Minnesota Judicial Branch - Item Detail

Public Notice Detail

Request For Proposal For Master Service Agreement Vendors – It Technical/infrastructure Services, Information Technology Application Development And Support Services & Data Science And Machine Learning Services

Posted: Wednesday, April 9, 2025

Read the Request for Proposals.

Deadline for submission: April 29, 2025

Questions and Answers April 22, 2025

What is the budget for this Project?

a. The Branch has not forecasted volumes as there are multiple variable factors in determining needs
What was the annual spend for the previous year on this Project?
1. This is a new Request for Proposal.
If this is a new Contract, What is the annual Budget for this?
1. This is a new Request for Proposal. The Branch has not forecasted volumes as there are multiple variable factors in determining needs.
Are you open to a hybrid delivery model with a mix of offshore and onshore resources?
1. Resources must be located in the United States.
Work will be Onsite or Remote ?
1. Depends on the project and need.
Can you please provide us with the extension to submit our response by 1-2 weeks.
1. The proposal submission date will not be extended.
Is it possible to extend the RFP Due date to May 16^th ?
1. The proposal submission date will not be extended.
In APPENDIX A ,Point A Point 5 and Point 6, We are instructed to provide evidence of financial stability. Please clarify what is acceptable as evidence.
1. See Appendix A, MJB Submission Requirements, Section A.5., Evidence of Financial Stability of the RFP. A vendor’s documentation should indicate the ability of the vendor to provide the products and/or services a vendor’s response encompasses and any resulting obligations of agreements should the State enter into an agreement pursuant to the RFP process.
In APPENDIX A, Point B , Point 2, We are instructed to provide Minimum and maximum hourly rates as per the services mentioned in the table . Could you please elaborate on what basis should we provide hourly rates for each service?
1. Submissions will be reviewed based upon the information submitted pursuant to the requirements listed in Appendix A. As stated in Appendix A, MJB Submission Requirements, Section B. Project-Related Submission Requirements, 2. Completed Appendix B: Vendor minimum and maximum charge, proposals must include completed Appendix B, with the vendor’s minimum and maximum per hour charge rate for the skills vendor is proposing to provide in response to this RFP.
In APPENDIX A, Point B, Point 3 , we are instructed to provide a brief summary of our technical expertise that highlights our particular competencies and experience in Technical/Infrastructure, Application Support, and Data Science/Machine Learning services, including client names and contract details for successful engagements.
However, in Point 4, we are also asked to provide three general client references with contact information who can attest to our ability to complete the work.

Could you please clarify the distinction between the two? Specifically, should Point 3 focus more on project-specific case studies with engagement details, while Point 4 should be a separate list of general references (which may or may not overlap with those mentioned in Point 3)? Kindly confirm what type of information is expected under each point to avoid redundancy
1. Submissions will be reviewed based upon the information submitted pursuant to the requirements listed in Appendix A.
In APPENDIX A ,POINT B, under 3 , We are instructed to provide a the brief summary of our technical expertise that highlights our particular expertise, core competencies and experience to provide the required services vendor selects under section III however in Section III a table is given just like APPENDIX B with Minimum and maximum hourly rate requirement. Could you please clarify , do we need to just provide the completed table as a response to point 3 in our response.
1. Submissions will be reviewed based upon the information submitted pursuant to the requirements listed in Appendix A.
Could you please confirm whether this is a completely new MSA contract or a renewal/replacement of an existing MSA that is nearing its end?
1. This is a new Request for proposal.
If this is an extension of an existing contract, could you share how many Statements of Work (SOWs) have been issued over the past five years, along with their total contract value?
1. This is a new Request for proposal.
Can vendors choose specific categories to bid for, or is bidding required across all categories? Please confirm.
1. Vendor should only respond for those skills that deems appropriate.
The evaluation criteria do not specify the weightage assigned to each component of the proposal. We kindly request SCAO to provide a breakdown of the evaluation weightage.
1. All proposals will be reviewed based upon the information submitted per the requirements listed in the Request for Proposal.
We respectfully request a 2 week extension to the proposal submission deadline. This would allow vendors sufficient time to prepare a detailed and comprehensive proposal, incorporating the clarifications received during the Q&A process
1. The proposal submission date will not be extended.
Referring to APPENDIX A, section B, point 4, it is stated that “Client references. At least three (3) general client references with appropriate contact information that the vendor has performed work for in the past three (3) years and that can attest to vendor ability to complete work as stated”. We request SCAO to provide relaxation on this and make minimum of years to Eight (8) years for client references.
1. Submissions will be reviewed based upon the information submitted pursuant to the requirements listed in Appendix A.
Can we include rate cards for both India- and US-based resources, or should we provide US rates only?
1. Resources must be located in the United States.
"G. Ink. Prices and notations must be typed or printed in ink." Can the State please confirm whether electronic submissions with digital signatures are acceptable?
1. Electronic submissions with digital signatures are permitted.
"Evidence of Financial Stability. Vendor’s RFP must provide evidence of Vendor’s financial stability as an indicator of Vendor’s ability to provide services irrespective of uneven cash flow." Could the State kindly clarify what specific documentation or information is required to demonstrate financial stability?
1. See Appendix A, MJB Submission Requirements, Section A.5., Evidence of Financial Stability of the RFP. A vendor’s documentation should indicate the ability of the vendor to provide the products and/or services a vendor’s response encompasses and any resulting obligations of agreements should the State enter into an agreement pursuant to the RFP process.
Could the State please clarify whether providing a financial statement alone is sufficient to meet the requirement for Section 5: Evidence of Financial Stability?
1. See Appendix A, MJB Submission Requirements, Section A.5., Evidence of Financial Stability of the RFP. A vendor’s documentation should indicate the ability of the vendor to provide the products and/or services a vendor’s response encompasses and any resulting obligations of agreements should the State enter into an agreement pursuant to the RFP process.
"G. Ink. Prices and notations must be typed or printed in ink." Can the State please clarify what is meant by "notations"?
1. Notations are additions, alterations, edits, comments, or other writings made to, or included with, a vendor’s response.
If vendors are required to submit financial statements, could the State please specify the reporting period or timeframe that should be covered?
1. See Appendix A, MJB Submission Requirements, Section A.5., Evidence of Financial Stability of the RFP. A vendor’s documentation should indicate the ability of the vendor to provide the products and/or services a vendor’s response encompasses and any resulting obligations of agreements should the State enter into an agreement pursuant to the RFP process.
"Upon request, provide STATE, the STATE with a copy of data security and privacy policies and audit procedures and proof of third-party audit of those procedures annually." Could the State kindly confirm that this is a post-award requirement?
1. Submissions will be reviewed based upon the information submitted pursuant to the requirements listed in Appendix A.
Regarding Section 4: Contract Terms – Acknowledgment of Appendix III and IV, could the State kindly clarify whether vendors are required to complete and submit Appendix III and IV with the proposal, or if simply acknowledging acceptance of the terms and conditions within the proposal is sufficient?
1. Submissions will be reviewed based upon the information submitted pursuant to the requirements listed in Appendix A.
Are there scores for the evaluation criteria?
1. All proposals will be reviewed based upon the information submitted per the requirements listed in the Request for Proposal.
Is this a new contract or an existing contract?
1. This is a new Request for Proposal.
Could vendors apply to one specific category or is it a requirement to apply to all categories?
1. Vendor should only respond for those skills that deems appropriate.
How many firms is the State looking to award?
1. There is no set number.
Is there any incumbent to this solicitation? If yes, could you please provide the information?
1. This is a new Request for Proposal.
Could the State please grant an extension on the due date?
1. The proposal submission date will not be extended.
Could the State please confirm that vendors can fill out proposal forms electronically?
1. Yes.
Does the State accept remote resources to work on this engagement?
1. Depends on the project and the need.
Does the State accept offshore resources to work on this engagement?
1. Resources must be located in the United States.
If the resources we provide at the time of proposal submission are not available at the time of a potential contract award could vendors replace them with equally qualified resources?
1. See Request for Proposal. This RFP is to be considered for inclusion in a Master Service Agreement to provide technical, infrastructure, application development, application, data science and machine learning services by specific vendor resources.
Is the estimated budget meant for all the vendors collectively? If so, what is the allocated budget for each vendor?
1. The Branch has not forecasted volumes as there are multiple variable factors in determining needs.
If a vendor exhausts their assigned budget, can the purchase order (PO) be extended with additional funds?
1. Depends on the project and the need.
Are the vendors allowed to subcontract at the Task Order Level?
1. Refer to Appendix III (Master Service Contract) and Appendix IV (Master Service Contract Work Order Contract) for the standard terms and conditions and contract terms.
How many departments will benefit from the MSA? Could you please share the list of those departments?
1. Depends on the project and the need.
Could the State please confirm whether the use of subcontractors is permitted under this solicitation?
1. Refer to Appendix III (Master Service Contract) and Appendix IV (Master Service Contract Work Order Contract) for the standard terms and conditions and contract terms.
Is the State looking for firms to source, vet, screen, and recruit the requested positions from the market or for firms to provide their in-house personnel to perform the services?
1. See Request for Proposal. This RFP is to be considered for inclusion in a Master Service Agreement to provide technical, infrastructure, application development, application support, data science and machine learning services by specific vendor resources.
Is the State looking for consulting services?
1. See Request for Proposal. This RFP is to be considered for inclusion in a Master Service Agreement to provide technical, infrastructure, application development, application support, data science and machine learning services by specific vendor resources.
Could the State kindly clarify if firms are required to bid under the three categories presented under section III CATEGORIES FOR CONSIDERATION (Technical/Infrastructure Skill, Application Development & Support, and Data Science & Machine Learning)?
1. Vendors should only respond for those skills that deems appropriate.
Could the State please clarify if firms are allowed to bid only for certain services within a category? For example, bidding only for Project Management and Business Analysis under the Application Support & Development category.
1. Vendors should only respond for those skills that deems appropriate.
Could the State kindly clarify what documentation firms should present to fulfill the Evidence of Financial Stability?
1. See Appendix A, MJB Submission Requirements, Section A.5., Evidence of Financial Stability of the RFP. A vendor’s documentation should indicate the ability of the vendor to provide the products and/or services a vendor’s response encompasses and any resulting obligations of agreements should the State enter into an agreement pursuant to the RFP process.
Under Appendix A MJB Submission Requirement, section B, client references are requested under both Sections 3 and 4. To ensure compliance, could the State confirm whether the same references may be submitted for both sections or if distinct references are required for each?
1. Submissions will be reviewed based upon the information submitted pursuant to the requirements listed in Appendix A.
Under Appendix A MJB Submission Requirement, section B, point 3 states: "include client name and contract information for which the vendor provided services resulting in the successful completion of the engagement, dates of engagement (acknowledging that these clients may be called upon as references)" Could the State please clarify the minimum of contracts that firms must provide under this section?
1. Submissions will be reviewed based upon the information submitted pursuant to the requirements listed in Appendix A. There is no minimum or maximum contracts expected.
Are references from ongoing projects allowed?
1. Yes, if the reference is from a client that the vendor has performed work for in the past three (3) years and that can attest to vendor ability to complete work as stated, as stated in the RFP, Appendix A, MJB Submission Requirements, Section B. Project-Related Submission Requirements, Section 5. Client References.
Are references from complete contracts allowed?
1. Yes, if the reference is from a client that the vendor has performed work for in the past three (3) years and that can attest to vendor ability to complete work as stated, as stated in the RFP, Appendix A, MJB Submission Requirements, Section B. Project-Related Submission Requirements, Section 5. Client References.
Are commercial references allowed?
1. Yes, however, as stated in the RFP, Appendix A, MJB Submission Requirements, Section B. Project-Related Submission Requirements, Section 5. Client References, proposals must include at least three (3) general client references with appropriate contact information that the vendor has performed work for in the past three (3) years and that can attest to vendor ability to complete work as stated.
Are references from a subcontractor allowed?
1. Yes, however, as stated in the RFP, Appendix A, MJB Submission Requirements, Section B. Project-Related Submission Requirements, Section 5. Client References, proposals must include at least three (3) general client references with appropriate contact information that the vendor has performed work for in the past three (3) years and that can attest to vendor ability to complete work as stated.
Under Appendix A MJB Submission Requirement, section B, point 5 states: "Information pertaining to any previous engagements Vendor has had with the State including: brief description of engagement, contract date, and State contact" Could the State please clarify if it is mandatory to have previous experience with the State in order to be responsive?
1. All proposals will be reviewed based upon the information submitted per the requirements listed in the Request for Proposal.
For Appendix B Vendor’s minimum and maximum per hour charges, could the State please clarify if the rates being requested are all-inclusive (fully burdened) hourly rates?
1. Submitted rates should be inclusive of all vendors potential candidates’ rates.
Are firms allowed to provide hourly bill rate ranges?
1. All proposals will be reviewed based upon the information submitted per the requirements listed in the Request for Proposal. Use Appendix B of the RFP for submission of minimum and maximum per hour charge rate.
Are firms required to provide health benefits? If so, will firms be reimbursed for this expense?
1. This is not a requirement in the RFP or resulting contract.
Are firms required to pay Holidays, PTO, Sick Leaves, etc., to the consultants placed? If so, will firms be reimbursed for this expense?
1. The terms of payment by the State shall only be for all services performed, transfer of rights, and goods or materials supplied.
How many hours are the consultants expected to work? Will there be any overtime involved?
1. Depends on the project and the need.
Are there vendors currently performing the services required in this solicitation? If yes, could the State please provide the incumbent information?
1. This is a new Request for Proposal.
What is the total not-to-exceed (NTE) budget for this contract?
1. The Branch has not forecasted volumes as there are multiple variable factors in determining needs.
Could the State kindly provide examples of the most frequently requested services under this solicitation over the past three years?
1. This is a new Request for Proposal.
Appendix A, Section B—Summary of Vendor Core/Major Competencies in Technical/Infrastructure, Application Support, and Data Science and Machine Learning Services—requests vendors to provide client contact information, which is a confidential information. Could you please advise on how we can submit this information so that it is not publicly available?
1. The RFP outlines what information may be submitted confidentially, and other than those delineated items, Vendors should not place any information in its proposal that it does not want revealed to the public. See Appendix A, MJB Submission Requirements, Section B. Project-Related Submission Requirements provides that each response must include the items listed therein, including the requested reference information, or the response may be excluded from moving through the next phase of response scoring.
Appendix B: Vendor Minimum and Maximum Charge contains confidential resource rates. Can Appendix B be submitted separately as a confidential document, while still being included as part of the complete submission?
1. No. The RFP outlines what information may be submitted confidentially; Vendors should not place any information in its proposal that it does not want revealed to the public. As stated in Appendix A, MJB Submission Requirements, Section A.5., Evidence of Financial Stability of the RFP, Please also note that if a vendor’s proposal leads to a contract, the following information will also be accessible to the public: the existence of any resulting contract, the parties to the contract, and the material terms of the contract, including price, projected term and scope of work.
The Workforce and Equal Pay Certification section in Appendix A ,states that vendors are required to submit Appendix I if the proposal exceeds $100,000. Since we are unable to determine at this stage whether the proposal value will exceed $100,000, are vendors still expected to include Appendix I as part of the complete submission?
1. Each response MUST include all requirements listed in both the General Requirements and Project and Related Submission Requirements outlined in Appendix A.
Appendix B: Client References- requests client contact information, which is confidential. Can we submit the client references separately as a confidential document, while still including them as part of the complete submission?
1. The RFP outlines what information may be submitted confidentially, and other than those delineated items, Vendors should not place any information in its proposal that it does not want revealed to the public. See Appendix A, MJB Submission Requirements, Section B. Project-Related Submission Requirements provides that each response must include the items listed therein, including the requested reference information, or the response may be excluded from moving through the next phase of response scoring.
Are vendors allowed to include an Executive Summary in the proposal to introduce the company and highlight value propositions?
1. All proposals will be reviewed based upon the information submitted per the requirements listed in the Request for Proposal.
What is the expected yearly spend on this contract?
1. The Branch has not forecasted volumes as there are multiple variable factors in determining needs.
How many awardee slots for this contract?
1. There is no set number.
What is average contract value for the task orders?
1. The Branch has not forecasted volumes as there are multiple variable factors in determining needs.
How many task orders are anticipated to be issued?
1. The Branch has not forecasted volumes as there are multiple variable factors in determining needs.
Sec II Part C: Do potential vendors need to be able to perform all three categories of work - IT Technical/Infrastructure Services, IT Application Development, and Support Services and/or Data Science & Machine Learning Services? Or is it acceptable to only perform 2 of 3 of the services such as IT Application Development and Support Services and/or Data Science & Machine Learning Services?
1. Vendor should only respond for those skills that deems appropriate.
Sec II Part D #2: For services exceeding $50,000, is there the ability to get an extension on the 3 to 10-day response windows for MSA vendors to submit a proposal?
1. Please see Appendix A, Section A.4 Contract Terms about requesting additions or exceptions to the standard terms and conditions and contract terms.
Does the work need to be accomplished by U.S. citizens?
1. Work must be performed by individuals who are legally authorized to work in the United States of America. See Appendix III. Sample Master Service Contract, Section XVII.A. Warranties, subsection 2. Professional Services; Status Conflicts of Interest. Additionally, in performing work pursuant to any subsequent contract, no cross-border activity is allowed by personnel or data, and State data will not be transferred, supported, or in any way processed outside of the continental United States. See Appendix III. Sample Master Service Contract, Section XII. Confidentiality, Disclosure of Use, subsection B. Data Privacy and Security.
Does the work need to be completed inside the U.S.?
1. Yes.
Does the work need to completed in MN?
1. Depends on the project and the need.
Would the state consider extending the RFP due date by two weeks to allow for adequate proposal collaboration once vendors have received the answers to questions?
1. The proposal submission date will not be extended.
If possible, we kindly request an extension with a revised due date of 5/6.
1. The proposal submission date will not be extended.
Can you please provide the Certificate holder details for the Certificate of Insurance (COI)

State of Minnesota
Minnesota Judicial Branch
Room 135
25 Rev. Dr. Martin Luther King Jr. Blvd.
St. Paul, Minnesota 55155

What is the estimated budget for the project over the term of the contract (July 1, 2025 – June 30, 2027)?
1. The Branch has not forecasted volumes as there are multiple variable factors in determining needs
What are the anticipated Full-Time Equivalent (FTE) requirements for the duration of the contract?
1. The Branch has not forecasted volumes as there are multiple variable factors in determining needs.
Can you provide an estimated number of FTEs for each service category (technical, infrastructure, application/support services, data science, machine learning)?
1. The Branch has not forecasted volumes as there are multiple variable factors in determining needs.
Who is the current incumbent vendor providing similar services to the SCAO?
1. This is a new Request for Proposal.
What are the reasons for considering new vendors for this project instead of renewing or extending the current contract with the incumbent?
1. This is a new Request for Proposal.
Can you provide a summary of past spending on similar services by the SCAO over the last three fiscal years?
1. Historical volume varies based on staff augmentation needs and budget per biennium. Previous spends across all MSA vendors have ranged from $3M - $5M per biennium.
What were the key challenges encountered in previous projects, and how can the new vendor address these challenges?
1. This is a new Request for Proposal.
Ref to, "Information pertaining to any previous engagements Vendor has had with the State including brief description of engagement, contract date, and State contact”. Please confirm if this is a part of the proposal evaluation criteria?
1. All proposals will be reviewed based upon the information submitted per the requirements listed in the Request for Proposal.