Amendment 2-dated 10-19-2020 FE.pdf

P R I N C E T O N P L A S M A P H Y S I C S L A B O R A T O R Y 1 0 0 S T E L L A R A T O R R D . • P . O . B O X 4 5 1 • P R I N C E T O N • N J • 0 8 5 4 3

AMENDMENT 2

Questions Asked / Answered

RFP_20_073 ERP Software (SaaS)

Date: October 19, 2020

Proposals Due by Monday November 6, 2020 4:30 pm EST

Questions Asked/Answered through October 12, 2020 question session period.

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Question no.

Solicitation Document and

Section Number/Header

Solicitation Paragraph or Sentence Narrative

Question Answer

General Question General Question

Will the supplier/contractor(s), including its subcontractors selected to provide the software solution under RFP_20_073, be precluded from bidding on the solicitation for Systems Integration support services for the new solution? Will firms who participate in this Supplier selection RFP be precluded from participating in the Systems Integration RFP? No

General Question General Question

Is PPPL looking for an integrated ERP and Supply Chain System or would PPPL have interest in a Supply Chain/eProcurement solutions that can easily integrate with any existing ERP or system?

PPPL is looking for an integrated ERP and Supply Chain System.

General Question General Question

Will PPPL consider providing suppliers a two-week extension? No

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General Question General Question

There are many implementation support roles in the SOW that the software supplier is asked to fill, which are typically filled by systems integrators rather than software suppliers. Will PPPL consider clarifying or removing the requirement for the software supplier to provide implementation support? Or, will PPPL allow software suppliers to describe the roles they typically play in the various implementation phases as the response, rather than requiring suppliers to commit to the roles as outlined by PPPL?

Throughout the course of the implementation, the supplier of the software SaaS would participate in a number of activities the RFP has identified. The software supplier may use Attachment 8 – PPPL – Implementation and Support Requirements to agree to/comment on these roles. If there are any additional activities/roles, the supplier of the software SaaS should clarify and describe.

RFP Section III, Part I (d); Part II (I (v))

PPPL Supplier Qualifications and Reference Workbook (Attachment 9)

During the pre-proposal conference, PPPL stated that RFP 20-073 is only a request for the licensing aspect of its initiative to replace the current Financial and Supply Chain business systems and does not include implementation. Can PPPL confirm that it wants the Original Equipment Manufacturer (OEM) to provide responses to Attachment 9 - Supplier Quals and References, which requires identifying resources for the implementation and a descriptive narrative for past implementations?

The supplier of the software SaaS should give responses to Attachment 9 - Supplier Qualifications and References. Please reference Section III - Instructions for Proposal Preparation, Part I, d.

RFP Section III, Part I (g)

PPPL Implementation and Support Requirements (Attachment 8)

During the pre-proposal conference, PPPL stated that RFP 20-073 is only a request for the licensing aspect of its initiative to replace the current Financial and Supply Chain business systems and does not include implementation. Can PPPL confirm that it wants the Original Equipment Manufacturer (OEM) to provide responses to Attachment 8- PPPL Implementation and Support Requirements, which requires

The supplier of the software SaaS should give responses to Attachment 9 - Supplier Qualifications and References.

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RFP Section III, Part I (i)

PPPL Training Response Form (Attachment 11)

During the pre-proposal conference, PPPL stated that RFP 20-073 is only a request for the licensing aspect of its initiative to replace the current Financial and Supply Chain business systems and does not include implementation. Can PPPL confirm that it wants the Original Equipment Manufacturer (OEM) to provide responses to Attachment 11 – PPPL Training Response Form, which requires identifying a training plan/strategy, specifying the nature, functional area, and amount of training to be provided for the core project team, end users, and IT staff ?

The supplier of the software (SaaS) should provide responses to Attachment 11 – PPPL Training Response Form. Provide the Courses offered by the software SaaS software supplier either in-person or online. The System Implementer (SI) will fill out the same training response form for the training courses offered by them separately.

Attachment 8 -

PPPL -

Implementation and Support Requirements.

Section 1.0 Instructions and Section 2.0 Implementation and Support Requirements.

This attachment is requesting details responsibilities for the Offeror, SI, and PPPL. Per the Bidder Conference, this RFP is a Software only procurement. With this Software only procurement RFP, is PPPL expecting responses to address the responsibilities identified for the Offeror only and that the SI responsibilities will be addressed in the pending Implementation

RFP?

PPPL expects the responses to address the responsibilities identified for the Offeror only.

The SI responsibilities will be addressed in the pending Implementation RFP.

Attachment 9 - PPPL - Supplier Qualifications A. Resource Plan

Per the Bidder Conference, this is a Software only procurement. Please confirm that it Is PPPL expectation that the Supplier

The SOW is for software, supporting PPPL and the SI during the implementation, and support.

1 0 0 S T E L L A R A T O R R D . • P . O . B O X 4 5 1 • P R I N C E T O N • N J • 0 8 5 4 3 and Reference Workbook. A-9 - Supplier Qualification and References will only need to identify their proposed roles related to software procurement and support?

Complete Attachment 9 -- Supplier Qualifications and References accordingly.

Attachment 9 - PPPL - Supplier Qualifications and Reference Workbook. A-9 - Supplier Qualification and References

B. Project Team Profile, C.

Project Team Proposed ERP Technical Capacity, D. Project Team ERP system Functional Capacity, and E. Key Personnel Qualification and Experience

Per the Bidder Conference, this is a Software only procurement. Please confirm that it Is PPPL's expectation that the Supplier will provide the requested information for the resources that the Offeror will provide for software and not include resources that the SI will provide for implementation services.

Complete Attachment 9 - Supplier Qualifications and References for the Offeror resources only, and not the SI resources.

Section III.9 - Oral Presentations

Offeror participants should include all persons on the engagement team including the Engagement/Project/Program Manager and/or Director/Partner, but no more than five (5) persons who are knowledgeable of the RFP and and the response submitted by the Offeror's organization who are qualified to answer questions relating to the proposal.

Engagement/Project/Program Manager and/or Director/Partner are roles traditionally filled by systems integrators rather than SaaS suppliers. Additionally, with over 2000 functional requirements and nearly 1000 technical requirements, there will be more than 5 resources necessary to address the proposal and demonstrate the software. Would PPPL consider removing the limitation on the number of people allowed to participate in the demonstrations, and eliminate or clarify the expectation of an Engagement/Project/Program Manager and Director/Partner?

PPPL expects the project manager of this engagement and the program director for the government sector to attend the oral presentation, in addition to the functional and technical consultants. However, still keeping to no more than 5 for each demo section, at any given time.

Attachment 2 - Detailed PPPL Technical and Support Requirements

Instructions: 3. For any items noted as customizations, please include the complexity of the customization (VH, H, M, L) and the cost of customizations by process/functional area in your pricing response.

Software suppliers are not equipped to estimate the complexity of customizations or provide pricing for them, because the customizations are not provided by the software suppliers. Would PPPL consider eliminating the requirement for customization estimates on this

No. The software supplier should include where the software is not able to meet the requirement and to provide the extent where the solutions would need to be configured/modified (if any) to meet any customizations request. If the capability is being provided by a third party, provide the

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name of third party, module name and release number.

Attachment 1 Response Column

Some of the requirements allow free form entry of a response in the response column, while others have a drop-down menu with no values. It is acceptable for us to reformat the spreadsheet so that all allow free form entry or would PPPL prefer to reformat the spreadsheet?

Free form entry is allowed for column K 'Modules/System' and column L 'Offeror's Comments' only.

For the column J 'Response', if there are no drop down values, please use the one of the following values:

M: Requirement Met and Proposed (Delivered out of box or via configuration) C: Requirement Met and Proposed (Not delivered out of box, but can be met by custom development) T: Requirement Met and Proposed by Third Party Product N: Requirement Not Met with Proposal

Note:

1. PPPL only accepts 'T' response for third party product for Budget Planning related requirements.

2. All requirements that may be met by the future release of the product will be entered as 'N' for ‘Requirement Not Met with Proposal'.

However, PPPL strongly encourages Offerors to provide the official release date of the new feature in the Column I 'Offeror's Comments'.

Attachment 1 Integration with Bar Coding Device

Is PPPL interested in having suppliers include information about integrated third-party bar-coding partners, or is there already a barcoding solution that has been selected for use by PPPL? If one has been chosen, what is it?

PPPL does not have a bar coding system. The offeror may propose a bar coding system that has built-in integration with the proposed ERP Software (SaaS).

Section 1 - SOW

Project Timeline: "the supplier shall propose their

Project approach and timeline is typically developed by systems integrators in

PPPL expects that the software supplier has participated in numerous implementations of

1 0 0 S T E L L A R A T O R R D . • P . O . B O X 4 5 1 • P R I N C E T O N • N J • 0 8 5 4 3 implementation approach and timeline…Efforts for reducing double entries and data reconciliation between the two systems should be part of the proposed solution."

concert with their customers. What role does PPPL expect the software supplier --the respondent to this RFP -- to play in creation of project approach and timeline?

comparable size and complexity and can provide an anticipated/expected timeline.

Section 1 - SOW

1.3.1 Overview

"implementation support"

What role does PPPL expect the software supplier to play in implementation support?

Attachment 8- Implementation and Support details the expectations for the software supplier during implementation.

Section 1 - SOW

1.3.1 Overview "The Supplier

is defined as the sole party to the contract with PPPL and the sole point of contact between PPPL and the Supplier, who is accountable and responsible for the successful integration of all Solution components being proposed by the Supplier."

If a team of firms is bidding on this together - who is the "Supplier."

If a team of suppliers are bidding together for the software (SaaS), the team needs to determine which supplier within the team is the main 'Supplier' providing the software (SaaS). The Supplier providing the software (SaaS) will be the sole party to enter into any subcontract with PPPL and is the main point of contact that will be accountable and responsible for the software (SaaS).

Section 1 - SOW

1.3.1 Overview "The Supplier

is defined as the sole party to the contract with PPPL and the sole point of contact between PPPL and the Supplier, who is accountable and responsible for the successful integration of all Solution components being proposed by the Supplier."

Considering the second instance of "Supplier" is defined as being "accountable and responsible for the successful integration of all Solution components being proposed by the Supplier," is the second instance of "Supplier" a reference to the integrator?

See answer to question 18. This RFP is not asking for the supplier as the SI; but the supplier to provide the software (SaaS).

Supplier by definition will be the main point of contact to subcontract with PPPL for the software (SaaS).

Section 1 - SOW

1.3.3.1 Implementation

Preparation

These roles are typically filled by systems integrators rather than by software suppliers. Would PPPL consider clarifying or removing the requirement for the

The software SaaS supplier, as a requirement during the system implementation, should provide the appropriate persons related to the role requirements. The software SaaS supplier will be expected to participate and provide

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support to PPPL and the SI for the activities listed in section 1.3.3.1. If there are any additional activities/ roles, it should be provided in your proposal response related to the software SaaS.

Section 1 - SOW

1.3.3.2 Implementation

Support

These tasks are typically met by systems integrators rather than by software suppliers, with the exception of bug fixes and the infrastructure and software testing outlined in service agreements. Would PPPL consider clarifying or removing the requirement for the software supplier to provide implementation support?

The software SaaS supplier, as a requirement during the system implementation, should provide the appropriate persons related to the role requirements. The software SaaS supplier will be expected to participate and provide support to PPPL and the SI for the activities listed in section 1.3.3.1. If there are any additional activities/ roles, it should be provided in your proposal response related to the software SaaS.

Section 1 - SOW 1.3.3.3 Ongoing Service

Software suppliers typically have documented service agreements, which might meet most but not all of the specific requirements in this section. How should suppliers indicate which of these requirements are or are not met?

Section III-Instructions for Proposal Preparation; Part III, no. 2, offeror should include and identify any services agreements as outlined in this section. Also refer to Attachment 8 – PPPL – Implementation and Support outlining the detail expectation for the software supplier during the implementation.

Section 1 - SOW

5 Requirements "The Supplier shall… provide qualified personnel to meet PPPL's core requirements."

These roles are typically filled by systems integrators rather than by software suppliers. Would PPPL consider clarifying or removing the requirement for the software supplier to provide SMEs to the project?

Throughout the course of the implementation, the supplier of the software SaaS would participate in any number of activities that the SOW identifies. If there are any additional activities/roles, the supplier of the software SaaS should clarify and describe.

Section 1 - SOW Table no. 4 PPPL Business System Users

Of the 30 "heavy" users identified, can PPPL tell us how many use financials, how many use procurement, and how many use material service? What types of actions do the 550 light users take in the system? How many users are involved in creating budgets?

There are approximately 12 procurement users, 12 financial/budget users and 6 materials users. These numbers could grow by go-live.

The light users will be employees submitting requisitions and viewing assets assigned to them, and managers approving requisitions and reviewing departmental reports.

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Section 1 - SOW and Attachment 3 conversion items

"Utilizing delivered technology, the Supplier will be responsible for supporting the System Implementer loading of the data into the solution. In addition, the Supplier will be responsible for assisting PPPL with identifying problem areas within the legacy system data during data scrubbing and helping PPPL with data validation and cleansing.

Items to be converted have been detailed in Attachment 3 - PPPL Conversion Items.

The Supplier will support the System Implementer in the deliverable for data conversion which can be found in the ‘Milestone and deliverable’ section of this

SOW."

These tasks are typically done by systems integrators and their customers, without support from software suppliers. The role of the software supplier in conversion would typically be limited to the standard support of the application (providing the software as a service, providing documentation of the software, and responding to service requests and enhancement requests). Would PPPL consider clarifying or removing the requirement for software suppliers to support data conversion?

Attachment 3, 4, 5, 6, 7 are all for reference only; however, the software (SaaS) supplier would have to assist the SI throughout the implementation. The Supplier will support PPPL and the SI in the conversion of PPPL's information into the software.

Section 1 - SOW

5.2.12 Interface: "The

Supplier will be responsible for:

▪ Participating in workshops or meetings with the selected System Implementor, PPPL SME and IT staff at the Lab regarding interface requirements

▪ Identifying development approach for interfaces

▪ Mentoring PPPL staff at the

These tasks are typically done by systems integrators and their customers, without support from software suppliers. The role of the software supplier in integration would typically be limited to the standard support of the application (providing the software as a service, providing documentation of that software, and responding to service requests and enhancement requests). Would PPPL consider clarifying or removing the requirement for software suppliers to support integration design?

The software supplier should be able to describe how their software (SaaS) provides the necessary tools/capabilities that the System integrator would utilize in order to accomplish the necessary integrations to existing and future PPPL integration points.

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Lab through knowledge transfer"

Section 1 - SOW

5.2.13 ERP Application

Security "The additional Supplier's responsibilities include:

▪ Participating in workshops and meetings to verify and analyze PPPL’s security needs

▪ Recommending a security plan that provides a high-level overview of the security management process to be used for PPPL’s ERP solution

▪ Assisting in the validation of roles and profiles for all users of the solution based on PPPL’s security policies and procedures

▪ Providing assistance with the development of policy and procedures for security maintenance

▪ Supporting the System Implementor with the Implementation security roles and profiles

▪ Mentoring PPPL security staff at the Lab"

These tasks are typically done by systems integrators and their customers, without support from software suppliers. The role of the software supplier in security would typically be limited to the standard support of the application (providing the software as a service - including the security outlined in the service agreements, providing documentation of the software, and responding to service requests and enhancement requests). Would PPPL consider clarifying or removing the requirement for software suppliers to support security design?

The software supplier should be able to describe how their software SaaS provides the necessary tools/capabilities that the SI would utilize in order to accomplish the necessary security capabilities that PPPL requires during and post implementation.

Attachment 1 -

SOW

5.4 Project Management

Requirements

Software suppliers do not typically participate in the project management of individual implementations; all of the tasks in this section are typically performed by systems integrators. Would PPPL be open to removing or clarifying the requirements

Please describe how the software supplier will support the SI for the project management requirements.

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Attachment 1 -

SOW

5.6 Product Strategy:

"indicate... how such investments will directly benefit Nemours" What is 'Nemours'?

The word "Nemours" should be replaced with

"PPPL".

Attachment 1 -

SOW

6 Test and Inspection Requirements

Software suppliers do not typically participate in the testing and inspection of individual implementations, beyond what is described in their service agreements, nor do they provide certification of adequate testing. The tasks in this section are typically performed by system integrators and their clients. Would PPPL be open to removing or clarifying the requirements for the supplier's participation in testing and inspection?

No, we will not remove but clarify. It is important (you) the software supplier describe how you will ensure that the (SI) properly configured/implemented the software SaaS to perform as (you) the software supplier has indicated.

Attachment 1 - SOW 7.2 Key Personnel

The phrase "key personnel" typically indicates named resources whose resumes are included in an RFP as part of the evaluation process. Software suppliers do not typically provide key personnel - this is usually something asked of a systems integrator. Would PPPL be open to removing or clarifying the requirement for suppliers to provide key personnel?

Please provide resumes for the Senior Leadership and Account Executive that would be responsible for the PPPL account. For other roles, please provide resumes of staff that would typically support the account/implementation.

General Question General Question

What structural and process modernizations is PPPL considering along with the ERP replacement?

PPPL is open to the possibility of reengineering current business processes to take advantage of the software capabilities.

General Question General Question

Has PPPL considered tools that can help facilitate the process redesigning the Chart of Accounts for the future?

PPPL has begun considering COA redesign and will work with the SI to complete the design to best utilize the software's capabilities.

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General Question General Question

What is the current process to update cost centers, create new expense accounts, or other changes to data structures when routine changes take place ?

We have an offline, paper approval process for moving data from a closed project account to a new one. The current approval process has multiple levels. This process will be moved online in the new system.

General Question General Question How does PPPL approve, model and audit changes?

Please refer to the 'Audit Trail' section in Attachment 1-PPPL Functional Requirements for the detailed general requirements. Some of the functional areas may have special needs related to the 'audit'. Those 'audit' related requirements can be found under each module in Attachment 1.

General Question General Question

How does PPPL perform roll ups of data from your existing ERP for best use in budgeting or analytic (BI) applications

Currently, PPPL rolls up by project, from child projects to parent project. A child project has its own child project. We also roll up by account. We often budget at a higher level of account, while we spend at a lower level. Our current system only supports account roll-up, so we use project groups instead of project roll-up.

General Question General Question

When PPPL creates a new department or other structural reorganization, what process is followed to reorganize data to reflect organizational structure changes?

We have an offline, paper approval process for moving data from a closed project account to a new one. The current approval process has multiple levels. This process will be moved online in the new system.

General Question General Question

What policies does PPPL follow for Data Governance and what tools support governance efforts.

PPPL has internal policies associated with data access and controls and utilizes various tools that are used to control access and document approvals (Active Directory, service now, etc.).

General Question General Question

Please confirm which attachments are to be completed by the Offeror and returned with our proposal.

In the RFP, please refer to Section 3, Instructions for Proposal Preparation, 22 & 23.

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Attachment 1 - Functional Requirements

AP-055-00 - The system will provide the ability to generate a voucher payment interface file, and send it to Princeton Prime (PeopleSoft 9.2). The system will mark those vouchers sent to Princeton Prime for payment so that they will not be picked up by the next interface file.

Is PPPL interested in the ability to generate its own payments rather than sending an interface file to Princeton Prime?

PPPL is open to the possibility of reengineering current business processes to take advantage of the software capabilities.

Attachment 1 - Functional Requirements Projects

Does scope of the solution include the formulation of standard labor rates along with the calculation? Yes

41 Attachment 1 - Functional Requirements Projects

How often are the standard labor rates updates? Are there adjustments for differences in standard vs actual?

Standard labor rates can be updated as frequently as monthly. It is updated for various reasons, such as to keep up with merit increases and the mix of staff in the labor rate (aka hires/terminations).

Attachment 1 - Functional Requirements Projects

Should the solution track performance metric such as EVM, PV, BCWS, CV, BAC etc.. No

Attachment 1 - Functional Requirements Projects

Should the solution track performance metric such as EVM, PV, BCWS, CV, BAC etc.. Duplicate. See answer to question 43.

Attachment 1 - Functional Requirements

LD-022-00 - The system will provide the ability to identify a special group of employees, e.g., post-doctoral, whose labor distribution will be processed differently. For these employees, the system will have the ability to reduce the standard labor distribution dollar amounts How are special employees identified

The employee can be identified by any attribute assigned to an employee, such as job code, employee class, or pay class. PPPL will work with the SI to decide what is the best approach during the implementation.

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Attachment 1 - Functional Requirements PC-090-01 thru 04

These requirements are blank. Is this intentional? Yes

Attachment 1 - Functional Requirements

PC-047-00 The system will provide the capability to generate new standard (average) labor rates based on actual salaries for job code, or for a specific department and pay class, or for all department/pay class combinations that have been set up in the Labor Rate table

Are standard labor rates and average labor rates the same? Yes

Attachment 1 - Functional Requirements

PC-044-00 The system will have the ability to maintain a relationship between demographic attributes (such as department, pay class, job code, resource category and resource subcategory) and vacation-benefit-severance rates.

Is this relationship maintained and sent over from the payroll system or is it expected that the relationships will be maintained and calculated in the project costing system?

The relationship is expected to be maintained in the project costing system. No calculation is involved.

General Question General Question

It is noticed that you are using PeopleSoft modules and in the RFP one of the requirements was Robust Reporting capabilities, do you have insight on what is currently being used?

PPPL uses PeopleSoft queries and Cognos data warehouse for HR reporting only, via Princeton University's platform. PPPL uses Crystal Reports and Power BI for financial reporting now. PPPL intends to retire Crystal Reports when the new business system goes live.

Depending on the reporting capabilities

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General Question General Question

Can you estimate how much data there will be within the different systems and where it will be stored?

Assuming 'date' in the question is 'data', please see 'Table no. 5 - PPPL Data Matrix' in

SOW.

General Question General Question

How many users are you estimating this new solution will have?

Please see 'Table no. 4 – PPPL Business System Users' in SOW.

51 General Question General Question

Is PPPL interested in speaking with other labs with similar cases like Honeywell KCP, SLAC, Los Alamos, or Lawrence Livermore?

PPPL has and continues to collaborate/coordinate with other DOE Labs.

Reporting, Business Intelligence & Data Warehouse

– Ability to access data through industry standard tools

Reporting, Business Intelligence & Data Warehouse – Ability to access data through industry standard tools

Do you have a list of the current industry standard tools being referred to beyond what is mentioned in the RFP “Table 6 – PPPL Technical Environment”? No additional list is available.

Reporting, Business Intelligence & Data Warehouse

– Ability to integrate data contained within the system with forms

Reporting, Business Intelligence & Data Warehouse – Ability to integrate data contained within the system with forms

Can you provide additional details? Are these forms designed in a specific tool?

There is no specific technology currently being utilized.

54 General Question General Question What is your annual procurement spend on direct and indirect purchases?

If your fee structure is based on procurements please provide your fee structure schedule.

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Amendment 1, Section D re:

Section III Instructions for Proposal Preparation

Amendment 1, Section D re:

Section III Instructions for Proposal Preparation

In Amendment 1 to the solicitation, PPPL revised the minimum qualifications for experience providing SaaS solutions to government to 10 years for Financial, Budgeting OR Procurement. Few if any SaaS solutions for these functions in the government market space have been available for over 10 years; however, solution providers have been providing Financial, Budgeting and Procurement commercial off-the-shelf solutions to governments for decades. Requiring 10 years providing SaaS Financial, Budgeting or Procurement solutions to government customers may exclude many well-qualified solution providers from participating in this solicitation. We request that PPPL consider rewording this minimum qualification to ensure a range of qualified competitors for this program

For further clarification - The Offeror must have 10 years of experience with government clients and currently offer SaaS solution(s) in the areas of Financial, Budgeting or Procurement.

56 General Question 1.1.4

Integration with current business systems, if not native to the COTS itself is it acceptable that it be solutioned utilizing another third-party API/integration software(s)? Are there currently any of these API’s in place to be leveraged, if so what are they?

Third-party API/integration software will be considered but should be specifically identified in the response. No third-party tools are presently in place.

57 General Question Exhibit 1

There is a notation “Out: Project Labor, Budget, Costs” which seem contradictory to requirements 5.1.3 and 5.1.4, how should this be interpreted?

The 'In' and 'Out' refers to Great Plains, the current PPPL business system, as the starting point. The notation "Out: Project Labor, Budget, Costs" corresponds with the requirement no. INT027 in Attachment 4 - PPPL Interface Requirements.

58 General Question 1.1.2

Dashboards are you able to elaborate on what you would like to see on your dashboard? Are these the same

59a. Dashboards should be configurable based on the roles and responsibilities of the individual. 59b. No - they are different dashboards.

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59 General Question 1.2.2

If the implementation is to be sourced via a subsequent RFP what is the Supplier to address in this RFP in regards to approach and timeline? Is this implementation approach clause still applicable to the Supplier and this RFP? The concern would be if there is a difference/misalignment in approach from the Implementer it could cause issues/delays, that said should it not then be the Implementer that sets and leads the approach/timeline for the implementation?

PPPL expects that the software supplier has participated in numerous implementations of comparable size and complexity and can provide an anticipated/expected approach/timeline. The SI will provide the approach and timeline.

60 General Question 1.3.3.1

“Estimate PPPL’s effort for data extraction and conversion” - in order to not overlap duties or work against the implementation and in standard implementations it would be best practice suited that this is undertaken by the implementation team itself. I’d like to propose taking this out of the scope of work in this RFP for the Supplier.

Refer back to the opening sentence of this section, "Supplier shall support PPPL and the SI

61 General Question General Question

“Draft Project Management Plan” - I’d like to propose including Implementers as well in the review and finalization process. See answer to question no. 61

62 General Question 1.3.3.2 “Training” - How many of the “Heavy, Medium, Light” users will require training?

The initial training prior to the implementation will focus on the core project team.

63 General Question General Question

“Knowledge transfer to PPL Project Team” - Outside of the training requirements, what knowledge transfer do you anticipate? I would propose that the knowledge transfer be the responsibility of the Implementer.

Please refer to Attachment 8 - PPPL - Implementation and Support Requirements for PPPL expectations of roles.

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64 General Question 5.1.6

This section notes the current 1099 process, however, it does not specify any current requirements around 1099 for the system in this RFP. Is there a reporting or functional requirement here in regard to 1099?

Princeton University makes the actual AP payments for PPPL and handles 1099 reporting for PPPL. PPPL has very limited requirements related to 1099 reporting. Please refer to PO- 142-12 and PO-142 in Attachment 1 – Functional Requirements.

65 General Question 5.1.9

Does the requirement for shipping include shipping across company locations as well as shipping to external parties. Please specify the nature of shipping.

The shipping includes shipping to other company (employee) locations (minimal), but primarily to external parties.

66 General Question 5.2.8

What type of access will the “Light Users” require? Will the work in the system be transactional, for viewing, approving and or exporting purpose(s)? Please specify if possible.

Light Users (or casual users) are individuals that enter, view or approve business transactions in the system.

67 General Question 7.2

“Key Personnel '' - Is this requirement applicable to the Supplier in this RFP? The requirement states it is for the implementation itself and the outlined roles lend itself to an implementation team.

I’d like to propose removing this required staffing as section 1.3.3.2 outlines the support to be provided by the Supplier in regard to the implementation.

Please provide resumes for the Senior Leadership and Account Executive that would be responsible for the PPPL account. For other roles, please provide resumes of staff that would typically support the account/implementation.

68 General Question General Question

DOE policies, regulations, and procedures to comply to not outlined in this document that Supplier should be aware of?

Please refer to the Statement of Work (SOW)- Section 2, Applicable Documents, and Section II- Terms and Conditions for DOE policies, regulations and procedures. Also note, that you will find DOE policy/regulation-related requirements throughout the SOW document and its attachments.

69 General Question

5.4.1, 5.4.5, others - Description of previous implementations, implementation capabilities

We understand there will be a separate RFP for implementation services. For the purposes of this response, would PPPL like for Deltek to list specific suppliers in

Yes, please provide a list of specific suppliers that have been certified to implement your software SaaS.

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70 General Question

1.1.4, 5.1.4 - Interface with Princeton University PeopleSoft Time and Attendance Software

Is PPPL open to bringing Time Collection into ERP software and pushing that data to PeopleSoft Time and Attendance?

Time collection is currently out of scope;

however, PPPL is open to the possibility of reengineering current business processes to take advantage of the software SaaS capabilities.

71 PO-030-00

If a requisitioner does not specify an item ID on a requisition, the system will default the item category attributes to the item lines of the requisition on which the item category codes are specified. If a requisitioner makes a request by item ID, the system will default the item attributes to the item lines of the requisition.

Looking for more clarification and potentially a use case. Where would the category attributes default from?

Category attributes are part of the configuration of the item category. They will be loaded into the system as part of the initial setup.

72 PO-047-00

The system will provide the capability for the requisitioners to create eBuy requisitions via interacting directly with a subcontractor's website or a marketplace via the OCI (Open Catalog Interface) standard or punch out, which will:

Is there a list of subcontractor websites of interest to connect to day one? PPPL’s requirement states: The system will provide the capability for the requisitioners to create eBuy requisitions via interacting directly with a subcontractor's website or a marketplace via the OCI (Open Catalog Interface) standard or punchout, which will:

We are asking what subcontractor websites or marketplaces does PPPL want to connect to.

Yes, there is at least one website to connect to day one. Those subcontractor websites /marketplaces will be provided to the software (SaaS) supplier upon award.

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73 IM-023-03 FIFO

What drives the need to cost inventory using the FIFO or LIFO method?

Various inventory costing methods may be used.

All proposals are Due by November 6, 2020. This ends the question and answer session of RFP 20_073 ERP Software (SaaS).

This Amendment 2 must be signed and submitted with your proposal.

Sincerely, Cheryl Colan Procurement Specialist

Company Name:

Signature:

Name:

Title:

Date: