CENADM-2025-0904 RFP Attachment G - General Scope.pdf

UPST BID #, NAME: CENADM-2025-0904, UMass ERP Modernization Program – Foundation Phase Consultant(s) UMASS CAMPUS, DEPARTMENT: UMass System, Innovation & Operational Services (UMass President’s Office)

REQUEST FOR QUALIFICATIONS

ATTACHMENT G - INSTRUCTIONS & GENERAL INFORMATION

(6 pages)

1. Organization and Department Overview

The University of Massachusetts is a world-class public research university system committed to advancing knowledge and transforming lives. Through its high-quality educational programs, groundbreaking research enterprise and impactful community service and industry engagement activities, UMass harnesses the revolutionary spirit of Massachusetts to deliver an unparalleled student experience. With four comprehensive undergraduate campuses, a world-class medical school and a mission-driven law school, UMass offers a dynamic array of campus and program options to hardworking and talented students.

The UMass Innovation & Operational Services Department, a division of the UMass President’s Office, works across all administration and finance functions to support innovation and operational improvements. The team uses a combination of business analysis, project management, and technology to help A&F departments improve operations and implement new initiatives. Innovation Team information may be found here: https://www.umassp.edu/innovation-and-operational-services

UMass Campus websites:

• https://www.massachusetts.edu (UMass System website)

• https://www.umassp.edu (UMass President’s Office website)

• https://www.umass.edu (UMass Amherst website)

• https://www.umb.edu (UMass Boston website)

• https://www.umassmed.edu (UMass Chan Medical School website)

• https://www.umassd.edu (UMass Dartmouth website)

• https://www.uml.edu (UMass Lowell website)

2. RFQ Overview

The UMass system, including all five (5) campuses and lead by the UMass President’s Office, seeks various partners to continue in the development of an Enterprise Resource Planning (ERP) Modernization Program for UMass. In the UMass context, ERP includes technology to support Student Administration and Financial, Human Resources, and Finance. This solicitation is a continuation of work already completed to date. See Section 6 for more details.

3. RFQ & Project Schedule

Milestone Responsible Due Dates:

RFQ issued UMass Wednesday, June 25rd, 2025 Questions from Prospective Respondents Due Respondents Monday, July 7th, 2025 @ 5pm Question Responses Available UMass Wednesday, July 9th, 2025 @ 5pm Respondent Qualifications Due Respondents Friday, July 18th, 2025 @ 5pm Select Respondent Presentation, by Invitation Both Week of July 21st, 2025. Times TBD Partner Selection by UMass UMass Week of July 28th, 2025 Contract(s) process Both Following partner selection https://www.umassp.edu/innovation-and-operational-services https://www.massachusetts.edu/ http://www.umassp.edu/ http://www.umass.edu/ http://www.umb.edu/ http://www.umassmed.edu/ http://www.umassd.edu/ http://www.uml.edu/

4. RFQ Questions

Respondents are directed to submit any RFQ questions through the BuyWays portal, and not directly to a UMass stakeholder.

5. UMass Procurement

UMass Office of the President – Unified Procurement Services Team 50 Washington Street, Suite 3000 Westborough, MA 01581

6. RFQ History, Background, Intent, Deliverables

UMass seeks to secure Master Service Agreements (MSAs) with various technology and organizational consultant partners that the university may call on to assist in the various activities of the UMass ERP Modernization Program. Details may be found below. This solicitation will likely result in MSAs with several partners, with quantity to be determined based on experience and qualifications, to assist in the Modernization Program’s “Foundational Phase”:

UMass ERP Activities Timeline to Date and:

ERP Roadmap Phase (FY25 & earlier) - COMPLETE

ERP Modernization Program: Foundational Phase (FY26 & FY27) – THIS RFQ

ERP Roadmap Phase (Completed)

Enterprise Resource Planning (ERP) at UMass is defined by technology that supports Human Resources, Finance, and Student Administration/Finance. Across these business areas, the UMass current ERP “ecosystem” is a combination of dozens of system-wide products and campus specific solutions, purchased and implemented over the past 20 years. As the modern ERP product market evolves, the current UMass ERP ecosystem has become increasingly complex and challenging to maintain and support. As a result, UMass decided to develop an “ERP Roadmap” to help guide the future of ERP at UMass. The ERP Roadmap outlined recommendations/options based on campus stakeholder and leadership perspectives, partner experience, market trends, and other factors as determined jointly by UMass and a previously contracted partner.

Respondents are to review the reference guide attached to this RFQ (Attachment G, Appendix 1), which contains other background information on UMass’s ERP environment and past roadmap activities.

ERP Modernization Program: Foundation Phase – Scope & Activities

Below are the ERP Modernization Program “Foundation Phase” Activities UMass is expecting to conduct:

Program Planning and Management

• Overall Program Organization

• Program Team & Capacity Planning/Budget

• Governance Design & Implementation

• Implementation Planning & Execution Oversight

Change Management

• Training, Communications Planning

• Training, Communication Execution

• Post Implementation Training & Support

Business Process Transformation

• Business Process Current State/Opportunities and Use Cases https://www.umassp.edu/upst

• Business Process Redesign Pilots

• Impacted Policy Assessment and Updates

• Operating Model Redesign

• Chart of Accounts Standardization & Redesign

Technology Assessment & Rationalization

• Current UMass Product Assessment/Rationalization

• Product Assessment – Human Resources / Finance / Research

• Product Assessment – Student

• Enterprise-Wide Reporting & Analytics Assessment

• Enhance System Security, Identity, Privacy Protections

Technology Procurement & Implementation

• Human Resources / Finance / Research Procurement

• Student Procurement

• Implementation for Human Resources / Finance / Research

• Implementation for Student

ERP Modernization Program: Foundation Phase - Activities & Consultant Needs

The following charts represent anticipated activities around the Foundation Phase. To be nimble around the hiring of various partners during this phase, UMass will utilize the MSAs established through this RFQ prequalification process to have at the ready to jump into the various engagements:

7. Contract Pricing, Terms, Methods, & Key Dates

• UMass intends to award MSAs based on qualifications and rates. Respondents are to itemize their firm rate cards as part of their RFQ responses; see Section 8 for more details.

• RFQ Partner Selection (August to early September 2025)

• ERP Modernization Foundation Phase (FY26 and FY27)

8. Respondent Qualifications & RFQ Proposal Requirements

Interested Respondents should follow all instructions detailed in the BuyWays Portal for this RFQ, which can be found in this and other documents, inclusive, on the UMass UPST Sourcing Portal linked below. Respondents are to answer all mandatory questions and review all “Buyer Attachments”. Portal Link: https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=UMass.

9. RFQ Proposal Requirements, Evaluations, & Partner Selection

UMass reserves the right to award MSAs in a way deemed in its best interest, and may award to multiple firms if that approach aligns with the committee goals. A systemwide selection committee representing UMass, including budget directors, will review Respondent qualification packages and rank them based on the criteria shown below:

A. Individual resource experience aligned with UMass Program Activities

a. Provide resumes of resources who have experience working with higher ed institutions on activities similar to those outlined in the Foundational Phase Activities Overview.

b. Provide examples of the project, role, duration

B. Respondent’s differentiated experience as a whole in working with higher ed institutions on activities similar to those outlined above

a. Provide tools/methods used by the firm to engage on one/some/all of the activities outlined https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=UMass

b. Provide examples where these tools/methods were used—include information about the engagement (institution, years, outcomes)

C. Details on Respondents’ services that include ERP implementation services

a. UMass will not disqualify vendors who also provide ERP implementation services but will consider these services as part of the overall review of qualifications

b. Vendor relationship/association with modern ERP providers

D. Respondent Rates

Costs will be considered in the evaluation but are not completely determinative. Respondents are asked to propose rate cards across all disciplines in their firm (Partner, Director, Associate, Analysts, et al.) for potential engagements running FY26 through FY27 (July 1st, 2025 to June 30th, 2027)

*Travel & Miscellaneous Expenses incorporated into Cost Requirements – UMass expects a combination of remote and onsite work throughout the project (estimated 75% remote, 25% on site consistent with the UMass President’s Office hybrid work guidelines). Any on site work would be in Massachusetts at the President’s Office Westborough or Boston Office, or potentially at any of the UMass 5 campuses. All cost estimates to be inclusive of travel; no additional allowance will be made during the course of the contract.

E. ERP Product Partnerships and ERP Services Offerings

We recognize that some vendors offer a variety of ERP related services and have official affiliations with ERP product companies. As part of the evaluation, Respondents are to disclose such associations with the following details:

1. Provide the nature of affiliations and partnerships with ERP vendors.

2. Provide the ERP-related services your company offers—e.g. strategy, assessment, quality assurance, implementation, managed services.

F. Respondent Firm’s Supplier Diversity

1. Diversity Certifications

2. Workforce Diversity

3. Internal DEIA Practices

4. Tier 2 Supplier Diversity

10. BuyWays Attachments and Respondent Required Submission Documents

Respondents are instructed to follow the workflow in BuyWays in order submit a complete RFQ proposal. All of the “Questions” section, shown below, are required to be completed:

A. The following are to be reviewed by all interested Respondents from the BuyWays “Buyer Attachments”:

1. Attachment A – Master Services Agreement – Example Fillable: The standard University of Massachusetts Master

Services Agreement (UMass MSA). Respondents are advised to review the UMass MSA standard terms carefully. The UMass MSA shall for the basis of agreements with all awarded contractors, along with a detailed statement of work

(SOW).

2. Attachment A – Appendix 1: Explanation of the UMass MSA standard terms & conditions, to assist Respondents in deciding whether to submit a bid proposal.

3. Attachment G – RFQ Instructions & General Scope (this document): General overview of the RFQ scope including dates, contacts, general scope, intent, and UMass general information.

4. Attachment G, Appendix 1 - UMass ERP Roadmap RFQ Background Aug 2024: Detailed UMass background, history, and current state of the ERP Roadmap project.

5. Attachment G, Appendix 2 – Statement of Work (SOW) Template: General format template for service obligations and specifications that all Respondents must review and will ultimately base their contractual agreement on, along with the general scope. The SOW Template will become referenced agreement to the UMass MSAs upon each engagement and contain all final contractual scope and deliverables. Thus, Respondents are advised to review this template carefully.

While the content is to be determined, Respondents are advised that wholesale deletions or modifications of the basic structure which shift the balance of risk to UMass may subject the Respondent to disqualification.

6. Attachment I – RFQ Rate Sheet: Respondent rates for all service lines offered, at all professional titles available for the engagement. Respondents shall also include firm size and maximum single-contract size, as indicated, along with their small or diversity designation in the provided fields.

B. The following are to be uploaded in BuyWays by Respondents as a complete submission. Please upload a single document for each:

1. A completed Attachment I – RFQ Rate Sheet

2. Redlines or edits to Appendix 2, SOW (optional; if applicable)

3. A complete Firm Background and Proposal document, to include but not limited to:

• Firm Information & Key Team Members

• Executive Summary of the Respondents’ Service Lines, including all practice areas, industry specializations, Centers of Excellence, and number of staff available for the Service Lines.

• Respondent Background o Provide an agency description, key personnel, including the names and titles of all day- to-day contacts who would be assigned to the contract, years with the agency and relevant experience. Please note where services are to be provided by independent contractors.

o Resumes/CVs for all Principles, Partners, and/or Owners.

• Complete Response to the Requirements of Section 9 - RFQ Proposal Requirements, Evaluations, & Partner Selection, where not otherwise requested in this section.

• Client References o Provide a list of all engagements within the past 12 months, with general contact information and brief description of the project. Respondents to note, this list may differ slightly from the references required of Section 9.

• University Requirements o Provide complete information for any services, information, equipment, or space to be provided by UMass, for successful data collection and study.