NEW YORK STATE
OFFICE OF GENERAL SERVICES
NEW YORK STATE PROCUREMENT (NYSPro)
REQUEST FOR INFORMATION
This is not a solicitation.
On behalf of the New York State (NYS) Office of General Services (“OGS”), New York State Procurement
(NYSPro) and the Business Services Center (BSC) request input from suppliers that provide Online
Marketplace Catalog Hosting Sites and Management Services for statewide contracts, Marketplace
Catalog Spend Reporting Capabilities, and Electronic Invoice Management Services (eInvoicing)
regarding their product offerings and business models. NYSPro is seeking information from suppliers that
are capable of providing all services.
Purpose and Objective
The purpose of this Request for Information (RFI) is to acquire information regarding possible options and
solutions available for Online Marketplace Catalog Hosting and Management Services for statewide
contracts, Marketplace Catalog Spend Reporting Capabilities and Electronic Invoice Management
Services (eInvoicing). New York State will use the information received from this RFI to review the
available options and solutions in making a determination regarding future contracting strategies.
Vendors interested in participating in any possible future opportunities are encouraged to respond to this
RFI and sign up for the Online Vendor Registration for Bidder Notification Service
(http://ogs.ny.gov/default.asp) on the NYS OGS website under classification codes 43, 80, 81, 82, 83, 84,
and 86.
Vendors are also encouraged to sign up for the NYS Contract Reporter
(http://www.nyscr.org/Public/Index.aspx), New York’s official publication of state procurement activity.
It is the objective of this RFI to:



Develop a general understanding of current vendor demographics and capabilities;
Solicit vendor perspective on the future direction for implementing a Marketplace Catalog,
capturing contract spend data, and eInvoicing integration with the State’s PeopleSoft ERP
system; and
Obtain vendor feedback on working with New York State and other public and private sector
customers and possible operating models, leading practices, pricing structures and process
improvements.
Please reference the announcement “Transforming New York’s Information Technology
Environment” found at http://www.nyscr.org/Public/Announcements.aspx for additional information
regarding IT Procurements.
Scope of Request
I.
Electronic Marketplace Catalog Hosting and Management Services
New York State is transforming the manner in which State agencies buy goods and services to create a
best-in-class procurement function that captures operational efficiencies and secures the highest quality
goods and services for the best prices. To support this mission, the State would like to obtain information
regarding electronic catalog hosting and management services. The State would like to implement a
seamless online “Marketplace Shopping Site” for all State entities to utilize in order to view and purchase
items on statewide contracts.
New York State is currently operating on an Enterprise Resource Planning (ERP) system that is Oracle’s
PeopleSoft software which is referred to as the Statewide Financial System (SFS). SFS is currently on
PeopleSoft Financials version 9.0 bundle 18 operating on PeopleTools version 8.49.33. The State is
considering an upgrade to PeopleSoft Financials version 9.2 operating on PeopleTools 8.53 by 2015.
SFS supports requisition-to-payment processing and financial management functions. The eProcurement
application specifically supports the requisitioning process for State Agencies to procure goods and
services. The application provides catalog integration capabilities, however, the State is currently not
utilizing this functionality to support the requisition creation process.
Page 1 of 14
NEW YORK STATE
OFFICE OF GENERAL SERVICES
NEW YORK STATE PROCUREMENT (NYSPro)
REQUEST FOR INFORMATION
This is not a solicitation.
New York State currently operates numerous contract vehicles with multiple contractors through the
Office of General Services (OGS) and other agencies. The New York State Procurement (NYSPro)
organization manages 198 awards, consisting of 1298 statewide procurements, as of June 20, 2013.
NYS has statewide contracts that have been awarded to multiple vendors. In addition, NYSPro supports
contracting activities for State Agencies, as well as local government entities.
The acquisition mechanism and buying function for State Agencies is decentralized with each agency
responsible for individual interaction with contractors. However, all requests for goods and services are
processed via the State’s PeopleSoft eProcurement application. State Agencies are currently not
required to utilize the eProcurement requisition application to request goods or services unless the
agency is being supported by the Business Services Center (BSC), New York State’s shared services
organization. However, agencies are required to generate purchase orders for goods and services
procured on statewide contracts unless certain criteria exist (i.e., transactions fall under a certain dollar
threshold), in which case goods and services may be purchased and settled directly via non-PO invoice
or Procurement Card (P-Card).
The State would like to obtain information on a Marketplace Catalog solution that would consist of the
following:



II.
An online catalog hosting site of goods and services provided by State of New York suppliers
awarded a statewide contract
- Catalog enablement of all statewide contract supplier content via a seamless online “Marketplace
Shopping Site” for all State entities
- The technological capability to integrate the catalog hosting site functionality with the Statewide
Financial System (SFS), PeopleSoft ERP (version 9.x) eProcurement and Contract Management
software functionality
- An internet based application/web page that will allow State entities that do not utilize the State’s
PeopleSoft system (i.e. local governments) to see all the Statewide contract pricing in the
marketplace, and be able to purchase items from and settle transactions via Procurement Card
(P-Card)
Helpdesk services and support for the online Marketplace Catalog environment
Resources needed to maintain and promote the growth of electronic catalogs for the State of New
York
- Continually update the State’s catalog product, pricing, and content as contract products and
pricing changes as a result of contracts being reduced, expanded, and/or assigned to a new
contractor to perform
- Staff required to recruit State suppliers to participate in the catalog hosting marketplace site
- Staff required to support Marketplace Catalog usage by local governments and other authorized
contract users
Electronic Marketplace Catalog Spend Reporting Services
Over the past several years, NYSPro has implemented best practices around its Strategic Sourcing
activities to support the State’s mission to deliver and sustain savings to taxpayers. To support this
initiative, it is critical that reporting metrics be captured to track spend against statewide contracts.
The State is able to capture certain contract spend metrics against purchases made by State Agencies
that are processed through the Statewide Financial System. The State is able to track spend by
capturing the vendor contract number on purchase order and voucher transactions, however the vendor
contract number cannot be captured on transactions settled via P-Card. In addition, local government
entities do not utilize the Statewide Financial System and must purchase directly from statewide contract
vendors, thus NYS is unable to track spend against such purchases and must rely on metrics provided
Page 2 of 14
NEW YORK STATE
OFFICE OF GENERAL SERVICES
NEW YORK STATE PROCUREMENT (NYSPro)
REQUEST FOR INFORMATION
This is not a solicitation.
from suppliers themselves. In order to procure goods and services at the best prices, as well as achieve
savings goals, the State must be able to capture the most accurate contract spend reporting metrics
possible.
The State would like to obtain information on a Marketplace Catalog Reporting solution that would consist
of the following:

Reporting capabilities to capture spend generated from purchases made from the Marketplace
Catalog site, to include but not limited to the following:
- Spend by Category (UNSPSC)
- Spend by Vendor
- Spend by Customer
- Spend by Contract
- Spend by Item
Ability to generate reports in Microsoft Excel format in real-time
Ability to integrate reporting information to a statewide data warehouse
- It is the State’s desire for the Statewide Financial System to be the “one source of truth” for
all data reporting and it is not the intent for State users to access reports from the
Marketplace Catalog and create shadow systems to capture and report on information
separate from SFS. Thus, any data integrations should only be built to the SFS Enterprise
Data Warehouse.


III.
eInvoicing Services
The State is looking for solutions that can integrate with the Statewide Financial System’s (SFS)
PeopleSoft Accounts Payable module for electronic capture of supplier invoices (e.g., self service entry,
PO flip, pdf upload, etc.), as well as integrate with an Enterprise Workflow and Electronic Content
Management (ECM) System. The State is in the early stages of evaluating ECM products to support the
BSC.
In the 2012-13 Executive Budget, Governor Cuomo called for the establishment of a Business Services
Center (BSC) as a key part of his plan to re-imagine government with the intention to streamline
transactional HR and finance services that are largely common across agencies, increasing the efficiency
and effectiveness of our government’s operations. The BSC is intended to be New York’s central office
for processing HR and finance transitions on behalf of all 64 State Agencies. The BSC currently provides
transaction processing for 39 State Agencies with the remaining 25 agencies being on-boarded within the
following timeframe:
Date
# of Agencies
July 2013
11
September 2013
4
July 2014
4
September 2014
6
The BSC currently has 59 FTEs that manually process an average of 6,000 invoices per month; 1300
utilities, 3300 PO vouchers, and 1400 inter-agency invoices. The BSC estimates to have an average staff
size of 450 FTEs processing anywhere from 200,000 to 700,000 invoices once all agencies have been
on-boarded by the end of September 2014. NYS Prompt Payment guidelines require invoices to be paid
within 30 days for electronic invoices and 45 days for paper invoices. Interest accrues at greater of 12%
per year or corporate tax rate. The BSC estimates that approximately 15% to 20% of invoices processed
are subject to late fees, which was affected largely by the impacts of Hurricane Sandy.
The following provides a breakdown of the top vendors for which invoices are currently being processed
(fiscal year 4/1/2012 – 3/31/2013):
Count
Vendor Name
Page 3 of 14
NEW YORK STATE
OFFICE OF GENERAL SERVICES
NEW YORK STATE PROCUREMENT (NYSPro)
REQUEST FOR INFORMATION
This is not a solicitation.
168,997
163,198
116,182
74,115
51,563
28,932
26,854
25,215
19,287
19,106
18,301
18,276
15,713
15,409
15,066
14,648
13,635
13,389
12,775
12,159
10,922
NATIONAL GRID-UPSTATE UTILITY
INDUSTRIAL MEDICINE ASSOCIATES PC
NATIONAL FUEL GAS DISTRIBUTION CORP
NYSEG
ROCHESTER GAS & ELECTRC CORP
CARDINAL HEALTH INC GRIFFIN CAPITAL LLC
HEALTHPORT TECHNOLOGIES
SOURCECORP BPS INC
ORANGE AND ROCKLAND UTILITIES INC
UNITED PARCEL SERVICE
CENTRAL HUDSON GAS & ELECTRIC CORP
WW GRAINGER
SUPERIOR PLUS ENERGY SERVICES INC
STAPLES CONTRACTS & COMMERCIAL INC
MMS-A MEDICAL SUPPLY COMPANY
VERIZON NEW YORK INC
NEW YORK STATE IND FOR THE DISABLED
VERIZON BUSINESS NETWORK SERVICES INC
CITI - P CARD CITIBANK NA
NATIONAL GRID-LONG ISLAND UTILITY
OROGRAIN BAKERIES SALES INC BIMBO
FOODS
The State’s Accounts Payable business process consists of invoice receipt and scanning/imaging, routing
to agencies for approval to pay/inquiries, data entry in SFS A/P module, 2-Way and 3-Way matching in
SFS A/P (PO vouchers only), budget checking (automated in SFS), release for payment disbursement
and posting accounting entries to the SFS General Ledger. The State would like to determine if
implementing an eInvoicing solution could enable the following improvements to current invoice
processing pain points:
 Reduce volume of paper based invoices which result in high manual touch points and paper
hand-offs in the current process
 Reduce time to receive invoices and “first time right” quality of information thereof (SFS supplier
ID, contract/PO#, receiving agency code, etc.)
 Improve first time match rate for invoices that are matched to a PO or receipt due to incorrect
invoice entry
 Decrease need to research transactions based on incomplete information required to process
invoices
 Enable electronic workflow to track invoices from receipt to resolution of supplier/agency queries
and enable automated reminders and escalations for delayed actions
 Improve controls to eliminate processing of duplicate invoices
 Increase transaction processing efficiencies in order to eliminate late payments and
identification/prioritization of invoices eligible for early payment discounts
The State would like to obtain information on an eInvoicing solution that would consist of the following:

Ability for vendors to submit standardized invoices (manually and/or electronically) which would
require information to include but not be limited to the following:
- Agency Business Unit
- State Vendor ID
- Invoice Number
Page 4 of 14
NEW YORK STATE
OFFICE OF GENERAL SERVICES
NEW YORK STATE PROCUREMENT (NYSPro)
REQUEST FOR INFORMATION
This is not a solicitation.









- Invoice Date
- Invoice Amount
- PO Number (if applicable)
- Invoice Line Item Detail
The technological capability to integrate invoices with the NYS Statewide Financial System (SFS),
PeopleSoft (version 9.x) Accounts Payable module
Ability for vendors to be able to track the status of their invoice from entry through payment
Vendor eInvoicing onboarding services and on-going support
- Resources needed to conduct and promote enrollment of vendors for the State of New York
Electronic workflow capabilities
Integrated OCR/ICR capabilities to convert invoices in pdf/image formats to electronic invoices
Supplier portal and existing supplier network capabilities
Two-way integration of supplier and purchasing master data with PeopleSoft financials
eInvoicing performance reporting and intelligence capabilities
Additional options available, including but not limited to dynamic discounting capability, eInvoice
document archiving capabilities, supplier network, etc.
Content of Response
Vendors are requested to respond to all questions included in this document. A response does not bind
or obligate the responder or the New York State Office of General Services to any agreement of provision
or procurement of products referenced. No contract can or will be awarded based on submissions.
Since this RFI is designed as a tool to collect information and will not result in a procurement contract for
Marketplace Catalog Hosting and Management Services for statewide contracts, Marketplace Catalog
Spend Reporting Services or Electronic Invoice Management Services, it does not fall under the
requirements of State Finance Law §§139-j and 139-k (the Procurement Lobbying Law) and there is no
restricted period. However, questions and responses must be directed in writing to the email address
listed below. No phone calls will be accepted.
In order to facilitate the review of the responses, please provide the information in the exact order as
listed below. Vendors must answer within this document directly below each question, maintaining the
original formatting of this document. Please rename this document with the following naming convention:
NYS Catalog and eInvoicing Services RFI_VENDOR NAME.doc (.docx format is also acceptable). If
there is additional or supplemental documentation vendors can provide to augment their responses to the
questions in this RFI, please reference such in the corresponding question(s) and attach separately. NYS
requests that vendors avoid providing sales literature.
If any of the information in the vendor response is considered confidential, proprietary or a trade secret, it
must be clearly indicated on the appropriate page of the vendor response. Release of such materials is
governed by the NYS Freedom of Information Law, which in pertinent part requires the requester to
provide specific justification as to why disclosure of particular information in the response would cause
substantial injury to the competitive position of the vendor.
Please provide your response no later than 12PM EST on August 7, 2013 to the IT Services New
York State Strategic Sourcing Team: SST_IT_Services@ogs.ny.gov (spaces in the email address
represent an underscore “_”)
Page 5 of 14
NEW YORK STATE
OFFICE OF GENERAL SERVICES
NEW YORK STATE PROCUREMENT (NYSPro)
REQUEST FOR INFORMATION
This is not a solicitation.
Company Demographics
Question
Company Name
Division/Location
Headquarter Location
Contact Name
Title
Email Address
Phone Number
How many years has your company been in
operation?
When does your company’s fiscal year start and
end?
What was your company’s total revenue last
fiscal year?
Are you a Small business enterprise?
A “New York State Small Business” is defined as
a company that is a resident to New York State,
independently owned and operated, with 100 or
fewer employees, and not dominant in its field.
Company Response
Are you a Minority-owned business enterprise?
(Please respond Yes or No)
Are you a Woman-owned business enterprise?
Are you certified with Empire State Development
Corporation (ESDC) as a Minority and/or Woman
Owned Business (M/WBE)?
In how many other states does your company
provide Marketplace Catalog Hosting and
Management Services, Catalog Spend Reporting
and eInvoicing Services?
How many customers do you provide
Marketplace Catalog Hosting and Management
Services, Catalog Spend Reporting and
eInvoicing Services that integrate with Oracle
PeopleSoft technology? Please provide a list of
your top 10 customers.
(Please respond Yes or No)
(Please respond Yes or No)
(Please respond Yes or No)
Vendor Presentation
The New York State Procurement (NYSPro) and Business Services Center (BSC) will host a vendor
presentation the week of August 19th, 2013 in Albany, New York. The presentation provides an
opportunity for vendors to showcase their services for a maximum time period of ninety (90) minutes with
an additional thirty (30) minutes allotted for a question and answer period. Invitations are limited to those
vendors that submit a completed RFI response. Specific time, location and agenda details will be
provided after receipt of RFI response documents from each vendor.
Page 6 of 14
NEW YORK STATE
OFFICE OF GENERAL SERVICES
NEW YORK STATE PROCUREMENT (NYSPro)
REQUEST FOR INFORMATION
This is not a solicitation.
Question
Does your company wish to participate in the
vendor presentation?
What kinds of information do you expect to
present?
Are you going to demonstrate your company’s
Marketplace Catalog and eInvoicing solutions at
the presentation? If yes, what technical support
do you require?
Company Response
(Please respond Yes or No)
Questions
I.
General Information
1. Identify and describe your primary concerns in responding to a procurement for the Marketplace
Catalog, Catalog Reporting, and eInvoicing solutions.
RESPONSE:
2. From your work on similar size projects and based on the description provided in the “Scope of
Request” section of this RFI, identify and describe New York State’s greatest challenge and risk
points in a procurement of a Marketplace Catalog, Catalog Reporting and eInvoicing solution
based on NYS data?
RESPONSE:
3. Identify and describe provisions that New York State could include in an RFP that would
encourage greater participation and competition amongst vendors.
RESPONSE:
4. How long should the term of a resulting contract be to make it economically viable for your
company to participate?
RESPONSE:
II.
Marketplace Catalog and Spend Reporting Solution
A. Operating Model
1. New York State Procurement will use an online Marketplace catalog as a mechanism for directing
spend towards State contracts and capturing spend data against those contracts from State
Agencies using PeopleSoft eProcurement, as well as capturing spend data from local
government entities that utilize the State’s contracts but do not have access to the State’s
PeopleSoft system. Describe how your offerings can assist with this initiative.
RESPONSE:
2. Please use examples to describe your experience with states or other government entities who
successfully implemented the solution your company is recommending and why the attributes of
the entity are similar to the complexities in New York State. Please limit response to 1 page.
RESPONSE:
Page 7 of 14
NEW YORK STATE
OFFICE OF GENERAL SERVICES
NEW YORK STATE PROCUREMENT (NYSPro)
REQUEST FOR INFORMATION
This is not a solicitation.
3. Driving spend towards, and capturing spend data against statewide contracts are crucial drivers
of the electronic catalog initiative. Please describe any roadblocks or obstacles you foresee in
being able to successfully implement this solution as well as offer any examples of how other
organizations have overcome these road obstacles.
RESPONSE:
4. Please provide a narrative as to the process for managing updates to the Marketplace Catalog
(i.e. price adjustments, item changes, adding/removing vendors, etc.).
RESPONSE:
5. Please provide a narrative as to the catalog spend reporting capabilities, frequency to which
reporting information is made available, and the various formats to which reports may be
provided.
RESPONSE:
6. Please provide a narrative as to the possible capabilities around securing access to reporting
information.
RESPONSE:
7. What additional functionality should the State consider including in a Request for Proposal
(RFP)?
RESPONSE:
8. Please describe your implementation services, including program management,
configuration, deployment options, and test/go live process (attach if necessary).
site
RESPONSE:
B. Technology
9. Please identify any technological requirements that vendors must meet in order to participate in
the online marketplace catalog.
RESPONSE:
10. Please identify options for vendors to participate in the online marketplace catalog that are unable
to meet the technological requirements.
RESPONSE:
11. Based on your experience, how long a time frame should be allowed for the implementation?
Identify and describe minimum periods needed for major activities such as planning, analysis,
system design, development, system and user acceptance testing, and deployment activities (i.e.,
training).
RESPONSE:
Page 8 of 14
NEW YORK STATE
OFFICE OF GENERAL SERVICES
NEW YORK STATE PROCUREMENT (NYSPro)
REQUEST FOR INFORMATION
This is not a solicitation.
12. Describe any issues which might be encountered in aligning or integrating the PeopleSoft
eProcurement module with an online Marketplace Catalog solution.
RESPONSE:
C. Resources
13. Based on your experience, provide a narrative on the expectation of involvement from State
personnel during implementation, both functional and technical.
RESPONSE:
14. Provide a narrative on the expectation of involvement from State personnel after the
implementation (i.e., post go-live).
RESPONSE:
15. Provide a narrative on the expectation of involvement from vendor personnel during the
implementation.
RESPONSE:
D. Change Management
16. The implementation of major initiatives such as the Marketplace Catalog requires business
process change from both program and technical perspectives. Identify and describe, how your
company would manage the introduction of changes associated with the implementation of a
Marketplace Catalog. Please provide examples from other State implementations, if applicable.
RESPONSE:
17. Identify and describe what change management processes and approaches should be
considered by New York State in implementing a Marketplace Catalog.
RESPONSE:
18. Identify and describe where these change management processes and approaches have been
employed to support the successful implementation and ongoing operation of a Marketplace
Catalog. Please provide examples from other State implementations, if applicable.
RESPONSE:
19. Based on your experience, identify and describe what training facilities/services would be
available to the user community to ensure a successful implementation and user adoptability (i.e.,
State Agency user, local government users, etc.)
RESPONSE:
20. Based on your experience, identify and describe what types/levels of documentation should be
made available to the user community to ensure a successful implementation.
RESPONSE:
Page 9 of 14
NEW YORK STATE
OFFICE OF GENERAL SERVICES
NEW YORK STATE PROCUREMENT (NYSPro)
REQUEST FOR INFORMATION
This is not a solicitation.
21. Based on your experience, how long does your company foresee it taking to get staff ready to
actually implement a takeover of operations?
RESPONSE:
22. Based on your experience, what encourages vendor adoptability to participate in the Marketplace
Catalog? Please identify benefits as well as drawbacks.
RESPONSE:
E. Pricing Model
23. New York State is evaluating various mechanisms and models for pricing of managed online
catalog hosting and management services and catalog spend reporting services. Please identify
what costs exist to acquire the software/application, implementation, and operation support.
Include transaction costs, membership network costs, fixed or volume costs, who pays the cost
(supplier, buyer, or both), etc.
RESPONSE:
24. Please provide any information your company believes is important for New York State to include
in the pricing model for online catalog hosting and management services and catalog spend
reporting services.
RESPONSE:
25. What information would you like to see in a potential Request for Proposal (RFP) that would help
you effectively price your managed catalog and spend reporting services?
RESPONSE:
26. What are cost-effective best practices that your company has used or seen used in government
public sector solutions to deliver catalog management services and providing spend data?
RESPONSE:
III.
eInvoicing Solution
A. Operating Model
1. Please provide a narrative as to the end-to-end business process for your recommended
eInvoicing solution, identifying how the process integrates with the State’s PeopleSoft Accounts
Payable and Purchasing (if applicable) modules.
RESPONSE:
2. Please use examples to describe your experience with states or other government entities who
successfully implemented the solution your company is recommending and why the attributes of
the entity are similar to the complexities in New York State. Please limit response to 1 page.
RESPONSE:
3. Please provide a narrative as to the eInvoicing reporting capabilities, frequency to which reporting
information is made available, and the various formats to which reports may be provided.
Page 10 of 14
NEW YORK STATE
OFFICE OF GENERAL SERVICES
NEW YORK STATE PROCUREMENT (NYSPro)
REQUEST FOR INFORMATION
This is not a solicitation.
RESPONSE:
4. Based on your experience, what mechanism should be used to determine the appropriate
suppliers to initially enroll in eInvoicing (i.e., vendors with the highest transaction count, vendors
with the highest total invoice amount, etc.)?
RESPONSE:
5. Please describe any roadblocks or obstacles you foresee in being able to successfully implement
this solution as well as offer any examples of how other organizations have overcome these road
obstacles.
RESPONSE:
6. Please describe your implementation services, including program management,
configuration, deployment options, and test/go live process (attach if necessary).
site
RESPONSE:
7. Please describe your support offerings for both buyers and suppliers using your solutions
(eInvoicing, workflow, supplier portal, etc.).
RESPONSE:
8. What additional functionality should the State consider including in a Request for Proposal (RFP)
specifically related to eInvoicing?
RESPONSE:
B. Technology
9. Please identify any technological requirements that vendors must meet in order to interact with an
eInvoicing solution.
RESPONSE:
10. Please identify options for vendors unable to meet the technological requirements to participate in
the eInvoicing solution?
RESPONSE:
11. Please identify the methods or techniques available for large and small suppliers to interact with
the eInvoicing solution (i.e., electronic file vs. direct entry capabilities)? Please include any
software requirements.
RESPONSE:
12. Please quantify how many vendors are currently connected to your network to submit invoices via
your eInvoicing solution. Please provide a list of these vendors if possible.
RESPONSE:
Page 11 of 14
NEW YORK STATE
OFFICE OF GENERAL SERVICES
NEW YORK STATE PROCUREMENT (NYSPro)
REQUEST FOR INFORMATION
This is not a solicitation.
13. Provide a narrative as to technology requirements that the State must meet to integrate the
eInvoicing solution with PeopleSoft technology.
RESPONSE:
14. Please confirm if you provide networking solution capabilities versus solely providing an
electronic file for vendors to transmit invoices.
RESPONSE:
15. Please identify the types of file formats that you support for electronically transmitting invoices?
Please include the number of formats you have on the system and whether you provide a
mapping engine.
RESPONSE:
16. Please identify the technology requirements that vendors must meet to be able to transmit
eInvoicing files.
RESPONSE:
17. From your work on similar size projects and based on the description provided in the “Scope of
Request” section of this RFI, how long a timeframe should be allowed for the implementation?
Identify and describe minimum periods needed for major activities such as planning, analysis,
system design, development, system and user acceptance testing and deployment activities?
RESPONSE:
18. Based on your experience, please identify key technology challenges to implementing an
eInvoicing solution.
RESPONSE:
19. Please describe your application support approach (e.g., break-fix, enhancements, coverage,
account management, etc.).
RESPONSE:
20. Please identify any technological dependencies that the state IT organization must consider in
order to integrate to the eInvoicing and/or other proposed solutions.
RESPONSE:
C. Resources
21. Based on your experience, provide a narrative on the expectation of involvement from State
personnel during implementation, both functional and technical.
RESPONSE:
22. Provide a narrative on the expectation of involvement from State personnel after the
implementation (i.e., post go-live).
RESPONSE:
Page 12 of 14
NEW YORK STATE
OFFICE OF GENERAL SERVICES
NEW YORK STATE PROCUREMENT (NYSPro)
REQUEST FOR INFORMATION
This is not a solicitation.
23. Provide a narrative on the expectation of involvement from vendor personnel during the
implementation.
RESPONSE:
D. Change Management
24. Provide a narrative as to how suppliers are enrolled and on-boarded to participate in eInvoicing?
Please include all services that you provide to onboard vendors (i.e., database cleaning, letter
writing, response follow-up, signing up vendors, technical set up, work with Procurement to deal
with the non-compliant vendors, etc.).
RESPONSE:
25. Based on your experience, please identify the number of State FTEs who should be involved in
supplier on-boarding.
RESPONSE:
26. Based on your experience, identify and describe what training facilities/services would be
available to the user community to ensure a successful implementation and user adoptability (i.e.,
State Agency user, local government users, etc.).
RESPONSE:
27. Based on your experience, identify and describe what types/levels of documentation should be
made available to the user community to ensure a successful implementation.
RESPONSE:
28. Based on your experience, what encourages vendor adoptability to participate in eInvoicing?
Please provide examples from other state implementations, if applicable.
RESPONSE:
E. Pricing Model
29. New York State is evaluating various mechanisms and models for pricing of eInvoicing services.
Please identify what costs exist to acquire the software/application, implementation, and
operation support. Include transaction costs, membership network costs, fixed or volume costs,
who pays the cost (supplier, buyer, or both), etc.
RESPONSE:
30. Please provide any information your company believes is important for New York State to include
in the pricing model for eInvoicing services.
RESPONSE:
31. What information would you like to see in a potential Request for Proposal (RFP) that would help
you effectively price eInvoicing services?
RESPONSE:
Page 13 of 14
NEW YORK STATE
OFFICE OF GENERAL SERVICES
NEW YORK STATE PROCUREMENT (NYSPro)
REQUEST FOR INFORMATION
This is not a solicitation.
32. What are cost-effective best practices that your company has used or seen used in government
public sector solutions to deliver eInvoicing services?
RESPONSE:
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