Solicitation Questions and Answers 1.pdf

January 20, 2026

TO: All Interested Vendors

FROM: Joshua Hitch

RE: Response to Questions #1 for Solicitation RFP 91203JAH

This list of Questions and Responses #1, dated January 20, 2026 is being issued to clarify certain information contained in the above named solicitation. The statements and interpretations of contract requirements, which are stated in the following questions of potential offerors, are not binding to UMB, unless UMB expressly amends the solicitation.

1. 1) Question: Since you have decided on the software, Will this RFP for the services or services and software?

Answer: The software is already under contract. We are sourcing only the implementation and data migration listed in the RFP

2) Question: How many users will use the Kahua – this will support the number of trainings and support effort?

Answer: We estimate 60 internal users and approximately 500 external users in the system.

3) Question: Will external user (3rd parties) be using Kahua?

Answer: Yes, external users will be using Kahua.

4) Question: For the 30 migrated projects, will the workflows that in flight need to be migrated?

Answer: No, for the migrated projects we would like to complete the workflows which are in flight in the current system.

5) Question: For integration services, did you purchase the Kahua middleware or just the APIs?

Answer: For integrations we will use Oracle Integration Cloud middleware to connect to Quantum and other systems via API.

6) Question: For integration, if you did not purchase Kahua middleware, do you have Microsoft Azure services or another middleware solution which you could leverage?

Answer: For integrations we will use Oracle Integration Cloud middleware to connect to Quantum and other systems via API.

7) Question: Will UMB go in-house or out of house after for maintenance services?

Answer: UMB will go in-house for maintenance services. However, if there are technical issues, the UMB team will reach out to Kahua.

8) Question: Are there any MBE requirements?

Answer: No, MBE vendors are encouraged to bid however.

9) Question: There is a $10Million Cyber security incident coverage requirement, can this number be relaxed?

Answer: This cannot be relaxed. Due to the access to our network and access to our data this is a requirement of the bid.

10) Question: Will a subcontractor also need the $10 Mil coverage?

Answer: Any proposed subcontractor would have to either have the coverage or be covered by their primary vendor’s policy.

11) Question: Why does the implementation team need the insurance coverage, shouldn’t it be Kahua?

Answer: The implementation team also needs this coverage due to the access granted to both our network and our data.

12) Question: Is there an overall timeline for the implementation and data migration?

Answer: Our goal is to Go-Live with Kahua in early 2027, however we will rely on the vendor to provide a timeline for the project.

13) Question: The RFP asks for supplemental information if needed, should this be submitted in the technical proposal?

Answer: Per Section III Subsection D, the vendor should complete the table provided on pages 11-14 in addition to their own technical response prepared on their company letter head. The technical proposal should have both of these items to ensure that the vendors proposal is clear, concise, and able to be fairly evaluated.

14) Question: With the existing system, will there be a period it runs in parallel with Kahua?

Answer: Yes, there will be a defined period during which Kahua will run in parallel with our existing PMIS. The Kahua contract begins on February 1, and our current system is set to renew in September 2026. We plan to renew the existing system for no more than six months, providing approximately one year of overlap where both systems operate concurrently to support a smooth transition.

15) Question: Is there a standard formatting to use for pricing? There is no standard format listed.

Answer: The price sheet should be completed and provided along with a breakout of the total cost.

The University should be able to clearly see how the vendor arrived at the total overall cost as well as the services the University is receiving for the total cost.

16) Question: Will the attendees of the pre-bid meeting be posted?

Answer: Yes, an attendance list has been posted in tandem with this Q&A sheet.

17) Question: When the RFP was created, was it created solely in house or were any external sources used?

Answer: The RFP was written in house.

18) Question: Is there an incumbent?

Answer: This is a new service and therefore no incumbent.

19) Question: Has a budget been thought of for this project already?

Answer: UMB does not disclose its budget for projects.

20) Question: Is the Appendix G Form limited to 4 pages, exclusive of supplemental attachments?

Answer: Appendix G should be duplicated and submitted as many times as necessary to include all applicable key personnel.

21) Question: The eMMA portal does not have an additional upload link for an Appendix or Supplemental Information Document. If Appendix or Supplemental Information is included with our submission, should it be included at the end of the Technical Volume pdf?

Answer: Yes, additional information can be provided as an additional attachment in the technical proposal. PLEASE NOTE: Any additional information should be devoid of any financial information or pricing. Any form of pricing in the technical proposal will lead to a disqualification.

22) Question: Is the Solicitation Number required for the Transmittal Letter "Solicitation# BPM054729 " from eMMA or "RFP91203JAH " from the RFP?

Answer: Both numbers should be on the Transmittal Letter.

23) Question: If it is determined that the implementor must carry $10M cybersecurity insurance, will UMB allow for this to be included in the cost for the PMIS Implementation?

Answer: No, Insurance cost is the responsibility of the vendor.

24) Question: At the preproposal conference, it was mentioned the duration of the project would be 3 months. However, in response to a question, the anticipated end date is late 2026 to 2027. What is the anticipated duration of the implementation?

Answer: The duration of this project is not 3 months. The anticipated end date is early 2027.

25) Question: Will project data migration for active projects need to include process instance details from Trimble Unity Construct, or will the data migration focus solely on Documents and Cost module data?

Answer: UMB’s current expected data migration plan is to not include process instance details;

the intention is to finish the processes in the active projects before migration. The data migration will primarily focus on Documents and Cost module data. However, this plan is flexible under the guidance of the vendor’s expertise.

26) Question: Will the data migration for inactive projects be limited to file/folder backup from Trimble Unity Construct Documents to SharePoint, or will it also need to include process instance details to query or run reports against?

Answer: We would like to work with our existing PMIS system to export files, cost/budgets, and historical process instance details to have the ability to query or run reports against.

27) Question: Are the business processes listed in the solicitation document complete? Which ones will need to be replicated as is and which have new SOPs that will require optimization?

Answer: The list of business processes in the RFP are a combination of existing and new processes that we anticipate using in Kahua. All existing and new processes will need to be reassessed and optimized for Kahua.

28) Question: Is e-Builder currently integrated with the applications specified in the RFP?

Answer: e-Builder is not currently integrated with the applications specified in the RFP.

29) Question: Will the integration with Assetworks AiM (Integrated Work Management System) for space, asset, and equipment data exchange be bi-directional?

Answer: The integration with Assetworks (AiM) will just be one direction going from Kahua to AiM.

30) Question: Will you be using Kahua Analytics for your dashboards?

Answer: Yes, we will be using Kahua Analytics for our dashboards.

31) Question: Will you be relying exclusively on the Kahua Data Store for dashboards, or will you use an external data warehouse?

Answer: For dashboards, we are planning to exclusively use the Kahua Data Store.

32) Question: If you are using an external data warehouse, will any setup or configuration for Kahua data be required as a part of this proposal?

Answer: No setup or configuration for an external data warehouse is required.

33) Question: Approximately how many users, internal and external, are expected to be included in the required training sessions?

Answer: We anticipate approximately 60 internal Kahua users, all of whom will be expected to attend the required training sessions. In addition, we estimate around 500 external Kahua users who will be offered training opportunities, with attendance varying based on the relevance of each training topic.

34) Question: Please confirm the total number of required virtual and in-person sessions is 30 (12 virtual role based, 6 virtual external vendors, 12 in-person)

Answer: This is the number we anticipate; however it could vary based on the implementation vendor’s feedback.

35) Question: Does the support resource need to be in-person/onsite or can support be delivered remotely?

Answer: Support can be delivered through a hybrid model that includes both in-person and remote resources. As we approach Go-Live, we would like our implementation partner to provide on-site support, including training for various stakeholder groups and hands-on assistance as needed. Following Go-Live, the partner should continue to act as a support resource, with the ability to address technical issues through a combination of on-site presence (as needed) and remote support to ensure continuity and responsiveness.

36) Question: How does the University want vendors to identify/submit any redlines for changes to either Appendix A (Schedule B) or Appendix C (Service Contract)?

Answer: Vendors can make their redlines and submit them with their proposal. If the vendor is selected as the prospective awardee the University will begin negotiations on the redlines at that time.

37) Question: Is the notification of objection by the University to the contractor within 15 business or 15 calendar days?

Answer: The objection is within 15 calendar days.

38) Question: Is there a required MBE percentage on the services amount, and are additional points provided by MBE Contractors/Subcontractors in the scoring?

Answer: There is no MBE goal for this RFP.

39) Question: Is the request of debriefing to the University by the contractor within 10 business or 10 calendar days?

Answer: The request is within 10 calendar days.

40) Question: There are two sections in the Scope table with the same numbering and naming (e.g., 1.

Project Planning & Management). They are at the beginning and end of the grid. Can you please provide clarification for the submission?

Answer: Both sections should be completed. The first section is for defining the proposal and scope. The second section is to provide examples of successful implementation in the past.

41) Question: For the second 1. Project Planning & Management in the Scope table, can you clarify if this list of processes is: What is currently configured in Trimble Unity Construct, and needs to be duplicated in Kahua? What is not currently fully configured in Trimble Unity Construct, but, needs to be fully configured in Kahua? If it is Question 2, can you provide clarity as to delta between Trimble Unity Construct and Kahua?

Answer: The list includes processes that are configured in Trimble Unity Construct and new processes that are not in Trimble Unity Construct but will need to be configured in Kahua. Each process coming from Trimble Unity Construct will still need to be adjusted and optimized based on updated operating procedures. The processes from the scope table that are not in Trimble Unity Construct are listed below.

• Project Concept Plan Review

• Bidding (Including Public Bidding) o RFQ/P Development Process o RFI's & Addenda o IDIQ Selection and Award Process o MBE Goal Setting Commitment o Bond Tracking o Insurance Compliance

• Design Reviews (Integration with Bluebeam)

• Design Review and Approval

• Project Risk Tracking

• Pre- Construction Submission & Approval

• Construction o ASI's o Field Inspections o Utility Outage

• Inspections & Commissioning o Tracking and Approval o Punch List Creation and Tracking

• Closeout o Substantial Completion Process o Contract Closeout o Budget Closeout o Performance Valuation

• Transition to Operations o Asset Tracking o Warranty Closeout

42) Question: The list of integrated workflows for processes in bullet 4 is different from the identified processes in Section III: Technical Requirements & Specifications / D. Specifications / 1. Project Planning & Management. Can you please provide clarification for accurate scoping and schedule development?

Answer: We would like to establish integrations with our ERP (Oracle) for financial data, IWMS (Assetworks) for assets/equipment, and MBE Reporting system called Sweeten.

43) Question: Regarding Section III: Technical Requirements & Specifications / H. Insurance / 2. / a. / iv.

Is the intent of this section for the vendors to provide maintenance coverage for 2 years after the completion of the contract for services provided? If so, how does the University account for changes made to the system(s) after the completion of the contract by University, or other vendor, resources?

Answer: The intent of this section is to say the insurance shall cover the University for 2 years from the date of completion. If there is an issue that arises that should be covered by the insurance it will be.

44) Question: Did the University develop the RFP solely, or did the University use a third party (e.g., consultant, firm, etc.)? If a third-party was utilized, can you provide the name of the third-party?

Answer: The RFP was written internally. No third party assisted in the writing of this RFP.

45) Question: If a third-party was utilized in the development of this RFP, are they excluded from submitting, or subcontracting with another vendor, for this RFP

Answer: The RFP was written internally. No third party assisted in the writing of this RFP.

46) Question: How does UMB define “inactive” projects for migration purposes, and are there archival, legal, or audit retention requirements that may affect migration design or effort?

Answer: UMB defines “inactive” project as closed projects. UMB will work with our internal security and compliance team to determine the appropriate location and security needs of the data.

47) Question: The RFP estimates approximately 30 projects for migration. What variability should vendors assume (e.g., range, complexity, historical depth), and how will scope changes be handled contractually if this estimate proves inaccurate?

Answer: Vendors should assume a high variability of projects due to different scales of each project with some large-scale capital projects that are over $100 million and smaller campus projects. If the scope changes drastically enough that requires a change in the contract, we will go through the appropriate procedures.

48) Question: For the bi-directional Oracle ERP integration, will UMB provide internal technical resources, documentation, and testing support, or is the vendor expected to independently design, test, and troubleshoot all integration logic?

Answer: UMB will provide support with the Oracle ERP integration alongside the vendor.

49) Question: During the three-month post-go-live support period, how will UMB distinguish between defect remediation, enhancement requests, and net-new configuration requests?

Answer: During the three‑month post‑go‑live support period, UMB will triage issues based on the origin and nature of the problem. For any issue that arises within a process developed by the vendor in the new PMIS system, the UMB Project Controls group will first contact the vendor for remediation. If it is determined that the issue represents a system defect or the need for a new or revised process, then the UMB Project Controls group will escalate directly to the Kahua Customer Success Manager for further resolution, support or evaluation as needed.

50) Question: While the Proposed Implementation Team is stated to hold the most weight, can UMB clarify whether team continuity, named personnel commitment, or prior Kahua-specific certifications will be scored qualitatively or quantitatively?

Answer: We will be looking at the team holistically when considering the score.

51) Question: For shortlisted vendors invited to interviews, how will interview performance affect final scoring relative to the written technical and financial proposals?

Answer: Interviews will be held prior to grading of the technical proposals. Interview performance and answers will be used to evaluate the proposals and guide grading.

52) Question: To assist with our understanding and development of the integration scope in the RFP, will the university provide more detailed information on your current infrastructure for integrations with AIM, Sweeten, Oracle, etc? This includes documentation, diagrams, or schemas for integrations with the systems that are currently in place

Answer: Due to public nature of this bid the University will not be sharing its IT infrastructure for IT Security purposes.

53) Question: For this engagement, will the University allow offshore resources to perform services for the vendor? If so, does the University require a waiver from the State CISO (Chief Information Security Officer) if a vendor is utilizing offshore resources? If yes, is the waiver required to be “in process” or “approved” to start the project?

Answer: There are no University restrictions on offshore resources performing services, however, we expect the vendor team that we are working directly with will be available during East Coast business hours.

54) Question: Can you clarify the expected start and end dates for the PMIS implementation project, including any anticipated phases or milestones?

Answer: The PMIS implementation project is expected to begin in early April 2026 and conclude in early 2027. The project will progress through several defined phases, including:

• Project planning and initiation

• Requirements gathering and process discovery

• System integration configuration

• Workflow configuration

• Project piloting

• Reporting and dashboard buildout

• Data migration

• Training and user readiness

• System testing and quality assurance

• Go‑Live

• Post–Go-Live support and transition

55) Question: Is there a preferred project management methodology (e.g., Agile, Waterfall, Hybrid) that UMB expects the implementation partner to use?

Answer: UMB does not have a preferred project management methodology.

56) Question: What is the anticipated number of UMB and regional campus stakeholders who will require engagement during requirements gathering and alignment?

Answer: The anticipated number of UMB and regional campus stakeholders that will require engagement during requirements gathering and alignment is 25 to 30.

57) Question: Can you provide more detail on the current data structure and volume in Trimble Unity Construct (formerly e-Builder) to be migrated?

Answer: Data from migrated projects include documents, drawings, financials such as budgets as well as data from completed processes.

58) Question: Are there any data retention or archival requirements for inactive project data migrated to SharePoint?

Answer: UMB is required to retain and archive project data for approximately 5-10 years.

Certain documents such as drawings or CAD files shall be stored in perpetuity. The vendor will work with our internal security and compliance team to determine the appropriate location and security needs of the data within SharePoint.

59) Question: What are the specific data validation and cleansing standards UMB requires for migrated data?

Answer: UMB’s IT team will collaborate with the vendor to determine data validation and cleansing standards depending on the exact data elements that are being migrated.

60) Question: Can you provide technical documentation or points of contact for the Oracle ERP, AiM, and Sweeten systems to facilitate integration planning?

Answer: Yes, internal points of contact for the Oracle ERP, AiM, and Sweeten systems can be provided to support and streamline integration planning.

61) Question: Are there any middleware or API platform preferences for real-time data synchronization between Kahua and other enterprise systems?

Answer: For integrations we will use Oracle Integration Cloud middleware to connect to Quantum and other systems via API.

62) Question: What are the security and compliance requirements for integrations, especially regarding data in transit and at rest?

Answer: On a high level we will be using secure FTP and Rest API to securely transfer data. Any PI data may need to be masked. Security and compliance team will further evaluate the standards.

63) Question: Will UMB provide process documentation for current business workflows, or is the vendor expected to conduct all process discovery?

Answer: Yes. UMB will provide process documentation for current business workflows, along with updated SOPs that reflect how we prefer the processes to function in the new PMIS. While this documentation will serve as a foundation, we fully expect that changes, refinements, and system-specific customization will be required as we transition from the previous PMIS to the new platform.

64) Question: What is the expected level of customization for Kahua workflows versus use of out-of-the-box functionality?

Answer: UMB expects to leverage Kahua’s out-of-the-box functionality where possible, while customizing each workflow to align with UMB’s specific business needs. The level of customization will vary by workflow, with some requiring minimal adjustments and others needing more extensive configuration to support UMB’s processes.

65) Question: Can you clarify the reporting requirements for supplier diversity and MBE goal tracking, including any Maryland-specific documentation?

Answer: There is no MBE goal for this RFP and therefore no tracking or reporting required.

66) Question: What are the key performance indicators (KPIs) and reporting standards that dashboards and custom reports must align with?

Answer: UMB will define KPIs and reporting standards collaboratively with the implementation partner as part of the report and dashboard development process. These KPIs will be developed to ensure they effectively support UMB’s business needs and PMIS reporting objectives.

67) Question: Will UMB provide sample reports or dashboard mockups to guide development?

Answer: Yes, UMB will provide sample reports and/or dashboard mockups to guide development.

68) Question: What is the expected user acceptance testing (UAT) process, and who will be responsible for test case development and execution?

Answer: The expected UAT process will include our Project Controls team and selected stakeholders that interact with Kahua throughout the process. UMB would like to collaborate with the implementation team during the process. There are some parts of the testing that can be done internally, but if issues arise, the implementation team may need to assist.

69) Question: Are there any specific performance or load testing requirements for the Kahua platform and integrations

Answer: UMB does not have any formally defined performance or load testing requirements for the Kahua platform or its integrations. However, UMB would like to evaluate how the system performs under large batch integration scenarios and to monitor the performance and load impacts on reports and dashboards.

70) Question: What is the preferred format and delivery method for training materials (e.g., video, written guides, live sessions)?

Answer: We would prefer that the training materials come in multiple formats including video, written guides, and live sessions depending on the content of the training.

71) Question: Will UMB provide facilities and equipment for in-person hands-on workshops, or is the vendor expected to arrange these?

Answer: Yes, UMB will provide facilities and equipment for in-person workshops. However, the vendor may need to provide documentation/materials.

72) Question: What are the expectations for post-go-live support hours and response times for technical issues?

Answer: Post–go-live support hours are expected to be used to address technical issues as they arise. Response times should be reasonable and commensurate with the scale, complexity, and impact of the issue or question.

73) Question: Is there a preferred ticketing or support system UMB would like the vendor to use during the post-go-live support period?

Answer: No, UMB does not have a preferred ticketing or support system for the post–go-live support period. UMB will rely on the vendor to propose and utilize a system that effectively tracks questions, issues, and resolution progress.

74) Question: What are the requirements for the transition plan for ongoing support after the initial three-month post-go-live period?

Answer: After the initial three-month post–go-live period, UMB’s expectation is that the project controls group will be fully trained and prepared to provide internal support for questions related to integrations, reporting, and business processes. For system-level issues or items requiring vendor expertise, UMB will reach out directly to Kahua for ongoing support.

75) Question: Can you clarify the required qualifications and experience for each key personnel role listed in Appendix G?

Answer: UMB does not have required or minimum qualifications for individual key personnel roles listed in Appendix G. However, at an organizational level, the vendor must demonstrate prior experience implementing both the Trimble Unity Construct and Kahua platforms. Vendors must also demonstrate experience supporting higher education institutions, strong expertise in project management processes, and a proven background in system integrations, data migration, and dashboard and reporting development.

76) Question: Are resumes and references required for all proposed key personnel, and is there a preferred format for submission?

Answer: The Appendix G should be completed for all proposed key personnel.

77) Question: What are the insurance certificate submission requirements and timeline post-award?

Answer: Once awarded the vendor and University will promptly work out a contract. A valid Insurance Certificate will have to be submitted at this time. Once awarded the University will want to start ramp up of the project quickly.

78) Question: Are there any additional compliance requirements (e.g., HIPAA, FERPA, ADA) beyond those listed in the RFP that the vendor should be aware of?

Answer: This is an internally used software that doesn’t house student or patient info; therefore, there are no additional compliance requirements regarding HIPPA and FERPA. However, we expect training materials to align with Title II of the ADA for the best user experience.

79) Question: What are the expectations for the transition plan for ongoing support after the initial three-month post-go-live period?

Answer: After the initial three-month post–go-live period, UMB’s expectation is that the project controls group will be fully trained and prepared to provide internal support for questions related to integrations, reporting, and business processes. For system-level issues or items requiring vendor expertise, UMB will reach out directly to Kahua for ongoing support.

80) Question: Are there specific requirements for the format, content, or frequency of operational dashboards and custom reports to be delivered?

Answer: UMB intends to use a combination of Oracle Analytics, out-of-the-box reports, and dashboards available within Kahua, along with customized Power BI reports. At this time, there are no specific requirements for report format, content, or delivery frequency. However, there is a preference for operational dashboards to display real-time data so end users can clearly understand and manage their daily workload.

81) Question: What are the minimum qualifications or certifications required for each Key Personnel role, and are resumes required for all positions listed in Appendix G?

Answer: There are no minimum qualifications for individual Key Personnel however the vendor must have previous experience implementing both Trimble Unity Construct and Kahua platforms.

Resumes are not required however we do require information such as skills and accomplishments, employment history, and relevant experience which may be captured in a resume.

82) Question: Is there a required process or template for documenting lessons learned and knowledge transfer during onboarding and offboarding of project staff

Answer: No, there is currently no required process or standardized template. However, we will rely on the vendor to provide guidance and best-practice recommendations for documentation and knowledge transfer throughout the project.

83) Question: Are there any additional insurance requirements or endorsements (e.g., cyber liability, errors and omissions) beyond those explicitly listed, and must proof of coverage be submitted with the proposal or only upon award?

Answer: The listed requirements for insurance are the only ones. Proof of coverage will be required at time of award. Vendors unable to furnish an insurance certificate at the time of award will be disqualified and the next highest scored vendor will be awarded.

84) Question: What are the top 3 success criteria UMB will use to judge whether the PMIS implementation is successful after go-live?

Answer:

UMB will evaluate the success of the PMIS implementation after go-live based on the following top three criteria:

1. Successful system integrations with UMB’s ERP, IWMS, and MBE reporting systems, enabling full reporting capabilities within Kahua and improving consistency and efficiency across processes.

2. Successful data migration from the existing PMIS to Kahua, ensuring historical project data is accurate, accessible, and usable.

3. Improved and user-adopted business processes and workflows that are intuitive, efficient, and effectively support day-to-day operations.

85) Question: Is UMB expecting this engagement to be purely implementation-focused, or should vendors also assume an advisory/change management role?

Answer: UMB expects that, for a successful implementation, the vendor will serve in an advisory capacity to help guide and manage the project, while UMB will take primary responsibility for change management.

86) Question: Does UMB currently have existing APIs or middleware in place, or should vendors assume responsibility for proposing integration architecture?

Answer: Yes, UMB has an existing middleware in place. We will use Oracle Integration Cloud middleware to connect to Quantum and other systems via API.

87) Question: How much process standardization across regional campuses is expected versus local variation?

Answer: The goal is for all UMB-managed projects to have standardized processes for all projects.

88) Question: Is there an expectation for recorded, reusable training content beyond live sessions?

Answer: Yes, there is an expectation that training will be recorded and developed into reusable content, so new users can easily onboard and reference it as needed.