EVT0010884_-_Bid_Amendment_2_-_Q_A.pdf

Office of Procurement and Contracts 900 SW Jackson St., Room 1001 North Topeka, KS 66612

Phone: 785-296-2376 Fax: 785-296-7240 www.admin.ks.gov/procurement-and-contracts Adam Proffitt, Secretary Todd Herman, Director

Laura Kelly, Governor

Amendment Request for Proposal

Date: August 26, 2026

Amendment Number: 2

Event Number: EVT0010884

Closing Date: September 23, 2026, 2:00 PM CST

Procurement Officer: Amber Lemery

Telephone: 785.296.4323

E-Mail Address: amber.lemery@ks.gov

Agency: Kansas Supreme Court Office of Judicial Administration

Item: Human Resource Information System

Conditions: 1) Answers to submitted questions follow on page two (2) of this document.

2) Bidder Questions Round 2 are due by September 2, 2026 COB. Questions requesting clarification of the bid event must be submitted in WRITING to the Procurement Officer prior to the close of business on September 2, 2026 to the following address:

Amber Lemery E-Mail Address: amber.lemery@ks.gov

3) This RFP is hereby extended to close on September 23, 2026 at 2:00 PM CST.

A signed copy of this Addendum must be submitted with your bid. If your bid response has been returned, submit this Addendum by the closing date indicated above.

I (We) have read and understand this addendum and agree it is a part of my (our) bid response.

NAME OF COMPANY OR FIRM:

SIGNED BY:

TITLE: DATE:

It shall be the vendor's responsibility to monitor this website on a regular basis for any changes/addenda.

http://admin.ks.gov/offices/procurement-contract http://www.admin.ks.gov/procurement-and-contracts mailto:amber.lemery@ks.gov mailto:amber.lemery@ks.gov http://admin.ks.gov/offices/procurement-contract

Event ID: EVT0010884

EVT0010884 – Amendment 2

Human Resource Information System

Questions and Answers

Q1: (RFP Section 4.3.5 / 4.4.7) Please provide additional information regarding the current PeopleSoft environment that will remain in place, including the PeopleSoft version, supported integration technologies (web services, APIs, file interfaces, Integration Broker, etc.), and whether existing integration specifications are available for vendors.

A1: PeopleSoft/SHARP will remain in use. Applicable personnel and leave data will feed the HRIS. Bidders should base their proposals on Section 4.3.5(b), Appendix A Requirements 25 and 27, and Appendix B Requirement 23.

Q2: (RFP Section 4.3.2) Should vendors assume replacement of the current recruiting solution as part of this procurement, or coexistence with the existing recruiting platform during implementation?

A2: Either approach is acceptable in accordance with Section 4.3.2(a).

Q3: (RFP Section 2.1 / Appendix A) Please provide current counts for active employees, applicants, hiring managers, HR users, external users, and seasonal employees, if applicable.

A3: For licensing and sizing purposes, licensing would be limited to employees and other users imported or added to the system. OJA currently has approximately 2,300 active full-time and part-time employees, judges, and other personnel. Of that population, an estimated 800 are supervisors/managers. Temporary, seasonal, or contractor employees vary, but are generally estimated at 50–100 annually. Approximately 1,500 retirees would also require access to the system during the applicable data retention period. OJA anticipates approximately 8 HR Administrator licenses for core HR and payroll processes.

Q4: (RFP Section 4.3.3 / Appendix A) Is Learning Management functionality expected for all employees, or only designated employee populations?

A4: Learning Management functionality is expected for designated employee populations based on role and business need. The functionality may be provided as part of the proposed solution or through integration with an LMS.

Q5: (RFP Section 4.4.7) Please provide guidance regarding the expected scope of historical data migration for employee records, recruiting records, performance evaluations, leave history, and personnel documents.

A5: OJA estimates approximately 4,000 employee records in GoCo, with approximately 30 documents per employee. The migration scope is as stated in Section 4.4.7 and Appendix B Requirement 18.

Q6: (RFP Section 4.4.7 / Appendix A) Approximately how many electronic and/or paper personnel documents are expected to be migrated into the new HRIS?

A6: See response to Q5.

Q7: (RFP Section 4.3.8 / Appendix A) Which reports are considered mandatory on Day One versus those that may be delivered after implementation?

A7: The RFP does not distinguish between Day One and post-implementation reporting requirements. The implemented solution must meet Section 4.3.8 and the applicable Appendix A reporting requirements.

Q8: (RFP Section 4.8 / Cost Sheet) Please clarify whether embedded Artificial Intelligence capabilities such as generative assistance, intelligent recommendations, automated document generation, or AI-assisted recruiting are intended to be evaluated as part of the base proposal, as an optional capability, or as a separately scored component of the evaluation.

A8: AI functionality is not identified as a required capability. Bidders should price AI functionality, if available, in accordance with the Section 5 Cost Sheet. Any proposed AI functionality must comply with all applicable RFP requirements, including Appendix C.

Q9: (RFP Section 4.9) Does the agency have a preferred production go-live target or desired implementation window?

A9: The RFP does not establish a specific go-live date or implementation duration. Bidders must submit an implementation timeline in accordance with Section 2.7. Detailed timelines will be developed after award in accordance with Section 4.9.

Q10: (RFP Section 4.4.8 / Appendix B) How many production, test, training, and development environments are anticipated throughout implementation and ongoing operations?

A10: Bidders should propose and price the environments necessary to meet the RFP requirements. See Section 5 Cost Sheet and Appendix C, Section IV.L.

Q11: (RFP Appendix C) Are there any existing security standards, third-party assessments, penetration testing requirements, or compliance frameworks beyond those identified in Appendix C that vendors should incorporate into their proposals?

A11: Bidders must comply with Appendix C. No additional security requirements are identified in the RFP.

Q12: (RFP Appendix D) Will accessibility validation be performed solely by the agency, or should vendors include formal third-party accessibility testing as part of the implementation?

A12: Service Providers must conduct accessibility testing in accordance with Appendix D, Section IV. Third-party accessibility testing is not required by the RFP.

Q13: (RFP Section 4.3 / Appendix A) Approximately how many departments, organizational units, locations, supervisory organizations, and business units are expected to be configured within the HRIS?

A13: The RFP does not specify these counts. Bidders should base their proposals on the organizational scope identified in Section 4.1. Detailed organizational configuration will be determined during implementation.

Q14: (RFP Section 4.4.7 / Appendix A) Please identify the legacy systems that will provide source data for implementation, including systems supporting recruiting, personnel records, performance management, leave management, onboarding, and document management.

A14: Current systems relevant to the RFP include GoCo PremiumHR, Unlimited Workflows, Advanced Time Off, JazzHR Pro Plan, and PeopleSoft/SHARP as described in Q1. See Sections 4.1 and 4.4.7.

Q15: (RFP Section 4.4.3 / Appendix A) Is the agency interested in evaluating embedded digital adoption capabilities that provide contextual, in-application guidance for employees, managers, and administrators?

A15: Bidders should describe how the proposed solution meets Appendix A Requirement 18.

Q16: (RFP Section 2.1 / Cost Sheet) Please provide the estimated number of active employees, HR administrators, hiring managers, supervisors/managers, recruiters, external applicants, and concurrent users, if available.

A16: See response to Q3. Concurrent-user information is not currently available.

Q17: (RFP Section 5 / Cost Sheet) Is there an estimated budget range or funding estimate established for this project that can be shared with prospective bidders?

A17: Budget information is not available.

Q18: (RFP Section 3 / Cost Sheet) Please clarify whether software subscriptions or licensing and implementation services are expected to be awarded under a single contract, or whether separate contracts for software and implementation services will be considered.

A18: Bidders should submit a complete solution and pricing as required by the RFP. Award will be made in accordance with Section 3.61.

Q19: RFP Reference: Appendix C, Section II.D – Insurance Requirements The required data-breach expense coverage is based on the number of Restricted Use Information records, ranging from $400,000 to $10,000,000 per occurrence.

Please provide the estimated number of current and historical Restricted Use Information records that the contractor will store, access, process, or migrate.

Please also confirm whether $5,000,000 of cyber-risk coverage per occurrence and aggregate will satisfy the requirement if the anticipated record count does not exceed 1,000,000, and whether primary and excess or umbrella policies may be combined to meet the applicable limit.

A19: OJA does not anticipate the number of Restricted Use Information records exceeding 1,000,000. Accordingly, $5,000,000 of applicable coverage will satisfy the requirement in Appendix C, Section II.D. The use of primary and excess or umbrella coverage to meet the applicable limit may be discussed during contract negotiations, subject to compliance with Appendix C, Section II.D.

Q20: RFP Reference: Event Details – Bidder Preference Program As this is an unrestricted solicitation, will the State establish a small-business subcontracting participation goal or provide evaluation consideration for meaningful small-business participation? Please also clarify whether SBA 8(a), WOSB, HUBZone, SDB, or other federal certifications receive recognition, or whether consideration is limited to the Kansas bidder-preference categories identified in the Event Details.

A20: Please reference the Event Details bidder preference categories.

Q21: RFP Reference: Sections 4.1–4.3 and Section 5 – Cost Sheet

Please provide the estimated number of active employees, judges, county-funded personnel, managers, HR administrators, recruiters, system administrators, inactive employees, and other anticipated users. Please also provide the approximate annual number of job applicants so bidders can develop consistent licensing, hosting, and implementation estimates.

A21: See response to Q3. Separate counts by personnel or user type beyond those provided are not currently available.

Q22: RFP Reference: Section 4.1 – Current Environment Please identify the current HR and workforce systems that OJA intends to replace, retain, or integrate, including the existing HRIS, applicant-tracking system, onboarding tools, learning-management tools, performance-management tools, leave-management applications, document repositories, and reporting solutions.

Please provide the product name, version, hosting model, and anticipated future disposition of each system. The RFP presently states that multiple HR systems are used but does not identify them.

A22: See response to Q14 for current systems, Q1 for PeopleSoft/SHARP, Q2 for recruiting, and Q4 for Learning Management. Bidders should base their proposals on the applicable requirements in Sections 4.2 through 4.4.

Q23: RFP Reference: Section 4.3.5 and Appendix A Requirements 25 and 27 – PeopleSoft Integration Please identify the PeopleSoft product, version, hosting environment, and available integration technologies. Please also clarify the required inbound and outbound data elements, interface frequency, transaction volumes, authoritative system for each data element, error-handling expectations, and whether PeopleSoft will remain the payroll system throughout the contract period.

A23: See response to Q1. Detailed integration design will be confirmed during implementation in accordance with Section 4.4.6.

Q24: RFP Reference: Section 4.4.7 and Appendix B Requirement 18 – Data Migration Please provide the estimated migration scope, including the number of employee and applicant records, years of history, number and volume of documents, file formats, custom fields, leave records, performance records, disciplinary and grievance cases, and audit history. Please also clarify whether OJA or the contractor will be responsible for extracting, cleansing, deduplicating, and transforming legacy data and how many mock conversions are expected.

A24: See response to Q5. The successful bidder is responsible for the data migration services identified in Section 4.4.7 and Appendix B Requirement 18, including validation and reconciliation support. The RFP does not specify a required number of mock conversions.

Q25: RFP Reference: Appendix A Requirements 89–101 – Personnel Records

Please provide OJA's applicable personnel-record retention schedules, legal-hold procedures, public-versus-private record classifications, redaction standards, document naming conventions, archival requirements, and destruction-approval processes. Please also confirm whether these records-management capabilities must reside natively within the HRIS or whether an integrated enterprise content or records-management solution is acceptable.

A25: Bidders should respond to the personnel-records capabilities identified in Appendix A Requirements 89–101. The RFP does not prescribe a specific solution architecture beyond the stated requirements. Applicable KJB retention policies and procedures will govern retention and disposition.

Q26: RFP Reference: Section 4.4.8(d) and Appendix B Requirement 27 – Deleted-Record Recovery Section 4.4.8(d) requires recovery of deleted records and documents for at least 7 calendar days, while Appendix B Requirement 27 requires a retention period of at least 90 calendar days. Please confirm which minimum retention and recovery period governs.

A26: The minimum retention period for soft-delete or recycle-bin functionality is seven (7) calendar days. Appendix B Requirement 27 is hereby amended to replace “90 calendar days” with “7 calendar days.” Backup and disaster recovery requirements remain as stated in Section 4.4.8(a), (b), and (e) and Appendix B Requirements 24, 25, and 28.

Q27: RFP Reference: Sections 2.7 and 4.9 – Implementation Timeline Please provide OJA's anticipated contract-award date, implementation start date, target production go-live date, and preferred implementation duration. Please also clarify whether OJA prefers a single enterprise go-live or a phased deployment and identify any payroll-year, performance-cycle, fiscal-year, open-enrollment, or statutory deadlines that must be considered. The RFP currently states that detailed timelines will be developed after award.

A27: See response to Q9. No additional implementation dates, duration, or deployment approach are specified in the RFP.

Q28: RFP Reference: Section 1.14 – Evaluation of Proposals

The RFP identifies evaluation considerations but does not assign weights. Please provide the relative weighting or order of importance for functional compliance, technical compliance, implementation approach, relevant experience, proposed personnel, security, accessibility, small-business participation, and cost. Please also confirm whether shortlisted bidders will be required to participate in scripted product demonstrations, oral presentations, reference checks, negotiations, or best-and-final offers..

A28: No weighted values are assigned. Proposals will be evaluated in accordance with Section 1.14. Any subsequent bidder participation will be conducted in accordance with Sections 1.4 and 1.5.

Q29: To help us prepare accurate pricing, could you please provide the total employee count, broken down by:

• Full-time employees

• Part-time employees

• Seasonal or temporary employees

A29: See response to Q3. OJA is providing aggregate sizing estimates rather than a separate full-time/part-time breakdown.

Q30: Has the Kansas Supreme Court Office of Judicial Administration ("OJA") established a budget for this project?

A30: Budget information is not available.

Q31: Is the OJA working with any third party vendor to assist in writing and/or evaluating the RFP and RFP responses?

A31: No.

Q32: Has the OJA seen any demos of HRIS systems previously?

A32: This question is irrelevant to this bid event. Demonstrations may be asked of bidders.

Please see Section 1.5 Appearance of Committee.

Q33: What is the quantity of employees that would be administered by the new HRIS system? In other words, approximately how many employees are within the Kansas Judicial Branch?

A33: See response to Q3.

Q34: Timeline - Section 4.9 states OJA and the successful bidder will build a detailed implementation timeline only after contract award. Can OJA share a target go-live date or an anticipated implementation window (e.g., 6, 9, or 12 months) so bidders can size staffing and project plans accurately in their proposed timeline (Section 2.7)?

A34: See response to Q9.

Q35: Timeline - What is OJA's anticipated timeframe between the September 8, 2026 closing date and contract execution, and is a specific go-live date driving that schedule?

A35: The RFP does not specify a timeframe between bid closing and contract execution. See response to Q9 regarding go-live.

Q36: Timeline - Is there a hard cutover date by which the current/legacy HR systems referenced in Section 4.1 must be decommissioned, or will legacy and new systems run in parallel for a defined period?

A36: The RFP does not prescribe a hard cutover date or parallel-run period. Detailed timelines will be developed after award in accordance with Section 4.9.

Q37: Contractual - Appendix C.IV.I.3 states the Service Provider may not perform services outside the United States, or permit subcontractors to do so, without written permission. For a SaaS platform with standard global support/DR infrastructure but with all OJA data hosted and processed only in U.S. regions, does this restriction apply to production data handling only, or also to backend engineering/support functions that never touch OJA data?

A37: The restriction is not limited to production-data handling. Bidders must comply with Section 3.35 and Appendix C, including Sections IV.A and IV.I.

Q38: Contractual - On the Cost Sheet (page 54), does “Initial software/license cost (statewide access)” imply unlimited named users across all 31 judicial districts, the Court of Appeals, and the Supreme Court, or is licensing expected to be tied to a specific headcount/user count? If the latter, can OJA provide an estimated total user count (employees, supervisors, HR admins, judges)?

A38: The RFP does not prescribe a specific vendor licensing model or require unlimited named-user licensing. Bidders should propose and price their applicable licensing model in accordance with the Cost Sheet. See response to Q3 for sizing estimates

Q39: Functional HR - Section 4.1 states KJB currently uses multiple HR and workforce systems spanning multiple environments, and that the current HRIS does not include performance management or learning management capabilities. Can OJA identify the current HRIS system name, and confirm which other point systems (recruiting, onboarding, LMS, performance, etc.) are in use today?

A39: See response to Q14 and Section 4.1

Q40: Functional HR - Section 4.3.1(a): The Core HR module must serve as the centralized, authoritative source for employee records. Which system is the current system of record?

A40: GoCo PremiumHR.

Q41: Functional HR - Section 4.3.2(a): The RFP states Recruiting/ATS functionality may be provided natively or through integration with an "existing external talent acquisition platform," referencing subsection "2.c," which does not appear to exist in this section. Can OJA clarify whether a specific ATS is currently in use?

A41: See response to Q14. The reference to subsection 2.c in Section 4.3.2(a) is a drafting error.

Q42: Functional HR - Section 4.3.3(a): Onboarding must support "employees, judges, and county-funded staff." Can OJA clarify any differences in onboarding workflow requirements or eligibility rules across these three populations, given judges are elected/appointed rather than hired in a traditional sense?

A42: Variations are primarily related to the applicable forms and policies. Bidders must meet the configurable onboarding requirements in Section 4.3.3.

Q43: Functional HR - (Appendix A): Can OJA provide the approximate number of onboarding and offboarding forms currently in use (beyond W-4/I-9 forms), to help size configuration effort?

A43: Current onboarding includes approximately 10 forms completed by the new hire and approximately 25–30 policies/procedures provided to the new hire. No offboarding documents are currently sent.

Q44: Functional HR - (Appendix A): Does OJA currently maintain a competency library or skills library, and if not, is Job Profile Builder (or equivalent) functionality expected to be built from scratch as part of implementation?

A44: OJA does not currently maintain a competency library. Bidders must meet Appendix A Requirement 65.

Q45: Functional HR - Section 4.3.5(b): The Time Off/Leave Management module must

"integrate with PeopleSoft to synchronize leave accrual balances and usage." Is PeopleSoft the payroll/HR system used by the executive branch referenced in Section 4.1, and can OJA confirm whether this integration is bi-directional (leave requests/approvals flow to PeopleSoft, balances flow back) or one-directional?

A45: See response to Q1. Bidders must meet the PeopleSoft integration requirement in Section 4.3.5(b).

Q46: Functional HR - Section 4.3.6: Performance Management is called out as new functionality not present in the current HRIS. Can OJA describe the current performance review process (paper-based, spreadsheet, etc.) and provide the number of distinct review templates/cycles currently in use, to help scope configuration?

A46: The current performance evaluation process is paper-based. The number of distinct templates or cycles is not currently available. Bidders must meet Section 4.3.6 and the applicable Appendix A requirements.

Q47: Functional HR - Section 4.3.7: For Discipline and Grievance Tracking, is there an existing system or manual process being replaced, and can OJA provide anticipated case volumes per year for sizing?

A47: Discipline and grievance matters are currently tracked through a manual process.

Annual case volume is not currently available. Bidders must meet Section 4.3.7 and the applicable Appendix A requirements.

Q48: Functional HR - Section 4.3.8: Can OJA confirm whether existing standard HR reports need to be replicated as-is in the new solution, or whether OJA is open to a redesigned reporting suite built on the proposed solution's native reporting/analytics tools?

A48: The RFP does not require replication of existing reports as-is. Bidders must meet Section 4.3.8 and the applicable Appendix A reporting requirements.

Q49: Functional HR - (Appendix A): Can OJA provide (or confirm timing to provide) the current list of Personnel Actions in the existing HRIS that need to be replicated in the new Core HR module, along with which require workflow approvals?

A49: OJA currently has approximately 26 custom HR workflows and 8 onboarding workflows.

Detailed workflow configuration will be confirmed during implementation.

Q50: Functional HR - (Appendix A): Are there non-employee populations (retirees, survivors, volunteers, contractors) that require records or self-service access in the system, and if so, approximately how many individuals?

A50: See response to Q3.

Q51: Functional HR - (Appendix A): Check In/Check Out capabilities, can you confirm what functionality you are looking for here?

A51: Requirement 89 is intended to support employee check-in/check-out for timekeeping and remote-work accountability.

Q52: Functional HR - (Appendix A): Some classes sometimes have different pay ranges. Can you elaborate on what the differentiating factors would be for the same class in 2 different pay ranges?

A52: Bidders must meet Appendix A Requirement 149. Specific configuration will be confirmed during implementation.

Q53: Functional HR - (Appendix A): Do you currently use a document management service or platform that offers the ability to automatically or manually redact documents or tag for litigation?

A53: No.

Q54: Functional HR - Appendix A, Requirements 39–40 describe predictive staffing models and data-driven workforce insights (turnover modeling, retirement projections, demographic trends). Are native embedded analytics required, or would integration with an external BI/analytics tool (with dashboards embedded in the HRIS) meet this requirement?

A54: The RFP does not prescribe a specific analytics architecture. Bidders must describe how the proposed solution meets Appendix A Requirements 39–40 and all other applicable requirements, including Appendix C.

Q55: Functional HR - Appendix A, Requirement 146 calls for a “fully interconnected performance and learning management system to link development plans or add training into performance reviews,” yet Section 4.1 states the current HRIS lacks LMS capability, and the Scope of Services in Section 4.3 does not list Learning Management as a standalone core module. Is native LMS functionality a mandatory (“must have”) requirement, or would integration with a separate/existing LMS (native or third-party) satisfy this requirement?

A55: Native LMS functionality is not mandatory. See response to Q4. Appendix A Requirement 146 is Optional.

Q56: Integrations / Technical - Section 4.1 states KJB's payroll processes run through the "executive branch system." Can OJA confirm the name of this system and provide the integration touchpoints/data elements expected to flow between the HRIS and this payroll system?

A56: See response to Q1.

Q57: Integrations / Technical - (Appendix A) and Section 4.3.5(b) both reference PeopleSoft. Can OJA confirm whether PeopleSoft is the executive branch payroll/HR system referenced in Section 4.1, or a separate system, and specify which modules (HCM, Payroll, Time & Labor) are involved in the required integrations?

A57: See response to Q1.

Q58: Integrations / Technical - (Appendix A): The RFP requires "bi-directional interface between connected systems within the solution" (e.g., LMS courses into performance goals, job descriptions into postings). Are these integrations expected to be native, out-of-the-box capabilities within a single connected suite, or custom-built interfaces between separate systems?

A58: Bidders may propose an approach that meets Appendix A Requirement 27 and Appendix B Requirement 23.

Q59: Integrations / Technical - (Appendix A): The system must notify other organizational areas (IT network, payroll) of new hire, position change, and termination events. Can OJA identify the specific downstream systems (e.g., Microsoft EntraID for network provisioning, PeopleSoft for payroll) that require automated notification or integration for these events?

A59: Appendix A Requirement 31 is a notification requirement. Bidders should respond accordingly.

Q60: Integrations / Technical - (Appendix B): SSO integration with Microsoft EntraID is required. Can OJA confirm the current EntraID tenant configuration (single tenant, multi-tenant, hybrid AD) and whether OJA has existing tooling or standards for SAML- or OIDC-based SSO integrations with SaaS vendors?

A60: Bidders must meet Appendix B Requirement 3. Detailed integration design will be confirmed during implementation in accordance with Section 4.4.6.

Q61: Integrations / Technical - (Appendix B): The solution must have "built-in support for APIs, prebuilt connectors, and customizable integration options." Does OJA have a preferred integration platform/middleware already in place (e.g., SAP Integration Suite, Boomi, MuleSoft, Azure Logic Apps), or is selection of integration tooling left to the successful bidder?

A61: Bidders must meet Appendix B Requirement 23.

Q62: Integrations / Technical - Section 4.4.2 states "Integration efforts shall be limited to the scope expressly identified in this solicitation." Beyond the PeopleSoft leave synchronization (Section 4.3.5(b)) and PeopleSoft payroll data upload (Req #25), are there other systems or interfaces OJA considers in-scope for this RFP (e.g., Microsoft EntraID, background check vendors, benefits carriers, learning content providers)?

A62: Integration scope is limited to the requirements expressly identified in the RFP in accordance with Section 4.4.2. Required named external integrations include PeopleSoft and Microsoft Entra ID SSO.

Q63: Integrations / Technical - Section 4.4.7: Data Migration Services references migrating records "from identified legacy systems." Can OJA provide a list of the legacy systems (name, vendor, and approximate record counts) that must be migrated into the new HRIS?

A63: See response to Q14 for current systems and Q5 for migration volume estimates.

Q64: Integrations / Technical - Cost Sheet, "Integration with existing KJB systems and external platforms" line item: Can OJA provide a definitive list of the specific systems/platforms this line item should be priced against?

A64: Bidders should price the integrations necessary to meet the RFP requirements in accordance with Section 4.4.2.

Q65: Integrations / Technical - Appendix C, Section IV.A (Offshore Sourcing): Are there restrictions on offshore or nearshore resources supporting implementation, integration development, or ongoing support/managed services?

A65: See Section 3.35 and Appendix C, Sections IV.A and IV.I.

Q66: Integrations / Technical - Appendix C, Section III.G: OJA may declare certain data as FTI, SSAI, OCSE/NDNH, or KCJIS-classified. Does OJA anticipate any HRIS data (e.g., background check results, court personnel records) falling under these classifications, which would trigger additional compliance requirements for interfaces handling that data?

A66: See Appendix C, Section III.G. The applicable requirements apply if OJA declares data subject to one of the identified classifications.

Q67: Integrations / Technical - Given the RFP's emphasis on evergreen software and standard integration mechanisms (Technical Req #23), is OJA open to a phased integration approach - for example, prioritizing PeopleSoft/payroll and EntraID SSO integrations for initial go-live, with lower-priority integrations phased in post-launch?

A67: See response to Q9. Bidders should propose their implementation methodology in accordance with Section 2.8.

Q68: Integrations / Technical - Section 4.10 states OJA will provide designated business and technical stakeholders to support requirements clarification during implementation. Can OJA confirm whether a technical resource with knowledge of the PeopleSoft and EntraID environments will be available and dedicated to support integration design and testing?

A68: See Section 4.10.

Q69: Is the State of Kansas / Office of Judicial Administration open to considering exceptions or proposed modifications to the DA-146a (Contractual Provisions Attachment) as part of a bidder's proposal response, or must the DA-146a be accepted in its entirety without exception in order for a bid to be considered responsive?

A69: Please refer to Section 1.18 Exceptions.

Q70: Employee Population - Reference: Reporting & Analytics Requirements

Please provide the total employee headcount, the number of non-exempt employees, and the number of 1099 or contract workers, if applicable.

A70: See response to Q3 for population estimates. Separate non-exempt and 1099 worker counts are not being provided.

Q71: Current PeopleSoft Environment - Reference: Data Migration and Integration

Requirements

Is PeopleSoft currently used as the system of record for Human Resources, Payroll, and Timekeeping?

A71: GoCo is the current HRIS. PeopleSoft/SHARP is used by OJA for payroll, timesheets, and leave balances.

Q72: Current Timekeeping Solution - Reference: Requirement #89 and Requirement #107

Does OJA currently use a timekeeping or attendance solution in addition to PeopleSoft? If so, please identify the vendor.

A72: Timekeeping practices vary across KJB. OJA uses PeopleSoft/SHARP for timesheets.

Bidders must meet Appendix A Requirement 89. Requirement 107 remains Optional.

Q73: Check-In / Check-Out Functionality - Reference: Requirement #89

Is the check-in/check-out requirement intended for employee timekeeping, remote work accountability, or both?

A73: Both. See response to Q51.

Q74: Time Collection Hardware - Reference: Attendance Tracking Requirements

Does OJA currently utilize any of the following technologies for employee attendance tracking or time collection: physical time clocks, badge readers, PIN-entry terminals, biometric devices, or mobile punch solutions (including geofencing or geotracking)? If so, please provide the approximate number of devices and number of deployment locations.

A74: OJA does not maintain a centralized inventory of county time-collection hardware. Such hardware is not required by the RFP.

Q75: Mobile Workforce Requirements - Reference: Technical Requirements #20 and #21

Is OJA interested in mobile attendance collection capabilities, including mobile punch functionality?

A75: The RFP does not prescribe a specific method for employee check-in/check-out. Bidders must meet Appendix A Requirement 89. Requirement 107 remains Optional.

Q76: Scheduling Requirements - Reference: Functional Requirements

Are employee scheduling capabilities being considered as part of this project or a future phase, including shift scheduling, availability management, coverage planning, or shift swap functionality?

A76: Employee scheduling and shift-management functionality are not identified as requirements in the RFP.

Q77: What are all the different HR systems in use by KJB?

A77: See responses to Q14 and Q1.

Q78: Would KJB like data converted out of all the different systems currently in use?

A78: See response to Q5. Migration is required for the in-scope HR records from identified legacy systems as stated in Section 4.4.7.

Q79: Does KJB need assistance with data extraction and clean up?

A79: See response to Q5. The successful bidder must provide the data migration services required by Section 4.4.7, including validation and reconciliation support.

Q80: Does KJB have a preferred go live date?

A80: See response to Q9.

Q81: What interfaces are included in the scope of this project between the new HRIS system and external systems at KJB, DOA, or external to the state? For each, we would be interested to know the source system, target system, and a description of the purpose along with the information being exchanged.

A81: See response to Q62.

Q82: Is the expectation that the new HRIS system will be the authoritative system of record for employee records and send updates to the statewide SHARP application to keep them synchronized?

A82: The HRIS will serve as OJA’s authoritative HR system. PeopleSoft/SHARP will remain in use. Integration is limited to the requirements stated in Section 4.3.5(b) and Appendix A Requirement 25.

Q83: Is the expectation that the cost proposal be a firm fixed price bid or a time and materials estimate?

A83: Prices must be firm and fully burdened in accordance with Section 3.38 and the Section 5 Cost Sheet.

Q84: Is there an expectation for the duration of the project?

A84: See response to Q9.

Q85: Is there a preference for when the go-live occurs? Are there any months that are undesirable/unavailable for a go-live?

A85: See response to Q9. The RFP does not identify any unavailable months for go-live.

Q86: 4.1 Background; 4.3 Scope of Services - Please provide current and projected three-year employee counts broken out by full-time, part-time and any contingent or contract worker counts.

A86: See response to Q3 for current sizing estimates. A formal three-year workforce projection is not available. OJA is providing aggregate sizing estimates rather than a separate full-time/part-time breakdown.

Q87: 4.1 Background - Please identify any and all current HR, recruiting, onboarding, performance, records-management, leave, learning, reporting, and workforce-support systems that are expected to be replaced, retained, or integrated with the proposed HRIS.

A87: See response to Q14. PeopleSoft/SHARP will be retained as described in Q1. Recruiting may be provided natively or through integration with an existing external talent acquisition platform in accordance with Section 4.3.2(a).

Q88: 4.3.1 Core HR and Personnel Functionality - Please clarify whether the proposed HRIS is expected to replace or integrate with existing payroll, benefits, timekeeping, compensation, or classification systems.

A88: PeopleSoft/SHARP will remain in use and is not being replaced by the HRIS. Bidders must meet the PeopleSoft integration requirements in Section 4.3.5(b) and Appendix A Requirement 25. Employee check-in/check-out is required under Appendix A Requirement 89; Requirement 107 remains Optional.

Q89: 4.3.7 Discipline and Grievance Tracking - Will OJA rely on standard HRIS grievance tracking capabilities—specifically basic reporting, automated workflows, and notifications or is a full-lifecycle Employee Relations solution required to manage discipline, investigations, grievances, appeals, and arbitration?

A89: The proposed solution must meet Section 4.3.7 and the applicable Appendix A requirements.

Q90: 4.4.7 Data Migration Services - Please provide estimated record volumes, historical-data retention and conversion expectations, and document-migration requirements related to legacy source systems.

A90: See response to Q5 for estimated migration volumes and requirements. Retention periods and disposition rules must be configurable to support KJB records retention policies and procedures.

Q91: Appendix A, requirements 27 and 146 - Is a learning management system required in the base scope, or is the required scope limited to interoperability between the HRIS, performance processes, and OJA’s current or future LMS?

A91: See response to Q4. Bidders must meet the applicable integration requirements in Appendix A Requirement 27 and Appendix B Requirement 23.

Q92: 4.8 Additional Contractual Requirements - Please clarify the scope of 'applicable' federal, state, and local regulations required for compliance updates. Specifically, does this requirement apply solely to standard, out-of-the-box product functionality, or does it extend to custom configurations?

A92: Section 4.8 applies to the HRIS provided to OJA, including any updates, upgrades, releases, adaptations, or modifications necessary to maintain compliance.

Q93: 4.8 Additional Contractual Requirements - Please confirm whether the requirement to comply with 'all applicable laws and regulations' is strictly limited to the bidder's standard HRIS service and OJA’s specific use case—excluding OJA’s internal policies, employment practices, records retention, collective bargaining, and judicial operations.

A93: Bidders must comply with Section 4.8 and all other applicable RFP requirements, including Appendix C

Q94: 4.8 Additional Contractual Requirements - Please confirm whether a bidder may respond “UNABLE TO MEET” to a specific component of Section 4.8 while proposing an alternative approach, clarification, or qualified commitment in its Technical Proposal.

A94: Yes. If unable to meet an individual requirement, the bidder must indicate ‘UNABLE TO MEET’ as required by Section 4.8. Any exception or alternative must be clearly identified in accordance with Sections 1.18 and 2.11.

Q95: 1.5 Appearance Before Committee - If OJA anticipates demonstrations or negotiations, please describe the expected format, duration, participant roles, functional scenarios, technical demonstration requirements, and anticipated timing.

A95: Any demonstrations or negotiations will be conducted in accordance with Section 1.5 of the RFP. Specific format, duration, participants, requirements, and timing will be communicated to selected bidders, if applicable.

END OF AMENDMENT 2 – EVT0010884