[DATE]



November 29, 2018

TO: All Respondents of Record

FROM: Sarah Normandie

Contracting Department, Office of Legislative Management

RE: Responses to Questions and Clarifications

ITS Asset Inventory and Scanning /JCLM18REG0055

The following Request for Quote (RFQ) questions, answers and clarifications are provided to those who have received the Connecticut General Assembly’s RFQ for the above referenced Request for Quote.

Thank you for your continued interest in the Connecticut General Assembly procurements.

JOINT COMMITTEE ON LEGISLATIVE MANAGEMENT

QUESTIONS AND ANSWERS

1. Please note that the deadline for receipt of all responses is December 10, 2018, 12:00 p.m. (noon). All responses shall be sent to CGAContracting@cga. on or before this deadline. The CGA reserves the right to reject any proposal responses received after the above referenced date.

2. Is there a listing of what is to be submitted with the responses?

Part C of the Request For Quotes includes a list of required elements that shall be included in all responses. Any response not including these elements is subject to disqualification.

3. Are out of State companies required to fill out the CHRO form?

Yes.

4. I have completed all of the forms. Should I send them separate or with the Quote?

Please send all forms with your quote.

5. Can we submit quotes via email?

Yes. All quotes must be submitted via email to CGAContracting@cga., as indicated on the first page of the RFQ.

6. Are you using ITS to represent Information Technology assets such as PC's, Laptops, Monitors, etc.? Yes. If so, what is the smallest surface available to mount a tag? 1 inch by ½ inch. Note that not all IT assets will have a bar code tag, such as software licenses that will still be tracked in the system.

7. When you refer to scanning are you referring to barcode or RFID scanning, or are you referring to Document scanning to digitize written matter?

Barcode

8. I wanted to check that a cloud-hosted solution is acceptable to you? Specifically, our cloud system is hosted at Microsoft Azure, an international leader in the field.

Both on-premise and cloud-based solutions will be considered.

9. Can companies from Outside USA apply for this?  (India or Canada)

Yes.

10. Do we need to come to the Legislative Office Building for meetings?

No.

11. Can we perform the tasks (related to RFQ) outside USA?  (from India or Canada)

No.

12. Our company has confidential information included in our quote. Do we need a nondisclosure agreement in addition to our quote?

You may send a Confidential Statement which specifies which aspects of your quote contain confidential information. Please See Section C, Provision 6 of the RFQ for more detail.

13. How do we receive a DAS Certification Number as required in the CHRO form?

You do not need a DAS Certification Number.

14. On page 4 of the CHRO form (Part 4) it asks about the ethnicities of the employees in our organization but does not have an option for “Middle Eastern, “which most of our employees are. Can you advise how to approach this?

We apologize that there is no classification. You may indicate this information by writing it in on the form.

15. Does the CGA require the system hosted on premises or a cloud based system (SaaS)?

See Question 8.

16. If it is a cloud based system, is there a specific number of users defined?

A maximum of ~25 users may use the system at one point or another. However, only ~5 or so would use it concurrently. Two or three users would be considered ‘administrators’ of the system.

17. Does the CGA have a preference between the use of barcodes or RFID Tags?

Barcodes

18. Can the CGA provide us with the general asset categories (ex: computers, wooden desks, mobile phones, chairs, etc) to offer the best practice for asset tagging?

It is strictly IT equipment that would be tracked – desktops, laptops, network gear, software, printers, monitors.

19. Will the scanning system be required to integrate with any third party system?

No

20. Does the CGA want to include handheld devices for mobile tagging and inventory tracking? No

21. Part A Scope of Work- A.3 Specifications letter (i) Multiple users must be able to access the back-end database concurrently and installation must be provided.” Can we have the exact number of users to provide for or if not a range?  See question 16. Also with the installation of the product would this also include “Knowledge Transfer” to Technical people or end users?

Some level of product training could be helpful and should be included as a separate line item as part of your response.

22. Is CT looking for a system that includes a mobile app that can be used on iOS and Android devices?

The ability to add and/or change asset records from an iOS and Android device is preferred.

23. Does CT require a mobile app that can operate in an offline mode; the mobile app is fully functional when no Wi-Fi or data connectivity exists?

It is not a requirement but can be an added benefit.

24. CT requests that the system be “web-based” and “installation must be provided”, will CT consider both vendor hosted (cloud) and/or on premise options?

See Question 8.

25. CT requests the ability for “Multiple users must be able to access the back-end database concurrently”… please describe what outcome CT is looking for; is the intention to enable users to be able to query/report on any data that exists in the system?

See Question 16. As an example, two people could be reviewing assets in the field, and another could be querying the database (or running a report) for a product count concurrently.

26. CT states “Respondent must explain the scanning process”, what capabilities is the State looking for in a mobile app on smartphone:

a. Scan barcodes to view/modify data Yes

b. Scan barcodes to transfer assets to people and/or locations Yes

c. Scan barcodes to complete inventory audits Yes

d. Scan barcodes to temporarily check assets out to user and collect signature for receipt No

27. What system is CT currently using to manage the 10,000 asset records?

Current system was internally developed – back-end database, front end application.

28. What is the approximate value of the asset inventory that will be tracked in the system?

A wide range – see Question 18.

29. What types of assets will be tracked in the asset inventory system?

See Question 18.

30. Which asset management software systems has the CT General Assembly viewed demos of prior to the release of the RFP?

The CT General Assembly has looked at a variety of options by reviewing several trial versions including but not limited to BMC Track It, GigaTrak, GoCodes, and Asset Panda.

31. How many Host/desktop licenses are needed for users to manage the overall inventory and generate reports, etc.?  (Our Host/desktop license can be shared between users but the last person to log-in will assume the desktop session.  Only one active user per license.)

See Question 16.

32. We have an Android and IOS application that can be downloaded to work with the Host application.  Each cellular device is registered in the application and licensed separately.  How many MOBILE user licenses would be necessary on a daily basis?  (Note that a mobile license can be moved to a new device after deactivating the old device.)

Four.

33. Does the CGA want the bidder to provide barcode labels in our quote?  No. If so, how many labels would you need initially and do you want them with your name on the label?  (Note that labels are available in a poly or aluminum and are much cheaper in larger quantities for a CUSTOM order.  Plan on a quantity of 1000 or more if possible for custom orders.  3000 labels or more provides the best cost savings.  Standard branded labels are available off-the-shelf at a set price.)

34. Is there an interest in using industrial Android mobile computers?  If so, how many should be quoted?  (Note that an industrial mobile computer typically offers a 4 to 8 foot drop rating and protection from moisture/water incursion.  Models and pricing vary significantly.)

No.

35. Do you anticipate checking items “over the counter” from the desktop application?  If so, how many USB corded barcode scanners would be needed?  (hooked via USB to a desktop PC.)

No.

36. How many individual users will use the system? How many concurrent users? Are you anticipating expansion of administrators, users, etc.?

See Question 16.

37. Our application provides support for concurrent access to the database. No installation is required, as our solution is web based. Is there something specific you are requesting, above and beyond this functionality? If so, please define/clarify  “access the back-end database” and “Installation must be provided.”

No

38. What are the 10,000 assets that need to be managed? Are the assets IT hardware, such as laptops, computers, monitors, hard drives, cables, etc.? Or are the assets digitized documents, etc.? OR both, etc.? Please describe the range of assets.

See Question 18.

39. What is the current software system CGA uses to track and inventory assets? Are you automated or are you using a manual/ Excel/Access file system? 

See Question 27.

40. What is the ERP system (State) that the new software will have to integrate with?

None

41. What are the other systems (i.e., financial, expensing, etc.) that the new system will need to interface with?

None

42. What are the “existing smart devices” you are using/referring to?

In-house iOS and Android devices.

43. Or, if the new system requires, how many handheld barcode or RFID scanners would CGA JCLM need?

None

44. Are you expecting data input services?

No

45. Is the State looking for a truly browser application requiring no software to be installed on any user’s PC other than a browser, or only one where some but not all functions use a browser?”

All solutions will be considered

46. Does the State seek an on-premise solution? 

See Question 8

47. Or does it see a cloud hosted solution? 

See Question 8

48. Can the State provide a list of the smart devices that it is currently using?

Currently, none.

49. How is the State currently keeping track of their assets? 

See Question 27

50. Does the State currently have electronic lists of their assets?

Yes

51. Are these assets currently barcoded?

Some, not all

52. Please clarify that the vendor will not be responsible for the labor needed to populate the database other than to provide either the software in a smart device or import electronic records.

This is correct.

53. What existing smart devices are currently being used for scanning? None. Please provide a list of specific applications that require integrations. None.

54. Will an organization be considered if only partial requirements are met?

All quotes received by the deadline will be considered.

55. Will an organization be considered if integration, with a third party solution, is used to fulfill all requirements?

No.  

56. What is the preferred method to clearly specify which information, contained in the Proposal response, is to be proprietary or confidential in nature and not, therefore, subject to release to third parties?

Please submit a statement specifically detailing which information is confidential.

57. If an organization doesn’t have five years of existence, will an organization’s customer portfolio (customer size/ project scope) and customer success testaments/ references suffice?

Please submit the customer portfolio and customer testament/references. It will be up to the evaluation committee to determine if this is sufficient.

58. How should our organization “acknowledge” the terms and conditions prior to submitting the proposal on December 10, 2018 that will allow revisions at a later date? Does our organization need to agree to the Terms and Conditions included in Attachment B prior to submitting the proposal on December 10, 2018?  If so, where should we submit the addendum to the T&Cs?

Please initial each page of the Terms and Conditions to show acknowledgment and acceptance. Please submit with your quote. If you do not agree to the Terms and Conditions, please provide red lined revisions to the Terms and Conditions in the proposal.

59. Will they require any physical hardware? (Such as bar code scanners, printers etc..) 

No

60. Do they require an onsite training class or just a knowledge transfer? 

Knowledge Transfer is acceptable.

61. Can an MNDA or NDA be fully executed before December 10, 2018, or is there a method to classify/redact sensitive information shared in the RFP proposal?

No an MNDA or NDA will not be fully executed before December 10, 2018 because the quotes are due December 10, 2018. If any information shared is confidential, please provide a confidentiality statement specifically detailing which items are confidential.

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