Response to Questions
Capital & Grant Application
To:All Prospective Proposers
Subject:Addendum No. 1
Response to Questions
Project:Capital Planning and Grant Management Application
RFP# SFMTA08/09-41
Date: August 13, 2009
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The following are the responses to questionsreceived by the August 12th deadline. SFMTA responses are in bold italics following each question.
1.Why does the solution need to be Oracle based if it is a Hosted Solution? Will solutions presented in other products (for example Microsoft SQL Server) be considered non-responsive?
Oracle is SFMTA’s standard and if we ever require this system to be an in-house system, it will be in Oracle.
2.Will the SharePoint installation be part of the supplied solution or is this something that resides on the SFMTA server with a connection to the hosted solution?
It is something that resides on the SFMTA server with a connection to the hosted solution.
2(a)If it is expected to be part of the solution does the document managementsolution need to be conducted via SharePoint? Yes
2(b)If it needs to be SharePoint can you please elaborate on why?
SharePoint is the front end not the application. We plan to deliver our applications using SharePoint.
3.How is the 30+ years of historical data currently managed? Is it in a database or in paper files?
The historical data will need to be integrated from a number of sources including Access databse, FAMIS (the City’s financial system,), Excel spreadsheets and paper reports. Importing the data from electronic sources is required. Paper reports will be entered by SFMTA staff.
3(a)If it is in a database, what type of database and will the data import to the new system be part of the scope of this solution?
The historical data is in various databases including Excel and Access.Yes, the data import will be part of the solution.
3(b)If it is in paper documents, will it be up to SFMTA to manually enter the data into the
hosted solution? No. We expect the system to capture the data.
4.How many funding sources supply the SFMTA with funds?
The system should be designed to hold any number of funding programs. Currently there are about 20-30 programs that are heavily used and repeating and another 20-30 that are less frequently used, or perhaps only by a single capital project. The system should be able to capture the existing funding programs as well as any that develop in the future.
5.What data is required with a maximum of 3 screens to navigate from home/start page?
The intent here was to access the most commonly used information with 3 screens or less. If the start page is used for navigation and not just an information display, I would consider that a screen. All screen navigation should be completed within 3 navigation moves. (3 clicks, 3 screens etc.)
5(a) Does the home/start page count as a screen? Yes
5(b)Will systems that require four (4) screens be deemed non-responsive? No
6.How many different grants/programs does the SFMTA expect to manage with this solution?
Does each grant/program have a unique workflow or are all grants/programs managed
using a similar workflow?
The system should be able to capture the requirements of as many grant programs as we need. There should be a general work flow that everything starts with that is tailored to the requirements of the particular funding program.
7.The system functionality describes a system to build in requirements and rules for workflow. Have these rules and workflows been defined? This could impact the implementation timeline.
We require the vendor to assist in defining and documenting rules and workflows. Some processes have been defined, but even those should be re-evaluated to see if they can take advantage of the system to improve efficiency. A Business Analysis Meeting is crucial to understanding our needs and designing a system that achieves our goals. One high level workflow has been completed.
7(a) If they have been defined for the system can they be added as an attachment to this RFP? Yes
7(b)If they have not been defined will they be ready for a Business Analysis Meeting directly following the award of the RFP?
They need to be collected, refined and included in the project plan.
8.How many data sources will be required for importing data? (System Functionality # 11)
This is variable; at this point one external source within CCSF (City and County of San Francisco) has been defined.
8(a) Will these be real time database connections (SQL, XML or some other technology) for communication or batch jobs using a simple flat file? (.csv, .txt, etc.)
It will begin with CCSF data in flat file format. Extension to other systems must be allowed for with easy interface configuration.
9.How many other sources will be required for exporting data? (System Functionality #12)
At lease one. Audit requirements may need to be met by downloading all the database detail in one dump. The format needs to be optional, both relational database format, i.e. Oracle to Oracle and to systems such as Primavera, Clarity, Access or Excel.
9(a) Will these be real time database connections (SQL, XML or some other technology)or batch jobs using a simple flat file? (.csv, .txt, etc.)
Initially we expect to use a flat file, but the system should have the capacity to have a real time link.
10.RFP states 10 hardcopies of the Technical RFP are to be submitted. How many copies of the cost proposal does the RFP require?
We require only one copy of the cost proposal.
11.Is the pre-proposal conference available via phone conference or is it onsite only? Will the questions from the pre-proposal conference be captured and issued as an amendment?
Yes, you may dial in to participate in the conference by phone. Yes, we will issue an Addendum on the pre-proposal conference if new information is provided.
12.We are requesting an extension of time. This is based upon two items: a) additional time to include business process reengineering into our response given the discussions during the pre-proposal conference, and b) additional time for our legal department to draft up an appropriate service level agreement for hosting and support services once the system is live.
Unfortunately, we are not in a position to extend the proposal due date. If we do not award a contract by the end of November, the Agency risks losing the ARRA funds.
13.We are requesting some flexibility on the 12 week timeline. We feel this is aggressive given the amount of involvement required from the SFMTA staff to support the requirements gathering, process redesign, design approvals and testing. If the SFMTA will agree to accept different approaches and not make this a requirement that would be fine.
Our preference is to have the implementation of the application completed in 12 weeks in order to utilize the system to meet an internal reporting deadline. However, we are willing to negotiate on this point, in order to ensure that the system is functioning properly and meets our requirements.
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