RFP #DS-06A - Longitudinal Data System Training Institute and Technical Assistance Center
- Question: Several of the 17 Regional Data Centers listed on page 7 of the RFP actually process their SIRS information through another Regional Data Center. For example, Syracuse CSD processes its data through Suffolk RIC, and EduTech processes its data through WNYRIC. How will the Center work with these entities?
Will the Center work directly with the Regional Data Centers (e.g. Syracuse and EduTech in the example above) who contract with other centers to process their data? Or is the expectation that the Center will only work with the Regional Data Centers that actually load the SIRS data to the data warehouse (e.g. Suffolk RIC and WNYRIC in the example above)?
Answer: The Center will work with the seventeen entities as listed on page 7 of the RFP.
- Question: The "Responsibilities of the Center" section of the RFP indicates that, "the Center is required to be staffed to handle incoming calls and electronic requests from the Regional Data Centers. Is the expectation that the Center will ONLY field calls and inquiries from the 17 Regional Data Centers as listed on page 7, or is it expected that District Data Coordinators in the SIRS Reporting Entities will also be contacting the Center for guidance and/or to make requests?
Answer: It is the expectation that the Center will be only fielding calls and inquiries from the 17 Regional Data Centers as listed on page 7. It is also the expectation that the Center will train the employees of the Regional Data Centers in order that they will in turn be able to respond to questions from the District Data Coordinators.
- Question: May the materials developed, including the web site, be branded with the SED logo or is the expectation that, while SED will retain ownership, the TAC will establish a separate identity and/or logo?
Answer: It is expected that the TAC will not establish a separate identity and/or logo. The Center’s website should include the SED logo.
- Question: Will the staff of the TAC, particularly the project manager, receive any advanced notification of new requirements, processes, and policies surrounding the topics for which they are responsible prior to presentation at statewide meetings? If so, how will this occur?
Answer: It is NYSED’s intent, when possible, to provide advanced notification of new requirements, processes and policies surrounding the topics for which the Center has training responsibility prior to presentation at statewide meetings. The process by which this occurs will be determined via discussions between the Center’s project manager and SED staff.
- Question: In the FAQs for the previous version of this RFP, it was indicated the 'website, including source code and all web admin interfaces, will be the property of NYSED'. Will the state consider limiting the use and transfer of the provided source code to the NYSED Longitudinal Data System Training Institute and Technical Assistance Center?
Answer: Depending upon the specific circumstances, the NYSED might consider limiting the use and transfer of the provided source code to the NYSED Longitudinal Data System (LDS) Training Institute and Technical Assistance Center (TAC) There shall be no limitations, however, until such time that NYSED may decide, at its sole discretion, to adopt such limitations.
- Question: Would the state be willing to reconsider the requirement to own source code if a vendor is proposing a commercially licensed virtual training platform for the Longitudinal Data System Training Institute and Technical Assistance Center?
Answer: The website, including source code and all web admin interfaces, will remain the property of NYSED. Proposals that include proprietary supplements to this core functionality, are permitted. Examples of proprietary supplements include, but are not limited to, video content hosting, web services for internet-based meetings, etc. The contractor will arrange for the license to the proprietary supplements to be transferred to NYSED at the conclusion to the contract.
- Question: Is the Department open to a Virtual Training Center that is hosted in a vendor's secure data center?
Answer: Yes, NYSED is open to considering the use of a Virtual Training Center that is hosted in a vendor’s secure data center, as long as that Training Center can be transferred to NYSED at the conclusion of the contract for no additional expense.
- Question: How many online users are expected to access the Longitudinal Data System Training Institute and Technical Assistance Center, annually?
Answer: NYSED does not have any data regarding the number of online users expected to access the LDS Training Institute and Technical Assistance Center.
- Question: If the State intends to host the Virtual Training Center within the NYSED data center, should the vendor assume all hardware, operating system software, and database software will be provided by the NYSED?
Answer: No, the vendor is responsible for budgeting for supplies, equipment, and materials necessary to operate the Center.
- Question: Are there any Departmental IT requirements or standards that a vendor will need to adhere to in developing, delivering, hosting/installing, and maintaining a Virtual Training Center?
Answer: The State Education Department's current standards are Oracle database enterprise edition, Oracle J-Developer, Oracle Application Server (WebLogic), Oracle Designer and Oracle Portal. CollabNet Subversion is used for software version control.
- Question: With regard to the indirect costs, could you please clarify what costs are included/excluded.
Answer: BOCES, non-profits, and Institutions of Higher Education are assigned indirect cost rates by NYSED on an annual basis. If you are one of these entities and need this information, send a request for your rate to the RFP mailbox. Proprietary bidders have no set rate. All bidders should be mindful that this is a competitive procurement where thirty percent of the score is based on the cost proposal.
Indirect costs are costs of activities that benefit more than one project or objective and, therefore, cannot be readily assigned to only one specific project or objective. They are generally classified under functional categories such as general maintenance and operation expenses, general office and administration expenses, general overhead expenses, and other allowable general expenses.
- Question: Are there any budget parameters such as a "not to exceed" budget?
Answer: This is a competitive procurement and NYSED will not disclose a “not to exceed” budget amount. Bidders should be mindful that the amount of the bid proposal makes up thirty percent of the score. The estimated staffing level set forth in the RFP should provide useful information on this subject.