Arlington County Government Sealed Solicitation
Title: 22-DMF-RFP-467: Prevailing Wage and Living Wage Software Solution
Deadline: 1/6/2022 12:00 PM (UTC-05:00) Eastern Time (US & Canada)
Status: Awarded
Solicitation Number: 22-DMF-RFP-467
Description:
The intent of this solicitation and resulting agreement is to
obtain a comprehensive, cloud-based software solution to
collect, maintain, and analyze payroll and labor data. The software solution
shall assist in the tracking, validation and monitoring of contract compliance in
accordance with the County’s Prevailing and Living Wage policies.
Documents:
Addition 1
Posted: 12/6/2021
Type of Addition: Addendum 1
Overview: Please see Addendum 1 for RFP extensions and answers to questions received
Deadline: 1/6/2022 12:00 PM
Documents:
Addition 2
Posted: 12/20/2021
Type of Addition: Addendum 2
Overview: Please see Addendum 2 for County responses to questions received
Documents:
Addition 3
Posted: 1/6/2022
Type of Addition: In Review
Question 1
Posted: 11/30/2021
Question: To whom it may concern, LCPtracker respectfully requests an extension to the solicitation RFP No.22-DMG-RFP-467. With end-of-year processes and previously scheduled employee time-off requests for the holidays, we are concerned about being able to prepare a thorough and complete response to the solicitation within the timeframe provided. Your consideration to this request is much appreciated. If you have any questions, please feel free to contact me directly. Thank you. Gary Cenci (810)279-2950 gcenci@lcptracker.com
Response: Please see Addendum 1 for response
Question 2
Posted: 12/1/2021
Question: 1-What is the anticipated annual construction volume for projects that will be entered into the Prevailing Wage and Living Wage Software Solution? 2-The RFP states: “The Offeror’s proposal must address the Proposal Submittal Elements below, in the order listed, and must not exceed the stated page limitations.” Can you clarify what is the page limit? 3-In the “Proposal Submittal Elements” section of the RFP, lists nine (9) elements. The second element is titled “Mandatory Requirements.” What is required under this section of the proposal? Is a statement confirming that the offeror does not take exceptions to the mandatory provisions of the draft Contract Terms and Conditions sufficient for this section?
Response: Please see Addendum 1 for response
Question 3
Posted: 12/2/2021
Question: Does Arlington County have a targeted go-live date for the Prevailing Wage and Living Wage Software Solution?
Response: Please see Addendum 1 for response
Question 4
Posted: 12/6/2021
Question: Thank you for providing the number of active construction projects that would be eligible for prevailing wage provisions each year. Can you clarify how this translates into construction dollars? What is the anticipated annual construction volume—in terms of dollar amount—for projects that will be entered into the Prevailing Wage and Living Wage Software Solution? Thank you!
Response: Please see Addendum 2 for response
Question 5
Posted: 12/8/2021
Question: Reference to the maintenance and updated to be provided at no additional cost -- How long do we need to provide maintenance support for
Response: Please see Addendum 2 for response
Question 6
Posted: 12/8/2021
Question: There is a mention in the Genral Software requirements section "l. Have a Labor Compliance component to track and manage the progress of local labor law investigations, settlements, and restitution payments for all laws that the County enforces currently or in the future" How do we find the settlements and restitution payments information and how would this information be used
Response: Please see Addendum 2 for response
Question 7
Posted: 12/8/2021
Question: In the section "Proposals Evaluation Criteria and Weights" -- " Software Functionality and Capabilities" Most of the technical requirements seem to be optional, based on the word of should. Are there certain "should" requirements that are more important than others? How will the county evaluate and score these "should" requirements?
Response: Please see Addendum 2 for response
Question 8
Posted: 12/10/2021
Question: What are the anticipated total annual prevailing wage construction costs (i.e., Bid Award Amounts)?
Response: Please see Addendum 2 for response
Question 9
Posted: 12/10/2021
Question: What are the anticipated total annual living wage construction costs (i.e., Bid Award Amounts)?
Response: Please see Addendum 2 for response
Question 10
Posted: 12/10/2021
Question: What is your 3 year average of annual construction dollars?
Response: Please see Addendum 2 for response
Question 11
Posted: 12/10/2021
Question: Page 6: RFP File; II. Informaton For Offerors, 16. Covid-19 Vaccination Policy for Contractors - Question: Does the County anticipate this software implementation will take place in-person? If no, will vaccination and/or testing requirement still be required?
Response: Please see Addendum 2 for response
Question 12
Posted: 12/10/2021
Question: Page 6: RFP File; II. Informaton For Offerors, 12. Authority to Transact Business Question: Per 13.1-757.B.6 "The following activites do not constitute transacting business withing the meaning of subsection A:...Soliciting or obtaining orders, by any means, if the orders require acceptance outside the Commonwealth before they become contracts" Please confirm if an out of state software provider needs to obtain this authority. If yes, is it acceptable to pursue after solicitation award?
Response: Please see Addendum 2 for response
Question 13
Posted: 12/10/2021
Question: Page 6: RFP File; II. Informaton For Offerors, 15. Arlington County Business Licenses- Question: Does an out-of-state software provider need to procure a VA business license?
Response: Please see Addendum 2 for response
Question 14
Posted: 12/10/2021
Question: Page 7: RFP file; II. Informaton For Offerors, 18 Rider Clause, Item A. Question: Item "A" states "The County extends the resultant contract(s), including pricing, terms and conditions, to all public entities under the jurisdiction of the United States of America and its territories." We do not understand this section; Is the County acting on behalf of the state of Virginia, other states or US territories? Please explain in further detail what is requested here.
Response: Please see Addendum 2 for response
Question 15
Posted: 12/10/2021
Question: Page 12: RFP file; IV. Scope of Services, I. General Software Requirements, E. System Interface/Integration. Question: Is there any additional information that the County can give about their Oracle-based Enterprise Resource Planning system?
Response: Please see Addendum 2 for response
Question 16
Posted: 12/10/2021
Question: Page 14: RFP File; V. Proposal Requirements, 1. General. Question: Paragraph two of this section states "The proposal must be on 8 1/2 x 11 paper…". However, section 2. Proposal Submission states that proposal is to be submitted electronically. Just to confirm, this proposal is electronic and not to be submitted anywhere on paper.
Response: Please see Addendum 2 for response
Question 17
Posted: 12/10/2021
Question: Page 15: RFP File; V. Proposal Requirements, 7. Proposal Submittal Elements, B. Mandatory Requirements. Question: Section "B. Mandatory Requirements" is listed as a section that must be contained in the solicitation response and the first sentence states "The following requirements are mandatory."; however, it does not appear that there are any items listed in this section. Please clarify.
Response: Please see Addendum 2 for response
Question 18
Posted: 12/10/2021
Question: Page 16: RFP File; V. Proposal Requirements, 7. Proposal Submittal Elements, C. Experience & Qualifications, 4. Question: No. 4 states "Provide a list of all entities that currently utilize your firm's services." We have confidentiality obligations to our clients which would preclude us from complying with this request. Is there something specific other than an all-inclusive list that we could provide? We can confirm the types of entities that we provide services for, such as Cities, Counties, State Department of Transportations, Transit Agencies, Schools, Prime Contractors, etc. Will this suffice?
Response: Please see Addendum 2 for response
Question 19
Posted: 12/10/2021
Question: Page 16: RFP File; V. Proposal Requirements, 7. Proposal Submittal Elements, D. Capability & Experience of the Project Manager. Question: Item No.2 states "Provide assumptions for estimating the Offeror and County staff resources necessary to meet the needs of the Project, including County staff and subcontractor staff and hours." In order to properly estimate County staff and hours, please provide the total anticipated construction volume per year for projects that the County intends to monitor within the Certified Payroll Compliance Software.
Response: Please see Addendum 2 for response
Question 20
Posted: 12/10/2021
Question: Tab 2: Attachment B, General Software Requirements, A. Software Solution, 2. Question: Item No. 2 states "…including the ability to use various aids or devices to assist in use." Please confirm that there is no security related requirement in this request.
Response: Please see Addendum 2 for response
Question 21
Posted: 12/10/2021
Question: Tab 2: Attachment B, General Software Requirements, C. Data Capture Requirements, 1. Contract Information, g. Question: Item g states "Verification status of the required annual posting of the current contract Prevailing Wage or Living Wage Rate." Does this mean something other the system verifying that the submitted wage or fringe rates on a certified payroll report (CPR) meet the prevailing or living wage rate?
Response: Please see Addendum 2 for response
Question 22
Posted: 12/10/2021
Question: Tab 2: Attachment B, General Software Requirements, C. Data Capture Requirements, 4. Payment of Contractor employees and subcontractors, b. Question: Please define "wage category".
Response: Please see Addendum 2 for response
Question 23
Posted: 12/10/2021
Question: Tab 2: Attachment B, General Software Requirements, C. Data Capture Requirements, 5. Site Interviews, e. Question: Please clarify this statement "validation of appropriate signage at work locations" and how you'd like the software to address it.
Response: Please see Addendum 2 for response
Question 24
Posted: 12/10/2021
Question: Tab 2: Attachment B, General Software Requirements, C. Data Capture Requirements, 5. Site Interviews, f. Question: Please clarify this statement "notes of meetings" and how you'd like the software to address it.
Response: Please see Addendum 2 for response
Question 25
Posted: 12/10/2021
Question: Tab 2: Attachment B, General Software Requirements, E. System Interface/Integration. Question: Please explain what type of integration the County is looking for. Is this for importing or exporting data? What is the nature of the data, for example, project data, contractor data, certified payroll data, etc . . ?
Response: Please see Addendum 2 for response
Question 26
Posted: 12/10/2021
Question: Tab 4: Attachment B, III. Reporting . Question: The first statement on this tab is "The contractor shall list and provide examples of all available reports in the software solution." This request for all reports and examples is overly broad and expansive. LCPtracker has over 100 reports; please let us know if there are any specifics that you are looking for.
Response: Please see Addendum 2 for response
Question 27
Posted: 12/10/2021
Question: Exhibit C, Business Associate Agreement. Question: Why is the County asking for a Business Associate Agreement? We believe that a HIPAA agreement doesn't apply to us.Please clarify intent.
Response: Please see Addendum 2 for response
Question 28
Posted: 12/10/2021
Question: 2: Exhibit E, Nondisclosure & Date Security Agreement. Question: The first paragraph on page 2 of this exhibit states "I will not use any devices, laptops, PDAs, netbooks, tablets, thumb drives or other media storage devices (“Device”) during my work on the Project without pre-approval." As all of our employees use laptops, devices and tablets to complete their work for clients, what is the process and who completes this pre-approval?
Response: Please see Addendum 2 for response
Question 29
Posted: 12/10/2021
Question: 2: Exhibit E, Nondisclosure & Date Security Agreement. Question: The first paragraph on page 2 of this exhibit states " I will ensure that any Device connected to the County network is free of all computer viruses and running the latest version of an industry- standard virus protection program." This isn't applicable since it's stated that this software implementation will be virtual only. Can this statement be struck?
Response: Please see Addendum 2 for response
Question 30
Posted: 12/10/2021
Question: 2: Exhibit E, Nondisclosure & Date Security Agreement. Question: The first paragraph on page 2 of this exhibit states "I understand that downloading onto a personally-owned Device or service, such as personal e-mail, Dropbox etc., is prohibited." Does this include a company SharePoint?
Response: Please see Addendum 2 for response
Question 31
Posted: 12/10/2021
Question: 2: Exhibit E, Nondisclosure & Date Security Agreement. Question: The fourth paragraph on page 2 of this exhibit states "...I agree to return all County Information to the County Project Officer." Please define the time frame for returning?
Response: Please see Addendum 2 for response
Posted: 12/6/2021
Type of Addition: Addendum 1
Overview: Please see Addendum 1 for RFP extensions and answers to questions received
Deadline: 1/6/2022 12:00 PM
Documents:
Posted: 12/20/2021
Type of Addition: Addendum 2
Overview: Please see Addendum 2 for County responses to questions received
Documents:
Posted: 1/6/2022
Type of Addition: In Review
Posted: 11/30/2021
Question: To whom it may concern, LCPtracker respectfully requests an extension to the solicitation RFP No.22-DMG-RFP-467. With end-of-year processes and previously scheduled employee time-off requests for the holidays, we are concerned about being able to prepare a thorough and complete response to the solicitation within the timeframe provided. Your consideration to this request is much appreciated. If you have any questions, please feel free to contact me directly. Thank you. Gary Cenci (810)279-2950 gcenci@lcptracker.com
Response: Please see Addendum 1 for response
Posted: 12/1/2021
Question: 1-What is the anticipated annual construction volume for projects that will be entered into the Prevailing Wage and Living Wage Software Solution? 2-The RFP states: “The Offeror’s proposal must address the Proposal Submittal Elements below, in the order listed, and must not exceed the stated page limitations.” Can you clarify what is the page limit? 3-In the “Proposal Submittal Elements” section of the RFP, lists nine (9) elements. The second element is titled “Mandatory Requirements.” What is required under this section of the proposal? Is a statement confirming that the offeror does not take exceptions to the mandatory provisions of the draft Contract Terms and Conditions sufficient for this section?
Response: Please see Addendum 1 for response
Posted: 12/2/2021
Question: Does Arlington County have a targeted go-live date for the Prevailing Wage and Living Wage Software Solution?
Response: Please see Addendum 1 for response
Posted: 12/6/2021
Question: Thank you for providing the number of active construction projects that would be eligible for prevailing wage provisions each year. Can you clarify how this translates into construction dollars? What is the anticipated annual construction volume—in terms of dollar amount—for projects that will be entered into the Prevailing Wage and Living Wage Software Solution? Thank you!
Response: Please see Addendum 2 for response
Posted: 12/8/2021
Question: Reference to the maintenance and updated to be provided at no additional cost -- How long do we need to provide maintenance support for
Response: Please see Addendum 2 for response
Posted: 12/8/2021
Question: There is a mention in the Genral Software requirements section "l. Have a Labor Compliance component to track and manage the progress of local labor law investigations, settlements, and restitution payments for all laws that the County enforces currently or in the future" How do we find the settlements and restitution payments information and how would this information be used
Response: Please see Addendum 2 for response
Posted: 12/8/2021
Question: In the section "Proposals Evaluation Criteria and Weights" -- " Software Functionality and Capabilities" Most of the technical requirements seem to be optional, based on the word of should. Are there certain "should" requirements that are more important than others? How will the county evaluate and score these "should" requirements?
Response: Please see Addendum 2 for response
Posted: 12/10/2021
Question: What are the anticipated total annual prevailing wage construction costs (i.e., Bid Award Amounts)?
Response: Please see Addendum 2 for response
Posted: 12/10/2021
Question: What are the anticipated total annual living wage construction costs (i.e., Bid Award Amounts)?
Response: Please see Addendum 2 for response
Posted: 12/10/2021
Question: What is your 3 year average of annual construction dollars?
Response: Please see Addendum 2 for response
Posted: 12/10/2021
Question: Page 6: RFP File; II. Informaton For Offerors, 16. Covid-19 Vaccination Policy for Contractors - Question: Does the County anticipate this software implementation will take place in-person? If no, will vaccination and/or testing requirement still be required?
Response: Please see Addendum 2 for response
Posted: 12/10/2021
Question: Page 6: RFP File; II. Informaton For Offerors, 12. Authority to Transact Business Question: Per 13.1-757.B.6 "The following activites do not constitute transacting business withing the meaning of subsection A:...Soliciting or obtaining orders, by any means, if the orders require acceptance outside the Commonwealth before they become contracts" Please confirm if an out of state software provider needs to obtain this authority. If yes, is it acceptable to pursue after solicitation award?
Response: Please see Addendum 2 for response
Posted: 12/10/2021
Question: Page 6: RFP File; II. Informaton For Offerors, 15. Arlington County Business Licenses- Question: Does an out-of-state software provider need to procure a VA business license?
Response: Please see Addendum 2 for response
Posted: 12/10/2021
Question: Page 7: RFP file; II. Informaton For Offerors, 18 Rider Clause, Item A. Question: Item "A" states "The County extends the resultant contract(s), including pricing, terms and conditions, to all public entities under the jurisdiction of the United States of America and its territories." We do not understand this section; Is the County acting on behalf of the state of Virginia, other states or US territories? Please explain in further detail what is requested here.
Response: Please see Addendum 2 for response
Posted: 12/10/2021
Question: Page 12: RFP file; IV. Scope of Services, I. General Software Requirements, E. System Interface/Integration. Question: Is there any additional information that the County can give about their Oracle-based Enterprise Resource Planning system?
Response: Please see Addendum 2 for response
Posted: 12/10/2021
Question: Page 14: RFP File; V. Proposal Requirements, 1. General. Question: Paragraph two of this section states "The proposal must be on 8 1/2 x 11 paper…". However, section 2. Proposal Submission states that proposal is to be submitted electronically. Just to confirm, this proposal is electronic and not to be submitted anywhere on paper.
Response: Please see Addendum 2 for response
Posted: 12/10/2021
Question: Page 15: RFP File; V. Proposal Requirements, 7. Proposal Submittal Elements, B. Mandatory Requirements. Question: Section "B. Mandatory Requirements" is listed as a section that must be contained in the solicitation response and the first sentence states "The following requirements are mandatory."; however, it does not appear that there are any items listed in this section. Please clarify.
Response: Please see Addendum 2 for response
Posted: 12/10/2021
Question: Page 16: RFP File; V. Proposal Requirements, 7. Proposal Submittal Elements, C. Experience & Qualifications, 4. Question: No. 4 states "Provide a list of all entities that currently utilize your firm's services." We have confidentiality obligations to our clients which would preclude us from complying with this request. Is there something specific other than an all-inclusive list that we could provide? We can confirm the types of entities that we provide services for, such as Cities, Counties, State Department of Transportations, Transit Agencies, Schools, Prime Contractors, etc. Will this suffice?
Response: Please see Addendum 2 for response
Posted: 12/10/2021
Question: Page 16: RFP File; V. Proposal Requirements, 7. Proposal Submittal Elements, D. Capability & Experience of the Project Manager. Question: Item No.2 states "Provide assumptions for estimating the Offeror and County staff resources necessary to meet the needs of the Project, including County staff and subcontractor staff and hours." In order to properly estimate County staff and hours, please provide the total anticipated construction volume per year for projects that the County intends to monitor within the Certified Payroll Compliance Software.
Response: Please see Addendum 2 for response
Posted: 12/10/2021
Question: Tab 2: Attachment B, General Software Requirements, A. Software Solution, 2. Question: Item No. 2 states "…including the ability to use various aids or devices to assist in use." Please confirm that there is no security related requirement in this request.
Response: Please see Addendum 2 for response
Posted: 12/10/2021
Question: Tab 2: Attachment B, General Software Requirements, C. Data Capture Requirements, 1. Contract Information, g. Question: Item g states "Verification status of the required annual posting of the current contract Prevailing Wage or Living Wage Rate." Does this mean something other the system verifying that the submitted wage or fringe rates on a certified payroll report (CPR) meet the prevailing or living wage rate?
Response: Please see Addendum 2 for response
Posted: 12/10/2021
Question: Tab 2: Attachment B, General Software Requirements, C. Data Capture Requirements, 4. Payment of Contractor employees and subcontractors, b. Question: Please define "wage category".
Response: Please see Addendum 2 for response
Posted: 12/10/2021
Question: Tab 2: Attachment B, General Software Requirements, C. Data Capture Requirements, 5. Site Interviews, e. Question: Please clarify this statement "validation of appropriate signage at work locations" and how you'd like the software to address it.
Response: Please see Addendum 2 for response
Posted: 12/10/2021
Question: Tab 2: Attachment B, General Software Requirements, C. Data Capture Requirements, 5. Site Interviews, f. Question: Please clarify this statement "notes of meetings" and how you'd like the software to address it.
Response: Please see Addendum 2 for response
Posted: 12/10/2021
Question: Tab 2: Attachment B, General Software Requirements, E. System Interface/Integration. Question: Please explain what type of integration the County is looking for. Is this for importing or exporting data? What is the nature of the data, for example, project data, contractor data, certified payroll data, etc . . ?
Response: Please see Addendum 2 for response
Posted: 12/10/2021
Question: Tab 4: Attachment B, III. Reporting . Question: The first statement on this tab is "The contractor shall list and provide examples of all available reports in the software solution." This request for all reports and examples is overly broad and expansive. LCPtracker has over 100 reports; please let us know if there are any specifics that you are looking for.
Response: Please see Addendum 2 for response
Posted: 12/10/2021
Question: Exhibit C, Business Associate Agreement. Question: Why is the County asking for a Business Associate Agreement? We believe that a HIPAA agreement doesn't apply to us.Please clarify intent.
Response: Please see Addendum 2 for response
Posted: 12/10/2021
Question: 2: Exhibit E, Nondisclosure & Date Security Agreement. Question: The first paragraph on page 2 of this exhibit states "I will not use any devices, laptops, PDAs, netbooks, tablets, thumb drives or other media storage devices (“Device”) during my work on the Project without pre-approval." As all of our employees use laptops, devices and tablets to complete their work for clients, what is the process and who completes this pre-approval?
Response: Please see Addendum 2 for response
Posted: 12/10/2021
Question: 2: Exhibit E, Nondisclosure & Date Security Agreement. Question: The first paragraph on page 2 of this exhibit states " I will ensure that any Device connected to the County network is free of all computer viruses and running the latest version of an industry- standard virus protection program." This isn't applicable since it's stated that this software implementation will be virtual only. Can this statement be struck?
Response: Please see Addendum 2 for response
Posted: 12/10/2021
Question: 2: Exhibit E, Nondisclosure & Date Security Agreement. Question: The first paragraph on page 2 of this exhibit states "I understand that downloading onto a personally-owned Device or service, such as personal e-mail, Dropbox etc., is prohibited." Does this include a company SharePoint?
Response: Please see Addendum 2 for response
Posted: 12/10/2021
Question: 2: Exhibit E, Nondisclosure & Date Security Agreement. Question: The fourth paragraph on page 2 of this exhibit states "...I agree to return all County Information to the County Project Officer." Please define the time frame for returning?
Response: Please see Addendum 2 for response