Solicit 4.docx

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SCEIS MODERNIZATION: S/4HANA
Solicitation number
5400026039
Issued by
Richland County, South Carolina

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This is Amendment #4 to a Request for Proposals (Competitive Negotiations) issued by the State of South Carolina Department of Administration for SCEIS Modernization: Platform, Infrastructure S4/HANA Migration, and Optional Managed Application Services. Amendment #4 clarifies vendor questions and incorporates responses regarding project scope changes, specifically the removal of the Pre-Commencement Operations of Public Cloud Infrastructure project and the renaming of subsequent projects to Project 1: Pre-Migration Projects and Project 2: Migration Projects—SAP ERP Application Migration to SAP RISE. The original offer deadline was January 29, 2024, with an amended response deadline of February 12, 2024, extended to May 7, 2024, at 2:00 PM ET. A pre-proposal conference was held virtually on December 5, 2023, at 10:00 AM ET. The award is scheduled for posting on August 21, 2024. Offerors must submit online responses through http://www.procurement.sc.gov along with one redacted copy if necessary, and acknowledge receipt of all amendments on Page 2 of the solicitation document.

The amendment addresses critical scope clarifications regarding the integration of SAP RISE Standard Services, which the State will procure directly from SAP, with offerors responsible for tasks beyond standard RISE services. Offerors are prohibited from resubmitting Attachment H (Work Order) or transition plans unless specifically requested by the State, though they may update Exhibit 4.1 assumptions and Exhibit 2.3 key personnel documentation to reflect the amended scope. The State will not provide updated Bills of Materials, additional BW4HANA conversion details, or simplification item files, requiring offerors to make reasonable, conservative estimates. The offeror is expected to serve as the end-to-end integrator responsible for delivering environments and infrastructure through SAP RISE, establishing ITSM and security monitoring interfaces, validating SAP's patching and monitoring responsibilities, and designing transition solutions covering more than application services. The State rejected a two-week extension request, maintaining the May 7, 2024, deadline for amended responses.

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Ex. 3.0.docx DOCX document
Solicit 2.docx DOCX document
Ex. 4.3.xlsx XLSX spreadsheet
Att I.4 Am 1.docx DOCX document
Ex. J.2.4.docx DOCX document
Ex. J.2.6.docx DOCX document
Ex. 3.3.xlsx XLSX spreadsheet
Ex 1.3.docx DOCX document
Ex 2.2.docx DOCX document
Ex 1.2.docx DOCX document
Intent to Award.pdf PDF
Ex 1.1.docx DOCX document
Solicit 1.docx DOCX document
Ex 2.0.docx DOCX document
Ex 4.0.docx DOCX document
Ex. J.2.7.docx DOCX document
Ex 4.2.xlsx XLSX spreadsheet
Ex. 4.4.docx DOCX document
Att. A.docx DOCX document
Att. H.docx DOCX document
Ex. J.2.1.xlsx XLSX spreadsheet
Ex. 1.4.docx DOCX document
Ex 2.3.docx DOCX document
Ex. 3.1.xlsx XLSX spreadsheet
Att. K.docx DOCX document
Ex 2.1.docx DOCX document
Award extension.docx DOCX document
Notice.docx DOCX document
Ex 4.1.xlsx XLSX spreadsheet
Ex. J.2.5.docx DOCX document
Att L.docx DOCX document
Att. G.docx DOCX document
Solicit.docx DOCX document
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Solicit 3.docx DOCX document
Ex. 1.1.docx DOCX document
Ex. 3.2.docx DOCX document
Questions template.docx DOCX document
Ex. J.2.2.docx DOCX document
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State of South Carolina

REQUEST FOR PROPOSALS

(COMPETITIVE NEGOTIATIONS)

AMENDMENT #4

Solicitation Number:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400026039 11/27/2023 George Rozes 803-737-5769 grozes@mmo.sc.gov 1201 Main Street, Suite 600 Columbia, SC 29201

DESCRIPTION: SCEIS Modernization: Platform, Infrastructure S4/HANA Migration, and Optional Managed Application Services

USING GOVERNMENTAL UNIT: South Carolina Department of Administration (Admin)

SUBMIT YOUR OFFER ON-LINE AT THE FOLLOWING URL: http://www.procurement.sc.gov

SUBMIT AMENDED RESPONSE 1 OFFER BY (Opening Date/Time): January 29, 2024, February 12, 2024, at 11:00 AM ET May 7, 2024, 2:00 PM ET (See Section L - Instructions, Conditions, and Notices to Offerors)

NUMBER OF COPIES TO BE SUBMITTED: On-line Submission and One Redacted Copy (if necessary)

CONFERENCE TYPE: Pre-Proposal Conference DATE & TIME: December 5, 2023, at 10:00 ET (As appropriate, see Section L - Instructions, Conditions, and Notices to Offerors) LOCATION: Virtual Conference E-mail the Procurement Officer for login information

AWARD & AMENDMENTS
Award will be posted on August 21, 2024. The award, this Solicitation, any amendments, and any related notices will be posted at the following web address: http://www.procurement.sc.gov
(X)
SEC.
DESCRIPTION
PAGE(S)
(X)
SEC.
DESCRIPTION
PAGE(S)
PART 1 - THE SCHEDULE
PART 2 - CONTRACT CLAUSES
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COVER PAGE/PAGE TWO
Cover
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CONTRACT CLAUSES
11 - 15
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B
SUPPLIES OR SERVICES AND PRICES/COSTS
4
PART 3 - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.
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DESCRIPTION/SPECS. /WORK STATEMENT
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LIST OF ATTACHMENTS
16 – 17
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PACKAGING AND MARKING
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PART 4 - REPRESENTATIONS AND INSTRUCTIONS
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INSPECTION AND ACCEPTANCE
7

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REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF OFFERORS
18
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DELIVERIES OR PERFORMANCE
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CONTRACT ADMINISTRATION DATA
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L
INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS
18 - 38
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SPECIAL CONTRACT REQUIREMENTS
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EVALUATION FACTORS FOR AWARD
39 - 46

You must submit a signed copy of this form with Your Offer. In accordance with the Solicitation the undersigned agrees, if this offer is accepted within one hundred and eighty (180) calendar days from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule. (See Section L - Instructions, Conditions, and Notices to Offerors)

NAME OF OFFEROR

(Full legal name of business submitting the offer) Any award issued will be issued to, and the contract will be formed with, the entity identified as the Offeror. The entity named as the Offeror must be a single and distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc.

AUTHORIZED SIGNATURE

(Person must be authorized to submit binding offer to contract on behalf of Offeror.)

DATE SIGNED

TITLE

(Business title of person signing above)

STATE VENDOR NO.

(Register to Obtain S.C. Vendor No. at www.procurement.sc.gov)

PRINTED NAME

(Printed name of person signing above)

STATE OF INCORPORATION

(If you are a corporation, identify the state of incorporation.)

OFFEROR'S TYPE OF ENTITY: (Check one) (See " Section L - Instructions, Conditions, and Notices to Offerors)

___ Sole Proprietorship ___ Partnership ___ Other_____________________________

___ Corporate entity (not tax-exempt) ___ Corporation (tax-exempt) ___ Government entity (federal, state, or local)

PAGE TWO

(Return Page Two with Your Offer) HOME OFFICE ADDRESS (Address for Offeror's home office / principal place of business)

NOTICE ADDRESS (Address to which all procurement and contract related notices should be sent.) (See "Notice" clause)

_________________________________________________ Area Code - Number - Extension Facsimile

E-mail Address

ORDER ADDRESS (Address to which purchase orders will be sent) (See "Purchase Orders and "Invoicing Instructions" clauses)

____Order Address same as Home Office Address ____Order Address same as Notice Address (check only one)

ACKNOWLEDGMENT OF AMENDMENTS

Offerors acknowledges receipt of amendments by indicating amendment number and its date of issue. (See Section L - Instructions, Conditions, and Notices to Offerors)

Amendment No.
Amendment Issue Date
Amendment No.
Amendment Issue Date
Amendment No.
Amendment Issue Date
Amendment No.
Amendment Issue Date

AWARD (To be completed by the State)

NAME OF PROCUREMENT OFFICER (Type or print)
STATE OF SOUTH CAROLINA (Signature of Procurement Officer)
AWARD DATE

MAXIMUM CONTRACT PERIOD:

PAGE TWO

End of PAGE TWO

IMPORTANT NOTICE: The State on behalf of the Division of Administration amends this Solicitation with Amendment #4.

This Amendment #4 consists of 1) all vendor questions received following the publication of Amendment #3; and 2) the State’s responses to all vendor questions. All documents from Amendment #3 are incorporated as if fully set forth herein.

Please acknowledge receipt of this Amendment as instructed on Page 2 of this Document.

VENDOR QUESTION
STATE’S RESPONSE
1. Given removal of Project 1: Pre-Commencement Operations of Public Cloud Infrastructure and the renaming of Project 2: Pre-Migration Projects on SAP ECC and Project 3: SAP ERP Application Migration to SAP S/4 HANA on the Public Cloud to Project 1: Pre-Migration Projects and Project 2: Migration Projects – SAP ERP Application Migration to SAP RISE, respectively, does Admin require Attachment H for the now renamed Project 1 and Project 2 be updated and resubmitted with changes to reflect the project renaming, any change in the proposed timeline and associated MS Project work plan, etc. due to the removal the Pre-Commencement Operations of Public Cloud Infrastructure project from scope?
No. The Offeror shall not submit and the State will not accept an updated Attachment H (Work Order) or MS Project work plan.
2. With the changes to the overarching scope, we are assuming that the integrator will have the opportunity to add or edit relative assumptions necessary to clarify scope and responsibilities within the assumptions section of the Exhibit 4.1 response.
Yes. The Offeror shall remove, revise, and add assumptions in Exhibit 4.1, in accordance with the Solicitation instructions to reflect the Offeror's AR1 Response. The Offeror shall only submit a clean version of current assumptions as required based on the AR1 Response. No “Track Changes” or “redlines” should exist in this version.
3. In our Executive Summary of the original submission, we mention our key staff titles. Although not asked for but due to the change in the Key Staff, should we update and re-submit the Executive Summary?
Yes. The Offeror shall submit Key Personnel changes in accordance with the Amended Response instructions in Exhibit 2.3.
4. Should we submit a signed Cover page 1 and 2 from the Amendment 3 Document?
Yes. All Offerors shall submit to the Purchasing Officer Acknowledgment of Amendments from Page 2 of this document for all Amendments.
5. Should a redacted version be submitted for documents that are being resubmitted if they were submitted as redacted copy in the original submission?
Pursuant to Solicitation instructions in L.2 (Disclosure of Your Proposal and Submitting Confidential Data), the Offeror shall determine if redactions are required.
6. Should we resubmit Attachment H (Form of Work Order) For Project, Transition Project Plan or Transition Plan documents if there are any changes to it as per the amendment?
No. The Offeror shall not submit and the State will not accept an Attachment H (Form of Work Order), Transition Plan or Transition Project Plan.
7. Should Admin provide updated BOM so we can revalidate if no changes in migration scope estimated originally?
No. The State will not provide an updated BOM at this time.
8. For the “integrate SAP RISE implementation services” mentioned, does the Admin expect Service Provider to incorporate the standard SAP RISE Services to the overall program delivery, or additional SAP RISE services from SAP Professional Services? It is our assumption that the standard SAP RISE Services will be made available by the Admin (through direct procurement from SAP) as part of RISE license, but additional RISE services will need to be procured by the Service Provider as part of the proposal.
The Offeror shall assume the State will procure SAP RISE Standard Services. The Offeror will be responsible for tasks beyond RISE standard services as described in Section 9 of Exhibit 2.1.
9. Will the State accept changes to documents other than those identified in Amendment 3 - AR1 Request Instructions?
In general, the Offeror shall only respond with the documents requested by the State in accordance with the Amended Response 1 Instructions. However, if there is a specific document, outside of those requested by the State, that the Offeror believes requires material updates in order to fulfill the intent of this Amended Response, then the Offeror shall send that specific request for changes only to the Procurement Officer for response.
10. Will the State engage in a direct contract with SAP for SAP RISE, thereby excluding vendor participation as a payment intermediary, and ensuring the provision of all infrastructure services are entirely out of scope?
The State intends that the Offeror will not be a payment intermediary related to SAP RISE Services. No, some aspects of Infrastructure services remain within scope. See the State’s responses to questions 14,18, and 24.
11. Kindly confirm that the 'future state solution' mentioned in tab - App list 3 of SAP Application Inventory v0.1.xls defines the project scope and not the new available solutions for the compatible packages referred in Readiness check.
The Application list defines the application scope and the expected future state solution. Given the brownfield migration approach and the objective to minimize user impact, the State does not intend to implement new solutions or functionality unless mandatory. If the Offeror believes inconsistencies exist between the Readiness Check and the Application List, the Offeror shall propose solutions that address incompatibilities.
12. The Current DB and Recommended DB size shows 4.8 TB and 3.07 TB respectively but when we sum up the space occupied by BW objects, it is showing less than 10 GB. Can you please provide more details on the same?
Per the BW Readiness Check (page 10), the current and future database sizes are in gigabytes (GB), not terabytes (TB).
13. Please provide detailed break-down of the convertible, non-convertible and adjustment required objects from BW/4 HANA perspective. Additionally, please provide Before Transfer and During Transfer object details for In-place and Remote conversion.
No. The State will not provide additional details at this time. The Offeror shall make reasonable, conservative estimates and assumptions.
14. Beyond SAP products application security, does SCEIS anticipate any involvement of the SI on single sign-on, third-party application products, and application security roles and remediation based on the revised scope for Infrastructure Security?
Per the Migration Projects Overview and Approach, the Offeror shall provide a complete solution. Section 6 of Exhibit 2.1 also recognizes that the projects will require active participation by the State and other providers. The State expects the Offeror to be the end-to-end integrator across all involved parties, i.e., SCEIS, SAP, third party product providers, etc.
15. Can SCEIS share the latest version of the SAP RISE Bill of Materials to validate the solution scope?
See the State’s Response to Question #7.
16. During the last Q&A session, SCEIS indicated that they can provide a dump of actual support tickets for last 6 months in subsequent phase of this pursuit. Can SCEIS share the support ticket date now?
No. The State will not update additional ticket details at this time.
17. Based on the updated scope, our transition service scope will only cover the optional SAP Application services, if awarded. Could you please confirm if our understanding is accurate? If not, please highlight any additional scope of the transition service.
No. The Offeror shall design a transition solution that covers more than SAP Application services. Per Ex 2.2 Solution Document, Section 7 Transition Services introduction paragraph: “The transition solution shall include the design of the future operating model and associated SMM that integrates with SAP RISE processes, tools and structures. The transition solution shall be flexible enough that the essential components work whether the operating services (including but not limited to Application Services) are executed by the Service Provider or SCEIS, or both.”
18. As SCEIS is responsible for delivering environments/infrastructure with SAP under SAP Rise construct, we assume that SCEIS will provide the target S/4HANA Private Cloud architecture and landscape during the initial Explore phase of Project-1 (earlier Project -2). Please confirm as it will have impact on the application scope items?
The Offeror shall deliver the environments and infrastructure with SAP through SAP RISE services. Project 2 - Migration Projects - SAP ERP Application Migration to SAP RISE includes architecture and landscape design. If the Offeror believes additional Deliverables or Work Products are required, the Offeror shall include these in its Response. Additionally, see the response to question #8.
19. In Section 4.6 Point 8, SCEIS talks about “Establish the processes, procedures and capabilities to integrate the SCEIS Admin ITSM system with the SAP RISE ITSM system and execute a systematic interface.” As SI, we will establish the process & procedure based on systematic interface SCEIS agrees with SAP. Does SCEIS has an agreement with SAP in establishing such an interface with SAP Rise?
No. The State does not have an agreement with SAP to integrate the ITSM tools. The State expects the Offeror's best solution to maintain ticketing data integrity between the State's ITSM and SAP's ITSM system. The last part of the requirement states "execute a systematic or manual interface between the two ITSM systems."
20. In 9.13.2.d, it talk about “Integrate with Admin security monitoring and access control management standards (e.g., SIEM, Identity and Access Management (IAM)) as required by Admin via the Admin Security Service”. Does SCIES has agreement with SAP in establishing such interface?
No. The State does not have an agreement with SAP to integrate RISE services with Admin’s security monitoring (e.g., SIEM). The requirements in section 9.13 will apply to any capabilities that are not hosted in the SAP RISE environment.
21. We thank the State for providing us with the SAP Readiness Assessment for BW4HANA Conversion and ECC S/4HANA Conversion, but would it be possible to provide us also with the simplification item excel files generated alongside the Readiness Assessment?
No. The State will not provide this information at this time.
22. We assume that mandatory simplification items from the Process Discovery document will be added to the project scope during the design phase. Process improvements highlighted in the Process Discovery document will be part of the continuous innovation, post brownfield migration. Please confirm our understanding.
Mandatory simplifications remain within scope. The Offeror shall make reasonable, conservative estimates and assumptions related to the design, build and implementation of the simplification items.
23. Is there a plan for another solution discussion session post our submission? Please let us know the potential next steps and tentative timeline.
The State will communicate next steps and timeline when ready.
24. Based on the RFP amendment, we assume that the Admin with SAP will be responsible for patching and monitoring the OS, DB, and Infrastructure Layers, and NS2 environment. Please confirm.
During the migration projects, the State expects the Offeror will implement and maintain end-to-end delivery, and validate that SAP monitors and patches the OS, DB and Infrastructure Layers. Post go-live during the Operations phase, if Application Services are awarded, the State expects the Service Provider will continue to validate that SAP monitors and patches the OS, DB and Infrastructure Layers.
25. Would Admin consider a 2 week extension on the response date for this amendment?
The State considered and rejected a two-week extension. Offerors shall timely submit their Amended Responses on or before May 7, 2024, 2:00 PM ET.

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