Addendum One - RFI 758 2700000006 Enterprise Financial Reporting Discovery.pdf

RFI 758 2700000006 Enterprise Financial Reporting Discovery

Addendum #1 (September 16, 2026) RFI 758 2700000006:

• To extend the date to post the Commonwealth’s Response to Vendor Written Questions from Sept 16 to Sept 23.

COMMONWEALTH OF KENTUCKY

Request for Information (RFI)

For

Enterprise Financial Reporting Discovery

RFI 758 2700000006

Release Date: September 1, 2026

Closing Date and Time: October 2, 2026, 3:30pm ET

Issued by The Finance and Administration Cabinet

On Behalf Of The Office of Statewide Accounting Services

Commonwealth Buyer:

Lana Durbin, CPPO, CPPB, KCPM Statewide Procurement Analyst II

FINANCE AND ADMINISTRATION CABINET

Office of Procurement Services

200 Mero Street, 5th floor

FRANKFORT KY 40622

(502)782-5341 Lana.durbin@ky.gov

I. Introduction

The Office of Statewide Accounting Services (SAS), within the Kentucky Finance and Administration Cabinet is responsible for maintaining and operating a centralized statewide accounting system that supports financial management across Kentucky state government. This includes financial recordkeeping, procurement, budgetary control, vendor management, and statewide financial reporting.

mailto:Lana.durbin@ky.gov

SAS desires to gather information from qualified vendors regarding solutions to replace or enhance the reporting component of the Commonwealth’s Enterprise Resource Planning (ERP) system.

II. Purpose

This RFI contains preliminary information to serve as a platform for reaction and discussion with the vendor community. The requirements in this RFI are in no way final or represent what may be contained in an RFP. This issuance does not constitute a commitment to issue a bid or award a contract or to pay any costs incurred in preparation of a response to this request. Furthermore, the Commonwealth requires that all responding vendors abstain from providing any quotes or bids in response to this RFI.

III. RFI Process

This RFI is being issued by the Finance and Administration Cabinet, Office of Procurement Services on behalf of the Finance and Administration Cabinet, Office of Statewide Accounting Services.

The Commonwealth is seeking your input through a written response.

Written Responses and Inquiries All responses, questions, and inquiries concerning this RFI should be directed in writing to the Commonwealth Buyer of record for this RFI.

Lana Durbin, CPPO, CPPB, KCPM Statewide Procurement Analyst II

FINANCE AND ADMINISTRATION CABINET

Office of Procurement Services

200 Mero Street, 5th floor

FRANKFORT KY 40622

(502)782-5341 Lana.durbin@ky.gov

From the issue date of this RFI, until the responses are due, vendors shall not individually communicate with any Commonwealth staff concerning this RFI except as referenced above.

Interested parties are encouraged to submit any questions in writing to the buyer of record given above on Attachment B, Vendor Question Form.

Written questions are due on 8:00 am ET, September 9, 2026.

The Commonwealth will respond to questions in an addendum to the RFI on or before September 16 23, 2026.

RFI responses are due 3:30PM ET on October 2, 2026.

mailto:Lana.durbin@ky.gov

RFI responses must be submitted online.

Proposals shall be received by electronic submission in the eProcurement system.

An electronic proposal shall be authorized by the proper agent of the firm by the act of submitting it electronically through the eProcurement system.

Proposal information MUST be completed online. Response must contain all required information for the Solicitation. All bidders MUST be registered in the Commonwealth eProcurement System via the Vendor Self Service System at https://vss.ky.gov.

Allow 24 – 48 hours to complete Vendor Registration. Vendors must be logged in to their Vendor Self Service (VSS) account in order to submit a response. Registrations completed the day of bid closing must be completed by the Vendor in the VSS portal. The Customer Resource Center is not able to complete registrations and activate accounts on the same day. Closing dates will not be extended for Vendors not registered by the date/time of the bid closing.

Vendor Self Service Registration Guides are provided at https://vss.ky.gov

All bidders are cautioned to begin their electronic submission in sufficient time to complete before the closing date and time. Delays due to technical difficulties or document upload impediments shall not be justification for acceptance of a late bid or proposal. Vendor attention to this advisory is encouraged. If you need assistance, please contact the Customer Resource Center (CRC) by email at Finance.CRCGroup@ky.gov or phone 502-564-9641 or toll-free 877-973-HELP (4357).

Attachments may not exceed 65,000 KB.

Proposals submitted online must be in an “Accepted” status and shall be assigned a date and time stamp from the eProcurement system at the time of final acceptance and formal submission by the vendor. The system will not allow submission of an online proposal after the published date and time for closing.

A proposal may be modified or withdrawn by electronic or written notice ONLY if received prior to the bid closing date and time. An electronic offer may be modified by applying the appropriate electronic signature and following the procedure in the state’s eProcurement system.

https://vss.ky.gov/ https://vss.ky.gov/ mailto:Finance.CRCGroup@ky.gov

IV. Background

The Commonwealth’s statewide financial reporting environment currently utilizes an on-premises, three-tier architecture consisting of an Oracle database as the core data repository, a data warehouse as the reporting data structure, and SAP BusinessObjects 4.3 as the primary reporting and visualization platform.

While certain reporting capabilities support near-real-time access to source data, the majority of reporting is dependent upon an overnight extract, transform, and load (ETL) process. These ETL processes populate and refresh the data warehouse, which subsequently serves as the primary data source for reporting and analytical activities.

The Commonwealth intends to retain the Oracle database as its core enterprise financial data repository. The reporting environment supports approximately 2,500 Enterprise user accounts, with the potential for a significant number of users to access the environment concurrently. A combination of row-level security and folder-level security is currently implemented to control access to data, reports, and reporting content based on user and organizational permissions.

Reports are primarily developed and delivered as Web Intelligence (WebI) documents, with additional use of dashboards and Power BI outputs. The current environment contains approximately 5,000 WebI documents. These reports generally fall into two broad categories:

Required and standardized reporting: Reports developed in specific formats to satisfy statutory, regulatory, operational, financial, and other required reporting needs.

Ad hoc and analytical reporting: Reports developed by users to perform data analysis, investigate transactions, conduct research, and obtain detailed financial and transactional information.

The Commonwealth is interested in expanding its use of modern dashboards, data visualizations, and other graphical user interfaces, in addition to traditional reports to provide users with more intuitive and interactive access to financial information. However, the future reporting solution must continue to support a substantial population of users who rely on the reporting environment for detailed transactional reporting, data analysis, and high-volume data extraction and manipulation.

Objectives:

The primary objective of this RFI is to:

• Identify modern reporting tools and platforms compatible with large-scale ERP environments

• Understand available capabilities for financial and operational reporting

• Evaluate options for improving data access, visualization, and self-service reporting

• Assess implementation approaches, including integration with existing ERP systems

• Gather budgetary and timeline estimates for planning purposes

The Vendor should address the following issues “at a minimum” as vendor prepares a response to this RFI:

• Firm Information

1. Name of company

2. Headquarters address and primary business location

3. Telephone Number

4. Primary Contact Person (name, title, email, phone)

5. Brief History of company

6. Length of Time in Business

7. Ownership Structure (public, private, subsidiary, etc.)

8. Statement confirming if there are any active lawsuits or clients who have cancelled services prior to contract expiration

1. Respondent’s Qualifications and Experience

1. Experience providing reporting solutions for government or large public-sector entities

2. Experience integrating with ERP systems (please specify which systems)

3. Description of similar implementations (size, scope, number of users)

4. Client references (preferably public sector)

2. Solution Overview

1. Description of the proposed reporting solution, including screen shots if applicable.

2. Core functionality and key features

3. Deployment model (cloud, on-premises, hybrid)

4. Scalability to support large user bases (4,000+ users)

5. Data integration capabilities

3. Reporting Capabilities

1. Standard and ad hoc reporting

2. Dashboard and data visualization tools

3. Self-service reporting capabilities

4. Financial reporting functionality

5. Real-time vs. batch reporting capabilities

4. Technical Architecture

1. System architecture overview, including screen shots if applicable.

2. Data storage and data modeling approach

3. Integration methods (APIs, ETL tools, etc.)

4. Security model and access controls

The Commonwealth operates in a Microsoft Government Community Cloud

(GCC) environment. Vendors shall verify and clearly state whether the proposed solution, and all associated products, integrations, and licensing models, are compatible with, supported in, and available for GCC tenants. Responses must explicitly confirm GCC support and identify any limitations, dependencies, or alternative approaches if full compatibility is not available.

5. Security and Compliance

1. Handling of sensitive and Personally Identifiable Information (PII)

2. Compliance with applicable standards (e.g., SOC 2, FedRAMP, etc.)

3. Role-based access controls and audit capabilities

6. Implementation Approach

1. Typical implementation timeline

2. Key phases (design, development, testing, deployment)

3. Required client resources and roles

4. Change management and training approach

7. Cost Information (Estimated)

1. General pricing model (subscription, licensing, etc.)

2. Estimated implementation costs

3. Ongoing maintenance and support costs

8. Support and Maintenance

1. Support model and service level agreements (SLAs)

2. Ongoing system updates and enhancements

3. Help desk and training resources

V. Response Format

The purpose of this section is to describe the format the vendors should use in responding to this RFI. The Commonwealth is very interested in your comments, ideas, and opinions concerning the most cost-effective and efficient methods for acquiring an Enterprise Financial Reporting Discovery.

The Sections that should be included in your response to the RFI are:

Transmittal Letter The transmittal letter should be in the form of a standard business letter and should be signed by an individual authorized to bind the vendor. It should note if any proprietary information has been included and the name, address, phone number, and E-mail address of the vendor’s contact.

Response Itself The Response should address the specific questions raised above, as well as give the requested information on the Respondent firm. Sections need to be labeled with the section headers used in the RFI. In addition, please feel free to make any comments, observations, or suggestions that may assist the Commonwealth in its decision to draft a Request for Proposal, and the contract terms that may result from the Request for Proposal.

Vendor Response and Public Inspection The Commonwealth shall not disclose any portions of the proposals prior to contract award to anyone outside the Commonwealth, representatives of the agency for whose benefit the contract is proposed, representatives of the Federal Government, if required, and the members of the evaluation committees. After a contract is awarded in whole or in part, the Commonwealth shall have the right to duplicate, use, or disclose all proposal data submitted by Vendors in response to this RFI as a matter of public record.

Any and all documents submitted by a Vendor in response to the RFI shall be available for public inspection after contract award. No such documents shall be exempt from disclosure under the Kentucky Open Records Act regardless of the vendor’s designation of the information contained therein as proprietary, confidential, or otherwise. Therefore, the Commonwealth will not redact or withhold any documents submitted in response to the RFI if a request to inspect these records is made.

Responses may be subject to Kentucky Open Records Law pursuant to the provisions of KRS 61.870 et. seq.

The Commonwealth of Kentucky shall have the right to use all system ideas, or adaptations of those ideas, contained in any proposal received in response to this RFI. Selection or rejections of the proposal will not affect this right.

ATTACHMENTS

Attachment A – This RFI Document – REV 9-16-2026 Attachment B – Vendor Question Form