Opportunity Detail

Questions and Answers

Emergency Messaging System
Document #:  0A1303


Question:   Does the State of Ohio want answers to all Supplements?

Answer:   Yes.

Date: 3/22/2021

Inquiry: 83407


Question:   Training - Is the State ofOhio requesting online training, in-person training, a mixture of both?

Answer:   The State hopes that the solution can be used with minimal training, specifically it desires a solution that has sufficient guidance within the software itself. However, the State wants to know what additional training is available as needed.

Date: 3/22/2021

Inquiry: 83407


Question:   2.9 - What browsers does the State of Ohio want to support?

Answer:   Current versions of Firefox, Chrome, Edge, and Safari.

Date: 3/22/2021

Inquiry: 83407


Question:   2.3 - What kind of API are you requiring? What systems/software will we be integrating with. Please specify system, version(if applicable) - Does the state prefer a REST API or another API?

Answer:   At this time the State doesn't have a specific API need. Offeror's are required to provide information about their capabilities in the case of this need in the future.

Date: 3/22/2021

Inquiry: 83407


Question:   Q - Will state accept a video link as part of submission? The information in the video would contain a demonstration of the system and platform.

Answer:   No.

Date: 3/22/2021

Inquiry: 83407


Question:   Q- Will State of Ohio use the messaging system for other areas other than emergency text, Email?

Answer:   No, this is only related to emergency notifications.

Date: 3/22/2021

Inquiry: 83407


Question:   Q- Does the State of Ohio currently use a text, voice or email solution solution currently? IF so what is the software vendor/product in place?

Answer:   The State currently utilizes the Microsoft 365 Outlook solution for email. The State uses a VoIP solution from CBTS for voice.

Date: 3/22/2021

Inquiry: 83407


Question:   According to the instructions provided in Attachment Three: Requirements of Proposals (Pg.18), could you please confirm what Sections and Subsections are being referred to address each RFP requirement in the Response Package? “To ensure that each Proposal addresses the required sections of the RFP, Offerors must address each RFP requirement by section and sub-section heading and provide the Offeror’s proposed service or response to the requirement by section and subsection using the provided Microsoft Word version of this RFP. “ Are those the Section and subsection listed under ORGANIZATION: Pg. 4 ? Parts: Part 1 Executive Summary Part 2 Structure of this RFP Part 3 General Instructions Part 4 Evaluation of Proposals Part 5 Award of the Contract ATTACHMENTS: Attachment One Evaluation Criteria Attachment Two Special Provisions Attachment Three Requirements for Proposals Attachment Four General Terms and Conditions Attachment Five Sample Contract Attachment Six Offeror Certification Form Attachment Seven Offeror Profile Summary Attachment Eight Data Location Form Attachment Nine Cost Proposal Workbook Attachment Ten Master Cloud Services Agreement Supplements: Supplement 1 Scope of Work Supplement 2 State IT Policy, Standard and Service Requirements Supplement 3 State Information Security and Privacy Requirements, State Data Handling Requirements Or, section and subsections as per tabbed sections in the response: - Pg. 19 : Each Proposal must contain the following Technical Proposal 1. Cover Letter 2. Subcontractor Letters 3. Offeror Certification Form 4. Supplier Registration 5. MBE Certification(s) 6. Offeror Profile 7. Proposed Solution – Supplement 1 Response 8. Supplement 2 Response – State IT Policy, Standard and Service Requirements 9. Supplement 3 Response – State Information Security and Privacy Requirements, State Data Handling Requirements 10. Proof of Insurance 11. Payment Address 12. Legal Notice Address 13. W-9 Form 14. Independent Contractor Acknowledgement 15. Affirmation and Disclosure Form 16. Acceptance of Attachment 2: Special Provisions 17. Acceptance of Attachment 4: General Terms and Conditions 18. Assumptions 19. Support Requirements 20. Value-Added Services 21. Master Cloud Services Agreement Cost Proposal - Microsoft Excel Workbook – Attachment Nine (must be separately sealed, in native Excel format – not PDF) • Or both, Page 4 and Page 19? Thanks

Answer:   The tabs for proposal organization refer to page 19. However, it is expected that the offeror understand the entirety of the RFP and respond to each part as required.

Date: 3/22/2021

Inquiry: 83406


Question:   According to the instructions provided in Attachment Three: Requirements of Proposals (Pg.18), could you please confirm what Sections and Subsections are being referred to address each RFP requirement in the Response Package? “To ensure that each Proposal addresses the required sections of the RFP, Offerors must address each RFP requirement by section and sub-section heading and provide the Offeror’s proposed service or response to the requirement by section and subsection using the provided Microsoft Word version of this RFP. “ • Are those the Section and subsection listed under ORGANIZATION: Pg. 4 ? Parts: Part 1 Executive Summary Part 2 Structure of this RFP Part 3 General Instructions Part 4 Evaluation of Proposals Part 5 Award of the Contract ATTACHMENTS: Attachment One Evaluation Criteria Attachment Two Special Provisions Attachment Three Requirements for Proposals Attachment Four General Terms and Conditions Attachment Five Sample Contract Attachment Six Offeror Certification Form Attachment Seven Offeror Profile Summary Attachment Eight Data Location Form Attachment Nine Cost Proposal Workbook Attachment Ten Master Cloud Services Agreement Supplements: Supplement 1 Scope of Work Supplement 2 State IT Policy, Standard and Service Requirements Supplement 3 State Information Security and Privacy Requirements, State Data Handling Requirements • Or, section and subsections as per tabbed sections in the response: - Pg. 19 : Each Proposal must contain the following Technical Proposal 1. Cover Letter 2. Subcontractor Letters 3. Offeror Certification Form 4. Supplier Registration 5. MBE Certification(s) 6. Offeror Profile 7. Proposed Solution – Supplement 1 Response 8. Supplement 2 Response – State IT Policy, Standard and Service Requirements 9. Supplement 3 Response – State Information Security and Privacy Requirements, State Data Handling Requirements 10. Proof of Insurance 11. Payment Address 12. Legal Notice Address 13. W-9 Form 14. Independent Contractor Acknowledgement 15. Affirmation and Disclosure Form 16. Acceptance of Attachment 2: Special Provisions 17. Acceptance of Attachment 4: General Terms and Conditions 18. Assumptions 19. Support Requirements 20. Value-Added Services 21. Master Cloud Services Agreement Cost Proposal - Microsoft Excel Workbook – Attachment Nine (must be separately sealed, in native Excel format – not PDF) • Or both, Page 4 and Page 19?

Answer:   The tabs for proposal organization refer to page 19. However, it is expected that the offeror understand the entirety of the RFP and respond to each part as required.

Date: 3/22/2021

Inquiry: 83403


Question:   7. Does the State expect to share the costs between budgets? RFP Base Document, Part One Executive Summary, RFP Process, p. 2

Answer:   Not at this time.

Date: 3/16/2021

Inquiry: 83392


Question:   6. What is the States anticipated budget? RFP Base Document, Part One Executive Summary, RFP Process, p. 2

Answer:   The State is not providing this information ahead of RFP proposal opening.

Date: 3/16/2021

Inquiry: 83392


Question:   5. What is the funding source? RFP Base Document, Attachment 4, General Terms and Conditions, Part One, Performance and Payment, p. 23

Answer:   The department of Administrative Services budget.

Date: 3/16/2021

Inquiry: 83392


Question:   4. Is the State open to annual billing? RFP Cost Workbook, Cost Proposal Tab, Chart of Monthly Subscription, p.1

Answer:   The State may consider annual billing but requires a monthly response to be responsive to the RFP.

Date: 3/16/2021

Inquiry: 83392


Question:   3. Is it the understanding from these requirements that the only public alerting would be from the FEMA IPAWS? Reference: RFP Base Document, Part One Executive Summary, Purpose, p. 2

Answer:   The State is interested in understanding the offerors capabilities.

Date: 3/16/2021

Inquiry: 83392


Question:   2. How many active IPAWS COGS would be using this system? Reference: Supplement 1, Section 2., 2.3, p.4

Answer:   None at first, State may consider in the future.

Date: 3/16/2021

Inquiry: 83392


Question:   1, What public safety systems does the State use? Reference: Supplement 1, Section 2., 2.3, p.4

Answer:   Currently none in relation to this but want to know the offerors capabilities.

Date: 3/16/2021

Inquiry: 83392


Question:   Is the state planning to manage day-to-day activities such as new group creation, new message creation, testing, user management, etc., or will that be the responsibility of the offerer?

Answer:   Yes. The State intends to do this.

Date: 3/16/2021

Inquiry: 83388


Question:   Please provide the CBTS basic messaging system contract end date. I would like to get a sense for the date of when the state needs to have the new solution operational.

Answer:   The selected Contractor should be prepared to begin standing up this solution immediately after award.

Date: 3/11/2021

Inquiry: 83334


Question:   Does the State place weight on the solutions ability to send intrusive and immediate audio to in-building devices such as computer desktops, laptops, overhead speakers (IP or analog) and IP phones, ETC? Is this solution to replace the States current on-premises paging ability, or is it a stand-alone system separate from paging? Is the State is asking the vendor to provide no-cost support service for up to 3 months after termination or expiration, or that there will be no detrimental effect between the announcement of termination or expiration and its effective date?

Answer:   Repeat of Inquiry #83291.

Date: 3/8/2021

Inquiry: 83292


Question:   Does the State place weight on the solutions ability to send intrusive and immediate audio to in-building devices such as computer desktops, laptops, overhead speakers (IP or analog) and IP phones, ETC? Is this solution to replace the States current on-premises paging ability, or is it a stand-alone system separate from paging? Is the State is asking the vendor to provide no-cost support service for up to 3 months after termination or expiration, or that there will be no detrimental effect between the announcement of termination or expiration and its effective date?

Answer:   The State does not currently have this as a separately scored item, however, the State would be interested in knowing about all available options which it may provide higher scoring for in an appropriate area. This system currently is being considered as a complementary system, but, depending on the solution could be used more broadly. In any transition period, the State is asking that there be no detrimental effects and that the Contractors work together with the State to ensure a smooth transition.

Date: 3/8/2021

Inquiry: 83291


Question:   Will it be the State of Ohio’s responsibility or the service provider to perform Patches/configuration mgt./security mgt./capacity mgmt./performance mgnt/upgrades/macds - adding and subtracting new users and overall management of the solution?

Answer:   As we are requesting a hosted solution, the State would prefer to be as hands off as possible.

Date: 3/8/2021

Inquiry: 83290


Question:   In your previous answer, you state that "The CBTS system has only recently been implemented and, as such, the State does not have this data to share." Please specify when the CBTS system was implemented. Please specify the cost of the contract with CBTS.

Answer:   The current estimated cost per month is approximately $408 and the original implementation took place in 2018. As stated in the RFP, the CBTS solution is much narrower in scope and is not directly comparable to the solution being sought under this RFP.

Date: 3/5/2021

Inquiry: 83185


Question:   We are a nation wide Emergency Messaging System (HIPAA Compliant) serving thousands of independent physician practices, over 300 Nursing Homes and several hospitals. The Kettering Hospital system in Dayton OH. is one of our clients with over 25,000 users. Our Corp. offices are also located in Dayton OH. Reading through the RFP our system is exactly what you are looking for. When needed we even have live, American based operators available 24/7/365. However, your RFP requires that those who apply have a min. of 5 clients with over 10,000 users. MatchMD does not have those specific stats. My question is: Does that automatically eliminate us from the bidding process. Our pricing would be extremely competitive, we certainly could handle the volume and we would offer so much more that you expect in regards to system capability. We have message tracking, scheduling components, chat, secure documents transfers (PDF), sending photos and files...etc. We would like to be a bidder in this process. Are we still able to submit a bid?

Answer:   Unfortunately, if you are unable to demonstrate how you meet the mandatory requirement then you will not be considered for award.

Date: 3/3/2021

Inquiry: 83197


Question:   In Part One: Executive Summary under the Background section, it states that the State currently utilizes a basic messaging service under its contract with Cincinnati Bell Technology Services and that the State is hoping to procure a more robust solution at a similarly competitive cost. What is the annual cost of the current contract with CBTS?

Answer:   The CBTS system has only recently been implemented and, as such, the State does not have this data to share.

Date: 3/2/2021

Inquiry: 83164


Question:   Can the state provide a usage report for 2020. Please provide the number of individual SMS, Voice, and Email notifications that were sent.

Answer:   The CBTS system has only recently been implemented and, as such, the State does not have this data to share.

Date: 3/2/2021

Inquiry: 83184


Question:   Dear Sir, Can you please share with me the contact persons name and phone number for this project that we are interested in? Thank you,

Answer:   No. All inquiries must be done via this web based inquiry process.

Date: 3/2/2021

Inquiry: 83183


Question:   We will be bidding this directly without the need for a Sub-Contractor. Is that acceptable? if so should we, the Solution Provider, complete the sub-contractor RFP related requirements-questions as well since we will be delivering the related software and services directly?

Answer:   If you are acting as the primary then you will not need to complete the sub-contractor section unless you are also including a sub-contractor to round out your service offerings.

Date: 2/23/2021

Inquiry: 83099


Question:   Is there a way we can register as a sub-contractor for this project?

Answer:   There is no system for registering as such with the State. The State would encourage you to solicit these types of service providers and form a partnership with them if that would allow you to be part of a proposal.

Date: 2/23/2021

Inquiry: 83092


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Inquiry period ended:  3/19/2021 8:00:00 AM