Questions Regarding RFP #43000-2013-000001:
1.
Could the Agency provide additional information regarding the following events:
a.
b.
c.
Anticipated contract start date that exams are to be delivered:
The contract start date is upon the completion of the RFP process and approval of the
winning bidder. Tests will need to be delivered upon the transfer of all data and setup of
new contractor.
The duration of the contract;
The duration of the contract is based on a year to year contract with the availability to
extend the contract for a total of four years.
Targeted implementation date;
The target implementation date is upon the approved date of the contract to the winning
bidder.
2. Could the Agency provide the candidate volume by test center location for the calendar years of 2010
and 2011? Also, for each test center location, can the Agency please provide a breakdown of volume by
examination type?
See Supplemental PDF (Agent Licensing Examination Administration Response PDF).
Does not include the Farmington Area. Will request update report.
3. Could the Agency provide the file containing the zip codes of the testing candidates for the calendar
years of 2010 and 2011? For example, a comma-delimited file containing records that reflect the year of
testing and the corresponding home address zip code of each candidate that tested. Ex. 2005, 04333;
2006; 04333, etc
See Supplemental PDF (Agent Licensing Examination Administration Response PDF).
4. Could the Agency provide the length of each exam and the seat time required for each exam?
See Supplemental PDF (Agent Licensing Examination Administration Response PDF)
5. Could the Agency provide the number English as a Second Language (ESL) candidates for the
calendar years of 2010 and 2011?
There were 12 ESL exams administered from 1/1/2010 thru 12/31/2011. ESL exams run at time and a
half, so seat time is dependant on the original exam length. A two hour test would require three hour seat
time.
6. Could the Agency provide a brief technical description of the technology on which the
licensing system is based?
We are a client server based system. we use SYBASE as our platform and our developer programs in
POWERBUILDER. In any case we are a SQL type system and any communication can be done in SQL.
Contractor will have to work with programmer to map tables for data downloading.
7. Will the Agency be providing a license application processing system for the Contractor to
process the applications? If yes, will the Contractor be able to access the license application
system remotely?
No. our system is not at the level of content management (electronic processing). Contractor will have
to submit data via FTP in delimited text format.
8. Could the Agency please clarify how many applications are processed annually?
See Supplemental PDF (Agent Licensing Examination Administration Response PDF).
9. In performance of the services under any resulting contract, Contractors will utilize
significant existing proprietary computer programs, source code, materials, test items, tests and
intellectual property that have been previously developed by the contractor or its 3rd party
licensor (“Contractor Intellectual Property”), some of which may be trade secret, copyright,
patent and trademark protected. We presume the state understands contractor or its licensors
will retain all Intellectual Property rights to Contractor’s Intellectual Property including derivative
or customized works and the state will not disclose or provide any such Contractor Intellectual
Property to another person not a party to this agreement; is our presumption correct?
Yes, the state understands and will agree to these terms.
10. Regarding item F on page 36, the RFP states: “The Contractor shall administer examinations that
require type-written answers of the applicant to questions asked.” Would the Agency please clarify the
expectations for this requirement? Are multiple choice items unacceptable?
Multiple questions are acceptable. .
11. Regarding item C, page 36, the RFP states: “The Contractor shall provide the Agency data
regarding candidates in a format, medium, and frequency acceptable to the Agency.” What are the
Agency’s expectations regarding acceptable data formats?
We want the data to be collected by the contractor and submitted weekly (frequency). the format
should be in “delimited text”. The medium should be – currently we connect to an FTP server provided
by the contractor and use a third party software to download and place in a folder on one of our servers.
We want a physical report (electronic) of all fees collected broken down by fee type and amount once a
week.
12. Regarding item F, page 37, could the Agency please explain the need or purpose for offering testing
outside of the established testing network? Also how often does the Agency expect vendors to offer
testing outside of the established testing network?
This was needed when the DOI administered exams. Since there are now 5 test centers and testing is
available daily, we have not had any requests for this. If we would receive a request, the situation would
have to be justified before it would be considered.
13. Regarding item G, page 38, The RFP states that “the Contractor shall provide electronic copies of the
Failing Candidate Score Reports to the Agency within five (5) working days of the failed examination.”
Does the Agency wish to receive an actual electronic copy of the individual score report or just a listing of
the score results?
We receive both electronic and hard copies. We would like to continue receiving both.
14. Regarding item J, page 39, the RFP states: “The Contractor shall provide a daily fee
payable report that provides the licensing and appointment fees collected by the Contractor
from candidates, in the format, medium, and frequency acceptable to the Agency.” Could the
Agency please specify acceptable formats, mediums and frequencies?
We want the data to be collected by the contractor and submitted weekly (frequency). the format
should be in “delimited text”. The medium should be – currently we connect to an FTP server provided
by the contractor and use a third party software to download and place in a folder on one of our servers.
We want a physical report (electronic) of all fees collected broken down by fee type and amount once a
week. If the contractor can demonstrate that they have a better process we can definitely change our
procedures.
15.
General. Please provide 2011 candidate volumes by examination title and by test center
location.
See Supplemental PDF (Agent Licensing Examination Administration Response PDF).
Does not include the Farmington Area. Will request updated report.
16.
p. 21, 4. Time Frame. As the listed contract start date of November 15 has already
passed, please provide the Agency’s anticipated start date for the new contract, and the start
date for testing, if different.
The contract start date will be January 24, 2013 or soon thereafter.
17.
p. 33, A. License Examination Development & Evaluation Assessment. Who owns the
current item bank? If it is Agency-owned, will it provided to the successful vendor? How many
items would be available for each examination, and in what format?
The state owns the state based questions and those will be provided to the successful
vendor. At this time I do not have the number of items in the bank.
18.
p. 34, B. Application Receipt, Review and Fingerprinting. Would it be acceptable for the
Offeror to locate the application-processing office in Albuquerque, instead of Santa Fe?
Since the DOI is located in Santa Fe, we prefer the office be located in Santa Fe. We work
closely with staff on issues and questions we have regarding applications and so on. We
can travel back and forth as needed, Current vendor staff come to the DOI on Fridays to
deliver and pick up applications…
19.
p. 35, B. Application Receipt, Review and Fingerprinting. Please clarify the fingerprinting
requirements. Does the Agency intend to make electronic fingerprinting a component of the
new contract? Should the Offeror submit a fingerprinting fee in the cost proposal? Please list
any statutory fee caps associated with fingerprinting, as well as additional state and federal fees
that would be collected from candidates.
We would like to make it part of the contract, however, we need to look at the cost involved
in the process. If need be, we would have fingerprint cards and fees collected by the
vendor and submitted to the DOI weekly.
20.
p. 36, E. English/Spanish Exams & ESL Accommodations. How many Spanishlanguage examinations were administered in 2011? How many examinations with ESL
accommodations were administered in 2011? What accommodations are provided for ESL
candidates?
There were 12 ESL exams administered from 1/1/2010 thru 12/31/2011. ESL exams run at time and a
half, so seat time is dependent on the original exam length. A two hour test would require three hour seat
time.
21.
p.40, 2. Compensation. Please confirm that there are no statutory fee caps on
examination fees to be charged by the vendor.
NMSA 59A-11-6.I.in lieu of preparing, conducting and grading examinations through
insurance department personnel, the superintendent may contract with an established
independent agency experienced therein for preparation, conduct and grading of
examinations and in such case the examination fee shall be in reasonable amount as fixed
by the superintendent and payable to the examination agency. The examination in such
instance shall be prepared, conducted and graded subject to the same requirements and
standards as would apply to examination by the superintendent direct.
22. p. 40, 2. Compensation. NMSA 1978, § 59A-6-1 states that the Agency’s fee charged
for examination for license shall be $50.00. Please confirm that the vendor will collect both the
vendor’s fee and the $50.00 Agency fee directly from the candidate, and remit the Agency’s fee
to the State on a regular basis.
The $50 fee is for exams conducted directly by the the superintendent and
would not applicable. The vendor, will collect the license fee, and appointment
and affiliation fees if submitted by candidate.
23.
p. 51, Appendix D: Cost Response Form. For the Quantity column of the Cost
Response Form, should vendors list the Agency’s 2011 candidate volume for each
examination?
Yes, for the quantity column please enter the 2011 candidate volume.