RFP 26-149 QA Addendum 1 FINAL.docx

This ADDENDUM 1 (this “Addendum”), dated July 9, 2026 is being issued to Respondents of the referenced RFP 26-149 Workday Marketplace Certified Service Partner (On-Demand Support Services) (the “RFP”), and serves to modify or clarify, as applicable, the following information in the RFP.

Questions and Answers Question 1

Could you provide additional clarification regarding the delivery model envisioned for this RFP? Specifically, should respondents assume a staff augmentation approach, where resources are supplied to fill roles and execute work directed by the client, a deliverables-based engagement model with vendor accountability for execution, or a combination of both? If a hybrid approach is anticipated, guidance on the expected balance between these models would be appreciated.

Answer 1

Deliverables-based engagement model.

Question 2

Is there an incumbent VMS (e.g., Fieldglass) the vendor must integrate with?

Answer 2

No, Workday based.

Question 3

Scope – Who is performing Workday-related services for Roswell today?

Answer 3

Roswell Park is completing in-house today.

Question 4

On what date did Human Capital Management (HCM) Go Live at Roswell? How/where is it being utilized today?

Answer 4

Implemented 2021; HCM (Core HCM, Benefits, Talent, Compensation, Onboarding, Absence, Performance), Payroll, Learning , Recruiting, Time Tracking.

Question 5

On what date did Finance and Grants Management Go Live at Roswell? How/where is it being utilized today?

Answer 5

Implemented 2021; FIN (Core Accounting, Projects, Expenses, Treasury, Business Assets, Budgets, Customer Accounts/Billing, Misc Payments, Core Accounts Payable)

Grants Management implemented in Jan 2026 and is currently utilized in Workday for grant award setup and maintenance, grant financial management, reporting, and budget tracking.

Question 6

On what date did Supply Chain and Procurement Go Live at Roswell? How/where is it being utilized today?

Answer 6

Implemented 2021; Procurement, Inventory, Strategic Sourcing, Mobile

Question 7

How many Integrations and Reports are in place?

Answer 7

There are approximately 250 integrations and approximately 2300 custom reports.

Question 8

How many security roles are in place, and their complexity?

Answer 8

Approximately 176 role based security groups, 120 user based security groups. Security Groups are of varying complexities.

Question 9

What Extend applications are being used today?

Answer 9

None

Question 10

What are Roswell’s Staffing & Resource Model expectations (i.e., turnaround time)?

Answer 10

Roswell Park's staffing and resource expectations are outlined in Section 1.4.3 Staffing & Resource Model of the RFP. Vendors should describe their typical lead times, resource availability, ability to support short-notice requests, capacity to manage concurrent assignments, onboarding approach, and overall responsiveness for both planned and unplanned Workday support needs. Roswell Park will evaluate each vendor's proposed staffing model and ability to meet these requirements.

Question 11

What are Roswell’s Delivery Model expectations (i.e., turnaround time)?

Answer 11

Roswell Park's delivery model expectations are outlined in Section 1.4.4 Delivery Model of the RFP. Vendors should describe their approach to testing, cutover planning, hypercare support, post-go-live support, issue escalation, documentation, knowledge transfer, change management, and support for concurrent and evolving Workday initiatives. Roswell Park will evaluate each vendor's proposed delivery methodology, scalability, and ability to support project timelines and operational needs.

Question 12

Please share Workday Roadmap for next 5 years (planned implementations); release management approach.

Answer 12

No major implementation planned in the next 5 years, functionality released is prioritized individually by each functional area. Cross functional and automatically available items are reviewed together.

Question 13

Can you share requirements for NY Shield?

Answer 13

The New York SHIELD Act is referenced in Section 1.4.11.a of the RFP. Vendors are expected to confirm compliance with all applicable laws and regulations governing the security, accuracy, and privacy of data, including the New York SHIELD Act where applicable. As part of their response, Vendors should identify all applicable laws and regulations to which they are subject and describe their compliance posture. The specific requirements of the New York SHIELD Act are established by New York State law and are not separately detailed within this RFP.

Question 14

What is the current ticket volume (month) and backlog?

Answer 14

On average 25 per month with a minimal backlog.

Question 15

What percentage of tickets are break-fix vs. enhancements?

Answer 15

There are more enhancements than break-fix tickets.

Question 16

How is Roswell prioritizing enhancements?

Answer 16

Based on end user impact.

Question 17

What modules are purchased, but have not been implemented?

Answer 17

Workday Extend, Cloud Connect Learning

Question 18

What Strategic Initiatives depend on Workday over the next 3-5 years?

Answer 18

Vendors should assume the selected partner may be called upon to support a variety of ongoing Workday-related activities over the term of the agreement, including implementation support, optimization, configuration, integrations, reporting, testing, upgrades, enhancements, and other operational or strategic initiatives as business needs evolve. Vendors should describe how their organization can provide flexible, scalable support across a broad range of Workday services.

Question 19

We have had previous discussions with Roswell Park about our Bill of Materials application which is built natively on Workday. Given that the RFP appears focused on managed services, I wanted to confirm what Roswell Park is looking for — is the org evaluating both the Bill of Materials application and managed services as part of this solicitation, or is the scope limited to consulting support?

Answer 19

The RFP is unrelated to the bill of materials app. We issued the RFP for keeping standalone Workday consulting services on retainer should we need staffing augmentation. No RFP on the BOM app has been issued.

Question 20

Are there any user adoption challenges?

Answer 20

No user adoption challenges on Workday adoption planning.

Question 21

Can you describe your internal Workday support team structure, including number of FTE’s, and how it supports your business stakeholders?

Answer 21

Decentralized model with tiered governance supporting each functional area for a total of 13 FTEs.

Question 22

Is there an incumbent Services Integrator in place today, and if so, what gaps or evolving needs are leading you to revisit this support structure?

Answer 22

No

Question 23

Does ROSWELL PARK believe it is leveraging all Workday modules to their full potential?

Answer 23

Each functional area continuously monitors functionality for potential enhancements.

Question 24

Are there any challenges or pain points today in the current Workday setup, including data and analytics or integrations?

Answer 24

Roswell Park is currently monitoring pain points today and will seek vendor assistance as needed.

Question 25

Are there any Workday solutions, owned but not deployed as referenced in Section 1.4.2F?

Answer 25

Workday Extend and Prism.

Question 26

Does Roswell Park have a defined roadmap that can be shared?

Answer 26

Items are captured in an adoption planner, functionality released is prioritized individually by each functional area. Cross functional and automatically available items are reviewed together.

Question 27

Do you use Workday’s Success plans?

Answer 27

Yes

Question 28

What is the potential start date of the engagement?

Answer 28

Ad hoc requests will define the start date.

Question 29

What are your objectives over the next 1-3 years with an AMS partner?

Answer 29

Work through ad hoc requests as needed.

Question 30

Which Workday modules and technical areas (e.g., integrations, reporting, security) require the most post‑production support today?

Answer 30

HCM, Security, Reporting

Question 31

What outcomes must this post‑production support model deliver in the next 12–24 months for the business to consider it successful?

Answer 31

Understanding the business challenge, conversion to production, consultant knowledge, and success of end result.

Question 32

What areas of Workday could your employees utilize more effectively?

Answer 32

To be determined for certain project requests.

Question 33

Please confirm if the internal team at ROSWELL PARK handles the monitoring of integration events.

Answer 33

Yes

Question 34

Please confirm if the AMS vendor will be solely responsible for Release Management- including regression testing, impact analysis, and change management.

Answer 34

No

Question 35

Please provide a historical ticket breakdown by Workday support area or “category type”: (Enhancements, project work, updates to existing configuration).

Answer 35

On average 25 tickets per month with enhancements making up the majority.

Question 36

Please provide historical hours usage from the current AMS partner.

Answer 36

Not Applicable

Question 37

Can Roswell Park provide details on its current Workday footprint? Specifically, which modules are currently live, which are in implementation, and are there any planned product extensions or module rollouts during the initial contract term?

Answer 37

All modules as listed in section 1.4.2.f are live except for Prism and Workday Extend.

Question 38

Section 1.2 mentions "AI related support and enablement." Could Roswell Park elaborate on its specific goals or expectations regarding Workday AI/ML features (e.g., specific use cases, recruiting features, or predictive analytics)?

Answer 38

AI to be reviewed and implemented as needed.

Question 39

The RFP states that Roswell Park does not guarantee a minimum volume of work and may use a multi-vendor model. How will work assignments be distributed among the selected vendor pool? Will there be a mini-bid/RFP process for individual projects, or will assignments be handed out based on immediate availability?

Answer 39

Consultants will be interviewed from selected vendors.

Roswell Park will:

· Award to one or multiple Vendors

· Engage Vendors on an as-needed basis

· Select Vendors per assignment based on project-specific requirements

Question 40

Section 1.4.3(f) asks how a vendor would onboard and get up to speed without a retainer. Will Roswell Park provide compensated onboarding hours for consultants to learn Roswell Park's specific tenants, business processes, and integrations prior to taking on active tickets/projects?

Answer 40

Roswell Park does not anticipate providing compensated onboarding or retainer-based hours solely for the purpose of becoming familiar with Roswell Park's Workday environment, business processes, tenants, or integrations. Vendors should address, as part of their response to Section 1.4.3.f, how they would efficiently onboard resources and become sufficiently familiar with Roswell Park's environment to support work on an as-needed basis without the benefit of a standing retainer. Any services performed would be subject to the applicable statement of work, work order, or other mutually agreed engagement mechanism.

Question 41

Section 1.4.5(b) asks if all data will remain stored exclusively within the US, and 1.4.5(c) asks about offshore resources. Does Roswell Park strictly prohibit the use of offshore or nearshore resources for after-hours support, configurations, or coding, even if data access is restricted via secure virtual desktop infrastructure (VDI)?

Answer 41

Roswell Park does not categorically prohibit the use of offshore or nearshore resources. However, any proposed use of offshore or nearshore resources must be clearly disclosed in the proposal and will be subject to Roswell Park's review and approval. Vendors must comply with all applicable security, privacy, and data protection requirements, including maintaining Roswell Park data within approved locations and implementing appropriate administrative, technical, and physical safeguards. Where offshore resources are utilized, vendors should describe the controls in place to prevent unauthorized access, use, transmission, storage, or disclosure of Roswell Park data, including access controls, MFA, encryption, endpoint security, monitoring, and data handling procedures.

Question 42

Is Roswell Park’s Workday tenant currently configured with data masking or scrambling in the sandbox/test environments to protect Protected Health Information (PHI) during vendor configuration and testing?

Answer 42

Data masking

Question 43

Section 1.3.7 requires time tracking in 0.25-hour increments. Does Roswell Park have a preferred time-tracking system that consultants must log into, or should the vendor track this internally and provide it itemized on monthly invoices?

Answer 43

The vendor should track and provide an itemized monthly invoice.

Question 44

Section 3.4 requires Quarterly EEO Compliance Reports to be submitted by the 10th day following each quarter. Will Roswell Park provide a standardized template for this workforce employment utilization report?

Answer 44

Yes, a template will be provided to the awarded Vendor(s).

Question 45

What is the approximate monthly ticket and case volume Roswell Park currently handles for Workday support? What has been the historical breakdown between configuration changes, reporting requests, integrations, and break/fix work?

Answer 45

On average 25 tickets per month with enhancements making up the majority.

Question 46

Does "on-demand support" include Workday release management — specifically regression testing and feature activation decisions related to bi-annual updates — or is that handled by internal staff or a separate vendor?

Answer 46

Dependent on release item, typically this is maintained by internal staff.

Question 47

Are integration touchpoints (e.g., Epic, payroll processors, benefits carriers) in scope for troubleshooting and support, or only pure Workday-side issues?

Answer 47

Yes

Question 48

Is there a current vendor providing Workday support? If so, will there be a formal knowledge transfer period, and will that vendor be required to cooperate in the transition? Will Roswell Park provide access to existing documentation — including tenant design decisions, business process configurations, and integration specifications — at contract start?

Answer 48

Not Applicable

Question 49

What is the expected timeline for provisioning Workday tenant access to consultants following contract award? Are there specific background check, credentialing, or training requirements — such as HIPAA certification or NYS-specific requirements — that consultants must complete prior to access being granted?

Answer 49

Workday tenant access will not be provisioned at contract award. Access will be granted as needed when a Vendor is engaged for a specific project, initiative, or support request.

Prior to access being granted, Respondents should be prepared to demonstrate that personnel assigned to Roswell Park engagements have successfully completed pre-employment background checks and receive regular security awareness training (at least annually). Additional access, security, privacy, or project-specific requirements may be communicated at the time of engagement based on the nature of the work being performed.

Question 50

Will vendors be required to work exclusively within Roswell Park's VDI or remote access environment, or may work be performed from a vendor-managed secure system that meets equivalent security standards?

Answer 50

Vendors will not be required to work exclusively within Roswell Park's VDI or remote access environment. Work may be performed from a vendor-managed secure environment, provided the vendor's security controls meet or exceed Roswell Park's applicable security requirements. Respondents should describe their security architecture, access controls, endpoint management, monitoring, encryption, and other safeguards as part of their proposal.

Question 51

What are the SLA expectations for ticket resolution by severity tier, and are there financial penalties associated with SLA misses?

Answer 51

Not applicable

Question 52

Does Roswell Park expect 24/7 on-call availability for Severity 1 issues, or is after-hours support limited to specific business-critical events such as payroll or open enrollment processing?

Answer 52

Not applicable image1.jpeg