1 / Section 4.1.1 – Page 5 / What role, if any, will the Stanislaus County Business Technology Services Department (SBT) play in the management of the project? / None.
2 / Section 9.1 – Page 12 / How did you determine it will be a 36-48 month project? / StanCERA is not dictating a specific project duration, assuming the bidders’ proposals will reflect their own capabilities and methodologies. But bidders should note that the expectation is based on the following:
- The rules are quite complex for 37 act funds as well as having multiple tiers of benefits. To get these rules accurately defined and automated takes a considerable amount of time. In the recent past most of the funds that have implemented a new PAS have taken the same timeframe or longer.
- StanCERA wishes to have a complete PAS solution, including all of the complementary software that surrounds a PAS such as imaging, workflow, CRM, Self Service web portals and reporting. To implement this full solution takes longer than just implementing the PAS component.
- StanCERA is a small organization and their staff have a limited amount of time to work on the new solution. Even if a bidderis able to implement a new solution faster it would be difficult for StanCERA staff to approve design, improve processes, test the solution, train everyone and rollout the implementation in a faster timeframe.StanCERA has the goals of a long lasting, high quality automated solution. To have poor quality, cut corners or have staff turnover because of severe pressure to complete the project to meet aggressive deadlines that a vendor desires will put these goals at risk. Alternately, a project that runs longer than the stated expectation will also adversely impact the limited staff resources and expand overall costs.
3 / n/a / Do you have an approved budget?
If yes, would you be willing to share the budget so vendors can appropriately scope the project? / The BOR has approved funding this project. An exact dollar amount has not been determined, but StanCERA is aware of the cost of recent projects of similar size and scope. Bidders are encouraged to scope the project according to the requirements presented, while looking for ways to reduce costs where reasonable to do so by leveraging their solution and implementation strengths.
4 / n/a / What are the primary reasons for moving away from the current pension administration system? / Obsolescence. As stated in the RFP, Tyler is no longer supporting the product.
5 / n/a / Are there any peak operational black-out periods that should be considered in the project schedule? / There are no blackout periods. As with any pension organization, there are operational peaks and valleys that will impact staff availability. However, StanCERA is dedicated to the success of this project and is planning accordingly.
6 / Section 5 – page 6 / Services to be provided – please provide a description of how the terms quality, thoroughly, clean, complete, etc., used in this section will be measured for completion – specific examples include:
- “clean and complete data conversion”
- “Thoroughly trained…”
- “Thoroughly prepared…”
- “Accurately imaged…”
- “Quality documentation…”
7 / Section 5.1.A – page 6 and 7 / “…automate current manual paper based processes…” - If they are not already provided in the functionality listed in Section 5.2, please provide a list of the current manual paper based processes to be replaced? / The list of functional and technical requirements have been provided. If the bidder meets these requirements, all manual gaps will be closed.
8 / Section 5.1.E – page 7 / Please expand on how you would like the vendor to “assist” in the following statement - “Assist StanCERA in the development of business processes that leverage the new functional capabilities of the PAS and align with industry best practices.” / It is expected that during the design phase(s), the winning bidder will make recommendations to StanCERA on how the system functionality can be leveraged to improve operational processes.
9 / Section 9.1 – pages 12 and 13 / What type of implementation expertise will the 3rd Party Implementation Specialist bring to the project – as an example -business process, best practices, change management, project management, or other expertise? / All of the areas listed.
10 / Section 9.1 – pages 12 and 13 / How many StanCERA subject matter experts will participate in the project? / It is anticipated that most of the core StanCERA staff members will participate as subject matter experts at various points in the project. This is 10 – 12 people with varying areas of expertise.
11 / Section 9.1 – pages 12 and 13 / Will SBT staff participate in the project?
- If yes, what is their anticipated role?
- How many SBT staff will be participating in the project?
12 / Section 9.1 – pages 12 and 13 / Approximately what percentage of time will the StanCERA subject matter experts be assigned to the project? / This will be driven by the needs of the bidder’s implementation strategy. StanCERA is looking for the bidders to advise them of what commitment is necessary for a successful implementation. As noted above, StanCERA is committed to a successful and cost effective implementation and will take the steps necessary to ensure that the bidder has the resources necessary.
13 / Section 9.1 – pages 12 and 13 / Approximately what percentage of time will the StanCERA 3rd Party Implementation Specialist be assigned to the project? / This information is not available at this time.
14 / Section 9.1 – pages 12 and 13 / Will the 3rd party implementation specialist have decision making authority during the project? If so, in what areas will they have decision making authority? / No. The Implementation Specialist will make recommendations to the StanCERA decision makers. The StanCERA management is committed to participating in the project and to making all necessary decisions in a timely manner.
15 / Section 9.1 – page 12 and 13 / Will the SBT staff have decision making authority during the project?
If so, in what areas will they have decision making authority? / No. If StanCERA elects to host the solution with SBT, they will have input on technical matters.
16 / Section 9.1 – page 12 - 2nd paragraph / The section states “The scope of each cycle will be firm.” The section goes on to say “StanCERA staff will participate with the bidder in defining the scope of each delivery, as well as testing and verification of each delivery.” Please clarify:
- Is the “scope of each cycle” and “defining the scope of each delivery” considered by StanCERA to be the same thing?
- If no, please provide additional information on the differences.
17 / Section 9.1 – page 12 - 3rd paragraph / Is there a required format for the documentation noted in the following statement: “Precise documentation of planned release content will be expected in advance of delivery.” / No, as long as the format is a standard one available to StanCERA. A Microsoft Office product, or PDF is preferred.
18 / Section 9.1 – pages 12 and 13 - 6th paragraph / Please define “significant experience” as used in the following statement “StanCERA is expecting the bidder to assign a team that has significant experience working with the software bidder.” / It is not StanCERA’s intent to place a specific constraint on experience. That being said, experience of successful implementation of the bidder’s proposed solution will be highly valued.
19 / Section 9.1 – pages 12 and 13 - 6th paragraph / At what point will StanCERA identify the “key personnel” and the financial penalty discussed in this statement - “StanCERA reserves the right to designate certain members of the vendor’s team as ‘key personnel’ who cannot be removed from the project without a substantial financial penalty.” / During the negotiation of terms and conditions in the contracting processes.
20 / Section 9.1 – page 13 - 12th paragraph / How many key staff will be included in the statement “StanCERA expects that the bidder will provide training for key staff on the system.”? / All core staff members – between 8 and 10.
21 / Section 9.1 – page 13 - 14th paragraph / What is the intended purpose of the non-production environment referenced in the following statement “Unless strongly discouraged by the bidder, StanCERA expects to purchase and have set up (by the bidder) at least one non-production environment, which should be accounted for in the cost proposal and the plan.”?
- Is it expected that this non-production environment will replicate the production environment?
It is anticipated that the bidder will maintain all test environments during the project. Once in production, StanCERA should have control over the test environment.
22 / Section 9.2.1 – pages 13 and 14 / Will StanCERA be responsible for identifying those tasks that will be assigned to the 3rd party implementation specialist (section 9.1) in the following requirement – “The bidder should discuss the overall scope of responsibility and also provide the details of the tasks that are considered in scope of the implementation. The bidder must also include a list of the tasks that StanCERA will be responsible for. This document should be a maximum of five pages. The bidder’s goal should be to enable StanCERA to understand and confirm the scope of the bidder’s responsibilities versus what StanCERA needs to do, and to show the major tasks that are included within the scope of the bidder’s responsibilities.” / Yes.
23 / Section 9.2.1 – pages 13 and 14 / Will StanCERA staff be approved/available for any overtime or additional work beyond the normal working hours? / This will be considered on a case-by-case basis as circumstances warrant, but it is hoped that it will not be necessary. It should be an exception, not an assumption.
24 / Section 9.2.1 – pages 13 and 14 / How much time in hours should the vendor assume StanCERA staff are available for project work on a weekly basis? / This will be driven by the needs of the bidder’s implementation strategy. StanCERA is looking for the bidders to advise them of what commitment is necessary for a successful implementation. As noted above, StanCERA is committed to a successful and cost effective implementation and will take the steps necessary to ensure that the bidder has the resources necessary.
25 / Attachment 2- Section 1 – Priority 3 and 4 Specifications – Pages 1 and 2 / Is there a required format to provide the information noted in the following statements - “For answers that require detailed explanation, the responder must include the requirement reference ID. The respondents are encouraged to explain in detail, how their system’s flexibility will accommodate change.” / It is preferred that the bidders use the forms provided. In this case, please use the form in Attachment 6 – Assumptions and Exceptions.
26 / Attachment 2 – Section 2 – Page 13 / In requirement 00.2032 – the last sentence states the pay codes are as follows – there do not appear to be any pay codes listed. Please provide. / The requirement will be altered to strike the last sentence. It will now read:
“The system will have the capability to differentiate between pensionable and non-pensionable pay based on pay type codes transmitted by the employer.”
27 / Attachment 2 – Section 2 – page 19 / Although the sub-category is batch processing the requirement is that the system will interface “directly with…” Can this connection be done through batch processing or must it be a real time exchange of data? / Yes. StanCERA will consider alternate solutions for all Priority 2 requirements that meet the functional goal.
28 / n/a / Approximately how many correspondence does StanCERA use today? / Less than 100. However it should be noted that this number will change in the new PAS, as StanCERA expects to take advantage of new functionality and eliminate redundancies.
29 / n/a / Approximately how many reports does StanCERA use today? / Less than 100. However it should be noted that this number will change in the new PAS, as StanCERA expects to take advantage of new functionality and eliminate redundancies.
30 / n/a / Does StanCERA have a standard contract that the vendor will be expected to use?
If yes, can you provide a copy of the standard contract? / StanCERA will provide its standard contract for bidder review after the proposal due date and prior to the best and final offer date.
31 / Functional Requirements – Section 23.001 – page 187 / Please elaborate the ECM services that you are looking / being delivered as a SaaS model? / This question is unclear, given the stated requirement. The ECM requirements describe the functionality required.
32 / Functional Requirement – Section 23.009, page 187 and 23.001 – page 187 / Is it mandated to store / maintain documents in a folder-based repository? Or wiling to open for better solutions? / StanCERA is interested in the best solution to meet its needs, so will be open to discussing the bidder’s approach.
33 / Functional Requirements – Section 23.014, page 187; 23.015 page 187 / What is the current records retention period? Are you looking for specific products for retention? / A records retention policy is not in place at this time, but will be clearly defined according to the bidder’s timeline. No specific product is intended unless proposed by the vendor as a part of its solution.
34 / Functional Requirements – Section 23.035 page 189 / Are you willing to send these 1 Million back-file sheets out of your agency or that needs to be digitized in-house only? / It is strongly preferred that the records stay on-site at StanCERA, however alternatives may be considered but subject to constraints.
35 / Functional Requirements – Section 23.027 – page 188 / Can you elaborate this requirement on route documents to one or more users? Are you referring storing the same image under multiple folders based on business functionality? / By “route manually” the intent is to be able to route a document to a user that is not a part of a pre-defined workflow. A letter from a member, for example. Or a document that needs review by a SME.
36 / Functional Requirements – Section 23.009 – page 20 and Section 19.086 page 163 / Could you elaborate ECM routing functionality listed in this requirement? / 23.009 does not say “routing.” It says “restore.” 19.086 describes the ability store a document in ECM directly from the PAS without print/scan if no wet signature is required.
We believe both requirements are clear.
37 / Functional Requirements – Section 23.048 – page 190 / List all the hand written forms that need to be scanned? / No, not at this time.
38 / n/a / How will the user experience video be scored? / User experience is one component of the Requirements criterion, which is 28% of the total score. The video will also serve to support and assist the evaluation team with visual references to better understand bidder solutions as the bidder’s proposal is reviewed.
39 / n/a / Can you confirm that there 1 IT staff member only needs administration/configuration training and not developer training? / It is not StanCERA’s intent to do any development. A system that is highly configurable will be preferred, and the need to make customizations should be minimal in production.
40 / n/a / Who is included in the phrase “key stakeholders” when you say that only key stakeholders must be trained? / Core staff members.
41 / Section 5, Page 6 / Do you want vendors to propose both, on premise and hosting, or just one or the other? / This is entirely up to the bidder. StanCERA is open to considering both options, and so places no limitation on the bidder.
42 / n/a / Regarding the following language: "The system will, for the Web Portal, operate from replicated data refreshed from the system, usually each business day. The refresh schedule will be maintained by StanCERA. All data presented on the portal will come from the system/ECM and no other source.". What is the rationale behind this requirement? Is it acceptable for the Web Portal to access the current production data assuming that doing do does not result in any performance degradation? / StanCERA will consider alternate approaches, as long as they meet the all of its functional and technical goals.
43 / n/a / Regarding the following language: "The system will integrate with, or incorporate, a reporting solution to meet the needs of StanCERA.". Can you provide more specifics about this? Is there a specific reporting solution that StanCERA has in mind? / StanCERA needs operational reports. Bidders should provide a reporting solution.
44 / n/a / The RFP requires the vendors to provide a sample video demonstration of their proposed solution. Will these demonstrations be kept confidential by StanCERA? / Yes, they will be held strictly confidential. Bidders should mark the media as confidential and proprietary. The videos will remain on the original media provided, will not be copied or removed from the StanCERA offices, and only viewed by the StanCERA evaluation team. At the end of the procurement process, the media will be destroyed.
45 / n/a / What is the maximum number of full time employees available for the duration of implementation? (Out of the 12 full time employees and 3 part time.) / This will be driven by the needs of the bidder’s implementation strategy. StanCERA is looking for the bidders to advise them of what commitment is necessary for a successful implementation. As noted above, StanCERA is committed to a successful and cost effective implementation and will take the steps necessary to ensure that the bidder has the resources necessary.