SOLICITATION NO. (MDM ) Vendor Question Responses Due - 05/20/2014

Transcription

1 SOLICITATION NO. (MDM ) Vendor Question Responses Due - 05/20/2014 # Reference Section / Page Number Clarifying Question MHBE's Response 1 Key Dates Table, Page 7 The schedule included in the RFP Key Information Summary Sheet, Table 1, indicates that The MHBE deadline for posting answers has been changed. The RFP was "Questions/Answers" will not be posted until May 22, 2015, at 5:00 PM ET. That is the amended on 5/14/2015 changing the posting date to 5/21/2015 5:00 PM EST. The Friday before the proposal is due at 12:00 PM ET on Tuesday, May 26, 2015, following the May 26, 2015 submission deadline for proposals will not be changed. Memorial Day holiday. This schedule provides for only one half business day between the posting of the responses and the due date of the proposal. This does not allow offerors adequate time to react to responses to questions that could materially impact the content and quality of their proposals. It could potentially result in the disqualification of some offerors due to the logistics involved with obtaining binding executive signatures for the transmittal letter (to include acknowledgement of all addenda), financial proposal, and required forms. In order to receive the best possible offeror responses, will the State extend the due date for the proposals until Friday, May 29, 2015? Or, as an alternative, will the State post responses to questions by 5:00 pm on Thursday, May 21, 2015? 2 What are the advantages of submitting resumes concurrently with the RFP? MHBE will amend the RFP to clarify that optional RFR responses are not to be included in the technical proposal response. Optional RFR responses shall be submitted via only, in keeping with the instructions in each RFR. 3 Considering that this is a sample RFR, can we submit resumes without a candidate Per the RFR directions, signatures must be included in the submission. signature? 4 Will MHBE consider having a MBE goal? There will not be an MBE goal set for this solicitation. However, minority business enterprises are encouraged to respond to this solicitation. 5 What are the consequences of not submitting resumes? With respect to being able to compete for current positions, if you do not submit any resumes you will not be able to have candidates chosen for positions. However, you would not be excluded from future opportunities under this IDIQ RFP. 6 Attachment K Is attachment K the first real TORFP/RFR? Attachment K includes the first RFRs. 7 Attachment K The Technical Writer RFR is not included in Attachment K. Will that RFR be included in a There is currently no open RFR for Technical Writer position. separate attachment? 8 "The performance period for the Master Contract(s) resulting from this RFP may overlap MHBE anticipates that any overlap would only allow for a brief extension of the briefly with the performance period for the six contracts awarded as a result of the Program current RFP to provide for knowledge transition. No other overlaps are expected. Management Office Staff Augmentation Support for MHBE RFP, Solicitation No. MDM " Does this mean that the task orders related to MDM will be released under Solicitation No. MDM until that contract expires? Are there any other expected overlaps/interferences? 9 General Can the MHBE please disclose the current incumbent vendors? MHBE has identified the current incumbent contractors on the agency website on the procurement page in the "Awards" section: 10 May offerors propose one, several, or all functional areas but within the proposed functional area. Offerors are not limited to how many RFRs they respond to, nor are they required to respond to a minimum number of RFRs. 11 Must offeror include all labor categories. Yes, the Offerors are required to submit pricing for all labor categories listed in the

2 12 Section Page 43 Is the optional RFR response to be submitted via individual as stated in section I on page 43 or is it to be submitted as a part of Volume I (Technical Proposal) as stated in Section on Page 43? 13 Section 1.9 Page 11 States that the proposals should be ed in PDF format but Section 4.1, Page 42 states that the Technical Proposal should be submitted in MS Word Format and the Financial Proposal should be submitted in both MS Excel and PDF. Please clarify the submission instructions for submission and CD submission for both the Technical and Financial Proposals. MHBE will amend the RFP to clarify that RFR responses are not to be included in the Technical Proposal Response. Optional RFR responses shall be submitted via only in keeping with the instructions in each RFR. The Technical Proposal must be submitted in MS Word Format, and the Financial Proposal must be submitted in MS Excel format as well as PDF format (with original signature). 14 Do the financial statements and proof of insurance count against the 25 page limit? The financial statements do. The Proof of Insurance may be provided up to 10 days after notification of award, and do not need to be counted toward the 25 page limit. 15 Page 36 of 50 Section Subsection A is MHBE using COTS type software i.e. Remedy or a propriety software, please clarify COTS software. 16 Page 17 of 50 Section 2.15 If a contractor has to travel to a off-site location for a meeting or Task requirement will MHBE pay travel cost MHBE will not pay travel costs. 17 Page 18 of 50 Section Insurance Requirements, Page 46 of 50 Section Proof of Insurance Paragraph 2 states Certificates of insurance and evidence of the payment of premiums shall be furnished to the Procurement Officer within ten (10) business days after notice of recommended Contract award. Refer to Section 2.16 Proof of Insurance must accompany the Offeror s proposal. Please clarify Please provide examples of the types of Insurance proof required, i.e. cover page, entire policy. For this submission can we selfcertify. Does it count towards the 25 page limit. Types of insurance purchased and clear proof of current payment on insurance. This is not part of the 25 page limit. 18 Page 45 of 50 Past Performance Will sub-contractors past performance count primes past performance 19 General Please provide clarification regarding page count especially Sections , , and General Since May 25th is a State plus Company holiday will MHBE consider extending the closing date until May 29, 2015 Yes. Section , Proof of Insurance, may be provided separately, up to 10 days after contract award, and therefore does not count toward the 25 page limit. Sections and do count toward the 25 page limit. The closing date will not be extended. 21 Page 18 of 50 Section 2.16 Insurance Requirements Would the State entertain placing a cap on their liability clause by limiting the contractor s liability to the insurance requirements stated in the RFP? The offerors are required to meet the insurance standards referenced in the RFP Section 2.16 Insurance Requirements. 22 Page 22of 50 Section In clause 2.24 of the RFP you state there will no MBE subcontracting goals participation for this procurement but will high MBE inclusion percentage in the proposal be given evaluated differently? 23 Attachment A General In clause 5 you state that the State has the right to include additional specific items in future tasks, what type of additional specific items might we they be? Involving scope of work or terms and conditions such as termination, changes, liabilities? 24 General Will the software requested by the State need to be customized to meet State requirement or will the software always be off the shelf COTS type software? Because there is no MBE goal for this RFP, the inclusion of an MBE goal of any type will weigh neither positively nor negatively. Additional items might include scope of work or additional RFRs, as an example. COTS, except where the state is leveraging its vendors to create custom applications for the Maryland Health Exchange. 25 Page 46 of 50 Section 5.0 Evaluation Will the contractors proposal be evaluated on an all or nothing or will each Functional Area be evaluated on its own strength. We are requesting the Offerors to respond to all areas but we will evaluate each functional area on its own strength. 26 Page 46 of 50 Section Can contractors use 2 past performance for one Functional Area to demonstrate capability. Yes F.1 Financial Proposal The following fields state that the string is too long. Since this document is protected, can you please revise the following fields and return to me as quickly as possible? The fields impacted are the following: [Office Number, Fax Number, FEIN:] We have tested this (5/21) on multiple machines and users, and do not see this issue.

3 28 RFP Section A), 1. Should the information requested in RFP Section A), page 44 in fact be page 44 provided under the proposal section for Offeror General Information (RFP Section Page 43) vice under the Offeror Proof of Financial Stability? If not, what information does the date desire the offeror to provide under the General Information requirement? The information can be the same, or a subset, or different. Offeror General Information should be considered General Information about the Offeror's company, firm, or organization. 29 Attachment D, Help Desk Manager In attachment D, Help Desk Manager under General Experience, it states that the position requires a minimum of seven (10) years of experience. Is it seven years or 10 years that is required? 30 Attachment D In Attachment D, it appears the General Experience for the System Security Specialist and System Security Specialist (Senior) are reversed. Please confirm the General Experience Requirements. 31 Attachment D, Attachment K The Labor Category descriptions for Telecommunications Consultant (Senior), Telecommunications Engineer, Telecommunications Engineer (Senior), Telecommunications, System Analyst were not provided in Attachment D. Please provide or confirm that these labor categories should not be priced in Attachment K. 32 General Are the required forms outside of the 25 page limit for the technical proposal? Yes. 33 Attachment F-1 In the pricing spreadsheet, Attachment F-1, there are four telecommunications labor categories: Telecommunications Consultant, Telecommunications Engineer, Telecommunications Engineer Senior, Telecommunications Systems Analyst. These labor 34 Section 4 Consideration & Payment ATTACHMENT A CONSULTING AND TECHNICAL SUPPORT SERVICES CONTRACT 35 Page 44 (Posting of answers) categories are not in the labor categories document, Attachment D. Will these descriptions be provided? Can you confirm that the request for the Contractor s emm identification number (page 3) is the number referred to on emaryland Marketplace as Vendor ID? This is a number which is located in the Maintain General Organization Information. The above mentioned solicitation is not listed on emaryland. Will you please advise how you will post 1) answers to questions and 2) amendments and addenda (mentioned on page 44)? 36 General (emm) MDM is listed under 'Closed Bids' in emaryland Marketplace. Is this solicitation still open? 37 Section Section 2.2 Master Contract Duration, Page Volume 1 Technical Proposal is limited to 25 pages. Does this page count limit exclude transmittal letter, document cover sheet, table of contents and any attachments? Is the period of performance for the TO positions expected to extend beyond the one year? Yes. Ten years. You are correct: the General and Specialized Experience areas appear to be reversed. The Offerors are required to submit pricing for all labor categories listed in the The Offerors are required to submit pricing for all labor categories listed in the Confirmed. The terminology is interchangeable. This is the vendor ID. This solicitation is listed in emaryland. Ensure that you are accessing the open solicitation. If you are experiencing user issues you should contact emaryland directly. This solicitation is listed in emaryland. Ensure that you are accessing the open solicitation. If you are experiencing user issues you should contact emaryland directly. Yes. 39 General Can we team with another company to support the solicitation? Yes. 40 Section Can the Government please clarify what is expected in the Offerors General Information General Information about your company, firm, or organization. section of the Technical Proposal? 41 Section 2.18, Section Section 2.18 indicates that confidential information should be identified by page and section number and placed in the Technical proposal immediately after the title page and before any table of contents. Section indicates that information which is claimed to be confidential should be included as an attachment to the Transmittal letter with a reason for each claim. Can the Government please clarify where/how confidential information should be addressed? Also is confidential information included in the 25 page count? 42 Section 4.1 Section 4.1 indicates that all confidential/proprietary information shall be in the form of a redacted technical and/or financial proposal, put on a CD and provided with the respective hardcopies of that volume. Can the redacted document be provided as.pdf? We will accept it in either location. However, the Transmittal Letter is the preferred area, and will not count against page counts. PDF is fine. 43 Section 4.1.1, Required Forms 44 Section 2.15 Can the Government please clarify that all required Attachments (B, G, H, I, J,) should go within a section called Required Forms within the Technical Proposal and are not a part of the 25 page limit? Can the Government please clarify the average number of meetings to be attended at headquarters and state offices by the team members, which involves additional travel? Confirmed. Required Forms are not part of the 25 page limit Meetings will generally be held at either of the primary work locations, and therefore should not be considered additional travel.

4 45 46 Section 2.16 Section 4.1 D, Page 42 Can the Government please confirm that Insurance must be in place no more than 10 days Confirmed. after award? In the Rules for Electronic Submission section the RFP states that an MS Excel version of PDF is for the Financial Proposal. the Financial Proposal, and a signed PDF version shall be provided. Please confirm that the PDF version is only required for the electronic copy of the Financial Proposal and not the Technical Proposal. 47 Section 4.1 D, Page 42 In the Rules for Hard Copy Submissions section, the RFP states that one unbound original and four additional copies of the Technical Proposal must be provided. Please confirm that the four additional copies of the Technical Proposals should be bound. The additional copies should be bound. 48 The Rules for Hard Copy Submissions section of the RFP states that one hard copy of the signed Financial Proposal shall be provided. However, the Volume 2 Financial Section 4.1 E, Page 42 Proposal section of the RFP requires one unbound original, one copy, and an electronic and Section 4.1.2, Page version in MS Excel, and signed PDF must be provided. Please identify which section 46 correctly states the submission requirements for the Financial Proposal. Refer to Section 4.1 Two-Volume Proposal Response. Subsections D-E. Section E restates the requirement in "D" for submitting a signed hard copy in PDF format. The electronic version of the Financial Proposal must be submitted in Excel as well. 49 Attachment F-1, Instructions tab In the instructions tab in Attachment F-1 it states that offerors must agree to comply with the predefined, fixed labor rate card, and adherence to the labor rates shall be guaranteed for the performance period of the contract. Given that the instructions also state that no modifications to the MS Excel form are allowed, where are offerors to provide this compliance and guarantee statement? Or, by signing the Labor Rates form does that indicate agreement to the compliance and guarantee language included in the instructions? The electronic submissions may be submitted in a single in the prescribed formats Section 4.1.A Page (Transmittal Letter) Page 44 States that there are two volumes and offeror shall submit one Technical and one Financial Proposal. Section 4.1 D) states that TWO Financial Proposals are to be submitted - 1) Excel and 2) pdf (signed). Should all Volumes - Volume I (word version) and Volume II (Excel & pdf) be submitted in one (1) ? OK to embed Excel into word? Does consecutive numbering include the cover page? The Financial Proposal in Excel format should be submitted separately from the MS Word Technical Proposal. 52 Section Page It is the offeror's decision what information should be included. 44 Offeror General Information is listed on page 43 for the Volume One requirement - but no subsequent details. How does this differ from the Executive Summary which is the technical overview? 53 Section Subcontractor on proposal - do you list the total contract dollar amount or the sub contract The subcontract percentage. Please note that you were a subcontractor, and what percentage? OR both? dollar amount you were responsible for. 54 General The emaryland number - is this the same as the "vendor number" shown on the emaryland website This is the vendor ID. after logon? 55 Section Past Performance templates - the State has not requested the contract # or date of contract - is this Yes. OK to add? 56 Attachment A Can you confirm that the request for the Contractor s emm identification number (page 3) is the number referred to on emaryland Marketplace as Vendor ID? This is a number which is located in the Maintain General Organization Information. This is the vendor ID How do you define "terms"? Type of contract, duration, award date, end date, etc.? The period of performance of the contract: begin date, end date, any option years. 58 General ("Teaming") Is it permissible to have a Prime and Subcontractor companies respond as a Team for this Master Ultimately, it is one response per vendor. If a vendor decides to leverage subcontractors or teaming partners to provide candidates in a greater number of Contract Vehicle? 59 Section Non- Visual Access, page 26 Please clarify how this provision will apply to IT Consulting Services whereby there are no deliverables? 60 Section Non- Visual Access, page 26 Please explain the nuances between MD Non-Visual Access clause in COMAR vs the federal 508 compliance laws? No. areas, that is a business decision on the vendor's part. For purposes of this regulation (detailed below), the phrase equivalent access means the ability to receive, use and manipulate information and operate controls necessary to access and use information technology by non-visual means. MHBE cannot provide legal advice. Please consult your own attorney.

5 61 RFP Attachment J Non Exchange Entity Agreement Section E. Term and Termination, item 1. Term states: If it is impossible to return or destroy all of the PII provided by MHBE to Non-Exchange Entity, or the PII created or received by Non-Exchange Entity on behalf of MHBE, Non-Exchange Entity s obligations under this contract shall be ongoing with respect to that information, unless and until a separate written agreement regarding that information is entered into with MHBE. However, item 3, Effect of Termination states in (a): Upon termination of this Agreement, for any reason, Non-Exchange Entity shall return or, if agreed to by MHBE, destroy all PII received from MHBE, or created, maintained, or received by Non-Exchange Entity on behalf of MHBE, which the Non-Exchange Entity maintains in any form. Non-Exchange Entity shall retain no copies of the PII. It appears that these two provisions could be in conflict. Please clarify what the obligations of the Contractor will be with respect to PII upon Termination. Terms regarding the effect of termination govern the obligations of the Contractor upon termination. However, in the event it is impossible to return or destroy all of the PII provided by MHBE to the Non-Exchange Entity, or the PII created or received by the Non-Exchange Entity on behalf of MHBE, the Non-Exchange Entity's obligations under the agreement (regarding safeguarding the privacy and security of the PII, and otherwise) shall survive termination and be ongoing with respect to that information, unless and until a separate written agreement regarding that information is entered into with MHBE. 62 RFP Section Volume 2 Financial Proposal, page 46; RFP Attachment D Labor Categories; RFP Attachment F Financial Proposal Instructions; and Attachment F1 Financial Proposal Form. The RFP states in Section Volume 2-Financial Proposal that Offerors must propose pricing for ALL labor categories to be considered for award, regardless of an Offeror s ability to provide resources for that labor category. Offerors shall provide prices for Contract years 1 through 3 for all labor categories listed in the Financial Proposal, Attachment F-1. Similar instructions appear in RFP Attachment F Financial Proposal Instructions. Please clarify the State s meaning. Does the State require that offerors submit rates for labor categories that have no direct applicability to the functional areas under which offerors seek to qualify? Yes, the Offerors are required to submit pricing for all labor categories listed in the 63 RFP Section Volume 2 Financial Proposal, page 46; RFP Attachment D Labor Categories; RFP Attachment F Financial Proposal Instructions; and Attachment F1 Financial Proposal Form. The RFP states in Section Volume 2-Financial Proposal that Offerors must propose pricing for ALL labor categories to be considered for award, regardless of an Offeror s ability to provide resources for that labor category. Offerors shall provide prices for Contract years 1 through 3 for all labor categories listed in the Financial Proposal, Attachment F-1. Similar instructions appear in RFP Attachment F Financial Proposal Instructions. The following labor categories are included in FRP Attachment F Financial Proposal Form; however, no corresponding descriptions are included in RFP Attachment D-Labor Categories. (1) Telecommunications Consultant, Senior, (2) Telecommunications Engineer, (3) Telecommunications Engineer, Senior, (4) Telecommunications, Systems Analyst. Will the State provide role descriptions for these categories? Yes, the Offerors are required to submit pricing for all labor categories listed in the 64 RFP Page 21, Section 65 RFP Page 21, Section 66 RFP Page 21, Section 67 RFP Page 21, Section Sections 2.20 of the RFP and 4.3 of Attachment A, Consulting and Technical Support Services Contract, indicate that State may withhold payment if deliverables are not provided with the time frame specified in the Contract or in the event Contractor materially breaches the terms and conditions of the Contract, or that procurement officer may reduce or withhold payments until Contract meets performance standards. Furthermore, Sections indicates that a no cost warranty shall be provided for resolution. Please clarify if Task Orders will only be Time and Materials (T&M) fees based on the hourly rates submitted by contractors to provide staffing resources for certain IT services? If the intent is for T&M Task Orders only, then for purposes of this RFP, can language with respect to holdback of payment (in sections 2.20 and 4.3) be deleted from the RFP? If the intent is for both T&M Task Orders and Fixed Price Task Orders to be issued, can you please clarify how you intend to issue Task Orders with deliverables under a Master Contract that contains only hourly rates for fees? Correct. Confirmed. No. The RFP does not contemplate Fixed Price Task Orders. Should MHBE seek a T&M task order it shall so specify in the TO Request for Proposals.

6 68 RFP Page 21, Section 69 RFP Page 21, Section 70 RFP Page 21, Section 71 RFP Page 21, Section Will these Task Orders RFP request Fixed Pricing for deliverables so that holdback percentages can be factored appropriately and Contractors are able to price in no cost warranty coverage? Will there be specific acceptance criteria identified in each Task Order so contractors understand what the performance criteria may be? Will there be specific schedule of dates in the Task Order that define timeliness? In order to receive most cost effective rates, will the state remove the no cost warranty as inapplicable for any T&M task orders? The RFP does not contemplate Fixed Price Task Orders. Should MHBE seek a T&M task order it shall so specify in the TO Request for Proposals. Acceptance criteria are identified in the RFRs. No. However, hired candidates will be expected to perform their duties and meet schedules, and therein lies the timeliness. No 72 RFP Page 21, Section 73 Section 2.28, Page Section Preproposal Conference Page 10 If not, can you explain how long the no cost warranty must be in effect (is it sixty days plus period of performance of TO?) and specifically what is included in warranty resolution? Do you have a list of approved service providers for the background checks? Will MHBE provide notes from the Pre-bid conference? 75 General (Conference Attendee Sign In Sheet) Will copies of the sign in sheet be made public? If so, when and how can I get a copy? 76 Section 4.0 Proposal Submission Page Section Automotive Insurance Page Section 4.1 I RFR Submission (Optional) Page 43 Correct. Per the RFP, technical/financial responses need to be sent both in as well as hard copy (mailed or hand over), is it correct? Is Auto Insurance required as a separate policy or is it good to have Insurance Coverage for Hired and non-hired autos as part of Auto mobile Liability coverage. RFP indicates that RFR responses (resumes) should not be included as part of technical/financial proposals, is correct? 79 General (Contractor Transition) How will MHBE handle incumbent resources already doing work on the previous contracts? It is sixty days from delivery into the Production environment. "Warranty resolution" should be interpreted as fixing errors, bugs, or defects that exist within a deliverable that hinder the performance of the Maryland Health Connection application. We do not provide a list of preferred providers. Yes. The transcription will be posted on the MHBE web page as well as on e- Maryland. The sign in sheet is part of the record of the preproposal conference and is a public record under the Maryland Public Information Act. It will be posted to the e- Maryland website. This is a business decision by the Offerors. MHBE will amend the RFP to clarify that RFR responses are not to be included in the Technical Proposal Response. Optional RFR responses shall be submitted via only in keeping with the instructions in each RFR. Incumbent resources will be handled the same way all proposed resources will be handled. 80 Section Warranties Page Section Warranties Page Section Warranties Page Section Warranties Page 24 How often has MHBE exercised provisions of warranty for past projects? What is the defined process for requesting work under warranty? Is Warranty only exercised after code as been put into production, or is warranty exercised throughout SDLC process? Warrantee language speaks to software developed, however other work may be conducted that is not specifically software development, but is related to software development. Is warrantee expected to cover those areas as well? (example business analysis or system architecture) MHBE does not keep an agency-wide record of warranty claims. MHBE will contact the Contractor with identified warranty work, impacts, and work out a schedule for resolution. No code / work / deliverable will be put into Production until it has undergone the completed SDLC process. Therefore, no warranty will be executed until cod / work / deliverable has been placed into Production. However, should a hired employee continue to poorly perform in any staged prior to Production, that employee would be at risk of removal, and the Offeror's contract for that position may be rebid. Yes.

7 84 Section 2.15 Working Hours Page Section 2.15 Working Hours Page Section 2.20 Payment Terms Page Section 2.20 Payment Terms Page Attachment K, Table 1 (Work Start Date) RFP states key contract personnel to be onsite 5 days per week what about non-key personnel? What roles are considered to be key personnel and who makes those designations? Can MHBE provide sample monthly report that is to accompany monthly invoice? Does MHBE consider generation of the monthly status report to be billable to MHBE? If so, which role within contractors organization is allowed to bill for the generation of the report? If a bidder responds to the RFR contained in attachment K, but is not selected to be a master services contractor, can the individuals presented still be retained for services with MHBE? 89 Attachment K, Table 1 What is the expected start date for individuals presented via RFR response? What is expected (Work Start Date) interview schedule for individuals presented via RFR response? 90 General Is there a maximum number of potential awardees? The current contract appears to have only 6 vendors. 91 Attachment D - Labor Categories There are 71 labor categories, please reconfirm that you want labor rates for each labor categories even if they are outside of our proposed functional areas. 92 Section 3.4 (page 41) Section noted 10 positions sought via RFRs in Attachment K? If we are not bidding these positions, do we need to prepare and submit RFR's? 93 Attachment F1, Financial Proposal Would it be possible to create another column that links the Position Titles to the Functional Areas? Specifically, for instance, it is unclear for System Analyst (Production) which functional area this belongs to. 94 Section 1.9 States To be considered by MHBE, all Proposals must be: (a) ed in pdf format to hix.procurement@maryland.gov. However, in Two-Volume Proposal Response (Section 4.1), section D (Rules for Electronic Submissions) says: electronic versions of the Technical Proposal shall be provided in MS Word format. Please clarify what format the Technical Proposal should be submitted as, MS Word or PDF. 95 Section 4.1, Subsection D 96 Section 4.0 Requirements of Proposal Submission 97 Attachment K (RFR) 98 Section 2.14 An electronic versions of the Financial Proposal shall be provided in MS Excel format and another version shall be provided, signed, in pdf format. Please clarify it this means you want two copies of the Financial Proposal sent via , one in MS Excel and one in PDF. Furthermore, does this mean both of those copies should be included in the CD and in printed versions? Volume 1 Technical Proposal (Section ) lists Offeror General Information in the outline of the Technical Proposal response but does not describe it in the following section. Please clarify if Offeror General Information should be included as a separate section in the Technical Proposal response. Optional RFR Responses, the expected start date for each of the candidates is July 1st. We acknowledge in the RFP that it states interviews may be required; have you confirmed what the selection and approval process will be for these candidates? If the State decides to conduct interviews, what is the expected timeframe? RFP, it says that the contractor should provide laptop and peripherals. Can you please indicate the minimum specifications for the laptop, and what kind of peripherals are the MHBE considering? 99 Section 2.15 The RFP states: Contractor personnel will be expected to work non-standard hours outside MHBE s standard business hours. This included nights, weekends, holidays, and other non-standard work hours. Are you expecting for us to include overtime or premium pricing in such events? What will be the process to approve overtime? All personnel sought by this RFP are key personnel. All personnel sought by this RFP are key personnel. Projects worked on, hours worked, any key accomplishes. No, this is not a billable report. A resource may not be simultaneously offered by two separate contractors at the same time. However, that resource may move to another contractor in the future. Expected start date is 1 July. Interviews to be held between 27 May and 20 June. As many awardees as necessary to fill all positions. Yes, the Offerors are required to submit pricing for all labor categories listed in the You only need to submit resumes for the positions you are bidding. It clearly states in the RFR what functional area each position is tied to. The Technical Proposal electronic submission should be in MS Word. The Financial Proposal should be electronically submitted in Excel. An additional copy should be submitted via pdf and signed. The CD accompanying the hard copy volumes should include both versions of the Financial Proposal. The Offer's General information should be written within Volume I of the Technical Proposal. Expected start date is 1 July. Interviews to be held between 27 May and 20 June. Virtually any modern laptop with a current (N-1) operating system should suffice. Please note that if the resource provided is slow enough to hamper performance of the individual, that may reflect poorly. "Peripherals" considered would be standard items, i.e., mouse, external keyboard, drives, monitors, as required by the individual. Non-standard hours will be at the specified requirement of MHBE, and will not count as Overtime. Hours worked will be flexed to meet the maximum allotted for the month. 100 Section Can you clarify the certification and technology requirements per section Must the company or Please refer to the individual RFRs for requirements. individual personnel hold any specific certifications to meet these requirements? 101 Section 1.11 emaryland Will Task Order Solicitations be released via emm? If not, how will Task Order Solicitations be Task Order solicitations will be posted on emaryland (emm) and the MHBE Marketplace (emm) released. Procurement web page Payment Terms Should vendors designate a Billing Point of Contact (BPOC) and Backup Billing Point of Contact This is a business decision by the Offerors. and Invoicing (BBPOC) within their proposals or after award? 103 Attachment A What is the process for getting subcontractors approved by the procurement officer for this contract? A contractor who seeks to subcontract should seek the approval of the procurement officer in writing.

8 104 Attachment A, Section 30 Prompt Pay Requirements The prompt pay discount states we cannot withhold payment from subcontractors. Does this mean that primes must immediately pay subcontractors, regardless of if they have received payment from MHBE? Or, are primes able to withhold payment to subcontractors until they are paid by MHBE? MHBE may take the actions under Section 30 at its option and sole discretion if a Contractor withholds an undisputed payment to a subcontractor. MHBE's rights are operative regardless of whether MHBE has paid all invoices submitted by the Contractor. Also, please refer to Contract Section 26 Subcontracting: Assignment. General information about the company, firm, or organization. 105 Page 43 Section Please advise what content is to be included for the General Information section of the technical proposal. 106 Page 43 Section This bulleted list says that the optional RFR responses are to be included within the technical The optional RFRs are *optional* for the Technical Proposal. They are *required* proposal. But, within the submission instructions, it states that RFRs are supposed to be submitted to be submitted, however, via the electronic means identified. separately. Can you please confirm if RFR responses are to be included within the technical proposal? Minority Business There are no MBE goals set for this solicitation and subsequent Task Orders. Enterprise Please confirm whether MBE participation goals may exist at the Task Order level. Requirements If offerors do not include confidential information within their proposal, are they required to include a F. PIA Copy (CD) with their submission? or privileged information". 109 Attachment A, Paragraph Please confirm whether offerors are permitted to use Subcontractors at the Task Order level that are Please refer to Contract Section 26 Subcontracting: Assignment Two-Volume Proposal Response The PIA copy should still be included. The offeror should label the cover sheet of the document with language stating "This submission does not contain confidential 26 not named in proposal responses to RFP MDM Section 2.12 Notes that an offeror cannot submit more than one (1) proposal. Does this exclude a firm to submit on Please refer to Contract Section 26 Subcontracting: Assignment. one (1) proposal as the prime contractor and then be a subcontractor on a separate proposal? 111 Section The section notes that it is the offeror s option to submit resumes under this RFP. It also notes that Any responses to the RFP include attachments, which also includes responses to MHBE reserves the right to conduct interviews or not of any resumes submitted. How much weight is the RFR (Attachment K), and therefore positions available to bid. If no resumes are submitted by an Offeror by the due date, the Offeror may still be considered considered if the offeror decides to include resumes or not in the initial proposal stage since this is acceptable, but will not be able to bid any positions at this time. The Offeror will be not discussed in the evaluation process? 112 Sections 2.15, Page 17 and , Page 47. The RFP does not note resumes that MHBE would consider as key personnel. Has MHBE considered who would be Key Personnel? 113 Requests for Resumes list 10 positions with up to 25 individuals. Attachment K provides the Section 3.4 Resume Template for these positions / individuals. Attachment F-1 Financial Proposal lists 75 Labor Categories. Are we to provide rates for all 75 Labor Categories per Attachment F-1 but only submit resumes for the ones listed in Attachment K? 114 Attachment F-1 1. Financial Proposal lists the following Labor Categories: (a)telecommunications Consultant (Senior), (b)telecommunications Engineer, (c) Telecommunications Engineer (Senior),(d) Telecommunications, System Analyst. The above labor categories are not contained in Attachment D that defines the duties and qualifications. Where would we find the duties and qualifications required for these 4 labor categories? eligible to bid any later positions that may arise, however. All personnel sought by this RFP are key personnel. Yes, the Offerors are required to submit pricing for all labor categories listed in the The Offerors are required to submit pricing for all labor categories listed in the 115 Section 4.1 (I), Page 43 What address do responders of Attachment K Requests for Resumes submit to and are they Per Section 4.1, I - Optional Response Submissions, the documents should be ed. They should be ed to hix.procurement@maryland.gov. The RFR required at the same time as the version of the Technical and Financial Prop? responses are optional for the Technical Proposal. 116 General For clarification is MHBE going to accept multiple contractors for each category, if so, how many per Master contracts will be awarded to multiple offerors. The awardees would then functional area? compete for Task Order Requests for Resumes. 117 Section 2.14, Page 17 Is general hardware / software to be provided by contractor, and Agency specific software and its licenses will be provided by the agency at no cost to the contractor? What general HW / SW is the contractor required to provide? Minimum: working laptop with current (N-1) operating system. 118 Section 2.16 Insurance Requirements states Certificates of insurance and evidence of the payment of premiums shall be furnished to the Procurement Officer within ten (10) business days after notice of recommended Contract award. Section Proof of Insurance states Proof of Insurance must accompany the Offeror s proposal. Can you clarify if this needs to be part of the Technical Proposal submittal of not? 119 Attachment K For the request for resume EDI Support Services, under minimum qualifications there are several very specific items that would suggest only the incumbent would be able to provide: (1) Experience in creating EDI X12 files for different kinds of transactions sets such as 834/999/TA1. (2) Experience in reviewing and understanding technical documents such as companion and implementation guides of Health care EDI formats such as 834,999. (3) Experience in analyzing, testing of SOA, EDI and EAI Applications. 120 Attachment G When exactly does Attachment G need to be submitted? The RFP states recommended awardee must return implying it can be returned later, but the RFP also states the signed attachments must be returned with the technical proposal. 121 Can more than one successful project example be provided under a single functional area when that single functional area has more than one category identified? For example, Functional Area Eight IT Quality Assurance Consulting Services has the two categories of Information Systems Auditing and Quality Assurance and Software Validation and Testing Services. If we have experience with both categories, but it is not with the same project, can we submit two project examples? Proof of Insurance may be excluded from the 25 page limit of the Technical Proposal and provided up to 10 days after contract award. These are requirements in the Healthcare industry, and are not specific only to the incumbents. Attachment G must be provided with the RFP response. Yes.

9 122 you ask for an Electronic Version of the Financial Response in Microsoft Excel format. In Section 4.1 The Financial Proposal should be electronically submitted in Excel. An additional Section 4.1 D F, you ask for a CD containing an MS Word version of the Financial Response which is redacted. Are copy should be submitted via pdf and signed. The CD accompanying the hard we to prepare two different financial responses one in Excel and one in Word? copy volumes should include both versions of the Financial Proposal. 123 Do the required attachment forms count toward the Technical Response page count limit of 25 No Section Section Page Attachment K 128 Section Page Section Page 25 pages? Volume I Technical Proposal identifies the following sections for the Technical Proposal response and identifies corresponding response section numbers except for Offeror General Information. The Offeror General Information section does not have a section number assigned and is not defined in the RFP, yet it is a required section. How should the Offeror General Information section be numbered to correspond with the RFP and what is the requested content for this section? General information about the company, firm, or organization. You do not need to number it. Labelling it "General Information" is sufficient. The rate submitted in the proposal will be the maximum rate accepted on any subsequent Task Order RFR. The Offeror may propose a rate lower than the rate Our proposed rates: Are they our proposed MAXIMUM rates? When task-orders are issued are you going to request our best rate or use the rate proposed here? offered in the proposal on any given TORFR. Are pages referencing the Optional RFR Responses and the Required Forms included in the 25 page No maximum of the Technical proposal? Do we have to provide Named Profiles (resumes of the exact personnel who will be deployed) or Each response to the RFR must include signed statements. indicative profiles will suffice for Attachment-K? This is a concern because the exact timelines of the engagement are not clear at this point of time. Can the State share the evaluation criteria for this RFP? i.e. percentage breakup of points for Technical Proposal and Financial proposal. Software Warrantees. "For software developed specifically for MHBE, and for integration of all software in the MHBE environment, the Contractor shall provide a warranty for the duration of the period of performance of each individual Task Order the Contractor is awarded." If a Task Order has 6 months period of performance, does that mean contractor has to provide 6 months Warranty?. Is the understanding correct? 130 Attachment D Role description of Quality Assurance Consultant (Senior) is mentioned in Attachment D Labor Categories and the same role is not mentioned in Attachment F-1 Financial proposal. Do we need to submit rate for this role as well? Please confirm. 131 Attachment D For the below mentioned roles State has not specified a Technology Stack that the particular resource will be operating on. For providing the best rates possible for State it is essential for a Contractor to know the technology stack. Can the State please provide the same for following resources : Analyst, Computer Systems Applications Programmer, Architect Internet/Web, Computer Graphic Illustrator, Computer Programmer, Computer Specialist, Database Management Specialist, Engineer, Information Security, Engineer, Interdisciplinary, Internet/Intranet Site Developer, Security, Data Specialist, Testing Specialist 132 Page 47, Section Technical Proposals will be ranked according to the following major criteria: 1. Offeror Past Performance (Section ) 2. Offeror Proof of Financial Stability (Section ). Can the State provide breakup for these criteria of evaluation? 133 Section 2.14, Page 17 What is the definition of MHBE's standards for virus protection, Security Software etc.? 134 Attachment F-1 When we try to fill any other field in the spreadsheet it gives a message box as "The text string you entered is too long. Reduce the number of characters used." How to avoid this message box since we cannot enter any other information in the spreadsheet. 135 Section 1.9, 4.1, Page 11, 42 Section 1.9 states that the electronic copy must be ed in PDF format; Section 4.1 asks for MS Word. Please clarify. 136 Section (B) Page May financial statements be excluded from page count? Many can reach up to 20 pages. 70% for Past Performance, 30% for Financial Stability It is sixty days from delivery into the Production environment. "Warranty resolution" should be interpreted as fixing errors, bugs, or defects that exist within a deliverable that hinder the performance of the Maryland Health Connection application. Yes Not sure what a Technology Stack is. However, only the positions requested in Attachment K (RFRs) are being bid at this time. Those positions clearly state within the RFR which Technology Areas their positions fall under. 70% for Past Performance, 30% for Financial Stability Defined in the System Security Plan. Minimum of any modern virus protection software with up-to-date virus definitions, actively running. We have tested this (5/21) on multiple machines and users, and do not see this issue. The electronic version of the Technical Proposal should be submitted in Word. No.

10 137 Section 2.3, Page 13 and Section 1.4 Evaluation of the Financial Proposal, Page Functional Area 7 (Application Service Provider) B) The RFP states that MHBE intends to award a Master Contract to all Offerors that MHBE determines to be qualified, acceptable and technically capable of performing the work under this RFP. Offerors may propose to participate in one, several or all functional areas. (REF 2.3 AWARD page 13) and it states Offerors shall provide prices for Contract years 1 through 3 for all labor categories listed in the Financial Proposal, Attachment F-1. (REF 1.4 EVALUATION OF THE FINANCIAL PROPOSALS page 48). After review of the labor categories provided in Attachment D, all labor categories are not applicable to all functional areas. As a vendor with expertise in a sub-set of the total number of functional areas, please advise on how to best address those labor categories that are not applicable to the remaining functional areas being proposed. Service center technologies are not called out in any of the functional areas (CRM, ACD, IVR, CTI); please confirm that they are included in this RFP under functional area Seven Application Service Provider. We are requesting the Offerors to respond to all areas but we will evaluate each functional area on its own strength. Service Center Technologies are provided by the State. With regard to successful projects in each functional area, must each project be completed as of Ongoing is acceptable. today s date or can it be ongoing? 140 General How many contractors do you intend to award this contract? As many as are required to fill all positions. 141 General Is it acceptable to the State for offerors to submit the same resume for more than one position in the No. RFRs? 142 Section With regards to the Offeror Proof of Financial Stability (Section ), can the business relationship ( A) and general Statement of Fiscal Integrity ( B) information be included in the Technical volume and the detailed financial supporting documents (balance sheet, financial statements, line of credit, etc.) in the Financial volume? That is acceptable, given that the Offeror references the appropriate sections of their Technical Response where necessary. 143 General (Citizenship) Must candidates for the RFR responses be US Citizens or Permanent Residents or are candidates Refer to Section 2.28, 3.2. It is the Offerors responsibility to ensure the candidate on H1-B Visas allowed? has a legal right to work within the State of Maryland. 144 General (Contract What is the estimated budget/task order forecast (approximate value and number of task orders) for The number of Task Orders is equal to the number of RFRs currently in the IDIQ. Value) each year of the IDIQ contract? 145 General (Teaming) What, if any, information about our anticipated teaming partners/sub-contractors is required in the Please refer to Contract Section 26 Subcontracting: Assignment. RFP response? 146 General (Worksite May we proposed a combination of on-site and off-site for appropriate activities for a project under Expected to be consistently full-time on-site for project work. Requirement) this contract or is it expected that consultants will be consistently full-time on-site for project work? 147 General (Sole Source) Can work be sole-sourced to a consultant/firm pre-selected for this contract or will it always go out as It will go to Request for Resumes to all approved Offerors. Request for Resumes? 148 For the electronic submissions, please confirm that we should include both a Word and PDF version The Technical Proposal should be submitted in MS Word. Attachment F-1 should of our Technical Proposal and an Excel and PDF version of Attachment F-1. Also, should the be submitted in Excel and a signed PDF. You may redact any information that you redacted version be in Excel, Word, and PDF? May we redact rates or is that considered public deem proprietary or confidential. The redacted versions may be in pdf. information? 149 Attachment J Non Exchange Entity Agreement The preamble states: WHEREAS, the Non-Exchange Entity s access to PII submitted to the Exchange shall make the entity a Non-Exchange Entity, as that term is defined in 45 C.F.R (b)(1). Further in the preamble it states: WHEREAS, for good and lawful consideration as set forth in the Underlying Agreement, MHBE and the Non-Exchange Entity each acknowledge and agree that they enter into this Agreement for the purposes, among others as may be detailed herein, of ensuring the confidentiality, This language implies that contractors acting as Non Exchange Entities are to monitor, access and update its security controls to ensure the continued effectiveness of those controls (please see 3 (a) (5) of the agreement). Please clarify whether contractors are to follow the MHBE System Security Plan (SSP), OR if contractors are to create their own SSP. privacy and security of data accessed by the Non-Exchange Entity or exchanged between the Parties under this Agreement and compliance with the requirements of the ACA, including 45 C.F.R (b)(2) and, regardless of whether otherwise applicable to the Non-Exchange Entity, 45 C.F.R (a); This language implies that contractors acting as Non Exchange Entities are to monitor, access and update its security controls to ensure the continued effectiveness of those controls (please see 3 (a) (5) of the agreement). Please clarify whether contractors are to follow the MHBE System Security Plan (SSP), OR if contractors are to create their own SSP. The contractors are required to follow the System Security Plan and policies put in place by MHBE.

11 150 Section 3.0, Page 29 Some formal guidance documents were removed. All formal remaining guidance documents from CCIIO / CMS can be found here: Several of the links included in Section are outdated. Some are no longer current and there are not alternative links. Please provide the pdf or else an updated link as these sites do not go directly to the pdf. The referenced links are: (1) The Office of the National Health Coordinator for Health Information Technology, Guidance for MD HBX and Medicaid Information Technology (IT) Systems, Version 1.0: (2) The Office of the National Health Coordinator for Health Information Technology, Guidance for MD HBX and Medicaid Information Technology (IT) Systems, Version 2.0: (3)Medicaid Information Technology Architecture (MITA): One additional question (relevant if you do not extend the deadline). Since we would have to ship this tomorrow to make the deadline of 5/26 and we will not have answers until tomorrow, can an ed proposal be sent by 5/26 and then have a hard copy follow by 5/27? There will be no extension to the delivery date. You may choose to hand-deliver or use overnight services to expedite delivery if you so choose. US Mail is not the required delivery method.