Submitted Vendor Questions and Answers, RFP 111 (IT Project Consulting)

Submitted Vendor Questions and Answers, RFP 111 (IT Project Consulting) Vendor A 1) Is there an incumbent? 2) The dates on page 22 and 26 are not consistent with the current date. Do you plan to issue an addendum to specify the correct dates? The dates on page 22 are close enough that no change is required. An addendum should be issued for page 26. The dates should read: Calendar Year 2015 Calendar Year 2016 3) Is there a page limit on the proposal? 4) For programming using the.net language, is there a specific framework that the university prefers? 5) For MS SQL, is there a specific version that the university prefers Vendor B 1) These tables list several contractor positions. And the scope include 6 IT services. Is the vendor expected to complete the table only for those positions/services that we want to address in this RFP or for all positions as listed? Yes 2) The pricing table includes Calendar year 2008 and 2009. Do we also have to provide pricing for 2013 and 2014, which is more current? The dates should read: Calendar Year 2015 Calendar Year 2016 1

3) Are we required to provide pricing for all positions or only for those positions that we have decided to address as part of the scope? Only the positions you plan to address. 4) What is the vision for the process post award for the vendors chosen regarding staffing needs? Will individual staffing needs be sent to all approved vendors or will managers select and notify vendors they want to work with? Staffing needs to be sent to all approved vendors. 5) Does the University have any budgeted requirements for this year? Vendor C 1) General Requirements A4: Can you please better explain what you are looking for in terms of the period of acceptance and is not well understood the manner in which it is written. This question is addressing when the work is considered complete. Possible answers might include: 1. Immediately after the work is performed? 2. Once the work product has been tested? 3. Once the work product is functioning correctly in production? 2) General Requirements A5: Do expect actual forms that will be used for the purpose of "Consultant Requests," to be submitted with the response or just explanation? we are not expecting a form to be submitted, just an explanation. We do want input into the type of information you would require in order to find the correct person to fulfill a request. This information would be considered when we design our request form. 3) General Services Description: Can you provide the estimated number of hours expected for each position description?, the number of hours is project driven and can vary widely from year to year. While we cannot provide expected hours or a break down by category, our average overall expenditures for general IT consulting during the last two fiscal years was approximately $640,000. 2

4) Also, we have a database of resources that we leverage directly through our direct Staffing Teaming Part which means we have unlimited resources for use. Is unlimited acceptable in the "Number Available from Proposer" table D for local resources since reality through our staffing agency we can provide unlimited resources. Estimating an actual number would be better. The number of local Oracle DBA s or local Linux Server Administrators may be large, but not unlimited. 5) Placement E: What is acceptable evidence of actual placement of candidates? We use a staffing agency for placement so can the agency provide documentation for this? Do you want attachments are can we simply use a reference to explain as proof? The staffing agency can provide the numbers and serve as the reference. We do need the resumes for the two most recent placements in each category. 6) Placement Table E: What is expected in the three columns of dates? Can you please further explain this? The number of placements in each category during the time period specified. 7) Pricing Table A: Can you please clarify what input you are looking for in the tables? Is this the expected hourly rate the vendor is charging? If you use contractors or 1099 staff the markup percentage is the percentage difference between what you pay and what you would charge the university. If you do not use contractors or 1099 staff do not fill in the first two columns, but add a statement that you do not use contractors or 1099 staff. 8) It appears from the Pricing Table E that you simply want hourly cost per labor category, can you please provide the expected hours needed on this contract for each position (labor category)? It is difficult for the vendor to come up with a contract cost based on the input you are looking for because there are no estimated hours for each category the vendor will be used. Can you please elaborate on your methodology for pricing to assist in vendor price scoping?, since this RFP is meant to cover several future years; both the projects to be completed and the number of hours required for each project are not known at this time. While we cannot provide expected hours or a break down by category, our average overall expenditures for general IT consulting during the last two fiscal years was approximately $640,000. 3

Vendor D 1) What is your level of expected IT resource volume in a given year? Do you have any historical volume that we can reference? Our average overall expenditures for general IT consulting during the last two fiscal years was approximately $640,000. 2) Do you currently have a Vendor Management System (VMS) in place (Examples: Peoplefluent, Beeline, Fieldglass, etc.)? 3) This question is in reference to page 17 A in the Kent State RFP- What do you mean by short term assignments (6 months, 1 year, etc.)? On average what is the length of your IT Staff augmentation contract per consultant? A short term assignment would be anywhere from 1 to 18 months. The average is probably between 6 to 8 months. 4) This question is in reference to Page 17 C, number 3 in the Kent State RFP - Can you please clarify what you mean by the two available consultants needed for this RFP? If you are bidding on a particular type of IT personnel, you will need to submit the resumes of the two most recently placed consultants that filled the specific role. 5) This question is in reference to Page 24 G, number 1-C in the Kent State RFP - Can you please clarify what you mean by template program and could you please provide a few examples? A template program is just an example of possible services or support you provide to your contractors. A template program would be a generic program written in a specific language to perform a particular function such as database access or displaying a webpage. 6) This question is in reference to column headers in the table on Page 26 A in the Kent State RFP Are you looking for years 2008 and 2009 data or more recent data? The dates should read: Calendar Year 2015 Calendar Year 2016 4

Vendor E 1) RFP Does not define the evaluation criteria. Is there any evaluation weightage for Ohio Based MBE Company? The Critical Success Factors, page 17-18 provide an overview of the evaluation criteria. There is a statement regarding supplier diversity on Page 9 10. There is a statement on Buy Ohio on page 13. 2) What is the experience range (# of years) of resources for listed IT services? This will also help us to better present the cost proposal for listed IT Service. While years of experience do not necessarily equate to ability; you can assume 3+ years of experience in the specific Type of IT Personnel listed. 3) In the scope of Objectives, IT services listed are different from what has been asked in Section D, E and F of general requirements. For example in Scope of Objectives, Network and Telecom Analyst is required whereas in General requirement it is listed separately as Network Engineer, LAN Engineer etc. Please clarify. Sections D, E and F identify the specific Types of IT Personnel required to provide the services that were previously described. The service descriptions just provide background information. Pricing, placement and resource availability is all based on the specific Types of IT Personnel. 4) We have few candidates who have skills on multiple IT Services listed in General Requirement Section D,E and F. Can we present same resume for multiple skills? For example, if we have a candidate who has experience on both Solaris and Linux server administration, can we present same resume for both the IT services? Yes Vendor F 1) Since all proposal materials are subject to disclosure under the Ohio Public Records Law (ORC 149.43) except proprietary information, what proposal materials are not allowed to be submitted as proprietary? The RFP materials and any response and final agreement, along with any related statements of work or orders (or other comparable documents), may be subject to release under the Ohio Public Records Act codified at Ohio Rev. Code 149.43. If these documents contain trade secrets as defined at Ohio Rev. Code Chapter 1333, such information (specifically or by section reference) must be identified in the proposal by the contracting party claiming the trade secret. The party claiming a trade secret has the 5

burden of proving such in any subsequent action. Any claim by a party of a trade secret defined at Ohio Rev. Code Chapter 1333 must be specifically stated in an attachment to the proposal. 2) Section VI states to warrant consideration for this contract, financial information must be provided. Since it states contract consideration, can this financial information be presented upon award? In either case, as a private company, is it permissible to submit one sealed audited financial document with the Original response submission (not on a CD-ROM or multiple copies)? If you do not submit the required financial information, your proposal will be regarded as incomplete, and will not be evaluated until the required information is submitted. If your preference is to withhold the required information, your proposal will be ineligible for consideration. The required information may be submitted as described in the question. 3) Please clarify what is meant by short term contract assignments and what is the expected or typical lead time for these resource requests? A short term assignment would be anywhere from 1 to 18 months. The average is probably between 6 to 8 months. The typical lead time would be 2 to 3 weeks. 4) Are the positions listed in this RFP replacement/backfill roles or project based roles? What is driving the need for these resources? Generally project based roles, though occasionally we would assign an in-house resource to the project and have the contract resource backfill their position. 5) What are the main factors driving this RFP? An ongoing need for short term contract IT resources and the expiration of an existing RFP. 6) Are the position descriptions listed in section 4C of this RFP typical needs for the University? Yes 7) Does the University also request contract assignments with durations of 12 months or longer? Are short term and long term (12 months or longer) assignments tied together? A short term assignment would be anywhere from 1 to 18 months. The average is probably between 6 to 8 months. We do not make a distinction between assignments below and over 12 months. 6

8) Does the University have a separate vendor list for assignments with a duration of 12 months or longer? 9) Does the University have an existing vendor list?. There was a list based on an Inter University Council Purchasing Group agreement that recently expired. 10) How often does Kent State evaluate their vendor list? Generally every three years. 11) What is the relationship between sections 4C. Position Descriptions and section 4D. Type of Information Technology Personnel? Will the request be more applicable to 4D. Type of Information Technology Personnel? Sections D, E and F identify the specific Types of IT Personnel required to provide the services that were previously described. The service and position descriptions just provide background information. Pricing, placement and resource availability is all based on the specific Types of IT Personnel. 12) Historically, what has been the annual volume of resource requests for each of the personnel types listed in section 4D. Type of Information Technology Personnel? While we cannot provide a break down by category, our average overall expenditures for general IT consulting during the last two fiscal years was approximately $640,000. 13) What is the long term opportunity for a selected vendor? The opportunity is only for the period specified in the RFP. 14) Does the University anticipate selecting a single vendor or multiple vendors? Multiple vendors. 15) Assuming multiple vendors are selected, what are the selection criteria? The Critical Success Factors, page 17-18 provide an overview of the evaluation criteria. 16) Will vendor selection be based mainly on information collected in section 4D, 4E and 4F, or other criteria? The Critical Success Factors, page 17-18 provide an overview of the evaluation criteria. 7

17) In response to section 4E. Placement, does the client expect two unique resumes for each listed category or will overlap be allowed? The same resume can be used for more than one Type of IT Personnel. 18) Does the University anticipate conversion of contingent workers to W-2 employees? We do not anticipate converting contingent workers; however, as stated in A. 3., page 18: As a state institution, Kent State University cannot deny anyone the right and opportunity to apply for a position of employment. 19) How will resource requests be received (via email, an Applicant Tracking Systems, etc)? Email 20) What is the anticipated response time to fill? The typical lead time would be 2 to 3 weeks. 21) What is the anticipated go live date for the services requested under this RFP? vember 2014 22) Please clarify what the University would like to learn from the following question: 4. A description of the types of services offered by the company, including a description of the installation, management, maintenance services provided by the organization We want to gain a better understanding of the vendor s areas of expertise. 23) Will University personnel direct day-to-day work assignments for contingent resources? Generally yes, though on some large projects other contingent resources may direct dayto-day work assignments. 24) Is the University looking for staff augmentation resources to complete lights-on activities or some level of SOW services? The university is looking for staff augmentation to complete projects that may arise in the future. 25) What level of University credentials will be provided to contingent resources? This is with respect to the questions listed in section 4G. As a contingent resource, what expectation does the University have of the Proposer to provide tools to complete University work items? What standards does the University have for use of external tools with internal systems? 8

Generally the university provides the tools to complete the work. Section 4G was more geared to finding out if the vendor supplies any additional services and support to the contingent labor that might benefit the university. 26) What level of education and training is delivered to resources by the University? There is an informal introduction to our environment, the project and the specific work assignments but no specific training or education. 27) In response to section 4E. Placement, how does the University define evidence of actual placements? The evidence of actual placements is simply the number of resources of each type placed over the last three years. 28) Regarding evidence requested in section 4E. Placements, does the University require new evidence for each year? Can placements overlap years and can resumes overlap categories? The placements should be based on the start date and should not overlap between years. The resumes can overlap between the Types of IT Personnel. 29) For section 5A. Pricing Table, will a range of prices be acceptable? If a specific price is required, can a more detailed position description be provided for each category? 5A asks for both the low and the high cost. 30) For section 5A. Pricing Table, please define the columns 2008 and 2009. Are these years correct? What do these columns represent an historical pricing look back or future pricing commitment from the Proposer? The years are not correct. The dates should read: Calendar Year 2015 Calendar Year 2016 We are requesting both the high and low costs for those future years. 31) In regards to question 4 in section 4A, describe the period of acceptance for the University after work is completed. This question is addressing when the work is considered complete. Possible answers might include: 1. Immediately after the work is performed? 2. Once the work product has been tested? 9

3. Once the work product is functioning correctly in production? 32) Is the University seeking project based activities with defined milestones with completion of work activities? Generally the contingent resource would fulfill project based roles, though occasionally we would assign an in-house resource to the project and have the contract resource backfill their position. 33) Does the University expect management oversight on-sight? Vendor G 1) Is it a new requirement? If not please provide Incumbent name along with Contract number and Value? There is no incumbent. Our average overall expenditures for general IT consulting during the last two fiscal years was approximately $640,000. 2) Is there any estimated budget allocated for this project? The RFP is not related to a specific project. Vendor H 1) Is the preference to United States and Ohio products applicable to this RFP? Yes, see page 31. 2) Are the dates of the Pricing Table correct in referencing the years 2008 and 2009? The years are not correct. The dates should read: Calendar Year 2015 Calendar Year 2016 We are requesting both the high and low costs for those future years. 3) Do the references listed in References Section A need to adhere to the format identified in References Section C? 10

, on page 28 only the references identified under B need to follow the format specified in C. 4) What is the contract value? Since the future projects are unknown we cannot assign a specific value to the contract. However, our average overall expenditures for general IT consulting during the last two fiscal years was approximately $640,000. 11