Q&A - State Responses.xlsx
XLSX spreadsheet 53 KB Posted
- Attached to
- ERP Modernization Strategy RFIBid Documents State and local contract opportunity
- Solicitation number
- 27-87809
- Issued by
- Marion County, Indiana
About this file
Summary
This is a Questions and Answers document responding to an Indiana Department of Administration Request for Information (RFI 27-87809) for ERP Modernization Strategy consulting services. The State seeks a qualified consulting firm to assess current Enterprise Resource Planning systems supporting human resources, financial management, and procurement across approximately 200 state agencies (executive, legislative, and judicial branches plus separately elected officials and one quasi-governmental agency) serving approximately 37,000 state employees, 9,500 contractors, and 40,000 active procurement accounts. The selected consultant must develop a comprehensive modernization strategy including current-state assessment, options analysis, organizational change management planning, risk management, return-on-investment analysis, and a final implementation roadmap with realistic budget estimates for future ERP replacement. Written questions were due September 4, 2026, with official state responses provided by September 17, 2026. Proposal responses are limited to 30 pages in Microsoft Word format and must be submitted by October 2, 2026 at 3:00 p.m. ET to Robert Cohen at rcohen@idoa.in.gov. The State anticipates work beginning in November 2026 and concluding in February 2027, timed to support the biennial budget cycle beginning July 1, 2027.
The assessment engagement is budgeted at a maximum of one million dollars with deliverable-based pricing preferred. The consultant's final deliverable is solely the implementation roadmap accompanied by a realistic budget estimate for future ERP implementation; procurement support and technology selection are explicitly excluded from scope. The selected consultant will be disallowed from participating in any subsequent implementation RFP due to organizational conflict-of-interest restrictions, though eligible for unrelated projects outside the ERP platform and system integration. A hybrid approach combining remote and onsite work in Indianapolis is required, with travel costs to be itemized separately from the proposal cost. The State has indicated preference for cloud-based solutions and will provide available current-state documentation, including interface inventories and application information via the ERP Infrastructure & Tools tab, along with a project manager and subject matter experts to support the selected consultant's assessment activities.
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Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| RFI Addendum 1.pdf | ||
| ERP Modernization Strategy RFI (Addendum 1).pdf | ||
| Att A - Q&A Template.xlsx | XLSX spreadsheet | |
| Infrastructure Overview.docx | DOCX document | |
| Artificial Intelligence - Technical Proposal Questions.docx | DOCX document | |
| ERP Modernization Strategy RFI.pdf |
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Text version
Q&A
| Attachment A | |||||
| Questions and Answers Template | |||||
| RFI 27-87809 | |||||
| Please submit your questions in the blue shaded areas by the date and time established in the RFI. | |||||
| # | DOC NAME (RFI or Attachment) | PAGE # AND/OR SECTION # | RESPONDENTS QUESTION | STATE'S RESPONSE | |
| 1 | RFI | Page 5, Response Format and Attachments | Please confirm that separately submitted native-format attachments, including the Artificial Intelligence Technical Proposal Questions and Infrastructure Overview responses, are excluded from the 30-page limit applicable to the main Microsoft Word narrative response. | That is correct. The response document submitted for the 20 questions listed in the RFI is capped at 30 pages. The Artificial Intelligence Technical Proposal Questions and Infrastructure Overview are standard documents included with all of our solicitation postings and are not part of the page limit. | |
| 2 | Artificial Intelligence - Technical Proposal Questions | Entire Document | This attachment/questionnaire appears to be applicable to a future ERP system selection. Was there a specific purpose for its inclusion in the ERP Strategy RFI. Are the Artificial Intelligence - Technical Proposal Questions a required response item? Finally, if required, are those page counts included in the 30-page limit? | The Artificial Intelligence Technical Proposal Questions and Infrastructure Overview are standard documents included with all of our solicitation postings and are not part of the page limit. | |
| 3 | RFI | Page 5, Question 17 | Please clarify whether Question 17 requests the consultant’s cost to develop the implementation roadmap (i.e., the ERP strategy), the anticipated cost of a future ERP implementation, or both. Please provide clarity regarding the distinction between Questions 17 and 20. If Question 17 refers to the future ERP implementation, please provide the State's general expectations regarding the implementation duration (e.g., start and end dates) and a preferred deployment approach (e.g., phased by function or big-bang go-live of all functions simultaneously). | #17 is asking for both the cost to develop the implementation roadmap and to determine the cost of a future ERP implementation. These are both the goals of the assessment. Question #20 is asking for a formal breakdown of your proposed costs. | |
| 4 | RFI | Page 5, Question 20 | Is the comprehensive project plan and detailed cost proposal requested in Question 20 intended to represent the consultant’s approach and cost to deliver the services and deliverables described in this RFI (i.e., develop the ERP modernization strategy and accompanying deliverables)? | Yes. | |
| 5 | RFI | Page 4, Question 8; Page 5, Question 20 | Please provide the State's anticipated project start date for this strategy engagement, expected assessment duration, required completion date, and a target date for issuing the future ERP solicitation, including any legislative, budget-cycle, procurement, or executive decision deadlines that the roadmap must support. | We anticipate work on the implementation roadmap assessment beginning in November 2026 and finishing February 2027. The other requested dates are not currently determinable, as funding is not yet available but could potentially be made available during the next biennial budget cycle (Fiscal Year 2028 beginning July 1, 2027). | |
| 6 | Infrastructure Overview | Entire Document | This attachment/questionnaire appears to be applicable to a future ERP system selection. Was there a specific purpose for its inclusion in the ERP Strategy RFI. Is the Infrastructure Overview a required response item? Finally, if required, are those page counts included in the 30-page limit? | The Artificial Intelligence Technical Proposal Questions and Infrastructure Overview are standard documents included with all of our solicitation postings and are not part of the page limit. | |
| 7 | RFI | Page 3, Current State and Question 1 | Will the State provide a representative subset of State agencies, business units, and stakeholder groups that should be included in interviews and workshops during in the assessment? | The agencies represented in the ERP Steering Committee and listed in this RFI are the core agencies that should be included in interviews and workshops during the assessment. We expect the consult to recommend whether to interview any partner agencies during this assessment. The current system encompasses all executive branch agencies, legislative branch agencies, judicial branch agencies, and all separately elected officials and one quasi-governmental agency. Approximately 200 agencies currently use the systems. For reference, as of June 30, 2026, approximately 150 agencies have active financial balances within the system. | |
| 8 | RFI | Page 3, Current State | What are key examples of decentralized business functions (e.g., delegated procurement authority, scheduling / time entry) that may require additional discovery and interviews to adequately identify unique business processes? | Please refer to the ERP Infrastructure & Tools tab for details. Most of our core functions are available there. This is the first assessment that has been performed, and we expect more to be discovered throughout the effort. | |
| 9 | RFI | Page 3, Background and Purpose, Current State, and Question 1 | Please identify the number and names or types of State agencies, organizations, and business units expected to participate in the assessment. Please also clarify whether the scope encompasses all State agencies, as indicated on the cover page, or only executive branch agencies, as stated in the Background and Purpose section. | The agencies represented in the ERP Steering Committee and listed in this RFI are the core agencies that should be included in interviews and workshops during the assessment. We expect the consult to recommend whether to interview any partner agencies during this assessment. The current system encompasses all executive branch agencies, legislative branch agencies, judicial branch agencies, and all separately elected officials and one quasi-governmental agency. Approximately 200 agencies currently use the systems. | |
| 10 | RFI | Page 5, Question 20 | What is the State's expectations regarding remote or onsite services? Is the State open to a fully-remote approach? Should any assumed travel costs be separately itemized or treated as reimbursable expenses? | A hybrid approach will be necessary due to the nature of the work. Please itemize assumed travel costs separately in your cost proposal. | |
| 11 | RFI | Page 7, Response Instructions | Please specify any email attachment-size limit and whether the State permits multiple files, compressed files, or secure download links. | Our email limit is 25 megabytes. A secure download link or compressed file is acceptable. Please do not break your response into multiple files across multiple emails. | |
| 12 | RFI | Page 7, Confidentiality | Does the 30-page limit apply separately to the confidential and redacted versions, and may the Confidential Documentation Listing be submitted outside that limit? | The confidential version that the State committee will review is capped at 30 pages. We understand that redacting files may expand them. These redacted versions will be saved for any applicable public records requests that may come in the future and will not be reviewed by the committee. | |
| 13 | RFI | Sections 1-8 | Section 8 says, "The ultimate deliverable of this assessment is an implementation roadmap accompanied by a realistic budget estimate for our future ERP implementation." Is that the only formal deliverable expected from the project? Please clarify which items described in Sections 1-8 (e.g., Project Management Plan, OCM Plan) are mandatory contractual deliverables versus topics respondents should address in their RFI responses. | Yes, that is the only formal deliverable from this assessment. Please respond to all questions listed in the RFI. | |
| 14 | RFI | Page 4, Section 3 | Section 3 mentions, "The consultant may help us write the technical requirements, scopes of work, and evaluation criteria for that future procurement." Are these services and deliverables to be included in this RFI response and cost proposal mentioned in Question 20, or will this be included in a future, separately issued scope of work? | These are not deliverables included in this assessment. | |
| 15 | RFI | Page 4, Question 10 | Does the state expect specific data quality assessments to result from the ERP strategy or simply a high-level assessment of the potential risks and issues that result from typical ERP implementations. | The selected respondent is expected to perform a through analysis of data of data gaps in our ERP landscape and produce an inventory of risks with relative rankings. We do not expect a highly detailed analysis. | |
| 16 | RFI | Page 8, Evaluation Process | “Adherence to Mandatory Requirements” is listed as pass/fail. Please identify all requirements the State considers mandatory and explain the conditions that would cause a response to be deemed nonresponsive. | Mandatory requirements include the following: responding to the 20 questions in the RFP, completing the AI Technical Proposal, and completing the Infrastructure Overview form. | |
| 17 | RFI | Page 3, Current State | |||
| Page 5, Question 15 | Please identify the major ERP platforms, hosting environments, customizations, adjacent applications, and approximate number of integrations within the assessment scope. Should the engagement cover only enterprise processes supported by the principal ERP platforms, or also agency-specific systems, procurement platforms, budgeting systems, etc., which would likely fall within the scope of a new SaaS ERP system? | Please refer to the ERP Infrastructure & Tools tab for more information. | |||
| 18 | RFI | Pages 3-5, Questions 1 and 8 | Please describe the State resources expected to participate, including anticipated executive sponsors, agency subject-matter experts, technical staff, legal and procurement personnel, and project-management support. What level of staff availability may respondents assume for interviews, workshops, validation, and decision-making? Will the State have a project manager and/or project team working along side the selected consultant? | The expectation would be business, application owners, and their operational staff will be expected to ensure resources available for this project. We will have a project manager and a project team available to the selected partner along with necessary subject matter experts throughout the project. | |
| 19 | RFI | Page 3, Question 1 | What is your expectation on the number of State business owners that need to be interviewed as part of this assessment? | The agencies represented in the ERP Steering Committee and listed in this RFI are the core agencies that should be included in interviews and workshops during the assessment. We expect the consult to recommend whether to interview any partner agencies during this assessment. The current system encompasses all executive branch agencies, legislative branch agencies, judicial branch agencies, and all separately elected officials and one quasi-governmental agency. Approximately 200 agencies currently use the systems. | |
| ERP Modernization Strategy RFI | Page 3 - Introduction / Background and Purpose; Page 4 - Procurement Plan | The RFI states that the State may limit participation in any future competitive solicitation to vendors that respond to this RFI. Please clarify whether a respondent selected to perform the ERP modernization strategy/roadmap engagement, including its affiliates and teaming partners, would be eligible to compete for the subsequent ERP software and/or ERP implementation solicitation, or whether Organizational Conflict of Interest (OCI) restrictions would apply. | The consulting firm that creates the implementation roadmap and budget estimate will be disallowed from any subsequent implementation RFP. You would not be precluded from future projects outside of the platform and associated system integration. Parties that are interested in bidding on the implementation effort are not required to bid on this RFI. | ||
| ERP Modernization Strategy RFI | Page 3 - Section 1, Current State | Please provide additional information regarding the State's current ERP landscape, including the ERP product(s) and version(s), major modules currently in use, hosting model(s), approximate number of agencies/entities supported, approximate number of users/employees, and whether Financials, Procurement, HCM and Payroll operate on a common ERP platform or separate platforms. | Please refer to the ERP Infrastructure & Tools tab for more information. | ||
| ERP Modernization Strategy RFI | Page 5 - Section 6, Risk Management Plan / Question 15 | Please provide, if available, approximate quantities for the current ERP environment's inbound and outbound interfaces, major third-party applications, customizations, reports, data repositories, and other significant application dependencies that the selected consultant will be expected to assess. | IOT GMIS will need to provide PeopleSoft interface inventory, 3rd party, customizations, etc. Please refer to the ERP Infrastructure & Tools tab for more information. | ||
| ERP Modernization Strategy RFI | Page 5 - Section 8, Cost Estimate and Financial Modeling / Questions 17-20 | Please clarify the pricing requested in Questions 17, 19, and 20. Are Questions 17 and 19 requesting estimated costs for the State's future ERP implementation, while Question 20 requests the respondent's detailed cost proposal for performing the current ERP modernization strategy/roadmap engagement? | #17 and #19 is asking for both the cost to develop the implementation roadmap and to determine the cost of a future ERP implementation. These are both the goals of the assessment. Question #20 is asking for a formal breakdown of your proposed costs. | ||
| Infrastructure Overview; Artificial Intelligence - Technical Proposal Questions | Infrastructure Overview - Technical Proposal Questions; Artificial Intelligence - Technical Proposal Questions | Please confirm whether the Infrastructure Overview and Artificial Intelligence Technical Proposal Questions are mandatory components of the response to this RFI. Since the selected consultant will not be building, selecting, hosting, or implementing the future ERP software, may respondents answer "N/A" to the Infrastructure Overview questions when solution hosting is not part of their proposed advisory services? | Mandatory requirements include the following: responding to the 20 questions in the RFP, completing the AI Technical Proposal, and completing the Infrastructure Overview form. N/A responses to the Infrastructure Overview questions are acceptable. | ||
| ERP Modernization Strategy RFI | Page 5 - Section 8, Cost Estimate and Financial Modeling / Question 20 | Does the State have a desired duration or target completion date for the ERP modernization strategy/roadmap engagement, or should respondents recommend the project duration and schedule based on their proposed methodology and anticipated level of discovery? | We anticipate work on the implementation roadmap assessment beginning in November 2026 and finishing February 2027. | ||
| ERP Modernization Strategy RFI | Page 3 - Section 1, Current State | Are there existing current-state materials that will be made available to the selected consultant, such as business process documentation, application inventories, interface catalogs, organizational charts, system architecture diagrams, data dictionaries, prior ERP assessments, or existing pain-point analyses? | The full suite of materials has not been determined yet. Any available materials will be provided to the selected consultant at the beginning of the engagement. | ||
| ERP Modernization Strategy RFI | Page 8 - Evaluation Process | The Evaluation Process identifies "Adherence to Mandatory Requirements" as Pass/Fail. Please identify the specific requirements that the State considers mandatory/pass-fail requirements for this RFI response. | Mandatory requirements include the following: responding to the 20 questions in the RFP, completing the AI Technical Proposal, and completing the Infrastructure Overview form. | ||
| ERP Modernization Strategy RFI | Page 3 | In reviewing the RFI we noticed two separate statements |
| 1. | THE STATE MAY ELECT TO LIMIT PARTICIPATION IN ANY FUTURE COMPETITIVE SOLICITATION TO VENDORS THAT RESPOND TO THIS RFI. |
| 2. | The selected consultant will not be building, selecting, or implementing the new software. This information will guide our executive leadership team in making strategic decisions and preparing for a future ERP transition. |
Could the State please clarify the following:
| 1. | If a vendor elects to refrain from responding to the RFI will it be eligible for the subsequent RFI/RFP for implementation services? | ||||
| 2. | If a vendor is selected for this RFI and performs the work, will it be prohibited from participating in the subsequent RFI/RFP for implementation services? | Yes, the consulting firm that creates the implementation roadmap and budget estimate will be disallowed from any subsequent implementation RFP. Parties that are interested in bidding on the implementation effort are not required to bid on this RFI. | |||
| RFI 27-87809 | p. 3-5, Background and Purpose | Please confirm the required deliverables. Is the consultant expected to provide only the assessment and modernization roadmap, or also a future-state operating strategy, business and technical requirements, procurement documents, evaluation criteria, and procurement support? For each required deliverable, please identify the expected level of detail, format, review and approval process, and number of anticipated review cycles. | The ultimate deliverable of this assessment is an implementation roadmap accompanied by a realistic budget estimate for our future ERP implementation. | ||
| RFI 27-87809 | p. 3 - Current State | Please identify the participating agencies, departments, business units, and separately governed entities, as well as counts of the relevant populations served by the current systems. | The agencies represented in the ERP Steering Committee and listed in this RFI are the core agencies that should be included in interviews and workshops during the assessment. We expect the consult to recommend whether to interview any partner agencies during this assessment. The current system encompasses all executive branch agencies, legislative branch agencies, judicial branch agencies, and all separately elected officials and one quasi-governmental agency. Approximately 200 agencies currently use the systems. For reference, as of June 30, 2026, approximately 150 agencies have active financial balances within the system. | ||
| RFI 27-87809 | p. 3 - Current State | Please summarize the current ERP technology landscape, including platforms, modules, hosting, customizations, integrations, and reports, and identify any available system architecture or inventory documentation. | Please refer to the ERP Infrastructure & Tools tab for more information. | ||
| RFI 27-87809 | pp. 3 and 5 - Current State | Please confirm the business functions, systems, and related platforms in scope, and the expected assessment depth. | Please refer to the ERP Infrastructure & Tools tab for more information. | ||
| RFI 27-87809 | p. 3, Section 1 - Current State; Question 1 | At what level should current-state business processes be documented—for example, high-level process maps, detailed workflows, control points, pain points, requirements, and role-level activities? What existing process documentation, requirements, organizational charts, prior assessments, audit findings, system inventories, user surveys, and technical documentation will be available at project initiation? | IOT GMIS should be able to provide documentation and should be able to leverage documentation used for OCI infrastructure migration. Please refer to the ERP Infrastructure & Tools tab for more information. | ||
| RFI 27-87809 | p. 3, Section 1 - Current State; Question 2; p. 4, Question 11 | Please clarify the expected scope and depth of the legislative, administrative-code, and policy review. Should the consultant identify statutes, regulations, administrative requirements, and policies that constrain process standardization or conflict with modern ERP practices and recommend potential policy or statutory changes? Will the State’s legal counsel be responsible for validating the consultant’s findings and recommendations? | Yes, the consultant should identify statutes, regulations, administrative requirements, and policies that constrain process standardization or conflict with modern ERP practices and recommend potential policy or statutory changes. Yes, State’s legal counsel will be responsible for validating the consultant’s findings and recommendations. Additional information will be provided to the selected assessment partner. | ||
| RFI 27-87809 | p. 4 - Questions 7-8 | What State personnel will be assigned to the engagement, and what availability should respondents assume for executive sponsors, business and technical subject-matter experts, legal counsel, procurement staff, and project management? | The expectation would be business, application owners, and their operational staff will be expected to ensure resources available for this project. We will have a project manager and a project team available to the selected partner along with necessary subject matter experts throughout the project. | ||
| RFI 27-87809 | p. 4, Section 4 - Project Management Plan; Question 8 | Does the State have an anticipated start date, target completion date, maximum engagement duration, or other schedule constraints for the assessment and roadmap? | We anticipate work on the implementation roadmap assessment beginning in November 2026 and finishing February 2027. The other requested dates are not currently determinable, as funding is not yet available but could potentially be made available during the next biennial budget cycle (Fiscal Year 2028 beginning July 1, 2027). | ||
| RFI 27-87809 | p. 4, Question 10; p. 5, Question 15 | Please clarify the expected scope of the data quality and migration-readiness assessment, including the approximate number of source systems, databases, data domains, reports, interfaces, and years of historical data to be evaluated. | IOT GMIS should be able to provide documentation and should be able to leverage documentation used for OCI infrastructure migration. Please refer to the ERP Infrastructure & Tools tab for more information. | ||
| RFI 27-87809 | p. 5, Section 8 - Cost Estimate and Financial Modeling; Question 20 | Should the detailed cost proposal for the consulting engagement be presented as fixed-price, time-and-materials, deliverable-based pricing, or multiple pricing scenarios? | Deliverable-based pricing including a total bid amount. | ||
| RFI 27-87809 | p. 5, Section 8 - Cost Estimate and Financial Modeling; Question 20 | Does the State have an anticipated budget for the assessment scope described in this RFI? | This assessment cannot exceed one million dollars. Please review the cost evaluation criteria for details on how proposed costs will be scored. | ||
| RFI 27-87809 | p. 4, Section 2 - Options Analysis; Questions 3-5 | Please clarify the expected scope of the options analysis. Should the consultant conduct product-level analysis of named ERP vendors or provide a platform-neutral comparison of alternatives such as upgrade, replacement, best-of-breed, hybrid, and managed-service models? Should the scope include vendor research, demonstrations, structured vendor outreach, or requests for budgetary pricing, and has the State established criteria for evaluating the alternatives? | The ERP Steering Committee (ESC) is looking for platform neutral comparison with product-level analysis as required. Vendor research and budgetary pricing for planning purposes are expected. We do not expect demonstrations at this time. We expect the consulting partner to develop alternatives and recommendations as part of this effort's deliverables. | ||
| RFI 27-87809 | p. 4, Section 3 - Procurement Plan; Question 6 | If future-procurement support is included, should the consultant prepare a complete ERP solicitation package or only recommendations, sample requirements, scopes of work, and evaluation criteria? Please also clarify whether preparing the solicitation or supporting proposal evaluation would affect the consultant’s or its affiliates’ eligibility for subsequent ERP implementation work. | Future procurement support is not within the scope of this assessment. | ||
| RFI 27-87809 | p. 5, Section 8 - Cost Estimate and Financial Modeling; Questions 17-20 | What level of confidence and detail should the future ERP implementation budget achieve—for example, a preliminary planning range, alternatives-level estimate, or appropriation-ready estimate? How many implementation scenarios must be modeled, and should those scenarios include phased versus full implementation, centralized versus agency waves, and upgrade versus replacement? | This is part of the assessment. | ||
| RFI #27-87809 | The RFI document references the the current systems the State has in place. Could you please provide the current vendor & contract documents/information? | Please review contracts on the IDOA transparency portal. | |||
| RFI #27-87809 | Does the department have an estimated timeframe for procurement? | We anticipate work on the implementation roadmap assessment beginning in November 2026 and finishing February 2027. | |||
| RFI #27-87809 | Lastly, is there an estimated total contract value? | This assessment cannot exceed one million dollars. Please review the cost evaluation criteria for details on how proposed costs will be scored. | |||
| RFI | p. 5, Section 8, Question 17 | Question 17 requests "an estimated cost for your implementation roadmap (including minimum, maximum, and typical implementations)." Please confirm whether this refers to the estimated cost of the eventual ERP implementation that the roadmap will recommend, or to the respondent's fee for producing the roadmap. | #17 is asking for both the cost to develop the implementation roadmap and to determine the cost of a future ERP implementation. These are both the goals of the assessment. Question #20 is asking for a formal breakdown of your proposed costs. | ||
| RFI | p. 5, Section 8, Question 20 | Question 20 requests a comprehensive project plan and detailed cost proposal. Should this be provided as a firm, binding price, or as a non-binding indicative estimate consistent with the RFI's statement that no response submitted hereto is to be construed as a legal offer? | This is a non-binding cost proposal. Please be as accurate is possible with the information provided. | ||
| RFI | p. 5, Response Format and Attachments | The total response is limited to 30 pages. Please confirm whether the cover letter, table of contents, staff resumes, the Question 20 project plan and cost proposal, and the completed attachments count toward that 30-page limit, or whether they may be submitted as separate files outside it. | Everything listed here except for the AI Technical Proposal and infrastructure Overview count toward the 30-page cap. | ||
| RFI | p. 5, Response Format and Attachments | Are there required font, font size, or margin specifications for the Microsoft Word narrative response? | No less than size ten font. | ||
| RFI | p. 7, Response Submission Instructions | Responses are submitted by email. Is there a maximum total attachment size for the submission email, and does the State prefer a single combined file or separate files for the narrative and each attachment? | Our email limit is 25 megabytes. A secure download link or compressed file is acceptable. Please do not break your response into multiple files across multiple emails. | ||
| RFI | p. 3, Section 1, Current State | Please identify the ERP platform or platforms currently in use for the finance and human resources functions listed, including version and hosting model. | Please refer to the ERP Infrastructure & Tools tab for more information. | ||
| RFI | p. 3, Section 1, Current State | Approximately how many executive branch agencies, and approximately how many employees, are within the scope of this assessment? Please also confirm whether higher education institutions, separately elected offices, and quasi-governmental bodies are included or excluded. | The agencies represented in the ERP Steering Committee and listed in this RFI are the core agencies that should be included in interviews and workshops during the assessment. We expect the consult to recommend whether to interview any partner agencies during this assessment. The current system encompasses all executive branch agencies, legislative branch agencies, judicial branch agencies, and all separately elected officials and one quasi-governmental agency. Approximately 200 agencies currently use the systems. For reference, as of June 30, 2026, approximately 150 agencies have active financial balances within the system. | ||
| RFI | p. 3, Section 1, Question 1 | To allow accurate scoping of the discovery effort, approximately how many business owners and stakeholders does the State anticipate being interviewed, and across how many distinct agencies? | The agencies represented in the ERP Steering Committee and listed in this RFI are the core agencies that should be included in interviews and workshops during the assessment. We expect the consult to recommend whether to interview any partner agencies during this assessment. The current system encompasses all executive branch agencies, legislative branch agencies, judicial branch agencies, and all separately elected officials and one quasi-governmental agency. Approximately 200 agencies currently use the systems. For reference, as of June 30, 2026, approximately 150 agencies have active financial balances within the system. | ||
| RFI | p. 3, Background and Purpose | Has the State previously completed an ERP assessment, readiness study, or fit-gap analysis? If so, will those materials be made available to the selected consultant? | This is the first assessment to be done. |
EVK-I believe there was a fit gap analysis of current systems for the 9.2 payroll modernization project which is likely maintained by the Comptroller since they owned the contract.
| RFI | p. 3, Background and Purpose | Is a consultant currently under contract with the State for ERP assessment, advisory, or related planning services? | No. | |
| RFI | p. 4, Section 2, Question 3 | Question 3 addresses independence from ERP software vendors. Does the State consider technology partnerships with cloud infrastructure or data platform providers, where the respondent holds no ERP software resale, implementation, or referral revenue, to affect independence under this criterion? | This would not disqualify your RFI response. Please disclose the relationship though. | |
| RFI | p. 4, Section 4, Question 8 | Does the State have a target start date and a target completion date for the assessment engagement, and is there an established budget or appropriation range for this work? | We anticipate work on the implementation roadmap assessment beginning in November 2026 and finishing February 2027. This assessment cannot exceed one million dollars. | |
| RFI | p. 4, Section 4, Question 9 | Question 9 addresses delivery of the raw data collected during interviews and discovery. Does the State have a preferred destination or toolset for that data, for example Microsoft Excel, Power BI, or a State-managed data platform? | This preference will be determined prior to the assessment beginning. | |
| RFI | p. 4, Section 4, Project Management Plan | What level of on-site presence in Indianapolis does the State expect during discovery and interviews, and should travel and related expenses be included within, or presented separately from, the cost proposal? | A hybrid approach will be necessary due to the nature of the work. Please itemize assumed travel costs separately in your cost proposal. | |
| RFI | p. 8, Evaluation Process | The technical criterion is titled "Management Assessment/Quality." Please confirm whether past performance references, client references, or key personnel resumes are expected as part of the response, and how they factor into the 50 available points. | The Management Assessment/Quality evaluation is the technical portion of the response. The specific scoring matrix will be established ahead of the proposals being reviewed. Please respond to the 20 questions listed in the RFI Main Document. | |
| Attachment, Infrastructure Overview | p. 1, and Technical Proposal Questions | The Infrastructure Overview states that its language applies if solution hosting is in scope. Because the scope described in this RFI is advisory and no system is being hosted or implemented, please confirm that a response of "N/A" in both the Cloud-Based Service Offering and On-Premises Service Offering response areas is appropriate. | N/A responses are acceptable. | |
| Attachment, Artificial Intelligence Technical Proposal Questions | p. 1, both sections | The first section addresses AI within "the proposed solution." Where the proposed engagement delivers advisory services and no software, please confirm the State's expectation for that section, and confirm that the second section, addressing developer use of AI to augment their work, should still be answered in full. | Please describe any way that your proposed assessment will utilize AI. If the section is not applicable, N/A is an acceptable response. | |
| RFI 27-87809 | Page 3, Background | What is the current ERP/Information System stack? Please list the systems you use and align them to their associated process (e.g. Procurement, HR, Financials, etc.) | Please refer to the ERP Infrastructure & Tools tab for more information. | |
| RFI 27-87809 | Page 3, Section 1, Current State | Please describe any specific existing laws or policies that might conflict with modern ERP best practices (referenced in question 2) that are of a high concern | We expect this to be determined through the assessment. | |
| RFI | 8 - Question 17 | Question 17: Please provide an estimated cost for your implementation roadmap (including minimum, maximum, and typical implementations). Is this cost to be an estimate, a fixed fee quote or not to exceed quote? | Please provide a deliverable-based pricing including a total bid amount. | |
| RFI | 8 - Question 20 | Please provide a comprehensive project plan and detailed cost proposal outlining all activities, deliverables, timelines, staffing plans, and assumptions necessary to execute the services described in this RFI. Is this cost to be an estimate, a fixed fee quote or not to exceed quote? | Please provide a deliverable-based pricing including a total bid amount. | |
| RFI | 8 - Question 17 | For performance of the services proposed, is on site presence required or may the majority of the work be performed virtually? | A hybrid approach will be necessary due to the nature of the work. Please itemize assumed travel costs separately in your cost proposal. | |
| RFI | 3 - Background and Purpose | The selected consultant will not be building, selecting, or implementing the new software. This information will guide our executive leadership team in making strategic decisions and preparing for a future ERP transition. Is the scope of this project therefore focused on a strategy and roadmap for moving forward only? | Correct. The ultimate deliverable of this assessment is an implementation roadmap accompanied by a realistic budget estimate for our future ERP implementation. | |
| RFI | 3 | Is the scope of this effort for the State of Indiana and all associated agencies (e.g., Transportation, Corrections, etc.? | Yes. | |
| Infrastructure Overview | Can you clarify the intent of the infrastructure overview as it relates to this RFI response? | The Artificial Intelligence Technical Proposal Questions and Infrastructure Overview are standard documents included with all of our solicitation postings. | ||
| ERP Modernization Strategy RFI | Section 1 – Current State, p. 3 | Please confirm the current ERP product(s), major modules, versions, and support status used across the State. | Please refer to the ERP Infrastructure & Tools tab for more information. | |
| ERP Modernization Strategy RFI | Section 1 – Current State, p. 3 | What level of access will be provided to the selected consultant for the current-state assessment, such as ERP documentation, architecture diagrams, interface inventories, process documentation, reports, data samples, or read-only system access? | We can provide the level of access needed to properly perform the assessment. | |
| ERP Modernization Strategy RFI | Section 1 – Current State / Multi-agency scope, p. 3 | Approximately how many agencies, departments, business owners, subject matter experts, and executive stakeholders should the consultant expect to include in interviews, workshops, and validation sessions? | The agencies represented in the ERP Steering Committee and listed in this RFI are the core agencies that should be included in interviews and workshops during the assessment. We expect the consult to recommend whether to interview any partner agencies during this assessment. The current system encompasses all executive branch agencies, legislative branch agencies, judicial branch agencies, and all separately elected officials and one quasi-governmental agency. Approximately 200 agencies currently use the systems. For reference, as of June 30, 2026, approximately 150 agencies have active financial balances within the system. | |
| ERP Modernization Strategy RFI | Section 1 – Current State / Project delivery, p. 3 | Does the State expect any discovery sessions, stakeholder workshops, executive meetings, or other activities to be conducted onsite in Indiana, or may the engagement be delivered primarily remotely? | A hybrid approach will be necessary due to the nature of the work. Please itemize assumed travel costs separately in your cost proposal. | |
| ERP Modernization Strategy RFI | Introduction / Background and Purpose, p. 3 | Is prior state-government ERP modernization advisory experience a mandatory qualification, or may comparable large-enterprise ERP strategy and modernization experience be considered? | Large-enterprise ERP strategy and modernization experience is acceptable. | |
| ERP Modernization Strategy RFI | Introduction / Background and Purpose, p. 3 | If a respondent includes a subcontractor or teaming partner with relevant state-government ERP modernization experience, may the partner's experience, personnel, and references be considered as part of the respondent's overall qualifications? | The prime respondent must have their own relevant experience. | |
| ERP Modernization Strategy RFI | Section 1 – Current State, p. 3 | For the legislative and administrative code review, does the State expect formal legal interpretation, or is the consultant expected only to identify statutes, regulations, and policies that may affect ERP modernization decisions and process redesign? | This is not within the scope of this assessment. | |
| ERP Modernization Strategy RFI | Section 4 – Project Management Plan / RFI Timeline, pp. 4, 6 | Does the State have a preferred duration or target completion date for the ERP assessment, modernization strategy, and final roadmap? | We anticipate work on the implementation roadmap assessment beginning in November 2026 and finishing February 2027. | |
| ERP Modernization Strategy RFI | Section 8 – Cost Estimate and Financial Modeling, p. 5 | For Question 20, should the detailed cost proposal cover only the current advisory and roadmap engagement, while future ERP implementation costs are shown separately as planning estimates? | Correct. | |
| ERP Modernization Strategy RFI / Infrastructure Overview | Section 4 – Project Management Plan; Infrastructure Overview | Please confirm whether the Infrastructure Overview and hosting response sections are applicable to this current ERP modernization advisory engagement, or whether they should be treated only as future-state architecture considerations. | These are applicable to the current assessment and roadmap development. Please use N/A for sections that do not apply to your response. | |
| ERP Modernization Strategy RFI | Response Format and Attachments, p. 5 | Please confirm the specific deliverables expected from the selected consultant at the conclusion of the engagement, including the required format and level of detail for the current-state assessment, options analysis, modernization strategy, roadmap, and implementation budget. | The deliverable of this assessment is an implementation roadmap accompanied by a realistic budget estimate for our future ERP implementation. | |
| ERP Modernization Strategy RFI | Section 3 – Procurement Plan, p. 4 | To what extent is the consultant expected to develop future procurement artifacts (e.g., draft technical requirements, scope of work, evaluation criteria, or RFP content), and which artifacts will remain the State's responsibility? | Procurement artifacts are outside the scope of this RFI. | |
| ERP Modernization Strategy RFI | Section 4 – Project Management Plan, p. 4 | Does the State have an existing application/interface inventory, business process documentation, data inventory, or other current-state repository that will be made available to the consultant at project initiation? | An existing application/interface inventory is available. Please refer to the ERP Infrastructure & Tools tab for more information. | |
| ERP Modernization Strategy RFI | Section 4 – Project Management Plan, p. 4 | For the raw discovery data requested in Question 9, does the State have a preferred data structure or file format (e.g., Excel/CSV/database-ready format), and are there State data standards that the consultant must follow? | The State utilizes Microsoft Office compatible products. Materials shared with the state project team will be shared via SharePoint. | |
| ERP Modernization Strategy RFI | Section 2 – Options Analysis, p. 4 | Should the options analysis explicitly evaluate upgrade, replacement, and hybrid approaches using a common set of criteria, including functional fit, technical risk, implementation complexity, cost, and organizational impact? | That is what the option analysis will consist is, yes. Please use this to inform your responses to questions #3, #4, and #5. | |
| ERP Modernization Strategy RFI | Section 7 – Return on Investment / Section 8 – Cost Estimate, p. 5 | For the TCO, ROI, and implementation cost estimates, will the State provide baseline financial, staffing, licensing, maintenance, and operating-cost data, or should respondents identify assumptions and data requirements for the assessment phase? | All available information will be provided once the engagement begins. | |
| ERP Modernization Strategy RFI | Introduction / Background and Purpose, p. 3 | Does the State anticipate that the selected consultant will require access to State personnel, agency subject matter experts, executive sponsors, and third-party vendors during discovery, and will the State coordinate that access? | Yes, access to necessary personnel will be a coordinated effort. | |
| ERP Modernization Strategy RFI | Introduction / Background and Purpose, p. 3 | Because the RFI states that the State may limit participation in a future competitive solicitation to vendors that respond to this RFI, please clarify whether a respondent to this RFI would be eligible to participate in any subsequent ERP procurement, including where the respondent contributes to development of future procurement requirements. | The consulting firm that creates the implementation roadmap and budget estimate will be disallowed from any subsequent implementation RFP. You would not be precluded from future projects outside of the platform and associated system integration. | |
| ERP Modernization Strategy RFI | Response Format and Attachments, p. 5 / AI Technical Proposal Questions | Please confirm whether the separate AI Technical Proposal Questions are required for this RFI response where the proposed engagement is advisory/strategy-focused and does not include development or implementation of an AI-enabled ERP solution. | Mandatory requirements include the following: responding to the 20 questions in the RFP, completing the AI Technical Proposal, and completing the Infrastructure Overview form. | |
| ERP Modernization Strategy RFI | Section 8 – Cost Estimate and Financial Modeling, p. 5 | Please clarify whether Question 17's minimum, maximum, and typical implementation cost estimates are expected to represent the State's potential future ERP implementation only, or whether they should also include the consultant's current assessment/roadmap services. | Current assessment/roadmap services. The cost estimate of the State's future ERP implementation will be determined by the assessment. | |
| ERP Modernization Strategy RFI.pdf | Current ERP Landscape | Approximately how many integrated applications, interfaces, and external system dependencies exist within the current ERP ecosystem? Are there significant third-party systems expected to remain out of scope but dependent upon ERP functionality? | Please refer to the ERP Infrastructure & Tools tab for more information. | |
| ERP Modernization Strategy RFI.pdf | Current ERP Landscape | How many state employees, agencies, boards, commissions, and external users are currently supported by the ERP environment? | The agencies represented in the ERP Steering Committee and listed in this RFI are the core agencies that should be included in interviews and workshops during the assessment. We expect the consult to recommend whether to interview any partner agencies during this assessment. The current system encompasses all executive branch agencies, legislative branch agencies, judicial branch agencies, and all separately elected officials and one quasi-governmental agency. Approximately 200 agencies currently use the systems. For reference, as of June 30, 2026, approximately 150 agencies have active financial balances within the system. | |
| ERP Modernization Strategy RFI.pdf | Current ERP Landscape | What ERP platform(s), versions, and major ancillary systems are currently in use across the State? | Please refer to the ERP Infrastructure & Tools tab for more information. | |
| ERP Modernization Strategy RFI.pdf | Current ERP Landscape | Has the State conducted any prior ERP assessments, modernization studies, readiness evaluations, audits, or strategic planning efforts that will be made available to the selected consultant? | This is the first assessment to be done. | |
| ERP Modernization Strategy RFI.pdf | Current ERP Landscape | Does the State expect the assessment to produce detailed agency-level process maps, enterprise-level process documentation, or both? If both, what level of process decomposition is expected? | I would expect enterprise-level process maps and appropriate agency-specific and process-specific maps as necessary to support the assessment. | |
| ERP Modernization Strategy RFI.pdf | Scope and Deliverables | Should the engagement include the design of future-state business processes and operating models, or should recommendations remain at a strategic and conceptual level? | We expect strategic and conceptual level. | |
| ERP Modernization Strategy RFI.pdf | Scope and Deliverables | What level of detail is expected for the modernization roadmap deliverable: executive-level roadmap, workstream-level roadmap with milestones and dependencies, or detailed implementation roadmap including sequencing, resource assumptions, and estimated durations? | We expect an executive level roadmap. | |
| ERP Modernization Strategy RFI.pdf | Scope and Deliverables | Beyond the modernization roadmap and budget estimate, are there additional required deliverables such as current-state architecture documentation, future-state operating model recommendations, ERP readiness assessments, risk assessments, and business cases? If so, please identify any required deliverables not explicitly described in the RFI. | The ultimate deliverable of this assessment is an implementation roadmap accompanied by a realistic budget estimate for our future ERP implementation. | |
| ERP Modernization Strategy RFI.pdf | Procurement Planning | Is the State expecting the selected consultant to develop draft procurement artifacts, including requirements catalogs, evaluation criteria, scoring methodologies, procurement strategies, and procurement schedules? | Procurement artifacts are outside the scope of this RFI. | |
| ERP Modernization Strategy RFI.pdf | Procurement Planning | Will firms participating in this strategy and assessment engagement be eligible to compete for future ERP implementation procurements, and what organizational conflict-of-interest restrictions, if any, would apply? | The consulting firm that creates the implementation roadmap and budget estimate will be disallowed from any subsequent implementation RFP. You would not be precluded from future projects outside of the platform and associated system integration. | |
| ERP Modernization Strategy RFI.pdf | Stakeholder Engagement | Approximately how many agencies are expected to participate directly in interviews, workshops, and discovery activities? | The agencies represented in the ERP Steering Committee and listed in this RFI are the core agencies that should be included in interviews and workshops during the assessment. We expect the consult to recommend whether to interview any partner agencies during this assessment. The current system encompasses all executive branch agencies, legislative branch agencies, judicial branch agencies, and all separately elected officials and one quasi-governmental agency. Approximately 200 agencies currently use the systems. For reference, as of June 30, 2026, approximately 150 agencies have active financial balances within the system. | |
| ERP Modernization Strategy RFI.pdf | Stakeholder Engagement | Approximately how many stakeholder interviews, workshops, and working sessions should respondents assume for planning and pricing purposes? | We look forward to the consultant's recommendation. | |
| ERP Modernization Strategy RFI.pdf | Stakeholder Engagement | Will the State designate executive sponsors, agency coordinators, and primary points of contact to support scheduling and stakeholder participation? | Yes. |
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