Questions and Answers
Student Identifier Management System RFP
Document #: 0A1298
Question: Regarding RFP Att. 10 Master Cloud Services Agreement page 65, and Supplement 1 Scope of Work, page 14: Page 65 of the RFP states that “User access to the Services must be capable of being integrated with a Subscriber’s Active Directory or other Lightweight Directory Access Protocol (LDAP) service to support single sign-on capability for users…” In Supplement 1, page 14, we see that 27-56% of help desk support tickets are related to User Accounts. Does the current SSID system use Active Directory/single sign-on mechanisms? Based on the MCSA, is it correct that the State requires the new ID System to integrate with the State’s single sign-on capability to manage user accounts? If so, does the State expect the vendor to provide help desk support for single sign-on?
Answer: - Yes,the current SSID system use Active Directory/single sign-on mechanisms uses single sign-on mechanisms. - Yes, the State expects the new system to integrate the web portal with he State’s single sign-on capabilities. - Yes, the State expects the vendor to provide help desk support for single sign-on.
Question: Regarding Supplement 1 - SOW, Notable Metrics starting on page 12: The data shows that between 1-14% of help desk inquiries are for Duplicate SIDs a month. Can the state share how many potential duplicates its current system had? In 2018, for example, the system created 176,273 Student Identifiers. How many potential duplicates were found that year?
Answer: Using the Help Desk stats already included in the SOW which span 7/1/2019 – 6/30/2020, the approximate number of Help Desk tickets related to duplicates during that same 12 month period is about 125.
Question: In the RFP, on Attachment 2, the Service Level Agreement on page 19 refers to production, test, and training environments. In addition to the production environment, does the state want separate test and training environments or can one environment be used for test and training?
Answer: Yes, separate environments for testing and training are needed, in addition to production.
Question: Regarding Supplement 1, SOW, Solution Requirements page 14: A requirement states “The offeror must keep the audit information used by the existing system.” How does the current system store audit information? Approximately how much audit information is stored?
Answer: The department is asking the vendor to store a reasonable amount of audit information for the system as would be maintained for any system of a comparable size. In line with the current system, an audit trail must be maintained when the user requests the creation of a new SSID or validates and modifies identifying student attributes. The following audit information must be kept for all additions, modifications, and deletions to the database records: • Date / time of change • Old value • New value • Batch Job ID • User ID of agent making the modification • District IRN of user making modification (where applicable) • Building IRN of user making modification (where applicable) • Change Type Code designating: exs. Creation, Modification, or Deletion As is the current practice, the system must retain at least the last three audit records for the identifying student attributes on each SSID record. All audit records in excess of the 3 most recent entries must be archived at least weekly.
Question: Regarding Attachments 4 and 10 on Insurance, on pages 34 and 67, respectively: Some of the Attachments and Supplements appear to address identical or similar areas and language that may conflict. Examples include insurance which is addressed in both Attachment Four and Attachment Ten. Security which is addressed in Attachment Ten and Supplement 4 and the Service Level Agreement which is addressed in Attachment Four and Attachment Ten. In our response should we simply state which document/attachment or supplement we will manage to?
Answer: Please address all requirements within all areas. Attachment Four is for the Base RFP and Attachment Ten is for the Master Cloud Service Agreement (MCSA).
Question: Are you looking for any custom solution?
Answer: Per page 15 of Supplement 1 under the Customization section: “The State expects the student identifier management system solution to be an Out of the Box, configurable solution.”
Question: Regarding Supp. 2, Requirements Workbook, Tab 2, Rows 20 and 21 It seems that requirements: 1.14.3 and 1.14.4 are the same: “ODE’s existing Student Locator Framework (SLF) infrastructure.” Is 1.14.4 supposed to be a different requirement? Please clarify.
Answer: The requirement 1.14.4 should read “Batch upload to secure FTP”
Question: Regarding RFP Att. 1, Evaluation Criteria, page 15: Will Offerors be awarded any points for MBE participation in this contract?
Answer: No, MBE points are included within this contract.
Question: Regarding RFP Att. 4, General Terms and Conditions, Page 31: If vendors request any revisions or amendments to Attachment 4, should those be stipulated in Tabbed Section 18?
Answer: Yes, please add redline revision request within.
Question: Regarding RFP Att. 3, Requirements to Proposal, p26: Do vendors have to register to do business in the State of Ohio prior to the submission of proposals, or is registration prior to contract start sufficient?
Answer: Registration prior to award of the contract is sufficient.
Question: RFP Part 1 Executive Summary, Page 3: The RFP refers to an award date of January 2021 and work to begin that same month. If the state awards this contract to a new offeror, when does it expect to go live with the new system?
Answer: The expected go live date is July 1, 2021.
Question: RFP, Attachment 3, Section 7. Proposed Solution – Project Plan and Project Schedule, Page 28: Please confirm that the response required for the project plan and schedule is a narrative summary with details, but does not require the detailed Gantt Charts, MS Project project schedule, human resource management plan, cost management plan, etc.
Answer: The same section on Page 30, ‘Project Plan and Project Schedule’ explains , “Project Plan and Project Schedule - The offeror must provide a narrative project plan and a project schedule in an acceptable level of detail to describe the offeror’s knowledge and understanding of the project and scope of work. Recommended plans and schedules must prove that the offeror will be prepared to quickly undertake and successfully complete the required tasks.”
Question: Regarding Supp. 1, Scope of Work, Whole document: Please clarify how and to which sections of the document the State requires vendors to respond to. Do vendors respond to all headers and bullets or just the Solution Requirements and Project Requirements sections? If responses to all headers and bullets, how should vendors respond to bullets such as the metrics?
Answer: The State requires vendors to respond to the Solution Requirements and Project Requirements sections of Supplement 1.
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