Local Michigan Procurement Solutions | Michigan Bid System



|Ref # |Section Ref. |Bidder Questions |Answers |

|1. |RFP 2.091 |“All Contractor personnel must also be expected to comply with the State’s security and |This is a standard State of Michigan term & condition, which the State expects all |

| | |acceptable use policies for State IT equipment and resources.” |Contractor staff to comply with and follow during their assignment to this project. |

| | |Does the state expect the Contractor to provide automated real-time, on-demand reports to | |

| | |show compliance to the state’s policies and federal mandates such as special publication |The State does not expect the Contractor to provide automated real-time, on-demand |

| | |1075, system baselines and standards? |reports to show compliance to the state’s policies and federal mandates such as |

| | | |special publication 1075, system baselines and standards. |

|2. |RFP 2.092 |“Contractor and the State must cooperate to mitigate, to the extent practicable, the |This is a standard State of Michigan term & condition, which the State expects all |

| | |effects of any breach, intrusion, or unauthorized use or disclosure.” |Contractor staff to comply with and follow during their assignment to this project. |

| | | | |

| | |If so, does the State expect IT security and privacy technical controls to manage and | |

| | |enforce how the sensitive information is transmitted, stored and used in accordance with |The State expects the Contractor to make all reasonable and normal efforts to protect|

| | |federal mandates? |all State, employer and claimant information, whether at-rest or during transmission |

| | | |to other authorized departments and/or agencies as required for the proper function |

| | | |of the Contractors solution. |

|3. |RFP 2.093 |“Contractors with access to credit/debit card cardholder data must adhere to the Payment |This is a standard State term & condition. |

| | |Card Industry (PCI) Data Security requirements.”  | |

| | |Does the state expect Contractors to leverage Security & Privacy solutions to ensure |If the Contractor’s solution requires the storing of credit card data, then the |

| | |credit card data and PII isn’t disclosed to unauthorized individuals. Controls such as |Contractor must ensure that data is not disclosed to unauthorized individuals. |

| | |encryption, multi-authentication and data loss prevention? | |

|4. |RFP 1.104 – m. |“Explain how the solution will ensure continuity of business operations during any system |The Contractor is required to review the State’s existing Disaster Recovery Plan(s) |

| | |failure.” |and update those plans as necessary to ensure that the Contractor’s solution if fully|

| | |Should these controls provide the ability to test fail-over to an alternate hot site along|compliant with the State’s disaster backup and recovery processes and procedures. |

| | |with traditional business continuity controls that address data protection and clustering | |

| | |for high-availability. |The RFP section 1.104.II System Engineering Methodology (SEM) – part B: Requirements |

| | | |Definition, Update State Disaster Recovery and Business Continuity Plans contain the |

| | | |requirements that the Contractor test their fail-over twice during project execution,|

| | | |at an alternate hot site per the criteria defined in the approved Disaster Recovery |

| | | |Plan. |

|5. |App B - UIA IS – Functional |Please provide any requirements related to implementation of Address Validation and |The Contractor must provide Address Validation and Standardization services, either |

| |Req. – H. Claimant |Standardization services. Appendix B at Requirement Claimant Maintenance - Staff Options |by providing it internally within their solution or by integrating with a Contractor |

| |Maintenance - Staff Options |Number 9 states “The system must be able to electronically interface with external |selected 3rd party software package. |

| |– 9, Page 29 |software to validate updated address information.” | |

| | |Does the State have external software for address validation or must the vendor provide |The State currently uses Pitney Bowes Finalist software on the mainframe (as |

| | |address validation software. If yes, what external software is used by the State? |identified in Appendix K) for address validation. |

| | | | |

| | | |In addition, the State currently owns licenses for Data Quality XI from Business |

| | | |Objects, but this software is not installed in any UI production environment. |

|6. |General |Does the RFP have Data Warehouse requirements? |The State does not have a requirement for a Data Warehouse or Business Analytics. |

| | | | |

| | |Does the State have preferred Data Warehouse and Business Analytics products or solutions?|If the Bidder’s solution proposes a Data Warehouse or Business Analytics software, |

| | | |they should propose it and include the costs in Appendix I – Cost Tables. |

|7. |RFP 1.002 – Background, |Page 4 of the RFP provides information on IVR system and includes the following “These |The statement provided in the RFP was not specifically addressing the IVR, but |

| |Page 4 |processes need comprehensive review and integration, in an environment that can meet the |overall, the entirety of services delivered by UIA to the employer and claimant |

| | |level of service delivery required by UIA. |community as a whole. |

| | | | |

| | |Can the Department provide current and required levels of service delivery for not only |The state provides timely and accurate information to all “customers”. |

| | |the IVR but for all Department Program Measures? | |

| | | |The State’s current measure of program activity is already included in the RFP |

| | | |Section 1.002 Background as well as Appendices K, L, M & N. |

|8. |General |Does the department have any Minority Business Enterprise or Qualified Disabled Veteran |There are no specific participation requirements for a Minority/Women Business |

| | |participation requirements? |Enterprise (MBE/WBE) or a Qualified Disabled Veteran (QDV) in this procurement. |

| | | |However, Qualified Disabled Veteran owned businesses are given a 10% price evaluation|

| | |Please provide contact details with any State staff responsible for managing the State |preference. |

| | |Minority Business Enterprise or Qualified Disabled Veteran programs. | |

| | | |The Business Development Unit within the Department of Technology, Management and |

| | | |Budget, Purchasing Operations manages vendor outreach including both of these |

| | | |programs. For more information please visit buymichiganfirst. |

|9. |App B - UIA IS – Functional |Appendix B Trust Fund Requirements states “The system must be able to electronically |The State Trust Fund Accounting System (TFAS) interacts with MAIN manually, |

| |Req. – Trust Fund, Page 92 |interface with the Michigan MAIN financial system”. |performing low frequency financial transactions. This involves quarterly and annual |

| | | |reconciliation transactions. |

| | |Please provide details on the frequency and data transmitted to the Michigan MAIN | |

| | |Financial system? | |

| | | | |

| | |Please provide details on the interface programs between the UIA Trust Fund and MAIN | |

|10. |App K - UIA IS - Tech |Appendix K provides information on Trust Fund Accounting System and states “There are |The data captured includes general ledger information, monies paid out to claimants, |

| |Overview – App – 3.4.5 |approximately 34 screens, of which 10 allow for data entry, and the rest are reporting.” |taxes collected from employers and other related financial information. |

| |Metrics, page 22 | | |

| | |Please provide additional information on the data captured and presented in the Trust Fund| |

| | |34 screens | |

|11. |RFP 1.103 Environment - |Please provide further information if the State has DR site currently available. DR |The State currently has multiple Disaster Recovery (DR) sites. The State is expecting|

| |Solution Platform(s), page |environment is not mentioned. Do we assume that DR site is not required to be proposed? |the selected vendor to use the existing State DR Site. |

| |13 | | |

| | |Is State expecting the selected vendor to use the existing DR site? |The Bidders should include costs for the disaster recovery site hardware and software|

| | | |as part of Appendix I – Cost Tables. |

| | | | |

| | | |The Bidder is not required to propose a DR site, unless the Bidder is proposing to |

| | | |host their solution at their facility. |

|12. |RFP Document - A. Initiation|The RFP states “Approval or rejection of this document by designated technical, business |The Project Charter is one of the cornerstones of any Project, and as such, sets the |

| |- Create Project Charter |and financial project representatives results in a formal Go-or-No-Go decision for the |foundation of how the project will be managed. It is of critical importance that |

| |(PMM-002) |UIA-IS project”. |this document be generated, reviewed and approved in the very early stages of this |

| | | |project. |

| | |This mean, there is a possibility of the UIA-IS project being stopped based on this | |

| | |go-or-no-go decision. |The failure of the contractor to properly develop this deliverable may lead to part |

| | | |or all of the project activities being stopped/interrupted, until approval is gained.|

| | | | |

| | | | |

| | | |This is a standard project management practice. |

|13. |Appendix H - |Do we need to check all boxes where our solution fit in to solution or do we need to |The Bidder should check only those boxes for the software that will be used for this |

| |EA Solution Assessment |insert comments only for the technologies being proposed for the UIA-IS solution? |UIA-IS solution. |

| | | | |

| | | |Comments can be added to provide additional information or clarification. |

|14. |Appendix K – Technical |All of the components listed under the existing CWAM, EWAM and AWAM applications seem to |The State is interested in a comprehensive solution that will provide a |

| |Overview Applications |have been developed using Microsoft .NET framework for the Web environment, Microsoft’s |fully-integrated UI application for the State. |

| | |IIS is as the Web Server, ASP and ASP .NET as web application frameworks and C#, ADO .NET,| |

| | |and Microsoft Visual Studio. |The State is not mandating a specific technology or providing a preference. |

| | | | |

| | |Considering the investment made in the Microsoft technologies, and the technical staff | |

| | |skills acquired, does the UIA prefer the new integrated UI system to be built and deployed| |

| | |using the Microsoft Technologies? | |

| | | | |

| | |Does the UIA desire to protect any of the existing investment in technology? | |

|15. |RFP 1.202 - State Staff |Under “OTHER DTMB AND UIA ROLES AND RESPONSIBILITIES”, there is a mention of twenty to |Both DTMB and UIA already have staff assigned and currently working on the UIA-IS |

| |Roles and Responsibilities |twenty-five (20-25) DTMB Staff and twenty to thirty (20-30) UIA Staff to the project on a |project. |

| | |full-time basis for the duration of the project. | |

| | | |The Bidder’s were requested in the RFP (Section 1.104-III.D Knowledge Transfer and |

| | |Have DTMB and UIA already identified these staff members? |Appendix J Staffing Resource Chart) to provide an initial list of State roles, |

| | | |technical/business competencies and skills for the technical (DTMB) and business |

| | |Please provide the (anticipated, if not already identified) roles, technical/business |(UIA) staff that the Bidder would require to support their solution, as well as the |

| | |competencies and skills of the DTMB Staff and UIA Staff. |number and timing of when those staff roles would be needed per their project |

| | | |schedule. The State will make staff available as required to support the project. |

| | | | |

| | | |Bidders must not anticipate State staff performing Bidder functions and activities, |

| | | |as a mechanism to provide a lower overall cost proposal. |

|16. |RFP 1.500 - Acceptance |The RFP states that “The review process is iterative until all changes are accepted”. How |The State will not agree to “deemed acceptable”. |

| | |does this protect Selected Bidder’s interests in case of potential delays on part of the | |

| | |DTMB and/or UIA for non-availability of reviewers and approvers? |DTMB and UIA staff will be available and will participate in each review/approval |

| | | |cycle as defined and approved in the project schedule. The Project Management Plan –|

| | |Also, would the State be open to include language in the acceptance criteria that will |which is developed and approved during project start-up – will define specific |

| | |result in “deemed acceptance” of a deliverable, in the absence of any review feedback from|actions for escalation in the event of schedule delays. |

| | |the State within a certain timeline? | |

|17. |Appendix I - UIA IS Cost |In some of the worksheets, there is a reference to “Implementation Phase”. If a bidder |Yes, the Bidder is expected to replicate all information blocks in the cost tables to|

| |Tables |proposes to implement the UIA-IS solution in more than 2 phases, the bidder is expected to|reflect the number of implementation phases and subsequently, adjust the formulae in |

| | |replicate all information blocks in the cost tables to reflect the number of |Table 1 – Summary of Project Costs. |

| | |implementation phases and subsequently, adjust the formulae in Table 1 – Summary of | |

| | |Project Costs. | |

| | | | |

| | |Is this correct? | |

|18. |RFP III. - Transition, |What services are expected of the Selected Bidder under C. Maintenance and Support? |Please refer to the RFP (Section 1.104.III – Transition, Warranty, Maintenance and |

| |Warranty, Maintenance and | |Support) for an explanation of Maintenance & Support activities. |

| |Support |The narrative in this section of the RFP refers to the need for Selected Bidder to | |

| | |participate in Knowledge Transfer and Transition activities. However, D. Knowledge |Please refer to the RFP (section 1.104 - Part III-D – Knowledge Transfer and |

| | |Transfer and Transition describes in the detail, these activities. |Transition) for an explanation of Knowledge Transfer and Transition activities. |

| | | | |

| | |What is the expectation of the Selected Bidder during this stage, what is the duration of |Costs for Knowledge Transfer/Transition are to be included in Table 8 of Appendix I- |

| | |the Maintenance and Support period, where should Bidders include the corresponding costs |Cost Tables. |

| | |for these services in the Cost Tables? | |

|19. |RFP G. - Historical Record |“The Bidder must provide a statement of understanding of the historical record management |This section and the corresponding statements are simply to inform the Bidders of |

| |Management |section.” |State legislative requirements to maintain benefit and tax records for a minimum |

| | | |period of time. The Bidder should understand these requirements and work with the |

| | |It appears that the retention of Claims and Tax Office records is a function of the Data |State to retain any project generated files, data and information that fall under |

| | |Conversion/Migration exercise of the project (i.e., a rule for the data conversion logic) |these regulations for the required retention period. |

| | |whereas retention of Project-related Records appears to a requirement that Selected | |

| | |Bidders will necessarily have to comply to. Please elaborate on what is expected from |All project related documentation must be retained and turned over to DTMB/UIA at the|

| | |Bidders in their response to this section. |end of the contract. |

| | | | |

| | |Is it adequate for Bidders to confirm their understanding and indicate willingness to |The Bidder must ensure that their on-line storage capacities are sufficient to retain|

| | |comply? |solution generated information. As stated in the RFP under this section – “The |

| | | |Bidder must provide a statement of understanding of the historical record management |

| | | |section.” |

|20. |Appendix D - UIA-IS Project |Can the State provide bidders with a copy of the Project Schedule in the Microsoft Project|The Bid4Michigan web site does not allow .mpp files to be stored and downloaded. Any|

| |Schedule Template |Plan (.mpp) format? Considering the commendable work that the State has already done on |Bidder interested in a MS/Project (2003) version of the draft project schedule in |

| | |the project schedule, the mpp format will allow bidders to greatly reduce time and effort |.mpp format should send an email request to the Buyer of record for this RFP. |

| | |in re-creating the schedule. | |

| | | |At a minimum, the Bidders must maintain the tasks that are currently included in the |

| | |Related to this, is it acceptable for Bidders to make modifications to the Project |draft project schedule included in Appendix D. The Bidders may make any other |

| | |Schedule to (a) introduce additional tasks or milestones into the Project Schedule (b) |updates they require to properly schedule their solution activities/tasks. Details |

| | |modify the structure/ sequence/ description of activities? |are provided in the RFP, Section 1.104-B: Planning. |

|21. |Appendix B – Instructions & |In the instruction for Appendix B, vendors are asked to check “Yes, with Modification” for|The configuration and scoring of Appendix A & B will remain as per the original RFP. |

| |Format |each requirement where “the solution does not currently comply with the requirement but | |

| | |the Bidder can modify the solution through configuration, programming or source code |The Bidders should utilize the “Comments” field of Appendix B response to document |

| | |changes which, in the Bidder’s opinion, would result in their solution reaching full |any information they deem appropriate, to substantiate or explain their checked |

| | |compliance with a requirement.”   |answers. |

| | | | |

| | |However, we believe that there should be a scoring differentiation between configuration, | |

| | |programming or source code changes, as summarized in the following chart: | |

| | | | |

| | | | |

| | | | |

| | | | |

| | |Approach | |

| | |Imple- menta-tion Risk | |

| | |Impact in implementing future releases of the proposed COTS solution | |

| | | | |

| | |Configuration (i.e., field values and/or scripting) | |

| | |Low | |

| | |No impact | |

| | | | |

| | |Programming (i.e., plug-ins and/or extensions) | |

| | |Medium | |

| | |No impact | |

| | | | |

| | |Source code changes | |

| | |High | |

| | |Could inhibit (or even prevent) the State from upgrading the COTS software in the future | |

| | | | |

| | | | |

| | |With this in mind, we respectfully request that the middle columns be slightly modified as| |

| | |follows: | |

| | |Yes | |

| | |Yes, with configuration | |

| | |Yes, with programming | |

| | |Yes, with source code changes | |

| | |No | |

|22. | |Can you confirm that both IVR systems, the Telephone Filed Claims (TFC) system and MARVIN |The State will confirm that the IVR systems, TFC and Marvin, are running on Avaya |

| | |system, are running on Avaya software and the specific products, modules, and versions of |software.  As these systems are out-of-scope to the Bidder - except for providing an |

| | |such software currently being used? |interface to them as noted in the RFP – the specific product, modules and versions |

| | | |will not be provided.  The state will ensure that the IVRs will be capable of |

| | |Please also provide details on the integration options that UIA has available with this |integration with common data environments. |

| | |IVR software. For example, does the IVR software have the ability to make web service |  |

| | |calls to an external system such as the UIA-IS? |Maintenance of the IVR systems is ongoing. The specific details of the IVR required |

| | | |for the Bidder to build an interface will be determined during the execution of the |

| | | |project. |

|23. |RFP, page 40 |One of the topics specified on RFP page 40 to be covered in the bidder’s Solution Overview|The State has issued an Amendment to Appendix A that contains diagnostic and |

| | |is “l. Specify what diagnostic and performance measurement services will be delivered to |performance measurement requirements. |

| | |monitor and record end-to-end response time and data throughput performance.” | |

| | | |Standard performance monitoring should begin during System Testing and continue |

| | |Does this refer to metrics that are to be recorded during the system implementation |throughout the duration of the project. The exact content of the weekly and/or |

| | |process (to document the results of performance testing for review by UIA prior to going |monthly reports that will be generated will be defined during project execution. |

| | |live) or a requirement for the bidder’s solution to include a tool that would allow UIA to| |

| | |measure response times and data throughput on an ongoing basis once the system is in | |

| | |production? | |

| | | | |

| | |If the latter, is it desired for monitoring to take place at all times, or just at | |

| | |specific time intervals/specific occasions when UIA desires feedback on system | |

| | |performance? | |

|24. |RFP, page 40 |One of the topics specified on RFP page 40 to be covered in the bidder’s Solution Overview|As part of their solution, the Bidder is expected to allow for an archival/retrieval |

| | |is “p. Provide an archival and retrieval strategy that insures an efficient use of UIA |of data.  The specifics of this will be worked out with the State during project |

| | |resources and provides system continuity.” |requirements verification and functional design. |

| | | | |

| | |Please elaborate on what UIA’s requirements are in this area. |The ability to restore purged data is not the nature of the archival and retrieval |

| | | |process.  Data (both archived and non-archived), will need to be purged from the |

| | |Appendix B – Functional Requirement F.57 indicates “The system must allow staff to restore|system based on historical record retention rules or other business needs.  The state|

| | |purged data.” Is this the nature of archival and retrieval that is intended to be |requires the ability to restore purged data within a short-term defined period |

| | |discussed in this portion of the Solution Overview (i.e. for purged data)? |(period is to be defined) following a purge while it validates the results of a |

| | | |purge. |

| | |In addition, can you provide or direct us to any other relevant requirements in this area?| |

|25. |RFP, page 40 |One of the topics specified on RFP page 40 to be covered in the bidder’s Solution Overview|The State is interested in understanding the staffing required – infrastructure |

| | |is “q. Provide organizational recommendations for technical support of the delivered |support, application maintenance and system operations - to support the Bidder’s |

| | |product(s).” |solution, when the final and entire integrated application(s) is placed into a |

| | | |production environment. |

| | |Please clarify the type recommendations being requested for technical support. For | |

| | |example, is UIA looking for estimates of the staffing required for infrastructure support,|Details on the Bidder’s recommendations for State staffing are explained in RFP |

| | |application maintenance, system operations, or some combination of these and other areas? |Section 1.200: Roles & Responsibilities and should be detailed in Bidder’s response |

| | | |to Appendix J, Resource Summary Charts. |

|26. |Appendix A - Technical |Appendix A - Technical Requirement 6.k states “Client application must support encryption |At a minimum, all data must be capable of 128 bit encryption protection. |

| |Requirement 6.k |of data both at rest and in motion, in accordance with the data classification.” | |

| | | |Any data transmitted from the UIA solution to an internal or external third party |

| | |What type/level of encryption is required? With respect to encryption of data in motion, |should be capable at a minimum of 128 bit encryption and should follow State defined |

| | |is this for external user communications or within the State’s internal network as well? |standards as detailed in Section 1.103: Environment. |

|27. |Requirements 19 and 21 of |How many of UIA’s users will require the ability to run ad hoc reports/queries as |The State anticipates 100-200 simultaneous end users running ad-hoc reports during |

| |Appendix B / Reporting |described in Requirements 19 and 21 of Appendix B / Reporting Functions / A. Reports - |normal business operational hours. |

| |Functions / A. Reports - |Internal? | |

| |Internal | |There will be a maximum of 50 UIA users accessing dashboard and scorecard features as|

| | |How many of UIA’s users will require access to the dashboard and scorecard features |described in Requirement 1 of Appendix B / Reporting Functional / A. Reports – |

| | |described in Requirement 1 of the same section. |Internal. |

|28. |Appendix B - Functional |Appendix B - Functional Requirement F.17 states that “The system must provide an |Please refer to the response to question # 5. |

| |Requirement F.17 |electronic interface with address validation software.” | |

| | | |The Bidder is required to provide Address Verification software as an integral part |

| | |Please clarify whether the bidder’s solution must include address validation software or |of their solution. |

| | |whether the State has existing software with which the bidder’s solution can interface for| |

| | |the purpose of validating address data. |The State anticipates that the Bidder would require Address Validation software to be|

| | | |part of their Development and Test, as well as the Production environments. |

| | |If the latter, please provide details on the name/version of the product that the State | |

| | |will be able to make available, whether it supports batch or real-time interfaces (or | |

| | |both), and whether there are any volume limitations on the use of this existing software. | |

| | | | |

| | |In addition, will this software be available for development and test environments as well| |

| | |as the production environment? | |

|29. | |What is the total number of UIA internal users that will use the proposed new UIA-IS |The State currently has approx. 1,200 internal end-users. |

| | |system? | |

| | | |The State has sufficient FileNet licenses for all internal users to access the |

| | |Will UIA’s existing licenses for the FileNet system (Content Manager and Image Services) |FileNet system. |

| | |be sufficient for the all agency internal users that need to access documents in the new | |

| | |UIA-IS system? | |

| | | | |

| | |If not, how many licenses UIA currently own? | |

|30. | |Does UIA currently own the FileNet Business Process Manager (workflow product)? |The State currently has licenses for FileNet Business Process Manager (workflow |

| | | |product). The State has sufficient licenses for their internal user base to utilize |

| | |If so, will the existing licenses be sufficient for the internal user base for the |this product. |

| | |proposed new UIA-IS system? | |

| | | |If the Bidder’s solution is to utilize FileNet Business Process Manager (workflow), |

| | |If not, how many licenses UIA currently own? |they should include the cost for 1,200 licenses into their bid. |

|31. | |If the bidder’s solution is able to provide access to certain types of documents that have|The current State FileNet environments are comprised of two (2) systems – Image |

| | |been archived in FileNet to claimants and employers through the external portals, would |Services and P8. |

| | |UIA wish to make use of this functionality? | |

| | | |The following are the software levels: |

| | |If so, does UIA own FileNet P8 system external user licenses to support this functionality|Development: Image Services – 4.0.1; P8 – 4.5.1 |

| | |within the proposed UIA-IS system? |Test: Image Services – 4.1.2; P8 – 4.5.1 |

| | | |Production: Image Services – 4.1.2; P8 – 3.5.2 |

| | |Will the vendor be responsible for proposing additional FileNet licenses that may be | |

| | |required for this purpose? |Software upgrades are applied as required and necessary to maintain proper operation |

| | | |of applications. |

| | | | |

| | | |If the Bidder’s solution requires anything beyond this configuration or versions, |

| | | |they should include the costs for that software and licenses (for 1,200 end-users) in|

| | | |their bid. |

|32. |Question #21 in “Addenda |Referring to Question #21 in “Addenda2_Bidder Q&A – Set1,” to seek further clarification |If the Bidder’s solution is to utilize FileNet Business Process Manager (workflow), |

| |2_Bidder Q&A – Set1 |on the response stating that “It is the State’s preference that the workflow functionality|they should include the cost for 1,200 licenses into their bid. |

| | |be included within the Bidder solution and not based in FileNet.” | |

| | | |It is the State’s preference that workflow be fully integrated with the Bidder’s |

| | |Does this mean it is UIA’s preference that the workflow functionality be implemented as |solution. If the Bidder’s solution is to utilize FileNet Business Process Manager |

| | |part of the bidder’s solution rather than being implemented in a standalone manner in |(workflow), they should include the cost for 1,200 licenses into their bid. |

| | |FileNet? | |

| | | |The current State FileNet environments are comprised of two (2) systems – Image |

| | |Or does this mean it is UIA’s preference not to utilize the FileNet Business Process |Services and P8. |

| | |Manager (BPM) product for implementing workflow functionality, even if FileNet BPM is | |

| | |integrated into the solution that the bidder is proposing for the UIA-IS system? |The following are the software levels: |

| | | |Development: Image Services – 4.0.1; P8 – 4.5.1 |

| | | |Test: Image Services – 4.1.2; P8 – 4.5.1 |

| | | |Production: Image Services – 4.1.2; P8 – 3.5.2 |

| | | | |

| | | |Software upgrades are applied as required and necessary to maintain proper operation |

| | | |of applications. |

| | | | |

| | | |If the Bidder’s solution requires anything beyond this configuration or versions, |

| | | |they should include the costs for that software and licenses (for 1,200 end-users) in|

| | | |their bid. |

|33. |Question #21 in |Referring to Question #21 in “Addenda2_Bidder Q&A – Set1,” it is indicated in the response|The State does not have any FileNet software upgrades currently scheduled. |

| |“Addenda2_Bidder Q&A – Set1 |that the current FileNet P8 version in Production is 3.5.2. | |

| | | |The Bidder should not assume that the State will make any upgrades to FileNet |

| | |What are UIA’s plans to upgrade to the latest version and what is the timeline? |software. |

| | | | |

| | |Can the bidder assume that the FileNet P8 will be upgraded in the production environment |The Bidder should not make any assumptions that the development and/or test |

| | |by the time the proposed new UIA-IS system is ready for production deployment? |environments for FileNet are using any software versions different than those listed |

| | | |in the response to Question # 21 in Addenda 2 Bidder Q&A Set # 1. |

| | |Can the bidder assume that development and test environments for FileNet using the same | |

| | |product versions as the production environment will be provided by the State for use by |If the Bidder’s solution requires anything beyond this configuration or versions, |

| | |the bidder during the UIA-IS project? |they should include the costs for that software and licenses (for 1,200 end-users) in|

| | | |their bid. |

|34. | |Will the proposed UIA-IS system need to interact with both a FileNet P8 repository and a |The use of FileNet is a decision to be made by the Bidder as part of their overall |

| | |FileNet Image Services repository? |integrated solution. |

| | | | |

| | |If so, please explain what kind of transactions need to be performed for each of these |The State currently utilizes FileNet for the scanning and storage of Employer and |

| | |repositories. For example, will FileNet Image Services only be used to retrieve legacy |Claimant documents. |

| | |documents while FileNet P8 will be used for both storage and retrieval of new documents? | |

|35. |Question #22 in |Referring to Question #22 in “Addenda2_Bidder Q&A – Set1,” it is indicated in the response|The display of existing/legacy documents stored in FileNet that may need to be |

| |“Addenda2_Bidder Q&A – Set1 |that UIA plans to consolidate document/imaging databases into a single database. |displayed for the proposed UIA-IS system is a decision of the Bidder and an |

| | | |integration point to their proposed solution. |

| | |Do existing/legacy documents need to be displayed from the proposed UIA-IS system? | |

| | | |As stated in the RFP, the existing FileNet vendor will be responsible for re-indexing|

| | |If so, will the current FileNet vendor responsible for re-indexing the existing documents |the current documents based on the new document classes and metadata in the new |

| | |based on new document classes and metadata in the new system. |system. |

| | | | |

| | |In this case, is it correct to assume that the bidder will need to provide information on |It is correct that the Bidder will need to provide information on the new document |

| | |the new document classes and metadata to UIA’s FileNet software maintenance vendor, but |classes and metadata to UIA’s FileNet software maintenance vendor and the FileNet |

| | |that the FileNet software maintenance vendor will be responsible for any other tasks |software maintenance vendor will be responsible for any other tasks related to this |

| | |related to this re-indexing process? |re-indexing process. |

|36. | |In its response to a question in Set One, the State clarified the following: |The State is confirming its intention that the current FileNet vendor is responsible |

| | | |for and will perform the indexing and image capture work outside of the contract with|

| | |“Any effort necessary to configure FileNet components to support indexing and image |the selected Prime Vendor. The State will pay for these costs to the current FileNet|

| | |capture of redesigned correspondence that may be required to support the Bidder’s solution|vendor through existing contracts. |

| | |will be performed by the current FileNet Maintenance & Support vendor. The Bidder will be | |

| | |required to provide direction, specifications and support to the FileNet Vendor.” | |

| | | | |

| | |Also: | |

| | | | |

| | |“The State anticipates that the current FileNet document/imaging databases will need to be| |

| | |re-indexed into a single database, which will be performed by the current FileNet vendor.”| |

| | | | |

| | |Can the State confirm its intention to pay for the cost of the FileNet vendor to do the | |

| | |indexing and image capture work outside of the contract with the selected Prime Vendor? | |

|37. | |As document scanning will not be in scope for this project, will the scanned/faxed |The scanned images and any associated metadata will be available to the Bidder, via |

| | |documents along with the required meta data fields (such as barcode value, received date, |the interface that is required to be built during project execution. |

| | |postmark date, etc) be available for the bidder to index them and to further process them?| |

| | | |The State cannot offer specific information on the interface, as we do not yet |

| | | |understand the Bidders solution. It is the Contractor’s responsibility to work with |

| | |Please explain in what manner the documents and associated metadata will be made available|the FileNet Vendor to develop the interface, and define how to use the information |

| | |to be picked up by the new UIA-IS system. |gathered for the FileNet system. |

|38. | |Does UIA currently own software that provides outbound fax capabilities from its existing |The State currently has licenses for RightFax (version 9.3) fax software. |

| | |systems? | |

| | | |The State has sufficient license for the development, test and production |

| | |If so, please provide details on the products and versions being used, and whether UIA |environments. The Bidder should indicate in their proposal how many licenses they |

| | |owns sufficient licenses for use by the UIA-IS system in development, test, and production|require. |

| | |environments. | |

| | | |Outbound fax is a functional requirement, the implementation of which is part of the |

| | |If not, is outbound fax capability from the proposed UIA-IS system a required |Bidder’s solution. |

| | |functionality? | |

| | | |All 1,200 State end-users would require this functionality. |

| | |If so, how many agency internal users need to have this capability? | |

|39. |Question #23 in |The response to Question #23 in “Addenda2_Bidder Q&A – Set1” indicates that UIA will |The State will provide workstations similar to the following state standard |

| |“Addenda2_Bidder Q&A – Set1 |provide State workstations for the bidder’s project staff. |configuration: |

| | | | |

| | |Can the bidder assume that project staff performing software development tasks will be |Workstation standard software load: |

| | |provided high-end workstations that can run the necessary development tools, or should the|Adobe Acrobat Reader 9.3.0 |

| | |bidder include such workstations in the hardware list that bidders are to provide in |Adobe Air |

| | |Appendix I? |Internet Explorer 6.0 SP3 |

| | | |Macromedia Flash Player 10.0.45.2 |

| | | |Macromedia Shockwave Player 11.5.6r606 |

| | | |Microsoft Silver light 3.0.50106.0 |

| | | |Microsoft .Net Framework 1.1 |

| | | |Microsoft .Net Framework 2.0 SP2 |

| | | |Microsoft .Net Framework 3.0 SP2 |

| | | |Microsoft .Net Framework 3.5 SP1 |

| | | |Microsoft Access Snapshot Viewer |

| | | |Microsoft MSXML Parser 6.0 |

| | | |Microsoft Office 2003 Professional SP3 |

| | | |MS Access |

| | | |MS Excel |

| | | |MS InfoPath |

| | | |MS Outlook |

| | | |MS PowerPoint |

| | | |MS Publisher |

| | | |MS Word |

| | | |Microsoft Office XP Web Components |

| | | |Microsoft Office Picture Manager |

| | | |Microsoft Office Compatibility Pack for 2007 |

| | | |Microsoft PowerPoint Viewer 2007 |

| | | |Microsoft Visio Viewer 2007 |

| | | |Microsoft Windows XP Professional SP3 |

| | | |Microsoft SCCM Advanced Client 4.00.6621 |

| | | |Microsoft Windows Media Player 11 |

| | | |MyInfo |

| | | |Peregrine PDI 8.0.1 |

| | | |Sharp Reader 0.9.7.0 |

| | | |State ScreenSaver |

| | | |SunMicrosystems Java Runtime 1.6.0.20 |

| | | |Symantec Endpoint Security |

| | | |TechSmith SnagIt 8.2.0 |

| | | |DCDS 5.01.02 w/ a version of Oracle |

| | | |Roxio Creator 2.4 |

| | | |CyberLink Power DVD |

| | | |To zip/unzip files – use "Windows Compressed (zipped) folder" |

| | | |WinZip 10, which is licensed - If there’s a need for something more robust |

| | | |Configuration Manager (4.00.6221.1000) |

| | | | |

| | | |For all Laptops/Tablets: |

| | | |SOM VPN Client, version 4.6.04.0043 |

| | | |RSA SecurID Software Token, version 3.0.7 [039] |

| | | |NetSelect, version v3.0 |

| | | |SafeBoot, version 5.1.8 |

| | | | |

| | | |UIA Applications Agency Layer: |

| | | |• AWDS – Filenet Workplace Tax 2.0 Weblink |

| | | |• AWDS – Filenet Workplace Benefits Weblink |

| | | |• CEDA Production |

| | | |• CEDA Training |

| | | |• Computer Browser Disabled |

| | | |• Filenet IDM Viewer |

| | | |• HOD V8 for SOM |

| | | |• Internet Explorer Fit to Print |

| | | |• Oracle 10g |

| | | |• Tax Reports Shortcut |

| | | |• WinZip 10 |

| | | | |

| | | |Workstation standard hardware configuration: |

| | | |Dell D-27 Business Tower or Compaq 6000 tower |

| | | |Core 2 Duo E8400 |

| | | |Dual 19” Monitors |

| | | |USB Mouse & Keyboard |

| | | |4GB PC-3 (2 modules) |

| | | |DVD-RW |

| | | |Win 7 downgraded to WinXP Pro |

| | | |160 GB Hard Drive |

| | | |4 yr warranty |

| | | | |

| | | |If the Bidder requires a more “powerful” workstation and/or additional developer |

| | | |software, the Bidder needs to include that information in Appendix I – Cost Tables. |

|40. | |How many of UIA’s internal users will be involved in issuing adjudication determinations |There are approximately six-hundred (600) end-users involved in issuing adjudication |

| | |and appeals decisions? |determinations and appeals decisions. |

|41. |Appendix B - Functional |Appendix B - Functional Requirement F.44 states that “The system must provide on-line |Currently, the State has ‘Fact Sheets’ available on the UI website(s) in Spanish and |

| |Requirement F.44 |services to claimants in English and in Spanish (and have the capability to add more |Arabic. The State also has ‘Bi-Weekly Certifications’ available on-line (through |

| | |languages in the future).” |Marvin On-Line) in Spanish. These are the only multi-lingual requirements. |

| | | | |

| | |Does this multilingual requirement also apply to correspondence generated by the system? | |

|42. |Appendix B – Functional |Referring to Correspondence Requirement 14 in Appendix B, please clarify what is meant by |In response to Requirement #14 in Appendix B, the requirement is for staff, when |

| |Requirements - |the system attaching an existing correspondence to new correspondence. |generating new correspondence, to find and attach a previously generated |

| |Correspondence Requirement | |correspondence to the new correspondence.  (i.e. if I sent out a letter today that |

| |14 in Appendix B |Does UIA require this functionality to group related correspondences that are going to the|reference a letter/form/etc. that I sent a month ago, I want the ability to find and |

| | |same address for mailing purposes? |include this correspondence from a month ago with this new letter). |

| | | | |

| | | |The second question is not relevant to this requirement. |

|43. |Appendix B – Functional |Referring to Correspondence Requirement 26 in Appendix B, does UIA require the ability to |The requirement does not require the system to provide the ability to send copies of |

| |Requirements - |send copies of correspondence to additional parties only for specific areas of |any correspondence generated within the system to additional parties.  However, the |

| |Correspondence Requirement |functionality such as Appeals that inherently involve multiple parties, or is there a |ability to send copies of correspondence to additional parties extends beyond |

| |26 in Appendix B |requirement for staff to be able to send any correspondence generated within the system to|Adjudication (Non-monetary) and Appeals functions. |

| | |additional parties? | |

|44. |Appendix B – Functional |Referring to Correspondence Requirement 30 in Appendix B, please specify the print output | |

| |Requirements - |formats that are required by UIA’s central print facility. |Since the printers and software used to print forms at UIA’s central print facility |

| |Correspondence Requirement | |are out of scope (RFP Section 1.102), the proposed solution to the requirement must |

| |30 in Appendix B |For example, will the requirement be for print output to be in AFP format? |work with the IPM, IPPD and/or Advanced Function Printing (AFP) software. |

|45. |Appendix B – Functional |Referring to Correspondence Requirements 32 and 33 in Appendix B, please clarify whether |The purpose of the bar code/alignment marks is to allow the form to imaged and |

| |Requirements - |“alignment marks, with indexes” refers to placing OMR marks in outbound correspondences to|indexed as outgoing correspondence, and if the form is one where the |

| |Correspondence Requirement |be read by the inserter machine for envelope stuffing and inclusion of static attachments?|claimant/employer completes and returns, to be scanned/imaged when it is completed |

| |32 & 33 in Appendix B | |and sent back to the State. |

|46. | |In its response to a question in Set One, the State clarified the following: |The Contractor will be responsible for the maintenance and support of any/all interim|

| | | |implementations (defined as addressing solution defects), until such time as the |

| | |“The twelve (12) month Warranty starts when the last phase of the entire solution is |final implementation is placed into productions. At that time, the entire solution |

| | |implemented into the Production environment.” |(i.e. all implementations) will be subject to the 12 month Warranty period. |

| | | | |

| | |Also: |The Contractor has full responsibility for the entire integrated solution through the|

| | | |successful end of Warranty of the entire solution. This answer addresses all bullets|

| | |“The Vendor will be responsible for all maintenance and support of newly released |in the question. |

| | |solutions in the production environment. Once the final release for the complete solution | |

| | |has been installed in production, then the Vendor is responsible for providing 12 months |The State’s involvement during the maintenance & support prior to Final Acceptance of|

| | |of Warranty.” |the Contractor’s solution is one of knowledge transfer and training. While the State|

| | | |may perform “work” on the solution prior to Final acceptance, they will be doing so |

| | |It appears that bidders should assume warranty coverage (defined as addressing solution |under the direction of the Bidder’s staff. |

| | |defect) is desired even for interim implementations, to be continued until 12 months | |

| | |following implementation of the last release of in-scope functionality. |The term “Final Acceptance” is defined in the RFP. |

| | |Can the State clarify its expectations, however, for vendor versus State involvement in | |

| | |“maintenance and support” during operations? | |

| | |What is the State’s expectation for vendor involvement in: | |

| | |Nightly and regular batch operations and monitoring? | |

| | |Application of patches to third party software components and hardware firmware? | |

| | |Major upgrades of third party software components or hardware? | |

| | |Ongoing database administration (tuning, monitoring, etc) | |

| | |Performing system backups | |

| | |Troubleshooting incident reports from the production environment | |

| | |Application maintenance (design, development, and testing of any non-defect related | |

| | |changes that are required to the system) | |

|47. | |Please clarify what "restitution week's penalties" in the below requirement means: |Restitution week’s penalties are those weeks used in calculating penalties (damages) |

| | | |assessed as a result of an act of intentional misrepresentation, false statement, or |

| | |“The system must allow staff to select the restitution week’s penalties on a claimant |concealment of material information. |

| | |overpayment to be included within the collection case.” | |

| | | | |

| | |The requirement is in benefit payments area. | |

|48. |Appendix B – Correspondence |Appendix B – Correspondence #40 – Should the proposed new UIA-IS system have capabilities |Yes, the State wants the system to be able to read content off incoming |

| |#40 |to read the content off the incoming correspondence using OCR/OMR technologies? |correspondence using OCR/OMR technologies. It will be fixed forms/correspondence |

| | | |(specific templates). |

| | |If yes, will it be fixed forms (specific templates) or free forms (any documents)? | |

| | | |Yes, iCapture has OCR capabilities. |

| | |Also, does the existing iCapture product have OCR/OCR capabilities? | |

| | | | |

| | |Or will the scope of this requirement only be to read the barcode values off the incoming | |

| | |correspondence? | |

|49. |Appendix B – Functional |Requirement 19 – Benefits Functions and Claimant Staff Functions 8 state: The system must |The external software utilized for this requirement is O*NET-SOC AutoCoder from RM |

| |Requirements - Requirement |be able to electronically interface with external software (during the unemployment claims|Wilson Consulting. |

| |19 – Benefits Functions and |filing process) to obtain an occupational code to the claimant based on the type of work | |

| |Claimant Staff Functions 8 |previously performed. | |

| | | | |

| | |Please define the external software preferred or already established necessary to meet | |

| | |this requirement. | |

|50. |Appendix B – Functional |Requirement 21 – Benefits Paid Charging states: The system must be able to automatically |Benefit charges are incurred by Michigan employers when Michigan wages are used to |

| |Requirements - Requirement |charge and/or credit a Michigan employer account when benefits are paid to a claimant by |establish (and pay) unemployment benefits by another state. |

| |21 – Benefits Paid Charging |another state using wages earned with the Michigan employer. | |

| | | | |

| | |In order to accurately address this specific need, could the agency please define this | |

| | |requirement further and provide a scenario example. | |

|51. |Appendix B – Functional |Claimant Staff Maintenance #66 states: The system must be able to score the likelihood |Yes, the State has a defined formula. |

| |Requirements - Claimant |that each new claim will result in utilization of the full entitlement. Note - this result| |

| |Staff Maintenance #66 |will be used in selecting claimants to undergo reemployment services (a.k.a. profiling). | |

| | | | |

| | |Does Michigan have an established formula for calculating re-employment need; or, is the | |

| | |new solution expected to implement one? | |

|52. |Appendix B – Functional |Claimant Staff Maintenance #70 states: The system must allow staff to update reemployment |This reference is to manual updates by staff.  |

| |Requirements - Claimant |information within the claimant profile. | |

| |Staff Maintenance #70 | |The updates would be made real-time. |

| | |Please define specific examples and the timing of this update (i.e., nightly, real-time, | |

| | |weekly). | |

|53. | |Please define Michigan’s vision for processing employer registrations. The following |Employer registration functionality (for both UIA and Treasury taxes) currently |

| | |requirements seem to allude to an ‘outside’ employer registration that feeds multiple |exists in UIA. |

| | |systems. | |

| | |Is it the goal that the new UI system provide the functionality to collect employer |The ability to electronically transmit the registration information to Treasury |

| | |registration information for all Michigan Taxes, validate with external agencies, and feed|already exists in the current system. |

| | |the finalized registration to other disparate agencies? | |

| | | |The ability to register for other Michigan taxes is not included in the current |

| | |Or does this functionality exist elsewhere (Treasury?), and the new UI system must accept |functionality. |

| | |registrations from it? Please clarify. | |

| | |1 |The existing functionality must be retained in the new system. |

| | |The system must provide employers the ability to electronically register for Michigan | |

| | |Taxes (Treasury and Unemployment Insurance) through a single online business registration | |

| | |application. | |

| | | | |

| | |6 | |

| | |The system must be able to electronically transmit the online business registration to the| |

| | |appropriate state agency (Treasury or Unemployment Insurance). | |

| | | | |

| | |7 | |

| | |The system must allow staff to register a new business with the Unemployment Insurance | |

| | |Agency (UIA). | |

| | | | |

|54. |Appendix B – Functional |Please clarify Requirement 13 – Quarterly Reporting: The system must be able to |The financial institution vendor is the vendor who handles the lockbox.  Quarterly |

| |Requirements - Requirement |electronically interface with the financial institution vendor to accept a file of |Reports as well as payments can be mailed to this vendor. |

| |13 – Quarterly Reporting |Quarterly Wage/Tax Reports or the Quarterly Wage/Payroll Reports. | |

|55. | |Please define how Common Paymasters and Leasing Agents are currently managed in Michigan. |Common Paymasters and Leasing Agents are considered Third Party Administrators (TPA) |

| | | |by the State. Requirements for TPAs are including Appendix B. |

| | |What is the vision for the future? | |

|56. | |Is it the agency’s goal to have a completely separate Field Audit program housed wholly on|The agency’s goal is to have the Field Audit application housed within the UIA system|

| | |laptops and synced to the central system; or, is the agency open to an online Field Audit |with the ability to down (and upload) all or parts of the applications on a field |

| | |program that is accessed remotely from the field? |auditor laptop. Reference Appendix B – Functional Requirements. |

|57. | |What level of electronic court interfaces (county/state), if any, are expected when |There is currently no electronic court interface. The State does not have any |

| | |implementing the Appeals components of the new system? |predetermined expectations. |

|58. |Appendix B – Functional |Requirement #2 – QA/SUTA Dumping states: The system must interface with SUTA Dumping |The SUTA Dumping Detection Software (SDDS) – supplied by the Federal government - is |

| |Requirements - Requirement |Detection Software (SDDS) to identify employers who meet the criteria for potential SUTA |the software currently in place. |

| |#2 – QA/SUTA Dumping |dumping. | |

| | | | |

| | |Please clarify the preferred or in-place SUTA dumping software expected in this | |

| | |requirement. | |

|59. |Appendix B – Functional |Requirement #4 - Liens states: The system must be able to electronically interface with |This interface needs to be adaptable on an individual county basis. The interface |

| |Requirements - Requirement |the appropriate County and Michigan Secretary of State to file a lien against an |needs to be configurable. |

| |#4 - Liens |employer/claimant. | |

| | | | |

| | |Please expand upon this interface requirement. Does each county have specific systems that| |

| | |will require design, development, and testing; or, is there a standard interface to all | |

| | |Michigan Counties? | |

|60. |Appendix B - Trust Fund |Trust Fund Requirement #14 on page 91, Appendix B- UIA IS – Functional Requirements |TFAS #14 refers to the ability to upload to UIA-IS the transaction files currently |

| |Requirement #14 on page 91, |(Final).doc states “The system must be able to electronically interface with various |available for download from within the ASAP system in csv or excel format. |

| | |systems (Federal Reserve (ASAP-Automated Standard Application for Payments) and the | |

| | |Treasury (PMS-Payments Management System)) to receive and request grant monies, transfer | |

| | |monies to other states and receive and transfer monies with the Federal Government.” | |

| | | | |

| | |Please confirm that an electronic interface for the ASAP is allowed. Please provide | |

| | |interface specification documents if available. | |

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