RP041-21 Ad3

November 8, 2021

Addendum 3

RP041-21

Provision and Implementation of a Grants Management Software Solution on an Annual Contract

Please see the below summation of questions and answers for the above solicitation.

Clarification C1. The due date has changed. Proposals must be returned in a sealed container marked on the outside with the Request for Proposal number and Company Name. Proposals will be received until 2:50 P.M. local time on November 15, 2021 at the Gwinnett County Financial Services - Purchasing Division – 2nd Floor, 75 Langley Drive, Lawrenceville, Georgia 30046. Any proposal received after this date and time will not be accepted. Proposals will be publicly opened and only names of submitting firms will be read at 3:00 P.M.

C2. DELETE A1. and A3. from Addendum 2 and REPLACE with the following:

All Gwinnett County data must be hosted in the US and only accessible by US-based personnel.

C3. Respondents are encouraged to submit clear and concise responses, and excessive length or extraneous information is discouraged. In an effort to ensure our ability to evaluate and choose a successful service provider for this project, respondents are encouraged to be responsive to the specific range of issues requested in this solicitation. Submission of excessive “boiler plate” information, including sales brochures, is discouraged. Proposers should not submit website links in lieu of written responses. Website links and any information contained within may not be reviewed or considered by Gwinnett County.

Questions Q1. Section 10.4 references interfacing with core systems such as SAP, SharePoint, FileNet, DocuSign, Salesforce, RemedyForce, Microsoft 365, and others. However, in Exhibit C under interfaces, pricing lines only exist for SharePoint on-premise, SharePoint online, FileNet, SAP, and Oracle, are service providers expected to provide cost estimates for all of the interfaces mentioned in 10.4 or should the service provider limit responses to those in the interfaces pricing table? Can the County elaborate on the use cases for interfaces between the GMS and the systems above?

A1. See system details provided in Addendum 2, A9. Additional clarification for the systems defined are provided below.

Data integration – This would be an ongoing connection between two systems and would be reflected in professional services time (to set it up) and licensing costs if the service provider has a pre-built API or other data integration tool.

Systems requiring data integration include SAP and FileNet.

Addendum 1

Data importing – pulling existing data into the new system. This cost would be reflected in the implementation as straightforward professional services time.

Systems requiring data importing include SharePoint, Excel, and Grants Funding Opportunity

System.

Responses are not needed for Docusign, SalesForce, or RemedyForce as these programs are not actively interacting with Grants.

Q2. In Exhibit C, Pricing Proposal Response Workbook, Line 23 indicates “Software Modification /

Customization”. During the pre-proposal call, it was clear that the County would like a COTS / configurable solution. Is line 23 referencing “solution configuration”?

A2. Line 23 in the Pricing Proposal Response Workbook should include solution configuration costs as well as any other costs associated with customizing or modifying the software in order to provide a Grants Management Solution.

Q3. In Exhibit C – Pricing Proposal Response Worksheet, it appears that on the Total Solution Price

Summary field B-7 is pulling the total number from B-4. Is that intentional? I believe this number should be pulling from the Future Enhancement/Post Implementation Pricing Table.

A3. See attached revised Exhibit C.

Q4. How does the County plan to fund this project? Is it part of the operating budget or capital budget?

A4. General Capital contingency.

Q5. Does the County have an approved budget for this new Grants Management System? If yes, can

Gwinnett County provide that budget information to guide service providers bidding decision-making?

A5. See Addendum 2, A7.

Q6. Given the requirement to manage Federal funds, does the County require service providers who have experience deploying Grants Management Systems at the Federal level?

A6. As outlined in RP041-21, the County’s desire and expectation is that the proposed solution, including any subcontractor applications, partners, and others delivering elements of the solution will be best-of-breed and highly configurable. Gwinnett County anticipates selecting the grants management solution that meets the optimal number of its functional specifications with standard system functionality at the best value for the County. Experience and qualifications will be reflected in the scoring of the submissions.

Q7. How many departments will use the system and who will drive requirements if it is multiple departments?

A7. Gwinnett County’s Department of Financial Services’ Grants Management Division will drive the requirements of the system. The system will be accessed by Finance staff, all County departments and elected offices who receive grant funding, and subrecipient agencies through the subrecipient portal.

Q8. Does the County have a timeline/anticipated go-live date for the new system?

A8. The County anticipates award before the end of the year with a go-live as soon as possible.

Q9. For total grants managed, the proposal (Page 5) states the following:

• $396,342,953 (2020 Actual, includes COVID-19 funding)

• $152,409,498 (2021 Current, 1.1.2021 – 8.31.2021) However, the Pricing sheet notes:

• $396,342,953.00 (2020 actual, includes COVID-19 funding)

• $634,743,230.00 (2021 current, 1.1.2021 – 8.31.2021)

The value for 2021 differs in the two files. Which amount is correct?

A9. The correct values are defined in the Pricing sheet notes:

• $396,342,953.00 (2020 actual, includes COVID-19 funding)

• $634,743,230.00 (2021 current, 1.1.2021 – 8.31.2021)

Q10. What is the total volume of Grants (#) the County awards?

A10. Non-COVID funding averages about 75 subrecipients annually. CARES Act subrecipients totaled

1,998. American Rescue Plan Act subrecipient awards have not yet been determined, but Gwinnett County anticipates them mirroring the CARES Act funding.

Q11. What version of a financial management system is currently being used?

A11. SAP Finance ECC 6.0 EHP 7 SP 20 [ECC – Enterprise Central Component, EHP – Enhancement

Package, SP – Support Pack]

Q12. Also, can Gwinnett County provide the expectation for the type of integration required, e.g., web services, file based, one-way or bi-directional data flow?

A12. Non-SAP - Web Services, a pre-built connector, one way data flow. SAP can handle web services and file based integration. If the Grants Management System requires update from SAP Financial system, then a bi-directional integration is required

Q13. Given the priority of securing public data and assets, does the County require any cloud-based, SaaS solutions to be provisioned on a FedRAMP-certified infrastructure?

A13. Gwinnett County does not require a FedRAMP-certified infrastructure.

Q14. Depending on when final answers are released for questions and with hard copies to be provided, would the County consider extending the due date just one (1) business day to the following Monday, 11/14/2021?

A14. Yes. Please see C1.

Q15. Page 60, #19: “All documents and materials prepared pursuant to this Agreement are the property of the COUNTY. The COUNTY shall have the unrestricted authority to publish, disclose, distribute, and otherwise use, in whole or in part, any reports, data, maps, or other materials prepared under this Agreement without according credit of authorship. The COUNTY shall hold harmless and indemnify the SERVICE PROVIDER against all claims arising out of such use of documents and materials without the SERVICE PROVIDER'S knowledge and consent.”

Please clarify “All documents and materials” in the first sentence.

A15. “All documents and materials” refers to all documents submitted during the response, scoring, and award of this proposal.

Q16. Should service providers include an Insurance Certificate with the proposal?

A16. No. A certificate of insurance will be required prior to award.

Q17. For the electronic file on a thumb drive, does the County prefer a single Technical .pdf or Word file or can the files be submitted by sections (e.g., Section I, Section II, etc.) on the drive?

A17. Files can be submitted by section. This should be an exact duplicate of the original proposal submitted, including signatures and seals.

Q18. Is a Pricing electronic file required? If so, does the Pricing electronic file need to be included on the same thumb drive as the Technical response or on a separate drive to be included in the separately submitted Pricing envelope?

A18. Please provide pricing on a separate flash drive within the pricing envelope.

Q19. Insurance Coverage: Please confirm all the coverages highlighted below are required by the service providers as some do not seem to pertain to this proposal.

2. Commercial General Liability Insurance

(a) $1,000,000 limit of liability per occurrence for bodily injury and property damage

(b) The following additional coverage must apply:

✓ 1986 (or later) ISO Commercial General Liability Form

✓ Dedicated Limits per Project Site or Location (CG 25 03 or CG 25 04)

✓ Additional Insured Endorsement (Form B CG 20 10 with a modification for completed operations or a separate endorsement covering Completed Operations)

✓ Blanket Contractual Liability

✓ Broad Form Property Damage

✓ Severability of Interest

✓ Underground, explosion, and collapse coverage

✓ Personal Injury (deleting both contractual and employee exclusions)

✓ Incidental Medical Malpractice

✓ Hostile Fire Pollution Wording

4. Professional Liability Insurance - $1,000,000 (project specific for the Gwinnett County project) limit of liability per claim/aggregate or a limit of $1,000,000 per occurrence and $2,000,000 aggregate.

✓ Insurance company must be authorized to do business in the State of Georgia.

✓ Dedicated Limits per Project Site or Location (CG 25 03 or CG 25 04 or some other form)

A19. Regarding dedicated limits, the service provider must carry $1 million per Occurrence with a $2 million Dollar aggregate on both Commercial General Liability and Professional Liability. The other requirements are more flexible and, based on the type of work, may be excluded.

Q20. Can Gwinnett County elaborate on “Provide the ability to upload journal entries into the County’s financial system”? Will this be a two-way interface between the Gwinnett County financial system and the GMS? If so, does the County have an Interface Control Document to review?

A20. Journal voucher upload will be a one-directional interface. There are JV interfaces that County has with multiple internal systems like P&D Accela, GIS Map Sales, Tax, Animal Control donations to name a few. The standard JV interface layout is attached here. This is for reference purpose only as this interface can be enhanced to meet the GM system’s JV interface requirements.

Q21. A service provider’s pricing model consists of a per user yearly fee. Since a defined quantity of users was not provided should the service provider use the 20 users identified in the training section as confirmed quantity?

A21. The 20 users identified in the training section represents the grant administrators that will be utilizing the system. Gwinnett County anticipates 150 internal users (includes the 20 grant administrators) and 100 external subrecipient users utilizing a subrecipient portal.

Q22. Can Gwinnett County identify how many subrecipient programs the County plans on setting up in the GMS? Will it be one program with multiple applications or multiple programs with multiple applications?

A22. Multiple programs with multiple applications (i.e., HUD grant program with HOME, ESG, CDBG Public Services, CDBG Public Facilities, and CDBG Economic Development applications; COVID grant programs, etc.).

Service provider should acknowledge receipt of this addendum on Page 52 of the proposal document.

Attachments

• Exhibit C - Pricing Proposal Response Workbook REVISED

Sincerely, Dana Garland, CPPB, NIGP-CPP Purchasing