P02 Attachment A RFI Questions for Industry Responses Oracle upgrade.pdf

RFI VA-26-00059598 – Questions for Vendor Responses

The Department of Veterans AƯairs (VA), Veterans Canteen Service (VCS), requests vendor feedback regarding the modernization and migration of the Oracle Retail Merchandising (RMS) and Store Inventory Management (SIM) platforms to Oracle Retail Merchandising Foundation Cloud Service (MFCS) and Store Inventory and Operations Cloud Service

(SIOCS).

Please provide concise responses to the following critical questions aligned with Section 5 of the Performance Work Statement (PWS).

1. Pricing & SaaS Subscriptions

1. Subscription Bill of Materials (BOM):

Provide a line-item, tabular price list for all proposed Oracle Retail SaaS subscriptions (MFCS, SIOCS, RPCS, ReIM, Allocation, RICS). For each product, include the unit of measure (tenant, user, store, message volume, environment), quantities, and pricing for the 12-month base period and each of the four 12-month option years. Identify any environment-specific premiums (Dev, Test, Prod), overage charges, and price protections.

Please present the BOM in the following table format: Product, UOM, Quantity (Base & Option Years), Unit Price, Extended Price, Overage.

2. What’s Included vs. Customer Managed:

Using Oracle’s SaaS shared responsibility model, clearly delineate which services are covered by Oracle SLAs versus contractor managed tenant responsibilities (e.g., integrations, workflows, KPI refreshes, IAM, regression testing). Map your delineation to the PWS SLA assignments (Incident Response, Integrations, Batch/Orchestration, Reporting/KPIs, IAM).

3. Assumptions & Dependencies AƯecting Price:

List any pricing assumptions (e.g. store count, message volume, batch windows, mobile devices/peripherals, training seats, third party connectors) and dependencies on Oracle environment provisioning & release cycles. State any price change triggers.

4. Discounts & True Up:

Describe tiered or enterprise discounts, true up/true down mechanisms for user/store counts, and how you handle mid-term adds (e.g., new canteens).

2. Program Approach & Implementation Strategy

1. Implementation methodology:

Describe your recommended implementation approach (e.g., Agile, iterative, hybrid). How do you manage scope, risks, dependencies, and schedule for SaaS modernization programs of similar size and complexity?

2. Migration feasibility:

Based on your experience, what major risks or blockers do you anticipate when migrating from RMS v13/SIM to MFCS/SIOCS, and how do you mitigate them?

3. Timeline:

How long does your assessment phase typically take for comparable MFCS/SIOCS migrations?

3. Assessment, Fit/Gap & Solution Design

1. Assessment approach:

Describe your approach to conducting a SaaS migration assessment, including discovery of current state integrations, customizations, data structures, and store workflows.

2. Fit/Gap minimization:

How do you ensure the solution maximizes use of standard Oracle cloud capabilities and reduces or eliminates the need for extensions?

4. Data Migration & Data Quality

1. Migration tools and methods:

Provide your methodology for conducting data profiling, cleansing, transformation, and migration into MFCS/SIOCS.

2. Mock conversions:

How many mock conversions do you recommend, and what criteria do you use to determine readiness for cutover?

3. Limitations:

What limitations should VCS expect when migrating legacy RMS/SIM reports to

MFCS/SIOCS?

5. Integrations & Technical Architecture

1. Integration experience:

Summarize your experience integrating MFCS/SIOCS with ERP, POS, EDI, data warehouse, and reporting systems. Identify any recommended redesign considerations for VCS’ existing interfaces.

2. Standards & tools:

Identify which Oracle integration technologies (e.g., BDI, RIB-Cloud, OIC) you typically use for Retail SaaS implementations and why.

3. Existing tool integration:

Identify any issues you Forsee with integrating MFCS/SIOCS with existing VCS systems. How do you evaluate whether existing integrations must be rebuilt, redesigned, or retired?

6. Configuration & Store Operations

1. MFCS/SIOCS configuration:

Describe your approach to configuring roles, hierarchies, store workflows, and SIOCS mobile operations.

2. Environment strategy:

How do you ensure configuration consistency and traceability across Development, Test, and Production environments?

7. Reporting & Custom-Built Components

1. Reporting modernization:

Provide your recommended approach for modernizing or replacing existing custom reports and legacy OBIEE/Analytics artifacts within the Oracle Retail Cloud ecosystem.

2. Limitations:

What limitations should VCS expect when migrating legacy RMS/SIM reports to

MFCS/SIOCS?

8. Testing & Quality Assurance

1. Testing strategy:

Summarize your testing approach across unit, system, integration, end-to-end, performance, and UAT. Identify what automation tools, if any, you use.

2. Defect management:

Explain how you manage defects and ensure timely resolution during SIT and UAT phases.

9. Cutover, Go-Live & Hypercare

1. Cutover readiness:

Describe your recommended cutover plan structure, including transaction freeze, delta loads, rollback planning, and validation steps.

2. Hypercare support:

What does your hypercare support model include (e.g., staƯing, SLAs, onshore/oƯshore structure, communication cadence)?

10. Security, ATO Support & Compliance

1. Security & ATO support:

Summarize your experience supporting federal security requirements, including preparation of System Security Plans, risk assessments, vulnerability scans, and ATO packages.

2. Controls alignment:

Explain how your implementation approach ensures compliance with security, privacy, and zero-trust requirements.

11. Sustainment Support Model

1. Post go live sustainment:

Describe your proposed support model (Tier 2/3), including how you support quarterly Oracle SaaS releases, regression testing, integration monitoring, mobile application updates, and user access management.

12. LOE & Timeline for the Base Migration/Conversion

Please describe your proposed approach for delivering services in alignment with the PWS phase structure, including: Assessment (5.4), Solution Design & Fit/Gap (5.5), Data Migration (5.6), Integrations (5.7), Configuration (5.8), Extensions (5.9), Testing (5.10), Training (5.11), Cutover (5.12), Go-Live/Hypercare (5.13), ATO Support (5.14), and Sustainment (5.15).

In your response, provide for each PWS phase, a Level of EƯort (LOE) matrix including the following for every project role: Hours, Rate, Total Cost, and the specific Deliverables produced. Any underlying assumptions or constraints that influence your LOE and delivery approach.

13. Optional Task LOE & Cost

Please describe your proposed approach for delivering services for the six optional tasks to include, subscription costs, project roles, labor hours, hourly/billing rate, total cost and any assumptions you have for these tasks.

14. Key Assumptions & Dependencies

1. Assumptions: List key assumptions you require from VCS/OIT to successfully execute the implementation.

2. Vendor dependencies: Identify any dependencies you would have on VA/VCS (e.g., master data decisions, SME availability, environment provisioning, security documentation).

15. GFE Requirement

Please confirm whether any tasks described in the PWS require a government-furnished device (GFE). If a GFE is required, please specify the type and quantity needed.