Arlington County Government Sealed Solicitation
Title: 23-DTS-RFP-201 System Integration Services for Oracle Cloud Enterprise Resource Planning (ERP)
Deadline: 8/31/2022 2:00 PM (UTC-05:00) Eastern Time (US & Canada)
Status: Awarded
Solicitation Number: 23-DTS-RFP-201
Description: The County is seeking the services of a qualified System Integrator (SI) to provide integration/implementation services to aid the County in implementing a comprehensive, fully integrated, out-of-the-box, configurable Oracle Cloud Enterprise Resource Planning (ERP) solution.
Pre-Bid Meeting Date: 7/26/2022 10:00 AM
Pre-Bid Meeting Details: Please sign up if you plan to attend the pre-bid meeting.
Documents:
Addition 1
Posted: 7/29/2022
Type of Addition: Addendum No. 1
Overview: Addendum No. 1 extends the Proposal due dates and answers vendor questions.
Deadline: 8/31/2022 2:00 PM
Documents:
Addition 2
Posted: 8/4/2022
Type of Addition: Addendum No. 2
Overview: Addendum No. 2 extends the question deadline date and revises the Scope of services Project Objectives.
Documents:
Addition 3
Posted: 8/11/2022
Type of Addition: Addendum No. 3
Overview: Addendum No. 3 revises Attachment A and answer vendor questions.
Documents:
Addition 4
Posted: 8/11/2022
Type of Addition: Addendum No. 4
Overview: Addendum No. 4 answers the vendor's questions.
Documents:
Addition 5
Posted: 8/19/2022
Type of Addition: Addendum No. 5
Overview: Addendum No. 5 answers vendor inquiries.
Documents:
Addition 6
Posted: 8/31/2022
Type of Addition: In Review
Addition 7
Posted: 1/26/2023
Type of Addition: Notice of Award Information
Overview: Awarded to: Sierra-Cedar, LLC
Documents:
Question 1
Posted: 7/19/2022
Question: We read that the County has requested for proof of authority to transact business in the state of VA in the proposals/prior to submitting the proposals. We respectfully request the County to consider if we can provide this requirement during shortlisting stage instead of the proposal submission stage.
Response: An addendum will be forthcoming to revise this language after the Preproposal Conference.
Question 2
Posted: 7/21/2022
Question: Attachment C is not posted (COUNTY BUSINESS FUNCTIONALITY MATRIX). Can you please provide
Response: Attachment C is part of the RFP, It is not a separate document. Please see page 64.
Question 3
Posted: 7/21/2022
Question: As part of Proposal, the Offeror shall include "...three ERP projects for a state or local government entity within the past five years for which your firm was the prime contractor" (page 20). Can we provide references to projects where we were the sole technical vendor (but not the project "prime")? Can these projects include implementation of an "on premise" solution (rather than Cloud)?
Response: No, the firm providing references to projects must be the prime contractor and an addendum will be forthcoming to revise the project implementation of an "on-premise" solution (rather than Cloud) language after the Preproposal Conference.
Question 4
Posted: 7/26/2022
Question: Would the County consider a seperate proposal response for Change Management Services given the importance of Change Management for this project?
Response: No, the County will not accept a separate proposal response for Change Management Services. The Offeror shall provide a proposed approach to implementing Change Management Services in their response to this RFP.
Question 5
Posted: 7/26/2022
Question: Will Arlington County consider granting a two-week extension of the proposal due date?
Response: Addendum No. 1 is forthcoming to extend the Proposal Due Date to August 31, 2022, at 2:00 PM Eastern Time.
Question 6
Posted: 7/26/2022
Question: Will the county consider an extension to the proposal submission deadline?
Response: Addendum No. 1 is forthcoming to extend the Proposal Due Date to August 31, 2022, at 2:00 PM Eastern Time.
Question 7
Posted: 7/27/2022
Question: Who is the current vendor that is providing Managed Service Support for the existing Oracle environment?
Response: Please Addendum No. 1 for the response.
Question 8
Posted: 7/27/2022
Question: Will the current Managed Service Support vendor be involved in supporting the selected implementation vendor on behalf of the County side?
Response: Please Addendum No. 1 for the response.
Question 9
Posted: 7/27/2022
Question: Is the current managed service vendor able to submit a response to this RFP?
Response: Please Addendum No. 1 for the response.
Question 10
Posted: 7/28/2022
Question: Considering that we only have another 15 more days before the submission , i want to request Arlington county to extend the RFP by at least 1 or 2 weeks.
Response: Addendum No. 1 is forthcoming to extend the Proposal Due Date to August 31, 2022, at 2:00 PM Eastern Time.
Question 11
Posted: 7/29/2022
Question: Was a migration assessment conducted? If so, will the County provide the assessment to vendors? Will the Firm who conducted the assessment be allowed to respond to this bid?
Response: Please Addendum No. 1 for the response.
Question 12
Posted: 7/29/2022
Question: Please let us know if all the activities are to be completed on-site at the County offices, or can some activities be completed at off-site or off-shore locations?
Response: Please Addendum No. 1 for the response.
Question 13
Posted: 7/29/2022
Question: What licenses are included in the Oracle Cloud Environment, apart from Oracle SaaS ERP, HCM and EPM? Does it include Oracle PaaS and OIC (Oracle Integration Cloud Enterprise Edition) and staging Database also ? Can the county confirm that all of these licenses will be directly procured by them and not to be included in vendor costing.
Response: Please Addendum No. 1 for the response.
Question 14
Posted: 7/29/2022
Question: Clarification request for PAST PERFORMANCE: "State or Local government entity" As part of the Proposal, the Offeror shall include "...three ERP projects for a state or local government entity within the past five years for which your firm was the prime contractor" (page 20). Can we provide references to projects where we were the prime contractor for projects that were completed in North America (including Canada) for the equivalent of a Canadian State or Local government entity?
Response: Please Addendum No. 1 for the response.
Question 15
Posted: 7/29/2022
Question: In reference to Attachment A-Perform General Accounting, What are the shortcomings leading to design of the sets of books and CoA structure ?
Response: Please Addendum No. 2 for the response.
Question 16
Posted: 7/29/2022
Question: How many Set of books, Legal Entities and Business Units are currently configured in Oracle EBS (PRISM)?
Response: Please Addendum No. 2 for the response.
Question 17
Posted: 7/29/2022
Question: How many Segments in COA needs to have multiple account hierarchies ? What is the total number of multiple account hierarchies ?
Response: Please Addendum No. 2 for the response.
Question 18
Posted: 7/29/2022
Question: Does Arlington County plan to use MFT for SFTP if not it is assumed that Arlington County will provide SFTP server
Response: Please Addendum No. 2 for the response.
Question 19
Posted: 7/29/2022
Question: In order to access the onpremise applications needed for integration , OIC needs to install agent. For that VM is required and Oracle Java license. Shall we assume Arlington County will provide that?
Response: Please Addendum No. 2 for the response.
Question 20
Posted: 7/29/2022
Question: Can you provide the total number of Arlington County employees and number of physical buildings that they will work from during the engagement?
Response: Please Addendum No. 2 for the response.
Question 21
Posted: 7/29/2022
Question: We will need common tools like SQL Developer, SOAP UI/POSTMAN, WINSCP . So will Arlington County provide us VDI with these tools installed or the applications will be accessible from vendor network and vendor needs to procure license for these supporting Tools?
Response: Please Addendum No. 2 for the response.
Question 22
Posted: 7/29/2022
Question: Where will be the tools for Data Conversion and migration installed ? and subsequently accessed by project team. Is it Oracle Infrastructure Cloud (OCI)?
Response: Please Addendum No. 2 for the response.
Question 23
Posted: 7/29/2022
Question: Current landscape uses MOVEIT. So does County plan to continue using it for file transfer?
Response: Please Addendum No. 2 for the response.
Question 24
Posted: 7/29/2022
Question: Is currently any integration/middleware tool being used for the integrations or all point to point?
Response: Please Addendum No. 2 for the response.
Question 25
Posted: 7/29/2022
Question: Referring S.No# 47 in HCM reqs tab of attachment A, we understand there is 'Reorganization' of the County structure' needed in proposed design' We would need more details to understand the scope of this change. Can the county share the details?
Response: Please Addendum No. 2 for the response.
Question 26
Posted: 7/29/2022
Question: Based on your procurement process and staffing availability, when would you like the implementation project to start?
Response: Response to be included in Addendum No. 3.
Question 27
Posted: 8/1/2022
Question: Does the COVID-19 VACCINATION MANDATE FOR CONTRACTORS apply to contractors working remotely from other countries as well?
Response: 19. COVID-19 Vaccination Policy for Contractors is to inform the Vendor Community that the County has a Covid-19 policy and encourage vendors to adhere to COVID regulations. The County does not require any actions from the Contractor.
Question 28
Posted: 8/1/2022
Question: Is there an expectation to replace any SplashBI reports with SaaS Cloud Reporting?
Response: Response to be included in Addendum No. 3.
Question 29
Posted: 8/1/2022
Question: Is there an expectation to make all Critical and Non-Critical reports being made available in SaaS Cloud?
Response: Response to be included in Addendum No. 3.
Question 30
Posted: 8/1/2022
Question: Please provide the business use for 'Fixed Assets Workflow: This is Fixed Assets workflow customization' customization
Response: Response to be included in Addendum No. 3.
Question 31
Posted: 8/1/2022
Question: Are you looking to use standard out-of-box integrations between EPM and SaaS Cloud ERP?
Response: Response to be included in Addendum No. 3.
Question 32
Posted: 8/3/2022
Question: Many Clients today have not implemented a multi-pillar implementation as part of a single project. Will the County accept four references total to demonstrate experience with single-pillar projects (e.g., references that are HCM only, Finance only, EPM only).
Response: Response to be included in Addendum No. 3.
Question 33
Posted: 8/3/2022
Question: 1. HCM process – Is the HR process centralized at one central location or decentralized at multiple locations? 2. General question -How many unions does Arlington County have? 3. General question – How many employees does Arlington County have? Please include Active and Retirees. 4. General question – Listed in the RFP indicates that PRISM is the system as the system of record with a number of applications having been implemented in R12. Can you provide a list of those applications example HR, Payroll, Compensation, Benefits? Are all the applications in R13 being replaced from HCM? 5. HCM question -Does every employee in the organization have a position? Can an employee n have multiple positions, if so how many positions can an employee have at one time? How does this affect the compensation planning process? 6. Payroll question – What is the payroll frequencies for the various payroll systems? Example weekly, biweekly, paid over 10 months etc. 7. Payroll question – Are Retirees paid through the Payroll system? 8. Time and Labor question- Is TeleStaff/Kronos used for all employees or just Police and Sheriffs ? Will this system be replaced with Cloud Time and Labor ? 9. Absence Management – How many different Absence plans are offered ? Are there different Absence plans for different groups? 10. Compensation question - For Compensation increases, do any groups of employees have grade step progression and if so how is the eligibility for those increases? Are these increases based on date of service or date of service in a position or a certain license or certification achieved? 11. Benefit Question – How are benefits currently processed? When is the open enrollment period? Are Benefits available for all personal? Are Retiree Benefits offered? Are COBRA Benefits offered? Is Open Enrollment a passive or active enrollment? 12. Performance Management question - Is Performance Management tied to compensation. Example does the performance process have to occur first before someone can get an increase or do the two processes stand-alone. Are goals associated with their performance process? 13. Recruiting/Onboarding – Is Taleo going to remain the Recruiting system and interface to Cloud or will the application be replaced by Cloud Recruiting, Does Arlington County have civil service requirements? 14. Learning – What system is currently being utilized for Learning? Will this application be implemented in Cloud?
Response: Response to be included in Addendum No. 3.
Question 34
Posted: 8/3/2022
Question: In reference to Attachment C- Our understanding is that Projects and Grants are not part of EBS - Please Confirm. The 'Current State Conceptual Architecture' does not show PPM as part of the product suite in Oracle 12.2.9 block
Response: Response to be included in Addendum No. 3.
Question 35
Posted: 8/3/2022
Question: In reference to Attachment A- Do we need to provide a response in the technical effort column only for customizable requirements ( c ) and third party requirements ( 3) or do we need to provide it for all the requirements including ( Y )?
Response: Response to be included in Addendum No. 3.
Question 36
Posted: 8/3/2022
Question: Does the SI Vendor need to include the number of environments or is it already discussed with Oracle during implementation phase ?
Response: Response to be included in Addendum No. 3.
Question 37
Posted: 8/3/2022
Question: In reference to Attachment A- Cross capability requirements- Who and How the environments will be managed during the implementation phase ?
Response: Response to be included in Addendum No. 3.
Question 38
Posted: 8/3/2022
Question: In reference to Attachment A Serial Number 7 highlights 'Build integrations and interfaces as per the requirements in Schedule A' Did the county mean this as per Attachment B?
Response: Response to be included in Addendum No. 3.
Question 39
Posted: 8/3/2022
Question: Please provide the details of the current County data warehouse
Response: Response to be included in Addendum No. 3.
Question 40
Posted: 8/3/2022
Question: Is the County planning on using Oracle Integration Cloud Service? If not is there a preferred interface management tool? Can we propose a recommendation?
Response: Response to be included in Addendum No. 3.
Question 41
Posted: 8/3/2022
Question: Is the County already using Azure AD?
Response: Response to be included in Addendum No. 3.
Question 42
Posted: 8/3/2022
Question: What are the licenses available with county to replicate data in near real time from Oracle Cloud?
Response: Response to be included in Addendum No. 3.
Question 43
Posted: 8/3/2022
Question: Does the current County data warehouse has all the data replicated from EBS and can be used to access data that will not be migrated ?
Response: Response to be included in Addendum No. 3.
Question 44
Posted: 8/3/2022
Question: Please let us know if Grants are maintained in the current system? If yes which system?
Response: Response to be included in Addendum No. 3.
Question 45
Posted: 8/3/2022
Question: Our understanding is that there will be no data conversion required for Projects and Grants - Please Confirm The Data conversion sheet does not list any Project/Grant/Contract related conversion How many (Approx Number) contract and project are maintained ?
Response: Response to be included in Addendum No. 3.
Question 46
Posted: 8/3/2022
Question: From the current system architecture we understand that budgets are maintained in EPBCS. Are project budgets maintained there ? If so, do we need to include Project Budgets in conversion?
Response: Response to be included in Addendum No. 3.
Question 47
Posted: 8/3/2022
Question: Please let us know if Grants are maintained in the current system? If yes which system?
Response: Response to be included in Addendum No. 3.
Question 48
Posted: 8/3/2022
Question: As per the envisioned future state eBuiler is to be retained. Will all integrations to/from eBuilder still be valid- Please validate.
Response: Response to be included in Addendum No. 3.
Question 49
Posted: 8/3/2022
Question: Do we have the list of controls around Compliance & Regulatory Affairs (e.g. internal audit, Sarbanes-Oxley, GASB) which needs to be managed and that is not currently supported in Oracle eBS (PRISM)?
Response: Response to be included in Addendum No. 3.
Question 50
Posted: 8/3/2022
Question: Referring attachment A,point#74,we understand currently there is a custom application used for 'Positions Lookup' however as part of proposed transformation , all the Positions will be used in Oracle Cloud HCM and will be referred in Oracle Recruitment for creating Position based Requisitions. Please confirm what would be source of truth for 'Positions'?
Response: Response to be included in Addendum No. 3.
Question 51
Posted: 8/3/2022
Question: We understand that currently we have 25 Interfaces as per current design in HCM applications. We assume that there is a scope of rationalization to this list. Some of these requirements will be met within capabilities of Oracle HCM Cloud. Please let us know if we should work on this rationalization in details?
Response: Response to be included in Addendum No. 3.
Question 52
Posted: 8/3/2022
Question: Referring S.No# 79 in HCM reqs tab of Attachment A, CV Parsing : parsing is possible but County Of Arlington needs a contract with the profile import partner in order to enable the service (e.g.: Textkernel, Talemetry). Do you have such kind of contract ?
Response: Response to be included in Addendum No. 3.
Question 53
Posted: 8/3/2022
Question: Referring S.No# 76 in HCM Reqs Attachment A, Can it be assumed that English is the only application language to be configured for Oracle Recruiting Cloud along with Offer Letters?
Response: Response to be included in Addendum No. 3.
Question 54
Posted: 8/3/2022
Question: We understand that COA currently has 51 critical and 24 Non -critical reports developed in the current HCM applications. We assume that there is a scope of rationalization to this list. Some of these reporting needs will also be met by the delivered screens, functionalities and delivered reports of the Oracle HCM Cloud. Please let us know if we should plan for this rationalization or should we plan for developing all these reports?
Response: Response to be included in Addendum No. 3.
Question 55
Posted: 8/3/2022
Question: As per Attachment B matrix in HCM, given modules are not used by most of the departments:- Manage Talent Acquisition Manage & Develop Talent Manage Compensation & Benefits Manage Employee Engagement Manage Risk & Employee Relations In the future state also the capabilities of all the departments will be same? Please confirm if the given applications will not be used by all departments within Oracle Cloud HCM?
Response: Response to be included in Addendum No. 3.
Question 56
Posted: 8/3/2022
Question: Referring #49, Does County of Arlington have different types of Employees? Are contractors also in scope? Please specify any further details for different Person types, if any.
Response: Response to be included in Addendum No. 3.
Question 57
Posted: 8/3/2022
Question: Referring #53 in HCM Reqs tab of Attachment A, Are we currently employing people under Contracts? Is Contract Management in scope?
Response:
Question 58
Posted: 8/4/2022
Question: • Are vendors allowed to propose for specific component services requested by the RFP? For example, may a vendor propose only to provide Project Management, Change Management and Training services? Our Firm has determined that in many cases it is beneficial for an additional consulting partner to support the efforts of the contracting agency. • If the vendor is proposing Project and Change Management Services only, must the vendor be an Oracle Certified Partner?
Response: Response to be included in Addendum No. 3.
Question 59
Posted: 8/4/2022
Question: • Is there a timeline for the project? When will the project start and end?
Response: Response to be included in Addendum No. 3.
Question 60
Posted: 8/4/2022
Question: • When will the award of winning vendors be announced?
Response: Response to be included in Addendum No. 3.
Question 61
Posted: 8/4/2022
Question: • Is there a published budget for the project?
Response: Response to be included in Addendum No. 3.
Question 62
Posted: 8/4/2022
Question: Referring #50 in HCM Reqs Attachment A, Does 'County of Arlington' utilize full Position Management functionality in their current system? For eg- Position sync functionality(Location, department, job etc. at assignment should sync with position)
Response: Response to be included in Addendum No. 3.
Question 63
Posted: 8/4/2022
Question: Referring #50 in HCM Reqs Attachment A, Is Funding and costing currently linked with Positions within Oracle EBS?
Response: Response to be included in Addendum No. 3.
Question 64
Posted: 8/4/2022
Question: Referring to HCM reqs in Attachment A, Our understanding is you will be using the standard proccesses for Goal/Performance management. Please confirm.
Response: Response to be included in Addendum No. 3.
Question 65
Posted: 8/4/2022
Question: Referring to HCM reqs in Attachment A, What are the different annual cycles for Talent processes e.g. Performance & Goal Cycle? Is the process will be same for all employees in the organization?
Response: Response to be included in Addendum No. 3.
Question 66
Posted: 8/4/2022
Question: Can you please confirm which system you are currently using for performance appraisals?
Response: Response to be included in Addendum No. 3.
Question 67
Posted: 8/4/2022
Question: Will there be a Talent review meeting every monthly, quarterly or annually for the employees to see their progress ?
Response: Response to be included in Addendum No. 3.
Question 68
Posted: 8/4/2022
Question: Referring to Attachment B- Account Payables, What is expected Architectural pattern in client to send check details file to Wells Fargo bank?
Response: Response to be included in Addendum No. 3.
Question 69
Posted: 8/4/2022
Question: Referring to Attachment B-Account payables- Please elaborate the existing functionality of ACGA HR-AP and Employee Update that needs to be implemented in ERP cloud.
Response: Response to be included in Addendum No. 3.
Question 70
Posted: 8/4/2022
Question: How are the employee expenses planned to be entered in to Oracle ERP cloud ?
Response: Response to be included in Addendum No. 3.
Question 71
Posted: 8/4/2022
Question: Referring to Attachment B-Account Payables- Can the county confirm if they are referring PCARD transaction as employee expenses.
Response: Response to be included in Addendum No. 3.
Question 72
Posted: 8/4/2022
Question: Please provide the requirement details regarding SLA changes needed by Arlington County to post details to GL.
Response: Response to be included in Addendum No. 3.
Question 73
Posted: 8/4/2022
Question: Please confirm the understanding, "The expense will be created in ERP cloud based on data entered on the ERP UI, however, the receipt attachments uploaded by End users will be uploaded to OnBase."
Response: Response to be included in Addendum No. 3.
Question 74
Posted: 8/4/2022
Question: Do you want to Store the receipts in both OnBase & ERP cloud OOB document repository ?
Response: Response to be included in Addendum No. 3.
Question 75
Posted: 8/4/2022
Question: Do we need to retrieve the receipts from Onbase application and show in ERP UI when end user visits ERP UI?
Response: Response to be included in Addendum No. 3.
Question 76
Posted: 8/4/2022
Question: Does OnBase expose any APIs to upload/Retrieve the documents ?
Response: Response to be included in Addendum No. 3.
Question 77
Posted: 8/5/2022
Question: A successful change management approach necessitates participation from Arlington County to review artifacts and co-execute activities, as needed. Who from Arlington County is committed to serving as the Change Manager’s business partner?
Response: Please reference Addendum No. 3
Question 78
Posted: 8/5/2022
Question: The RFP specifies ERP projects for three State and Local entities within the past five years as a requirement. For a firm proposing in a role limited to project and change management, will projects serving higher education and not-for-profit institutions be acceptable alternatives?
Response: Please reference Addendum No. 3
Question 79
Posted: 8/5/2022
Question: Invoices are created manually by end users from ERP UI and that point of time it needs to be validated that attachments are to be made mandatory. Please confirm.
Response: Please reference Addendum No. 3
Question 80
Posted: 8/5/2022
Question: What kind of PRISM GL data needs to be synced to DES tables. Please provide details.
Response: Please reference Addendum No. 3
Question 81
Posted: 8/5/2022
Question: From how many ERP screens the OnBase application needs to be launched?
Response: Please reference Addendum No. 3
Question 82
Posted: 8/5/2022
Question: The Onbase application UI is developed on which technology?
Response: Please reference Addendum No. 3
Question 83
Posted: 8/5/2022
Question: Referring to Attachment C- Future state conceptual architecture-Whether the Solicitation Mgmt. mentioned under the Oracle ERP Cloud refers to Cloud Sourcing module or any other module?
Response: Please reference Addendum No. 3
Question 84
Posted: 8/5/2022
Question: There was a requirement #66 in SS&P Reqs Attachment A, regarding the Quality check and inspections where as in future state conceptual architecture there was no mention of Quality module. Kindly confirm on whether the inspection will happen outside of Oracle cloud application.
Response: Please reference Addendum No. 3
Question 85
Posted: 8/5/2022
Question: Referring S.No 97,98,100 in HCM reqs Attachment A,seems Oracle Time and Labor is in scope within this transformation? When we refer Appendix B, Current State app inventory tab, we found 2 different package (Telestaff, Time Clock Plus) is used currently for Time Management. We would need more details on this. In case if Oracle Time & Labor would be implemented in full as part of this program and if any integration would be needed from external system?
Response: Please reference Addendum No. 3
Question 86
Posted: 8/5/2022
Question: Referring HCM Architecture diagram, what capabilities/functionalities are we expecting within Oracle HCM Cloud to handle 'Risk & Employee Relations'? Is it HR Helpdesk?
Response: Please reference Addendum No. 3
Question 87
Posted: 8/5/2022
Question: Referring S.No 99 in HCM Reqs, do we have complex workflow approval process in Onboarding? How many transactions have approvals ?
Response: Please reference Addendum No. 3
Question 88
Posted: 8/5/2022
Question: What are the different annual cycles for various HR processes e.g. Performance & Goal Cycle, Compensation, Increment, Leave, Benefits enrollments etc.?
Response: Please reference Addendum No. 3
Question 89
Posted: 8/5/2022
Question: Referring to HCM Reqs S.No31, Please provide the list of all payrolls across all countries and business? What are the Payroll frequencies for each of these Payrolls?
Response: Please reference Addendum No. 3
Question 90
Posted: 8/8/2022
Question: Regarding Attachment A - Functional and technical Requirements, Cross-Capability Reqs tab, Excel row 7 states: "Build integrations and interfaces as per the requirements in Schedule A." Will the County please provide vendors with Schedule A document?
Response: Please reference Addendum No. 3
Question 91
Posted: 8/8/2022
Question: Referring to Attachment B, Customizations and extensions- What customization to workflow is expected in case of RICE. Please Elaborate.
Response: Please reference Addendum No. 3
Question 92
Posted: 8/8/2022
Question: Referring to Attachment C, the Vendor Registry 3rd party reference is missing in the future architecture whereas it is referred in the current state conceptual architecture. Please confirm if this was omitted by mistake in the future architecture?
Response: Please reference Addendum No. 3
Question 93
Posted: 8/8/2022
Question: Referring to Attachment B , Data conversion, Can the county confirm whether the number of records comprises of only open POs and PRs?
Response: Please reference Addendum No. 3
Question 94
Posted: 8/8/2022
Question: Where is the Chart of Accounts currently maintained ? Is DRM (Data Relationship Management) being used to maintain Chart of Accounts ?
Response: Please reference Addendum No. 3
Question 95
Posted: 8/8/2022
Question: Referring to Attachment A-Manage budgeting and planning- How complex is the Approval workflow process including Number of levels in the workflow?
Response: Please reference Addendum No. 3
Question 96
Posted: 8/8/2022
Question: Referring to Attachment A, Manage Budgeting and planning tab Q 21, Please provide more details about "Maintain management structure and cost center owners " ? Is this related to Security ?
Response: Please reference Addendum No. 3
Question 97
Posted: 8/8/2022
Question: Referring to Attachment A, Manage Budgeting and planning tab Q 22, Is this Requirement about Drill through from Planning application to Oracle GL to view transaction data ?
Response: Please reference Addendum No. 3
Question 98
Posted: 8/8/2022
Question: Referring to Attachment A, Manage Budgeting and planning tab Q 25, Please provide more details about "Transferring time and associated cost based on individual staff projected utilization" ?
Response: Please reference Addendum No. 3
Question 99
Posted: 8/8/2022
Question: Referring to Attachment A, Manage Budgeting and planning tab, Please let us know the the number of reports that need to be built, number of users using these reports and frequency of usage?
Response: Please reference Addendum No. 3
Question 100
Posted: 8/8/2022
Question: Referring to Attachment B, Manage Budgeting and planning , How complex is the security set up in Planning applications ?
Response: Please reference Addendum No. 3
Question 101
Posted: 8/8/2022
Question: Referring to Attachment A HCM reqs # 26 -can the county share more details on W2 reporting and contribution controls? Is it a report in current system or a custom form?
Response: Please reference Addendum No. 3
Question 102
Posted: 8/8/2022
Question: Referring to Attachment A HCM reqs #31 What are the different pay periods? Please provide the list of all payrolls across all counties and business? What are the Payroll frequencies for each of these Payrolls?
Response: Please reference Addendum No. 3
Question 103
Posted: 8/8/2022
Question: Referring to Attachment A HCM reqs #34,Wh at are 45b,457 Roth and 401a(ARP),are these different Benefit plans? If yes, what is the eligibility rule for these?
Response: Please reference Addendum No. 3
Question 104
Posted: 8/8/2022
Question: Referring to Attachment A HCM reqs #40, 43, 105 - Can the County share more details on 457, 457R, 401a Loan administration?
Response: Please reference Addendum No. 3
Question 105
Posted: 8/8/2022
Question: Referring to Attachment A HCM reqs, #97, Which third party application integration with OTL is needed?
Response: Please reference Addendum No. 3
Question 106
Posted: 8/8/2022
Question: Referring to Attachment A HCM reqs, We understand from Attachment C, all 29 departments use currrent Recruitment system and assumption is Oracle Recruitment cloud will be implemented for all of these,please confirm. We would also need more details like how many requisition templates, career sites, offer management process (language to consider),etc to understand the scope of Recruitment module.
Response: Please reference Addendum No. 3
Question 107
Posted: 8/8/2022
Question: Referring to Attachment A, Finance Reqs, Row No. 73 "Ability to use one CoA for all departments, utilizing automated inter-department transactions, and common paymaster" - Can you please elaborate is this something to do with allocations?
Response: Please reference Addendum No. 3
Question 108
Posted: 8/9/2022
Question: Referring to Attachment A, Finance Reqs, Row No. 86 "Maintain project level cash and fund balances" Please elaborate more to understand the requirement.
Response: Please reference Addendum No. 3
Question 109
Posted: 8/9/2022
Question: Referring to Attachment B Customizations and extensions, Account Payables, Row No 6 : Need more details regarding SLA Changes which are required on fusion financials.
Response: Please reference Addendum No. 3
Question 110
Posted: 8/9/2022
Question: Referring to Attachment B Customizations and extensions, Account Payables, Row No 11 : Need more details regarding fixed asset workflow customization to check if it is feasible or not in fusion.
Response: Please reference Addendum No. 3
Question 111
Posted: 8/9/2022
Question: Referring to Attachment A, HCM reqs- Is there any Case management tools you are using for EMR requests. If yes, will there be any integration between the current case management tools and HR Helpdesk.
Response: Please reference Addendum No. 3
Question 112
Posted: 8/9/2022
Question: Referring to Attachment A, HCM reqs, Do you want to transfer all the employee data integrated with Case management tool to Oracle Cloud?
Response: Please reference Addendum No. 3
Question 113
Posted: 8/9/2022
Question: Referring to Attachment B, current integrations, Please provide the details of the volumes catered by the integrations.
Response: Please reference Addendum No. 3
Question 114
Posted: 8/9/2022
Question: Referring to Attachment B, Customizations and extensions, Please provide the details of the volumes catered by the customizations and Extensions.
Response: Please reference Addendum No. 3
Question 115
Posted: 8/9/2022
Question: How will SI vendor get access to Arlington county application ? Is it through VDI ? Please specify
Response: Please reference Addendum No. 3
Question 116
Posted: 8/9/2022
Question: Referring to Attachment A, HCM reqs #72 We would need more details on Community Service Initiatives . How it is handled currently? Is Oracle Work Life in scope?
Response: Please reference Addendum No. 3
Question 117
Posted: 8/9/2022
Question: Referring to Attachment B, Customizations and extensions, In Arlington county, how many different kinds of check formats need to be developed to be included in Wells Fargo Payment File?
Response: Please reference Addendum No. 4
Question 118
Posted: 8/9/2022
Question: Referring to Attachment B Data conversion- Do you have any attachments(FILES) which need to be migrated from EBS to Cloud ?
Response: Please reference Addendum No. 4
Question 119
Posted: 8/9/2022
Question: Referring to Attachment B Data Conversion- All HCM data is confidential what security/encoding are used for data files?
Response: Please reference Addendum No. 4
Question 120
Posted: 8/9/2022
Question: Referring to Attachment B Data Conversion, We don't see any entity for Attachments. could you please share counts for each entity - attachment. If you have ?
Response: Please reference Addendum No. 4
Question 121
Posted: 8/9/2022
Question: Referring to Attachment B Data Conversion, Counts provided all only Open AR/Open AP/Open Purchase Order/PR or include all?
Response: Please reference Addendum No. 4
Question 122
Posted: 8/9/2022
Question: Referring to Attachment B Data Conversion, Only Open AR/Open AP/Open Purchase Order/PR need to be migrated or all should be migrated?
Response: Please reference Addendum No. 4
Question 123
Posted: 8/9/2022
Question: Are there any tools already in place for data extraction + transformation needs for data Conversion?
Response: Please reference Addendum No. 4
Question 124
Posted: 8/9/2022
Question: Does the data conversion team need to extract the data from source EBS ?
Response: Please reference Addendum No. 4
Question 125
Posted: 8/9/2022
Question: Does data Conversion team need to do any data cleansing?
Response: Please reference Addendum No. 4
Question 126
Posted: 8/9/2022
Question: There was mention of providing Self-Service application to Vendor , whether Fusion Supplier Portal can be proposed to achieve this requirement as the module is not mentioned in the future state ?
Response: Please reference Addendum No. 4
Question 127
Posted: 8/9/2022
Question: Referring to Attachment A, Finance reqs, How many segments are being used in COA currently, please name those segments and also let us know if COA are synchronized across finance applications.
Response: Please reference Addendum No. 4
Question 128
Posted: 8/9/2022
Question: Referring to Attachment A, Manage Budgeting and Planning, How many modules are currently configured within EPBCS application ?Are they all Out of the Box modules or any custom modules ? Are there any new business processes to be built-in in the new application that are different from the existing processes?
Response: Please reference Addendum No. 4
Question 129
Posted: 8/9/2022
Question: Referring to Attachment A, Manage Budgeting and Planning, What is the Current Forecast & Budgeting life Cycle and the level ?
Response: Please reference Addendum No. 4
Question 130
Posted: 8/9/2022
Question: Referring to Attachment A, Manage Budgeting and Planning, Is the current system configured with Version Management & Approval workflow process ?
Response: Please reference Addendum No. 4
Question 131
Posted: 8/9/2022
Question: Referring to Attachment A, Manage Budgeting and Planning, How the external sources are integrated with EPBCS modules ? Is it direct or file based integration ? Frequency of data and Meta data load ?
Response: Please reference Addendum No. 4
Question 132
Posted: 8/10/2022
Question: Referring to Section V proposal requirement of the RFP, "Describe your approach to project communication". Does this refer to project communication in an usual PMO framework e.g. status reporting, project meetings, escalation paths etc. or is it related to communication in an OCM context?
Response: Please reference Addendum No. 4
Question 133
Posted: 8/10/2022
Question: Please confirm if there is only one department 'Environmental Services' that will use Projects and Grants?
Response: Please reference Addendum No. 4
Question 134
Posted: 8/10/2022
Question: Referring to Attachment C Future State Conceptual Architecture- Please clarify if the integration to bring in Change order from PRISM to Ebuilder is required; If so , what details are required to be interfaced?
Response: Please reference Addendum No. 4
Question 135
Posted: 8/10/2022
Question: What kind of Technical training is expected for technical leads of the County apart from knowledge transfer during hypercare?
Response: Please reference Addendum No. 4
Question 136
Posted: 8/11/2022
Question: Is Arlington willing to allow vendors the ability to reference the terms of an already negotiated agreement (CSA)?
Response: Please reference Addendum No. 4
Question 137
Posted: 8/11/2022
Question: How many HCM users, self-service ERP users, and self-service Procurement users (i.e. requesters) do you expect to have in the new system?
Response: County has approximately 195 HCM users, 4543 self-service users and 319 Procurement users in our current EBS system. Please refer to User Mapping tab in Attachment B for more details on user counts. We expect to have similar user counts in the new system.
Question 138
Posted: 8/11/2022
Question: Will Arlington require all contract terms and conditions to flow down to subcontractors?
Response: The County does not contract with subcontractors. The terms regarding subcontractors are the sole responsibility of the Offeror submitting the proposal. The Offeror submitting the proposal and being awarded the contract is responsible for all the work.
Question 139
Posted: 8/12/2022
Question: Referring to Attachment B, Customizations and Extensions- please confirm the functionality that is expected is to upload the receipts in OnBase by invoking existing page of OnBase when users create Expense reports in ERP cloud.
Response: Please see Addendum No. 5.
Question 140
Posted: 8/12/2022
Question: Referring to Attachment B, Customizations and Extensions, It is assumed that URL of OnBase application that needs to be invoked from ERP cloud custom hyperlink for Receipt upload accepts parameters in the URL. Please confirm. If not then please specify how it is being done?
Response: Please see Addendum No. 5.
Question 141
Posted: 8/12/2022
Question: Please confirm that any changes needed in Onbase application to integrate with ERP, will be taken up by existing team supporting Onbase.
Response: Please see Addendum No. 5.
Question 142
Posted: 8/12/2022
Question: Is OnBase application present in public/open internet (not behind firewall/accessible only in Arlington county network/intranet/VPN)? If it is needed then, Will Arlington county ensure that Onbase is accessible outside Arlington county network i.e. on public internet?
Response: Please see Addendum No. 5.
Question 143
Posted: 8/12/2022
Question: Is MOVEIT File server hosted on cloud or on-premise? Please clarify.
Response: Please see Addendum No. 5.
Question 144
Posted: 8/12/2022
Question: Can County share what was the number of regression test cases/scripts used during 12.1.3 to 12.2.9 upgrade in 2021 for PRISM technical upgrade?
Response: Please see Addendum No. 5.
Question 145
Posted: 8/12/2022
Question: Can county confirm if county successfully used any automated testing previously during PRISM technical upgrade and what is the automation tool being used?
Response: Please see Addendum No. 5.
Question 146
Posted: 8/12/2022
Question: "The testing automation deliverable should be configured so that it can be used in the future for regular quarterly releases or any further internal configuration to the system." Can county please confirm if they have technical team available to maintain the automated scripts once delivered for making necessary changes to align to internal configuration changes?
Response: Please see Addendum No. 5.
Question 147
Posted: 8/12/2022
Question: It is unclear to us if Payroll is in Scope? If yes, how many bargaining units and unions?
Response: Please see Addendum No. 5.
Question 148
Posted: 8/12/2022
Question: What are the two sets of books and two business units (operating units) used for?
Response: Please see Addendum No. 5.
Question 149
Posted: 8/12/2022
Question: Is the implementation of Cloud EPM in scope?
Response: Please see Addendum No. 5.
Question 150
Posted: 8/16/2022
Question: Arlington County – RFP for System Integration Services for Oracle Cloud ERP Implementation General 1. What is the expected timeline and milestones to complete this project? 2. Is Vendor allowed to bring their own tools/knowledge repository to help conduct the assessment during the requirements and gathering phase? 3. Please let us know the Business/Technical SME availability from the county for this engagement. 4. Are there any out of region DR/Backup requirements? Current State 5. Do you have current state business process documented? If so, what are level of details present (L1, L2 or L3 business process flows) 6. Do you have the current state technical architecture representing the data flows and integration with other applications? 7. Please share the current state inventory i.e., no of users, no of processes, no of customizations, no of reports etc. 8. What is the current process to maintain the documents of records such as birth certificates, resignation letters, qualification documents, contract letters, etc.? 9. What is the current process to print payslips / w2 for Active Employees and Ex-employees? 10. What is the current process to upload the files to Benefit Carriers? 11. Is Enterprise Command Centre / Payroll Command Centre configured in the current system? Data Integrations/Migration 12. Can you please share the list of data sources that are in scope for data migration? Also, please share the size and format (.csv, RDBMS etc..) of data. 13. What are the current data retention policies and future requirements? 14. “Configure and Build the integration with the County Datawarehouse” – as mentioned in Attachment A as Cross-capability requirements; Can you please share the details of County DWH environment and no of jobs feeding the DWH? 15. How many years of data will be transferred to the Cloud? What is the plan to maintain the history data that is not transferred to Cloud and what are the options to refer to this data in future? HCM 16. Can you please share the employees/contractor/partners etc. volume in scope for HCM implementation? 17. Are you currently leveraging any third-party systems for payroll? If so, please share the details. 18. Is Separation initiated by HR Team or their supervisors? Security 19. Do you have any specific compliance/data security requirements that may require you to provide services internally?
Response: Please see Addendum No. 5.
Question 151
Posted: 8/17/2022
Question: Referring to Attachment B Customizations and Extensions, Is Onbase application currently having SSO enabled with same Active Directory (AD) of Arlington county which Fusion Cloud will use. If not , can we assume that Arlington County will get the SSO enabled for Onbase application?
Response: Please see Addendum No. 5.
Question 152
Posted: 8/17/2022
Question: Referring to Attachment D- Cost proposal, Can the County confirm if the rate card will be applicable for any additional future work? Since we are submitting a fixed price for the actual implementation?
Response: Please see Addendum No. 5.
Question 153
Posted: 8/17/2022
Question: Is the County willing to make amendments to clause 9 *payment of Subcontractors? Can 7 days be modified to 30 days?
Response: The RFP is clear for any Terms and Conditions with an *, there will no negotiation of terms.
Question 154
Posted: 8/17/2022
Question: Is there any requirement to have third party tool for formatting/generating any document like invoice/payment receipt for history reporting?
Response: Please refer to the requirements of the RFP.
Posted: 7/29/2022
Type of Addition: Addendum No. 1
Overview: Addendum No. 1 extends the Proposal due dates and answers vendor questions.
Deadline: 8/31/2022 2:00 PM
Documents:
Posted: 8/4/2022
Type of Addition: Addendum No. 2
Overview: Addendum No. 2 extends the question deadline date and revises the Scope of services Project Objectives.
Documents:
Posted: 8/11/2022
Type of Addition: Addendum No. 3
Overview: Addendum No. 3 revises Attachment A and answer vendor questions.
Documents:
Posted: 8/11/2022
Type of Addition: Addendum No. 4
Overview: Addendum No. 4 answers the vendor's questions.
Documents:
Posted: 8/19/2022
Type of Addition: Addendum No. 5
Overview: Addendum No. 5 answers vendor inquiries.
Documents:
Posted: 8/31/2022
Type of Addition: In Review
Posted: 1/26/2023
Type of Addition: Notice of Award Information
Overview: Awarded to: Sierra-Cedar, LLC
Documents:
Posted: 7/19/2022
Question: We read that the County has requested for proof of authority to transact business in the state of VA in the proposals/prior to submitting the proposals. We respectfully request the County to consider if we can provide this requirement during shortlisting stage instead of the proposal submission stage.
Response: An addendum will be forthcoming to revise this language after the Preproposal Conference.
Posted: 7/21/2022
Question: Attachment C is not posted (COUNTY BUSINESS FUNCTIONALITY MATRIX). Can you please provide
Response: Attachment C is part of the RFP, It is not a separate document. Please see page 64.
Posted: 7/21/2022
Question: As part of Proposal, the Offeror shall include "...three ERP projects for a state or local government entity within the past five years for which your firm was the prime contractor" (page 20). Can we provide references to projects where we were the sole technical vendor (but not the project "prime")? Can these projects include implementation of an "on premise" solution (rather than Cloud)?
Response: No, the firm providing references to projects must be the prime contractor and an addendum will be forthcoming to revise the project implementation of an "on-premise" solution (rather than Cloud) language after the Preproposal Conference.
Posted: 7/26/2022
Question: Would the County consider a seperate proposal response for Change Management Services given the importance of Change Management for this project?
Response: No, the County will not accept a separate proposal response for Change Management Services. The Offeror shall provide a proposed approach to implementing Change Management Services in their response to this RFP.
Posted: 7/26/2022
Question: Will Arlington County consider granting a two-week extension of the proposal due date?
Response: Addendum No. 1 is forthcoming to extend the Proposal Due Date to August 31, 2022, at 2:00 PM Eastern Time.
Posted: 7/26/2022
Question: Will the county consider an extension to the proposal submission deadline?
Response: Addendum No. 1 is forthcoming to extend the Proposal Due Date to August 31, 2022, at 2:00 PM Eastern Time.
Posted: 7/27/2022
Question: Who is the current vendor that is providing Managed Service Support for the existing Oracle environment?
Response: Please Addendum No. 1 for the response.
Posted: 7/27/2022
Question: Will the current Managed Service Support vendor be involved in supporting the selected implementation vendor on behalf of the County side?
Response: Please Addendum No. 1 for the response.
Posted: 7/27/2022
Question: Is the current managed service vendor able to submit a response to this RFP?
Response: Please Addendum No. 1 for the response.
Posted: 7/28/2022
Question: Considering that we only have another 15 more days before the submission , i want to request Arlington county to extend the RFP by at least 1 or 2 weeks.
Response: Addendum No. 1 is forthcoming to extend the Proposal Due Date to August 31, 2022, at 2:00 PM Eastern Time.
Posted: 7/29/2022
Question: Was a migration assessment conducted? If so, will the County provide the assessment to vendors? Will the Firm who conducted the assessment be allowed to respond to this bid?
Response: Please Addendum No. 1 for the response.
Posted: 7/29/2022
Question: Please let us know if all the activities are to be completed on-site at the County offices, or can some activities be completed at off-site or off-shore locations?
Response: Please Addendum No. 1 for the response.
Posted: 7/29/2022
Question: What licenses are included in the Oracle Cloud Environment, apart from Oracle SaaS ERP, HCM and EPM? Does it include Oracle PaaS and OIC (Oracle Integration Cloud Enterprise Edition) and staging Database also ? Can the county confirm that all of these licenses will be directly procured by them and not to be included in vendor costing.
Response: Please Addendum No. 1 for the response.
Posted: 7/29/2022
Question: Clarification request for PAST PERFORMANCE: "State or Local government entity" As part of the Proposal, the Offeror shall include "...three ERP projects for a state or local government entity within the past five years for which your firm was the prime contractor" (page 20). Can we provide references to projects where we were the prime contractor for projects that were completed in North America (including Canada) for the equivalent of a Canadian State or Local government entity?
Response: Please Addendum No. 1 for the response.
Posted: 7/29/2022
Question: In reference to Attachment A-Perform General Accounting, What are the shortcomings leading to design of the sets of books and CoA structure ?
Response: Please Addendum No. 2 for the response.
Posted: 7/29/2022
Question: How many Set of books, Legal Entities and Business Units are currently configured in Oracle EBS (PRISM)?
Response: Please Addendum No. 2 for the response.
Posted: 7/29/2022
Question: How many Segments in COA needs to have multiple account hierarchies ? What is the total number of multiple account hierarchies ?
Response: Please Addendum No. 2 for the response.
Posted: 7/29/2022
Question: Does Arlington County plan to use MFT for SFTP if not it is assumed that Arlington County will provide SFTP server
Response: Please Addendum No. 2 for the response.
Posted: 7/29/2022
Question: In order to access the onpremise applications needed for integration , OIC needs to install agent. For that VM is required and Oracle Java license. Shall we assume Arlington County will provide that?
Response: Please Addendum No. 2 for the response.
Posted: 7/29/2022
Question: Can you provide the total number of Arlington County employees and number of physical buildings that they will work from during the engagement?
Response: Please Addendum No. 2 for the response.
Posted: 7/29/2022
Question: We will need common tools like SQL Developer, SOAP UI/POSTMAN, WINSCP . So will Arlington County provide us VDI with these tools installed or the applications will be accessible from vendor network and vendor needs to procure license for these supporting Tools?
Response: Please Addendum No. 2 for the response.
Posted: 7/29/2022
Question: Where will be the tools for Data Conversion and migration installed ? and subsequently accessed by project team. Is it Oracle Infrastructure Cloud (OCI)?
Response: Please Addendum No. 2 for the response.
Posted: 7/29/2022
Question: Current landscape uses MOVEIT. So does County plan to continue using it for file transfer?
Response: Please Addendum No. 2 for the response.
Posted: 7/29/2022
Question: Is currently any integration/middleware tool being used for the integrations or all point to point?
Response: Please Addendum No. 2 for the response.
Posted: 7/29/2022
Question: Referring S.No# 47 in HCM reqs tab of attachment A, we understand there is 'Reorganization' of the County structure' needed in proposed design' We would need more details to understand the scope of this change. Can the county share the details?
Response: Please Addendum No. 2 for the response.
Posted: 7/29/2022
Question: Based on your procurement process and staffing availability, when would you like the implementation project to start?
Response: Response to be included in Addendum No. 3.
Posted: 8/1/2022
Question: Does the COVID-19 VACCINATION MANDATE FOR CONTRACTORS apply to contractors working remotely from other countries as well?
Response: 19. COVID-19 Vaccination Policy for Contractors is to inform the Vendor Community that the County has a Covid-19 policy and encourage vendors to adhere to COVID regulations. The County does not require any actions from the Contractor.
Posted: 8/1/2022
Question: Is there an expectation to replace any SplashBI reports with SaaS Cloud Reporting?
Response: Response to be included in Addendum No. 3.
Posted: 8/1/2022
Question: Is there an expectation to make all Critical and Non-Critical reports being made available in SaaS Cloud?
Response: Response to be included in Addendum No. 3.
Posted: 8/1/2022
Question: Please provide the business use for 'Fixed Assets Workflow: This is Fixed Assets workflow customization' customization
Response: Response to be included in Addendum No. 3.
Posted: 8/1/2022
Question: Are you looking to use standard out-of-box integrations between EPM and SaaS Cloud ERP?
Response: Response to be included in Addendum No. 3.
Posted: 8/3/2022
Question: Many Clients today have not implemented a multi-pillar implementation as part of a single project. Will the County accept four references total to demonstrate experience with single-pillar projects (e.g., references that are HCM only, Finance only, EPM only).
Response: Response to be included in Addendum No. 3.
Posted: 8/3/2022
Question: 1. HCM process – Is the HR process centralized at one central location or decentralized at multiple locations? 2. General question -How many unions does Arlington County have? 3. General question – How many employees does Arlington County have? Please include Active and Retirees. 4. General question – Listed in the RFP indicates that PRISM is the system as the system of record with a number of applications having been implemented in R12. Can you provide a list of those applications example HR, Payroll, Compensation, Benefits? Are all the applications in R13 being replaced from HCM? 5. HCM question -Does every employee in the organization have a position? Can an employee n have multiple positions, if so how many positions can an employee have at one time? How does this affect the compensation planning process? 6. Payroll question – What is the payroll frequencies for the various payroll systems? Example weekly, biweekly, paid over 10 months etc. 7. Payroll question – Are Retirees paid through the Payroll system? 8. Time and Labor question- Is TeleStaff/Kronos used for all employees or just Police and Sheriffs ? Will this system be replaced with Cloud Time and Labor ? 9. Absence Management – How many different Absence plans are offered ? Are there different Absence plans for different groups? 10. Compensation question - For Compensation increases, do any groups of employees have grade step progression and if so how is the eligibility for those increases? Are these increases based on date of service or date of service in a position or a certain license or certification achieved? 11. Benefit Question – How are benefits currently processed? When is the open enrollment period? Are Benefits available for all personal? Are Retiree Benefits offered? Are COBRA Benefits offered? Is Open Enrollment a passive or active enrollment? 12. Performance Management question - Is Performance Management tied to compensation. Example does the performance process have to occur first before someone can get an increase or do the two processes stand-alone. Are goals associated with their performance process? 13. Recruiting/Onboarding – Is Taleo going to remain the Recruiting system and interface to Cloud or will the application be replaced by Cloud Recruiting, Does Arlington County have civil service requirements? 14. Learning – What system is currently being utilized for Learning? Will this application be implemented in Cloud?
Response: Response to be included in Addendum No. 3.
Posted: 8/3/2022
Question: In reference to Attachment C- Our understanding is that Projects and Grants are not part of EBS - Please Confirm. The 'Current State Conceptual Architecture' does not show PPM as part of the product suite in Oracle 12.2.9 block
Response: Response to be included in Addendum No. 3.
Posted: 8/3/2022
Question: In reference to Attachment A- Do we need to provide a response in the technical effort column only for customizable requirements ( c ) and third party requirements ( 3) or do we need to provide it for all the requirements including ( Y )?
Response: Response to be included in Addendum No. 3.
Posted: 8/3/2022
Question: Does the SI Vendor need to include the number of environments or is it already discussed with Oracle during implementation phase ?
Response: Response to be included in Addendum No. 3.
Posted: 8/3/2022
Question: In reference to Attachment A- Cross capability requirements- Who and How the environments will be managed during the implementation phase ?
Response: Response to be included in Addendum No. 3.
Posted: 8/3/2022
Question: In reference to Attachment A Serial Number 7 highlights 'Build integrations and interfaces as per the requirements in Schedule A' Did the county mean this as per Attachment B?
Response: Response to be included in Addendum No. 3.
Posted: 8/3/2022
Question: Please provide the details of the current County data warehouse
Response: Response to be included in Addendum No. 3.
Posted: 8/3/2022
Question: Is the County planning on using Oracle Integration Cloud Service? If not is there a preferred interface management tool? Can we propose a recommendation?
Response: Response to be included in Addendum No. 3.
Posted: 8/3/2022
Question: Is the County already using Azure AD?
Response: Response to be included in Addendum No. 3.
Posted: 8/3/2022
Question: What are the licenses available with county to replicate data in near real time from Oracle Cloud?
Response: Response to be included in Addendum No. 3.
Posted: 8/3/2022
Question: Does the current County data warehouse has all the data replicated from EBS and can be used to access data that will not be migrated ?
Response: Response to be included in Addendum No. 3.
Posted: 8/3/2022
Question: Please let us know if Grants are maintained in the current system? If yes which system?
Response: Response to be included in Addendum No. 3.
Posted: 8/3/2022
Question: Our understanding is that there will be no data conversion required for Projects and Grants - Please Confirm The Data conversion sheet does not list any Project/Grant/Contract related conversion How many (Approx Number) contract and project are maintained ?
Response: Response to be included in Addendum No. 3.
Posted: 8/3/2022
Question: From the current system architecture we understand that budgets are maintained in EPBCS. Are project budgets maintained there ? If so, do we need to include Project Budgets in conversion?
Response: Response to be included in Addendum No. 3.
Posted: 8/3/2022
Question: Please let us know if Grants are maintained in the current system? If yes which system?
Response: Response to be included in Addendum No. 3.
Posted: 8/3/2022
Question: As per the envisioned future state eBuiler is to be retained. Will all integrations to/from eBuilder still be valid- Please validate.
Response: Response to be included in Addendum No. 3.
Posted: 8/3/2022
Question: Do we have the list of controls around Compliance & Regulatory Affairs (e.g. internal audit, Sarbanes-Oxley, GASB) which needs to be managed and that is not currently supported in Oracle eBS (PRISM)?
Response: Response to be included in Addendum No. 3.
Posted: 8/3/2022
Question: Referring attachment A,point#74,we understand currently there is a custom application used for 'Positions Lookup' however as part of proposed transformation , all the Positions will be used in Oracle Cloud HCM and will be referred in Oracle Recruitment for creating Position based Requisitions. Please confirm what would be source of truth for 'Positions'?
Response: Response to be included in Addendum No. 3.
Posted: 8/3/2022
Question: We understand that currently we have 25 Interfaces as per current design in HCM applications. We assume that there is a scope of rationalization to this list. Some of these requirements will be met within capabilities of Oracle HCM Cloud. Please let us know if we should work on this rationalization in details?
Response: Response to be included in Addendum No. 3.
Posted: 8/3/2022
Question: Referring S.No# 79 in HCM reqs tab of Attachment A, CV Parsing : parsing is possible but County Of Arlington needs a contract with the profile import partner in order to enable the service (e.g.: Textkernel, Talemetry). Do you have such kind of contract ?
Response: Response to be included in Addendum No. 3.
Posted: 8/3/2022
Question: Referring S.No# 76 in HCM Reqs Attachment A, Can it be assumed that English is the only application language to be configured for Oracle Recruiting Cloud along with Offer Letters?
Response: Response to be included in Addendum No. 3.
Posted: 8/3/2022
Question: We understand that COA currently has 51 critical and 24 Non -critical reports developed in the current HCM applications. We assume that there is a scope of rationalization to this list. Some of these reporting needs will also be met by the delivered screens, functionalities and delivered reports of the Oracle HCM Cloud. Please let us know if we should plan for this rationalization or should we plan for developing all these reports?
Response: Response to be included in Addendum No. 3.
Posted: 8/3/2022
Question: As per Attachment B matrix in HCM, given modules are not used by most of the departments:- Manage Talent Acquisition Manage & Develop Talent Manage Compensation & Benefits Manage Employee Engagement Manage Risk & Employee Relations In the future state also the capabilities of all the departments will be same? Please confirm if the given applications will not be used by all departments within Oracle Cloud HCM?
Response: Response to be included in Addendum No. 3.
Posted: 8/3/2022
Question: Referring #49, Does County of Arlington have different types of Employees? Are contractors also in scope? Please specify any further details for different Person types, if any.
Response: Response to be included in Addendum No. 3.
Posted: 8/3/2022
Question: Referring #53 in HCM Reqs tab of Attachment A, Are we currently employing people under Contracts? Is Contract Management in scope?
Response:
Posted: 8/4/2022
Question: • Are vendors allowed to propose for specific component services requested by the RFP? For example, may a vendor propose only to provide Project Management, Change Management and Training services? Our Firm has determined that in many cases it is beneficial for an additional consulting partner to support the efforts of the contracting agency. • If the vendor is proposing Project and Change Management Services only, must the vendor be an Oracle Certified Partner?
Response: Response to be included in Addendum No. 3.
Posted: 8/4/2022
Question: • Is there a timeline for the project? When will the project start and end?
Response: Response to be included in Addendum No. 3.
Posted: 8/4/2022
Question: • When will the award of winning vendors be announced?
Response: Response to be included in Addendum No. 3.
Posted: 8/4/2022
Question: • Is there a published budget for the project?
Response: Response to be included in Addendum No. 3.
Posted: 8/4/2022
Question: Referring #50 in HCM Reqs Attachment A, Does 'County of Arlington' utilize full Position Management functionality in their current system? For eg- Position sync functionality(Location, department, job etc. at assignment should sync with position)
Response: Response to be included in Addendum No. 3.
Posted: 8/4/2022
Question: Referring #50 in HCM Reqs Attachment A, Is Funding and costing currently linked with Positions within Oracle EBS?
Response: Response to be included in Addendum No. 3.
Posted: 8/4/2022
Question: Referring to HCM reqs in Attachment A, Our understanding is you will be using the standard proccesses for Goal/Performance management. Please confirm.
Response: Response to be included in Addendum No. 3.
Posted: 8/4/2022
Question: Referring to HCM reqs in Attachment A, What are the different annual cycles for Talent processes e.g. Performance & Goal Cycle? Is the process will be same for all employees in the organization?
Response: Response to be included in Addendum No. 3.
Posted: 8/4/2022
Question: Can you please confirm which system you are currently using for performance appraisals?
Response: Response to be included in Addendum No. 3.
Posted: 8/4/2022
Question: Will there be a Talent review meeting every monthly, quarterly or annually for the employees to see their progress ?
Response: Response to be included in Addendum No. 3.
Posted: 8/4/2022
Question: Referring to Attachment B- Account Payables, What is expected Architectural pattern in client to send check details file to Wells Fargo bank?
Response: Response to be included in Addendum No. 3.
Posted: 8/4/2022
Question: Referring to Attachment B-Account payables- Please elaborate the existing functionality of ACGA HR-AP and Employee Update that needs to be implemented in ERP cloud.
Response: Response to be included in Addendum No. 3.
Posted: 8/4/2022
Question: How are the employee expenses planned to be entered in to Oracle ERP cloud ?
Response: Response to be included in Addendum No. 3.
Posted: 8/4/2022
Question: Referring to Attachment B-Account Payables- Can the county confirm if they are referring PCARD transaction as employee expenses.
Response: Response to be included in Addendum No. 3.
Posted: 8/4/2022
Question: Please provide the requirement details regarding SLA changes needed by Arlington County to post details to GL.
Response: Response to be included in Addendum No. 3.
Posted: 8/4/2022
Question: Please confirm the understanding, "The expense will be created in ERP cloud based on data entered on the ERP UI, however, the receipt attachments uploaded by End users will be uploaded to OnBase."
Response: Response to be included in Addendum No. 3.
Posted: 8/4/2022
Question: Do you want to Store the receipts in both OnBase & ERP cloud OOB document repository ?
Response: Response to be included in Addendum No. 3.
Posted: 8/4/2022
Question: Do we need to retrieve the receipts from Onbase application and show in ERP UI when end user visits ERP UI?
Response: Response to be included in Addendum No. 3.
Posted: 8/4/2022
Question: Does OnBase expose any APIs to upload/Retrieve the documents ?
Response: Response to be included in Addendum No. 3.
Posted: 8/5/2022
Question: A successful change management approach necessitates participation from Arlington County to review artifacts and co-execute activities, as needed. Who from Arlington County is committed to serving as the Change Manager’s business partner?
Response: Please reference Addendum No. 3
Posted: 8/5/2022
Question: The RFP specifies ERP projects for three State and Local entities within the past five years as a requirement. For a firm proposing in a role limited to project and change management, will projects serving higher education and not-for-profit institutions be acceptable alternatives?
Response: Please reference Addendum No. 3
Posted: 8/5/2022
Question: Invoices are created manually by end users from ERP UI and that point of time it needs to be validated that attachments are to be made mandatory. Please confirm.
Response: Please reference Addendum No. 3
Posted: 8/5/2022
Question: What kind of PRISM GL data needs to be synced to DES tables. Please provide details.
Response: Please reference Addendum No. 3
Posted: 8/5/2022
Question: From how many ERP screens the OnBase application needs to be launched?
Response: Please reference Addendum No. 3
Posted: 8/5/2022
Question: The Onbase application UI is developed on which technology?
Response: Please reference Addendum No. 3
Posted: 8/5/2022
Question: Referring to Attachment C- Future state conceptual architecture-Whether the Solicitation Mgmt. mentioned under the Oracle ERP Cloud refers to Cloud Sourcing module or any other module?
Response: Please reference Addendum No. 3
Posted: 8/5/2022
Question: There was a requirement #66 in SS&P Reqs Attachment A, regarding the Quality check and inspections where as in future state conceptual architecture there was no mention of Quality module. Kindly confirm on whether the inspection will happen outside of Oracle cloud application.
Response: Please reference Addendum No. 3
Posted: 8/5/2022
Question: Referring S.No 97,98,100 in HCM reqs Attachment A,seems Oracle Time and Labor is in scope within this transformation? When we refer Appendix B, Current State app inventory tab, we found 2 different package (Telestaff, Time Clock Plus) is used currently for Time Management. We would need more details on this. In case if Oracle Time & Labor would be implemented in full as part of this program and if any integration would be needed from external system?
Response: Please reference Addendum No. 3
Posted: 8/5/2022
Question: Referring HCM Architecture diagram, what capabilities/functionalities are we expecting within Oracle HCM Cloud to handle 'Risk & Employee Relations'? Is it HR Helpdesk?
Response: Please reference Addendum No. 3
Posted: 8/5/2022
Question: Referring S.No 99 in HCM Reqs, do we have complex workflow approval process in Onboarding? How many transactions have approvals ?
Response: Please reference Addendum No. 3
Posted: 8/5/2022
Question: What are the different annual cycles for various HR processes e.g. Performance & Goal Cycle, Compensation, Increment, Leave, Benefits enrollments etc.?
Response: Please reference Addendum No. 3
Posted: 8/5/2022
Question: Referring to HCM Reqs S.No31, Please provide the list of all payrolls across all countries and business? What are the Payroll frequencies for each of these Payrolls?
Response: Please reference Addendum No. 3
Posted: 8/8/2022
Question: Regarding Attachment A - Functional and technical Requirements, Cross-Capability Reqs tab, Excel row 7 states: "Build integrations and interfaces as per the requirements in Schedule A." Will the County please provide vendors with Schedule A document?
Response: Please reference Addendum No. 3
Posted: 8/8/2022
Question: Referring to Attachment B, Customizations and extensions- What customization to workflow is expected in case of RICE. Please Elaborate.
Response: Please reference Addendum No. 3
Posted: 8/8/2022
Question: Referring to Attachment C, the Vendor Registry 3rd party reference is missing in the future architecture whereas it is referred in the current state conceptual architecture. Please confirm if this was omitted by mistake in the future architecture?
Response: Please reference Addendum No. 3
Posted: 8/8/2022
Question: Referring to Attachment B , Data conversion, Can the county confirm whether the number of records comprises of only open POs and PRs?
Response: Please reference Addendum No. 3
Posted: 8/8/2022
Question: Where is the Chart of Accounts currently maintained ? Is DRM (Data Relationship Management) being used to maintain Chart of Accounts ?
Response: Please reference Addendum No. 3
Posted: 8/8/2022
Question: Referring to Attachment A-Manage budgeting and planning- How complex is the Approval workflow process including Number of levels in the workflow?
Response: Please reference Addendum No. 3
Posted: 8/8/2022
Question: Referring to Attachment A, Manage Budgeting and planning tab Q 21, Please provide more details about "Maintain management structure and cost center owners " ? Is this related to Security ?
Response: Please reference Addendum No. 3
Posted: 8/8/2022
Question: Referring to Attachment A, Manage Budgeting and planning tab Q 22, Is this Requirement about Drill through from Planning application to Oracle GL to view transaction data ?
Response: Please reference Addendum No. 3
Posted: 8/8/2022
Question: Referring to Attachment A, Manage Budgeting and planning tab Q 25, Please provide more details about "Transferring time and associated cost based on individual staff projected utilization" ?
Response: Please reference Addendum No. 3
Posted: 8/8/2022
Question: Referring to Attachment A, Manage Budgeting and planning tab, Please let us know the the number of reports that need to be built, number of users using these reports and frequency of usage?
Response: Please reference Addendum No. 3
Posted: 8/8/2022
Question: Referring to Attachment B, Manage Budgeting and planning , How complex is the security set up in Planning applications ?
Response: Please reference Addendum No. 3
Posted: 8/8/2022
Question: Referring to Attachment A HCM reqs # 26 -can the county share more details on W2 reporting and contribution controls? Is it a report in current system or a custom form?
Response: Please reference Addendum No. 3
Posted: 8/8/2022
Question: Referring to Attachment A HCM reqs #31 What are the different pay periods? Please provide the list of all payrolls across all counties and business? What are the Payroll frequencies for each of these Payrolls?
Response: Please reference Addendum No. 3
Posted: 8/8/2022
Question: Referring to Attachment A HCM reqs #34,Wh at are 45b,457 Roth and 401a(ARP),are these different Benefit plans? If yes, what is the eligibility rule for these?
Response: Please reference Addendum No. 3
Posted: 8/8/2022
Question: Referring to Attachment A HCM reqs #40, 43, 105 - Can the County share more details on 457, 457R, 401a Loan administration?
Response: Please reference Addendum No. 3
Posted: 8/8/2022
Question: Referring to Attachment A HCM reqs, #97, Which third party application integration with OTL is needed?
Response: Please reference Addendum No. 3
Posted: 8/8/2022
Question: Referring to Attachment A HCM reqs, We understand from Attachment C, all 29 departments use currrent Recruitment system and assumption is Oracle Recruitment cloud will be implemented for all of these,please confirm. We would also need more details like how many requisition templates, career sites, offer management process (language to consider),etc to understand the scope of Recruitment module.
Response: Please reference Addendum No. 3
Posted: 8/8/2022
Question: Referring to Attachment A, Finance Reqs, Row No. 73 "Ability to use one CoA for all departments, utilizing automated inter-department transactions, and common paymaster" - Can you please elaborate is this something to do with allocations?
Response: Please reference Addendum No. 3
Posted: 8/9/2022
Question: Referring to Attachment A, Finance Reqs, Row No. 86 "Maintain project level cash and fund balances" Please elaborate more to understand the requirement.
Response: Please reference Addendum No. 3
Posted: 8/9/2022
Question: Referring to Attachment B Customizations and extensions, Account Payables, Row No 6 : Need more details regarding SLA Changes which are required on fusion financials.
Response: Please reference Addendum No. 3
Posted: 8/9/2022
Question: Referring to Attachment B Customizations and extensions, Account Payables, Row No 11 : Need more details regarding fixed asset workflow customization to check if it is feasible or not in fusion.
Response: Please reference Addendum No. 3
Posted: 8/9/2022
Question: Referring to Attachment A, HCM reqs- Is there any Case management tools you are using for EMR requests. If yes, will there be any integration between the current case management tools and HR Helpdesk.
Response: Please reference Addendum No. 3
Posted: 8/9/2022
Question: Referring to Attachment A, HCM reqs, Do you want to transfer all the employee data integrated with Case management tool to Oracle Cloud?
Response: Please reference Addendum No. 3
Posted: 8/9/2022
Question: Referring to Attachment B, current integrations, Please provide the details of the volumes catered by the integrations.
Response: Please reference Addendum No. 3
Posted: 8/9/2022
Question: Referring to Attachment B, Customizations and extensions, Please provide the details of the volumes catered by the customizations and Extensions.
Response: Please reference Addendum No. 3
Posted: 8/9/2022
Question: How will SI vendor get access to Arlington county application ? Is it through VDI ? Please specify
Response: Please reference Addendum No. 3
Posted: 8/9/2022
Question: Referring to Attachment A, HCM reqs #72 We would need more details on Community Service Initiatives . How it is handled currently? Is Oracle Work Life in scope?
Response: Please reference Addendum No. 3
Posted: 8/9/2022
Question: Referring to Attachment B, Customizations and extensions, In Arlington county, how many different kinds of check formats need to be developed to be included in Wells Fargo Payment File?
Response: Please reference Addendum No. 4
Posted: 8/9/2022
Question: Referring to Attachment B Data conversion- Do you have any attachments(FILES) which need to be migrated from EBS to Cloud ?
Response: Please reference Addendum No. 4
Posted: 8/9/2022
Question: Referring to Attachment B Data Conversion- All HCM data is confidential what security/encoding are used for data files?
Response: Please reference Addendum No. 4
Posted: 8/9/2022
Question: Referring to Attachment B Data Conversion, We don't see any entity for Attachments. could you please share counts for each entity - attachment. If you have ?
Response: Please reference Addendum No. 4
Posted: 8/9/2022
Question: Referring to Attachment B Data Conversion, Counts provided all only Open AR/Open AP/Open Purchase Order/PR or include all?
Response: Please reference Addendum No. 4
Posted: 8/9/2022
Question: Referring to Attachment B Data Conversion, Only Open AR/Open AP/Open Purchase Order/PR need to be migrated or all should be migrated?
Response: Please reference Addendum No. 4
Posted: 8/9/2022
Question: Are there any tools already in place for data extraction + transformation needs for data Conversion?
Response: Please reference Addendum No. 4
Posted: 8/9/2022
Question: Does the data conversion team need to extract the data from source EBS ?
Response: Please reference Addendum No. 4
Posted: 8/9/2022
Question: Does data Conversion team need to do any data cleansing?
Response: Please reference Addendum No. 4
Posted: 8/9/2022
Question: There was mention of providing Self-Service application to Vendor , whether Fusion Supplier Portal can be proposed to achieve this requirement as the module is not mentioned in the future state ?
Response: Please reference Addendum No. 4
Posted: 8/9/2022
Question: Referring to Attachment A, Finance reqs, How many segments are being used in COA currently, please name those segments and also let us know if COA are synchronized across finance applications.
Response: Please reference Addendum No. 4
Posted: 8/9/2022
Question: Referring to Attachment A, Manage Budgeting and Planning, How many modules are currently configured within EPBCS application ?Are they all Out of the Box modules or any custom modules ? Are there any new business processes to be built-in in the new application that are different from the existing processes?
Response: Please reference Addendum No. 4
Posted: 8/9/2022
Question: Referring to Attachment A, Manage Budgeting and Planning, What is the Current Forecast & Budgeting life Cycle and the level ?
Response: Please reference Addendum No. 4
Posted: 8/9/2022
Question: Referring to Attachment A, Manage Budgeting and Planning, Is the current system configured with Version Management & Approval workflow process ?
Response: Please reference Addendum No. 4
Posted: 8/9/2022
Question: Referring to Attachment A, Manage Budgeting and Planning, How the external sources are integrated with EPBCS modules ? Is it direct or file based integration ? Frequency of data and Meta data load ?
Response: Please reference Addendum No. 4
Posted: 8/10/2022
Question: Referring to Section V proposal requirement of the RFP, "Describe your approach to project communication". Does this refer to project communication in an usual PMO framework e.g. status reporting, project meetings, escalation paths etc. or is it related to communication in an OCM context?
Response: Please reference Addendum No. 4
Posted: 8/10/2022
Question: Please confirm if there is only one department 'Environmental Services' that will use Projects and Grants?
Response: Please reference Addendum No. 4
Posted: 8/10/2022
Question: Referring to Attachment C Future State Conceptual Architecture- Please clarify if the integration to bring in Change order from PRISM to Ebuilder is required; If so , what details are required to be interfaced?
Response: Please reference Addendum No. 4
Posted: 8/10/2022
Question: What kind of Technical training is expected for technical leads of the County apart from knowledge transfer during hypercare?
Response: Please reference Addendum No. 4
Posted: 8/11/2022
Question: Is Arlington willing to allow vendors the ability to reference the terms of an already negotiated agreement (CSA)?
Response: Please reference Addendum No. 4
Posted: 8/11/2022
Question: How many HCM users, self-service ERP users, and self-service Procurement users (i.e. requesters) do you expect to have in the new system?
Response: County has approximately 195 HCM users, 4543 self-service users and 319 Procurement users in our current EBS system. Please refer to User Mapping tab in Attachment B for more details on user counts. We expect to have similar user counts in the new system.
Posted: 8/11/2022
Question: Will Arlington require all contract terms and conditions to flow down to subcontractors?
Response: The County does not contract with subcontractors. The terms regarding subcontractors are the sole responsibility of the Offeror submitting the proposal. The Offeror submitting the proposal and being awarded the contract is responsible for all the work.
Posted: 8/12/2022
Question: Referring to Attachment B, Customizations and Extensions- please confirm the functionality that is expected is to upload the receipts in OnBase by invoking existing page of OnBase when users create Expense reports in ERP cloud.
Response: Please see Addendum No. 5.
Posted: 8/12/2022
Question: Referring to Attachment B, Customizations and Extensions, It is assumed that URL of OnBase application that needs to be invoked from ERP cloud custom hyperlink for Receipt upload accepts parameters in the URL. Please confirm. If not then please specify how it is being done?
Response: Please see Addendum No. 5.
Posted: 8/12/2022
Question: Please confirm that any changes needed in Onbase application to integrate with ERP, will be taken up by existing team supporting Onbase.
Response: Please see Addendum No. 5.
Posted: 8/12/2022
Question: Is OnBase application present in public/open internet (not behind firewall/accessible only in Arlington county network/intranet/VPN)? If it is needed then, Will Arlington county ensure that Onbase is accessible outside Arlington county network i.e. on public internet?
Response: Please see Addendum No. 5.
Posted: 8/12/2022
Question: Is MOVEIT File server hosted on cloud or on-premise? Please clarify.
Response: Please see Addendum No. 5.
Posted: 8/12/2022
Question: Can County share what was the number of regression test cases/scripts used during 12.1.3 to 12.2.9 upgrade in 2021 for PRISM technical upgrade?
Response: Please see Addendum No. 5.
Posted: 8/12/2022
Question: Can county confirm if county successfully used any automated testing previously during PRISM technical upgrade and what is the automation tool being used?
Response: Please see Addendum No. 5.
Posted: 8/12/2022
Question: "The testing automation deliverable should be configured so that it can be used in the future for regular quarterly releases or any further internal configuration to the system." Can county please confirm if they have technical team available to maintain the automated scripts once delivered for making necessary changes to align to internal configuration changes?
Response: Please see Addendum No. 5.
Posted: 8/12/2022
Question: It is unclear to us if Payroll is in Scope? If yes, how many bargaining units and unions?
Response: Please see Addendum No. 5.
Posted: 8/12/2022
Question: What are the two sets of books and two business units (operating units) used for?
Response: Please see Addendum No. 5.
Posted: 8/12/2022
Question: Is the implementation of Cloud EPM in scope?
Response: Please see Addendum No. 5.
Posted: 8/16/2022
Question: Arlington County – RFP for System Integration Services for Oracle Cloud ERP Implementation General 1. What is the expected timeline and milestones to complete this project? 2. Is Vendor allowed to bring their own tools/knowledge repository to help conduct the assessment during the requirements and gathering phase? 3. Please let us know the Business/Technical SME availability from the county for this engagement. 4. Are there any out of region DR/Backup requirements? Current State 5. Do you have current state business process documented? If so, what are level of details present (L1, L2 or L3 business process flows) 6. Do you have the current state technical architecture representing the data flows and integration with other applications? 7. Please share the current state inventory i.e., no of users, no of processes, no of customizations, no of reports etc. 8. What is the current process to maintain the documents of records such as birth certificates, resignation letters, qualification documents, contract letters, etc.? 9. What is the current process to print payslips / w2 for Active Employees and Ex-employees? 10. What is the current process to upload the files to Benefit Carriers? 11. Is Enterprise Command Centre / Payroll Command Centre configured in the current system? Data Integrations/Migration 12. Can you please share the list of data sources that are in scope for data migration? Also, please share the size and format (.csv, RDBMS etc..) of data. 13. What are the current data retention policies and future requirements? 14. “Configure and Build the integration with the County Datawarehouse” – as mentioned in Attachment A as Cross-capability requirements; Can you please share the details of County DWH environment and no of jobs feeding the DWH? 15. How many years of data will be transferred to the Cloud? What is the plan to maintain the history data that is not transferred to Cloud and what are the options to refer to this data in future? HCM 16. Can you please share the employees/contractor/partners etc. volume in scope for HCM implementation? 17. Are you currently leveraging any third-party systems for payroll? If so, please share the details. 18. Is Separation initiated by HR Team or their supervisors? Security 19. Do you have any specific compliance/data security requirements that may require you to provide services internally?
Response: Please see Addendum No. 5.
Posted: 8/17/2022
Question: Referring to Attachment B Customizations and Extensions, Is Onbase application currently having SSO enabled with same Active Directory (AD) of Arlington county which Fusion Cloud will use. If not , can we assume that Arlington County will get the SSO enabled for Onbase application?
Response: Please see Addendum No. 5.
Posted: 8/17/2022
Question: Referring to Attachment D- Cost proposal, Can the County confirm if the rate card will be applicable for any additional future work? Since we are submitting a fixed price for the actual implementation?
Response: Please see Addendum No. 5.
Posted: 8/17/2022
Question: Is the County willing to make amendments to clause 9 *payment of Subcontractors? Can 7 days be modified to 30 days?
Response: The RFP is clear for any Terms and Conditions with an *, there will no negotiation of terms.
Posted: 8/17/2022
Question: Is there any requirement to have third party tool for formatting/generating any document like invoice/payment receipt for history reporting?
Response: Please refer to the requirements of the RFP.