VCCS-WIDE-25-74405_Enterprise Resource Planning (ERP) Consulting_Addendum 1.pdf

ADDENDUM NO. 1 TO ALL OFFERORS:

Reference: RFP # VCCS-WIDE-25-74405 Enterprise Resource Planning (ERP) Consulting

Date: November 12, 2024

Commodity: 91829 – Computer Software Consulting 91838 – Education and Training Consulting 91871 – IT Consulting 91875 – Management Consulting 91885 – Personnel/Employment Consulting (Human Resources) 91888 – Quality Assurance/Control Consulting 92040 – Programming Services, Computer

Issuing Agency: Virginia Community College System (VCCS)

Proposal Due: December 3, 2024 at 5:00 PM local time

The VCCS Procurement Office received several questions from potential offerors in reference to RFP # VCCS-WIDE-

25-74405 – Enterprise Resource Planning (ERP) Consulting. Questions of a similar nature were combined to increase efficiency. Questions and responses below are hereby incorporated into the RFP.

Questions and Answers:

1. NOTE TO OFFERORS:

Offerors seeking to add, delete, or modify any Terms or Conditions shall include such addition, deletion, or modification at the time of RFP Proposal submission. If an Offeror includes any other terms and conditions in its proposal, the VCCS reserves the right to accept or reject any such terms and conditions, to modify them through the negotiation process, and/or to consider those in the evaluation scoring of the proposals. At NO TIME after submission of the initial RFP response will the VCCS agree to additional modifications, additions, or deletions of any General, Special, or IT Terms and Conditions.

2. We were awarded a new contract in January of this year. What is the difference between [this solicitation] and the contract we already have in place?

Answer: The contracts currently in place for Oracle/PeopleSoft (ERP) Consulting are on their last renewal. This solicitation is to set contract(s) in place to have continued access to these types of services beyond the current contract expiration.

3. In the RFP, under section 5. Financial Information, it states, “Annual Reports – Please provide certified, audited financial statements (i.e., income statements balance sheets, cash flow statements) for the most recent three years.” We can’t do audited financials but can consider printed financials.

Will that suffice?

Answer: We request audited financials as they are more reliable and allow us to make a better-informed decision than unaudited financial statements.

4. Section II seems to indicate that VCCS is looking for consulting services, but Section 2, IX, and

Attachment 6 seem to indicate that there is an expectation of VCCS data being in the vendor’s system/platform. Please clarify if this RFP is for services only, or if PeopleSoft hosting is desired. IF

Services only, please clarify the requirements around physical security, hosting security requirements, retention policies, etc.

Answer: Hosting is not part of this RFP. However, consultants must ensure that any remote access to

VCCS systems is conducted securely, following VCCS’s security policies.

4. Please confirm if under I. Purpose, the reference to “materials” will also include the licenses and support for the ERP applications and products?

Answer: Yes, under I. Purpose, the reference to “materials” should indeed include the licenses and support for the ERP applications and products. This ensures comprehensive coverage of all necessary components required for the effective operation and maintenance of the ERP system, including licensing, technical support, and access to updates.

5. Given past experience serving other publicly funded institutions in similar services, and the insurance policies we are required to carry for those clients, will the VCCS consider responses that offer insurance policies that align with those other clients needs that more closely match the industry’s practices/needs?

Answer: We are not requesting insurance policies in conjunction with this solicitation. However, you are welcome to include any additional services or products in relation to the scope of this solicitation within your proposal.

6. If an offeror has in-depth experience on specific application(s) only, will the offeror still be eligible for award consideration?

Answer: Yes, an offeror with in-depth experience on specific application(s) will still be eligible for award consideration.

7. Where are the ERP applications listed on Page 4 currently hosted? Are they on-premises or in Oracle cloud, or in a hybrid environment?

Answer: Currently all ERP applications listed on Page 4 are hosted on-premises. However, please note that in the future, some or all modules could be migrated to the Oracle Cloud or a hybrid environment, depending on our evolving needs and strategic decisions.

8. The RFP references “providing services similar to those defined in Section III.” Could you confirm whether this is a reference to Section II (Statement of Needs) rather than Section III (Compliance)?

Answer: This is a typo. It should reference Section II, Statement of Needs, and not Section III, Compliance.

9. Under Section II and 2. Technical Requirements, some aspects of our proposed solution may involve third-party agreements. Will these responses be acceptable?

Answer: Responses involving third-party agreements will be acceptable, provided they are clearly detailed, and VCCS remains compliant with all relevant procurement policies.

10. Is a Disaster Recovery solution already in place?

Answer: Yes. A disaster recovery plan is in place, although it is subject to review for alignment with our cloud transition roadmap.

11. Would remote work be permitted for this project? If so, could you specify any remote work guidelines?

Answer: Yes, remote work will be permitted for this project. We expect that the majority, if not all, of the work will be performed remotely. However, there may be occasional requirements for in-person meetings as needed.

12. We are DSBSD certified Small, Micro, and Minority owned business. Can we submit our proposal in entirety as a prime vendor, or do we need to post a B2B listing and partner with a prime vendor as a DSBSD-certified small business, or can we pursue both options?

Answer: All DSBSD certified businesses are welcome to submit proposals as a prime vendor, or post to B2B to partner with another offeror, or do both for all solicitations.

13. We are interested in submitting a response for the Enterprise Resource Planning (ERP) Consulting - VCCS-WIDE-25-74405” from Virginia Community College System - VA and would like to attend the upcoming pre-bid meeting scheduled for November 6th, 2024, at 5:00 pm EST. Could you kindly share the link or access details for the meeting, so that we may participate?

Answer: There is no pre-bid meeting scheduled for this solicitation. In lieu of a meeting, questions were due by that deadline. This document is a result of all questions received by that time.

14. Will a vendor also meet the small/micro business requirements if it is certified as a Minority-Owned Business by the Commonwealth of Virginia's Department of Small Business & Supplier Diversity?

Answer: Per the Agency Procurement and Surplus Property Manual (APSPM) printed by the Department of General Services (DGS) of Virginia, Section 3.11.b Certified Vendors:

DSBSD-certified women-owned and minority-owned businesses, and businesses with a DSBSD service disabled veteran owned status shall also be considered micro or small businesses for a particular procurement if they hold a DSBSD micro or small business certification on the due date for receipt of bids or proposals for that procurement.

15. Would the VCCS consider removing all questions and prompts from section “2. Technical

Requirements” and section “C. Specific Methodology” from the VCCS-WIDE-25-74405 Enterprise Resource Planning (ERP) Consulting RFP? It appears to be irrelevant for a staff augmentation contract.

Answer: While these sections are informative, VCCS may review the need for their inclusion based on relevance to staff augmentation contracts.

16. Is there a projected or estimated volume of work anticipated annually for each type of ERP service (e.g., SIS support, HCM implementation)?

Answer: There is no projected or estimated volume of work anticipated annually for each type of ERP service. The volume of work will vary from year to year depending on our strategic decisions and evolving needs.

17. Does VCCS have a preferred ERP architecture and middleware stack (e.g., WebLogic, ESB/OSB), or would the offeror need to make recommendations based on existing infrastructure?

Answer: VCCS currently has an established ERP architecture and middleware stack, but we are open to recommendations, especially considering our imminent transition to cloud-based ERP solutions.

We encourage awardees to assess our existing infrastructure and propose any enhancements or changes that would optimize our future cloud integration and ERP functionality. This includes evaluating our current middleware, such as WebLogic and any existing ESB/OSB solutions, with a focus on ensuring smooth integration and scalability in alignment with the selected cloud platform.

18. Is there a requirement for on-site versus remote support, and does VCCS have any preferences for hybrid support models?

Answer: VCCS has no strict requirement for on-site versus remote support. We prefer a remote or hybrid support model. The majority of the work can be performed remotely but there may be occasional needs for on-site presence depending on specific project requirements or strategic decisions.

19. What is the budget allocated for this contract?

Answer: Currently, we do not have a budget allocated for this contract. The budget will be determined as specific needs for services arise.

20. Can you elaborate on how proposals will be evaluated, specifically regarding experience with Oracle PeopleSoft versus equivalent ERP solutions?

Answer: Experience with Oracle PeopleSoft will be weighted based on demonstrated competency in handling large-scale systems with extensive customizations and integrations, but equivalent ERP experience may also be considered.

21. We are a small business but do not have SOC 2 Type II Certification, will we be disqualified?

Answer: No, you will not be disqualified if you do not have a SOC 2 Type II Certification. In lieu of a SOC 2 Type II, we allow a Higher Education Community Vendor Assessment Tool (HECVAT) to be submitted

22. Is it must to have the hosting environment? Can we have a teaming partner who could host it?

Answer: Teaming arrangements for hosting may be acceptable, contingent on security, performance, and compliance with VCCS requirements.

23. Could the response be submitted via email instead of regular mail?

Answer: Per Section V. Proposal Preparation and Submission Instructions of the RFP document, “In order to be considered, offerors MUST submit a complete response to this RFP (electronic) through eVA…Email is not acceptable.

24. Would there be an oral presentation before the award?

Answer: Oral presentations may be required to further assess alignment with our objectives and ensure clarity on proposed methodologies.

25. We are a small business hence, could we submit our tax returns in lieu of audited financial statements as we don’t have the audited financial statements?

Answer: The VCCS will not accept tax returns in lieu of financial statements.

26. What is the current state of PeopleSoft implementation and usage across the 23 colleges? Are all colleges actively using PeopleSoft?

Answer: All 23 of our colleges, along with the System Office and Shared Services Center, actively utilize our PeopleSoft systems. They are all in a single instance of each of our PeopleSoft pillars.

27. Is the goal for all 23 colleges to use PeopleSoft in a standardized way, or are customizations anticipated at individual colleges that may not apply to the broader VCCS data?

Answer: The goal is to provide a consistent student experience and to limit the number of customizations as much as possible. We are working towards a more standardized and consistent experience for our users and have opportunities for making our business processes more consistent.

28. Will an Offeror be considered if they meet most, but not all, of the capability criteria?

Answer: Proposals that meet most capability criteria will be considered, especially if the offeror has strong project success metrics and resources.

29. Is there an intention to award this contract to multiple Offerors?

Answer: The solicitation is written to allow multiple contract awards, should the evaluation committee decide to do so.

30. Clarification – this appears to be a RFP solely to identify potential vendors / system implementers that can work within the bounds of the VCCS parameters. There does not appear to be an actual request for a response to a specific ERP software purchase and / or implementation effort, but rather, do we possess the capabilities to do so. Is something missing from this RFP? It reads as if we are submitting our company and rate structure to VCCS and its entities for potential future work, that has not been listed yet. If read correctly – our company will be submitted and ‘accepted’ for ‘potential’ use by the VCCS entities on future contracts. Please comment and clarify.

Answer: You are correct. VCCS desires to have a vetted pool of qualified partners to work with as opportunities arise.

31. Clarification: The document on page 26 states that the statewide goal of the commonwealth of Virginia is to procure 42% contracts by DSBDS. This is not a requirement for each proposal, but an overall goal by the state, correct? I.e. Some projects could be 10%, some could be 60%. In some cases due to the nature of the work, 100% may not be serviced by a Small Business/Minority Business at all. Please comment/clarify the grading portion of using a SMB for all or portion of the RFP proposal.

Answer: Yes, the 42% is a goal for all total spend in a fiscal year, not on a per project basis. The Small Business evaluation criteria will provide an offeror a percentage of points based on the percentage of their proposal that will be performed by a Small or Micro Business. This percentage of points is determined by either the offeror’s DSBDS status, or the information completed on the Small Business Subcontracting Plan, Attachment 4 of the RFP.

32. In regard to Page 12, Section B.1.b.5.iii, Annual Reports – Would it be permissible to provide these sensitive documents prior to the award, considering their confidential nature?

Answer: Please include these documents in proposal submission in eVA. They are used as part of the evaluation process and are only viewed by necessary parties to complete the required assessment.

33. There are a few concerns about the Terms and conditions. Is the vendor allowed to submit a deviation sheet? If yes, is there any specific format available for vendors to submit? Will there be a phase for joint deliberation on the terms and conditions including clauses like Liability limit, Indemnification, etc?

Answer: Per page 36 of the RFP document, “Offerors seeking to add, delete, or modify any Terms or Conditions shall include such addition, deletion, or modification at the time of RFP Proposal submission. There is no specific format required, but we request that all requested changes be in one central location for easy review, such as separate document or as redlines on the RFP document.

There will be time for joint deliberations on the terms and conditions when a contract is offered to the selected vendor(s).

34. Please share the modules and versions of Peoplesoft or other ERP platforms that are currently implemented at VCCS and its member colleges. Please supply the PUM ID per pillar (FSCM, HCM, and CS) and current Tools version.

Answer: VCCS currently operates PeopleSoft Campus Solutions, HCM, and FSCM at various PUM levels, maintained to align with critical updates.

FSCM (aka AIS) - PUM 51, PT 8.61 HCM PUM 50 (March 2025), PT 8.61 CS PUM 33 (March 2025), PT 8.61

35. Which authentication systems are currently in place for VCCS staff access?

Answer: We use a combination of SSO solutions, leveraging secure access protocols suitable for our educational environment.

36. What primary goals or objectives does VCCS aim to achieve through this consulting engagement?

Answer: The main objectives are to maintain current systems with optimal support, gradually remove customizations, and strategize a migration to a future cloud-based ERP solution.

37. How will experience with Oracle PeopleSoft be assessed relative to experience with other ERP platforms?

Answer: Assessment will prioritize experience with PeopleSoft; however, familiarity with Workday or Ellucian’s suite and other solutions that are in the education market may be advantageous.

38. How many unique PeopleSoft modules or applications are included within the scope of this RFP?

Answer: Three systems. The scope includes Campus Solutions, HCM, and FSCM, with further details based on specific module customizations.

39. Would you like us to include sample profiles or resumes of proposed resources with our submission?

Answer: Including sample profiles or resumes is encouraged to provide insight into the expertise that will be available.

40. Is VCCS open to including offshore resources in the consulting team, or must all resources be based in the USA?

Answer: Primarily, U.S.-based resources are preferred, but limited offshore support may be considered for non-sensitive tasks.

41. Would it be correct to Assume that VCCS currently has Oracle Peoplesoft platforms implemented?

Answer: Yes, VCCS currently runs PeopleSoft ERP systems across our colleges.

42. Are there any platforms other than Oracle and Peoplesoft that are implemented at VCCS that Selected Vendors will be expected to support? For example: For SIS - Ellucian Colleague/Banner, Worday Student, Oracle Student Cloud; For FSCM - SAP FSCM, Workday FIN, Oracle Fusion Cloud, etc?

Answer: Currently, VCCS focuses on Oracle solutions but is evaluating cloud-based options for future ERP needs.

43. Does each member institution have a separate ERP instance or do member institutions operate on shared ERP instance(s)?

Answer: VCCS operates a shared instance to centralize data and streamline management across member institutions.

44. What integration platform(s) are being used currently across the VCCS ecosystem? Are there specific integration requirements or third-party applications that VCCS anticipates needing support?

Answer: We are utilizing Boomi (and Integration Broker) for integration and expect future proposals to support the integration of SIS and ERP data.

45. Can the requirement to “Maintain a toll-free number with recording capabilities, providing VCCS personnel the ability to contact the Contractor during normal working hours” be explained further?

Is this required only after a contract has been awarded or the requirement is to have an established channel of communication irrespective of if a contract has been awarded or not? Please define the specifics of the level and range of support required. Is support needed for system users and all employees of the organization?

Answer: This communication channel is required post-award for direct access to vendor support during working hours, aimed at system user assistance.

46. Does the section on "Technical Requirements" apply to services where the proponent is recommending a "Product or custom solution"? Could you provide more details on how the evaluation criteria for these technical requirements, particularly for security and compliance, will be assessed?

Answer: Security standards, data compliance, and adherence to privacy policies are critical evaluation factors.

47. Can the requirement to “Describe what data is stored in your product and any data disposition and backup processes” be explained further? Does VCCS expect the proponent to provide the ‘ERP Product’ (licenses) to be used by one or more colleges in the system? How is this requirement relevant to an SI partner?

Answer: VCCS expects to maintain infrastructure control, with access provided to the service provider per VCCS security guidelines.

48. Is VCCS expecting the service provider to host the ERP solution (PeopleSoft or otherwise) in its datacenter?

Answer: VCCS is not currently expecting the service provider to host the ERP solution in its datacenter, as the consulting engagement should primarily focus on support, customization reduction, and a strategic roadmap for cloud migration. However, hosting may be considered as an option, both now and particularly as we transition to a future cloud ERP solution, depending on the proposed model's alignment with our long-term cloud strategy and scalability requirements.

49. What does VCCS expect in regards to implementation of system when PeopleSoft is already in place? Please Clarify

Answer: VCCS expects the implementation efforts to focus on maintaining the current PeopleSoft environment while preparing for a transition to a cloud-based ERP solution. This includes providing support for existing PeopleSoft applications, reducing customizations to streamline future migration, and developing a robust migration strategy. The service provider should also offer guidance on optimizing current processes and integrations to facilitate a smoother transition to the cloud when the time comes. Any proposed implementation should be designed to minimize disruption and ensure continuity for VCCS users throughout the transition period.

50. In the event a consulting services provider is selected for this "ERP Consulting Services RFP", would that provider(s) be precluded from responding to future RFx's related to implementation services of an ERP solution?

Answer: Consulting providers selected here may not be precluded from responding to future ERP implementation-related RFx’s.

51. Please advise if/how Consulting vendors should respond to Section 3 on Compliance, part C in regard to “Payment Card Industry Data Security Standard (PCI-DSS)”?

Answer: This clause is standard in our IT solicitations. The clause reads “IF…PCI/DSS…is applicable to the Selected Firm/Vendor”. Since this RFP does not contain PCI/DSS services, this clause is not applicable to the Selected Firm/Vendor.

52. Approximately, how many users does VCCS have for the Student Information System (SIS), Financials (FSCM), Human Resources (HCM)?

Answer: VCCS maintains approximately 20,000 users across SIS, FSCM, and HCM.

53. The Contract Term on the RFP states it’s for “Six (6) years with three (3) two-year renewals, at VCCS’s sole option, or as negotiated”. Does the contract term apply to Consulting Services or is the contract term intended for software providers?

Answer: The contract term is intended for consulting services; however, software providers may be subject to additional terms as required.

54. Will contractors access the VCCS PeopleSoft system by use of VCCS issued laptops? Or will contractors access VCCS PeopleSoft systems through use of VCCS VPN and encryption security protocols? For services around VCCS PeopleSoft system, is it assumed Contractor will leverage all VCCS required security and access protocols?

Answer: Contractors will access PeopleSoft systems via VCCS’s secure VPN protocols, using VCCS-issued security measures.

55. Referencing the Cloud Services Addendum: Since a cloud product is not being provided by vendors, but rather PeopleSoft services accessing VCCS PeopleSoft environments, would all sections that involve the use of a vendor’s cloud system not be applicable? Since these are PeopleSoft services, it is assumed that VCCS will provide the appropriate infrastructure access and PeopleSoft security access to vendor? Vendor will be limited to access data, infrastructure and applications as limited or provided by VCCS?

Answer: Vendors will access VCCS-provided infrastructure.

56. What type of support model does VCCS desire? Can VCCS supply the number of PeopleSoft support tickets per month, by the PeopleSoft application suite (Campus, HCM, FSCM, Ptools)?

Answer: VCCS is interested in a responsive support model, with approximately 50-100 PeopleSoft tickets per month across applications.

57. Are there preferred methodologies or project management frameworks (e.g., Agile, Waterfall) that VCCS requires for ERP consulting projects?

Answer: Agile or hybrid approaches are preferred, though Waterfall may be suitable for more structured tasks.

58. What specific performance metrics or service level agreements (SLAs) are expected for support and maintenance of the ERP system?

Answer: SLAs are expected to ensure minimal downtime and responsive support for critical issues.

59. Does VCCS have a preferred approach for managing data migration and legacy system retirement, particularly for critical data in Student Information Systems and HR modules?

Answer: VCCS seeks phased, secure data migration aligned with cloud readiness and ERP optimization.

60. Would upcoming task orders include Staffing, Consulting requests and/or both?

Answer: Both staffing and consulting services will be considered in future task orders.

61. Is VCCS seeking any emerging product suite to replace PeopleSoft in the near future?

Answer: VCCS is exploring ERPs.

62. Is Shared Service Center, a centralized data center and provide shared services to these colleges?

What is the role of System Office, what will they do?

Answer: The Shared Services Center (SSC) is not a data center. The SSC office is responsible for centralized HR, Accounting, College Engagement, and Procurement for the VCCS.

System Office’s roles will include:

Central ERP IT Support: The System Office coordinates and provides technical support for the ERP solutions, including PeopleSoft HCM, FSCM, and Campus Solutions. This involves managing system patches, updates, and troubleshooting across the shared ERP environment, ensuring that all colleges benefit from unified support and resources.

1. Governance and Policy Setting: The System Office establishes and enforces governance policies to ensure compliance, data integrity, and standardization across the system. This governance includes setting access protocols, managing data privacy, and ensuring that all colleges adhere to standardized processes and reporting practices.

2. Strategic Planning and Cloud Readiness: In anticipation of a future cloud ERP solution, the System Office leads the strategy for reducing customizations, optimizing processes, and preparing data for migration. This includes developing a roadmap that aligns with VCCS’s broader strategic objectives and coordinating resources for a seamless transition.

3. Vendor Management and Collaboration: The System Office liaises with vendors and third-party service providers, negotiating contracts, managing performance, and ensuring that the ERP solutions align with VCCS’s needs and budget constraints. This includes overseeing consulting engagements and ensuring they align with VCCS’s goals of support, customization reduction, and cloud migration.

4. Training and Support for College Stakeholders: To ensure effective use of the ERP system, the System Office provides training, documentation, and user support for college staff and functional users. This centralized approach helps maintain consistent skill levels across the colleges and supports efficient onboarding as new ERP features or systems are introduced.

In essence, the System Office acts as the central hub for ERP oversight, technical support, policy governance, and strategic initiatives, guiding VCCS's path toward a cloud-enabled future while maintaining robust support for current operations.

63. Have the colleges under VCCS, each of them, procured products – Student Information System (SIS), Financials ERP, Human Resources ERP systems individually? If yes, could you please provide the count of colleges by products?

Answer: No individual procurements; all ERP systems are centralized under VCCS’s shared management.

64. According to the RFP, there is an Insurance requirement of Errors and Omission - $5,000,000 per occurrence and the Cyber Security Liability - $5,000,000 per occurrence. As a small Virginia based business, our current policy provides coverage up to $2 million, which we believe is proportionate and adequate for our size and scale of operations. Can this requirement be waived or reduced to a more feasible and affordable threshold to better align with our business's risk profile and financial capacity?

Answer: Please include your request for the change as a modification to the Terms and Conditions (redline) during your proposal submission. These changes can be negotiated during the contracting phase if you are selected for award.

65. We noticed a requirement to respond with a projected timeline for delivery of services. What services are you referring to? Is this a hypothetical scenario based on all the services that the partner offers?

Answer: The timeline is based on standard service delivery expectations, with flexibility for phased engagements.

66. There is a technical requirement for Licensing. Is there an expectation that the partner handles software licenses for VCCS?

Answer: Partners are not expected to handle licensing; VCCS will manage licensing requirements directly.

The following questions were received but not answered by the committee as they were deemed to be geared more towards development of a new ERP and not the requested ERP Consulting Services.

Existing Application Architecture/IT Landscape:

1. What is the VCCS's current landscape made of?

2. How many Integrations exist in the current landscape?

3. Any boundary application involved in and will be involved in future ERP/HCM Applications?

4. Is the current application on-premise or cloud application?

5. What are the challenges VCCS is facing currently with existing applications from an architecture/integration standpoint?

ERP/HCM:

1. What is the current ERP/HCM Software VCCS is using?

2. Is the current ERP/HCM application homegrown or off-the-shelf application?

3. What is the level of customization done so far for the shelf application?

4. Is VCCS current ERP any of the following ERP modules?

5. Does VCCS currently have SSO enabled?

6. Would integration with DWH and the current BI/Analytics tool be part of the RFP? If not, do future ERP/HCM needs to include an Analytics tool as part of the offered functionality?

7. Does ERP/HCM need to have an MDM component? if so, please describe how this is managed.

For the Financial Module Configurations Are the modules listed below deployed (implemented) in standard operations, customized for VCCS, integrated with a 3rd party software, or is there a 3rd party software active in lieu of the Oracle module.

1. Fixed Assets

2. Credit Mgmt

3. Collection

4. Cash Mgmt

5. Payables

6. Receivables

7. Accounting HUB

8. Bill Mgmt

9. Budgetary Control

10. Revenue Mgmt

For the Procurement Module Configurations Are the modules listed below deployed (implemented) in standard operations, customized for VCCS, integrated with a 3rd party software, or is there a 3rd party software active in lieu of the Oracle module.

1. General Procurement

2. Procure to Pay

3. Procurement Contracts

4. Purchasing

5. Self Service Procurement

6. Sourcing

7. Supplier Model

8. Supplier Portal

9. Supplier Qualification Mgmt

For the HCM Module Configurations Are the modules listed below deployed (implemented) in standard operations, customized for VCCS, integrated with a 3rd party software, or is there a 3rd party software active in lieu of the Oracle module.

1. Workforce Payroll

2. Compensate for Performance

3. Learning and Development

4. Benefits Management

5. Talent Management

6. Absence Management

7. Recruit to Hire

Data Warehouse, Reporting, and Analytics What is the VCCS current DWH/Analytics-Reporting Tool?

Describe the Integration path:

1. What is the current data volume?

2. The number of existing Integration?

3. Is the existing tool being used to manage/develop integration?

Security & Resiliency Describe the layers of security used by VCCS for the platform and the typical tool in place.

1. Authentication, Authorization, Access

2. Infrastructure (Firewall, Load balancers, network controls)

3. Data (Is the data encrypted at rest)

4. Policies and Procedures that impact deployments, operations, or maintenance.

5. Are there expected SLAs and uptimes that are met through architectural designs?

Data Migration

1. What is the existing volume of the data we are going to migrate into the new system?

2. Describe the volume of the master data by functional areas, e.g. volume of the data: party (customer, vendors, other), receivables, payables, accounts that map to Financial and Procurement modules.

3. Does VCCS currently have data quality standards in place? Please describe existing methodology, tools, and maturity model in VCCS?

4. Describe the expectation to cleanse and standardize the data prior to migrating into a new system?

Number of users to support:

1. What are the number of users being on-boarded and what are the varying types of on-boarding requirements for the new system?

2. Describe the number of employees & non-employees VCCS entails?

3. Describe the number of employees who may be working remotely from the VCCS enterprise.

Very truly yours, Aubrey Wilcher, VCO

Interim Strategic Sourcing Supervisor, Technology

Note: A signed acknowledgment of this addendum must be attached to your proposal. Signature on this addendum does not substitute for your signature on the original proposal document. The original proposal document must be signed.

Signed Acknowledgment

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