EVT0010884_-_Bid_Amendment_3_-_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: September 22, 2026

Amendment Number: 3

Event Number: EVT0010884

Closing Date: October 7, 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) This RFP is hereby extended to close on October 7, 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 http://admin.ks.gov/offices/procurement-contract

Event ID: EVT0010884

EVT0010884 – Amendment 3

Human Resource Information System

Questions and Answers

Q1: Since time-off accruals are referenced in the RFP, can you please confirm whether time and attendance functionality is included within the scope of this project?

If so, would it be possible to provide the applicable time-off and accrual policies for review?

A1: Per Appendix A Requirement 89, check-in/check-out capability is required; however, use by individual departments is optional. The system must also meet the requirements stated in Section 4.3.5. Attendance tracking under Appendix A Requirement 107 remains Optional. Applicable time-off and accrual policies will be provided to the successful bidder during implementation.

Q2: OJA identified approximately 1,500 retirees who will require system access. What functions will they need to access, and should they remain active user/person records or primarily access retained historical records?

A2: Retirees do not require active licensing or direct system access. Their records must remain accessible to authorized OJA HR staff, who will access records on their behalf.

This clarifies the response to Q3 in Amendment 2.

Q3: Approximately how many employees or other users are expected to require Learning Management access?

A3: Approximately 2,300 active employees, judges, and other personnel may require Learning Management access. To clarify Amendment 2, Q4, a standalone LMS is not within the scope of this RFP. The HRIS must support integration with an LMS as described in Appendix A, Requirement 27.

Q4: Of GoCo PremiumHR, Unlimited Workflows, Advanced Time Off, JazzHR Pro Plan, and PeopleSoft/SHARP, which systems require historical data migration versus retention, replacement without conversion, or integration only?

A4: PeopleSoft/SHARP is integration only. In-scope historical data from the other listed systems/modules will need to be migrated into the new HRIS solution.

Q5: For data in scope for migration, must all available history be converted into the production HRIS, or may defined historical periods remain in an archive or legacy read-only solution?

A5: All in-scope historical records must be migrated into the new HRIS. For documents, only the current version of each document is required. A separate archive or legacy read-only solution is not anticipated.

Q6: For PeopleSoft/SHARP, what data exchanges are expected for employee/personnel data, payroll information, and leave balances/usage, and should each exchange be real-time or scheduled/batch?

A6: Appendix B Requirement 23 requires the HRIS to provide integration capabilities with third-party systems. The required PeopleSoft/SHARP exchanges are identified in Section 4.3.5(b) and Appendix A Requirement 25. Specific fields, frequency, and technical design will be determined during implementation.

Q7: Does OJA or the State have an established interface, file layout, API, Integration Broker service, middleware service, or other standard method for exchanging data with PeopleSoft/SHARP? If so, will specifications be provided to the successful bidder?

A7: Current data transmission with PeopleSoft/SHARP is through an FTP server. Available file layouts and appropriate technical resources will be provided to the successful bidder during implementation.

Q8: Should bidders assume all approximately 26 HR workflows and 8 onboarding workflows must be recreated at go-live, or may bidders propose a standardized future-state design with workflow rationalization during implementation?

A8: The existing workflows do not need to be recreated exactly. Workflow design may be determined during implementation, provided business needs and applicable RFP requirements are met.

Q9: For commercially available SaaS services, will OJA permit a standard global support/engineering model when production data remains in approved U.S.

regions and non-U.S. personnel do not access Restricted Use Information, or must all supporting personnel be U.S.-based unless OJA approves otherwise?

A9: As noted in Appendix C, Sections IV.A and IV.I, services performed outside the United States require OJA’s prior written approval. This applies even if non-U.S. personnel do not access Restricted Use Information. Any proposed global support or engineering model would be subject to OJA review and approval.

Q10: For personnel records, are formal records-management capabilities such as retention schedules, disposition workflows, legal holds, records declarations, audit history, and document-level security required, or will configurable storage, retrieval, security, and retention satisfy the requirement?

A10: Appendix A Requirements 48–49 and 90–101 identify the applicable personnel-records capabilities. Bidders must meet those requirements; the RFP does not prescribe a separate records-management architecture.

Q11: For the approximately 120,000 personnel documents identified for migration, can OJA provide the approximate storage volume, predominant file formats, and whether existing metadata/index values must be preserved?

A11: Predominant file types include native PDF, scanned images, and Microsoft Word documents. Approximate storage volume is not currently available. Specific metadata/index mapping will be determined during implementation.

Q12: Does OJA expect a dedicated training environment separate from production and test during implementation and/or ongoing operations?

A12: The RFP does not require a dedicated training environment. Bidders should propose and price the environments necessary to meet the RFP requirements. See Section 5 Cost Sheet and Appendix C, Section IV.L.

Q13: For commercially available SaaS products, does Section 4.8 contemplate compliance updates through the bidder's standard SaaS release lifecycle, rather than customer-specific product development solely for OJA unless separately agreed?

A13: Section 4.8 does not prescribe a specific development or release method. A bidder may use its standard SaaS release lifecycle provided the solution meets all requirements of Section 4.8, including delivery and implementation of required compliance changes no later than 30 days before the applicable law, rule, or regulation becomes effective.

Q14: Should bidders include development of an initial competency/skills library in the fixed-price implementation, or will OJA define and provide the competency content for configuration?

A14: OJA will define and provide the competency content. Bidders are not expected to develop the competency library content. The proposed solution must meet Appendix A Requirement 65.

Q15: Following the September 23 proposal closing date, what is OJA's anticipated sequence and approximate timing for evaluation, bidder demonstrations/presentations, negotiations, intended award, and contract execution?

A15: Evaluation, any bidder demonstrations or presentations, negotiations, award, and contract execution will proceed in accordance with Sections 1.4, 1.5, and 1.19 of the RFP. Specific dates and durations have not been established.

Q16: Following contract execution, does OJA have an anticipated project kickoff timeframe or preferred production go-live timeframe bidders should consider in their implementation plans?

A16: The RFP does not establish a specific project kickoff date, 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.

Q17: Data Migration — Document Conversion - (Section 4.4.7 / Appendix B Requirement 18 / Amendment 2 A5) Please describe the document export capability available from GoCo PremiumHR. Specifically: (a) the mechanism by which all employee documents can be exported in bulk; (b) whether the export includes, for each document, an employee identifier, document type or folder, and file name; (c) which employee identifier is available in the export (for example person number, employee ID, or Social Security Number); and (d) whether OJA has previously performed a full-company document export, and if so the resulting file structure and delivery method.

A17: The exact GoCo bulk-export mechanism, available identifiers, file structure, and delivery method are not currently available. These details will be coordinated during implementation. The successful bidder remains responsible for the data migration services required by Section 4.4.7 and Appendix B Requirement 18.

Q18: Data Migration — Document Conversion - (Section 4.4.7 / Appendix B Requirement 23) Will the successful bidder be provided GoCo API access for migration purposes, including credentials with administrative scope? Please confirm: (a) the available access method and authentication approach; (b) any documented rate limits or volume restrictions applicable to OJA's subscription;

and (c) whether documents carry an upload or last-modified date value that would support extracting only changed records for an incremental or delta load.

A18: GoCo API access, authentication methods, rate limits, and available document date fields are not currently confirmed. The available migration access method and technical details will be coordinated during implementation.

Q19: Data Migration — Document Conversion - (Section 4.4.7 / Amendment 2 A5) Please provide the approximate file-size distribution (average and maximum) and format mix (native PDF, scanned image, or Office formats) for the approximately 120,000 documents referenced in Amendment 2 Q5.

A19: See response to Q11. Approximate average and maximum file sizes are not currently available.

Q20: Data Migration — Document Conversion - (Section 4.4.7 / Amendment 2 A3 and A5) Please confirm whether the approximately 1,500 retirees referenced in Amendment 2 Q3 are included within the approximately 4,000 employee records referenced in Q5, or are in addition to them. If additional, please provide the approximate document count for that population.

A20: The approximately 1,500 retirees are included within the approximately 4,000 employee records identified in Amendment 2, Q5.

Q21: Data Migration — Document Conversion - (Section 4.4.7 / Appendix A Requirements 95 and 103) Amendment 2 Q5 indicates approximately 4,000 employee records against approximately 2,300 active employees. Please confirm:

(a) whether documents for terminated employees and retirees must be migrated into the HRIS in full, or whether OJA would accept migration of active-employee documents with historical populations addressed through a separate archival approach consistent with Requirement 103; and (b) whether multiple versions of the same document exist for an employee and must each be migrated, or whether only the current version of each document is required.

A21: See responses to Q5 and Q20. Documents for active, terminated, and retired employees that are within the identified migration scope must be migrated into the new HRIS. Only the current version of each document is required.

Q22: Data Migration — Document Conversion - (Section 4.4.7 / Appendix A Requirements 49, 90, 91, 96 / Amendment 2 A90) Please provide, or confirm the timing to provide, OJA's current document categories or folder structure in GoCo and the applicable KJB records retention schedule, so that document type mapping, security configuration, and retention rules can be scoped.

A22: Detailed document categories, folder structures, and applicable KJB records retention schedules will be provided during implementation. Bidders must meet the applicable personnel-records requirements in Appendix A.

Q23: Data Migration — Document Conversion - (Section 4.4.7 / Amendment 2

A14) Amendment 2 Q14 identifies Unlimited Workflows, Advanced Time Off, and JazzHR Pro Plan in addition to GoCo PremiumHR. Please confirm whether documents or attachments residing in these systems are within the scope of document migration, or whether document migration is limited to GoCo PremiumHR.

A23: See response to Q4. All in-scope documents currently stored in GoCo and JazzHR must be migrated. Workflow forms or documents necessary to support the required business processes must be recreated as part of implementation.

Q24: Data Migration — Document Conversion - (Section 4.4.7 / Appendix A Requirement 97 / Amendment 2 A53) Amendment 2 Q53 indicates OJA does not currently use a platform providing document redaction or litigation tagging.

Please confirm: (a) whether any personnel documents currently subject to a litigation hold exist within the document corpus to be migrated, and how OJA expects that status to be identified and preserved through migration; and (b) whether any other document tags, classifications, or flags are currently in use and must be carried forward or configured in the new HRIS.

A24: See Amendment 2, Q53. Litigation-hold status is not currently flagged in the existing system, so there are no existing litigation-hold tags or classifications to carry forward.

The proposed solution must provide the capability identified in Appendix A Requirement 97, and applicable tags/classifications will be established and applied during implementation.

Q25: Data Migration — Document Conversion - (Section 4.4.7 / Section 4.9) Please confirm whether all migrated documents must be loaded and available at production go-live, or whether OJA would accept a phased document load in which a defined subset is available at go-live and the remainder is loaded post-production during off-hours or weekend windows.

A25: The RFP does not prescribe whether all migrated documents must be loaded before production go-live or may be phased. Bidders may propose an implementation approach, with detailed migration timing to be finalized after award in accordance with Section 4.9.

Q26: Data Migration — Document Conversion - (Section 4.4.7 / Appendix C, Sections

I.E, IV.G, IV.H and IV.I) Please describe the sensitivity classification of the personnel documents to be migrated, including whether they contain Personal Information or Restricted Use Information as defined in Appendix C, and whether OJA has any requirements or restrictions governing where document content may be staged, processed, or stored during the migration process.

A26: Bidders should assume migrated personnel documents may contain Personal Information and Restricted Use Information as defined in Appendix C. All staging, processing, storage, and access associated with migration must comply with the applicable requirements of Appendix C. Offshore sourcing or processing requires OJA’s prior written consent.

Q27: Licensing and Sizing - (Section 5 Cost Sheet / Amendment 2 A3 and A38) Amendment 2 Q3 indicates approximately 1,500 retirees would require access to the system during the applicable data retention period. Please clarify whether these individuals require interactive system access requiring a user license, or whether the requirement is limited to retention of, and OJA staff access to, their records. Or would OJA be open to retention of the retirees documents in a repository outside the HRIS system?

A27: See responses to Q2 and Q5. Retirees do not require active licensing or direct system access. Their in-scope records and documents must be retained within the HRIS and remain accessible to authorized OJA HR staff.

Q28: Scope Clarification - (Appendix A Requirement 89 / Amendment 2 A51, A71, A73) Amendment 2 confirms Requirement 89 supports employee check-in/check-out for timekeeping and remote-work accountability, and that PeopleSoft/SHARP remains the system of record for timesheets. Please confirm whether Requirement 89 is intended to capture a presence or attendance record within the HRIS only, or whether check-in/check-out data is expected to feed PeopleSoft/SHARP or otherwise support payroll time reporting.

A28: See response to Q1. Requirement 89 is a capability within the HRIS only and is not required to feed PeopleSoft/SHARP or otherwise support payroll time reporting.

PeopleSoft/SHARP integration remains as identified in Section 4.3.5(b), Appendix A Requirement 25, and the applicable integration requirements of the RFP.

END OF AMENDMENT 3 – EVT0010884