1 Is there a consulting company helping with selection process? No, UCDHS hired a consulting firm to assist with the development of the Functional and Technical requirements for the RFP 2 May we separate the RFP response into software/license response and implementation services response to allow competitive responses from multiple Oracle partners who implement our solutions? 3 UCDHS has indicated answers to question may not be received until July 13 th, we would request a 2 to 3 week extension to the RFP response based on the expectation that answers to our questions may alter how we respond. Can you grant this extension? 4 Does the University side of your organization have a role in this decision process? Is the University planning to replace the Kuali system? Yes, please identify the Vendor Partner for each cost proposal on Software/license and Implementation/Professional services We plan to respond to vendor question as soon as we can. Some responses take longer than others, as responses are drafted and reviewed by executive management, we will forward those to all vendors. No extension will be granted University is a stakeholder and they are consulted, however, because this is largely a medical center system, the University does not have a role in the purchasing decision. No, the University does not plan to replace Kuali system 5 Does the organization have a strategic vision towards SaaS/Cloud applications? The No, each proposed solution will be evaluated independently. If your SaaS/Cloud RFP seems oriented towards an on premise/hosted application versus a Software as a aligns more with the requirements, then submit that solution. If both of your Service (SaaS/Cloud) approach. Is there a preference or desire to move to the Cloud for Financials & Supply Chain applications? solutions meet the requirements, but the pricing is vastly different, then I would submit both. 6 There are Payroll requirements/questions listed in the spreadsheet Attachment 2 UCDHS Consolidated Requirements. a. What Payroll system do you use today? b. What is the importance of the Payroll requirements in this overall initiative? c. How do the Payroll requirements fit with the overall Financials & Supply Chain requirements? d. It is our understanding that the UC System is rolling out the PeopleSoft Human Resources/Payroll solution, will the Medical Center be part of this roll out? 6a. UCOP manages the Payroll for all UC campuses and medical centers and they use Personal Payroll System (PPS) which will be replaced by UCPATH. 6b. Payroll Data and Labor Ledger information is desired in the GL Solution 6c. Payroll data and Labor Ledger information should have been a subset of the GL requirement 6d. Yes. UCDMC will use PeopleSoft (UCPATH) as the payroll and human resource system of record. HR and Payroll (UCPATH) data will need to integrate to the UCDMC ERP system. 7 There was no mention of Grants accounting or Capital Project Accounting in your requirements. a. What systems do you use today for Grant Accounting and Capital Project Accounting? Will they need to interface with a new Financials & Supply Chain application? b. Is Grant Accounting and/or Capital Project Accounting an area of interest for this selection? 8 What systems do you use today for core Inventory and Procurement? Eclipsys Grant Accounting is not in scope Capital Project Accounting is not in scope 7a. Kaufman Hall is being used for Capital Tracking An interface with new Financial & Supply Chain application and Kaufman Hall is requested. 7b. No 1 OF 8
9 The RFP asks to integrate with EPSI and Kaufmann Hall systems. Are these being used for Operational Budgeting, Capital Budgeting, and or Cost Accounting? Is there a desire to consolidate these functions into one system? EPSi is being used for operational Budgeting for the Medical Center Kaufmann Hall will be used for Capital Budgeting for the Medical Center Not at this time, but potentially in the future 10 Is there separate accounting staff for the Medical Center and the University? Are functions like Cash Management and Accounts Payable processed separately or are they shared services? Is there a desire to move towards shared services? 11 Terms and Conditions item #11, IS USCHS expecting the implementation to follow UCDHS implementations methodology or is the statement referring to the quality of the deliverables? Please provide additional information for the UCDHS methodology and UCD expectations. 12 Terms and Conditions item 25 Travel and Lodging: None authorized. Is this statement pertaining to the implementation services? 13 For integration requirements please provide for each integration the following: Name of integration, Data required, Direction from / to ERP, ERP Module, Method (Batch, real time, desktop upload), Technology, Frequency, and Volume. Does UCDHS have an integration diagram? Yes, the University and Medical Center have their own accounting staff Cash Management and Accounts Payable core functions are done at the University. The Medical Center is exploring options to separate the functions or create a hybrid solution. Yes, the University and Medical Center have their own accounting staff Cash Management and Accounts Payable core functions are done at the University. The Medical Center is exploring options to separate the functions or create a hybrid solution The statement refers to the quality of the deliverables. The deliverables listed are examples of standard deliverables during system implementation. UCDHS does not have standard templates, the vendor can use their own templates This statement pertains to the development of an RFP Response or System demonstrations. Please refer to attachment for question #13 14 What and how many resources does UCDHS plan for this implementation? UCDHS would like vendors to propose Staffing Plans for project work and system maintenance 15 Does UCDHS plan to retain the current Chart of Accounts structure? Yes 16 Will data need to be converted from more than 1 system? What system(s)? TBD 2 OF 8
17 As you may know, Oracle has several solution options we could propose that address your requirements. Two options we are considering are PeopleSoft (on Premise We do not have a preference. solution) and our Cloud ERP (SaaS solution). Your RFP seems structured and oriented towards a on Premise solution (given all the technology and other requests and questions). Does the organization have a preference, strategy, or feedback regarding On Premise vs SaaS/Cloud option? Both of our solutions are strong options and viable options to consider. But we prefer to not bid two solutions. Our final recommendation is normally based on some interaction with your teams on current vision and strategy around preferences, ability to support on premise option with your current/future resources, interest in moving to Cloud solutions in general, etc.. Given our limited communications due to RFP process and our lack of engagement prior to RFP, any feedback or willingness to discuss is appreciated. You have a legacy PeopleSoft HR system so we realize you have some in house expertise around that platform. Let me know if we can discuss. Each bidder is encouraged to submit the technology solution(s) that best meets the requirements in the RFP. The RFP process precludes us from having specific conversations with the supplier but we welcome you to submit both options. If you are invited for a demo, we can discuss specifics at that time. System functionality, price, and scalability will be considered in the proposal evaluation. 18 Also we will need some clarity around user counts you expect for the different functional areas outlined in your requirements. I see some metrics provided around Accts Payable users. Other metrics/user counts that would be helpful in determining pricing scenarios would be: Financial (GL, Fixed Asset, cash mgt users), Inventory users, Purchasing (buyers as well as quantity of end users wanting to be able to do self service requisitioning), etc. User Estimate: GL - 50 Fixed Assets - 50 Cash Management - 50 Inventory - 100 Purchasing - 50 Requisitioning - 500 3 OF 8
19 For integration requirements please provide for each integration the following: - Name of integration, Data required, Direction from / to ERP, ERP Module, Method (Batch, real time, desktop upload), Technology, Frequency, and Volume. Does UCDHS have an integration diagram? -----Additional Questions Below----- - Where/how are the following inventory related solutions used? Please refer to the response provided for Question #13 Maclab/Centricity Track Core Space TRAX LUMEDX EMR Carefusion Pyxis Device Inventory Synthes Zimmer Trauma Cart HI-IQ Willow - How do you anticipate interfacing to the above listed inventory related systems in the future (push item master from ERP to 3rd party, receive Requisitions from 3rd party). Please elaborate on additional transactions? - Does UCDHS currently leverage a 3rd party EDI translation tool such as GHX? - What transactions do you intend to integrate with LUMEDX? - What transactions do you intend to integrate with Computrition? - Can more information be provided on the e-payables file received from banks? - What transactions do you intend to integrate with EPSi? - Are all of the listed integrations in Production? Planned? - Do you plan to retire any of the 3rd party applications as part of the ERP implementation? - Are you expecting an implementation estimate for each of the integration points - Please provide the current interfaces (e.g. item sync, inventory, etc) for each of the integrations? The new ERP system will be the system of record for Requisitions at the Health System - Does UCDHS currently leverage a 3rd party EDI translation tool such as GHX? UCDHS is not currently using GHX, but plans to use GHX in the near future UCDHS has limited EDI functionality with Eclipsys - What transactions do you intend to integrate with LUMEDX? Ability to integrate with LUMEDX system (Item master) - What transactions do you intend to integrate with Computrition? Ability to integrate with Computrition (Food Services) - Can more information be provided on the e-payables file received from banks? The ability to receive inbound e-payable files as a payment type on invoices - What transactions do you intend to integrate with EPSi? ERP data will be sent to EPSI for budgeting and forecasting - Are all of the listed integrations in Production? Planned? All integrations will need to be evaluated during the implementation phase 20 What is your current GL, Materials mgmt., and Payroll system today? GL - Kauli MM - Eclipsys Payroll - UCOP manages the Payroll for all UC campuses and medical centers and they use Personal Payroll System (PPS) which will be replaced by PeopleSoft. 21 Why are you not upgrading with your current vendor(s)? Are they SaaS or on premise? The current system has been unsupported for the past 6 years. The current system is On Premise 4 OF 8
22 What is your current budget & cost accounting system? EPSi is being used for operational Budgeting for the Medical Center Kaufmann Hall will be used for Capital Budgeting for the Medical Center 23 Why are you not upgrading with your current budget/cost accounting vendor(s)? Are Current system is On Premise. There may be an interface to the budget and they SaaS or on premise? accounting systems. 24 You are including Payroll, but not Human Resources in the RFP, why not? The function of Payroll is not in Scope, the ability to interface payroll data from the UCOP payroll system into the new ERP system is in scope 25 What are you using for HR? UCOP (Office of the President) selected Oracle PeopleSoft as the Human Resources and Payroll system for all medical centers and campuses a few years ago UCDHS is part of the second wave of campuses to migrate to UCPATH 26 What is your current clinical system? Is it SaaS or on premise? EPIC is On premise 27 Are there any plans on changing your current clinical system in the next 1-3 years? No 28 Is there a preference for SaaS or on premise solutions? No preference for either solution. 29 Are there budget implications (i.e. capital vs. operating) that indicate a preference for We do not have a preference. one deployment method over the other? 30 What is your interface engine? Intersystem Ensemble Informatica 31 Is UC Davis part of an HIE and/or ACO? We have both. 32 You have looked at new materials mgmt. solutions in the past, why now? The executive steering committee has approved the project budget and implementation for this year 33 What are you using for healthcare/clinical analytics? EPIC mainly, but there other analytical engines that would outside of the current scope. 34 What vendors are responding to this RFP? All bidders are confidential 35 Is there a budget? Has it been approved? Yes, Yes 36 How soon after VOC are you expecting to sign a contract? Within 3-4 months 37 What is weighted most heavily in the RFP scoring & evaluation; functionality? Functionality and Price References? Prior UC experience? Price? Etc.? 38 Who makes the final decision? The Evaluation Committee and Executive Steering Committee 39 Is this decision being led by finance or materials management? Supply Chain Division 40 Do you have inside counsel or do you utilize an outside legal firm? We have an inhouse counsel 41 Who signs the contract? Purchasing 42 What is the technical expertise of your IT staff, Oracle, SQL, etc.? We currently have expertise in both Oracle and SQL. The RFP requests a resource plan for system implementation and support so that we may evaluate headcount and skill set. 43 Are there ties to other UC medical centers? For example, will UC Davis follow in the foot steps of other UC Systems in their selection? No 5 OF 8
44 We have heard that one of the initiatives from the Office of the President is to Not for the selection of the system reduce costs and standardize systems where possible across the UC System, in what ways is this RFP part of that initiative? 45 Is there a consultant involved in the selection process? If so, what is the name of the We are not using a consultant for vendor selection company and the consultant(s)? 46 47 How many resources do you have to dedicate to the implementation and what is their current position/role at the organization? Have you accounted for backfilling certain positions during the implementation? During the system selection phase: Supply Chain Director IT Application Manager IT Project Manager IT Analyst IT Technical Lead Supply Chain Analyst Inventory Analyst The resource plan will be re evaluated after the selection of the system Yes, we need the Project Implementation Resource Plan to help identify the number 48 Please provide some examples of what kind of volume statistics for PB-8? Prepare Budgets PB-8 Volume Loads Ability to load volume statistics of SMEs and project resources needed for the project Budget is out of scope. We are looking only for your system's ability to provide this service. 49 Please provide an example of the allocation described in PB-12? Prepare Budgets PB-12 Corporate Benefit Allocation Ability to add University level allocations of benefits 50 Please provide examples of Benchmarking information referred in PB-22? Prepare Budgets PB-22 Benchmarking Incorporation Ability to incorporate benchmark information into budget forecast 51 Section B.b Resource Plan Please confirm that this request is for UCDHS staffing of the project. 52 Terms and Conditions #25 indicates Travel and lodging: none authorized. Does this apply to implementation consulting services? Is UCDHS willing to pay reasonable travel expenses? Or is it indicating that billing rates need to be adjusted to include travel expenses? 53 Given the short timeframe between when answers to questions will be provided (July 13th) and the response submission date (July 24th), would the UCDHS consider granting an extension of the submission due date of at least one week to July 31, 2015? Budget is out of scope. We are looking only for your system's ability to provide this service. Budget is out of scope. We are looking only for your system's ability to provide this service. Yes, UCDHS staffing Only for the vendor selection process Travel expenses will be managed separately for the implementation No extension We will provide responses as soon as possible 6 OF 8
54 Has UCDHS or anyone on the evaluation committee participated in demonstrations of any on premise or SAAS solutions in preparation for this RFP? If so, would you kindly share which systems? UCDHS visited the other UC Medical Centers and were given a demos of their ERP system UCLA - Lawson UCSF - McKesson UCSD - Premier Connect UCI - AMS 55 UCDHS consists of the UC Davis School of Medicine, the UC Davis School of Nursing, the UC Davis Medical Center and Children s Hospital and the UC Davis Medical Group. a. Will all 4 agencies be a part of the implementation project? b. Are all 4 currently utilizing the same systems that are projected to be replaced? c. Do all 4 currently utilize the same Chart Of Accounts Structure? d. Will all 4 agencies be equally represented during the implementation? 56 What type of email system is currently being used? Is there any consideration to change the current system? 57 Are supporting processes and procedures documented which are related to the a. Current scope is only for the Medical Center, to include Children's hospital and the medical group. School is out of scope. b. There will be colloboration with stakeholders across the health system c. Same COA structure, but different accounts d. No, the medical center will be leading the implementation We just completed an organizational wide migration to Microsoft Outlook We are in the process modules that are being considered for replacement? 58 Are all systems that are projected to be replaced managed in house? Yes Our current GL System Kauli is managed by UCDavis Campus 59 How many bargaining units does UCDHS have? 9 60 What is the total annual Budget of UCDHS? In 2014, the total annual budget was 1.4 Billion 61 What is Financial Year of UCDHS? July to June 62 Is UCDHS open to an ERP solution on the cloud (SAAS) model? Yes 63 How many inventory locations does UCDHS have for the proposed solution? This may change but at least, 5. 64 What are the user counts for each of the following areas a) Financials ( Including General Ledger, Accounts Payable, Fixed Assets) b) Purchasing Buyers c) Requisitioners including approvers d) Inventory Users e) Payroll f) Human Resources g) Operating Budgets Please refer to question #18 65 Kindly provide the list of systems, direction of interfaces (To New ERP or From New ERP to existing systems) and the data element (e.g. Journals, Invoices, AR Receipts etc.) that UCDHS expects the ERP to integrate with. Please refer to attachment for question #13 7 OF 8
66 What is the expected timeline for the implementation of the entire project 2 years assuming a start date of beginning of October 2015? 67 Does UCDHS have any preferred template in which the pricing for software and services can be provided? No 8 OF 8
Question #13 Attachment Name of integration Description Data required Direction from / to ERP ERP Module Method (Batch, realtime, desktop Technology upload) Frequency Volume Integration with GE Maclab/Centricity Ability to integrate with GE Maclab/Centricity (e.g. item Yes Two Way INVENTORY Batch/RealTime.Net Daily TBD master synchronization, inventory management) Integration with Epic Ability to integrate with Epic (e.g. item master Yes Two Way INVENTORY RealTime Daily TBD synchronization, inventory management) Integration with Track Core Ability to integrate with Track Core (e.g. item master Yes Two Way INVENTORY RealTime Daily TBD synchronization, inventory management) Integration with SpaceTRAX Ability to integrate with SpaceTRAX (e.g. item master Yes Two Way INVENTORY RealTime Daily TBD synchronization, inventory management) Integration with LUMEDX Ability to integrate with LUMEDX system (Item master) Yes From ERP INVENTORY Batch Daily TBD Integration with KFS Ability to integrate with Kuali Financial Systems (e.g. Yes Two Way GL Batch Daily TBD general ledger, transaction accounting) Integration with Computrition Ability to integrate with Computrition (Food Services) Yes Two Way Inventory Batch/RealTime Daily TBD Purchasing Integration with Macro Helix/Talyst Ability to integrate with Macro Helix Yes From ERP INVENTORY Batch Daily TBD Integration with Talyst Ability to integrate with Talyst(Pharm) Yes From ERP INVENTORY Batch Daily TBD Integration with Swisslog Box Picker Ability to integrate with Swisslog Box Picker (e.g. item Yes Two Way INVENTORY Batch/RealTime Daily TBD master synchronization, inventory management, receiving) Integration with EMR Carefusion Ability to integrate with EMR Carefusion (e.g. item master Yes Two Way INVENTORY RealTime Daily TBD synchronization, inventory management) Integration with Pyxis Machines Ability to integrate with Pyxis machines (e.g. item master Yes Two Way INVENTORY RealTime Daily TBD synchronization, inventory management, automatic purchase order creation) Integration with Cardinal Assist Ability to integrate with Cardinal Assist (e.g. Yes Two Way Inventory Batch Daily TBD procurement, receiving functions) Purchasing Integration with Kaufman Hall Ability to integrate with Kaufman Hall Healthcare Yes From ERP GL Batch Daily TBD Application Suite Integration with Device Inventory Ability to integrate with Device Inventory Yes Two Way Inventory Batch Daily TBD Purchasing Integration with HP Asset Manager Ability to integrate with HP Asset Manager (HPAM) Yes Two Way Asset Management Batch Daily TBD (HPAM) Integration with Phoenix AIMS Ability to integrate with Phoenix AIMS (Item Inspections) Yes To ERP Inventory Batch Daily TBD Integration with Synthes Inventory Management (SIM) Integration with Zimmer Trauma Cart Ability to integrate with Synthes Inventory Management (e.g. item master synchronization, inventory management) Ability to integrate with Zimmer Trauma Cart (e.g. item master synchronization, inventory management) Yes Two Way Inventory Batch Daily TBD Yes Two Way Inventory Batch Daily TBD Integration with Hi-IQ Ability to integrate with Hi-IQ (e.g. item master Yes Two Way Inventory Batch Daily TBD synchronization, inventory management) Integration with Censitrac Ability to integrate with Censitrac (Surgical Instructments) Yes Two Way Asset Management Batch Daily TBD Integration with EDMS Ability to integrate with EDMS imaging system Yes To ERP Accounts Payable Batch Daily TBD Integration with AGILYSYS Ability to integrate with AGILYSYS Yes To ERP Inventory Daily TBD Integration with PeopleSoft HR Ability to integrate with PeopleSoft HR (e.g. fiscal Yes To ERP GL RealTime Oracle, DB2 Daily TBD disbursement authority hierarchy) Active Directory Integration Ability to interface directly with the organization's Active Yes To ERP ADMIN RealTime Windows Server 2012 Daily TBD Directory network in order validate users and update passwords Excel Integration Ability to provide reports and query results that are Yes From ERP Reports RealTime Windows Daily TBD downloadable to Microsoft Excel ANSI X12 Integration Points Ability to support delivered ANSI X12 vendor integration No From ERP Reports RealTime Daily TBD points Integration with EPSi Ability to integrate with EPSi Yes From ERP GL Batch Daily TBD Integration with ECRI Ability to integrate with ECRI (e.g. recall management Yes To ERP INVENTORY Batch Daily TBD capabilities) Integration with Pegasys Ability to integrate with Pegasys (e.g. ID badge login Yes To ERP ADMIN Batch/RealTime Windows, SQL Server 2008 Daily 10400+ Records capabilities) Integration with Imprivata Ability to integrate with Imprivata (Single Sign On) Yes To ERP ADMIN RealTime Daily TBD
Integration with SharePoint Ability to integrate with Microsoft SharePoint (e.g. the eprocurement application) Yes Two Way Requisition Purchasing Inventory Integration with PHS Ability to integrate with PHS (e.g. invoice/po information) Yes Two Way Requisition Purchasing Inventory RealTime Windows Daily TBD RealTime Daily TBD