RFQ 2022-14 Clarifying Questions 1 V2 -Final.pdf
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- Attached to
- Sole Source- American Forests- Non-Profit
- Solicitation number
- S-62900-00003287
- Issued by
- Marion County, Oregon
About this file
This document is a set of clarifying questions and responses issued by CareOregon's Procurement Department in response to Request for Quotes (RFQ) #2022-14 for Finance Technology Roadmap Consulting Services. CareOregon seeks consulting services to assess and develop a comprehensive roadmap for its financial technology infrastructure. The project scope includes evaluating current financial systems and identifying opportunities for system consolidation, integration, and optimization across key modules including HR Management, Payroll, General Ledger, Accounts Payable, Procurement, Financial and Regulatory Reporting, Budgeting, Variance Tracking, and Forecasting. The project is expected to begin as soon as possible, with an anticipated timeline of three to six months for completion. Key stakeholders participating in the assessment include the Finance VP, Controller VP, Financial Reporting Director, Accounting Operations Director, FP&A Director, Line of Business Finance Director, Procurement Director, HR VP, Contracting VP, Information Systems VP, CFO, and COO. The work can be conducted remotely. Award is anticipated within four weeks of bid receipt.
CareOregon has established a not-to-exceed budget of $250,000 for the primary scope of work, though the organization is open to alternative fixed-fee pricing proposals. The optional additional services, if pursued, must be included within the total not-to-exceed budget of $250,000, though such services may extend beyond the initial three to six-month project window. Bidders are instructed to present fees separately for the primary scope and as add-on fees for each optional service. CareOregon currently operates approximately 10 to 12 disparate systems including UKG for payroll, SuccessFactors for hiring, Axiom for financial reporting and budgeting, Intacct for general ledger functions, and AvidXchange for accounts payable, with no existing ERP system in place. The assessment will not include physical materials, logistics, inventory functions, or CareOregon's data warehouse or claims systems, though other technology solutions that interface with finance functions will be considered.
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| File | Type | Posted |
|---|---|---|
| 2022 American Forests Sole Source Notice_FINAL.pdf |
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315 SW Fifth Ave, Portland, OR 97204 | 800-224-4840 | TTY 711 | careoregon.org - Page 1
George Marlton Procurement Director
Procurement Department 503-416-7646 Procurement@careoregon.org
REQUEST FOR QUOTES #2022-14
FINANCE TECHNOLOTY ROADMAP CONSULTING SERVICES
RESPONSE TO CLARIFYING QUESTIONS
June 14, 2022
Note that these are questions submitted by interested firms to the above referenced solicitation. The below answers are for clarification purposes only and in no way alter or amend the RFQ as published.
1. Are there financial modules that you don’t use currently that you’re actively looking to begin using in the future? We ask this question as it directly relates to the number of interview sessions we would include as part of our proposal.
Answer: Key modules include HR Management, Payroll, GL, AP, Procurement, Financial and Regulatory Reporting, Budgeting and Variance Tracking, Forecasting. Other things that we don’t do well, or that need to be considered include Allocations, What-If Forecasting, linking to our Contracting System. There might be other modules to consider but we’d have to talk about what those might be.
2. Are you including HR/Payroll functions as a part of this assessment? Again, we are asking as it would relate to our cost proposal.
Answer: Yes
3. Roughly how many people are you expecting to be part of this process? If you can break it down by Core Team members, Stakeholders for interviews, people in finance, people in HR/Payroll, that would be fantastic.
Answer: Key stakeholders would include Finance VP, Controller VP, Financial Reporting Director, Accounting Ops Director, FP&A Director, Line of Business Finance Director, Procurement Director, HR VP, Contracting VP, Information Systems VP, CFO, COO, Financial Project Manager. Core team members would be a subset of the above, along with a few frontline staff.
4. Is there any additional information that you think is pertinent that may have been excluded from the RFQ?
Answer: see other responses to this question set
5. Can this project be conducted remotely? If no, what is CareOregon’s preference for the ratio of on-site versus remote project work?
Answer: Remotely – Yes.
6. When is the project work anticipated to begin?
Answer: As soon as possible. We need to get the roadmap done so we can begin planning what systems are needed and when.
7. In the sixth bullet in the “Deliverables” section on page 2 of the RFQ, please clarify what is meant by and included in the word “structure” in this item: “Identify potential cost savings compared to the current structure.”
http://careoregon.org/ mailto:Procurement@careoregon.org
315 SW Fifth Ave, Portland, OR 97204 | 800-224-4840 | TTY 711 | careoregon.org - Page 2
Answer: Current costs of all the disparate systems that might be consolidated into, say, an ERP or some other more inclusive/integrated system.
8. Page 2 of the RFQ includes information on “Optional Additional Work.” Are the additional services included within CareOregon’s not to exceed budget of $250,000? Or is the optional work in addition to the $250,000 budget?
Answer: Total cost for the roadmap itself should be less than $250k. If additional services are part of the road mapping process, ie to help improve the robustness of the roadmap, then additional services should be part of the total cost not to exceed $250k.
9. If optional additional services are pursued by CareOregon, will the work be expected to be completed in the initial three to six month project term?
Answer: Optional services can be done outside of the initial 3-6 month window.
10. Please provide guidance on how you would like bidders to show their fees for the primary scope and the optional additional services.
Answer: Show fees for primary scope, and additional services should be shown with add-on fees for each additional service.
11. What is CareOregon’s current financial software systems that will be within the scope of this project?
Answer: See Q17
12. Who is the primary sponsor of this project at CareOregon?
Answer: This answer will be revealed after Contract award.
13. Who will be the day-to-day point person at CareOregon for this project?
Answer: This answer will be revealed after Contract award.
14. Section 4E on page 3 of the RFQ request a not-to-exceed price. Would CareOregon be open to an alternative approach with a fixed fee price?
15. How many business processes would CareOregon like the selected consultant to map? Of this number, how many processes are of low complexity, medium complexity, and high complexity?
Answer: This deserves a conversation and is part of the reason we need help constructing the roadmap in the first place.
16. Can you share more information regarding what organizations are involved in this assessment – is it just CareOregon?
17. Can a high-level summary or inventory of existing system that will be subject to the assessment be provided? If specific system details (vendor, products, versions) are not available, can a rough estimate of number of systems be provided?
Answer: see below. Examples of vendors in use today include UKG for payroll, SuccessFactors for hiring, Axiom (a Syntellis product) for financial reporting, budgeting, forecasting, variance monitoring, Intacct (a Sage product) for GL and some financial reporting, AvidXchange for AP.
There are 5 or 6 other systems currently in use that will need to be considered.
315 SW Fifth Ave, Portland, OR 97204 | 800-224-4840 | TTY 711 | careoregon.org - Page 3
18. The RFQ indicates “potentially including an ERP solution to support future Finance processes/functions”, is an ERP system in place today?
Answer: No, we have 10-12 disparate systems
19. Would an ERP System be needed to support functions such as physical materials, logistics and inventory?
Answer: No
20. Will the finance technology roadmap need to consider other technology solutions in use within the CareOregon ecosystem, such as Healthcare IT solutions?
Answer: Not our data warehouse or claims systems, but any functions that interface with finance functions in some way will at least need to be considered.
21. Is there a target date for awarding the project?
Answer: Once we have the bids in hand we expect to award within 4 weeks.
22. Does the $250,000 budget limit include the optional phase or excludes it?
Answer: See answer 8.
End of Clarifying Questions # 1
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