March 26, 2013 ADDENDUM NO. 1. RFP #MWJ1304 PeopleSoft Campus Solutions Implementation Project Office of Information Technology

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1 March 26, 2013 ADDENDUM NO. 1 RFP #MWJ1304 PeopleSoft Campus Solutions Implementation Project Office of Information Technology All proposals are due Monday, April 1, 2013, by 12:00 p.m. to: City Colleges of Chicago Procurement Services 226 West Jackson Blvd., Room 1003 Chicago, Illinois Attn: Marietta Williams-Johnson, Senior Buyer I Questions, Responses and Points of Clarification Q1 A1 Q2 A2 Q3 A3 Can the due date be extended? No, given current system constrains and business requirements timely responses to the RFP are required. Can the RFP document be distributed in a Word version and can the Cost Tables be distributed in Excel? Yes, see attachment or contact Marietta Williams-Johnson, or procurementservices@ccc.edu, to request the Word and Excel versions. Procurement Services usually do not provide the MS Word and Excel versions. Procurement Services will allow the MS Word and Excel versions of the documents to be distributed. Each proposer, in their response, must make a statement that they have not made revisions to any sections of the documents other than inserting information to complete the forms, with knowledge that if they have made other revisions to the original documents they will be deemed not responsive to the RFP and disqualified from further consideration. When will the missing tables be available? See Addendum No. 1 below and the attached Excel file with the revised Cost Tables. Q4 When do you anticipate the user department to respond regarding the extension? A4 See A1. Q5 The OCS Continuing Education Registration packaged solution is mentioned on Page 14: A15.b. and Page 15: A.58. Can we propose our own Continuing Education Registration solution instead of OCS's? A5 Yes, any 3 rd party application referenced in the RFP can be substituted for with another 3 rd party application or replaced with new CS 9.0 delivered functionality. We ask that vendors provide recommendations to CCC based on industry best practices and CCC business requirements. 1

2 Q6 A6 Q7 A7 Q8 A8 Page 32: Section VIII - Cost Proposal This section has columns for Campus Solutions, Human Capital Management and Financial Management. This project is only for Campus Solutions but you would like ala carte pricing for HCM and FM offered as possible phases. This in house or 3 party vendor will be selected by CCC.correct See Addendum No. 1 below, delete Cost Detail for Implementation Services and Cost Detail for Project Management Services Page 6 Please confirm whether City Colleges of Chicago (CCC) plans to implement Gradebook, Student Administration Integration Pack Please provide recommendation and justifications based on your expertise (disclose any assumptions) as to which modules to replace existing 3 rd party or custom applications developed in house to address CCC business requirements. Additionally it will be helpful for you to provide us with multiple cost proposals (with and without those options). The vendor will be asked to assist us with a recommendation as part of the project. Page 7 Please provide a list of all customization for each category listed under Current State Customization ( e.g. SS Self Service there is a count of 20 mentioned, we would like to have the list of all those 20 customization under Self Service) SR Messages 2 SR Military 1 SR Misc 1 SR Prior term Copy 1 SR Program/Plan 12 SR Repeat Rules 4 SR Reports 61 SR Residency 2 SR SAP 15 SR Search Match 2 SR Search Results 6 SR Searches 17 SR Security 5 SR Service Indicators 3 SR Student History 12 Student SR Services 3 SR Term Activation 10 SR Testing 15 SR Transcripts 10 SR Transfer Credit 10 SS Messages 1 SS Self Service 20 SR Enrollment 40 SR Waitlist 10 SR Priority Registration 10 2

3 Q9 A9 Q10 A10 Q11 A11 Please provide the count of customization which you have planned to drop as part of the initial analysis The analysis will be part of the implementation (Fit-Gap); any current analysis may not be accurate. Page 8 - Current Technical Environment Please provide the list of servers, the storage space in these servers which is being used for the current PeopleSoft applications CCC intends to replace our existing architecture as it is outdated. CCC has not decided whether to build-out in-house or offsite (managed hosting). For the purpose of your response you may assume the environments (test and production) will be in place well before they are needed and that infrastructure will not be a critical path to this implementation. CCC is only soliciting vendors for resource(s) advisors to assist us with the coordination between project technical requirements and the in-house/managed hosting infrastructure solution. In most projects, an Infrastructure Lead is sufficient. CCC expects the proposed Technical Lead to be knowledgeable regarding PeopleSoft infrastructure and issues related to environmental area and be able to advise us as appropriate. Provide the Database Type version and Operating system Version for the current PeopleSoft 8 application See A10. Our intension is to migrate to a UNIX/LINUX and Oracle (latest supported and stable version) platform. CCC is operating on True64 UNIX version 5.1b revision 2.650; Oracle 10.2 Q12 Please provide the following details A12 See A10. Example Current PeopleSoft Campus 8.9 People Tools 8.48 Database(s) Oracle 10g Database Server H/W HP 9000 Database Server RAM 4 GB Database Server Processors 8 Processors Database Type Unicode Database Server OS HP UNIX Production DB Size 60 GB Application Server H/W HP 9000 Application Server RAM 4 GB Application Server Processors 8 Processors Application Server OS HP UNIX Web Server Weblogic Web Server H/W HP 9000 Web Server OS Unix/NT Reporting Tools Crystal Reports 3

4 Q13 A13 Please provide the PeopleSoft objects that have been added as well as those which have been customized in PeopleSoft 8 Campus Solution application: See A9. This is a reimplementation and will focus more on vanilla PeopleSoft. Objects Number of Added Objects Number of Customized Objects Eg: Pages Access Groups Activities Application Engine Programs Application Engine Sections Approval Rule sets Business Interlink Business Processes Component Interfaces Components Cube Definitions Cube Instance Definitions Field Formats Fields File Layout Definitions HTML Indexes Job Definitions Menus Message Catalog entries 4

5 Message Channels Message Nodes Pages PeopleCode Application Engine PeopleCode Application Packages PeopleCode Component PeopleCode Component Interface PeopleCode Component Record PeopleCode Component Record Field PeopleCode Menu PeopleCode Message PeopleCode Page PeopleCode Page Field PeopleCode Record PeopleCode Subscription Permission Lists Process Definitions Process Type Definitions Queries Records Workflow Roles Server Definitions 5

6 SQL Translate Values Tree Structures Trees URL Definitions SQR Nvision Layouts Crystal reports Cobol Others Q14 A14 Q15 A15 Q16 A16 Q17 A17 Q18 A18 Q19 A19 Q20 A20 Please provide a tentative start date for the project As soon as possible pending Board authority and finalized contracts. CCC hopes to have a kick-off sometime in the 3 rd quarter (CY) Please provide a recommend schedule for delivery and deployment based on our immediate needs. Do you have a tentative GO Live date for the project? CCC is soliciting from vendors for this recommendation based on the RFP requirements and your expertise (disclose any assumptions). Your response and justification to this question will help us understand your fit for this project. Please let us know how many months of Post Go Live warranty support is required See A15 Do you want all the consultant onsite at CCC location in Chicago or are you fine with an onsite - offshore model where offshore will be a development center outside of USA Please supply a resource plan (disclose any assumptions) that supports your overall implementation strategy. Be prepared to justify your plan and address any advantages or risks that are associated with your staffing models. Please confirm whether PeopleSoft Enterprise Portal Implementation is part of the project scope Yes. Please confirm that Hosting is not part of the scope of the current RFP See A10 Page 13 Mandatory Requirement - The Vendor must have significant experience implementing PeopleSoft Campus Solution 9.0 Provide at least five reference, Can these five references me a mix of implementation and Upgrade project of Campus Solution 9.0 of similar nature Yes. 6

7 Q21 A21 Page 18 & 19 - Section F Infrastructure Design & System Equipment Configuration, Section G System Integration, Section I Disaster Recovery and Business Continuity, J Connectivity and K Equipment - Does the vendor need to respond to these requirement as they are not related to the scope of PS Campus Solution implementation and does CCC require pricing for the same See A10. You can respond with your expertise and recommendations in the appropriate areas. Q22 Does CCC have the required hardware and server for the PeopleSoft 9.0 Campus Solution Implementation or the same need to be listed by the vendor A22 See A10. Q23 A23 Q24 A24 Q25 A25 Q26 A26 Q27 A27 Q28 A28 Q29 A29 Q30 A30 Does CCC have the required licenses for PS 9.0 Campus Solution implementation and has the project being budgeted already. CCC owns most of the licenses that are needed per the requirements in the RFP. If we need additional licenses (i.e., GradeBook), we will purchase them based on recommendations of module usage. Adequate capital funding for this project has been allocated. Is the current PS application supported by Oracle No. However the purpose of this project is not to upgrade but to re-implement the PS application. Is there any current vendor supporting the PS Campus 8.0 application and how many consultants are supporting the application No. We are currently unsupported but are current with our Oracle maintenance/support license. How many consultants from CCC will be part of the PS Campus 9.0 implementation project? Please provide a count for each role Depending on the proposed project plan schedule and recommended resource needs, CCC will fill the required client roles appropriately with employees and/or consultants. Please confirm whether MBE / WBE organization can be a subcontractor for this bid with we begin the primary organization. Yes, all proposers are to submit MBE/WBE subcontractor information with your proposal submission. Please contact Marcus Roebuck, Contract Compliance Officer, at for other options in complying to the MBE/WBE Participation Plan. There has been a mention of 20 Cost Tables but only seven have been listed please provide the details of the rest. See Addendum No. 1 and the attached Excel file. There are only 7 Cost Tables. Are the Cost Table be part of a separate proposal document or they should be part of the same solution document The Cost Tables are part of this RFP solution document. Does each cost table need to be signed or only the one mentioned on Page 32 and 33 be signed Your submission of the Executive Summary verifies/confirms the information that you ve documented on the Cost Tables and throughout your proposal submission. Q31 Is the table mentioned on Page 32 Cost Proposal and Page 33 - Cost Proposal for Project Management Service - a summation of the cost of all the Cost Tables listed later A31 See Addendum No. 1. 7

8 Q32 A32 Q33 A33 Q34 A34 Q35 A35 Q36 A36 Q37 A37 Q38 A38 Q39 A39 Q40 A40 Q41 A41 Page 13 - A.2: Please explain Road Map. Are you referring to something like a Program Guide to the student? CCC desires to provide students with real-time enrollment feedback based on Academic Program requirements to assist the student with self advising. Please provide recommendations to best leverage CS 9.0 delivered functionality to meet CCC business needs. Page 13 - A.3: Single configuration for each academic career for credit. Please explain. A gap exist between the current academic structure and CCC business requirements. Please provide recommendation on how best to evaluate and make changes to Academic Structure (disclose any assumptions). Page 13 - A.5: Recording of Academic Programs and Plans. Please explain as to what the expectation is. See A33. CCC is soliciting vendor recommendations with configuration and/or conversion of the setup values for academic program plans and sub-plans to better align with business requirements. CCC will be responsible for defining the values or policies related to academic structure. Page 13 - A.7: Creation of Data Map. Please explain. CCC expects the selected vendor to provide a Data Map of the commonly used tables and fields for reporting and various programmatic uses. Page 14 - A.15: Provide more information on OCS Continuing Education Registration Packaged solution. See A5 Page 14 - A.17: Need more clarification as to what is the expectation from the PeopleSoft application. CCC is soliciting our vendors for this recommendation based on the RFP requirements (multi campus community college system) and your expertise (disclose any assumptions). CCC expectation is to leverage as much delivered functionality as possible to reduce long term maintenance cost of modifications. Your response and justification to this question will help us understand your fit for this project. Page 14 - A.18: Provide more information on Accommodation Data. Please provide construct a solution to utilize delivered functionality to address enrollment needs and student support needs of disabled students as normal and customary for multi campus community college system. Page 14 - A.29: How are Credit Card Refunds processed currently and what are the issues faced? We are working with a third party vendor to remove district risk of storing cc info in PS. Page 14 - A.30: What is the expectation from the statement? Please elaborate making adjustments to student accounts, rather than using tuition calculation The source of this requirement was based on the fit gap discovery. CCC desires to leverage the use delivered CS 9.0 functionality and best practices recommendations to address to business needs of community colleges of our size. Adopted solution should address the need for real-time account balances (including charges and financial aid), back dating enrollment changes, and a compressed student enrollment timeline ( disclose any assumptions). Page 14 - A.35: Need more information on childcare billing? CCC is soliciting our vendors for this recommendation based on the RFP requirements (multi campus community college system) and your expertise (disclose any assumptions) to best leverage delivered CS 9.0 delivered functionality. 8

9 Q42 A42 Q43 A43 Q44 A44 Q45 A45 Q46 A46 Q47 A47 Q48 A48 Page 15 - A.46: Permission lists / Permission Numbers. Please explain with an example. Is it for Student Records? CCC is soliciting our vendors for this recommendation based on the RFP requirements (multi campus community college system) and your expertise (disclose any assumptions) to best leverage delivered CS 9.0 delivered functionality. Page 15 - A.51: Need more clarification on Home Campus and or other information. Various definitions on "campus" exist in CCC business requirements (i.e. enrolled, attending, billing, financial aid). CCC is soliciting our vendors for this recommendation based on the RFP requirements (multi campus community college system) and your expertise (disclose any assumptions) to best leverage delivered CS 9.0 delivered functionality and best practices. Page 15 - A.52: Need more clarification on IAI information section. See program requirements at Page 15 - A.56: Explain Home Campus and the customization involved. See A43 Page 15 - A.58: Need more explanation on OCS Continuing Education Web Registration package. See A5 Oracle s practice is the use of electronic signatures unless the RFP specifically states the signature must be in ink which I do not see the requirement in the RFP for an ink signature is acceptable for the TWO (2) ORIGINAL SIGNATURE HARD COPIES be electronic signature with the exception of the Economic Disclosure Affidavit which requires a notary so that form will have an ink signature? We require original ink signatures from proposers when submitting hard copies of RFPs/Bids. Electronic signatures are not acceptable. Do you have existing integrations between PeopleSoft Campus Solutions and HCM? If so, do you plan to bring those forward or replace them with the delivered integrations? Currently CCC has data integration points with Campus Solutions, HCM, and Finance. Pleas provide recommended solution that utilizes Integration Broker to replace current interfaces with Campus Solutions, HCM, and Finance where deemed appropriated based on your expertise and best practices (disclose any assumptions). Q49 What version of PeopleTools are you on? A Q50 A50 Q51 A51 Are the "Workflow" references in Section P assumed to mean business process steps or are you referring to the implementation of a workflow application as an additional toolset? Yes, we are interested where appropriate Section VIII on pages is missing words. We do not want to make assumptions as to what may be missing. This is a form requiring our signature. Would you please provide a corrected version? For example: 1d. Staff Augmentation: This &/or Project Management Service includes the acquisition of and project management resources to supplement relevant CCC teams that are inadequately staffed from a project management perspective. Included in your response should be a provision for CCC to hire these resources on a full-time basis. See Addendum No. 1 below. 9

10 Q52 A52 Q53 There are cost estimate pages (p 32 and 33) for Technical Implementation and Project Management but not Business Process Redesign - Where should those costs be defined? See Addendum No. 1 below. There are 3 Mandatory Requirements listed in the RFP. Do these pertain only to the technical resource vendor or are they applicable to change management vendors as well? We have large scale change management implementation experience which is highly applicable but may not have exactly those requirements. Q53-1 Vendor must have experience working a multi campus higher education district or system, with a student head count of at least 50,000 students and interface with a single instance database for all campuses Q53-2 Vendor must demonstrate the capacity to effectively support the necessary concurrent users for an institution of CCC s size Q53-3 Vendor must have significant experience implementing PeopleSoft Campus Solutions 9.0 A53. Please justify how your experiences prepare you to handle a project with level of complexity and scope. ADDENDUM NO. 1 RFP #MWJ1304 PeopleSoft Campus Solutions Implementation Project ITEM NO. 1 - DELETE CURRENTLY READS: Section VIII - Cost Proposal Pages 32 and Cost Detail for Implementation Services - Delete 2. Cost Detail for Project Management Services - Delete ITEM NO. 2 CORRECT CURRENTLY READS: Section VIII Cost Proposal - Exhibit I Cost Tables REPLACE WITH: Addendum No. 1, Section VIII Cost Proposal - Exhibit I Revised Cost Tables (Proposers: Download attached Excel Spreadsheet and include with your proposals) Please acknowledge receipt of this Addendum in your proposal submissions. 10