Amendment 3.docx

SAP

State of South Carolina

Request for Proposal Amendment 3 Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400022859 03/18/2022

ZACH YARBROUGH

803-896-0284 zyarbrough@mmo.sc.gov SFAA, Div. of Procurement Services, MMO 1201 Main Street, Suite 600 Columbia SC 29201

DESCRIPTION: Transition of Financial Management Software to SCEIS

USING GOVERNMENTAL UNIT: SC Department of Transportation

SUBMIT YOUR OFFER ON-LINE AT THE FOLLOWING URL: http://www.procurement.sc.gov

SUBMIT OFFER BY (Opening Date/Time): 4/15/2022 at 11:00 AM ET (See "Deadline For Submission Of Offer" provision)

QUESTIONS MUST BE RECEIVED BY: 3/14/2022 at 5:00 PM ET (See "Questions From Offerors" provision)

NUMBER OF COPIES TO BE SUBMITTED: Two Online submissions – One Original and One Redacted Copy Initial here if NO redacted copy is necessary___________ See Section II A “DISCLOSURE OF YOUR BID / PROPOSAL and SUBMITTING CONFIDENTIAL DATA (FEB 2021)”

CONFERENCE TYPE: Pre-Proposal Conference DATE & TIME: 3/2/2022 at 10:00 AM ET

(As appropriate, see "Conferences - Pre-Bid/Proposal" & "Site Visit" provisions) LOCATION: Online Only Contact the Procurement Officer for Access

(See Section IIB “Conference – Pre-Bid/Proposal” clause)

You must submit a signed copy of this form with Your Offer. By signing, You agree to be bound by the terms of the Solicitation. You agree to hold Your Offer open for a minimum of one-hundred and twenty (120) calendar days after the Opening Date. (See "Signing Your Offer" provision.)

NAME OF OFFEROR

(full legal name of business submitting the offer) Any award issued will be issued to, and the contract will be formed with, the entity identified as the Offeror. The entity named as the offeror must be a single and distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc.

AUTHORIZED SIGNATURE

(Person must be authorized to submit binding offer to contract on behalf of Offeror.)

DATE SIGNED

TITLE

(business title of person signing above)

STATE VENDOR NO.

(Register to Obtain S.C. Vendor No. at www.procurement.sc.gov)

PRINTED NAME

(printed name of person signing above)

STATE OF INCORPORATION

(If you are a corporation, identify the state of incorporation.)

OFFEROR'S TYPE OF ENTITY: (Check one) (See "Signing Your Offer" provision.)

___ Sole Proprietorship ___ Partnership ___ Other_____________________________

___ Corporate entity (not tax-exempt) ___ Corporation (tax-exempt) ___ Government entity (federal, state, or local)

COVER PAGE - ON-LINE ONLY (MAR. 2015)

SAP

SAP

PAGE TWO

(Return Page Two with Your Offer) HOME OFFICE ADDRESS (Address for offeror's home office / principal place of business)

NOTICE ADDRESS (Address to which all procurement and contract related notices should be sent.) (See "Notice" clause)

_________________________________________________ Area Code - Number - Extension Facsimile

_________________________________________________ E-mail Address

PAYMENT ADDRESS (Address to which payments will be sent.) (See "Payment" clause)

____Payment Address same as Home Office Address ____Payment Address same as Notice Address (check only one) ORDER ADDRESS (Address to which purchase orders will be sent) (See "Purchase Orders and "Contract Documents" clauses)

____Order Address same as Home Office Address ____Order Address same as Notice Address (check only one)

ACKNOWLEDGMENT OF AMENDMENTS

Offerors acknowledges receipt of amendments by indicating amendment number and its date of issue. (See "Amendments to Solicitation" Provision)

DISCOUNT FOR PROMPT PAYMENT

(See "Discount for Prompt Payment" clause)

PREFERENCES - A NOTICE TO VENDORS (SEP. 2009): On June 16, 2009, the South Carolina General Assembly rewrote the law governing preferences available to in-state vendors, vendors using in-state subcontractors, and vendors selling in-state or US end products. This law appears in Section 11-35-1524 of the South Carolina Code of Laws. A summary of the new preferences is available at www.procurement.sc.gov/preferences . Per 11-35-1524(E) Preferences do not apply.

PAGE TWO (SEP 2009)

End of PAGE TWO

AMENDMENTS TO SOLICITATION (JAN 2004)

The Solicitation may be amended at any time prior to opening. All actual and prospective Offerors should monitor the following web site for the issuance of Amendments: www.procurement.sc.gov (b) Offerors shall acknowledge receipt of any amendment to this solicitation (1) by signing and returning the amendment, (2) by identifying the amendment number and date in the space provided for this purpose on Page Two, (3) by letter, or (4) by submitting a bid that indicates in some way that the bidder received the amendment. (c) If this solicitation is amended, then all terms and conditions which are not modified remain unchanged. [02-2A005-1]

QUESTIONS FROM OFFERORS - AMENDMENT (JUN 2017)

The solicitation is amended as provided herein. Information or changes resulting from questions will be shown in a question-and-answer format. All questions received have been reprinted below. The “state’s response” should be read without reference to the questions. The questions are included solely to provide a cross-reference to the potential Offeror that submitted the question. Questions do not form a part of the contract; the “state’s response” does. Any restatement of part or all of an existing provision of the solicitation in an answer does not modify the original provision except as follows: underlined text is added to the original provision. Stricken text is deleted. [02-2A097-1]

1. As it is our understanding that there is not a special SAP ECC module that is tailored for Federal Billing and Reimbursement, it is important to understand the scope of the expected solution. Please clarify and share specific requirements regarding Federal Billing and Reimbursement, such as relevant process flows and/or business requirement list.

The requirements for the Federal Billing solution are provided in the Requirements Traceability Matrix (Attachment F – SCEIS Transition Specification Matrix) in the solicitation package. Also, please refer to Section 2.3 of the Preliminary Design document, which provides a narrative on Federal Billing requirements, and Section 4.0 of the Preliminary Design document, which outlines the preliminary review of the State team on how the Federal Billing requirements can be solutioned; however, please note that we are open to other approaches in terms of SAP modules that offerors may want to propose based on their experience implementing SAP.

2. What task does Organizational Change Management/Communications fall under?

Organizational change management/communication is not a part of the scope of this RFP, with the exception of the planning, design, and delivery of training. Please refer to Task J on page 38 for Training Plan, Training Development, and Delivery. It is the intention of the State to perform Organizational Change Management activities internally and/or with the assistance of the consultant team that has assisted SCDOT with the pre-implementation planning for this project and the development of this solicitation.

3. Will you provide a list of scenarios you want to see in the Demo?

The final demonstration agenda will be provided to those offerors invited to participate after a review of the submissions. Section IIB of the solicitation provides an overview of the expectations for the demonstration.

4. Pg. 2 – Preferences - The URL for the summary of new preferences appears to be incorrect. Should it be www.procurement.sc.gov/osp/preferences?

Yes, the previous link was broken during the State’s website update and has not been appropriately corrected. The State appreciates your notification. However, Prospective Offerors are reminded that this solicitation has no vendor preferences.

5. Pg. 17 – Demonstration - There are a number of topics listed or specific scenarios to be included in the demonstration. Are there any further guidelines on the length of time to be spent on each topic or relative weighting of those topics?

No additional guidance is available at this time. After a review of the submissions, the final demonstration agenda and expectations for the timing of each item will be provided to those offerors invited to participate.

6. Pg. 18 - Phase 2 - What is the expected timeframe for procuring and deploying the PPM solution?

The goal is to begin the procurement process for the PPM solution so that Phase II will start near the conclusion of Phase I.

7. Pg. 21 - Preferred Schedule - The timing suggested for Phase 2 appears to overlap with the S/4HANA migration. Does the State anticipate having an N+1 environment landscape to continue the development of the Phase 2 solution while migrating the rest of the solution to S/4HANA?

Yes. The State expects to have the necessary technical environments in place to support Phase 2 development and testing activities occurring in parallel with S/4 HANA migration.

8. Pg. 25 - Task C - Quality Management Plan - Does the State have a set of criteria they will use to evaluate the quality of the DED and Deliverables?

The quality of each DED will be based on the completeness of the DED in terms of providing a good outline of the topics to be covered in the associated Deliverable and the extent to which the DED demonstrates that the associated Deliverable will have the appropriate depth and thoroughness to be consistent with industry good practices and any specifications for the Deliverable outlined in the RFP. The quality of each Deliverable will be evaluated based on the completeness of the content as outlined in the approved DED, industry good practice, and any specifications related to the Deliverable included in the RFP.

9. Pg. 25 - Task D - Security Plan - Is it correct to assume the SCDOT is responsible for defining system, network, and interface security requirements and providing appropriate procedures and controls?

Defining system, network, and interface security requirements and providing the appropriate procedures and controls is the joint responsibility of SCEIS, SCDOT and FHWA depending on which agency is the owner of the system or other information technology infrastructure component.

10. Pg. 26 - Task E – System Configuration Plan and Detailed Design Document - Assuming that the offeror is not responsible for maintaining/updating system design documentation as a result of the migration to S/4HANA The offeror will not be responsible for maintaining/updating system documentation as a result of the migration to S/4 HANA. This will be a separate effort. However, the offeror is expected to consider the future migration as part of their solution development and design their solution approach to minimize the impact of the migration to S/4 HANA to the extent possible.

11. Pg. 29 - Task G – Data Conversion Plan and Migration Strategy - Should the offeror assume migration at the end of a Fiscal Year?

Please refer to Section 3 on page 21 of the RFP. The timing of the actual migration will be determined based on the project start date, the selected offeror’s proposed project schedule, and other SCDOT business considerations. If there is a material difference in the offeror’s approach or work effort based on when during the fiscal year the migration takes place, the offeror should document the assumptions underlying their approach and level of effort in their proposal.

12. Pg. 31 - Task H – Master Test Plan, Testing Strategy, and Requirements - What tool(s) is the State using to plan and execute testing and defect resolution? Assume the State is responsible for technical maintenance of that system, to include ensuring adequate licensing.

The State does not have a standard testing tool. Offerors may propose testing tools as part of their project approach and should include any licensing cost of those tools for the duration of the project as part of their cost proposal. However, offerors should be aware that SCEIS is beginning to utilize a new solution, “Tricentis,” to support SAP Testing in non-production environments. This is a new solution and the SCEIS Team is being trained on its use. SCDOT currently uses Jira Work Management to log, prioritize, and track issues through resolution.

13. Pg. 42 - Training Environments - What tool(s) is the State using for creation and maintenance of user IDs and role assignment?

From the SCEIS Perspective, SCEIS utilizes the SAP security role assignments to minimize segregation of duties and other role security concerns. They also utilize the GRC (Governance Risk and Compliance) solution from SAP to assist in managing role assignment and reporting.

14. Pg. 48 - Delivery/Performance Location - This section of the solicitation lists addresses for both SCDOT and SCEIS. To what extent is remote work allowed/authorized?

The State expects work that requires interaction with SCDOT and SCEIS staff to be performed on-site (for example, requirements confirmation, solution walkthroughs, including testing by users, user acceptance testing, training, etc.). Other work may be performed off-site at locations within the United States with prior approval of the State. No work may be performed offshore (refer to page 69 of the RFP).

15. Pg. 51 - 5.4 Comparable Experience - Is there a specific template/format for the Comparable Experience section to provide consistency across offerors? Are there specific metrics the State will be using to evaluate the relevance/applicability of these references?

There is no specific template or format. Offerors shall provide all of the information requested in the RFP. The State will be utilizing the comparable experience documented by the offeror in their proposal to evaluate the offeror’s depth of experience and track record in implementing SAP functionality for public sector clients with a preference for demonstrated prior experience implementing Federal Billing, or closely related functionality, for a US state Department of Transportation.

16. Pg. 69 - Key Personnel - What guidelines should the offeror use in designating Key Personnel for the purposes of this engagement?

The State expects, at a minimum, that the offeror’s Project Manager, Functional Leads, and Technical Lead will be designated as Key Personnel.

17. What is the current version of SAP (release, service pack) and modules currently in use of the SCEIS solution? Is the solution hosted on premises or in the Cloud?

The current version of SAP installed at SCEIS is 6.08. It is an on-premise solution. The modules currently in use include Finance (AP, AR, Budget, Grants, Costing, General Ledger, Project Systems, Assets, and Real-Estate), Logistics (SRM, ECC Procurement, Plant Maintenance, Sales and Distribution, and Inventory Management), HCM (ECC Human Resources, CATS, Time Management, and SAP Payroll/Benefits). In addition, SAP Treasury, Investment Management, and Deposit Management are in use and for Reporting, Business Warehouse and Business Objects are also used. SCEIS also utilizes SAP Solution Manager and ChaRM to support production and release management.

18. Would SCDOT consider extending the period for vendor questions? There are over 30 Interface Operation Guides for Attachment B alone.

SCDOT extended the period for vendor questions until 3/11/2022.

19. In what system does SCDOT currently process requisitions, purchase orders and invoices?

South Carolina Enterprise Information System (SCEIS).

20. Does the below excerpt from page 6 of the Solicitation document refer to the South Carolina eProcurement RFP currently in process? “new SCDOT program and project management (PPM) system to be selected through a separate procurement and enable additional procure to pay functionality including contract management, vendor self-service capability, internal accounts payable and contracts management workflows and integrations between the new PPM application and AASHTOWare Project construction management system for agreement and contract set-up, contract change orders/modifications and invoice processing.

This excerpt is not referring to the South Carolina eProcurement RFP that is currently being procured. It refers to a future or additional procurement by SCDOT of a Program and Project Management (PPM) software solution/suite. The offeror selected under this RFP will assist with the SAP-related activities of integrating the new SCDOT PPM solution into SCEIS. Further, as part of Phase 2, the selected offeror will be responsible for the SAP-related activities to integrate the AASHTOWare™ Project software utilized by SCDOT into SCEIS. Further details on these requirements are detailed in SECTION_III. SCOPE OF WORK/SPECIFICATIONS and in Attachment E – Task 3 Preliminary Design Report (Uploaded Separately).

21. Does Section 1 count toward the allotted 75-page limit (i.e., the 2-page Executive Summary and the two cover sheets?)

The 2-page Executive Summary counts within the 75-page limit. The cover sheets and Letter of Interest are excluded from the 75-page limit.

22. What is the SCEIS infrastructure plan for the SCDOT project? Will there be an N+1 landscape for the project team?

At a minimum, development, system test/integration test, user acceptance test, and training environments will be available for the offeror to utilize for the project. If other environments are required, the offeror should outline this in their proposal.

23. Is there a plan to set up SCDOT as a separate legal entity in the existing SCEIS or do we use the current company code?

There is no plan to set up SCDOT as a separate legal entity in SCEIS. SCDOT already exists within SCEIS. The current ‘Business Area’ will be utilized.

24. Can we obtain a list of all SAP modules active in SCEIS?

Response provided under Question 17 above.

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