RFP 378136-Q and A (includes pre-proposal Q and A) - Addendum 001.xlsx
XLSX spreadsheet 22 KB Posted
- Attached to
- REQUEST FOR PROPOSAL; HMIS RFP# 378136 REV. 04
- Solicitation number
- 378136
- Issued by
-
Department of Energy
About this file
This file is a Request for Proposal (RFP) Addendum 001 with Questions and Answers for a PeopleSoft Enterprise Resource Planning (ERP) implementation project issued by Hanford Mission Integration Solutions, LLC (HMIS). The solicitation seeks implementation professional services for Finance and Human Capital Management modules, supporting the Hanford Mission Essential Services Contract with the U.S. Department of Energy. The contract is a single award, firm-fixed-price opportunity with a base year and one option year, requiring US citizens to perform work within US soil. Key implementation requirements include re-implementing multiple PeopleSoft modules across three companies, addressing cyber vulnerabilities, reducing IT footprint, and modernizing an antiquated system.
Critical proposal details include a July 3, 2025, 2:00 PM (PT) proposal submission deadline, with project presentations scheduled between July 21-30, 2025. The finance module must be implemented by September 2026, and the project involves on-premises implementation with potential remote work. Proposers must submit fully burdened rates, include a small business subcontracting plan if classified as a large business, and ensure compliance with Section 508 accessibility requirements. The project scope covers finance, project costing, general ledger, human capital management, payroll, benefits administration, and potentially a contracts module, with an emphasis on utilizing PeopleSoft's native functionality and minimizing custom interfaces.
View the file
Other files
Show all 21
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Addendum 001 RFP 378136 Q&A (includes pre-proposal Q&A) - Addendum 001
| Line | Question | HMIS Response |
| 1 | Will there be a single award or more than one award? | Single Award |
| 2 | Are non-us citizen allowed to work on the project or US citizenship is required? | US Citizenship/US Soil, this is due to the environment access that resources will be engaged/scope performance |
| 3 | Who is considered key personnel here? | That would be key personnel on your team that has the experience to meet our requirements in the Performance Work Statement (PWS) |
| 4 | How many resumes are we required to submit? | Your entire team |
| 5 | What is the current team supporting the financial and ECM application? What is the size of the current team? | Based on the end user team or the IT Technical team on HMIS: Finance 3 and CM is 8 |
| 6 | What is the current level of customization in the application loan? Is it low, medium or high? On all 2 modules (CM and financials) | We're using PeopleSoft very lightly. So our customizations are in the tables themselves. So probably in the medium range. |
| 7 | Possible to get two week extension for the proposal submission? | Pre-proposal responded with not at this time, however based on Q&A, extension for proposal can be made to July 9, 2025 at 4:00 PM (PT) |
| 8 | As far as the 20 page limit, does it includes resumes, table of contents, forms and exhibits? | Aside form resumes, all to be included, however Procurement would like to have RFP Exhibits 001 - 012 to be separate submission. |
| 9 | Is it our understanding correct that volume one is the technical response and volume two is the pricing response? | Yes, that is correct and please use the proposal guidelines that is part of the Exhibit 1 to structure that. |
| 10 | What is the database platform on? | a. One is on Oracle for finance and the other one is on SQL for HRIS. |
b. We are definitely not looking to maintain. We are taking best practices and what is proposed.
| 11 | Will these be hosted on Prem or in the cloud or OCI or some other vendor? | On-prem |
| 12 | Will the users be utilizing employee self-service and manager self-service? | Yes |
| 13 | Assuming if a database upgrade was necessary that that would be supported as part of this as well as far as the database version? | It will be supported if needed, yes. |
| 14 | Could you bring a little context to this RFP for me. Was there a defining event or a driver that spurred the desire to do a reimplementation? | We have an old antiquated, very large IT footprint when it comes to our BMS environment, and we want to reduce that and capitalize on the old updates that we have with PeopleSoft right now. Currently the version that we're running, we can't just upgrade to the most current version. And so we're wanting to upgrade that also deal with some cyber vulnerabilities that we have on our site as well. |
| 15 | Do you currently have some sort of timeline for deployment of the various modules or a road map for sequencing? Or does that need to be part of the response? | a. Yeah, we would like you to propose the best form of sequencing |
b. Best practices: We don't want to rely on our folks that aren't working in the current environment to come up with that. And then we also don't have any strict guidelines, although we do need to implement finance base by the end of the fiscal year of FY26. So September of 2026, we will need to have something implemented to replace our current finance PeopleSoft environment.
| 16 | Is that all modules? When you say finance do you primarily mean Ledger? | Project costing and ledger. |
| 17 | Some of the solution requirements surprised me a little bit. OBIEE crystal OBIEE extended support will be ending. I think December of this year. Crystal's already deprecated. Do you really want to use? Those modules do you want, in other words, do we need to be responsive? To your RFP, given that those are there, whether we would recommend that as best practice or not? | Recommend best practice, but replacing those other modules is not part of our modernization at this point. But it could be something that we do in the future. But if there is a best practice that you would recommend in something that is part of this PWS, then we suggest that you put that in your proposal. |
| 18 | You’re not currently live on OBIEE are you? | No |
| 19 | Will you be also providing some oversight on the project? Project manager, a project office? | Yes. We have in House project managers that will help manage things on our side. So things that you guys propose, that Hanford takes care of or things that we have to take care of because it's an on Prem solution, we will provide those resources. |
We also have people that are managing the initiative to do reporting out to upper management and take care of the reporting and stuff on our side.
| 20 | Earlier question asked for customization levels, but if you run compare reports that contain the number of customizations and reports and reports in each of the systems, and if so, can these be provided? Because those details will be helpful as we develop the fixed bid estimates. Like the number of the counts of customizations. By application pillar and report counts. | No, we do not have those numbers. |
| 21 | And the performance work statement. It mentions that the systems are being implemented for, select contractors which will support multiple companies. Do you know how many companies and employees the system will be supporting? | Yes, that's listed in the PWS, but there's three companies that will be utilizing the system. |
| 22 | Will HMIS be providing end user training or do you have a training team to assist in the development of training materials and also what level of training do you want us to provide as the implementer? | Yes, that's listed in the PWS, but there's three companies that will be utilizing the system. |
| 23 | The milestones, will those be determined during contract negotiations or is are those are we to provide those in our response? | Yes, please include with your proposal response |
| 24 | And question on the developers from our team. Are those to be shared over the two projects, or are you looking for us to have two separate teams of developers for each pillar? | We are looking to you to propose the best mix and the best approach. We do want to run these projects in parallel as most efficiently as possible and so whatever you propose is the best approach to make that happen. |
| 25 | Resumes are not to be included in that 20 page limit. Is that correct? | That is correct. We will make sure that we post that answer formally as an appendix to the RFP, but correct resumes are not included because if you happen to have more people on your team then that isn't really fair to remove those pages from you. |
| 26 | And what about all the required forms? Are those counting toward the page limit? (The exhibits and forms) | No, those do not count |
| 27 | PWS Section 3, it states like the place of performance is on site. However, I believe in section 3.1 state subcontractors will work remotely over teams. Or at, you know sub subcontractor work location. Can you guys elaborate a little bit more on? What the mandate is of subcontractors working on site versus remotely and maybe if there's a specific project or pillar that might be onsite versus remote or if it can be all done remotely. | We're looking at you as the professionals to propose what best practices are and what the most efficient way of getting the work done quickly is. And so if you think that being on site is going to be more efficient than, let us know. IF you think that working on teams is going to be efficient enough or a mix of the two and propose best practices for that. |
| 28 | Project costing module. That's a very involved module, integrates with pretty much everything. So I want to get some clarifications on that. Currently, are you using projects? In your transactions or time entry. | Yes, we are |
| 29 | If you are using it in transaction, are you just using project as a project ID or are you getting into more sort of the detail of tracking it at a project and task level so it's trying to understand if it's more using as a project ID for. Tracking or is it actually using the full functionality? | I wouldn't say full. I'd say we do have project ID and we do have tasks. But I don't think that it's as big as you guys think it is. I think we're using it kind of at a work package and then a task level. |
| 30 | In the work statement, I noticed that you know the requirement for needing to go from I think 5 business unit to four and then potentially GL account reconfiguration and some allocation changes. Do you have a sense of how many allocations you currently have? | There's a lot of allocations. We're not currently using rate sets or rate plans. We use allocations for our. Overheads, but they're not...I wouldn't say that they're massive. I would say they're kind of on the, I would say, kind of on the light side right at the moment. I wouldn't say that there are a whole bunch. It's not like Amazon. |
| 31 | Since we are talking about GL account. Reconfiguration. Are we thinking that we may need a sort of a chart filled reconfiguration and need to look at all the chart fields? | Yes, will need to relook |
| 32 | I didn't see a mention of anything really on the supply chain side, do you have do you use APPO inventory modules by any chance? | No, we do not. Not at this time during this implementation. |
| 33 | Are there any custom modules that you have? I noticed that on billing side it sounds like that billing functionality in people's use lightly and maybe you're using some other system. I just wanted to understand what's the history with billing module. | Right now we are using Excel for our billing of our major customer. This will be the first time we are standing up the billing module. |
| 34 | And this is for all the modules like I see that there are some modules you recently purchased that sounds like it's not used yet. A lot of reconfiguration. Is it fair to say that? In future, you're really looking at re implementation of everything. Regardless of whether you're using a module lightly or heavily. | Correct. We're looking at re-implementation. |
| 35 | Can the work be delivered remotely from outside the US? | Must be within US Soil |
| 36 | In the RFP document, it is mentioned that if the deal value exceeds 700K USD, we must submit it plan involving a small business entity. So could you please clarify if our plan can include either WB, MBE or SBBOB. Or if all should be included? | It is open to all, however if you're classified as a large, you must submit a small business plan per RFP requirements |
| 37 | In that case, is there a specified percentage of the work or contact value that must be assigned to the small business? | While there is no mandated percentage of work or contract value that must be allocated, efforts should be made to provide small businesses with the maximum feasible opportunity to participate. Estimated subcontracting dollars should not exceed more than 70% of the contract value. |
Additionally, if a subcontractor is already a small business and the contract value exceeds $750,000, they are not required to submit a small business subcontracting plan.
| 38 | Is there any ITAR requirements for this opportunity? | We need to make sure that the personnel are within US soil and U.S. citizen. |
| 39 | So what are the current systems in use and how do you finish in integrating the PeopleSoft ERP with them? Current systems, you know, the overall system that integrates with the people software system. That would be great if we can share the architectural diagram with the interface list of interfaces that will help us as well....the spider chart. | We will not be providing that. |
| 40 | Does HCM include payroll benefits? | Yes |
| 41 | So my questions would be so it was mentioned in the previous question about you have tech resources on the finance side 3 and HCM side 8, right, on the IT side? And in one of the attachment, it was mentioned that you will provide 30% of the functional expertise from both finance and HCM side. So may I know like how many resources? Which who will be working on this project for 30% of their time? | Yes, we have hired PeopleSoft folks that have the background knowledge on our side that we will be leveraging during this project. But we are looking for the implementer and integrator to obviously be the professionals and propose what mix we should have on our side to aid in it. |
| 42 | Do you currently have any like testing an issue defect tracking system like HPQC or JIRA to track the testing effort for this project? | We use Azure DevOps. |
| 43 | We are going to stand up the new billing system and also we're going to use the red sets, red plans and project cost along with project costing and. So in order for billing to get the feed for all these you know to do a billing, we need to implement contacts module as well? Is that licensed as well? | a. I need to look at that, but we have not determined if we need to do rate sets or rate plans or if we can just rely on our allocations at this time. |
b. OK. But as delivered, there is no integration between project costing and building unless we implement contracts model. So that's the given right.
c. Right. But I think we do have some contracts capability at this time.
| 44 | Customer contracts is a module we need to implement, which I just want to make sure that we need to include that in the proposal. Otherwise, it has to be a customization to bring data from project costing directly to billing. It would be the outside of peoples functionality. So I'm just wondering, should we include contracts module as part of the proposal? | Yes, please |
| 45 | How many customers do you currently have? In order to do the billing/invoicing. | We have one major contract for each of the companies right at the top, the customer is DOE and then we have each of the companies bill other Hanford contractors as well. |
| 46 | The contracts are those cost plus T&M are firm, fixed price or all combination. | A combination |
| 47 | Is the color of money a critical reporting dimension? Meaning, do you have to report on any funding coming from the government? | Yes, we have to report on DOE color of money. |
| 48 | First question is will you be releasing the slides and the video the recording to the participants? | Yes, will be sent to participants |
| 49 | I apologize if my research is incorrect here, but I thought I saw that this was released on the NASA SEWP vehicle, is that correct? | Yes. It's on multiple platforms. Again, it's an open, full open competition. So we've got a few vehicles that we've posted on. |
| 50 | I saw that the pricing is firm fixed price, but I also saw that you looked that you were looking for rates in hours including build up for the resources, almost like a time and materials type fashion. Is that correct? | It is Firm-Fixed price, but I believe that we are setting up under a master. This is to verify and do our analysis on prices. So please submit them with that build up. |
Clarification to pre-proposal response is we need the fixed fully burdened rates.
| 51 | This was from fixed price and I think this is a follow up to the mythics question regarding rate buildups. So typically you don't show rate buildups in firm fixed price. You do in CNM. So this is going to flip to T and M? | As a follow-up on clarification to this questions is that we need fixed fully burdened rates (FFP) |
| 52 | Regarding indirect costs, if we want to do training on site, do we just account that as an indirect cost as part of our bid? And that would be associated with, you know, travel and so forth, getting the right people there. | Add travel, proposed under fixed under FTR (Federal Travel Regulations) guidelines |
| 53 | Is executive summary part of the page count? | No |
| 54 | There's some trade off selection criteria 7 in particular anywhere you want us to handle that. Or is that something just you're going to use that as a team to decide who wins? | Yes, please address in your proposal - (See RFP Section B.1) |
| 55 | Of is the PeopleSoft payroll for North America or is it PeopleSoft global payroll? | North America |
| 56 | You use the words professional advisory and implementation services and this usually means we're assisting the prime to get to the finish line. But the RFP seems to say that we are going to be solely charged with all the deliverables. Is this the correct in that we're truly doing a delivery? | You are truly doing a delivery with aid from our people that we have here on site. So like we will you, your team would get access into our test environment but not have access into our production. And so you would need to aid our folks in moving everything over into a production environment. |
| 57 | The this is a 2 year delivery. It looks like there's two years of base and an option here. If we deliver it in the first year, the second year would just become sustainment. | It could be if that's part of your proposal, if we end up not proposing that it's going to take two years, then we would just not up the option here we just wouldn't take advantage of it. |
| 58 | I had a question about the certification for section 508 applicability. Are you looking for individual certifications on the tech team, or are you looking for the proposal itself to be accessible? What exactly are you requesting there? | a. On the solution that's delivered, we have to ensure on our side that it's 508 compliant. |
b. So you just want an acknowledgement that will adhere to the compliance.
c. Correct.
| 59 | And what challenges do you anticipate facing on this implementation or reimplementation? | Cyber requirements is going to be one of the big ones were very stringent here. So we have to make sure that we're compliant with all of our cyber stuff. Also, we have a ecosystem of bolt on solutions and leveraging very little of what we have here in PeopleSoft. And we want to change that to round to utilizing PeopleSoft for everything we possibly can and only using interfaces and Boltons as necessary. And so converting from that solution to a new one is going to be a challenge on our side as well. |
| 60 | What is your anticipated budget for this? Gov't estimate for this? | We are not disclosing that information |
| 61 | You gave a timeline for finance and GL. Are there any other timelines on the HCM implementation side that you can give us? | Not at this time |
| 62 | And what are your weakest points? On your side, as far as implementation is concerned. | Knowledge of the updated solution is probably the big one. We know how we use it today. We don't know what the capabilities and possibilities of the new solution is, and so taking us out of how we do it today into what could possibly be the future for us. |
| 63 | On page eight of the RFP, it says note the performance under C 2.1 volume one technical proposal requirements. You've got two statements there about the performance work statement that don't really ask for anything. Are you asking for work, plan, timeline etcetera? Or are you asking us to respond to the elements in the basis of award? | An acknowledgement that the Performance Work Statement (includes all applicable appendices) is fully understood, and that the Offeror has resources qualified to perform the work. Will require statement within company letter head or within technical proposal submissions. |
| 64 | Will the contracts have HMIS employees or will there be any Northwind employees or designated Subs that we'll have to deal with? | a. It'll be a mix. Yes, plus other ohc's from CPCCO. and HTC as well. |
b. Will Bechtel or the Vit Plant be involved or just the main 3?
c. No, they will not.
65 How many benefits programs are currently administered via Benefits Administration in PeopleSoft HCM? We have 3 benefits programs each containing multiple plan types (I.E. medical, dental, vision …. ECT) We have 2 benefits programs:
| 1. | Active employees with multiple plans in each category. | ||
| 2. | Early retirees, under 65 medical plans | ||
| 3. | HRA for eligible >65 retiree’s | ||
| 66 | Do you use COBRA Administration and/or Benefits Billing? | We currently do not use the COBRA administration within PeopleSoft, it is administered through a 3rd party solution via an electronic interface. |
We use a custom PeopleSoft integrated benefits billing process.
| 67 | Do you administer benefits for Retirees? | For eligible retirees, Yes (through Peoplesoft and a 3rd party solution -see note above) |
| 68 | Is a firm allowed to be on two separate bids (submit a proposal as a prime subcontractor and also be included as a subcontractor in another bidder’s proposal)? | No, a firm is not allowed to be on two separate bids, meaning they cannot submit a proposal as a prime subcontractor and also be included as a subcontractor in another bidder’s proposal. |
| 69 | How will it be verified that resources are definitely based within the United States? We have encountered past competitive situations in which, based on the billing rates used, it appeared that offshore resources were possibly being used masked as onshore resources. | Verification that resources are based within the United States will require the completion of the Foreign National Exhibit, along with verification of resumes. This is the responsibility of the Offeror Please ensure that the proposal is thoroughly reviewed and finalized before submission. |
| 70 | Performance Work Statement (PWS) - Is there an Appendix D | No, there is not. The incorrect PWS version was inadvertently uploaded that removed the Appendix D from Section. See correct upload with Addendum 001. |
| 71 |
In the RFP document attached in this mail - “Request For Proposal (RFP) 378136” (Exhibit 005 – Foreign National Disclosure & I.3 Foreign Nationals sections), its mentioned if subcontractors has Non-US citizens working under this subcontract, then, it has to be informed.
| Can you please confirm if we can have people with valid US work visa or GC holders in addition to US citizens working as part of this contract? This is what we have seen in DoE related engagements, wanted to clarify on the same. | The scope requires resource to have access to our environments and supporting the project will need to reside within the US and will need to be US Citizen. The Foreign National (FN) Exhibit is to confirm that you are not proposing any FN support. | ||
| 72 | Down-Selected Offeror for Presentation | The down-selected list of Offeror chosen for presentation will undergo a Supply Chain Risk Management (SCRM) which includes a Counterintelligence screening. | |
| 73 | Exhibit 1 – Proposal Structure Guideline: Section V mentioned under Section 1 - Executive Summary and Section 2 - Technical Response Section | This is a typo and should be referred to RFP - Section B. 1 : Basis of Award - Trade-Off Selection Process |
File details come from the government source that posted it. Updated .