Request for Proposal ESU-24-17

Course Planning & Scheduling

Questions and Answers Page

All information and updates on this solicitation are contained in the New York State Contract Reporter advertisement found at: The NYSCR

Questions pertaining to the content of an Invitation for Bid must be made in writing via email to the designated parties on the New York State Contract Reporter.

It is recommended that vendors monitor the advertisement in the New York State Contract Reporter for updates and more information.

Questions/Requests for clarification due: 9/12/2024

Response to questions/requests for clarifications issued: 9/17/2024

Q: The implementation date is targeted for May 2025. Is this flexible?

A: The decision has been made to move the implementation date target to November 5, 2025. This date will allow ample time to implement the solution correctly.

Q: If selected for the demonstration stage of this request, can you provide details of the preferred format?

A: We will not be holding demonstrations.

Q: If requesting confidential information/proprietary information separately, will you accept a redacted version instead of listing proprietary information separately?

A: If the redacted information does not provide sufficient information for us to provide a appropriate score, we will score accordingly.

As a public higher educational institution, we are subject to FOIL. It will be the FOIL office's responsibility to determine what information is released and not released.

Q: Do you use a 3rd party vendor for payment processing? If so, do we need to incorporate the additional cost in the price proposal?

A: Not applicable. There is no payment involved with this process.

Q: Under 7.2 Data Security Requirements it states the “contractor shall, upon request…complete and submit the HECVAT”, we would like further clarification on the following:

*Will you accept Ad Astra’s HECVAT in place of responding to IT/security-related questions/documentation?

A: Please submit your HECVAT as well as respond to the IT/Security-related questions on our technical respond document. If applicable, reference your response to your HECVAT document and page number.

Q: Section 10.8: Subcontracting states that “In response to this section, bidders must complete and submit Attachment 5: Proposed Subcontractor Information Submission Form, for each proposed subcontractor.” Attachment 5 provided with the RFP is the Non-Collusive Bidding Certification, and we’re unable to locate the Proposed Subcontractor Information Submission Form among the documents provided. Please clarify which form should be completed if subcontractors would be used for the proposed services.

A: Attachment 7 has been added as one of the documents on the NYS Contract Reporter site.

Request for Proposal ESU-24-17

Course Planning & Scheduling

Questions and Answers Page

The implementation date is targeted for May 2025. Is this flexible?

If selected for the demonstration stage of this request, can you provide details of the preferred format?

If requesting confidential information/proprietary information separately, will you accept a redacted version instead of listing proprietary information separately?

Do you use a 3rd party vendor for payment processing? If so, do we need to incorporate the additional cost in the price proposal?

Under 7.2 Data Security Requirements it states the “contractor shall, upon request…complete and submit the HECVAT”, we would like further clarification on the following: *Will you accept Ad Astra’s HECVAT in place of responding to IT/security-related questions/documentation?