We want to clarify for all vendors our definition of SaaS and Managed Services.

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1 RFP 6045 PeopleSoft Hosting Services BGSU RESPONSE Questions and Answers Special Note: We want to clarify for all vendors our definition of SaaS and Managed Services. SaaS would be using vendor s instances of PeopleSoft with your licenses Managed Services would be using our instances of PeopleSoft with BGSU licenses The BGSU preference is to use our BGSU instances of PeopleSoft and our perpetual licenses. We apologize for the confusion. 1. How important a factor is having a data center located in Ohio, and how heavily weighted is this factor in your evaluation criteria? Can you share your evaluation criteria? Our intention was to give you as many options or choices as possible. The cost for the networking inside Ohio is already covered for the connections to the list of Ohio data centers. Thus, using the data centers inside Ohio should be cheaper. The criteria for the evaluation are 1) Completeness of the proposal 2) Quality of the staff and support 3) Contract 4) References 5) Cost 2. Please clarify why this RFP is only for PeopleSoft HCM hosting and services, even though Bowling Green is currently deploying other PeopleSoft applications. Is Bowling Green planning to outsource hosting of its other PeopleSoft applications at a later date? The RFP states that this is for ONLY the HCM because we will complete our HCM upgrade from 9.0 to 9.2 by spring of The Financials upgrade will follow in 2016 or The student modules could be done after financials are moved. 3. The RFP makes multiple references to SaaS solutions, but it does not appear that Bowling Green is planning to move off of PeopleSoft to another system that offers a

2 subscription software model. Please confirm that Bowling Green is intending to stay on PeopleSoft and that you do not intend to drop your current PeopleSoft licenses. BGSU does own our PeopleSoft Perpetual licenses. Our first choice is to use those licenses under Managed Services rather than to move to a SaaS subscription service and lose the money we have invested. 4. It appears from pages 27 through 42 of Appendix A that Bowling Green has responded to a questionnaire. Can you please provide background information about the origin of this questionnaire, its purpose and participants? Was there a business case generated for this specific opportunity? BGSU talked to a number of vendors prior to the RFP. This list comes from their questions of us. We did not create a business case other than two points: 1) finding quality staff to replace current retirements and resignations has become very difficult and 2) can we reduce our number of racks as we close down the BGSU data center and move to a commercial data center. 5. Has BGSU participated in any site visits or reference calls prior to the release of the RFP with an Oracle Hosted Client? If so, with whom? The only calls we made were with Case Western Reserve University. 6. Appendix A includes metrics on Bowling Green s HR and payroll processing. Please clarify the purpose of these metrics in this RFP and how they apply to the scope of hosting and maintenance services. Is Bowling Green interested in HR/Payroll business process outsourcing services? They are included in our requirements because we are currently doing Time and Labor and payroll processing with the HR system. We are always interested in looking at your outsource services, if they are available. 7. How many instances of Oracle will be within the production RAC? Currently we have 1 in production 9.2 HCM database. An unknown at the present time is how we will do the new SES environment

3 8. Does the chart in item #76 represent all of the required DB storage? (~1.7TB) This is what we currently have, but we would expect it to grow over time 9. The chart in #76 says non-production, but then includes figured for the production portion of the data (400GB). Is this a typo, or is this not truly production? This was a typo, production was listed with non-production environments 10. What are the avg. and peak IOPS for the production DB storage. If IOPS is unknown, transactions/second is a good alternative metric. Currently, with all environments in one RAC cluster sharing storage, we cannot give HCM specific numbers, however for all environments, here is the following information 2000 IOPS = Peak 750 = Average 11. What are the required specs for the Development Web/App Server? 10 GB RAM 12. What are the required specs for the Development Reporting (Prcs Scheduler) Server? 4 GB RAM

4 13. What are the required specs for the Development DB Server? 2 x Intel Xeon 2.67 GHz (hex core 12 cores total) 96 GB RAM 14. Can the Development DB data sit locally on the Development DB server, or should it live on SAN storage comparable to production? BGSU cannot answer this question without knowledge of your proposed infrastructure. However, we would expect the same level of performance and growth potential as typically found in a SAN environment 15. What are the required specs for the Development Operations Server? 8 GB RAM 16. What are the required specs for the Development Gateway Hub Server? 4 GB RAM 17. What are the required specs for the Test Web/App Servers? 10 GB RAM

5 18. What are the required specs for the Test Reporting (Prcs Scheduler) Servers? 4 GB RAM 19. What are the required specs for the Test DB Servers? 2 node RAC cluster with each node having 2 x Intel Xeon 2.67 GHz (hex core 12 cores total) 96 GB RAM 20. Are the Test DB servers to be configured in a RAC configuration as well? a. If yes, how many instances of Oracle within the RAC for Test? BGSU has one test environment in a RAC configuration, currently it is our QNA environment Other environments can be single instances 21. What are the required specs for the Test Gateway Hub Servers? 4 GB RAM

6 22. What are the required specs for the Test Operations Server? There is only one operation server in the environment shared across Dev, test and production. See the Dev operation specifications above 23. What are the required specs for the Production Gateway Hub Servers? 4 GB RAM 24. What are the required specs for the Production Operations Server? There is only one operation server in the environment shared across Dev, test and production. See the Dev operation specifications above 25. Are there any servers, aside from the DB servers, that require in excess of 100GB of storage? a. If yes, what are those requirements, specific to each server? No 26. It is assumed from drawing that LNX means Linux and WIN means Windows. The documents references RHEL6 for Linux and Windows Server 2012 for Windows. Can these versions be assumed for all servers? Yes 27. From the Technical Architecture section of the RFP, it looks like all servers in the HCM environment are virtual except the database? Yes

7 28. Is BGSU expecting the same production and non-production architecture as it relates to server count, redundancy, availability, etc.? BGSU is expecting the same level of performance and availability. We are open to alternate architecture options as long as they provide us the same level of service. QNA has to be a mirror image of production for our testing purposes 29. Is the utility server listed in #73 of the Technical Architecture section referring to the HCMADMIN1 in the diagrams or are these additional servers? These are additional servers 30. The server diagram at the end of the RFP lists some servers that are shared between HCM and Campus Solutions environments. Can BGSU confirm that the scope of the RFP is only for the HCM items listed in the diagram? In the server diagram, the integration broker gateway servers and database servers are listed as shared between HCM and BGSU's other PeopleSoft application environments. Yes, the scope of the RFP is specific to BGSU's HCM application environment, however, the gateway servers and database servers may need to exist within the hosted environment due to performance and/or networking concerns and can therefore not be considered excluded from the scope of the RFP. Discussions will need to take place with the selected vendor on the best option for hosting what is now a shared service. 31. Does the Managed Services scope include functional support for HCM modules or will BGSU continue to provide functional and configuration support of the HCM environment? BGSU would prefer to have the lead SME s and lean on you to provide the rest of the managed services 32. There is a RFP Conference call on August 18th but no further information is given like Dial number, Access Code, Audio PIN, Meeting ID etc. This information is now listed on the Purchasing website under Addendum A

8 33. We understand the desire for an Ohio-based data center to host the physical servers. May IaaS and SaaS/Managed Services resources such as Developers, DBAs, and PeopleSoft Admins be located off-shore? All physical servers and data must reside in the US. Our preference is to use on-shore resources. 34. Software Licensing - Are any of the existing software licenses (VMware, Linux, Oracle, STAT) available for redeployment in the hosted solution or does BGSU prefer to obtain new licenses? Our first choice is to use our existing licenses, if they are perpetual. If not perpetual, we would entertain new license arrangements. VM Ware - Perpetual Linux Red Hat FTE s subscription Oracle DB Perpetual STAT Perpetual COBOL? Crystal? 35. Disaster Recovery - Are disaster recovery services desired for non-production environments? If DR for non-prod is desired, are the RTO/RPO levels different between prod and non-prod? Yes we would like to have DR services for Production and Non production. The RTO for the non- production can be 7 days 36. Disaster Recovery - We observed the RPO of 24 hours in Question 81. What is the desired RTO? 48 hours

9 37. Storage - What is the total space provisioned for storage across all environments (not including backup space)? Around 3.8 TB. a. 800 GB production OS/Application storage (8 servers x 100 GB per server) b. 400 GB production DB storage c. 1,400 GB test/dev OS/Application storage (14 servers x 100 GB per server) d. 1,275 GB test/dev DB storage 38. Storage/Backups - What is the total space allocated for backup storage and retention? BGSU is currently using abound 720 GB (500 test/dev, 220 prod) of onsite backup space for all OS/Application backups of Dev/test/prod servers. This number includes the database server OS/Oracle areas, but not the DB data backups. a. Database backups for BGSU's HCM database are currently combined with BGSU's PeopleSoft Financials, Student, and EPM database backups. The total space used for database backups is 15.6 TB (10.1 for test/dev and 5.5 TB production), of which, less than 25% is HCM database data. The onsite data is duplicated to offsite, doubling the total backup storage used to around 1.4 TB for all OS/application level backups, and 30.2 TB for database data backups (see previous note on the combined database backup data). 39. Backups - How many versions of backups are desired to be kept onsite vs. off-site? BGSU would like one version to be sent to the Bowling Green campus One version at the production data center One version at the DR center 40. AMS - We understand the scope of this proposal is to provide a managed PeopleSoft environment from the PIA technical stack down to include full IaaS, database administration, and PS administration. Will the Application Management Services (AMS) be provided by the hosting company or BGSU? (AMS = End User support, support for customizations/modifications, enhancement/development support, upgrade services). Split responsibilities based upon the skill set of the finalist

10 41. Batch Operations/Interface Reports - Please clarify BSGU s desired involvement in batch operations and interface support. Are support teams available 24x7 for interfacing systems? BGSU would manage the relationship with each vendor with an interface and would work with you to resolve any support issues 42. Oracle Database - What are the University s plans to upgrade the Oracle database version? BGSU maintains database levels to remain within support of Oracle and all applicable applications. We expect to maintain this level of support with our chosen vendor. 43. SaaS- SaaS offerings may include a subscription to the vendor software, paid monthly. Is BGSU considering this model, or does BGSU intend to continue with perpetual licenses and maintenance payments? Our preference is to use the perpetual licenses and monthly payments. 44. SaaS/Managed Services may also include outsourcing one or more business processes (i.e., payroll processing) to the vendor. Is BGSU interested in this service, and if so, which business processes Yes, if you have options for us to consider we are open to those services 45. SaaS/Managed service offerings may also include temporary functional support (the functional equivalent to "burst" capacity) during peak processing times of the year. Is BGSU interested in this service, and if so, which business processes are under consideration? Yes we are interested in these services but not likely needed for HCM

11 46. Helpdesk - BGSU has an existing helpdesk model that addresses all application related trouble tickets. Which, if any, severity level tickets does BGSU want the selected vendor to address (e.g., BGSU triages incoming tickets, resolves level 1 and escalates levels 2 and 3 to the vendor to resolve)? BGSU will be the tier 1 help desk the vendor would be expected to provide tier 2 and tier 3 help desk 47. Appendix A - Per Appendix A, "PeopleSoft Support Structure" BGSU currently allocates 3 FTE to PeopleSoft Production Support, and 3 to ongoing development. Which (if any) functions does BGSU want the vendor to assume? IaaS 3 PS Production support Managed Services all 6 production support and ongoing development Final vendor discussions will determine the actual numbers 48. BGSU provides general information about customizations and a list of interfaces/integrations. Will BGSU or the vendor support ongoing maintenance, and reapplication of customizations (including workflow) after patch or upgrade? Will BGSU or the vendor support maintenance of interfaces, integrations and custom reporting? What is BGSU's current policy for, and level of support for recreation and maintenance of user developed BGSU would expect to lead in determining what interfaces, integrations and reports are needed but yes the vendor would provide the ongoing maintenance with our assistance. 49. Application Patching and Upgrades - We assume that BGSU would like for the vendor to perform technical activities related to application patching and upgrade - is this correct? What level of functional support does BGSU require for these activities (i.e., no support; testing of patch application in DEV before release to BGSU staff; BGSU would expect to lead the effort to develop the road map, but yes we assume the vendor would do the patching and upgrades with us. BGSU is an ideal customer we are and will continue to maintain patching and upgrades as current as possible on all parts of the PeopleSoft systems as we can.