RFI27006871 Vendor Response Matrix.xlsx
XLSX spreadsheet 29 KB Posted
- Attached to
- MPA-534 Elevator Service and Repairs
- Solicitation number
- OEV27006854
- Issued by
- Providence County, Rhode Island
About this file
Vendor Response Matrix for Rhode Island eProcurement System RFI
This document is a Vendor Response Matrix template issued by the State of Rhode Island, Division of Purchases, for responding to Request for Information (RFI) RFI27006871 regarding a comprehensive eProcurement system procurement. The matrix requires vendors to complete detailed responses across eight primary functional areas: Strategic Sourcing (covering template management, solicitation creation, posting, vendor response submission, opening/evaluation, award processes, and general functionality), Contract Management, Vendor Management, Technical Capabilities, Reporting/Audit Trail, Implementation Strategy, System Administration, and eProcurement Vendor Qualifications. Vendors must indicate whether each specified function is available as "Yes," "No," or "Other," and select the configuration type from options including Available Out of the Box - Standard, Available Out of the Box - Configurable, Simple Customization, Medium Customization, Complex Customization, Requires Third Party/Partner Solution, or Other. The matrix includes specialized requirements for Rhode Island Department of Transportation (RIDOT) functionality, such as Blue Book catalog management, sub-quantity management for multi-project allocations, and integration with RIDOT project management and ERP systems.
The response matrix mandates that vendors address technical requirements including FedRAMP Moderate authorization alignment with NIST SP 800-53 Rev. 5, SOC 1 or SOC 2 attestation, WCAG 2.1/2.2 AA accessibility compliance, 99.9% uptime SLA during business hours, and specific integration capabilities with Workday ERP systems. Vendors must provide comprehensive details on implementation timelines including data migration, training plans for both vendors and state users, product support approaches, help desk procedures with escalation processes, and a five-year product roadmap. Additionally, vendors are required to submit references of public-sector government entities with successful implementations, including state/entity names, implementation types, modules deployed, integration details, contract award dates, go-live dates, implementation duration in months, and approximate user and vendor counts. The matrix also requests vendor qualifications, organizational background in eProcurement for government entities, product innovations, and identification of risks and benefits for the State's consideration.
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Instructions
| Instructions | Please complete the VENDOR RESPONSE Tab. |
| Please complete all fields except cells in grey that are not required for response. | |
| Columns | Definitions/Actions |
| RFI Section | Reference Only - See RFI Document - Section B. A. |
| RFI Subsection | Reference Only - See RFI Document - Section B. A. |
| RFI Specification ID | Reference Only - See RFI Document - Section B. A. |
| Specification | Reference Only - See RFI Document - Section B. A. |
| Function Available (Yes/No/Other) | Vendor Response Required - Dropdown selection of Yes, No or Other. If Other is selected, provide detail in the Vendor Response field |
| Configuration (select one) | Vendor Response Required - Dropdown selection. If Other is selected, provide detail in the Vendor Response field. Definitions are: |
| Available Out of the Box - Standard= standard available function | |
| Avaiable Out of The Box -Configurable = achieved through admin tools and parameter settings, no custom code or separate maintenance branch. | |
| Simple Customization = minor scripts/extensions with no change to core data model or workflows | |
| Medium Customization = new workflows, data structures, or integrations requiring dedicated projects. | |
| Complex Customization = significant core modifications or new modules with higher risk and separate upgrade impact. | |
| Requires Third Party/Partner Solution = Requires use of additional software outside of eProcurement offering with outside vendor/partner | |
| Other (specify in Vendor Response field) | |
| Vendor Response | Vendor Response Required - Provide details on the funcionality specified. |
VENDOR RESPONSE
| RFI Section | RFI Subsection | RFI Specification ID | RFI Specification | Function Available (Yes/No/Other) | Configuration (Select One) | Vendor Response |
| Strategic Sourcing | Template Management | 1.a.i | Creation and maintenance of reusable solicitation templates by solicitation type (e.g., RFP, RFQ, RFI). | |||
| Strategic Sourcing | Template Management | 1.a.ii | Creation and maintenance of a repository of reusable clauses, questionnaires, established line items, and standard documents. | |||
| Strategic Sourcing | Template Management | 1.a.iii | Automatic or user-selected application of templates/repositories during solicitation creation. | |||
| Strategic Sourcing | Template Management | 1.a.iv | Version control and security for template management. | |||
| Strategic Sourcing | Creation | 1.b.i | Creation of line item-based, document-based, or hybrid solicitations. | |||
| Strategic Sourcing | Creation | 1.b.ii | Support for sealed bidding, including single-envelope and dual-envelope (technical and cost) proposal submissions. | |||
| Strategic Sourcing | Creation | 1.b.iii | Attachment of solicitation documents and incorporation of content from the template repository. | |||
| Strategic Sourcing | Creation | 1.b.iv | Configuration of solicitation timeframes, including posting dates, opening dates, closing dates, and Question & Answer periods. | |||
| Strategic Sourcing | Creation | 1.b.v | Public visibility of all solicitation opportunities. | |||
| Strategic Sourcing | Posting | 1.c.i | Addenda Management – Ability to adjust dates and times; manage attached documents; modify line items; make other changes as needed. Ability to send notices to vendors, collect vendor addenda acknowledgements (as applicable), update the public solicitation website, and track version history. | |||
| Strategic Sourcing | Posting | 1.c.ii | Question and Answer Management – Ability for vendors to submit questions and for the State to respond electronically within the system. | |||
| Strategic Sourcing | Vendor Response Submission | 1.d.i | Ability to search and view solicitation summary and details on active and historic opportunities upon logging into the vendor record. | |||
| Strategic Sourcing | Vendor Response Submission | 1.d.ii | Electronic proposal and/or line-item response capabilities. | |||
| Strategic Sourcing | Vendor Response Submission | 1.d.iii | Ability to upload attachments. | |||
| Strategic Sourcing | Vendor Response Submission | 1.d.iv | Acknowledgment of required clauses, addenda, questionnaires, and/or documents before submission is allowed. | |||
| Strategic Sourcing | Opening/Evaluation | 1.e.i | Electronic solicitation opening process, including downloads of all vendor response documentation and sealed file management for two-envelope solicitations. | |||
| Strategic Sourcing | Opening/Evaluation | 1.e.ii | Secure access to submitted vendor responses. | |||
| Strategic Sourcing | Opening/Evaluation | 1.e.iii | Sharing of vendor proposal responses with authorized evaluators (internal and/or external users). | |||
| Strategic Sourcing | Opening/Evaluation | 1.e.iv | System-generated bid tabulation process for line-item based solicitations. | |||
| Strategic Sourcing | Award | 1.f.i | Ability to select one or more vendors for award. | |||
| Strategic Sourcing | Award | 1.f.ii | For line-item based solicitations, functionality to award partial, split, or all line items. | |||
| Strategic Sourcing | Award | 1.f.iii | Describe how the award process is linked to vendor management, including any requirements for award transition. | |||
| Strategic Sourcing | General Functionality | 1.g.i | Describe internal views and navigation for buyers and vendors. | |||
| Strategic Sourcing | General Functionality | 1.g.ii | Describe supported file sizes and file types. | |||
| Strategic Sourcing | General Functionality | 1.g.iii | Describe the public-facing procurement portal/website, including searchable active and historic solicitation opportunities and ability to connect to the State's Purchases website, www.ridop.ri.gov. Example of current site: https://ridop.ri.gov/vendors/bidding-opportunities. | |||
| Strategic Sourcing | General Functionality | 1.g.iv | Solicitation Notices – Ability to post public notices at various solicitation stages, including attachments. | |||
| Strategic Sourcing | General Functionality | 1.g.v | Cancellation of solicitations. | |||
| Strategic Sourcing | General Functionality | 1.g.vi | Describe any additional related functionality. | |||
| Strategic Sourcing | RIDOT | 1.h.i.a | Management of RIDOT “Blue Book” catalog of line items, https://www.dot.ri.gov/business/bluebook/index.php including import, maintenance, versioning, and updates. | |||
| Strategic Sourcing | RIDOT | 1.h.i.b | Sub-quantity management for allocating contract quantities across multiple projects, funding sources, or work activities. | |||
| Strategic Sourcing | RIDOT | 1.h.i.c | Configurable additional line-item fields for tracking funding allocations, funding percentages, improvement types, project identifiers, or other agency-specific attributes. Fields can also trigger additional workflow approvers if a percentage threshold is exceeded. | |||
| Strategic Sourcing | RIDOT | 1.h.ii | Solicitation draft limited access and approval workflows managing access for designated teams. | |||
| Strategic Sourcing | RIDOT | 1.h.iii | Reports – Additional standard/custom reports such as Line-item historical average price, Item history, etc. | |||
| Strategic Sourcing | RIDOT | 1.h.iv | Integrations and/or standard/custom reports of resulting award line-item data that support full data import to RIDOT project management software systems and/or RIDOT ERP instance. | |||
| Contract Management | Contract Management | 2.a | Create a contract record transitioned from an awarded solicitation and/or create a new stand-alone contract record. | |||
| Contract Management | Contract Management | 2.b | Addenda Management - ability to adjust dates; manage attached documents, modify line items, other changes as needed. Ability to send notice(s) to vendors and updates to the public contracts website. Track versioning and history. | |||
| Contract Management | Contract Management | 2.c | Attachment of contract documents and incorporation of content from the template repository such as reusable clauses. | |||
| Contract Management | Contract Management | 2.d | Display awarded/qualified vendor(s) names and contact information in a prominent location for ease of visibility, linked to applicable vendor’s profile for current information. | |||
| Contract Management | Contract Management | 2.e | Website – Describe your search functionality including filter capabilities of all active and historic contract records, available for public view and ability to connect to the State’s Purchases website, www.ridop.ri.gov. Example of current site: https://ridop.ri.gov/ocean-state-procures-osp/contract-board. | |||
| Vendor Management | Vendor Management | 3.a | Describe the vendor registration template configuration process for registration, account/profile and state validations/certifications and their use by vendors and state supplier management team. | |||
| Vendor Management | Vendor Management | 3.b | Describe if this is a single or multi-tenant instance. If it’s a multi-tenant environment, do vendors register once or twice? | |||
| Vendor Management | Vendor Management | 3.c | Available profile statuses and level of permitted interactions. Ex., ability to allow or deny submission of solicitation proposal responses based on status. | |||
| Vendor Management | Vendor Management | 3.d | Ability for the State and/or vendors to update profile data with re-validation as applicable. | |||
| Vendor Management | Vendor Management | 3.e | Ability to apply a vendor diversity qualification(s) and where it is viewable throughout the system. | |||
| Vendor Management | Vendor Management | 3.f | Vendor view of their profile for data management and interface of solicitations for potential proposal submissions. | |||
| Technical Capabilities | Technical Capabilities | 4.a | Describe environments available for live and test data sets. | |||
| Technical Capabilities | Technical Capabilities | 4.b | Describe utilization of COTS, customizations, and enhancements. | |||
| Technical Capabilities | Technical Capabilities | 4.c | The SaaS solution must maintain Federal Risk and Authorization Management Program (FedRAMP) Moderate authorization, aligned with National Institute of Standards and Technology SP 800-53 Rev. 5, including MFA, FIPS-validated encryption, continuous monitoring, vulnerability management, incident response, and documented security governance. | |||
| Technical Capabilities | Technical Capabilities | 4.d.i | SOC 1 or SOC 2 Attestation. | |||
| Technical Capabilities | System Security Plan | 4.d.ii.1 | Is the solution restricted to any HW/SW platforms? | |||
| Technical Capabilities | System Security Plan | 4.d.ii.2 | Is the solution WCAG 2.1/2.2 AA compliant? | |||
| Technical Capabilities | System Security Plan | 4.d.ii.3 | Can a Voluntary Product Accessibility Template (VPAT) be submitted? | |||
| Technical Capabilities | System Security Plan | 4.d.ii.4 | Describe how your product supports accessibility. | |||
| Technical Capabilities | System Security Plan | 4.d.ii.5 | Describe your product’s forward-looking roadmap and evolution over the past 5 years. | |||
| Technical Capabilities | System Security Plan | 4.d.ii.6 | Describe your solution’s approach to integrations. | |||
| Technical Capabilities | System Security Plan | 4.d.ii.7 | Describe your solution’s approach to system access – MFA, SSO | |||
| Technical Capabilities | Technical Capabilities | 4.e | Describe how AI is leveraged in your eProcurement solution, if applicable. Is this feature standard, configurable or optional? Is there an additional cost for this feature (NOT to specify actual cost)? | |||
| Technical Capabilities | Technical Capabilities | 4.f | State needs to maintain a 99.9% system uptime especially during business hours, describe your process and SLAs. Provide performance metrics on active implementations. | |||
| Technical Capabilities | WorkDay ERP Integrations | 4.g.i | Describe if your system can specifically accommodate integrations with WorkDay ERP. Specify: | |||
| Technical Capabilities | WorkDay ERP Integrations | 4.g.i.1 | whether integration is reusable or bespoke. | |||
| Technical Capabilities | WorkDay ERP Integrations | 4.g.i.2 | whether integration is native/standard connector, configurable integration toolkit, or custom build. | |||
| Technical Capabilities | WorkDay ERP Integrations | 4.g.ii | If applicable, indicate any projects with Workday integrations: client name, Workday version, integration scope (requisitions, POs, contracts, suppliers). | |||
| Reporting/Audit Trail | Reporting/Audit Trail | 5.a | Describe your solution’s reporting capabilities including canned, ad hoc, and support for external. | |||
| Reporting/Audit Trail | Reporting/Audit Trail | 5.b | Describe your audit trail management including standard logged entries and adhoc manual entries with ability to upload attachments. | |||
| Implementation Strategy | Implementation Strategy | 6.a | Describe the elements of a successful implementation plan. | |||
| Implementation Strategy | Implementation Strategy | 6.b | Describe a typical implementation timeline including migration of data from the existing system(s). | |||
| Implementation Strategy | Implementation Strategy | 6.c | Describe your implementation model of resourcing of your product team or utilization of a System Integrator and if single or multi tenant. | |||
| Implementation Strategy | Implementation Strategy | 6.d | Describe your release approach, including frequency, testing strategies, quality assurance and how configurations/customizations survive releases. | |||
| Implementation Strategy | Implementation Strategy | 6.e | Describe a communication and training plan for vendors and internal state procurement users. | |||
| Implementation Strategy | Implementation Strategy | 6.e.i | Define your training materials that are consistently made available with the initial implementation plan and each release to include how they are coordinated with state resources. | |||
| Implementation Strategy | Implementation Strategy | 6.f | Describe your approach to product support. | |||
| Implementation Strategy | Implementation Strategy | 6.g | Describe your help desk procedures for vendors and state users on technical issues. Include escalation processes for high priority/critical issues. | |||
| System Administration | System Administration | 7 | Describe your system administration functionality for User Management, Organization Structure, Template Management, System Settings, other. | |||
| eProcurement Vendor Qualifications | eProcurement Vendor Qualifications | 8.a | Describe your capabilities and background of your organization as it relates to the eProcurement software solutions for public-sector, government entities. | |||
| eProcurement Vendor Qualifications | eProcurement Vendor Qualifications | 8.b.i-ii | Provide list of public-sector, government entities you have successful implementations with, to include: i. i. | State/Entity name, type of implementation (replacement vs new eProcurement system), modules implemented (sourcing, contracts, vendor management, transportation, reports or other), system/ERP integrations; ii. ii. | Timeline - Contract award date, go live date for core sourcing, total implementation duration (months), approximate number of users and vendors. | |
| eProcurement Vendor Qualifications | eProcurement Vendor Qualifications | 8.c | Describe your product innovations to date and future plans. | |||
| Insights | Insights | 9.a | Additional information regarding the items outlined above. | |||
| Insights | Insights | 9.b | Additional or modified system capabilities the State should be aware of. | |||
| Insights | Insights | 9.c | Risks and benefits the State should consider. | |||
| Insights | Insights | 9.d | Other relevant information pertaining to this RFI. |
Sheet2
| Yes | Available Out of the Box - Standard |
| No | Available Out of the Box - Configurable |
| Other (specify in Vendor Response field) | Simple Customization |
| Medium Customization | |
| Complex Customization | |
| Requires Third Party/Partner Solution | |
| Other (specify in Vendor Response field) |
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