Get documents about "Business Requirement Document Sample - Excel
W
Description
Business Requirement Document Sample document sample
Document Sample
SOMS RFP Bidders Questions and Reponses
# RFP Reference Question Response
or Pre-
Qualification
Reference
16 RFP Does the State request single sign-on between SAP and the SOMS applications? While CDCR's priority is the schedule, CDCR desires to be
compliant with the OCIO's vision of Enterprise Architecture (see
Bidder's Library).
17 RFP In terms of data storage, it is clear that the servers will be hosted at DTS. CDCR's expectation is that DTS will provide the disaster recovery
What is CDCR's expectation of disaster recovery planning and data staging? site, and the bidder will provide the planning for the disaster
recovery necessary for their solution.
18 RFP Since this is a critical system, will CDCR do independent customer visits CDCR is not planning on independent customer visits at this time.
where proposed systems are actually deployed to get a real sense of
applicability and customer satisfaction with vendor support?
19 RFP The FSR states that CDCR will need to get contractor to "backfill" personnel No
that are redirected to SOMS. Is it CDCR's expectation that the selected
vendor will provide the personnel to fill the redirected positions?
20 RFP In the bidders conference, the CITIP project was referenced. Will CITIP No, the Consolidated IT Infrastructure Program (CITIP) is CDCR's
provide CDCR new capabilities to accurately identify the offender/inmate statewide infrastructure upgrade project.
being processed?
21 RFP How comfortable is CDCR that the connections from the remote locations CDCR believes that the connections can handle a centralized
(institutions/parole offices) to DTS are robust enough to handle a centralized server solution.
server solution?
22 RFP The SOMS RFP Questions and Answers (Set 2) posted on July 18 appear to This problem has been addressed (see URL).
be the same document as the first posted on Jul 15. Should there be a
second set available?
23 RFP The SOMS Bidder's library lists at least three documents that are available There is actually only one document that is available by
by appointment only. What is the process for making appointments? Are appointment only.
there certain day, dates, or times that appointments are available so we can
bring the appropriate people in to see those documents? The process is to notify the Procurement Coordinator, Deborah
Fraga-Decker, of interest in scheduling a date/time to visit the
Bidder's Library.
24 RFP Will the State allow development and testing of SOMS to be hosted at the CDCR's order of preference for the development environment
vendors site prior to production (up to year 2012)? hosting is:
1) CDCR white floor
2) DTS
3) Contractor site
However, CDCR is open to discussion based on the strength of
the bidder's proposed solution.
Testing environment must reside at DTS.
Page 1 of 11 Updated: 11/30/2010
SOMS RFP Bidders Questions and Reponses
# RFP Reference Question Response
or Pre-
Qualification
Reference
25 RFP What are the State’s plans for providing WAN redundancy? See Question #20 for information about CITIP.
The CITIP project plans to leverage the Receiver's WAN to
provide redundancy for the CDCR WAN.
26 RFP Reference M-3, "CDCR acknowledges that some portions of the PMP may These will be included by addenda.
require a standalone plan. CDCR's expectations for the PMP and
supporting plans and templates are located in the Bidder's Library."
Question: We could not locate PMP and supporting plans and templates in
the Bidder's Library. Request they be provided.
27 RFP Requirement Number T-7 states “The proposed solution must comply with Pending response
CDCR’s standard of Oracle databases for solutions of this size.” The CDCR
technology standard for database is both SQL Server and Oracle database.
Please advise whether T-7 as currently stated requiring only Oracle
database overrides statement of CDCR standard.
28 RFP Is it required to have SSL encryption on the wire for the imaging solution It is unclear which requirement this question references, and
being proposed? therefore, CDCR is unable to respond.
29 RFP 1, Table I- Can you verify in the SOMS Key Action Dates for Phase I, II, and III? Dates provided in the RFP (other than Key Action Dates) are
1: SOMS Key These dates appear to conflict with other dates in the RFP around the current estimates. The phases in the FSR were for planning
Action Dates duration of each phase. purposes only and are not mandatory for the solution. CDCR is
looking to the bidders to assist in determining the phasing and
schedule through the solutions based procurement process.
30 RFP 11 Will this section be made available prior to the Pre-Qualification due date? No. It will be issued as part of an addenda.
Page 2 of 11 Updated: 11/30/2010
SOMS RFP Bidders Questions and Reponses
# RFP Reference Question Response
or Pre-
Qualification
Reference
31 RFP 3.D.1 Do all the disparate applications mentioned in Adult institutions get a data At the current time, the following applications receive data from
feed from the CODB? CODB:
1) Pharmacy
2) RACS
3) Healthcare Document Management System (HCDMS)
4) Healthcare Contract Management Database
5) DEC
6) LSTS
7) Office of Correctional Education
8) LiveScan project
9) COMPSTAT unit
10) Inmate Locator (Intranet)
11) Inmate Appeals
12) Gang Tracking
32 RFP 3.D.1 Are there electronic interfaces in place between Adult, Parole, and Juvenile OBIS sends offender data to CalParole.
systems for data transfer and maintain common offender data?
Will the State provide details of the data elements that are being transferred OBITS sends offender data to YODA.
between the systems?
There is currently no electronic interface between Adult Institution
systems and DJJ systems or between Adult Parole systems and
DJJ systems.
CDCR is gathering details of the data elements that are being
transferred between the systems and will include those in the
Bidder's Library through an addenda.
33 RFP 3.D.1 Is CalParole the system of record for all parole applications? CalParole is the system of record for all parole operations
functionality currently in SOMS scope.
34 RFP 3.D.1 Please identify the system of record/master data for the Juvenile OBITS and WIN are the system of record for DJJ facilities
application? (YODA, OBITS, etc) (institutions); YODA is the system of record for DJJ parole.
35 RFP 3.D.1, Please define the data elements of the COTASK interface? Pending response
page 44
36 RFP 3.D.1.d, List current interfaces and extracts. In order to size the environment, please Pending response
pages 46 - 48 provide daily volumes and information about peak times on a daily, weekly
and monthly basis. Please also provide get information about the size of the
data being passed, record lengths and file sizes.
37 RFP 3.D.2, Please specify which 6 CDCR adult institutions run CIIMS It is unclear why this information is necessary
page 55
Page 3 of 11 Updated: 11/30/2010
SOMS RFP Bidders Questions and Reponses
# RFP Reference Question Response
or Pre-
Qualification
Reference
38 RFP 4.C.1 In the RFP section IV.C.1 Application Retirements there is a list of 28 Pending response
applications to be retired when SOMS is implemented. In section G –
Existing system Information of the bidder’s reference library there is
database documentation for 7 of the 28 systems to be retired. Will you
please provide database documentation for the remaining applications or
specify that no source data will be converted from the application?
39 RFP 4.C.1, When FIS is retired, the handheld devices are retired as well. Is it CDCR’s 1) There are no current plans to retire the handheld devices.
page 41 intention to continue to use any kind of handheld computing? 2) CDCR desires the option to use handheld devices.
40 RFP 5.C, page In Section V.C of the RFP, you explain that the SOMS procurement has a Pending response
5 three percent DVBE goal. Can you please provide additional details about
how DVBE participation will be scored? Is there a sliding scale which
applies preferences based on the amount of DVBE participation up to 3%?
If so, can you provide the scale? Is the DVBE preference applied to only the
cost portion of the evaluation or to the entire evaluation?
41 RFP 5.D.2, In Section V.D.2 of the RFP, you explain that “A five percent (5%) bid 1) Small business preference is calculated on cost.
page 5 preference is available to a non-small business claiming twenty-five percent 2) There is no cap as this is a point-based evaluation.
(25%) California certified small business subcontractor participation”. 3) See small business regulation URL provided in the RFP.
Section IX – Evaluation states on page 15 that “All pertinent preferences will
be applied to the applicable evaluation criteria before selection is
announced. Small Business Preference will be applied as required by law.”
Can you please provide more details on the small business preference? For
example, is the 5% preference applied only to the pricing section of the
evaluation? Is there a cap on the preference (maximum dollar preference
that can be applied as part of the scoring criteria)?
42 RFP 6.A.2.c Is there a requirement to perform day-forward scanning of documents for 1) There is a requirement for CDCR to perform day-forward
Parole Field Files and Juvenile Institution Master and Field Files? If so, whatscanning of documents.
are the volumes daily that would need to be scanned and stored? 2) For proposal purposes, CDCR is developing an estimate of
daily volumes and will provide this to the bidders.
43 RFP 6.A.2.c The RFP states there is an average of 500 pages per C-File. How many CDCR is currently working on an analysis document that will be
documents, which can be one or more pages, are in a typical C-File? This is made available to the bidders as soon as it is complete.
an important metric for backfile conversion planning.
44 RFP 6.A.2.c Is it a correct assumption that the vendor is responsible for data cleaning of 1) The bidder is responsible for developing the plan for data
existing systems and for data transcription from paper documents during the cleansing and supporting the data cleansing effort, which will be a
scanning process? joint CDCR / contractor responsibility.
2) For the question regarding the transcription from paper
documents, see #43
Page 4 of 11 Updated: 11/30/2010
SOMS RFP Bidders Questions and Reponses
# RFP Reference Question Response
or Pre-
Qualification
Reference
45 RFP 6.A.2.c Can the department provide a list of data fields that they expect will need to See #43
be transcribed from paper files into the system?
46 RFP 6.A.2.c Since end-user access to the C-file's is critical, will CDCR have space/power See #43
in the institution to allow for scanning equipment and associated personnel?
47 RFP 6.A.2.c Who is responsible for scanning new "paper" received by the institution after CDCR
the offenders C-file has been scanned/processed by the vendor?
48 RFP 6.A.2.c Can vendors be allowed to view a sample C-File, Parole Field File, and DJJ Per Deborah Fraga-Decker's email of 7/23, CDCR has arranged
Master and Field File? to make available sample offender files from Adult Institutions,
Adult Parole, and Juvenile Justice.
49 RFP 6.A.2.c Will it be possible to take the paper files needed for backfile conversion off See #43
premises for the purpose of performing conversion activities? Are there time
restrictions for how long these documents can be off premises? If certain
files must remain on premise, can you estimate the page count for those that
must remain on premise vs. those that can be taken off premises?
50 RFP 6.A.2.c Given the amount of paper documents such as the “C-File” that must be See #43
imaged, how much of this will be required to be done on-site vs. securely
taken off-site and processed?
51 RFP 6.A.2.c Does the 198,000,000 pages estimated for conversion include archived C- 1) No
Files? If not, can the vendor assume archived files do not need conversion? 2) Archived files do not need conversion as part of the one-time
If yes, what percentage of the total are archived files? process; however, if an archived file becomes active during the
conversion process, that activated file would need to be converted
3) N/A
52 RFP 6.B.6, F- Please describe the document security requirements for a C-File. Are there See #43
63, 30 restrictions to the entire C-File, and/or to subfolders within the C-File and/or
specific documents within the subfolder?
53 RFP 6.B.6,a, F- Please clarify the “e.g.” by listing all cases where multiple selections and The examples are provided as reference for baseline functionality
14, page 22 modifications may be required. planning only. Specific functionality will be developed in
requirements sessions with the contractor.
Page 5 of 11 Updated: 11/30/2010
SOMS RFP Bidders Questions and Reponses
# RFP Reference Question Response
or Pre-
Qualification
Reference
54 RFP 6.B.6.a, F- Please provide lists of calculated data for Discipline and Programs. Discipline examples include: offender is recommended for referral
19, page 23 of the charges to the DA, but staff determine that is not necessary.
Programs examples include: offender is assigned to a program
based on assessment of needs, but a CDCR staff determines that
the offender cannot attend that program because of gang
involvement or other security issues.
55 RFP 6.B.6.c, F- “The proposed solution may refresh workflow queues automatically” A new task is assigned to a user's work queue; does the user get
46 Please elaborate more on this requirement? an alert and their queue automatically refreshes with the new task
in the correct order, or does the user have to manually refresh
their work queue?
56 RFP 6.B.6.d, F- “The business rules management must allow for changes to mandated If an offender was supposed to receive a classification hearing
56 timeframes, based on a state of emergency in the institutions or the offender within 60 days, but 20 of those days the institution was locked
no longer being in CDCR jurisdiction.” down, the duration is extended to encompass 60 days that staff
Can you please elaborate this further with some examples? could actually provide those activities to the offender.
Other events, such as health care appointments are not impacted
by outside, or mitigating circumstances
See #43
57 RFP 6.B.6.e, F- Are there any additional index fields that need to be captured other than what is listed in F-59, as discussed at the Bidders Conference?
59, 30
58 RFP 6.B.6.e, F- What are the daily volumes of new documents (non backfile) that will need to See #43
57, 29 be scanned and stored for Adult Institution C-Files?
59 RFP 6.B.6.f, F- “The proposed solution must generate an ID card for each offender, The current Inmate Identification card content is documented in
67 including but not limited to booking information, based on business rules” the Bidders' Library as form CDC-131 in Adult Institution forms
Can CDCR provide more detailed specifications of the ID Cards to be under Intake.
printed especially the material and security requirements?
Currently, the material can vary by institution and be either (1)
printed on paper, photo affixed and laminated, (2) printed on
cardstock with photo, or (3) printed by Indentix peripheral printer
CDCR desires to have all of the current materials supported, but is
open to any additional options the solution may provide.
60 RFP 6.B.6.n, F- Please clarify if an interface is expected here, or whether this is to be No interface is expected; however, CDCR expects that the system
164, 45 handled by a manual process? Can you provide examples of when this will support the manual process by generating an inquiry letter and
would occur and what types of business rules would generate such an tracking the status of any responses.
inquiry?
Page 6 of 11 Updated: 11/30/2010
SOMS RFP Bidders Questions and Reponses
# RFP Reference Question Response
or Pre-
Qualification
Reference
61 RFP 6.B.6.n, F- Please provide some examples of rules that would mandate the requirement Dismissal of a HWD can be either at CDCR's request or an
173, page 46 for a dismissal request. outside law enforcement agency.
Examples include: CDCR places a hold so an offender can not be
transferred to another institution based on a disciplinary incident.
The incident is resolved, and the hold should be dismissed.
Also, a law enforcement agency may notify CDCR that one of their
offenders has a HWD against them for an alleged crime in another
jurisdiction. The HWD is then lifted as it is found that another
person was responsible and not CDCR's offender and the HWD is
dismissed.
62 RFP 6.B.6.q, F- Is this a front end inventory/ reconciliation of the vendor packages that Pending response
215-218, 52 precedes the property being added to the Offender Property Inventory? In
reading F-218 it implies that outside of adding the contents of the received
packages into the Offender Property record there is a required audit and
reconciliation of the delivered packages. Once the inventory of the received
vendor packages is complete and the Missing/ returned items are accounted
for then the packages are added to the Offender Inventory? Is the
confidential manifest (216) expected to be on the system (i.e. received from
the vendor) or is it to be re-keyed? 24-Jul
63 RFP 6.B.6.u, F- Please provide examples of business rules that are used to analyze In Parole, parole agents are assigned caseload based on the level
273, page 60 caseload assignments. of supervision needed and if the parole agent has higher
supervision parolees, the agent would not be assigned as heavy a
caseload.
64 RFP 6.B.6.u, F- Which sections of the offender population are these requirements (F-279- Those offenders who have been temporarily segregated or
279 through F- 282) referring to? (For example, administrative segregation, etc.) detained.
282
Page 7 of 11 Updated: 11/30/2010
SOMS RFP Bidders Questions and Reponses
# RFP Reference Question Response
or Pre-
Qualification
Reference
65 RFP 6.B.6.v System Interface Requirements: You state "In some of the system interface Pending response
requirements, the type of interface anticipated with the various systems
mentioned is identified using the following Codes and Interface Method: A
Automated, M1 Manual requests to retrieve info that will be automatically
populated into the proposed solution, M2 Manually search and view data and
import data if needed, All 3 Include all three interface methods.
Question: Is this a code that the state should have included in their interface
description? It's unclear if the vendor is to insert this Interface Method Code.
Is the vendor to include the Interface Code as well as the codes used in the
Bidder Response Definitions (NS, E, MM, CD, TPT, AA)?
66 RFP 6.D.12.c, SOMS defect resolution and support requirements M105 and M106 have Pending response
page 112-113 response time different than M103 and do not appear to follow the Defect
Severity Level Definitions. Can you clarify what the response time should be
for M105 and m106?
67 RFP 6.D.8, Requirement M-44 states that “The Contractor shall incorporate the testing Pending response
page 93 approach into a comprehensive Test Plan complying with CDCR testing
practices and IEEE Std. 829-1998 Standard for Software Test
Documentation.” Can we get a copy of the documented CDCR testing
practices?
68 RFP 6.D.8, Is the sample Test Plan referred to in M-44 required to be submitted with the The sample Test Plan is to be submitted with the Initial Final
page 93 conceptual proposal or the final one? proposal
69 RFP 6.D.8, Does CDCR have a list of approved automated tools for testing and defect Pending response
page 93 Tracking? Or does CDCR have a set of standards that these tools need to
adhere to? If neither of these exist and CDCR is strictly relying on the bidder
to make recommendations, what is the procedure for getting tools approved
for use on CDCR projects?
70 RFP 6.D.9.c, Availability of 99.99 % is specified, but Disaster Recovery is not part of this 1) A high availability solution should be sized
page 98 project. Should we size a High Availability solution with backup and failover 2) Backup capacity should be sized at 100%
capacity? Should the backup capacity be sized for 100% recovery or 3) The only SLAs are those between CDCR and the chosen bidder
something less? Are there any SLAs tied to failover or recovery? to gain the 99.99% availability.
Page 8 of 11 Updated: 11/30/2010
SOMS RFP Bidders Questions and Reponses
# RFP Reference Question Response
or Pre-
Qualification
Reference
71 RFP 6.D.9.d, RFP Section III.D.1.d. lists interfaces. Please provide daily volumes and See #65
page 99 peak loads and times, as well as information about special peak times such
as mid month or month end etc.
72 RFP 6.D.9.E, Is it possible to obtain extracts for the tactical systems centrally? For See #65
101-102 example, if we are converting a tactical system that 12 institutions are using,
instead of getting separate data extracts from each institution individually,
can we get an extract from a central contact at DDPS?
73 RFP 6.D.9.E, Data Cleansing - will the department provide results of previous analysis 1) No, CDCR will not be providing results of previous analysis
pages 100-101 done on quality and possible clean-up effort/plans to DDPS and OBIS data? 2) The bidder is responsible for developing the plan for data
In the bidders conference you stated that data cleansing is the Vendor's cleansing and supporting the data cleansing effort, which will be a
responsibility; will CDCR have sufficient resources to help identify the joint CDCR / contractor responsibility, including but not limited to:
"meaning" of the data entry done at each of the institutions? identification of data anomalies, discrepancies or any missing
data, providing a process and tool to track data cleansing
progress, working with CDCR staff performing data cleansing, and
reporting on data cleansing progress. See Management
Requirement M-67 for further clarification.
3) Yes, CDCR will have resources available.
74 RFP 6.D.9.E, Please provide the number of data elements for each of the tactical systems See #38
pages 100-101 that would need to be converted to SOMS and/or the data dictionary?
75 RFP 6.D.9.E, Does each institution have a secure website that can be used to transfer Pending response
pages 100-101 confidential data?
76 RFP 6.D.9.H, Does CDCR expect private correctional facilities to have access to SOMS? Private correctional facilities are not currently in the scope of the
page 104 Is the vendor responsible for training or implementation/roll-out to these RFP; however, CDCR is completing an analysis to determine to
facilities? If so, please provide information on the types and number of what extent the identified private correctional faculties will or will
users, and which functional areas these private facilities would need to not be included.
access.
77 RFP 6.E.1, “The tables below…define which deliverables will be subject to the formal CDCR believes all the deliverables in this table are subject to the
page 118 Acceptance process.” We do not see that designation in the table. Could formal acceptance process.
CDCR please provide? This will be clarified in an addenda
78 RFP 6.E.2, In Table VI-3 – What is the difference between the Business Process The BPM Plan includes the planning for the indicated tasks.
page 122 Management Plan and the Business Process Management Activities and The BPM Activities and Outcomes are the results of the planning.
Outcomes? The descriptions are the same.
79 RFP 7.C.9 and Section VII.C.9 refers to a 3 month post-implementation support period, but No, the 6 month post implementation support period is the correct
1.F Section I.F, p8, implies 6 months. Is the 3 months the correct length? length.
This will be corrected through an addenda.
Page 9 of 11 Updated: 11/30/2010
SOMS RFP Bidders Questions and Reponses
# RFP Reference Question Response
or Pre-
Qualification
Reference
80 RFP 8.B The first bullet under Section VIII.B of the RFP states: Each business requirement in this context includes the functional,
technical and management requirements listed in Section 6.
· A conceptual discussion must be included containing a description of
the QBP’s approach to the project, including an overview of how it proposes This will be clarified through an addenda.
to meet the objectives stated in Section IV – Proposed System, Section V –
Administrative Requirements, and Section VI - Requirements in concept (do
not include a detailed response to each business requirement at this time).
To which requirements does the term “business requirement” apply? This
term does not directly match any of the category headers for requirements
outlined in the RFP.
81 RFP 8.D.1.f, The Proposal and Bid Format does not specify in which subsection the On page 7, the second paragraph under the Management
page 122 vendor should address Procurement, Business Process (Change) Requirements Response bullet states that several categories
Management, Staff Management or General Contractor Responsibilities. require only direct responses to their numbered requirements and
These sections are all found in Section 6. Please [advise] where we should not a separate narrative description.
address these Management Requirements in our bid format.
Procurement should be added to that list.
Business Process (Change) Management should be included as
Subsection 6.2
Staff Management should be included as Subsection 6.10
General Contractor Responsibilities is already in that list.
This section will be clarified in an addenda.
82 RFP 9.J.6, The Design and Development Approach score shows as 10 points. Table IX- The points in Table IX-1 are correct.
pages 10 and 1 states 100 points. Which is correct?
14 This will be corrected in an addenda.
83 RFP Bidder's The CODB Data Dictionary lists a number of data elements with CODB as Pending response
Library the source, rather than either OBIS or DDPS. How are these elements
populated?
Page 10 of 11 Updated: 11/30/2010
SOMS RFP Bidders Questions and Reponses
# RFP Reference Question Response
or Pre-
Qualification
Reference
84 RFP Training Will the state provide additional details around CDCR training facilities and CDCR will be developing additional details to assist the bidders in
resources that will be available for SOMS training? developing a training proposal. However, it would be helpful what
additional details the bidders would like to receive.
CDCR is expecting the bidders to propose their solution for
training SOMS users, which would include assumptions, methods
and dependencies.
85 RFP Training The project states that SOMS will use the "train-the-trainer" strategy for See #84
training personnel - who is responsible for standing up the training
classroom, developing the schedule of training, and tracking actual users
trained?
86 RFP Training Reference M-25, "The Contractor shall provide all training within the State of See #84
California", seems to conflict with M-27, ".......The Contractor shall provide
end-user training for up to 50 CDCR field team trainers who will, in turn, train
non-technical CDCR field staff on SOMS system functionality and business
processes."
Question: Shall we assume that the requirement is to train-the-trainers only?
Shall we assume that only 50 people will need to be trained? Does this
number include trainers for parole offices?
87 Will the analysis being done by the State on requirements for Document 1) Yes, it is planned to be made available prior to the Conceptual
Prep related to the document backfile conversion, as mentioned at the Proposal due date
Bidders Conference, be made available prior to the Conceptual Proposal 2) It is anticipated that the document backfile conversion could be
due date? If not, has the State determined if the document prep rules are performed by administrative support staff.
simple and could be performed by personnel without in-depth knowledge of
the contents (e.g., clerical staff)?
88 Are there any current imaging systems from which images need to be Pending response
converted from?
Page 11 of 11 Updated: 11/30/2010
Related docs
