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ORACLE R12 Upgrade RIDOT Financial Management System 7549883

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Date Asked: 09/30/2015 Date Answered: 10/02/2015
Poster: Dave Pape Company: Infosemantics, Inc.
Question:
May vendors include Assumptions as an exhibit, or could we include those in the separate Price proposal?
Answer:
If assumptions referred to are relative to “pricing”, VENDORS shall include as part of their Price Proposal to support their cost. If assumptions are specific to the “Scope of Work” and tasks required, VENDORS shall include in the Technical Proposal as part of the technical narrative to support/clarify your understanding of the project.
Date Asked: 09/30/2015 Date Answered: 10/02/2015
Poster: Dave Pape Company: Infosemantics, Inc.
Question:
Can vendors include the project plan and RFP Appendix C as separate exhibits?
Answer:
NO. The required completed Appendices A, B and C as well as your proposed project plan are specific to the evaluation review and scoring and shall be included as part of your technical narrative documentation.
Date Asked: 09/28/2015 Date Answered: 09/29/2015
Poster: Gena DeRemer Company: AST Corporation
Question:
Please clarify the bid response due date and time. The RFP states 'October 2, 2015 at 11:30 AM ET', the RIDOT site shows Bid Opening date of 'October 9, 2015', the Answer to one of the vendor questions indicates that RIDOT does not intend to extend the RFP due date, and the Answer to another vendor question indicates that Q&A will be open until 10/3, then an addendum will be issued at that time.
Answer:
The original RFP was posted on 9/10/2015 citing a submission DUE DATE on 10/2/2015. Subsequently the DUE DATE was revised per issuance of ADDENDUM 7549883A1 (dated 9/10/2015) to 10/9/2015 which will remain the proposal submission deadline for this project. Since the RIDOT Q&A website disables 5 full calendar days before the proposal DUE DATE, questions can posted up until NOON on 10/3/2015. The request for an "additional" postponement which you refer to was asked at a much later date to which RIDOT denied the proposed request.
Date Asked: 09/26/2015 Date Answered: 09/28/2015
Poster: Joey Norman Company: Ciber
Question:
Will vendors be allowed to utilize their own upgrade methodology for the EBS upgrade project?
Answer:
No
Date Asked: 09/25/2015 Date Answered: 09/25/2015
Poster: Joey Norman Company: Ciber
Question:
Given the number of outstanding questions submitted by the vendor community in regards to the project would RI DOT entertain extending the RFP due to October 23, 2015 ? The additional time would allow respondents sufficient time to factor in the posted responses into their project plans and scope.
Answer:
Due to the time sensitive window of the project, RIDOT does not anticipate any postponements.
Date Asked: 09/24/2015 Date Answered: 09/25/2015
Poster: Scott Greer Company: NTT DATA
Question:
Would RIDOT accept the PM/Functional Lead having the Public Sector upgrade experience and the remaining leads with upgrade experience not related to Public Sector?
Answer:
No
Date Asked: 09/24/2015 Date Answered: 09/28/2015
Poster: Scott Greer Company: NTT DATA
Question:
Please provide a description of all interfaces including which modules, external system, type of data interfaced and timing.
Answer:
Response will be posted under ADDENDUM 7549883A3 on the RIVIP website @ www.purchasing.ri.gov
Date Asked: 09/24/2015 Date Answered: 09/28/2015
Poster: Scott Greer Company: NTT DATA
Question:
RFP Page 21 – Please indicate the type of customization to include table customization, database object, PLSQL units, operating system scripts, reports, etc.
Answer:
Response will be posted under ADDENDUM 7549883A3 on the RIVIP website @ www.purchasing.ri.gov.
Date Asked: 09/24/2015 Date Answered: 09/28/2015
Poster: Scott Greer Company: NTT DATA
Question:
Please provide a listing of custom reports to include title, product used to create them to determine if current custom Oracle Reports need to be mitigated.
Answer:
Response will be posted under ADDENDUM 7549883A3 on the RIVIP website @ www.purchasing.ri.gov.
Date Asked: 09/24/2015 Date Answered: 09/25/2015
Poster: Scott Greer Company: NTT DATA
Question:
RFP Page 11 states pricing is mandatory for customizations a – f which includes Discoverer, yet page 17 states Discoverer is optional. Are the costs for Discoverer mandatory?
Answer:
Yes
Date Asked: 09/24/2015 Date Answered: 09/25/2015
Poster: Scott Greer Company: NTT DATA
Question:
RFP Page 9, 19 – Please provide the number of users per module in use.
Answer:
Estimated Users Per Module: • Purchasing - 5 • General Ledger - 4 • Accounts Payable - 12 • Accounts Receivable - 4 • Grants - 4 • Oracle Time and Labor - 400 • Human Resources - 4 • Oracle Inventory - 3
Date Asked: 09/24/2015 Date Answered: 09/25/2015
Poster: Scott Greer Company: NTT DATA
Question:
RFP Page 9 does not mention Projects as in use yet Page 19 shows it listed along with its patch level. What Projects functionality is currently being used?
Answer:
Users do not directly use the Projects Module. The Grants module includes both Awards & Projects.
Date Asked: 09/24/2015 Date Answered: 09/28/2015
Poster: Scott Greer Company: NTT DATA
Question:
RFP Page 19 – What is the latest patch level for AD and TXK?
Answer:
11i: AD.I.7 (Patch 7429271), TXK.U (Patch 9535311) 12.2: R12.AD.C.Delta.6 (Patch 19197270) and R12.TXK.C.Delta.6 (Patch 19330775).
Date Asked: 09/24/2015 Date Answered: 09/28/2015
Poster: Scott Greer Company: NTT DATA
Question:
RFP Page 19 – What ICX products are in use now?
Answer:
ICX is a one product: "Oracle Self-Service Web Applications" - Status: Installed.
Date Asked: 09/24/2015 Date Answered: 09/25/2015
Poster: Scott Greer Company: NTT DATA
Question:
RFP Page 17 (28) – Will the vendor be responsible for Linux administration as needed for the upgrade?
Answer:
No
Date Asked: 09/24/2015 Date Answered: 09/25/2015
Poster: Scott Greer Company: NTT DATA
Question:
RFP Page 17 (26) – Describe RIDOT’s single sign on environment including current configuration and software in use.
Answer:
We are planning on using Oracle's Internet Directory (OID) to provide a single sign-on solution. OID will synchronize with the current MS Active directory. Currently DOT is using the Out of the Box solution (FNDUSER).
Date Asked: 09/24/2015 Date Answered: 09/25/2015
Poster: Scott Greer Company: NTT DATA
Question:
RFP Page 17 (20) – What training software and tools does RIDOT own and will be available for use as part of this project?
Answer:
The Department uses the LMS system by Cornerstone on Demand and has a Training Room with 12 laptops and an Interactive Whiteboard for use.
Date Asked: 09/24/2015 Date Answered: 09/28/2015
Poster: Scott Greer Company: NTT DATA
Question:
RFP Page 11 – Will the vendor ultimately be responsible for the technical R12 upgrade?
Answer:
Please clarify what you mean by Technical R12 Upgrade? Our DBA has performed the actual Application Upgrade(Patches + Upgrade Driver) from 11i to R12
Date Asked: 09/24/2015 Date Answered: 09/28/2015
Poster: Scott Greer Company: NTT DATA
Question:
RFP Page 11 – What is the role of the RIDOT DBA?
Answer:
RIDOT DBA is responsible for the following functions during upgrade project: - Oracle Database and E-Business Suite (EBS Application) software installation on Windows and Linux - Oracle Database and Application (EBS) patching (11i and 12.2) - Database migration from Windows to Linux - Database upgrade (11g to 12c) - Application upgrade (running upgrade drivers) - Techstack upgrade (Weblogic/Forms/Reports) - Database and EBS Application clones - Database and EBS Application backups - DBA routine: startup/shutdown/bounce/space management - WF Mailer configuration - Performance tuning (without code changes) - CEMLI migration to production environment (without CEMLI re-mediation and re-writing)
Date Asked: 09/24/2015 Date Answered: 09/28/2015
Poster: Scott Greer Company: NTT DATA
Question:
RFP Page 10 – Will RIDOT consider using the vendor’s Vision instance for R12 Delta training to meet the 30 day window?
Answer:
No. RIDOT already has a CRP instance available for R12 Delta Training.
Date Asked: 09/24/2015 Date Answered: 09/28/2015
Poster: Scott Greer Company: NTT DATA
Question:
RFP Page 10 – Will RIDOT consider extending the R12 Delta training timeframe to 45 days to allow for first CRP completion?.
Answer:
No
Date Asked: 09/24/2015 Date Answered: 09/25/2015
Poster: Scott Greer Company: NTT DATA
Question:
RFP Page 6 - Will RIDOT consider a performance based Time and Material contract?
Answer:
NO. The contract will be executed as Lump Sum.
Date Asked: 09/24/2015 Date Answered: 09/25/2015
Poster: Scott Greer Company: NTT DATA
Question:
RFP Page 2 - Will RIDOT allow vpn, offsite access to the instance? Upgrade programs run around the clock over a 48 hour period.
Answer:
Yes SSL/VPN access can be granted.
Date Asked: 09/24/2015 Date Answered: 09/28/2015
Poster: Scott Greer Company: NTT DATA
Question:
RFP Page 1 - Does the RIDOT assigned PM have any Oracle EBS experience and if so, what type?
Answer:
Yes, 18+ years of Oracle EBS experience
Date Asked: 09/24/2015 Date Answered: 09/28/2015
Poster: Darren Smith Company: Sierra-Cedar, Inc.
Question:
What communication methods are used for supplier PO’s – print, fax, email?
Answer:
ONLY Print option but RIDOT would like to explore other options part of R12 Fit Gap Analysis
Date Asked: 09/24/2015 Date Answered: 09/28/2015
Poster: Darren Smith Company: Sierra-Cedar, Inc.
Question:
What functionality in the Self Service Web Application is currently utilized?
Answer:
Currently, the majoring of Self Service Web Application use is specifically for OTL Time Entries, Approvals, Rejections.
Date Asked: 09/24/2015 Date Answered: 09/28/2015
Poster: Darren Smith Company: Sierra-Cedar, Inc.
Question:
Does RIDOT utilize encumbrance accounting? If so, how are changes to purchase orders/requisitions processed?
Answer:
Yes, RIDOT utilizes encumbrance accounting. Standard Changes to Purchase Order and Requisitions are applied. It's an out of the box solution. We are unclear on the second part of your question.
Date Asked: 09/24/2015 Date Answered: 09/24/2015
Poster: Darren Smith Company: Sierra-Cedar, Inc.
Question:
Is RIDOT subject to State, Local or Use Tax? If yes, are there any tax codes configured in AP or AR in the current 11i system?
Answer:
No
Date Asked: 09/24/2015 Date Answered: 09/28/2015
Poster: Darren Smith Company: Sierra-Cedar, Inc.
Question:
How is the Inventory module utilized today?
Answer:
Very minimally. Our Maintenance Division uses it to track Auto Supplies and Signs. It does integrate with Purchase Requisitions. They would like to make full use of Bar Code Scanning.
Date Asked: 09/24/2015 Date Answered: 09/28/2015
Poster: Darren Smith Company: Sierra-Cedar, Inc.
Question:
How does RIDOT's Payroll/Benefits systems interface with Oracle HR and OTL currently?
Answer:
There are three concurrent process that utilize .CSV files that update: Employee HR data, Employee Cost Rates (In Grants), and a custom table for employee accruals. OTL has validations to ensure employees do not discharge in excess of their current Vacation, Sick, and Personal Time balances.
Date Asked: 09/24/2015 Date Answered: 09/24/2015
Poster: Darren Smith Company: Sierra-Cedar, Inc.
Question:
What is the approximate number of employees to be tracked in OTL & HR?
Answer:
Approximately 700 Employees
Date Asked: 09/24/2015 Date Answered: 09/24/2015
Poster: Darren Smith Company: Sierra-Cedar, Inc.
Question:
Does RIDOT currently have a time collection system e.g. handheld device, badge reader, or other systems that interface to the OTL module today?
Answer:
No. However, RIDOT would like to learn more about this feature.
Date Asked: 09/24/2015 Date Answered: 09/28/2015
Poster: Darren Smith Company: Sierra-Cedar, Inc.
Question:
How is the OTL module used today?
Answer:
Employees enter their Time Worked and Time off hours against Grant's Time Codes & Projects. Approved Timecards are interfaced to the Grants module for Costing and Billing.
Date Asked: 09/24/2015 Date Answered: 09/28/2015
Poster: Darren Smith Company: Sierra-Cedar, Inc.
Question:
Can RIDOT provide the current capabilities of the Project Management Portal (PMP) System? Does the PMP system interface to Oracle EBS today? If so, can RIDOT describe how?
Answer:
1. Capabilities of PMP: It is a custom internet application solution for addressing all phases of DOT Design/Construction projects including Real Time Contract Bid Broadcasting. There are four major modules: • Project Tracking (Design) RIDOT projects undergo two main phases development: Design and Construction. During Design, a project is a unique set of tasks with a finite end date, scope and budget. Only approved Reports of Change (ROC) can alter any component of the project as to date, cost and scope of work. The goal of a Design project is to prepare it for advertising whereby the awarded Contractor will construct the project. • Quest (Contracts and Specifications) This module is designed to assist Contracts & Specs, Primary Contractors, Subcontractors and other entities involved with the administration of Contracts and the Addenda process. The goal is to track and formulate, revise Estimates and Addenda, researching previously-submitted prices and contract-specific item data. A major aspect of the application is the ability to perform online Bid Openings. This is a live broadcast that is accessible to the public. • Construction Management System (CMS) The core purpose of CMS is to store and maintain project data. It is designed to assist Construction Managers, Resident Engineers, Record Keepers and other users who are involved with entering or updating Construction Project data. Awarded Construction contracts are interfaced from Quest into CMS. All construction contracts are interfaced into Oracle FMS as a requisition and approved progress construction payments are later interfaced into the Oracle FMS system for payment processing. • Materials (MST) The purpose of the new Materials application is to automate the preparation of the materials test book for construction contracts. For each contract, a job specific (JS) materials test book is created, comprising of all of the items and associated testing requirements for each item. RIDOT, under agreement with the Federal Highway Administration Regulation (FHWA), dictates how each item needs to be tested. Testing requirements are based on the Master Charter (MST). The MST lists the standard set of codes and tests associated with each item. Benefits: Integrated Construction Management System A. Tracking and managing of Advertised to Awarded Construction Projects. B. Better visibility into the performance of operational areas. C. Web accessible. D. On line contract bidding and Request for Information Dashboard for Vendor dialogue postings. E. Allows for analysis and reporting for long-term planning 2. Does it Interface into EBS? PMP’S Data from CMD is used to create Requisitions in the Oracle EBS Purchasing & Payables module via a Concurrent Program. This is achieved through Nightly Interfaces of CSV files created out of PMP System.
Date Asked: 09/24/2015 Date Answered: 09/28/2015
Poster: Darren Smith Company: Sierra-Cedar, Inc.
Question:
How many years of historical data does RIDOT want to convert to sub ledger accounting (SLA)?
Answer:
Not planned yet but it will be discussed in initial phase of the project.
Date Asked: 09/24/2015 Date Answered: 09/28/2015
Poster: Darren Smith Company: Sierra-Cedar, Inc.
Question:
Does RIDOT use any of the functionality that moved from AR to advanced collections, such as dunning letter?
Answer:
No, but RIDOT would like to explore in R12
Date Asked: 09/24/2015 Date Answered: 09/24/2015
Poster: Darren Smith Company: Sierra-Cedar, Inc.
Question:
How is RIDOT printing AP checks today, in house or outside of Oracle (3rd party- i.e. state treasury)? If in house, how many bank accounts? How many different formats does RIDOT have for check stock?
Answer:
RIDOT does not print checks. This is handled through the State Treasury.
Date Asked: 09/24/2015 Date Answered: 09/28/2015
Poster: Darren Smith Company: Sierra-Cedar, Inc.
Question:
Is position budgeting currently implemented?
Answer:
No
Date Asked: 09/24/2015 Date Answered: 09/28/2015
Poster: Darren Smith Company: Sierra-Cedar, Inc.
Question:
Does RIDOT use Budgetary Control in GL or Grants or both?
Answer:
No, not really. RIDOT would like to explore in R12 for both. Grants currently has Award Budgets because it is a required setup and budgetary controls are set to Advisory for Award, Tasks, Resource Groups and Resources.
Date Asked: 09/24/2015 Date Answered: 09/28/2015
Poster: Darren Smith Company: Sierra-Cedar, Inc.
Question:
Is RIDOT using or planning to use multiple ledgers? Cash and Accrual? Any other type of secondary ledger?
Answer:
RIDOT has no plan to use Multiple Ledgers. RIDOT is using Accrual Method and there is not a secondary ledger.
Date Asked: 09/24/2015 Date Answered: 09/25/2015
Poster: Darren Smith Company: Sierra-Cedar, Inc.
Question:
Please provide the number of 3rd Party/external interfaces by module. E.g. Number of check formats/positive pay files that are interfaced with Bank in Account Payables.
Answer:
The system does not interface directly to any 3rd party systems. We have approximately 15 Concurrent Program Processes (AP, PO and Grants)that utilize Flat and .CSV files. These files are used internally within the Financial Modules or where employees upload to other RIDOT systems.
Date Asked: 09/23/2015 Date Answered: 09/28/2015
Poster: Dave Pape Company: Infosemantics, Inc.
Question:
Please list any third party products integrated with EBS.
Answer:
No
Date Asked: 09/23/2015 Date Answered: 09/28/2015
Poster: Dave Pape Company: Infosemantics, Inc.
Question:
Please list and describe any EDI processes or other interfaces in use.
Answer:
RIDOT has none
Date Asked: 09/23/2015 Date Answered: 09/24/2015
Poster: Dave Pape Company: Infosemantics, Inc.
Question:
How many internal banks are defined?
Answer:
There are 5 or 6 banks defined. However, RIDOT does not process checks. This is handled through the State's Treasury Department.
Date Asked: 09/23/2015 Date Answered: 09/28/2015
Poster: Dave Pape Company: Infosemantics, Inc.
Question:
Please list the charts of account, calendars, currencies, and accounting conventions in-scope.
Answer:
Chart of Accounts: 6 Segments (RIDOT-Fund, RIDOT-Org, RIDOT-Account, RIDOT-Distribution, RIDOT-FY, RIDOT-FSAN. Only 1 Calendar called RIDOT-Calendar is used and is based on Fiscal Year: July 1st – June 30th Set of Books Currency: USD and RIDOT uses Accrual Accounting
Date Asked: 09/23/2015 Date Answered: 09/28/2015
Poster: Dave Pape Company: Infosemantics, Inc.
Question:
Do you have any test scenarios documented that have been used for previous testing phases?
Answer:
Yes but the scripts refer to the Original implementation of 11i. They will need to be modified.
Date Asked: 09/23/2015 Date Answered: 09/28/2015
Poster: Dave Pape Company: Infosemantics, Inc.
Question:
Are you using web-ADI or client based ADI?
Answer:
GL Web ADI
Date Asked: 09/23/2015 Date Answered: 09/28/2015
Poster: Dave Pape Company: Infosemantics, Inc.
Question:
Are you using FSGs?
Answer:
There are existing FSGs but are not being used by users
Date Asked: 09/23/2015 Date Answered: 09/28/2015
Poster: Dave Pape Company: Infosemantics, Inc.
Question:
How many operating units have been defined?
Answer:
Only one
Date Asked: 09/23/2015 Date Answered: 09/28/2015
Poster: Dave Pape Company: Infosemantics, Inc.
Question:
When does RIDOT expect to issue the notice to proceed?
Answer:
NTP anticipated on or before late November 2015.
Date Asked: 09/23/2015 Date Answered: 09/28/2015
Poster: Dave Pape Company: Infosemantics, Inc.
Question:
When does RIDOT expect to conduct interviews?
Answer:
Interviews are "tentatively" scheduled for late October or sooner if possible.
Date Asked: 09/23/2015 Date Answered: 09/28/2015
Poster: Dave Pape Company: Infosemantics, Inc.
Question:
We recommend 2 ½ months with a May 31st go-live in order to provide support for year-end processes. Does RIDOT agree with this recommendation or should we bid only the 2 months?
Answer:
2 Months
Date Asked: 09/23/2015 Date Answered: 09/28/2015
Poster: Dave Pape Company: Infosemantics, Inc.
Question:
What percentage of time can we assume for the RIDOT developers? Can they commit 50%?
Answer:
Approximately <= 50%
Date Asked: 09/23/2015 Date Answered: 09/28/2015
Poster: Dave Pape Company: Infosemantics, Inc.
Question:
How will RIDOT manage delays resulting from internal resource constraints?
Answer:
RIDOT will track and analyze Risks, Issues, and incident logs
Date Asked: 09/23/2015 Date Answered: 09/28/2015
Poster: Dave Pape Company: Infosemantics, Inc.
Question:
Will the RIDOT project manager take the project plan submitted with the bid and manage the project plan going forward?
Answer:
No but the PM will definitely consider
Date Asked: 09/23/2015 Date Answered: 09/28/2015
Poster: Dave Pape Company: Infosemantics, Inc.
Question:
Can you provide the following information about the customizations a. Level of difficulty for each object (High, Medium, Low) b. Details on type of each concurrent program – is it a report, a package, a workflow, etc?
Answer:
A. Based on our terminology, low complexity required three or fewer days for the initial development; medium complexity required four to ten days; and high complexity required over ten days of effort for the initial development. As per our initial analysis, all of our customization fall under LOW to MEDIUM complexity based on the effort from the initial development. B. An Addendum will be added listing all RIDOT customizations
Date Asked: 09/23/2015 Date Answered: 09/28/2015
Poster: Dave Pape Company: Infosemantics, Inc.
Question:
1. Given the extensive holiday periods in November and December with anticipation of RIDOT vacations already approved for key individuals in the assessment, is a mid November start date achievable to provide 6 ½ months to go-live deadline?
Answer:
We do not believe this will be an issue. We have multiple key users in each area that can assist.
Date Asked: 09/23/2015 Date Answered: 09/28/2015
Poster: Mark Palombo Company: Rolta International
Question:
Question: Could you provide the rough order of magnitude (quantity- High, Medium, Low) of the followin? High Medium Low Forms Reports Concurrent Programs Workflows Libraries/SQL Templates / Data Definitions Schemas Database Objects Procedures Functions Packages/Package Bodies Triggers Tables Indices Views Synonyms Database Links
Answer:
Based on our terminology, low complexity required three or fewer days for the initial development; medium complexity required four to ten days; and high complexity required over ten days of effort for the initial development. As per our initial analysis, all of our customization fall under LOW to MEDIUM complexity based on the effort from the initial development.
Date Asked: 09/23/2015 Date Answered: 09/25/2015
Poster: Gena DeRemer Company: AST Corporation
Question:
RFP Reference: Appendix E (a) Grants #5. Need clarification of “Fine Grain”.
Answer:
Fine Grain is a Task Number associated with the Project. When the user clicks the Copy to Function to create a New project it copies all the Tasks from the previous project including the dates. The user would like the Effective From date on the Transaction Control of the Fine Grain task to be the Project Start Date and not the Copied Date. The Fine Grain task consists of all the employees who are allowed to charge Time to the project and it can be time consuming to change each date manually. RFP Reference: Appendix E (a) Grants #5. Need clarification of “Fine Grain”.
Date Asked: 09/23/2015 Date Answered: 09/28/2015
Poster: Gena DeRemer Company: AST Corporation
Question:
RFP Reference: Appendix E (a) Grants #2. Please clarify what is meant by “Split an AR number into more than one program code”.
Answer:
Currently when we approve and release an invoice in Grants to bill, the funding source award number in the award screen is used. There are times, we need to use more than one in the federal system because there is not enough money in one code to cover the invoice. We don’t know this until we upload the bill to their system. We then manually split the invoice in the federal system. When we do this, our system does not reflect what we did. We would like to know if R12 will allow us to use more than one funding source for an award.
Date Asked: 09/23/2015 Date Answered: 09/28/2015
Poster: Gena DeRemer Company: AST Corporation
Question:
RIDOT has requested that Sis not include a Project Manager in their bid response. Since the selected SI will not have a project manager for the project, does RI DOT have a defined dispute resolution/escalation process that they would prefer to follow for the project in the event any issues arise?
Answer:
Yes
Date Asked: 09/23/2015 Date Answered: 09/28/2015
Poster: Gena DeRemer Company: AST Corporation
Question:
Does RIDOT have a Project Management/SLDC methodology that RIDOT’s Project Manager will be expected to follow?
Answer:
Yes
Date Asked: 09/23/2015 Date Answered: 09/25/2015
Poster: Gena DeRemer Company: AST Corporation
Question:
How big is the current EBS 11i footprint in terms of the number of active users?
Answer:
There are roughly 700 active employees. However, there are roughly 30-40 Core users. OTL (Timesheet) users may be up to 400 unique entries. The department has designated Data Entry users to enter time for approximately 300 users.
Date Asked: 09/23/2015 Date Answered: 09/28/2015
Poster: Gena DeRemer Company: AST Corporation
Question:
RFP Reference: Appendix E (c) Accounts Payable #2. Could you provide additional details on what RIDOT hopes to accomplish through the AP enhancement – “Add a field for the item code on the distribution lines”?
Answer:
The user can see an Item Code while Matching the PO to an invoice. But that field is not available in the Invoice distribution screen after matching. RIDOT expects to build the solution without customizing the user screen.
Date Asked: 09/23/2015 Date Answered: 09/24/2015
Poster: Gena DeRemer Company: AST Corporation
Question:
RFP Reference: Appendix E (b) Purchasing #9. For RIDOT’s anticipated enhancements to the Purchasing Print functionality, does RIDOT want to be able to print external attached file documents or just short and long text attachments?
Answer:
Print any attachments associated with PO
Date Asked: 09/23/2015 Date Answered: 09/24/2015
Poster: Gena DeRemer Company: AST Corporation
Question:
RFP Reference: Scope of Work, Pg 10. Does the Maximum 3 day duration of training include the R12 Delta Training at the start of the project?
Answer:
No it does not include Delta Training
Date Asked: 09/23/2015 Date Answered: 09/25/2015
Poster: Gena DeRemer Company: AST Corporation
Question:
RFP Reference: Scope of Work, Pg 10. Could RIDOT please describe what it expects for R12 Delta Training vs. the Training later in the project?
Answer:
R12 Delta Training Approach – Changes introduced by R12.2.4 versus the current 11i version. Pre-Production Training – End User training about RIDOT processes.
Date Asked: 09/23/2015 Date Answered: 09/25/2015
Poster: Gena DeRemer Company: AST Corporation
Question:
RFP Reference: Instructions for Submission, Pg 4. Will project team resumes be counted as part of the 25 page Maximum for the Technical Proposal?
Answer:
NO. Resumes may be included as "exhibits" or supporting documents to technical narrative. Please tab accordingly and include as part of Table of Contents.
Date Asked: 09/23/2015 Date Answered: 09/25/2015
Poster: Gena DeRemer Company: AST Corporation
Question:
RFP Reference: Contract terms/Conditions, Page 1. In the event that the completion of the formal award process and issuance of a formal Notice to Proceed does not occur by November 13, 2015, which will take precedence-(a) “The “Go Live” date must occur within six months after issuance of the Notice to Proceed or (b) The Oracle R12 Upgrade Project “Go Live” date must occur no later than May 31, 2016? November 13, 2015 would be the last day to issue a formal Notice to Proceed while affording 2 weeks to start the project and six months to complete by May 31, 2016.
Answer:
In the event the DOT can not meet the Notice to Proceed date, the DOT will negotiate the go-live date with the Vendor
Date Asked: 09/22/2015 Date Answered: 09/25/2015
Poster: Joey Norman Company: Ciber
Question:
Would the state consider a proposal which included a vendor proposed PM resource given the requirements for a firm fixed fee proposal ?
Answer:
The vendor will not be disqualified for proposing a PM resource however the RFP emphatically states that RIDOT has assigned a dedicated PM who shall be responsible for delivery of this project.
Date Asked: 09/22/2015 Date Answered: 09/25/2015
Poster: Darren Smith Company: Sierra-Cedar, Inc.
Question:
Please confirm that RIDOT would like one CDROM attached to the original proposal as well as additional CDROMs attached to each of the six copies - totaling 7 CDROMs.
Answer:
CORRECT. A CDROM should be included in each submission.
Date Asked: 09/22/2015 Date Answered: 09/24/2015
Poster: Darren Smith Company: Sierra-Cedar, Inc.
Question:
Would RIDOT consider using remote offshore technical and/or functional resources for certain aspects of the upgrade project?
Answer:
The RFP strictly states that resources must be onsite.
Date Asked: 09/22/2015 Date Answered: 09/28/2015
Poster: Joey Norman Company: Ciber
Question:
Can you provide a PDF version of the document that is searchable and allows for edits of the form fields? The scanned PDF version provided will require respondents to re-create all the mandated forms essential for the RFP response.
Answer:
NO. Only scanned PDF version can be made available.
Date Asked: 09/22/2015 Date Answered: 09/24/2015
Poster: Joey Norman Company: Ciber
Question:
There is a provision in the RFP requirements that specifies that the vendor’s project resources will work under the direction of the state’s project manager. In effect vendors are not allowed to propose their own PM for the project. Could you let us know if the project manager representing DOT will be a state employee or an employee of Stonewall Solutions? our questions here.
Answer:
The PM has been selected and will not be a State Employee or a Stonewall Solutions employee.
Date Asked: 09/17/2015 Date Answered: 09/17/2015
Poster: Darren Smith Company: Sierra-Cedar, Inc.
Question:
Please describe how the Oracle E-Business Suite and other systems at RIDOT work together to support your Federal Billing process.
Answer:
We do not have any direct interfaces from other systems. All Grants (Misc Batches) and AP Invoice transactions are interfaced to Grants where the grants process creates the Draft Invoice. A concurrent process generates a Billing text file of all approved AR invoices that the users use to manually upload to the Federal Billing System.
Date Asked: 09/17/2015 Date Answered: 09/17/2015
Poster: Darren Smith Company: Sierra-Cedar, Inc.
Question:
The RFP states that Human Resources and Oracle Time and Labor modules are included in the scope of the project. Please verify all modules that Human Resources includes. Does Human Resources include Payroll and Benefits modules?
Answer:
We are only using the Core HR Module
Date Asked: 09/17/2015 Date Answered: 09/17/2015
Poster: David Giardino Company: Turino Group
Question:
Appendix E Section h. Other Enhancements: Is it the request of RIDOT to provide the same functionality that existing applications provide RIDOT and will the vendor need to migrate existing data? Is RIDOT looking for a customization using OracleR12 only?
Answer:
RIDOT is exploring the possibilities of consolidating existing systems and adding new functionality utilizing Oracle Modules. It is unknown at this time if RIDOT will need to migrate data from existing applications. RIDOT is looking for an out of the box solution with minimal customizations.
Date Asked: 09/15/2015 Date Answered: 09/17/2015
Poster: Mark Palombo Company: Rolta International
Question:
Given the number of forms to be completed by proposers, could solicitation 7549883 be available in revisable Microsoft WORD format?
Answer:
NO. Forms are not available to VENDORS in WORD format.
Date Asked: 09/15/2015 Date Answered: 09/17/2015
Poster: Mark Palombo Company: Rolta International
Question:
Is there a pre-proposal conference?
Answer:
NO. There will NOT be a formal Pre-Proposal Meeting for this Project but the on-line Q&A will remain available to VENDORS until NOON on 10/3/15. All Q&A received will then be posted as an Addendum to Project.