Amendment Of Solicitation - OMES

2y ago
427.82 KB
16 Pages
Last View : 12d ago
Last Download : 1y ago
Upload by : Camille Dion

Amendment of SolicitationDate of Issuance: 3/29/2019Solicitation No. 6280000005Requisition No. 6280001182Amendment No. 1Hour and date specified for receipt of offers is changed:NoYes, to: 5/8/20193:00 PM CSTPursuant to OAC 260:115-7-30(d), this document shall serve as official notice of amendment to the solicitationidentified above. Such notice is being provided to all suppliers to which the original solicitation was sent.Suppliers submitting bids or quotations shall acknowledge receipt of this solicitation amendment prior to the hour anddate specified in the solicitation as follows:(1) Sign and return a copy of this amendment with the solicitation response being submitted; or,(2) If the supplier has already submitted a response, this acknowledgement must be signed and returned prior tothe solicitation deadline. All amendment acknowledgements submitted separately shall have the solicitationnumber and bid opening date printed clearly on the front of the envelope.ISSUED BY and RETURN TO:U.S. Postal Delivery or Personal or Common Carrier Delivery:Office of Management and Enterprise ServicesSheri DiehmATTN: Sheri DiehmContracting Officer3115 N. Lincoln Blvd.Oklahoma City, OK 73105405-365-1964Phone NumberSheri.diehm@omes.ok.govE-Mail AddressDescription of Amendment:a. This is to incorporate the following:Question 1: I am attempting to access the State of Oklahoma Communities of Practice wiki site. Unfortunately, Ibelieve a previous colleague set-up an account, but I am not able to login. Who should I contact regarding obtainingaccess to the information for the RFP? I did complete the Practice Enrollment form. As a company, we are evaluatingthe project and want to make sure we have all of the details. The first question, I am working to understanding is whenpotential vendors should be submitting RFP questions?Answer: Please contact Marc Brown at OMES regarding your questions. His email is Youcan also contact the help desk at 405-522-2444.Question 2: We are struggling to find the VPAT OMES forms. Can you please to post them to the opportunity site orprovide a working link?Answer: Here is the link for VPAT information. Purchasing/VPAT & Accessibility.htmlQuestion 3: Ref. Section H.1. Implementation Costs includes line #10 for data migration, yet data migration is notdetailed in the RFP. Is this line a mistake?Answer:The language located in Section H.1. Implementation Costs, line #10, data migration is correct, and refers to the abilityof the proposed System to import data from data sources as mentioned in Section C.6.3.9. More specifically, theSupplier would possibly need to format and import a denormalized database file (e.g. SQL.bak file) or its output (e.g.Excel file); details of this procedure is not available at present and would largely be dependent on the capabilities of theSupplier of current Grants Management Solution used by OCAST, OKGrants.OMES FORM CP 011 – Purchasing Rev. 05/2016

Question 4: Ref. Section C.8 Implementation Plan describes a training plan. Is the requirement for an implementationplan, training plan or both?Answer:Both, please. Section C.8.1 is corrected and states as follows: "Supplier must provide an implementation (training)plan and describe the approach in detail. [ ]"Section C.8.2 is corrected and states as follows: "Supplier (Vendor) must provide a training plan and describe theapproach in detail using the following general formatting guidelines: [ ]"Question 5: Ref. Section H.1. Implementation Costs includes line #6 for CRM integration, yet CRM is not definedanywhere in the RFP. Is this a typo?Answer:Inclusion of line #6 for Customer Relationship Management (CRM) integration is not a mandatory requirement and istherefore optional; this is a value-added benefit /cost and may be considered in the review process if the functionality isavailable and determined to be cost-effective value-added benefit/cost. This cost is associated with Section C.6.3.6and provides information about System integration capability with other web-based platforms that may be utilized byOCAST either currently or potentially in the near future. The listing of web-based platforms in Section C.6.3.6 is nonexhaustive and includes at least one CRM-based solution.Section H.1, Table "Implementation Costs", Line #6, "CRM Integration" is corrected and states as follows: "#6Customer Relationship Management (CRM) Integration (Optional)"Question 6: Please provide a project timeline, including anticipated project start date and system go-live date, for theimplementation of the OCAST Grants Management System. Is it OCAST’s intent to have the new system available by07/01/19 or sooner to allow applicants to complete applications for FY20?Answer: The anticipated system go-live dateis December 1, 2019, with the first awards made on July 1, 2020 (FY21) at the earliest.Answer: The anticipated system go-live date is December 1, 2019, with the FY2021 funding competition applicationsubmission period for all five grant programs from Jan 15, 2020 – Mar 1, 2020 (approx.), and award contacts startdates made no earlier than July 1, 2020.Question 7: Please provide access to or copies of the program applications for the five grant programs managed usingOKGrants.Answer: Copies of most current grant programs (AR, HR, HF, IP, PS) are provided as pdf file attachments under"Documents" on the OMES Solicitation page.Question 8: Please identify the system features OCAST is seeking in a grants management system that are currentlynot available from the OKGrants system?Answer:The tables below reflect identified use case and technical features of current OKGrants system, aspects of which,either in part or in whole, determined as insufficient with OCAST requirements:From worksheet #1 Use Cases:Item#4Grant PhasePre-LaunchAction(s)OCAST user(s): 1) creates FOAdocument page containingrequirements for each Award Program;2) creates Pre-Launch phase templateforms/pages, Application phasetemplate forms/pages, Review phasetemplate forms/pages, and Post-Awardphase template forms/pages,OMES FORM CP 011 – Purchasing Rev. 05/2016Mandatory Required SystemReaction(s)System: 1) allows users to view anddownload published FOAs as pdfs; 2)allows creation of PreLaunch/Application/Review/Post-Awardtemplate forms/pages unique to eachAward Program; these templates can beeasily copied from previous yeartemplate as needed.

workflows, etc. specific to each AwardProgram.5Pre-LaunchOCAST user(s) publishes FOA.System notifies all Users of FOAavailability, and makes FOA documentavailable for viewing by interestedUsers during specified period.6ApplicationOCAST user(s) opens Applicationsubmission period.9ApplicationOCAST user(s) closes Applicationsubmission period.System: 1) notifies all Users of openingof Application submission period; 2)publishes Applicationpages/information.System: 1) notifies all Users of closingof Application submission period; 2)prevents any new Applications frombeing initiated by Clients.12ReviewOCAST user(s): 1) assigns selectedApplications to an Panel Group; 2)assigns multiple External Reviewers toeach Application/Application PanelGroup.System: 1) allows External Reviewerview access to assigned Application(s);2) allows Applications to be grouped bytopic and given a name to the PanelGroup, and Reviewers may be assignedto these Applications by Panel Group.14ReviewPrimary Reviewer(s), ExternalReviewer(s), and/or OCAST: 1)completes/modifies/reviews PanelSummary Form(s); 2) labels Applicationdecision as "Not Approved for FundingConsideration" or "Approved forFunding Consideration"; 3) providesApproved Funding Amount for eachApplication; 4) views all Applications, intable format, with total scores based onPanel Summary/Review Forms andapproved funding, sorted in rank order(highest score to lowest); 5) decides onplacement of payline in Application list.15ReviewOCAST user(s): 1) classifies selected"Approved for Funding Consideration"Applications as "Awarded"; 2) allowsClients access to Review Forms andPanel Summary Forms.System: 1) verifies that all required datahave been included in the PanelSummary Form; 2) allows PrimaryReviewers, External Reviewers, OCASTto view/modify submitted PanelSummary Forms; 3) includes scoresfrom the two Review Forms submitted inthe Panel Summary Form for eachApplication; 4) creates initial ranking ofall applications based on these scoresand display as a single table on page(table includes Amount Requested byyear and total amount requested foreach Application, along with a runningtotal); 5) allows OCAST input for finalranking of all Applications and re-sortsApplication order in table.System: 1) creates final ranking ofApplications classified with "NotApproved for Funding Consideration","Approved for Funding Consideration",or "Awarded" decisions; 2) notifies allUsers associated with submittedApplications of decision; 3) distributesNOA letters, additional forms and/ordocuments to Clients of AwardedApplications; 4) anonymizes to Clientsthe identities of Reviewers associatedwith Review Forms and Panel SummaryForms.OMES FORM CP 011 – Purchasing Rev. 05/2016

17Post-AwardClient completes/submits requireddocumentation/forms.OCAST, Contract Compliance Officerrole: 1) inspects/approves submitteddocumentation/forms; 2) initiatesContract process; 3)drafts/modifies/saves Contract.System: 1) verifies that all requireddocuments/data have been submittedprior to Contract Initiation; 2) allowsOCAST to perform final compliancecheck; 3) creates Contract documenttemplate for current year, includesbudget pages and project information.18Post-AwardOCAST, Contract Compliance Officerrole: 1) routes Contract to OCAST,Program Manager role, forApproval/Nonapproval, andconcurrently; 2) routes Contract toOCAST, Accounting Manager role, forApproval/Nonapproval.System: 1) notifies OCAST, ProgramManager role, of the pending Approvaldecision needed for Contract; 2) notifiesOCAST, Accounting Manager role, ofthe pending Approval decision neededfor Contract; 3) notifies OCAST,Contract Compliance Officer role, ofcompletion of these decisions.19Post-AwardOCAST, Contract Compliance Officerrole, routes Contract to Client, ContractOfficial role, for Partial Signature(s).20Post-Award21Post-AwardClient, Contract Official role, routesContract to OCAST, ContractCompliance Officer role, for FinalSignature.OCAST, Contract Compliance Officerrole, distributes Executed Contract toClient/OCAST.OCAST, Contract Compliance Officerrole, routes Contract to OCAST,Executive Director role, for FinalSignature.System notifies Client, Contract Officialand Administrator roles, of the pendingPartial Signature action needed forContract.System notifies OCAST, ContractCompliance Officer role, of the pendingrequest for Final Signature actionneeded for Contract.22Post-AwardOCAST, Contract Compliance Officerrole, routes Executed Contract toClients, OCAST.31Post-AwardOCAST user(s) requests reports ofImpact Survey data collected usingvarious queries (previously saved ornewly created).System: 1) notifies OCAST, ExecutiveDirector role, of the pending request forFinal Signature action needed forContract; 2) allows Final Signature ofContract; notifies OCAST, ContractCompliance Officer role, of completionof this action.System: 1) notifies Client, ContractOfficial and Administrator roles, ofexecuted Contract; 2) allows Client tosubmit RFPs, Progress Reports,Contract Modification Request Forms,as needed.System: 1) creates reports of ImpactSurvey data collected based onselected query; 2) allows export ofImpact Survey data files.From worksheet #2 Tech Requirements:Item#Category1Workflow Design and Functionality2Workflow Design and FunctionalityOMES FORM CP 011 – Purchasing Rev. 05/2016Functional and Technical RequirementsSystem shall provide easily configurable andcustomizable user interfaces.System must be highly and easily configurable byuser with customizable workflows with definedevent triggers, branching logic, and scripting thatenable the automation of activities across allphases of the OCAST grant management lifecycle,based on a combination of complex business rulesand activity data.

4Workflow Design and Functionality6Data Access, Integration and Security7Data Access, Integration and Security10Data Access, Integration and Security14Data Access, Integration and Security16Reporting, Querying and Analytics17Reporting, Querying and Analytics18Reporting, Querying and Analytics19Reporting, Querying and Analytics22Form Design and Document Management25Form Design and Document ManagementOMES FORM CP 011 – Purchasing Rev. 05/2016System must be capable of sending/receivingdocuments for digital/electronic signatures, andsaving as standard pdf files.System shall have the capacity to apply policiesand procedures for systematically managingsensitive data among users.System shall be accessible on multiple platforms(e.g. Windows, Mac, Linux, mobile devices) andbrowsers (e.g. Firefox, Safari, Chrome, IE).System must be capable of, at minimum,interfacing with the Oracle PeopleSoft StateAccounting System used by OCAST, with anOCAST User acting as intermediary agent, byexporting aggregated selected form data frommultiple form instances as a single CSV file, in acompatible error-free data structure, for uploadinto PeopleSoft. System may be capable ofinterfacing or integrating with Microsoft Office 365,Adobe Cloud Services, Google Cloud, MailChimp,Salesforce, Facebook, Twitter, YouTube, Vimeo,Survey Monkey, Tableau and related web-basedplatforms.System shall have the ability to fully export all datain common data formats (e.g. XLS, CSV, etc.) andall attached files upon OCAST user request.System shall have the ability to easily createextensive and flexible reporting that enable realtime, dynamic analysis across related data objectsbased on simple and advanced query logic by allUsers.System shall be capable of tracking user activity,database utilization, status history, and versioninghistory of forms created/edited for auditingpurposes.System shall have the ability to createcustomizable dashboards based on selected dataattributes.System shall have the ability to view reports onlineand in printer-friendly format, and export to MSOffice or MS Excel formats.System shall have the ability to create customized,validated form data fields (as required or optional),with option to define default values and suggestcorrect spelling with text data where applicable,with the following formats: Yes or No (select one) Number (variable decimal places) Date / Time Currency Text (single and multiple line) Check boxes (select multiple or select one) Text boxes (w/ character limit option; can handlespecial characters) Drop-down menus (select multiple or select one) List box (based on lookup table or similar) Scroll-down field (for multiple line text)System must be capable of multiple file uploadingin various file formats, file downloading, trackingand reporting of document history, and global

searching and retrieving of documents usingnatural language search.28User Profiles and Communications29User Profiles and Communications30Usability, Performance and Support31Usability, Performance and Support32Usability, Performance and Support36Usability, Performance and SupportSystem shall have the ability to allow users tosend email messages to multiple users, selectedindividually or as a group based on some criteria.System shall allow push notifications (due datereminders and other notifications) triggeredautomatically by project, form and/or workflowstatus.System shall follow currently accepted usabilityguidelines and website design standards formodern, usable form interface with navigationutilizing understandable language, and includescustomized and searchable online documentationand training content including online tutorials,quick reference guides, context-specific help andFAQ sections.System must be capable of optimizing the userexperience by organizing information contentclearly, minimizing the number of clicks or pagesto accomplish a task/workflow, standardizing tasksequences, reducing the user’s workload (e.g.form calculations, suggestions as you type, etc.),warning users of upcoming “time outs” and othersystem actions, grouping relevant navigationelements with descriptive labels and sitemaps/breadcrumbs, and providing descriptive formand page titles.System must be capable of properly printing pagesand forms in a directly readable and organizedformat.Training and support documentation must beprovided using terminology understandable tousers.Question 9: Please provide access to or copies of the program applications for the five grant programs managed usingOKGrants.Answer: Copies of most current grant programs (AR, HR, HF, IP, PS) are provided as pdf file attachments under"Documents" on the OMES Solicitation page.Question 10: Does OCAST have a contract with the OKGrants vendor? What is the end date of that contract?Answer: Yes, and the contract end date is 6/30/2019.Question 11: How did OCAST acquire the OKGrants system? Please detail costs that OCAST has paid for theOKGrants system within the last 2 Fiscal Years.Answer: OMES managed the bid process for the OKGrants software on behalf of multiple state agencies, amongwhich included OCAST.OMES FORM CP 011 – Purchasing Rev. 05/2016

Costs OCAST paid for the OKGrants system to Agate within last 2 years:Paid in FY2018 2,200.00Paid in FY2019 300.00FY18: Invoice #181505 Voucher #00029959 System Configuration Enhancements 1,550.00FY18: Invoice #181970 Voucher #00030045 System Configuration Enhancements 650FY19: Invoice #186592 Voucher #000310001 System Configuration Enhancements 200FY19: Invoice #190674 Voucher #000310001 System Configuration Enhancements 100Question 12: What other grant management systems has OCAST reviewed prior to the release of this RFP?Answer: OCAST has not contacted any Suppliers providing grant management system alternatives for review prior tothe release of this RFP.Question 13: Do you anticipate any required integrations?Answer: The System must be capable of, at minimum, interfacing with the Oracle PeopleSoft State Accounting Systemused by OCAST, for accounting data exchange related to invoicing workflows, and would need to be active by theSystem by the go-live date.OMES FORM CP 011 – Purchasing Rev. 05/2016

The interface between the two systems would involve an OCAST User acting as intermediary agent in its simplestimplementation, with the User exporting aggregated selected form data from multiple form instances as a single CSVfile from the System, and subsequently upload file to PeopleSoft. However, if the Supplier, in coordination with OMES,may identify more efficient and error-reducing interface/integration options between the System and PeopleSoft,consistent with the technical and functional requirements of the System, than this may be considered a value-addedbenefit/cost and shall be considered in the review process; this would need to be described in the submittedImplementation Plan.We may anticipate the need for interfacing and/or integrations with services such as Microsoft Office 365, Adobe CloudServices, Google Cloud, MailChimp, Salesforce, Facebook, Twitter, YouTube, Vimeo, Survey Monkey, Tableau andother related web-based platforms, if doing so is determined by OCAST as increasing the efficiency of OCAST grantsmanagement business processes and therefore offers substantial value-added benefit. Any Systems having potentialintegration capabilities with these or similar services, either at present or in the near future, may be considered a valueadded benefit /cost and shall be considered in the review process.Question 14: How many program administrators will need access to the system? Please detail full admin vs limited"read-only" userAnswer:We request these various permission levels for OCAST users:RoleOCAST-SystemAdministratorOCAST-Programs OfficerOCAST-Programs Manage

Amendment of Solicitation . Date of Issuance: 3/29/2019 Solicitation No. 6280000005 Requisition No. 6280001182 Amendment No. 1 Hour and date specified for receipt of offers is changed: No Yes, to: 5/8/2019 3:00 PM CST Pursuant to OAC 260: 115- 7-30( d), this document shall serve as official notice of amendment to the solicitation

Related Documents:

Companies Amendment Act 37 of 1999 Revenue Laws Amendment Act 53 of 1999 Companies Amendment Act 35 of 2001 Corporate Laws Amendment Act 39 of 2002 Judicial Matters Amendment Act 55 of 2002 Insolvency Second Amendment Act 69 of 2002 Judicial Matters Amendment Act 16 of 2003 Prevention and Combating

Text of the Framework Agreement on First Nation Land Management (signed in 1996) Includes modifications resulting from: Amendment #1 1998 Amendment #2 1998 Amendment #3 2002 Amendment #4 2007 Amendment #5 2011 Amendment #6 2018 Texte de l’Accord-cadre relatif à la gestion des terres de premières nations (signé en 1996)

Motion F5M Rugged Tablet PC and Accessories The attached is an Amendment for the ITB Solicitation listed above. Please use the replacement page(s) contained in the Amendment to replace the corresponding page(s) previously in the ITB Solicitation. Specifications and

This life handbook replaces and supersedes any life handbook the Office of Management and Enterprise Services Employees Group Insurance Division (EGID) previously issued. This life handbook will, in turn, be superseded by any subsequent life handbook OMES issues. The

CONTRACT INFORMATION: Method of Solicitation: Request for Proposal (RFP) Award Effective Date: TBD . Contract Period of Performance: TBD . Solicitation Number: USAC-20-093. Solicitation Issue Date: March 11, 2022. Offer Due Date: April 11, 2022. April 29, 2022. CONTRACT TO BE ISSUED BY: Universal Service Administrative Co. 700 12. th

programs maneuvering out of the way for new and innovative 3P Programs. RFA 85902 Page 5 C. RFA SOLICITATION OVERVIEW As described in PG&E's Solicitation Plan and in the Solicitation Decision, PG&E will utilize a 2-stage solicitation process for soliciting third-party program designs. The first stage will be

Synopsis: This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; offers are being requested and a written solicitation will not be issued.

Un additif alimentaire est défini comme ‘’ n’importe quelle substance habituellement non consommée comme un aliment en soi et non employée comme un ingrédient caractéristique de l’aliment, qu’il ait un une valeur nutritionnelle ou non, dont l’addition intentionnelle à l’aliment pour un but technologique dans la fabrication, le traitement, la préparation, l’emballage, le .