Questions and Answers Set #2

RFP# 30-370-13-00014 BUSINESS FILING SYSTEM

QUESTIONS AND ANSWERS SET #2 July ___, 2013

1. Page 33 – what is meant by the requirement to “outline common errors…” We don’t understand the reference to the “errors.” Can you give us an example of an error type?

Some of the SOS legacy systems are antiquated and incorporate very few business rules; therefore, the systems provided an environment where users sometimes entered invalid data. An example of this scenario is a “Renewal Date” field which could possibly contain alpha numeric information. As existing information is modernized and migrated to the Offeror’s proposed database schema, mostly likely the field definition would not allow an alpha numeric field to be migrated to a date field. This scenario would result in a data migration error requiring additional mitigation strategies and analysis.

We are trying to determine the size and scope of the data migration and cleaning activities and have the following questions that are intended to help us with this determination and developing the plan:

2. For the data migration, how many data sources need to be migrated (e.g., 4 databases in Mainframe, 7 VSAM files in Mainframe, 1 SQL Server database, 2 Access databases, 5 Excel spreadsheets, etc.)?

1 Pages 27 and 28, of the RFP, contain information regarding the data sources the Agency wants migrated as a result of this RFP procurement. The data source information is provided below:

Application System Number of Records Database SOS Knowledge Base (SOSKB) – UCC, Agricultural SQL Server 2000 667,000 records and Liens, Cashiering (3 databases and 399 tables) 1,000,000 images Novell – Notary 125,000 records Pervasive SQL (3 tables) MS Access Novell – Apostille 10,100 records (1 table) Pervasive SQL Novell – Trademarks 27,000 records (4 tables) Record Fusion – Partnerships 1300 records andMySQL images Ziggy Stardust – Facsimile Signatures 4007 records DBase IV SQL Server 2012 CIS – Corp Data 320,134 records Image database (200GB) is EMC Application Extender SQL Server 2008

3. How big are the data sources in your current data system that needs to be migrated (in MB for each source)? How many tables/files does each source have? What are the dimensions of the tables/files (how many rows and columns) for each source?

Please refer to Answer provided for Question number 2. For migration size see table below:

Application System Approx. DB Size SOS Knowledge Base (SOSKB) – UCC, Agricultural12 GB Liens, Cashiering Novell – Notary 70 MB Novell – Apostille 35 MB

2 Novell – Trademarks 44 MB Record Fusion – Partnerships 2.5 GB Ziggy Stardust – Facsimile Signatures 25 MB CIS – Corp Data 28 GB

4. For understanding your current data structure, do you have entity relationship diagrams (ERDs), data dictionaries and/or file layouts for each data source? How up to date is each one? No ERDs or other database documentation is available, however, the SOS has a full time DBA on staff that can assist with analysis and migration.

5. Do the images need to be migrated? How are the images stored? For example are they currently blogs in a database or in your document management system? Can they be uniquely associated with a client or vehicle record?

SOSKB images are currently stored in *.tif format and images must be migrated out of legacy iVault storage system. Images are associated with a database record.

Record Fusion images are currently stored in *.tif format and images must be migrated. Images are associated with a database record.

CIS images are currently stored in a modern document management system - EMC Application Extender. Vendor can propose alternative to this solution, for example, if they have integrated document management in their proposed solution. These images are stored as .bin files and can be exported to other formats and are outside the database. A batch number stored in the CIS database typically identifies the associated image in Application Extender.

3 6. Do you have any historical data stored in your current system that must not be/will not be brought over? If so, how are you identifying these records (e.g., a separate table, an “archive” flag, etc.)? The Agency requires the Offeror to migrate all data as mentioned in Response #2 above.

7. Do you have any historical data not stored in your current systems that must be brought over? If so, do you have any historical data that must be brought over and maintained “as is”, that is unchanged and uncleaned for historical purposes? No.

8. For your historical data that must be brought over, do you have entity relationship diagrams (ERDs), copy books and/or file layouts for each data source? How up to date is each one? No.

9. Do you have an archive tape process or similar backup/archive process which contains data that must be brought? If so, do you have any archive tape/backup data that must be brought over and maintained “as is”, that is unchanged and uncleaned for historical purposes? No.

10. For your archival/backup data that must be brought over, do you have entity relationship diagrams (ERDs), data dictionaries and/or file layouts for each data source? How up to date is each one? N/A

11. In what file formats will the State of New Mexico (SONM) be providing the data for cleansing (e.g., ASCII fixed length record files, Excel, direct access to files and/or databases, etc.)? The Agency will provide the Pervasive SQL data in .csv format. The Agency will do its best to provide all other data to the Offeror in the existing database format as shown in the table in Response #2 above.

12. Has the SONM conducted any cleansing of this data? If so, what percentage of the data has been cleansed for each data source? What volume (number of records) remains to be cleansed for each data source? No.

13. Is the SONM data maintained in separate data silos? If so, what are the separate silos/sources?

4 Please see Agency’s response to Question Number 2.

14. Are the separate silos/sources related by unique identifiers so that an individual and their related records can be uniquely identified across the silos/data sources? Please see Agency’s response to Question Number 2.

15. Has the SONM started relating the records across silos/sources to start the process of defining a single customer record? If so, which data silos/sources have been related/processed to date? No.

16. Has the SONM defined the data rules, data business relationships, data cleansing rules, migration rules and/or data validation rules for each data source? No, these are services the Agency envisions working with the Offeror on.

17. Has the SONM defined the merge/reconciliation rules for data elements stored in multiple locations, but which may have differences in data that must be merged/reconciled? 18. No, these are services the Agency envisions working with the Offeror on.

18.Company Experience

a. General Experience Information

iv – A list, if any, of all current contractual relationships with the State of New Mexico or those completed within the previous five-year period. The listing should include the contract number, contract term, and procuring agency’s name for each engagement. Question: If contract numbers are not available for older contracts, will a P.O. number suffice? Yes 19.Financial Stability

a. Offerors shall submit copies of their organization’s independently-audited financial statements for the preceding three (3) years. The financial statement submitted must be solely for the Offeror. If independently audited financial statements do not exist for the Offeror, the Offeror shall state the reason and, instead, submit sufficient information (e.g. Dun & Bradstreet Report, unaudited financial reports, bank statements) to enable the Evaluation Committee to determine the financial stability of the Offeror.

5 Question: For independently audited financial statements do not exist, is this what is required?  Dun & Bradstreet Report  Balance Sheet  Statements of Income, retained earnings, and cash flows  Bank Statement (For what time period?) Yes 20. Cost Specifications Question: There is an appropriation for $1,215,000.00 for the project. From those funds the SOS project manager’s salary and the cost for the “IV&V” will be taken. At the meeting those costs were expected to be $200,000. Is it safe to assume there is $1,000,000.00 remaining for this project? If so, does this include support/licensing costs for the next 3-4 years? Also, is there any advantage to providing a cost below the amount appropriated for this project? For example, if our company estimated the cost to be $850,000.00, would that be weighed in our favor or should we provide as much value as possible for the full $1,000,000.00?

Yes. The cost evaluation awards the maximum points to the lowest responsive Offeror. Other Offerors receive a prorated portion of the maximum points.

21) Please confirm that “ARTICLE 26 – NEW MEXICO EMPLOYEES HEALTH COVERAGE” pertains only to employees of the Contractor who physically reside in New Mexico. It does not apply to employees of the Contractor resident in the USA but not in New Mexico. Confirmed

22) Is there an Annual Registration season or are Annual Registration subject to rolling due dates? Yes, due based upon different criteria.

23) Please confirm that the Point of Sale hardware is not a part of the $1.2M project budget. Confirmed - The Agency is requesting that the Offeror propose an integrated POS hardware solution which may be purchased from a fund outside of the $1.2M.

6 24) Is any additional hardware required to implement the proposed solution to be considered a part of the $1.2M budget? The Agency requests that the Offeror disclose additional hardware requirements but they are not to be considered part of the $1.2M budget.

25) The CRM definition mentions “automation and synchronized sales and marketing,” Can you please describe the SOS’s use of this type of feature? The Agency envisions a CRM methodology that is customer centric, ie a complete customer information database including account information and business interactions and filings recorded and viewed in a consolidated and centralized manner.

26) Do we have permission to use the New Mexico State Seal and to imitate the look and feel of existing New Mexico websites for the demo/presentation of our solution? Yes

27) Can we have access to the database schemas and table layout for ALL applications, in order to prepare the database conversion plan, also including the existing business filing system? The Agency will make every effort to provide the information for those systems it can on August 5. Keep in mind that some proprietary information will not be provided.

28) Please specify the State of New Mexico Attendees for the offeror’s system demonstration/presentation? The procurement co-managers, the evaluation committee, the executive sponsor and others who may be invited by the executive sponsor or the Secretary of State.

29) Does the $1.2M budget include all data conversion? In the RFP under C. BUSINESS SPECIFICATIONS, Item 2.k.vii, as an example it mentions moving additional business functions; If those are identified 2, 3 or more years from now and not specifically mentioned in the RFP, should we include that possibility in the cost? If not, which data conversion should or should not be included in the cost? The amount is to include all data conversion. Only those databases referenced in Response #2, should be considered as a part of this procurement.

30) Instead of a perpetual license, may we propose a recurring license for the proposed solution? If so, how would you like that cost to be included in the cost portion of the proposal? The State of New Mexico strongly prefers and at this time requires a perpetual license for a one-time fee. However, you may also propose an alternative to the one-time fee for consideration.

7 31) Article 9 - INTELLECTUAL PROPERTY, of the Contract, implies that a COTS offeror must allow the State of New Mexico to resell the product, please clarify that section and define the terms “transferrable” and “publish.” Please propose alternative language for consideration in your proposal. Meanwhile, the question has been submitted to the DoIT General Counsel for review and a response.

32) Summary Cost Response Form C-1 : Is this Total Project Cost indicative of the $1.2M budget? If so, this includes 4 years of Maintenance, 4 years of 3rd party software license, etc. but a previous Q&A response indicated that maintenance should not be included. Please clarify all of the projected costs, which of them should come out of the $1.2M budget, and what is the projected budget for additional costs not included in the $1.2M, and what is the Grand Total Cost comprised of as indicated in the evaluation formula? The Agency is trying to identify a total cost of ownership for the proposed software, and that is the reasoning for asking Offerors to include the associated Maintenance costs. Annual Maintenance Costs are not part of the $1.2M budget.

33) In the Requirements Spreadsheet, SASRQ13 - requires that one-time public users can access the system without setting up an account. The presentation use case only mentions searches. Are there any other scenarios that should be accessed without account set up? The Agency requires a General Public portal where individuals can search the proposed system by different search criteria without a Log On account. This functionality is included in the Presentation Scenarios. For those Users who wish to file documentation with the Agency, for a one-time transaction, the Agency prefers that the User not have to create a Profile and Password.

34) In the Requirements Spreadsheet, GRQ14 - Who has access to this information and how should it be delivered? Internal Users of the proposed system (SOS employees).

35) In the Requirements Spreadsheet, GRQ20 – Which of the 5 must be available to external web users (self-service)? The Agency requires the proposed system to process Credit Card, e-Check and Pre-Paid Account transactions via the self-service (web) environment.

36) In the Requirements Spreadsheet, GRQ40 – Please clarify exact details of initiating a refund. The proposed solution must provide the ability to allow certain SOS employees to process refund requests from customers for transactions.

8 37) In the Requirements Spreadsheet, SSRQ16 through 20 – For account cancelation, what should happen to pre-paid funds if/when an account is canceled? Also, there is no mention of reactivation. Under what conditions might an account be reactivated? What should happen to pre-paid funds from a canceled account that is reactivated? Accounts should be flagged as cancelled; however, information is not removed from the system. Account balances for Cancelled Accounts can be refunded or migrated to new accounts.