QUESTIONS AND ANSWERS

Transcription

1 QUESTIONS AND ANSWERS QUESTION (1): We have now reviewed your RFP for the SHINE web site project twice now including its previous posting. Having just completed the launch of the Lake County Health Department web site, we are very interested and very qualified to deliver this project. However, we have great concerns about the what we understand to be a 30 day to beta deadline with penalties built in. I think this time frame may be preventing or limiting bids on this project. If you have some flexibility on that we believe days is much more realistic for a quality project of this magnitude we would be very happy to re-evaluate this and submit a proposal. The other sticking item is the penalty of $100/day. One of the things we ve learned is that sometimes the client, in their efforts to receive necessary input from various constituents, can inadvertently delay the process. I assure you that when our company commits, we deliver on our commitment and that can be verified with past clients including the Lake County Health Department. Bottom line, I wanted to get your feedback on these items before we took the time to submit. Thanks in advance for your feedback. Please see AMENDMENT 001 for changes to Section Development of a Project Implementation Plan. The first draft of the website will be to ensure that the Program and the Successful Respondent are on the same page about design, set-up, and other aesthetics. The new live website should include the Level II Public portion of the Site Map which is detailed the Public Access portion of Appendix D. Please include specific deliverables and deadlines in the Cost Table and Implementation Plan located in Appendix B that reflect the timelines of what you will be able to accomplish. Appendix B or a modified version of Appendix B, will become part of the Successful Respondent's contract with the Program. The dates agreed upon by the Program and by the Successful Respondent will be subject to the liquidated damages. QUESTION (2): We are very interested in responding to the above referenced RFP. However, in reviewing the documents, I am having trouble locating information cited as RFP Appendix B. In section B, it references DOEA s current security standards for electronic records retention and says they are in RFP Appendix B. However, Appendix B appears to be the cost table. Is there information available regarding the technical and security issues discussed throughout? 1

2 DOEA s current security standards for electronic records retention can be found on page 27, which is found in Appendix A. QUESTION (3): Can you clarify this? (In reference to PAGE 17 SECTION 3.8 FINANCIAL SPECIFICATION) Just wanted to make sure that this means that you will pay the agreed deliverable fee minus the balance of the entire contract. After DOEA s written acceptance of a Deliverable, the successful Respondent will invoice DOEA. The invoice will be calculated based on the fixed Deliverable fee specified in the priced Deliverables Schedule and Prices table, minus any amounts due the State for Liquidated Damages. Yes. As the deliverables are completed, you will receive payment based on the fixed Deliverable fee specified in the priced Deliverable Schedule and Price table. If the deliverable is not received by the Program on the specified date, the Program will subtract $100 per calendar day from the total amount due to the Successful Respondent. QUESTION (4): Does the following section still apply if the final deliverable is delayed because of the client/department? (In reference to PAGE LIQUIDATED DAMAGES) In the event that the final deliverable identified herein is not completed within the time stated in the approved project schedule, the compensation stated for those services may be reduced by the amount of $100 per calendar day for each day that the final deliverable is not completed and approved. In the event that the final deliverable is delayed because of the Department, adjustments will be made to the Deliverable Schedule. QUESTION (5): Do we have to include a full resume of team members or can we include a headshot and relevant bio speaking to the qualifications of the assignment at hand? (In reference to PAGE Staffing Requirements and References) The Respondent must identify and provide a professional resume for all key professional staff members assigned to this project. The professional resumes must provide 2

3 information on the experience of each person that is relevant to the specific services requested in this RFP, particularly in website and database design. Headshots are not a requirement of the proposal. As stated in Section The professional resume must provide information on the experience of each person that is relevant to the specific services requested in this RFP, particularly in website and database design. QUESTION (6): If a respondent recently had a corporate restructuring to separate divisions and the division responding to the RFP, now a new entity recognized with their state has only been open a year will the department disregard their response for lack of financial reporting? (In reference to Financial Report)? Also, what type of documents would you require in the financial report? The Department will need assurances from the Successful Respondent that the respondent will be able to deliver the requirements of the agreed upon contract. An income report and balance statement would be sufficient. QUESTION (7) In reference to Insurance and Bonding, agencies typically secure Insurance and Bonding once a contract has been awarded and an amount is defined. Because Insurance and Bonding companies need specifics to know what they are covering. So what is the time period allowed for the securing of Insurance and Bonding once the contract has been awarded? days? days? The contract contemplates that the Insurance and Bonding requirements will be met upon contract execution with the Successful Respondent. QUESTION (8) In reference to Sponsorship and Publicity on page 62, is this in regards to the training events or the publicizing of such an event? There are no identified deliverables described within this RFP that require the Successful Respondent to provide publicity or any other form of marketing. QUESTION (9): 3

4 Can you identify what this is? (27. Return of Funds) lawful rate of interest on the outstanding balance pursuant to s , F.S. In the event that the Department makes an overpayment to the successful Respondent, upon discovery, the Successful Respondent must immediately repay those surplus funds. If the funds are not repaid the lawful rate of interest will be applied to that outstanding or surplus balance owed to the Department. QUESTION (10): What is the PUR 1000 Form about? It provides the general terms and conditions, and may be found at if not provided. QUESTION (11): Is this section up to date? 50. Official Payee and Representatives (Names, Addresses, and Telephone Numbers). Upon execution of a contract with the Successful Respondent, this section will be fully updated. QUESTION (12): Do you want certifications and documents requiring signatures from the appendices to appear in the response on respondent s letterhead? It is not a requirement that certifications and documents requiring signatures from the appendices appear on the respondent s letterhead. QUESTION (13): Does Attachment B apply to the RFP response and if so can you deliver the answers to questions in section I and II? The Civil Rights Compliance Checklist is included in the RFP # , (SHINE Website and Management Database) for information purposes only. This form is not be submitted with proposals. Once a vendor is awarded the contract, the Civil Rights Compliance Checklist will be explained in detail to the vendor before signing. QUESTION (14): 4

5 Where can we get high resolution logos and examples of artwork used by the Department for the development of Shine Prototypes? The Department will not be able to furnish high resolution logos and examples of artwork used by the Department for prototypes. Placeholder images are acceptable for prototypes. The Successful Respondent will receive the images and graphics necessary for the completion of the project. QUESTION (15): Explain these line items in detail from TECHNICAL FUNCTIONALITY please? - c. 1. Publish links to other websites; (what other websites?) 3. Report website maintenance activity and statistics on content type, updates, downloadable documents, web pages, and calendars; and i. Support various training formats such as PowerPoint, PDFs, Videos, Webinars etc. c.1. The links to other websites will be provided to the Successful Respondent. c.3. The Department, at the Administrator level, would like to be able to see analytics on all changes made to the website and to see who made the changes. i. The Department will utilize several training formats to educate the Program s Volunteers and the public about issues related to Medicare and health insurance. The final website must be able to sustain these various formats. QUESTION (16): Explain this line item in detail from TECHNICAL FUNCTIONALITY please? - n. Allow for some content such as time sensitive information to be archived automatically and other material to be archived manually. Some of the content that will appear on the website will need to be archived after a certain amount of time because the nature of the content will be dated. Examples of content that will need to be archived automatically are event descriptions that have already taken place. The Department will need to control when other content, especially educational and training material, is archived. QUESTION (17): 5

6 With regards to the copyright of the website, does the Department care if the Respondent uses a third party like Legalzoom.com or similar to handle the copyright or does Respondent have to perform copyright process manually? The Department does not have a preference as to how the copyright license is acquired. QUESTION (18): With regards to the hosting of the website, most web design firms and agencies use a third party vendor like Godaddy or Rackspace, does the Department care if the Respondent uses pricing from those vendors in the quote for hosting, SSL certificates and DNS management? The Department does not have a preference. QUESTION (19): Attachment B seems like it applies to some local agency that will be taking care of the elderly or similar, is it required for us to fill this form out and why? It is not reflective of normal Civil Rights Compliance or Non Discrimination Compliance. Attachment B is provided in the contract as a document to be used by the Contractor. It is to be prepared and kept current and maintain on site, and to be produced upon Department request. The Department is not requiring this form to be completed as part of the proposal. QUESTION (20): In Attachment II, #20 refers to Attachment D, where is that attachment found and what does it pertain to? Attachment D must be completed by the Successful Respondent. The Department is not requiring this form to be completed as part of the proposal. It requires that the Contractor list all active state contracts it has. This will enable the State to coordinate within and between agencies and departments. QUESTION (21): In reference to Publicity, is the Department forbidding the use of the name "The State of Florida Department of Elder Affairs" from the awarded respondents' website or press releases? Or can the phrase be used with written consent? 6

7 Written consent must be obtained by the Department prior to the use of the name The Florida Department of Elder Affairs and any program located within the Department of Elder Affairs. QUESTION (22): In reference to how you're evaluating the proposals, is quality of work less or more important than price or are you looking for best value? The Department is looking for a high-quality product at a reasonable price. QUESTION (23): In reference to how you're evaluating the proposals, can you provide an example of how Location of Respondent points will be evaluated? For example, are you penalizing respondents from outside of your local area and if so why? Is there a local area preference? Please see AMENDMENT 001 for changes to Section 5.2 PROPOSAL EVALUATION. Location of Respondent has been removed. QUESTION (24): Do you have a total budget or dollar amount established for this project that we can use as a reference point? Or a dollar amount that the proposal as a whole should not exceed? The budget range allocated for this project is $10,000 to $90,000. The Department is looking for a high-quality product at a reasonable price. This includes the following task that the Successful Respondent will be responsible for: 1. Website Design and Technical Functionality; 2. Management Database Requirements; 3. Website and Database Communication; 4. Security Provisions; 5. End Users Training for Administrators, Staff and Volunteers; 6. Server Hosting until March 31, 2013; 7. Maintenance and Service Agreement until March 31, Other cost necessary to complete the task associated with this project (See Section 3.8 FINANCIAL SPECIFICATIONS). QUESTION (25): Is the Standard Contract labeled Attachment II just for respondents to be knowledgeable about what to expect and the terms of doing business with the Florida Department of 7

8 Elder Affairs or is it to be filled out and delivered with the RFP response/proposal? If it is to be filled out what should fill the blanks on line item 3. Term of Contract? No, Attachment II is not be submitted by Respondents to this RFP. Attachment II is being provided for the respondent to be knowledgeable about what to expect and the terms of doing business with the Florida Department of Elder Affairs. Attachment II will be completed by the Department and the Successful Respondent. QUESTION (26): For the voice to text feature requested to comply with the Americans with Disability Act, does the department have a preference on how this element of the deliverable/proposal is addressed in terms of plug-in vs. voice-over? The department does not have a preference on how this element is addressed. QUESTION (27): In reference to Customer References, can we simply list a project, show a screen shot or provide a link to the project or case study and then list the full contact information of the reference or does the reference have to be on their letterhead? If Respondents are including Customer References providing a link to the project or case study and then listing the full contact information of the reference will suffice. Letters of Recommendation must be on the Reference s letterhead. QUESTION (28): Where can an example of the transmittal letter format be found? A specific format for the transmittal letter is not required. QUESTION (29): In section 5.1 Department Review line items 7-9 seem to be asking for the same information and have overlap or have some redundancy. How many different ways do you want the same information delivered? Please explain if I misunderstood the questions. (Customer References or Letters of Recommendations, Staffing Requirements and References Qualifications and Capabilities? Professional Staff Qualifications and Experience) 8

9 Please see Section Customer References and Section Staffing Requirements and References for more detail. Section Customer References The Department is looking for proof that the Respondent created the website/database that is being used as a work sample. The references and contacts listed in the RFP will be contacted by the Department to discuss the working relationship and the experience the reference has with the Respondent. QUESTION (30): In reference to the training event at the annual meeting in January, should the training manual handouts mentioned in be printed by the respondent or will the department print them for the event? Section states The Department will replicate and make copies of any material that is deemed necessary for training purposes that the successful Respondent produces. This includes handouts as well. QUESTION (31): On the Entity Information Form Attachment I, where do we find the State of Florida Offeror Sequence Number? This is the sequence number assigned to vendors when they register with the MyFloridaMarketplace system. The Entity Information Form is included in the RFP # , (SHINE Website and Management Database) for information purposes only. This form is not be submitted with proposals. Once a vendor is awarded the contract, the Entity Information Form will be explained in details to the vendor before signing. QUESTION (32): What goes on the 2 blank lines under Certifications on the Entity Information Form Attachment I? The Entity Information Form is included in the RFP # , (SHINE Website and Management Database) for information purposes only. This form is not be submitted with proposals. Once a vendor is awarded the contract, the Entity Information Form will be explained in details to the vendor before signing. QUESTION (33): Can you provide an example of the correct way to fill out Attachment IV? 9

10 For information and the electronic version of the State of Florida REQUEST FOR PROPOSAL Contractual Services Bidder Acknowledgment Form (PUR 7033), please see link below: QUESTION (34): Has a budget been established for this project, and if so, can this information be provided at this time? The budget range allocated for this project is $10,000 to $90,000. The Department is looking for a high-quality product at a reasonable price. This includes the following task that the Successful Respondent will be responsible for: 1. Website Design and Technical Functionality; 2. Management Database Requirements; 3. Website and Database Communication; 4. Security Provisions; 5. End Users Training for Administrators, Staff and Volunteers; 6. Server Hosting until March 31, 2013; 7. Maintenance and Service Agreement until March 31, Other cost necessary to complete the task associated with this project (See Section 3.8 FINANCIAL SPECIFICATIONS). QUESTION (35): RFP Section (page 16) requires website maintenance to include continuous and frequent back-up of database. Can the department clarify the desired frequency of backups? Section states The Department prefers the back up to occur twice daily, once between the hours of 11am and 2pm Eastern Standard Time and once again after 6pm Eastern Standard Time. However, one back up daily is acceptable. QUESTION (36): The project schedule contained in Section of the RFP (page 19) specifies that a draft product is due for review September 15. a. Can the department provide specific details about what the draft product should include at this stage of the project? Please see AMENDMENT 001 for changes to Section Development of a Project Implementation Plan. 10

11 The draft product of the website is to ensure that the Program and the Successful Respondent are on the same page about design, set-up, and other aesthetics. The Successful Respondent and the Department will discuss the specific details about what the draft product should include. QUESTION (37): Will a Dun & Bradstreet report be sufficiently responsive for RFP Section which suggests (page 19) a copy of the Respondents most recent financial report? The Dun & Bradstreet report will be sufficient. QUESTION (38): Is the department open to third-party solutions for the speech controls? The Successful Respondent is allowed to subcontract. See Section 2.7 Subcontracting. QUESTION (39): Page 14 mentions a requirement that the management database be able to track invoices, budgets and budget amendments. Could the department provide more clarification in the requirements for their invoicing management system? Please see AMENDMENT 001 for changes to APPENDIX H SHINE Data Tables: Sample Data Tables. The invoicing system must be able to perform basic mathematical and financial calculations including formulas. The invoicing system will be used to track details such as vendor, service provided, grant number from which the funds should be paid, amount of invoice, date invoice was received, date the invoice was paid, etc. More details will be discussed with the Successful Respondent. QUESTION (40): Page 43 mentions the application should show training progress and scores. Is the department interested in the application being able to support assessment tests, tracking, and reporting? It is not a requirement that the application support assessment test. However, the Department is not opposed to the application being able to support assessment tests. At a minimum, the application will need to be able to support tracking and reporting of several different types of data. QUESTION (41): 11

12 What is the current Hosting environment for the Web application? Operating System, database? The current website is hosted as a managed service at a State of Florida Data center (Southwood Shared Resource Center). The operating system on the hosted computer is Sun Solaris and the web server is Apache Webserver. There is no database associated with the current website. QUESTION (42): Page 10 states: This project will incorporate existing data. What type of database does the Schema and the existing data reside in that must be migrated; is it SQL, Oracle, etc.? The existing data resides in Excel and Access. Please see AMENDMENT 001 for changes to APPENDIX H SHINE Data Tables: Sample Data Tables. QUESTION (43): The Oct 1 st hard deadline refers to website to go live. Does this refer to the transfer and hosting only of the current website application? Please see AMENDMENT 001 for changes to Section Development of a Project Implementation Plan. The hosting must transfer to the new server at the time that the website goes live. QUESTION (44): Does the Oct 1 st hard deadline contain any programmer / development deliverables? Please see AMENDMENT 001 for changes to Section Development of a Project Implementation Plan. Respondents are responsible for scheduling deadlines for programmer and development deliverables. All dates that the Respondent deem relevant should be included in the Project Implementation Plan. QUESTION (45): Page 53 states: The Data Tables for this project have already been created by the Department. What Database type/schema (SQI, Oracle, etc.) was used to create the Data Tables? 12

13 Please see AMENDMENT 001 for changes to APPENDIX H SHINE Data Tables: Sample Data Tables. The Data Tables were created in Excel. QUESTION (46): When is the due date for the new system should be up in running? Please see AMENDMENT 001 for changes to Section Development of a Project Implementation Plan. The Department prefers that at a minimum, the public access portion and the volunteer portion of the website and database portal be up and running before training on January 25-26, Specifics will be discussed with the Successful Respondent. QUESTION (47): Does the agency has any preference in terms of the technologies being used like.net or JAVA or databases like SQL Server or ORACLE? The Department does not have a preference on the technologies being used. Current production applications used by the Department are Oracle and Java. However, these applications are not in use by the SHINE Program. The Department does not have any currently.net applications or any internal experience with.net QUESTION (48): What is the estimated budget for this project? How of it is from the Federal grant? The budget range allocated for this project is $10,000 to $90,000. The Department is looking for a high-quality product at a reasonable price. This includes the following task that the Successful Respondent will be responsible for: 1. Website Design and Technical Functionality; 2. Management Database Requirements; 3. Website and Database Communication; 4. Security Provisions; 5. End Users Training for Administrators, Staff and Volunteers; 6. Server Hosting until March 31, 2013; 7. Maintenance and Service Agreement until March 31, Other cost necessary to complete the task associated with this project (See Section 3.8 FINANCIAL SPECIFICATIONS). 100% of the budget is from a Federal Grant. QUESTION (49): 13

14 I understand from the RFP that you currently got a system in place. If so, what technology used to develop & what is the database & how old is it? Currently, there are not any true databases in use by the Program. All of the program s data is in separate Excel Sheets or Access Databases. QUESTION (50): What is the lacking in the present system as compare to the specification identified in the RFP? The Successful Respondent is responsible for creating an entirely new system. Currently, there are not any true databases in use by the Program. All of the program s data is in separate Excel Sheets or Access Databases. QUESTION (51): Department is encouraging the Minority Business but I don t see any point being allocated in the evaluation process. So, how does it help? Please refer to Section 2.8 DIVERSITY. QUESTION (52): What are the current issues or pain points due that compel the department to redesign the website? The SHINE website is one of the main avenues through which the public learns about the SHINE Program and its services. The Department is considering a redesign of because the current website is not elder friendly, ADA compliant, or consumer friendly. It is also not a good representation of the Department. Internally (database portal), the current issues are geography of data submitters and slow processing due to data input from paperwork. Also critical information is not being disseminated in a timely fashion. QUESTION (53): How would you define the success criteria of this project? And what are the five top success factors? 14

15 The success criteria for this project will be the successful incorporation of all requirements per section 3.5 Task List, for each identified project deliverable. This list is in no specific order. Website Design and Technical Functionality; Management Database Requirements; Website and Database Communication; Security Provisions; End Users Training for Administrators, Staff and Volunteers; Server Hosting until March 31, 2013; and Maintenance and Service Agreement until March 31, QUESTION (54): Please provide a list of vendors who submitted questions in response to this RFP. ANSWER Hometown Health TV, LLC & Apple Seed Marketing AAJ Technologies Solution Sales Manager Director of Business Development ArnAmy, Inc. Skylark Technologies Pvt. Ltd. COMSO Inc. SRCA Business Development Assistant ISF Prasad Valay CyberBest Technology, Inc Infinity Software Development, Inc. The Devin James Group Delray Computer Sales and Business Development QUESTION (55): What is the anticipated budget for this project? The budget range allocated for this project is $10,000 to $90,000. The Department is looking for a high-quality product at a reasonable price. This includes the following task that the Successful Respondent will be responsible for: 1. Website Design and Technical Functionality; 2. Management Database Requirements; 3. Website and Database Communication; 4. Security Provisions; 5. End Users Training for Administrators, Staff and Volunteers; 15

16 6. Server Hosting until March 31, 2013; 7. Maintenance and Service Agreement until March 31, Other cost necessary to complete the task associated with this project (See Section 3.8 FINANCIAL SPECIFICATIONS). QUESTION (56): Was there a vendor who developed the original website functionality described in this RFP or was it built in house? If so, who is the vendor? The original website functionality described in this RFP was built in-house. QUESTION (57): It is mentioned in the RFP that an evaluation committee will be established to review and evaluate each proposal. Can you please provide the name of the committee members and their designations? ANSWER The evaluation committee shall be comprised of the following Department staff: 1) Szor-Danner Jones, Data Processing Control Specialist; 2) Janine Harris, Community Relations Coordinator; 3) Samantha Burns, Distributed Computer System Programmer; 4) Zachary Scott, Trainer for Prescription Assistance; and 5) Shandra Mcglohon, SMA II Per section 1.4 ISSUING OFFICER, the Issuing Officer shall be the sole point of contact from the date of the release of this RFP until a notice of intended award or decision is posted by the Department. All questions and requests for clarification should be in writing and directed to the Issuing Officer. Violation of this provision may be grounds for rejecting a response. QUESTION (58) Does the department have any statistics on the number of support calls or maintenance services hours (per month) for the current website? The Department estimates that about hours per month is spent in website content update and maintenance activities for the current SHINE website. However, the current website requires manual updates of HTML / PHP code and has no associated database. 16

17 QUESTION (59): Do you have a current IT vendor(s) who is working with you on an existing and similar system? If yes, who is that vendor(s)? The Department does not have a current IT vendor who is working on an existing or similar system. QUESTION (60): Why was the RFP canceled previously? Does the agency foresee any chance of this RFP being canceled also? The Department identified an opportunity to improve the original RFP posting in a manner consistent with our goal and legal obligation to provide no specific Respondent a competitive advantage over any other possible Respondent to this RFP. QUESTION (61): Please describe the technology used by DOEA for the current SHINE website (e.g. web server platform, RDMS, coding language, 3rd-party products, etc). Currently, the SHINE website uses basic HTML and CSS coding language. No thirdparty product is being used. QUESTION (62): For long-term supportability and sustainability of the new website, does the department have any technology preferences to be used on this project that allow easier transition to an internal support team in the future? The Department does not have any technology preference to be used on this project. Current production applications used by the Department are Oracle and Java. However, these applications are not in use by the SHINE Program. Currently, the SHINE website uses basic HTML and CSS coding language. QUESTION (63): Is the department using any Digital Signature mechanism currently? If so, what is the current methodology and technology? 17

18 The Department is not using any Digital Signature mechanism currently. QUESTION (64): In section (Development of a Project Implementation Plan), it is mentioned that the respondent s implementation plan must include hard deadlines that includes a Go-Live date for the website on October 1, Does the department expect the chosen vendor to design, develop, test and deploy all the features identified in the Scope of Work within 4 weeks of signing of the contract (assumes by 9/1/11)? Please see AMENDMENT 001 for changes to Section Development of a Project Implementation Plan. The website launch date refers only to the Public Access portion of the website, without the database portal. Details of this nature will be discussed with the Successful Respondent. QUESTION (65): Who currently hosts the SHINE website today (DOEA or a specific vendor)? If it is hosted by a Vendor, what is the name of the vendor? The current website is hosted as a managed service at a State of Florida Data center (Southwood Shared Resource Center). The operating system on the hosted computer is Sun Solaris and the web server is Apache Webserver. There is no database associated with the current website. QUESTION (66): Does the department expect the chosen vendor to leverage the interactive maps (existing controls) provided on the current website or can the chosen vendor incorporate new map controls into the new website? Who supplied the existing map controls? The existing map control is simple html <map> tag, which is supplied by DOEA's graphic designer and webmaster. The Successful Respondent may incorporate new map controls into the new website. QUESTION (67): What 3rd party solutions (content management, forms, and database) has the department evaluated as part of the initiation and planning for this project? Which vendors have contributed to the creation of the Scope of Work contained in this RFP? 18

19 No 3 rd party solutions were evaluated as part of the initiation and planning for this project. No vendors have contributed to the creation of the Scope of Work contained in this RFP. QUESTION (68): What company or organization created the current SHINE website? The current SHINE website was created internally by Department Staff. QUESTION (69): Who is currently supporting the SHINE website? The Department is currently supporting the SHINE website. QUESTION (70): The intent is to post the award for this contract on August 16, When does Elder Affairs expect the contract between Elder Affairs and the awarded vendor to be finalized? When does Elder Affairs anticipate the project start date? Contract execution and the project start date will be on or around September 1, QUESTION (71): How many days will Elder Affairs need to review and approve vendor deliverables? The amount of days that the Department will need to review and approve vendor deliverables will vary upon deliverable. Once a contract is finalized, we will discuss these concerns with the awarded vendor. QUESTION (72): What is Elder Affairs budget for the SHINE website and management database project (RFP # )? The budget range allocated for this project is $10,000 to $90,000. The Department is looking for a high-quality product at a reasonable price. This includes the following task that the Successful Respondent will be responsible for: 19

20 1. Website Design and Technical Functionality; 2. Management Database Requirements; 3. Website and Database Communication; 4. Security Provisions; 5. End Users Training for Administrators, Staff and Volunteers; 6. Server Hosting until March 31, 2013; 7. Maintenance and Service Agreement until March 31, Other cost necessary to complete the task associated with this project (See Section 3.8 FINANCIAL SPECIFICATIONS). QUESTION (73): What percentage of Elder Affairs budget for the SHINE website and management database is anticipated to cover hosting costs? The Department has not specified a percentage of the budget to cover hosting. Respondents are allowed to make recommendations of this nature in their response to the RFP. QUESTION (74): Page 12, Section , a: What version of browser compatibility is required for Windows, Linux, and Max operating systems (how far back should the new SHINE website support)? Respondents should remain cognizant of the fact that this website will serve the elder population. Many of the users will not be very technologically savvy and they may not update their browsers often. The current version for each browser should be supported. The following browser versions will be used for testing the website by the Department: IE ; Firefox and ; Safari 5.0.3; and Chrome QUESTION (75): Page 12, Section , i: What type of videos and webinars need to be supported (i.e. specific product, specific video quality). The Department s currently uses Windows Media Player and Real Player for recorded webinars and GoToMeetings/GoToWebinar for live webinars. However, future webinars and videos may be in alternative applications unknown at this time. 20

21 QUESTION (76): Page 14, Section 3.5.2, t: Please provide more detail on the need to track invoices, budgets, and budget amendments. Does Elder Affairs need the system to manage work flow? Please see AMENDMENT 001 for changes to APPENDIX H SHINE Data Tables: Sample Data Tables. The invoicing system must be able to perform basic mathematical and financial calculations including formulas. The invoicing system will be used to track details such as vendor, service provided, grant number from which the funds should be paid, amount of invoice, date invoice was received, date the invoice was paid, etc. More details will be discussed with the Successful Respondent. The Department does not need the system to manage work flow. QUESTION (77): Page 19, Section 4.1.8: The RFP provides hard deadlines for this project. Will the awarded vendor be allowed to continue to add the required functionality after the October 1, 2011 deadline? Please clarify the October 1, 2011 deadline for the website to go live. Does Elder Affairs require the new SHINE website to be up and running before training on January 25-26, 2012? Please see AMENDMENT 001 for changes to Section Development of a Project Implementation Plan. The Department prefers that at a minimum, the public access portion and the volunteer portion of the website and database portal be up and running before training on January 25-26, Specifics will be discussed with the Successful Respondent. QUESTION (78): Does Elder Affairs expect/require the awarded vendor to perform data conversion or data migration for this project? The Department will require the awarded vendor to perform data conversion and data migration for this project. QUESTION (79): What is the current size of the SHINE database? 21

22 Currently, there are not any true databases in use by the Program. All programs data is in separate Excel Sheets or Access Databases. QUESTION (80): Page 19, Section 4.1.8: If the contract between Elder Affairs and the awarded vendor is delayed, will the hard deadline dates be extended equal to the number of days delayed? No. Please see AMENDMENT 001 for changes to Section Development of a Project Implementation Plan. The negotiable deadlines, which will be determined by the Department and the Successful Respondent using the Project Implementation Plan, may be extended if the deliverable is delayed by the Department. Please build Department review dates into the Project Implementation Plan. QUESTION (81): Appendix C: Please provide screen shots of all the pages accessible to the following groups: a. Level II Volunteer (B) Volunteer Counselor b. Level II Volunteer (C/D) Volunteer Leadership/Volunteer Trainer c. Level II Local Program (A) Local Administrator d. Level II Local Program (B) Local Staff e. Level II Department Staff (A) System Administrator f. Level II Department Staff (B) State Administrator g. Level II Department Staff (C) State Administrator The screen shots requested do not exist. The Successful Respondent will be responsible for creating the aforementioned pages. Please see APPENDIX E-G for more detail on information to which the different groups will need access. QUESTION (82): Appendix H: Please provide an Entity Relationship Diagram and Data Dictionary for the tables listed in Appendix H. Please see AMENDMENT 001 for changes to APPENDIX H SHINE Data Tables: Sample Data Tables. An Entity Relationship Diagram and Data Dictionary has not been created. 22

23 QUESTION (83): Appendix H: If there are unforeseen modifications or additions required for the SHINE Data Tables, will Elder Affairs make the changes or will this be required by the awarded vendor? The current data tables are written in Excel. It is the desire of the Department that the Successful Respondent create the database in a manner that will allow Program Staff to make simple modifications and additions to the database (i.e. add additional fields). For more complex issues, it will be the responsibility of the Successful Respondent as part of the Maintenance Agreement. QUESTION (84): What staff will Elder Affairs provide to review deliverables and answer questions provided by the awarded vendor? When will they be available and for how many hours? These concerns will be discussed with the awarded vendor upon finalizing the contract. In your Implementation Plan, please include the availability and anticipated amount of hours that you will need program staff assistance. QUESTION (85): For redesigning and developing the SHINE website, will the content for the website be provided by Florida Department of Elder Affairs? Or do we have to create the contents? The content will be provided by the Department. QUESTION (86): For the Accent Accessibility Enhancement Controls, the example website - has a static format, where mp3 files are called for speech on facility? Do the SHINE website need a static page similar to that or a dynamic website where dynamic contents are read and played back? The Department does not have a preference on how this element is addressed. Details of this nature will be discussed between the Department and the Successful Respondent. QUESTION (87): If you need a dynamic website, do you need an open source content management systems like Joomla, Drupal, etc. or a custom website developed using PHP, Java technologies? 23

24 The Department does not have a preference on how this element is addressed. Details of this nature will be discussed between the Department and the Successful Respondent. QUESTION (88): If you need a Custom website developed, will you specify the functionalities requirements of SHINE website? Please see Section Technical Functionality. QUESTION (89): Has the project includes hosting? If not the server specifications where the website will be hosted can be provided? The project does include hosting. Please see AMENDMENT 0001 for changes to Section Server Hosting until March 31, QUESTION (90): Do you need a multilingual website? The Department is interested in a multilingual website; however it is not a requirement. QUESTION (91): Do you require mobile compatibility (iphone, android, ipad, etc.) options? The Department is interested in the option of mobile compatibility; however it is not a requirement. QUESTION (92): Our company provides on-line counseling tools, which would definitely help your operations. Will you be interested in that feature as part of your website functionality? The department is interested in the option of on-line counseling tools; however it is not a requirement. 24

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