the Case object to reduce the number of custom fields.
Question: As small company, can we bid on some aspects of the project? For example, Project Management, System Test or System Integrator?
Answer: The State is soliciting complete proposals only.
Question: Were MBE Certified company looking to partner with prime contractor on this RFP. Are you planning to publish the list of company bidding on this RFP or to hold a conference call that we can attend?
Answer: A list of bidding companies is not available. No bidder conference is scheduled for this solicitation.
Question: Just wanted to confirm that the due date for the bid submission is 07/06/2020. This is also the bid open date but wanted to ensure we are not making an incorrect assumptions.
Answer: The Opening Date is the same date as the Proposal Due Date, which is on July 6, 2020.
Question: Mandatory Requirement 1 states "Application experience as a Contractor providing development services for at least one (1) large, complex legacy Salesforce systems or the development of new Salesforce systems on projects similar in size and scope." Question: Can "Offeror or subcontractor" experience fulfill this "Contractor" requirement?
Answer: Page 27 of the RFP States that the Offeror may use the experience or qualifications of a subcontractor to meet any of the mandatory qualifications or experience.
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