State of Kansas
February 19, 2008
Request for Proposal 11027
Page 1 of 179
Request for Proposal (RFP)
Number: 11027
PR Number:
015348
Replaces Contract: None
Date Released:
February 19, 2008
Procurement Officer:
Telephone:
E-Mail Address:
Web Address:
Angela Hoobler
785-296-5387
angela.hoobler@da.ks.gov
http://da.ks.gov/purch
Closing Date:
April 2, 2008: 2:00 PM
Item:
Financial Management System Software and Associated Integration Services
Agency:
Location:
Department of Administration
Topeka, Kansas
Term of Contract:
Please see RFP Section 4.1.
Pre-Proposal Conference: A Pre-Proposal Conference will be held at the date and time specified in the
RFP Schedule of Events (see RFP Section 2.5) at the following location:
Memorial Hall Auditorium
120 SW 10th Avenue, 2nd Floor
Topeka, KS
Attendance is not required at the Pre-Proposal Conference, but is strongly encouraged. Any questions
requesting clarification of the Request for Proposal shall be submitted electronically in Microsoft Word
format to the Procurement Officer indicated above, prior to 12:00 noon Central Time on the date specified
in the RFP Schedule of Events (see RFP Section 2.5). Questions shall include a reference to the
applicable RFP Section and a page number or line item (i.e., Section 2.3, page 28; Appendix 1, Line
AP 209.030; Cost Schedule 4). Impromptu questions will be permitted and spontaneous verbal unofficial
answers may be provided at the Pre-Proposal Conference. However, Proposers must understand that
the only official answer or position of the State of Kansas will be in writing as a part of an official RFP
Addendum.
Failure to notify the Procurement Officer of any conflicts or ambiguities in the Request for Proposal may
result in items being resolved in the best interest of the State. Any modification to this Request as a
result of the Pre-Proposal Conference, as well as written answers to written questions, shall be made in
writing by official addendum and posted to the Division of Purchases’ web site, http://da.ks.gov/purch/.
All vendors are advised that only written communications are binding.
It shall be the responsibility of all participating Proposers to acquire any and all addenda and additional
information as it is made available from the web site cited above. Proposers need to check the web site
periodically for any additional information or instructions. Notification of the availability of official addenda,
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 2 of 179
instructions, or additional information will be emailed to all vendors who have sent an Expression of
Interest Form to the Procurement Officer listed above.
Expression of Interest Form: The Expression of Interest Form is included in RFP Section 1. Please
follow the instructions on the form.
RFP Definitions: Throughout this RFP the following terms shall be used to designate mandatory and
non-mandatory requirements:
MAY, SHOULD, CAN, OPTIONALLY: Denotes desirable, non-mandatory language.
MUST, WILL, SHALL: Denotes mandatory language; a requirement that must be met without alteration.
Reference Forms: Proposers are advised to pay particular attention to RFP Section 5.4.12. Immediate
and timely action is required concerning references.
READ THIS REQUEST CAREFULLY
Failure to abide by all of the conditions of this Request may result in the rejection of a proposal.
It is the Proposer’s responsibility to monitor the Division of Purchases web site at
http://da.ks.gov/purch/ on a regular basis for any changes/addenda or any changes to the RFP
Schedule of Events.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 3 of 179
TABLE OF CONTENTS
PREFACE: RFP ORGANIZATION ................................................................................ 5
RFP SECTION 1: FORMS ............................................................................................. 6
EXPRESSION OF INTEREST FORM ..................................................................................................... 7
SIGNATURE SHEET ............................................................................................................................... 8
SUPPLIER DIVERSITY SURVEY FORM ................................................................................................ 9
TAX CLEARANCE FORM ..................................................................................................................... 11
CONTRACTUAL PROVISIONS ATTACHMENT ................................................................................... 12
CERTIFICATION REGARDING IMMIGRATION REFORM & CONTROL ............................................ 14
PROPOSED INTEGRATION SERVICES REFERENCE QUESTIONNAIRE ....................................... 15
PROPOSED ERP SOFTWARE REFERENCE QUESTIONNAIRE ...................................................... 20
RFP SECTION 2: RFP PURPOSE, BACKGROUND, AND GENERAL AND
ADMINISTRATIVE INFORMATION.............................................................................. 25
RFP SECTION 3: CONTRACT TERMS AND CONDITIONS ...................................... 50
RFP SECTION 4: FMS SCOPE AND APPROACH ..................................................... 82
RFP SECTION 5: PROPOSAL RESPONSE ............................................................. 108
TECHNICAL PROPOSAL TITLE PAGE .............................................................................................. 110
TECHNICAL PROPOSAL TRANSMITTAL LETTER ........................................................................... 110
TECHNICAL PROPOSAL RFP ADDENDA ......................................................................................... 111
TECHNICAL PROPOSAL TABLE OF CONTENTS ............................................................................ 111
TECHNICAL PROPOSAL TAB 1 – EXECUTIVE SUMMARY............................................................. 112
TECHNICAL PROPOSAL TAB 2 – MANDATORY QUALIFICATIONS .............................................. 112
TECHNICAL PROPOSAL TAB 3 – ADMINISTRATIVE REQUIREMENTS ........................................ 113
TECHNICAL PROPOSAL TAB 4 – PROPOSER CORPORATE INFORMATION .............................. 114
TECHNICAL PROPOSAL TAB 5 – SUBCONTRACTOR CORPORATE INFORMATION ................. 114
TECHNICAL PROPOSAL TAB 6 – LICENSED PRODUCT INFORMATION ..................................... 115
TECHNICAL PROPOSAL TAB 7 – IMPLEMENTATION AND INTEGRATION SERVICES ............... 123
TECHNICAL PROPOSAL TAB 8 – REFERENCES ............................................................................ 141
TECHNICAL PROPOSAL TAB 9 – PROJECT STAFF AND ORGANIZATION .................................. 144
TECHNICAL PROPOSAL TAB 10 – ACCOUNTS RECEIVABLE AND BILLING PILOT ................... 145
TECHNICAL PROPOSAL TAB 11 – ALTERNATIVE SERVICES APPROACH ................................. 145
TECHNICAL PROPOSAL APPENDIX 1: FUNCTIONAL REQUIREMENTS ..................................... 145
TECHNICAL PROPOSAL APPENDIX 2: TECHNICAL REQUIREMENTS / QUESTIONNAIRE ....... 145
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 4 of 179
TECHNICAL PROPOSAL APPENDIX 3: DATA WAREHOUSE AND REPORTING REQUIREMENTS.
............................................................................................................................................. 145
TECHNICAL PROPOSAL APPENDIX 4: MARKETING MATERIALS ............................................... 148
TECHNICAL PROPOSAL APPENDIX 5: EXCEPTIONS ................................................................... 149
TECHNICAL PROPOSAL APPENDIX 6: SAMPLE STATEMENT OF WORK (SOW) ...................... 149
COST PROPOSAL TITLE PAGE ........................................................................................................ 150
COST PROPOSAL TAB A: TABLE OF CONTENTS ......................................................................... 151
COST PROPOSAL TAB B: EXECUTIVE SUMMARY ........................................................................ 151
COST PROPOSAL TAB C: ADMINISTRATIVE REQUIREMENTS ................................................... 151
COST PROPOSAL TAB 1: SCHEDULE 1 – SUMMARY PRESENTATION SCHEDULE ................. 151
COST PROPOSAL TAB 2: SCHEDULE 2 – TOTAL COST SUMMARY SCHEDULE ...................... 152
COST PROPOSAL TAB 3: SCHEDULE 3 – DELIVERABLES PAYMENT SCHEDULE ................... 153
COST PROPOSAL TAB 4: SCHEDULE 4 – STAFFING PLAN BY ACTIVITY SCHEDULE ............. 153
COST PROPOSAL TAB 5: SCHEDULE 5 – STAFFING PLAN BY POSITION SCHEDULE ............ 153
COST PROPOSAL TAB 6: SCHEDULE 6 – TRAINING BREAKDOWN SCHEDULE....................... 153
COST PROPOSAL TAB 7: SCHEDULE 7 – ENHANCEMENTS AND MODIFICATIONS SCHEDULE ..
............................................................................................................................................. 154
COST PROPOSAL TAB 8: SCHEDULE 8 – OTHER COSTS SCHEDULE ...................................... 154
COST PROPOSAL TAB 9: SCHEDULE 9 – LABOR RATES SCHEDULE ....................................... 154
COST PROPOSAL TAB 10: ESSENTIAL HARDWARE AND SOFTWARE COSTS ........................ 154
COST PROPOSAL TAB 11: TRAINING FACILITIES COSTS ........................................................... 154
COST PROPOSAL TAB 12: OPTIONAL SOFTWARE COSTS ......................................................... 154
RFP APPENDIX 1: FUNCTIONAL REQUIREMENTS............................................... 156
RFP APPENDIX 2: TECHNICAL REQUIREMENTS ................................................. 157
RFP APPENDIX 3: INTERFACING SYSTEM REQUIREMENTS .............................. 158
RFP APPENDIX 4: CONVERSION REQUIREMENTS .............................................. 169
RFP APPENDIX 5: COST PROPOSAL SCHEDULES.............................................. 175
RFP APPENDIX 6: APPLICATION ARCHITECTURE QUESTIONNAIRE ............... 176
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 5 of 179
Preface
RFP ORGANIZATION
This RFP is organized in the following manner:
RFP Section 1 – Forms: Contains the various forms that support the procurement process and the
submission of a proposal.
RFP Section 2: RFP Purpose, Background, and General and Administrative Information: Contains
an explanation of the RFP purpose, the project background, information concerning existing statewide
administrative systems, mandatory qualifications, the RFP Schedule of Events, various Proposer
instructions, and other items of interest to the Proposer.
RFP Section 3: Contract Terms and Conditions: Contains several terms and conditions under which
the Contractor shall perform the contract.
RFP Section 4: FMS Scope and Approach: Contains the term of contract, and a summary of the
solution scope, including software functional scope, special considerations, implementation and
integration services scope, and organizational scope. Resources to be provided by the State are also
discussed.
RFP Section 5: Proposal Response: Contains proposal submission information, and instructions
concerning how Proposers are to structure and format their proposals. Detailed instructions are given for
each section of both the Technical Proposal and the Cost Proposal.
RFP Appendices:
RFP Appendix 1: Functional Requirements
RFP Appendix 2: Technical Requirements
RFP Appendix 3: Interfacing System Requirements
RFP Appendix 4: Conversion Requirements
RFP Appendix 5: Cost Proposal Schedules
RFP Appendix 6: State of Kansas Application Architecture Questionnaire
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 6 of 179
RFP Section 1
FORMS
Forms: Immediately following are the various forms that support the procurement process and the
submission of a proposal. These forms are as follows:
1. Expression of Interest Form;
2. Signature Sheet;
3. Supplier Diversity Survey Form;
4. Tax Clearance Form;
5. DA-146a Contractual Provisions Attachment;
6. Certification Regarding Immigration Reform & Control;
7. Proposed Integration Services Reference Questionnaire; and
8. Proposed ERP Software Reference Questionnaire.
Proposers shall complete applicable forms in accordance with the instructions contained within each, and
submit with the proposal.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 7 of 179
EXPRESSION OF INTEREST FORM
Item:
Financial Management System Software and Associated Integration Services
Agency:
Department of Administration
By submitting this form, a vendor is expressing an interest in the State of Kansas Financial Management
System Software and Associated Integration Services procurement. The form will be used to create an
email mailing list of interested vendors or individuals for the procurement. Whenever a communication of
interest to potential Proposers and subcontractors is posted to the Division of Purchases web site at
http://da.ks.gov/purch/, then those on the mailing list will receive an email advising them of that event
with instructions on how to access the communication. The State is not responsible for email delivery
failures.
Please send completed forms to Angela Hoobler, Procurement Officer, via:

Email at angela.hoobler@da.ks.gov

FAX at 785-296-7240

United States Postal Service at:
900 S. W. Jackson Street, Room 102-N
Topeka, Kansas 66612-1286

Courier at:
900 S. W. Jackson Street, Room 102-N
Topeka, Kansas 66612-1286
785-296-2376

Hand delivery at:
900 S. W. Jackson Street, Room 102-N
Topeka, Kansas 66612-1286
Contact Name
Company
Mailing Address
Office Telephone
City & State
Zip
Mobile
Fax
E-Mail
Signature
Date
Typed Name
Title
If an interested company desires to list multiple individuals, please submit a separate form for each.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 8 of 179
SIGNATURE SHEET
Item:
Financial Management System Software and Associated Integration Services
Agency:
Department of Administration
Closing Date:
April 2, 2008
By submission of a proposal and the signatures affixed thereto, the Proposer certifies and warrants that
all products and services proposed meet or exceed all requirements of this specification as set forth in the
Request and that all exceptions are clearly identified.
Legal Name of Person, Firm or Corporation
Mailing Address
Toll Free Telephone
Tax Number
City & State
Local
Zip
Cell:
Fax
E-Mail
Signature
Date
Typed Name
Title
In the event that the contact for the proposal process is different from the person specified above,
indicate contact information below.
Proposal Process Contact Name
Mailing Address
Toll Free Telephone
City & State
Local
Zip
Cell:
Fax
E-Mail
If awarded a contract and purchase orders are to be directed to an address other than the legal
address specified above, indicate mailing address and telephone number below.
Mailing Address
Toll Free Telephone
City & State
Local
Zip
Cell:
Fax
E-Mail
Pricing is available to political subdivisions of the State of Kansas.
(Refusal will not be a determining factor in award of this contract.)
Yes ____
No ___
Agencies may use the Business Procurement Card for contract purchases.
(Refusal will not be a determining factor in award of this contract.)
Yes ____
No ___
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 9 of 179
State of Kansas
Department of Administration
Division of Purchases
Supplier Diversity Survey Form
Why is the Division of Purchases requesting this information?
Current statutes governing the activities of the Kansas Division of Purchases do not include preferences or set-asides for Small
Business Enterprises (SBEs). The Division of Purchases is interested in determining to what extent purchase orders and contracts
are awarded to SBEs under existing work efforts. Please Note: You must submit this form with each bid opportunity.
Persons or concerns wishing to receive a Purchase Order or Contract Award resulting from this bid opportunity must provide the
information contained in this document before the award is made. To help expedite this procurement, it is requested that you submit
this form with your proposal.
COMPANY DATA
Legal Company Name
Doing Business As (if applicable)
Federal Tax ID Number / FEIN
Diversity Program Contact Name
Title
Phone Number
Fax Number
E-Mail Address
Company Web
Address
City
State
Legal Structure:
□ Corporation □ Partnership
Zip Code
□ Non-Profit
Signature
□ Sole Proprietorship □ LLC
Date:
COMPANY DIVERSITY DATA
(A)
Business Classification (See Appendix A of this form [on next page] for definitions):
Is your business a Small Business Enterprise (SBE) as defined by the SBA?
□ Yes □ No □ Don’t Know
Check all that Apply:
□ Disabled (DIS)
□ SBA-Small Disadvantage Business (SDB)
□ Veteran-Owned (VBE)
□ Women-Owned (WBE) □ Service-Disabled Veterans-Owned (DVBE)
□ African American
□ Native American
□ Minority-Owned Business Enterprise (MBE)
□ Hispanic American
□ Asian Pacific American □ Disadvantaged Business Enterprise (DBE)
□ Asian Subcontinent American □ Other: __________________________________________________________
(B)
Has your Business Classification Status been certified by a state, municipal, federal or other certifying
agency?
□ No □ Yes
Certifying Entity:
Other State of Kansas Resources for Small Business Enterprises (SBE)
Kansas Department of Commerce
Office of Minority/Women Business Development
http://www.kansascommerce.com/IndexPages/Pgm01.aspx?rscId=996008588532
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 10 of 179
State of Kansas
Department of Administration
Division of Purchases
Supplier Diversity Survey Form
Appendix A
Definition of Terms
Small Business Enterprise / Concern (SBE)
SBEs are businesses that do not exceed the size standard for the product or service it is providing as measured by its employment
and/or business receipts in accordance with the U.S. SBA numerical size standards. These standards are defined as FAR 52.219-8, 13
CFR Part 121 and 13 CFR 121.410.
Disadvantaged Business Enterprise (DBE)
DBEs are defined as a business which are (a) owned by socially disadvantaged individuals who have been subjected to racial or ethnic
prejudice or cultural bias because of their identity as a member of a group without regard to their individual qualities; or (b) owned by
economically disadvantaged individuals whose ability to compete in the free enterprise system has been impaired due to diminished
opportunities to obtain capital and credit as compared to others in the same line of business who are not socially disadvantaged.
Disabled Business Enterprise (DIS)
DIS businesses are at least 51% owned and controlled by one or more U.S. citizens who has a physical or mental impairment which
substantially limits one or more of such person’s major life activities.
Small Disadvantage Business Concern (SDB)
SDB businesses are certified by the SBA as meeting the following criteria: (1) they are small business concern and (2) must be at least
51% owned and controlled by one or more U.S. citizens who are socially and economically disadvantaged. African Americans, Asian
Pacific Americans, Asian Subcontinent Americans, Hispanic Americans and Native Americans are presumed to qualify as being socially
disadvantaged. Other individuals can qualify if they show by a preponderance of the evidence that they are socially disadvantaged. In
addition, the personal net worth of each eligible owner applicant must be less than $750,000, excluding the values of the applicant’s
ownership interest in the business seeking certification and the owner’s primary residence. Successful applicants must also meet
applicable size standards for small businesses in their industry. SDB regulations can be found in FAR 52.219-8 and 13 CFR parts 121
& 124.
Veterans-Owned Business Concern (VBE)
VBE businesses are at least 51% owned and controlled by one or more U.S. citizens who are Veterans of the U.S. Armed Forces. In
the case of any publicly owned business, at least 51% of the stock is owned by one or more veterans and one or more veterans must
control the management and daily business operation. The term “Veteran” means a person who served in the active military, naval or
air service and who was discharged or released there from under conditions other than dishonorable. VBE regulations can de found in
FAR 52.219-9 & 38 USC 101 (2).
Service-Disabled Veterans-Owned Business Concern (DVBE)
DVBE businesses are at least 51% owned and controlled by one or more U.S. citizens who are service-disabled Veterans of the U.S.
Armed Forces. In the case of any publicly owned business, at least 51% of the stock is owned by one or more service-disabled
veterans and one or more veterans must control the management and daily business operation. The term “Veteran” means a person
who served in the active military, naval or air service and who was discharged or released there from under conditions other than
dishonorable. The term “Service-Disabled” means a veteran of the U.S. Military Service has a service-connected disability with a
disability rating of 0%-100%. In the case of permanent or severe disability, the spouse or caregiver of such a service-disabled veteran
may control the management and daily operations. DVBE regulations can be found in FAR 52.219-9 & 38 USC 101 (2) & USC 101
(16).
Women-Owned Business Concern (WBE)
WBE businesses are at least 51% owned and controlled by one or more U.S. citizens who are female gender. In the case of any
publicly owned business, at least 51% of the stock is owned by one or more women and one or more women must control the
management and daily business operations. For Federal contracting regulations see FAR 52-219-8.
Minority-Owned Business Enterprise (MBE)
MBE businesses are at least 51% owned and controlled by one or more U.S. citizens belonging to certain ethnic minority groups. In the
case of any publicly owned business, at least 51 % of the stock is owned by one or more minorities, and one or more minorities must
control the management and daily business operations. “Ethnic Minority Groups” are people of Asian Pacific American, Asian
Subcontinent American, African American, Hispanic American and Native American descent.

African Americans: People whose origins lay in any of the Black racial groups of Africa.

Asian Pacific Americans: People whose origins lay in Brunei, Burma, China, Guam, Indonesia, Japan, Kampuchea (Cambodia),
Korea, Laos, Malaysia, Northern Mariana Islands, Republic of the Marshall Islands, Federated States of Micronesia, Republic of
Palau (U.S. Trust Territory of the Pacific Islands), the Philippines, Samoa, Singapore, Taiwan, Thailand and Vietnam.

Asian Subcontinent Americans: People whose origins lay in Bangladesh, Bhutan, India, Pakistan, Sri Lanka or Nepal.

Hispanic Americans: People whose origins are in the South and Central America, Mexico, Puerto Rico, Cuba or the Iberian
Peninsula (including Portugal).

Native Americans: American Indians, Inuit (Eskimos), Aleuts, and native Hawaiians of Polynesian ancestry.
Date of Last Update: March, 2007
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 11 of 179
TAX CLEARANCE FORM
Per K.S.A. 75-3740-(c), the Director of Purchases may reject the proposal of any Proposer who is in
arrears on taxes due the State of Kansas. The Division of Purchases will confirm tax status of all
potential contractors and subcontractors prior to the release of a purchase order or contract award. The
State of Kansas reserves the right to allow a Proposer an opportunity to clear tax status within ten (10)
calendar days, or to proceed with award to the next lowest responsive Proposer, whichever is determined
by the Director of Purchases to be in the best interest of the State.
The Secretary of Revenue is authorized to exchange such information with the Director of Purchases as
is necessary to determine the Proposer’s tax clearance status, notwithstanding any other provision of law
prohibiting disclosure of the contents of taxpayer records or information.
Instructions on how to check Tax Clearance Status can be found at the following web site:
http://www.ksrevenue.org/taxclearance.htm
Information about Tax Registration can be found at the following web site:
http://www.ksrevenue.org/busregistration.htm
Contact Information: Please provide the attached contact information for use should the State of
Kansas need to contact the appropriate officials within your company to discuss your tax clearance /
registration status.
CONTRACTOR
Contact Person for Tax Issues:
Company Name:
Tax Number:
Mailing Address
City & State
Toll Free Telephone
Zip Code
Local
Cell:
Fax
E-Mail
SUBCONTRACTOR(S)
Contact Person for Tax Issues:
Company Name:
Tax Number:
Mailing Address
City & State
Toll Free Telephone
Zip Code
Local
Cell:
Fax
E-Mail
Additional pages may be added, as required, indicating the same information for multiple subcontractors.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 12 of 179
State of Kansas
Department of Administration
DA-146a (Rev. 1-01)
CONTRACTUAL PROVISIONS ATTACHMENT
Important:
This form contains mandatory contract provisions and must be attached to or incorporated in all copies of any
contractual agreement. If it is attached to the vendor/contractor's standard contract form, then that form must be
altered to contain the following provision:
"The Provisions found in Contractual Provisions Attachment (Form DA-146a, Rev. 1-01), which is attached hereto, are
hereby incorporated in this contract and made a part thereof."
The parties agree that the following provisions are hereby incorporated into the contract to which it is attached and
made a part thereof, said contract being the _____ day of ____________________, 20 _____.
1.
Terms Herein Controlling Provisions: It is expressly agreed that the terms of each and every provision in this attachment
shall prevail and control over the terms of any other conflicting provision in any other document relating to and a part of the
contract in which this attachment is incorporated.
2.
Agreement With Kansas Law: All contractual agreements shall be subject to, governed by, and construed according to the
laws of the State of Kansas.
3.
Termination Due To Lack Of Funding Appropriation: If, in the judgment of the Director of Accounts and Reports,
Department of Administration, sufficient funds are not appropriated to continue the function performed in this agreement and
for the payment of the charges hereunder, State may terminate this agreement at the end of its current fiscal year. State
agrees to give written notice of termination to contractor at least 30 days prior to the end of its current fiscal year, and shall give
such notice for a greater period prior to the end of such fiscal year as may be provided in this contract, except that such notice
shall not be required prior to 90 days before the end of such fiscal year. Contractor shall have the right, at the end of such
fiscal year, to take possession of any equipment provided State under the contract. State will pay to the contractor all regular
contractual payments incurred through the end of such fiscal year, plus contractual charges incidental to the return of any such
equipment. Upon termination of the agreement by State, title to any such equipment shall revert to contractor at the end of
State's current fiscal year. The termination of the contract pursuant to this paragraph shall not cause any penalty to be
charged to the agency or the contractor.
4.
Disclaimer Of Liability: Neither the State of Kansas nor any agency thereof shall hold harmless or indemnify any contractor
beyond that liability incurred under the Kansas Tort Claims Act (K.S.A. 75-6101 et seq.).
5.
Anti-Discrimination Clause: The contractor agrees: (a) to comply with the Kansas Act Against Discrimination (K.S.A. 441001 et seq.) and the Kansas Age Discrimination in Employment Act (K.S.A. 44-1111 et seq.) and the applicable provisions of
the Americans With Disabilities Act (42 U.S.C. 12101 et seq.) (ADA) and to not discriminate against any person because of
race, religion, color, sex, disability, national origin or ancestry, or age in the admission or access to, or treatment or
employment in, its programs or activities; (b) to include in all solicitations or advertisements for employees, the phrase "equal
opportunity employer"; (c) to comply with the reporting requirements set out at K.S.A. 44-1031 and K.S.A. 44-1116; (d) to
include those provisions in every subcontract or purchase order so that they are binding upon such subcontractor or vendor;
(e) that a failure to comply with the reporting requirements of (c) above or if the contractor is found guilty of any violation of
such acts by the Kansas Human Rights Commission, such violation shall constitute a breach of contract and the contract may
be cancelled, terminated or suspended, in whole or in part, by the contracting state agency or the Kansas Department of
Administration; (f) if it is determined that the contractor has violated applicable provisions of ADA, such violation shall constitute
a breach of contract and the contract may be cancelled, terminated or suspended, in whole or in part, by the contracting state
agency or the Kansas Department of Administration.
Parties to this contract understand that the provisions of this paragraph number 5 (with the exception of those provisions
relating to the ADA) are not applicable to a contractor who employs fewer than four employees during the term of such contract
or whose contracts with the contracting state agency cumulatively total $5,000 or less during the fiscal year of such agency.
6.
Acceptance Of Contract: This contract shall not be considered accepted, approved or otherwise effective until the statutorily
required approvals and certifications have been given.
7.
Arbitration, Damages, Warranties: Notwithstanding any language to the contrary, no interpretation shall be allowed to find
the State or any agency thereof has agreed to binding arbitration, or the payment of damages or penalties upon the occurrence
of a contingency. Further, the State of Kansas shall not agree to pay attorney fees and late payment charges beyond those
available under the Kansas Prompt Payment Act (K.S.A. 75-6403), and no provision will be given effect which attempts to
exclude, modify, disclaim or otherwise attempt to limit implied warranties of merchantability and fitness for a particular purpose.
8.
Representative's Authority To Contract: By signing this contract, the representative of the contractor thereby represents
that such person is duly authorized by the contractor to execute this contract on behalf of the contractor and that the contractor
agrees to be bound by the provisions thereof.
9.
Responsibility For Taxes: The State of Kansas shall not be responsible for, nor indemnify a contractor for, any federal, state
or local taxes which may be imposed or levied upon the subject matter of this contract.
10. Insurance: The State of Kansas shall not be required to purchase, any insurance against loss or damage to any personal
property to which this contract relates, nor shall this contract require the State to establish a "self-insurance" fund to protect
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 13 of 179
against any such loss or damage. Subject to the provisions of the Kansas Tort Claims Act (K.S.A. 75-6101 et seq.), the vendor
or lessor shall bear the risk of any loss or damage to any personal property in which vendor or lessor holds title.
11. Information: No provision of this contract shall be construed as limiting the Legislative Division of Post Audit from
having access to information pursuant to K.S.A. 46-1101 et seq.
12. The Eleventh Amendment: "The Eleventh Amendment is an inherent and incumbent protection with the State of Kansas and
need not be reserved, but prudence requires the State to reiterate that nothing related to this contract shall be deemed a
waiver of the Eleventh Amendment."
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 14 of 179
CERTIFICATION REGARDING IMMIGRATION REFORM & CONTROL
All Contractors are expected to comply with the Immigration and Reform Control Act of 1986
(IRCA), as may be amended from time to time. This Act, with certain limitations, requires the verification
of the employment status of all individuals who were hired on or after November 6, 1986, by the
Contractor as well as any subcontractor or sub-subcontractor. The usual method of verification is through
the Employment Verification (I-9) Form. With the submission of this proposal, the Contractor hereby
certifies without exception that Contractor has complied with all federal and state laws relating to
immigration and reform. Any misrepresentation in this regard or any employment of persons not
authorized to work in the United States constitutes a material breach and, at the State’s option, may
subject the contract to termination and any applicable damages.
Contractor certifies that, should it be awarded a contract by the State, Contractor will comply with
all applicable federal and state laws, standards, orders and regulations affecting a person’s participation
and eligibility in any program or activity undertaken by the Contractor pursuant to this contract.
Contractor further certifies that it will remain in compliance throughout the term of the contract.
At the State’s request, Contractor is expected to produce to the State any documentation or other
such evidence to verify Contractor’s compliance with any provision, duty, certification, or the like under
the contract.
Contractor agrees to include this Certification in contracts between itself and any subcontractors
in connection with the services performed under this contract.
____________________________________________
Signature, Title of Contractor
FMS RFP
______________________
date
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 15 of 179
STATE OF KANSAS
Kansas Financial Management System (FMS) Project
Proposed Integration Services Reference Questionnaire
Use this form for the Proposer.
Proposer Name (Vendor):
________________________________________________________________________
Reference (Client Organization) Name:
________________________________________________________________________
Reference Criteria Number:
#8______________________________________________________________________
Person Responding to this
Request for Reference
Information:
_______________________________________________________
Printed Name
_______________________________________________________
Signature
_______________________________________________________
Title
_______________________________________________________
Telephone
_______________________________________________________
Email
_______________________________________________________
Date
NOTE: Please provide responses to the items that appear on the following pages. If completed using an
electronic copy in MS Word format, use as much space as required. If completed manually, please
record response in space provided.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 16 of 179
A. Indicate (by checking appropriate box) ERP functionality acquired, which functionality that the vendor
assisted your organization in implementing, and which is currently in production for your site. If the
software is in production, please indicate the date it was put into production. If other major
functionality not listed was acquired, please list these in the blank boxes at the bottom of the table.
Assisted
by Vendor
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In
Production
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Acquired
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Functionality
Accounts Payable
General Ledger
Cash Management
Cost Allocation
Project Accounting
Grant Accounting
Asset Management
Procurement
Reporting and Data Warehousing
Accounts Receivable and Billing
B. Please indicate the dates that the vendor provided services for the ERP software.
From:
Through:
FMS RFP
Date In
Production
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 17 of 179
C. Indicate the services for ERP software provided by the vendor to your organization.
 Project Management
 Technical Architecture and Infrastructure Design
 Requirements Validation
 Business Process Design and Software Configuration
 Reports Analysis and Development
 Enhancements and Modifications
 Interface Development
 Data Conversion
 Workflow Configuration
 Security Configuration
 Testing
 Training
 Documentation
 Knowledge Transfer
 Enterprise Readiness
 Communications
 Cultural Change Management
 Production Transition
 Establishment of a Help Desk
 Deployment (Roll-out) Support
 Post-Implementation Support
 Quality Assurance
 Other: __________________________________________________________________
Please rate your level of agreement with the following statements, and note any comments.
IMPORTANT: If you mark “Disagree,” please provide an explanation of your response.
Evaluation Question
Agree Agree
Strongly
1. We negotiated an equitable contract with the services
vendor, with the terms and conditions that were
important to us.
Comments:
Disagree Disagree
Strongly
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2. The vendor has been responsive when there have
been issues or problems with the contract.
Comments:
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3. The vendor followed through with any representations
made during the sales process.
Comments:

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FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 18 of 179
Evaluation Question
Agree Agree
Strongly
4. The vendor has a sound project management
methodology, using a comprehensive set of tools,
processes, and templates.
Comments:
Disagree Disagree
Strongly
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6. The vendor was able to complete the project on time
and within budget.
Comments:
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7. The vendor has been responsive when there have
been post-production issues or problems.
Comments:
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8. Knowing what we know now, we would make the same
decision to use this vendor for these services.
Comments:
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5. The vendor assigned the right number of vendor
personnel with the right skills for the right amount of
time to our project.
Comments:
9. What other advice do you have for the State of Kansas?
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 19 of 179
D. Please provide the following information about your organization and your project. An estimate is
sufficient, as we will use this data to improve our project budget.
Organization’s operating budget: $___________________________________________
Number of employees: ____________________________________________________
ERP hardware platform: ___________________________________________________
ERP database platform: ___________________________________________________
ERP Project: implementation services cost: $__________________________________
Organization’s internal implementation cost: $__________________________________
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 20 of 179
STATE OF KANSAS
Kansas Financial Management System (FMS) Project
Proposed ERP Software Reference Questionnaire
Use this form for the ERP Software Provider.
ERP Software Provider Name (Vendor):
________________________________________________________________________
Reference (Client Organization) Name:
________________________________________________________________________
Reference Criteria Number:
#8______________________________________________________________________
Person Responding to this
Request for Reference
Information:
_______________________________________________________
Printed Name
_______________________________________________________
Signature
_______________________________________________________
Title
_______________________________________________________
Telephone
_______________________________________________________
Email
_______________________________________________________
Date
NOTE: Please provide responses to the items that appear on the following pages. If completed using an
electronic copy in MS Word format, use as much space as required. If completed manually, please
record response in space provided.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 21 of 179
A. Indicate (by checking appropriate box) ERP functionality acquired, and which functionality is currently
being implemented or in production for your site. If the software is in production, please indicate the
date it was put into production. If the vendor was involved in the implementation of this module,
check the box under “Assisted by Vendor.” If this was a module implemented using another vendor
or done in-house, leave the “Assisted by Vendor” box blank. If other major functionality not listed was
acquired, please list these in the blank boxes at the bottom of the table.
In
Production
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Assisted
by Vendor
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Acquired
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Functionality
Accounts Payable
General Ledger
Cash Management
Cost Allocation
Project Accounting
Grant Accounting
Asset Management
Procurement
Reporting and Data Warehousing
Accounts Receivable and Billing
FMS RFP
Date In
Production
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 22 of 179
B. Please rate your level of agreement with the following questions, and note any comments.
IMPORTANT: If you mark disagree, please provide an explanation of your response.
Agree Agree
Strongly
Evaluation Question
Disagree Disagree
Strongly
1. We negotiated an equitable contract with the software
vendor.
Comments:




2. We were able to negotiate the contract terms and
conditions that were important to us.
Comments:

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
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
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4. The vendor followed through with any representation
made during the sales process.
Comments:
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5. We are satisfied with the quality of the software that we
acquired.
Comments:

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3. We are satisfied with the vendor’s responsiveness
when there have been issues or problems with the
contract.
Comments:
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 23 of 179
Agree Agree
Strongly
Evaluation Question
Disagree Disagree
Strongly
6. We are satisfied with the level of effort required to
implement the software.
Comments:
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7. The software is meeting our business needs.
Comments:
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9. We are satisfied with the quality of the vendor service
and support staff with which we have worked during the
implementation and post-implementation phase of the
project.
Comments:
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10. Knowing what we know now, we would make the same
decision to acquire and implement this software.
Comments:
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8. We are satisfied with the vendor’s responsiveness
when there have been issues or problems with the
software.
Comments:
11. What other advice do you have for the State of Kansas?
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 24 of 179
C. Please provide the following information about your organization and your project. An estimate is
sufficient, as we will use this data to improve our project budget.
Organization’s operating budget: $___________________________________________
Number of employees: ____________________________________________________
ERP hardware platform: ___________________________________________________
ERP database platform: ___________________________________________________
ERP Project: hardware cost: $______________________________________________
ERP Project: software cost: $_______________________________________________
ERP software annual maintenance: $_________________________________________
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 25 of 179
RFP Section 2
RFP PURPOSE, BACKGROUND, AND GENERAL AND
ADMINISTRATIVE INFORMATION
2.1
RFP Purpose: The State is issuing this RFP to define the State's minimum product and service
requirements, solicit proposals capable of meeting the product and service requirements, detail
the solution requirements, detail the proposal requirements, outline the State’s process for
evaluating proposed solutions, and to select a single Contractor to provide a statewide Financial
Management System (FMS) solution for the State. Through this RFP, the State seeks to buy the
best services and products at the most favorable competitive prices, and to give all qualified
business entities an opportunity to bid to provide the desired products and services.
The State is seeking a qualified Proposer to provide a statewide Financial Management System
(FMS), based on commercial off-the-shelf (COTS) Enterprise Resource Planning (ERP) software.
Proposals shall address all the software licenses, implementation services, and hardware
requirements necessary to provide a statewide FMS solution. Only fixed price proposals will be
considered.
A description of the functional software and implementation services scope for the project is
provided in RFP Section 4. The functional requirements are referenced in RFP Appendix 1 and
the technical requirements are referenced in RFP Appendix 2.
The State has engaged Salvaggio, Teal & Associates (STA) to provide Financial Management
System (FMS) Pre-Implementation Services and Independent Project Management Services.
STA is not eligible for participation in the Financial Management System Software and Associated
Integration Services RFP.
The following terms are used to define the parties associated with this RFP:
“Vendor” is a prospective Proposer.
“Proposer” is used to denote a Service Provider that submits a timely proposal in
response to this RFP. The successful Proposer will function as the primary contractor for
the project.
“Service Provider” refers to an entity that provides services either as the Proposer or
under the supervision of the Proposer as a subcontractor.
“Contractor” is an individual, company, corporation, firm or combination thereof with
whom the State develops a contract for the procurement of goods or services. In this
document it is used to denote the Proposer that is awarded a contract as a result of this
procurement. The Contractor will have full responsibility and liability for the completion of
all deliverables.
“ERP Software Provider” refers to the entity offering the proposed ERP COTS software.
The ERP Software Provider cannot be a Proposer, but shall be a subcontractor to the
Proposer, except in the case where the ERP Software Provider acts as its own integrator
or Service Provider. In this case, the ERP Software Provider can be a Proposer. The
prohibited contracting arrangement is defined as a situation where the ERP Software
Provider is the Proposer (primary contractor) offering only its software without any
integration services, with a third-party Service Provider subcontracted for the integration
services.
“Third Party Software Provider” is any entity that provides software and software-related
services as part of the State of Kansas FMS solution, other than the ERP Software
Provider.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 26 of 179
“Software Provider” refers to any entity that provides software and software-related
services as part of the State of Kansas FMS solution. It includes both the ERP Software
Provider and the Third Party Software Providers.
“Staff” refers to all of the Contractor’s employees, including the contractor’s and all
subcontractor employees and contractors. All independent contractors are included
within the definition of Staff.
Product and service requirements are addressed separately in this RFP. A proposal may
include multiple Third Party Software Providers and multiple Service Providers, but must
include one and only one Proposer; all other entities are considered subcontractors. Also,
a proposal must include one and only one ERP Software Provider. Furthermore, a
Proposer can appear in one and only one proposal. Please refer to RFP Section 2.4
(Mandatory Qualifications) below.
2.2
Project Background:
2001 Needs Assessment Study
The State conducted a needs assessment of its Statewide Financial Management System (FMS)
in July 2001. The assessment included a cost-benefit study of various alternatives associated
with meeting the State’s administrative business needs, including the possibility of acquiring and
implementing a new statewide FMS.
The final report included a recommendation that the State proceed with replacing the Statewide
Accounting and Reporting System (STARS) with an FMS that would focus on providing improved
management information in addition to processing financial transactions.
However, the recommendations from the assessment were not implemented due to a brief
downturn in the Kansas economy, resulting in a lack of funding to proceed with the FMS initiative.
2006 Needs Assessment Study Update
In June 2006, the Department of Administration sponsored an update to the original 2001 Needs
Assessment. The State decided to take this step for the following reasons:

Changes in philosophy and approach to execution of State administrative
functions. When the administration of Governor Kathleen Sebelius took office in
January 2003, the State began to pursue a more decentralized approach to the
governance of administrative functions, delegating authority to State agencies while
fostering collaborative decision-making to achieve the best benefit for the State as a
whole. This approach placed an increased focus on analyzing data about the State’s
operations and pursuing efficiencies on an enterprise basis. As a byproduct of these
efforts over the last few years (organized as the Governor’s Budget Efficiency and
Savings Teams, or BEST), managers have become acutely aware of deficiencies in the
State’s financial and procurement systems that make it difficult to obtain the information
needed to adequately assess the efficiency of many aspects of operations.

Changes associated with agency internal business processes. Since 2001, when
the decision was made not to pursue the replacement of the existing statewide financial
system, some agencies have begun to develop small and large scale custom applications
to automate their processes.
In addition, an evolving statutory and regulatory
environment means that agencies were likely to have developed new and different
processes in some areas since the previous study examined them, and programs
supported by these processes may have changed significantly. Thus, the State felt it was
necessary to re-examine agency requirements to bring them up-to-date with any changes
in State operations since 2001.

Advances in technology and changes in the marketplace since 2001. There have
been considerable advances in technology (e.g., Web-enablement and service-oriented
architecture) and in functionality for the public sector (e.g., new eProcurement
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 27 of 179
functionality and vendor/employee self-service) in recent years. Additionally, there has
been considerable product consolidation in the ERP software marketplace.
Why Should the State Implement an FMS?
There are numerous reasons why the State is implementing an FMS system. The major drivers
toward FMS can be grouped into three (3) categories:

Legacy system deficiencies. Legacy system deficiencies are discussed in the 2006
Statewide Financial Management Needs Assessment Study Update, beginning on
page 2-11. This document is available on the Kansas Statewide Financial Management
System Project web site at http://da.ks.gov/ar/fms/.

Technology enablers. Technology enablers are discussed in the 2006 Statewide
Financial Management Needs Assessment Study Update, beginning on page 2-12. This
document is available on the Kansas Statewide Financial Management System Project
web site at http://da.ks.gov/ar/fms/.

The results of the Business Case Analysis. The results of the Business Case
Analysis are discussed in the 2006 Statewide Financial Management Needs Assessment
Study Update, beginning on page 3-1. This document is available on the Kansas
Statewide Financial Management System Project web site at http://da.ks.gov/ar/fms/.
The 2006 Study Update confirmed the recommendation of the 2001 Study, recommending that
the State move forward with implementing a statewide FMS, given the significant return the State
could potentially realize from this investment.
2.3
Background on Existing Statewide Administrative Systems:
This section provides
background information concerning existing Kansas statewide administrative systems.
STARS. Kansas Statute Annotated 75-3728 directs the Director of Accounts and Reports
(Department of Administration) to formulate a system of central accounting and maintain
centralized accounting records. These records include the general and controlling accounts
of the State, and are coordinated with the accounting records maintained by state agencies,
prescribing uniform classifications for receipts and expenditures for all state agencies in
accordance with accepted governmental accounting practices.
The STatewide Accounting and Reporting System (STARS) was developed in the 1980’s,
implemented for the State of Kansas in 1990, and is currently utilized for controlling
appropriations, processing payables, and general accounting purposes. STARS provides
records showing at all times funds, accounts, and other pertinent classifications, the amounts
appropriated, estimated revenues, actual revenues or receipts, amounts available for
expenditure, total expenditures, unliquidated obligations, actual balances on hand, and the
unencumbered balances of allotments or appropriations for each state agency.
Because STARS is the accounting system of record, all agencies must use STARS, although
many also utilize other stand-alone systems as well. Twenty-three (23) State agencies
electronically interface with STARS, while the remaining agencies enter required information
manually. Interfund vouchers, receipt vouchers, and journal vouchers are entered through
the SOKI3+ system (separate from STARS – see below) and uploaded to STARS through a
daily approval process.
The STARS Ad Hoc Reporting System uses FOCUS software that allows users to view or
extract selected data from a copy of the STARS database, providing financial reporting from
STARS. The data in the Ad Hoc Reporting System is about fifteen (15) weeks through the
latest day completed and does not include current day activity. Users can manipulate this
data to fit their needs and download it into a database or a spreadsheet.
SOKI3+. SOKI3+ is a custom-developed, web-based software application that provides agencies
with the ability to easily generate receipt vouchers and inter-fund and journal voucher entries.
In addition, there is an Orders module that is used by at least one (1) agency to sell
commodities to other State agencies. This application directly interfaces with STARS.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 28 of 179
Additional information concerning SOKI3+ can be found in RFP Appendix 3 (Interfacing
System Requirements) in the discussion of Treasury Systems.
SHARP. For administering human resources and payroll processes, the State utilizes the
PeopleSoft HRMS/Payroll application suite, known within the State as SHARP. This
application interfaces with STARS at a summarized level of account distribution. SHARP has
recently been upgraded to Oracle/PeopleSoft Enterprise HCM v8.9, and will not be replaced.
Similar interfaces to SHARP from the new FMS will continue, as they are now currently done
from STARS. Additional information concerning SHARP can be found in RFP Section 4.4.3.
Budget Management System (BMS). The State utilizes a “stand-alone” budget development
software application known as the Budget Management System (BMS) that is used by all
State agencies to prepare their annual budgets. The BMS is based on the baseline budget
preparation software purchased from Legacy Solutions (now Affinity Global Solutions, Inc.).
The code structure for the BMS is different than for STARS. The BMS will not be replaced by
functionality in the new FMS, and will need to be interfaced to the FMS. Additional
information concerning the BMS can be found in RFP Section 4.4.6.
Procurement Manager Plus. This application provides limited purchase requisition functionality
for purchases that are processed through the Division of Purchases. This system does not
interface with STARS. Additional information concerning Procurement Manager Plus can be
found in the Procurement Comments paragraph in RFP Section 2.30.
Central Setoff System. The Central Setoff System matches several payment sources (including
Payroll, Income Tax Refunds, Homestead Property Tax and Food Sales Tax, Miscellaneous
Payments, Unclaimed Property, KPERS Retirement Benefits, and Direct Payments) against
the debtor file containing debts owed to state agencies and certain participating
municipalities. Additional information about the Central Setoff System can be found in RFP
Appendix 3 in the Central Setoff System paragraph.
GENERAL AND ADMINISTRATIVE INFORMATION
2.4
Mandatory Qualifications. The State is seeking a vendor (the “Proposer”) that will be
responsible for providing both a complete software solution and all requested services required
for a successful implementation, plus post-implementation support. The Proposer may team with
multiple firms in its proposal but there can be only one Proposer that will execute the Contract
expected to result from this RFP and will coordinate, integrate, and be accountable for all
products and services proposed. This excludes an arrangement between vendors of joint
venturing or joint response to this proposal as such arrangements will not be allowed. As
discussed earlier in this RFP, the Proposer may only appear in one proposal submitted in
response to this RFP. Subcontractors, whether providing software or services, may be included
in more than one proposal. Multiple submissions from a firm that is Proposer in a proposal or
submission of alternative proposals will be grounds for disqualification of such proposals. This
prohibited action shall be defined as a Proposer submitting one proposal as a prime contractor
and permitting a second Proposer to submit another proposal with the first Proposer offered as a
subcontractor. This restriction does not prohibit different Proposers from offering the same
subcontractor as a part of their proposals, provided that the subcontractor does not also submit a
proposal as a prime contractor. Submitting multiple proposals in different forms may result in the
disqualification of all Proposers knowingly involved. Furthermore, one and only one ERP
Software Provider is allowed in a proposal.
The State has established mandatory qualifications that must be met by all Proposers and
their proposals submitted for evaluation:

To qualify to submit a proposal, the Proposer must have completed by the Proposal
Submission Deadline (Closing Date) as the Contractor or primary provider of
implementation services, a state or local public sector implementation of an integrated
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 29 of 179
financial management system for an organization with total annual expenditures
(including state and federal appropriations) of at least $8 billion and with at least 20,000
head count employees.
2.5

The proposed version of the ERP financial management software must be currently in
production in a public sector environment which includes, for the financial management
software, a city, county, or state government, or a public or private institution of higher
education, with a total annual budget of at least $8 billion and with at least 20,000 head
count employees.

The Proposer must provide a minimum of one (1) client for which it was responsible for
the end-to-end implementation of the ERP functional areas listed below with the
proposed ERP software within the past five (5) years.
o
Accounts Payable
o
General Ledger
o
Project Accounting
o
Grant Accounting
o
Asset Management
o
Procurement
o
Data Warehousing

The proposed ERP financial management software must currently be in production in a
State Department of Transportation environment.

Please refer to RFP Section 5.4.6 (TECHNICAL PROPOSAL TAB 2 – Mandatory
Qualifications) for instructions concerning substantiating these requirements.

These qualifications are mandatory, and proposals that lack these criteria will be
eliminated from further consideration.
RFP Schedule of Events: The following Schedule of Events represents the State's best
estimate of the anticipated schedule that will be followed. Unless otherwise specified, the time of
day for the following events will be between 8:00 a.m. and 5:00 p.m., Central Time.
RFP SCHEDULE OF EVENTS
NOTICE: The State reserves the right, at its sole discretion, to adjust this schedule as it
deems necessary. The State will communicate any substantive adjustment to the RFP
Schedule of Events to any vendor from whom the State has received an Expression of
Interest Form.
EVENT
DATE
1.
Announcement of Pre-Proposal Conference and Intent to
Issue RFP / Instructions for Submitting Expression of
Interest Form
February 11, 2008
2.
State Issues RFP
February 19, 2008
3.
Pre-Proposal Conference
February 28, 2008
10:00 AM Central Time
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 30 of 179
EVENT
DATE
4.
Deadline for Submitting Written Questions Requesting
Clarifications
March 12, 2008
12:00 noon Central Time
5.
Deadline for State to Post Final Responses to Written
Questions
6.
Proposal Submission Deadline (Closing Date)
7.
Notification of Proposers Selected for Software
Demonstrations and Oral Presentations
April 22, 2008
8.
Software Demonstrations / Oral Presentations
May 5 – 30, 2008
9.
Negotiations for Revised Offers
June 9 – 13, 2008
March 19, 2008
April 2, 2008
2:00 pm Central Time
10.
State Issues a Call for Revised Offers
June 16, 2008
11.
Deadline for Proposer Responses to Revised Offer Call
June 30, 2008
12.
State Conducts Evaluation of Revised Offers
13.
Evaluation Committee Recommendation to the Procurement
Negotiating Committee (PNC)
14.
Contract Negotiations
15.
Contract Execution
August 4, 2008
16.
Contract Start Date
August 6, 2008
17
Tentative Project Start Date
October 6, 2008
2.6
June 30 – July 8, 2008
July 9, 2008
July 15 – 31, 2008
Explanation of Schedule of Events and Procurement Process. After studying this RFP
document, vendors are encouraged to attend the Pre-Proposal Conference, and to submit
questions to clarify any ambiguity in the RFP (see Event #4 above).
After Proposers submit their proposals, the State Evaluation Committee will conduct an
evaluation of all proposals received. Evaluation of proposals is discussed in RFP Section 2.22.
The result of this first round of proposal evaluations is the invitation of selected Proposers to
appear before the Procurement Negotiating Committee (PNC) and the State Evaluation
Committee for software demonstrations and oral presentations. The exact nature of these
demonstrations and presentations will be specified in the invitation. Appearance before the PNC
is discussed in RFP Section 2.23.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 31 of 179
After the software demonstrations and oral presentations are completed, selected Proposers may
be asked to participate in negotiations leading to a Revised Offer. After the State issues the Call
for Revised Offers, Proposers then submit their Revised Offers for evaluation.
After evaluation of the Revised Offers, the State Evaluation Committee will review their
evaluations with the PNC. After reviewing the evaluations from the State Evaluation Committee,
the PNC may seek additional information, conduct additional negotiations or other activities. The
PNC may select a Proposer(s) to discuss additional and final contract terms over a five (5) day
period. All contract terms must be final and Proposer commitment to executing such contract
shall be unquestionably demonstrated by the end of the fifth (5th) day of contract discussion
should the PNC consider awarding the contract to Proposer. If the PNC finds the final contract
terms acceptable then a Notice of Intent to Award may be issued. If the PNC does not find the
final contract terms acceptable then the PNC will discuss final terms with other Proposers. Once
a Notice of Intent to Award has been issued the Proposer has three (3) business days to execute
the final Contract. Failure to do so may result in rejection of Proposer and the Contract being
issued to another Proposer.
After the Contract is executed, the Contractor will work with the State’s FMS Project Director to
finalize and obtain approval of the detailed project plan by the Kansas Information Technology
Office (KITO). Generally, this involves getting the detailed project plan to conform to KITO
requirements and standards. KITO requirements and standards are discussed in the Project
Work Plan paragraph in RFP Section 5.4.11.2.2 . Once KITO approval is obtained, the detailed
project plan is submitted by KITO to the Executive Branch Chief Information Technology Officer
(CITO) for approval. When the detailed project plan receives CITO approval, then the FMS
project can begin.
The KITO/CITO detailed project plan approval process can take considerable time to accomplish.
This process can be shortened if the Contractor’s detailed project plan submitted with the
proposal and the Revised Offer substantially conforms to KITO requirements and standards
(please see RFP Section 3.68).
2.7
Disability Accommodation Request: Any attendee of the Pre-Proposal Conference or
attendee of any other meeting in the procurement process, with a disability, may request
accommodation in order to participate. Requests for accommodation should be made at least
five (5) working days in advance of the meeting.
2.8
Proposer Subcontractors: If a Proposer chooses to use subcontractors, the State encourages
the Proposer to use Kansas subcontractors, including small and emerging businesses and/or
small entrepreneurships, if practical.
If a Proposer intends to subcontract portions of the products or services, the proposal shall
include specific designations of the tasks to be performed or deliverables to be produced by the
subcontractor. The subcontractor shall be required to produce firm and staff qualifications to
demonstrate their ability to provide the product or service. The subcontractor qualifications shall
be presented in a separate section of the proposal. Copies of any teaming agreements planned
to be executed between the Proposer and subcontractor(s) shall be included in the proposal. The
Proposer is required to certify and warrant all subcontractor work.
2.9
Preparation of Proposal: Prices are to be entered in spaces provided on the RFP cost forms
provided herein. Computations and totals shall be indicated where required. In case of error in
computations or totals, the unit price shall govern. The PNC has the right to rely on any price
quotes provided by Proposers. The Proposer shall be responsible for any mathematical error in
price quotes. The PNC reserves the right to reject proposals which contain errors. Any terms
that are inconsistent in a Proposers bid, shall be interpreted most favorable to the State as
determined by the State.
All copies of cost proposals shall be submitted in a separate sealed envelope or container
separate from the technical proposal. The outside shall be identified clearly as "Cost
Proposal” or “Technical Proposal" with the RFP number and Closing Date.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 32 of 179
A proposal shall not be considered for award if the price in the proposal was not calculated
independently and without collusion, consultation, communication, or agreement as to any matter
related to price with any other Proposer, competitor, or public officer/employee.
Technical proposals shall contain a concise description of Proposer’s capabilities to satisfy the
requirements of this Request For Proposal with emphasis on completeness and clarity of content.
Repetition of terms and conditions from the Request For Proposal without additional clarification
shall not be considered responsive.
2.10
Cost of Preparing Proposal: The cost of developing and submitting the proposal is entirely the
responsibility of the Proposer. This includes costs to determine the nature of the engagement,
preparation of the proposal, submitting the proposal, negotiating for the contract, and other costs
associated with this Request.
2.11
Signature of Proposals: Each proposal shall give the complete mailing address of the Proposer
and shall be signed by an authorized representative by original signature with his or her name
and legal title typed below the signature line. If the contractor’s contact will be a different entity,
indicate that individual’s contact information for communication purposes. Each proposal shall
include the Proposer’s FEIN.
2.12
Modification of Proposals: A Proposer may modify a proposal by letter at any time prior to the
Proposal Submission Deadline (Closing Date) and time for receipt of proposals shown in the RFP
Schedule of Events.
2.13
Withdrawal of Proposals: A proposal may be withdrawn upon written request from the
Proposer to the Procurement Officer at the Division of Purchases prior to the Proposal
Submission Deadline (Closing Date).
2.14
Acknowledgment of Addenda: All Proposers shall acknowledge receipt of any addenda to this
Request for Proposal by returning a signed hard copy with the proposal. Failure to acknowledge
receipt of any addenda may render the proposal non-responsive and eliminated from further
review. Changes to this Request shall be issued only by the Division of Purchases in writing.
2.15
Waiver of Minor Irregularities: The Director of Purchases reserves the right to waive minor
irregularities in proposals when the Director of Purchases deems such action is in the best
interest of the State and does not hinder the intent of this Request. Where the Director of
Purchases may waive minor irregularities, such waiver shall in no way modify the RFP
requirements or excuse the Proposer from full compliance with the RFP specifications and other
contract requirements if the Proposer is awarded the Contract.
2.16
Acceptance or Rejection: The PNC reserves the right to accept or reject any or all proposals or
part of a proposal; to waive any informalities or technicalities; clarify any ambiguities in proposals;
modify any criteria in this Request; and unless otherwise specified, to accept any item in a
proposal.
2.17
Proposal Disclosures: At the time of closing, only the names of those who submitted proposals
shall be made public information. No price information will be released. Interested Proposers or
their representatives may be present at the announcement at the following location:
State of Kansas Division of Purchases
900 Jackson Street, Room 102N
Topeka, KS 66612-1286
Bid results will not be given to individuals over the telephone. Results may be obtained after
contract finalization by obtaining a bid tabulation from the Division of Purchases by sending (do
not include with proposal:

A check for $3.00, payable to the State of Kansas;

A self -addressed, stamped envelope; and

The Contract Proposal Number.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 33 of 179
Send to:
Kansas Division of Purchases
Attention: Bid Results/Copies
900 SW Jackson, Room 102N
Topeka, KS 66612-1286
Copies of individual proposals may be obtained under the Kansas Open Records Act by sending
an email to janet.miller@da.ks.gov or calling 785-296-0002 to request an estimate of the cost to
reproduce the documents and remitting that amount with a written request to the above address
or a vendor may make an appointment by calling the above number to view the proposal file.
Upon receipt of the funds, the documents will be mailed. Information in proposal files shall not be
released until a contract has been executed or all proposals have been rejected.
2.18
Disclosure of Proposal Content and Proprietary Information: All proposals become the
property of the State of Kansas. The Open Records Act (K.S.A. 45-205 et seq) of the State of
Kansas requires public information be placed in the public domain at the conclusion of the
selection process, and be available for examination by all interested parties
(http://da.ks.gov/purch/KSOpenRecAct.doc). No proposals shall be disclosed until after a
contract award has been issued. The State reserves the right to destroy all proposals if the RFP
is withdrawn, a contract award is withdrawn, or in accordance with Kansas law. Late Technical
and/or Cost Proposals will not receive consideration. At the State’s option, such proposals will be
retained unopened in the file or will be destroyed by the State at the State’s expense.
Alternatively, the Proposer may request the late proposals be returned at the Proposer’s
expense.
By submitting a proposal, Proposer hereby grants the State of Kansas, and its departments,
agencies, affiliates, agents, employees, and licensees (hereafter collectively referenced as the
“State”) a non-exclusive, royalty-free, non-revocable perpetual license to use all systems ideas or
adaptations of these ideas and copy for any reason (including but not limited to compliance with
the Kansas Open Records Act), Contractor’s bid, proposal, and any other document(s) submitted
to or relevant information requested by the State. Contractor warrants: 1) That this bid and
proposal is an original work and has not been submitted for publication or published in any other
medium; 2) That this bid and proposal will not violate any rights of third parties; and 3) That this
bid and proposal does not contain any libelous material. This license may not be revoked and is
effective on the date of submission of the proposal. Selection or rejection of the proposal will not
affect this right.
Trade secrets or proprietary information legally recognized as such and protected by law may be
requested to be withheld if clearly labeled “Proprietary” on each individual page and provided as
separate from the main proposal. Pricing information is not considered proprietary, and the
Proposer’s entire proposal response package will not be considered proprietary.
All information requested to be handled as “Proprietary” shall be submitted separately from the
main proposal and clearly labeled, in a separate envelope or clipped apart from all other
documentation. The Proposer shall provide detailed written documentation justifying why this
material should be considered “Proprietary.” The Division of Purchases reserves the right to
accept, amend, or deny such requests for maintaining information as proprietary in accordance
with Kansas law.
The State of Kansas does not guarantee protection of any information which is not submitted as
required.
2.19
Exceptions: By submission of a response, the Proposer acknowledges and accepts all terms
and conditions of the RFP unless clearly avowed and wholly documented in a separate section of
the Technical Proposal to be titled “Exceptions.”
2.20
Notice of Award: An award is made upon execution of the written contract by all parties.
2.21
Request for Proposal Reference Number: The RFP number, indicated in the header of this
page, as well as on the first page of this Request, has been assigned to this Request and MUST
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 34 of 179
be shown on all correspondence or other documents associated with this Request and MUST be
referred to in all verbal communications.
All inquiries, written or verbal, shall be directed only to the Procurement Officer reflected on
Page 1 of this Request. There shall be no communication with any other State employees,
officers, or agents regarding this Request except with designated state participants in attendance
ONLY DURING:
Demonstrations;
Negotiations;
Contract Signing; and
as otherwise specified in this Request.
Violations of this provision by the Proposer or State agency personnel may result in the rejection
of the proposal.
2.22
2.23
Evaluation of Proposals: Award shall be made in the best interest of the State as determined
by the PNC or their designees. Evaluation criteria may include but is not limited to:

Cost. Proposers are not to inflate prices in the initial proposal as cost is a factor in
determining who may receive an award or be invited to software demonstrations and oral
presentations or to formal negotiations. The State reserves the right to award to the
lowest responsive Proposer without conducting formal negotiations, if authorized by the
PNC.

Adequacy and completeness of proposal.

Proposer’s understanding of the project.

Compliance with the terms and conditions of the Request.

Experience in providing like services.

Qualified staff.

Methodology to accomplish tasks.

Response format as required by this Request.
Appearance Before the Procurement Negotiating Committee (PNC): Any, all, or no
Proposers may be required to appear before the PNC to explain the Proposer’s understanding
and approach to the project and/or respond to questions from the PNC concerning the proposal;
or, the PNC may award without conducting negotiations, based on the initial proposal. The PNC
reserves the right to request information from Proposers as needed. If information is requested,
the PNC is not required to request the information of all Proposers.
Proposers selected to participate in negotiations may be given an opportunity to submit a revised
technical and/or cost proposal/offer to the PNC, subject to a specified cut-off time for submittal of
revisions. Meetings before the PNC are not subject to the Open Meetings Act. Proposers are
prohibited from electronically recording these meetings. However, the State reserves the right to
electronically record these meetings (see RFP Section 3.76). All information received prior to the
cut-off time will be considered part of the Proposer’s revised offer. The State shall retain
possession of any and all materials, in any form, provided by the Proposer during these
presentations.
No additional revisions shall be made after the specified cut-off time unless requested by the
PNC.
FMS RFP
State of Kansas
February 19, 2008
2.24
Request for Proposal 11027
Page 35 of 179
Negotiated Procurement: This is a negotiated procurement pursuant to K.S.A. 75-37,102.
Final evaluation and award will be made by the Procurement Negotiating Committee (PNC)
consisting of the following individuals (or their designees):
Secretary of Department of Administration;
Director of Purchases, Department of Administration; and
Head of Using Agency.
2.25
Competition: The purpose of this Request is to seek competition. The Proposer shall advise
the Division of Purchases if any specification, language, or other requirement inadvertently
restricts or limits proposing to a single source. Notification shall be in writing and must be
received by the Division of Purchases no later than five (5) business days prior to the proposal
Closing Date.
2.26
ADA Compliance: All web-based information and services provided on Inter/Intra/Extranet sites
by Kansas State government organizations shall be designed to be accessible pursuant to federal
and state law. Web standards for accessibility are in various stages of development across the
international web community. These standards continue to evolve at a pace that mirrors the rapid
rate of change in the Internet itself. In response, the State has developed the State of Kansas
Web Content Accessibility Guidelines, available at (http://da.state.ks.us/itec/WASGuidelines.htm).
Individuals responsible for creation and maintenance of materials and services intended for
delivery on State web sites should consult the State of Kansas Web Content Accessibility
Guidelines Implementation Guidance and Guidelines by Priority documents. These documents
provide general guidance, a timeline for initial implementation, and a list of specific guidelines for
compliance.
Some web sites, such as the Center for Applied Special Technology’s Bobby site, located at
http://www.cast.org/bobby, may be of help in testing pages and services. However, they do not
provide a strict nor foolproof assessment of compliance with either the State of Kansas or W3C
guidelines. The results of this service should also not be interpreted as conclusive evidence of
the accessibility of a given web page or site.
In light of the rapid growth and changes in this technology, State standards in this area will be
revised to accommodate changes in the technology, as will supporting reference sources such as
the W3C guidelines. Users should monitor the State of Kansas guidelines for changes to insure
compliance of all information and services with the latest version, and to stay abreast of State and
federal laws that may supersede or extend them. For additional reference, the most recent
version of the World Wide Web Consortium's (W3C) Web Content Accessibility Guidelines are
available at http://www.w3.org/TR/WAI-WEBCONTENT/. Specific techniques for implementing
the W3C guidelines can be found at http://www.w3.org/TR/WAI-WEBCONTENT-TECHS/.
2.27
Geographic Information System (GIS): Kansas supports both internal and external web map
service environments and server-side web map development is an emerging trend in GIS
development standards, along with higher utilization of centralized spatial database engine (SDE)
and implementation of comprehensive geocoding and address standardization. The GIS
infrastructure includes central file servers, central Oracle SDE spatial databases, concurrent
desktop licenses for ArcGIS and extension products, along with GPS field data collection and
data management tools for spatial databases. Kansas supports and implements the GIS
Addressing Standard established by the Kansas GIS Policy Board. A copy of this standard is
accessible from the Kansas GIS web site link at
http://www.da.ks.gov/itec/documents/addressing_standard.pdf/.
2.28
News Releases: Only the State is authorized to issue news releases relating to this Request, its
evaluation, award, and/or performance of the contract.
2.29
Commercial Advertising: The Contractor shall not refer to this Request, its evaluation, award,
or the Contractor’s performance under the Contract in any commercial advertising media without
the approval of the State. The State may withhold approval for any reason.
FMS RFP
State of Kansas
February 19, 2008
2.30
Request for Proposal 11027
Page 36 of 179
Volume Metrics: Listed below, for scoping and sizing estimates, are some key volume metrics
for the State.
Summary Metrics
The following table displays significant State of Kansas summary metrics.
Metric
Number
State of Kansas Annual Budget (FY
2008)
$13.1 Billion
Number of Budgeted Positions
43,398
Number of FTEs
37,229
Number of STARS Batch Entry Signons as of October 2007
Number of STARS Online Users
120
1,374
Number of STARS Concurrent Users
Number of Records in STARS
Production Database as of 10/23/07
(Primary financial file records)
Note: The OW number is not really
outstanding warrants; it is basically all
DETAIL records for warrants written
during the current month and the three
most prior months.
130
Appropriation (AP):
14,897
Cash Control (CC):
1,293
General Ledger (GL): 147,957
Operating (OF): 1,665,550
Warrant Detail (OW): 932,010
Number of STARS Reports Requested
by Agencies
About 1,728 per month
Number of Procurement Manager Plus
Users
Approximately 50
(see note below under the heading
Procurement Comments)
FY 2007 (all STARS Transactions)
Number of Yearly Accounting
Transactions
7.25 million
Yearly Payments (total spend – nonsalary)
Number of Kansas Cities with 1-10
Employees Officially Stationed
FMS RFP
FY 2007 all STARS funds:
$19,867,216,600.21
152
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 37 of 179
Metric
Number
Number of Kansas Cites with 11-100
Employees Officially Stationed
52
Number of Kansas Cities with 101 or
more Employees Officially Stationed
23
Number of Agencies, Number of Employees, Number of Users
The FMS will be implemented statewide. The following chart lists all State departments,
agencies, boards, and commissions, and their number of employees as of November 28, 2007.
Also listed are the number of STARS online users, and the number of STARS batch entry signons.
Please note that the State Universities (highlighted in light yellow) are NOT included in the scope
of the FMS, other than for interfaces.
Number of
STARS
Batch
Entry
Sign-ons
Agency Name
Agency
Number
Number of
Employees
Number of
STARS
Online
Users
Control Agency
000
N/A
65
48
Abstractors Board of
Examiners
016
5
N/A
N/A
Accountancy, Board of
028
11
1
Adjutant General
034
219
15
Aging, Department on
039
183
21
Department of Agriculture
046
321
10
1
Animal Health Department
055
41
1
1
Kansas Human Rights
Commission
058
39
2
Attorney General
082
115
9
Attorney General – Kansas
Bureau of Investigation
083
287
6
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 38 of 179
Number of
STARS
Batch
Entry
Sign-ons
2
Agency
Number
Number of
Employees
Number of
STARS
Online
Users
Bank Commissioner
094
103
3
Kansas Board of Barbering
100
1
1
Behavioral Sciences
Regulatory Board
102
8
1
Healing Arts, State Board of
105
39
3
Citizens' Utility Ratepayer
Board
122
10
5
Corporation Commission
143
226
12
Cosmetology, Kansas State
Board of
149
12
1
State Department of Credit
Unions
159
12
1
Dental Board
167
3
2
Kansas Health Policy Authority
171
252
35
2
Department of Administration
173
632
55
5
Kansas Housing Resources
Corporation
175
41
12
1
Kansas Development Finance
Authority
176
12
2
Ellsworth Correctional Facility
177
223
5
El Dorado Correctional Facility
195
464
4
State Board of Mortuary Arts
204
3
2
Emergency Medical Services
Board
206
14
2
Fire Marshal
234
49
2
Agency Name
FMS RFP
2
1
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 39 of 179
Number of
STARS
Batch
Entry
Sign-ons
2
Agency
Number
Number of
Employees
Number of
STARS
Online
Users
Fort Hays State University
246
2,528
16
Governmental Ethics
Commission
247
9
1
Governor
252
40
6
1
Department of Health And
Environment
264
889
118
5
Board of Examiners For
Hearing Aids
266
1
N/A
N/A
Health Care Stabilization Fund
Board of Governors
270
15
2
1
Department of Transportation
276
3,073
205
4
Highway Patrol
280
859
13
1
Historical Society, State
288
134
4
Department of Labor
296
504
14
1
Department of Commerce
300
307
41
4
Hutchinson Correctional Facility
313
528
6
Topeka Juvenile Correctional
Facility
319
N/A
1
Beloit Juvenile Correctional
Facility
325
64
4
State Board of Indigents'
Defense Services
328
188
5
1
Insurance Department
331
128
7
2
Judicial Council
349
7
1
2
Juvenile Justice Authority
350
56
9
Agency Name
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 40 of 179
Number of
STARS
Batch
Entry
Sign-ons
Agency
Number
Number of
Employees
Number of
STARS
Online
Users
Kansas Juvenile Correctional
Complex
352
224
5
Atchison Juvenile Correctional
Facility
355
77
3
Kansas Arts Commission
359
8
1
Kansas, Inc.
360
4
1
Kansas Neurological Institute
363
575
10
Kansas Public Employees
Retirement System
365
93
22
2
Kansas State University
367
11,780
26
2
Kansas Technology Enterprise
Corporation
371
16
2
State Fair Board
373
23
2
Emporia State University
379
2,115
15
1
Pittsburg State University
385
2,462
11
2
Lansing Correctional Facility
400
679
8
Larned Correctional Mental
Health Facility
408
177
3
Larned State Hospital
410
1,091
9
Larned Juvenile Correctional
Facility
412
130
5
Legislative Coordinating
Council
422
12
2
Legislative Research
Department
425
40
12
Legislature
428
35
2
Agency Name
FMS RFP
1
1
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 41 of 179
Agency
Number
Number of
Employees
Number of
STARS
Online
Users
Library, State
434
27
2
Lieutenant Governor
446
3
3
Kansas Lottery
450
89
6
Nursing, Board of
482
24
4
Optometry Examiners, Board of
488
1
1
Osawatomie State Hospital
494
440
9
Parsons State Hospital And
Training Center
507
733
8
Department of Corrections
521
257
4
Department of Corrections –
Correctional Industries
522
52
7
Kansas Parole Board
523
3
2
Kansas Commission on Peace
Officer Standards & Training
529
2
3
Pharmacy, Board of
531
10
1
Post Audit, Legislative Division
of
540
34
2
Real Estate Appraisal Board
543
2
2
Real Estate Commission
549
18
2
Kansas Racing And Gaming
Commission
553
75
5
Rainbow Mental Health Facility
555
137
9
Board of Regents
561
63
9
Board of Tax Appeals
562
24
3
Agency Name
FMS RFP
Number of
STARS
Batch
Entry
Sign-ons
1
1
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 42 of 179
Number of
STARS
Batch
Entry
Sign-ons
2
Agency
Number
Number of
Employees
Number of
STARS
Online
Users
Department of Revenue
565
1,143
157
Revisor of Statutes
579
33
1
Norton Correctional Facility
581
255
4
Kansas State School For The
Blind
604
89
5
School For The Deaf
610
186
3
Secretary of State
622
55
4
Office of The Securities
Commissioner of Kansas
625
30
3
Kansas Sentencing
Commission
626
10
4
Dept. of Social And
Rehabilitation Services
629
3,399
87
5
State Conservation
Commission
634
14
6
1
Department of Education
652
216
8
3
Topeka Correctional Facility
660
236
3
Technical Professions, State
Board of
663
6
1
State Treasurer
670
38
18
Pooled Money Investment
Board
671
9
1
Judicial Branch
677
2,243
7
University of Kansas
682
11,843
18
3
University of Kansas Medical
Center
683
3,355
33
2
Agency Name
FMS RFP
2
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 43 of 179
Number of
STARS
Batch
Entry
Sign-ons
Agency
Number
Number of
Employees
Number of
STARS
Online
Users
Commission on Veterans
Affairs
694
375
8
Veterinary Examiners, Board of
700
3
1
Kansas Water Office
709
23
7
1
Kansas Department of Wildlife
And Parks
710
842
15
1
Winfield Correctional Facility
712
200
5
Wichita State University
715
5,127
23
2
63,920
1,374
120
Agency Name
TOTALS
Sample Transaction Volumes
Listed below, for scoping and sizing estimates, are some key transaction volumes for the State.
Category
Current Count
Accounts Payable
Number of Payments Processed Per
Year (including Warrants, Wires, and
ACH)
Number of STARS Vendors
Warrants – STARS:
942,323
Warrants – Other Systems: 1,394,074
Wires Out:
3,893
Credit ACH – STARS:
241,684
Credit ACH – Other Systems:
399,987
Debit ACH:
644,431
275,000 Average
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 44 of 179
Category
Current Count
Number of 1099s Per Year (CY
2006):
STARS issued by DofA Reported to
IRS by DofA
Non-STARS issued outside DofA
Reported to IRS by DofA
NRA 1042s issued by DofA
Total
STARS:
19,883
Non-STARS: 827,301
NRA 1042s:
275
Total: 847,459
General Ledger
Number of Agencies
As of 10/24/07:
117
Number of Funds
As of 10/24/07:
1,744
Number of Accounts (Agy-Div-FundBfy-Bu combinations)
As of 10/24/07: 15,490
Number of General Ledger Accounts
Number of SOKI3+ Inter-fund
Vouchers
Used in STARS in FY07:
21
FY 07 documents:
31,649
Number of receipt lines:
51,531
Number of expenditure lines: 235,298
Number of SOKI3+ Journal Vouchers
FY 07 documents:
14,524
Number of funding lines: 176,782
Cash Management
Number of Deposits
FY 07 receipt vouchers:
34,659
Number of funding lines: 121,366
Grant/Project Accounting
Average Number of Grants Received
Per Year
811
Number of Active Grants
1,381
Average Number of New Projects
Started per Year
2,433
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 45 of 179
Category
Current Count
Number of Active Projects
31,574
Asset Management
Number of Fixed Assets to be
Tracked in FMS (assuming no
minimum dollar amount for assets to
be tracked)
Average Number of New Fixed
Assets Acquired Each Year
113,230
9,111
Procurement
Number of Procurement Manager
Plus Purchase Requisitions (per year)
CY2003 – 1,568
CY2004 – 1,501
CY2005 – 1,512
CY2006 – 1,298
CY2007 – approximately 1,200
Number of Purchase Orders Issued
(per year)
CY2003 – 869
CY2004 – 765
CY2005 – 692
CY2006 – 673
CY2007 – approx 625
* See Note Below
Number of Registered Vendors
Approximately 25,000
** See Note Below
Number Contracts Managed by
Division of Purchases
Approximately 1,100
*** See Note Below
Procurement Comments:
The above Procurement metrics are shown for Calendar Year due to the inability of Procurement
Manager Plus to provide them in a Fiscal Year format.
Every agency is required to submit purchase requisitions to the Division of Purchases if an
acquisition will exceed the agency’s local purchasing delegation. Local delegated purchasing
authority is noted in the table below. Currently there are twenty-two (22) agencies that utilize the
electronic functions of Procurement Manager Plus to submit purchase requisitions to the Division
of Purchases. Most of these agencies utilize one sign-on to Procurement Manager Plus by
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 46 of 179
routing the purchase requisitions through one individual to enter. Approximately three (3)
agencies have multiple sign-ons to Procurement Manager Plus. All other agencies submit their
requisitions in a hard copy format. Those requisitions are then entered into Procurement
Manager Plus by Division of Purchases staff.
The number of Procurement Manager Plus sign-ons does not accurately reflect the number of
requisitioners within the State. An unknown number of agencies have several points where
purchase requisitions are generated and where purchase orders are issued.
* The Purchase Order metrics are purchase orders issued by the Division of Purchases, which
are orders above the requesting agencies’ local delegated purchasing authority and are not
covered by a state contract. Agencies also issue purchase orders directly to vendors for goods
and services within their local delegated purchasing authority, for goods and services covered
under a contract issued by Division of Purchases, or when granted Prior Authorization authority
from the Division of Purchases. The number of purchase orders issued at the agency level is
unknown.
** Procurement Manager Plus does not provide adequate functionality to determine the actual
number of registered vendors or if they are active or inactive. This number is our best estimate of
the number.
*** Agencies also manage contracts within their local authority or as delegated by Division of
Purchases through a Prior Authorization (Sole Source) process. The number of contracts
managed at the agency level is unknown.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 47 of 179
DELEGATED PURCHASING AUTHORITY GRANTED TO AGENCIES
Per K.S.A. 75-3739(e)
AGENCY
DELEGATED AUTHORITY ($)
Adjutant General’s Department
Administration
Administration, Division of Printing
Aging
Agriculture
5,000
5,000
10,000
5,000
5,000
10,000 (well plugging)
5,000 (well remediation)
5,000
5,000
5,000
5,000
5,000
5,000
5,000
5,000
5,000
10,000
5,000
5,000
5,000
25,000
5,000
5,000 (10,000 – promotional items)
5,000
5,000
25,000
5,000
5,000
5,000
5,000
25,000
5,000
5,000
7,000 (adaptive technology only)
5,000
25,000
25,000
25,000 (per K.S.A. 76-399)
5,000
25,000
10,000
Corporation Commission
Corrections, and affiliated institutions
El Dorado Correctional Facility
Ellsworth Correctional Facility
Hutchinson Correctional Facility
Norton Correctional Facility
Topeka Correctional Facility
Emporia State University
Fort Hays State University
Health and Environment
Juvenile Justice Authority, and affiliated institutions
Atchison Juvenile Correctional Facility
Beloit Juvenile Correctional Facility
Kansas Juvenile Correctional Complex
Kansas Correctional Industries
Kansas Highway Patrol
Kansas Lottery
Kansas Neurological Institute
Kansas State Fair
Kansas State University
Labor
Larned State Hospital
Osawatomie State Hospital
Parsons State Hospital
Pittsburg State University
Revenue
School for the Blind
Social & Rehabilitation Services, and its institutions
Transportation
University of Kansas
University of Kansas Medical Center
Water Office
Wichita State University
Wildlife and Parks
All Other Agencies
2,000
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 48 of 179
STARS REPORTS REQUESTED BY AGENCIES DETAIL
(As of October 2007)
Report
DAFR4850
DAFR7570
DAFR7680
DAFR7710
DAFR8001
DAFR8002
DAFR8010
DAFR8020
DAFR8070
DAFR8101
DAFR8110
DAFR8120
DAFR8121
DAFR8160
DAFR8180
DAFR8210
DAFR8220
DAFR8240
DAFR8250
DAFR8280
DAFR8290
DAFR8300
DAFR8310
DAFR8360
DAFR8420
DAFR8421
DAFR8450
DAFR8460
DAFR8510
DAFR8790
Report Title
Warrant Cancellation Report
Index Revenue Analysis
Statement of Vouchers Paid
Cash Transactions by Fund
Edit Activity Reject Report
Edit Activity Error Report
Appropriation Status
Appropriations in Deficit Position
Encumbrance Status by Object
Daily Account Balances
Treasurer Cash by Fund, Agency and Batch 000
Cash Control Status
Cash Control Status - Funds with Negative Balances
Trial Balance by Fund
Trial Balance by Transaction Code
Appropriation Transaction Register
Accounts Payable Aging
Daily Transaction Registers
General Ledger Account Analysis
Expenditure Status by Organization and Object
Expenditures by Budget Unit, Program and Object
Revenue Status by Organization
Revenue Plan Status by Program
Expenditures by Fund, Index, Program Cost Account &
Sub-Object
Daily Warrant Register
Daily Warrant Register-Cur Doc No Order
Stars Financial Reconciliation Report
Capital Outlay Expenditures
Table Maintenance Activity Report
Expenditures by Program and Object
30 STARS REPORTS REQUESTED BY AGENCIES
DAILY = received daily
MONTH = received monthly
FMS RFP
DAILY
1
32
1
1
4
81
2
6
94
2
92
1
19
68
159
2
5
13
2
7
82
47
3
MONTH
22
38
3
1
86
3
113
74
103
2
24
8
89
1
2
76
127
105
2
80
1
2
726
42
1,002
TOTAL
1
22
70
4
1
5
167
5
119
168
2
195
1
2
43
76
89
160
2
78
132
118
4
87
82
47
3
1
2
42
1,728
State of Kansas
February 19, 2008
2.31
Request for Proposal 11027
Page 49 of 179
Existing Technology Enablers:
Proposers please note that the State has expended
considerable effort and investment in the following technology products.
To address
requirements that necessitate integration with such technologies, the Proposer is expected to
utilize these products provided by the State where feasible to do so. It is not required to provide
these technologies as part of the scope of the project.
Technology Category

Technology Enabler
Project Management
Microsoft Project 2003
Geographic Information System (GIS)
GIS Addressing Standard
Microsoft Project 2003
Microsoft Project 2003 is the State standard tool for project scheduling.

GIS Addressing Standard
The GIS Addressing Standard is discussed in RFP Section 2.27.
See also the Kansas Information Technology Architecture document at
http://www.da.ks.gov/itec/KITAMain.htm and RFP Section 3.70.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 50 of 179
RFP Section 3
CONTRACT TERMS AND CONDITIONS
Proposer’s acceptance of each term and condition must be initialed below. Any exceptions shall
be explained in detail and submitted with the proposal, however, failure to accept mandatory and
other contract provisions may result in rejection of any proposal. The State will also take into
consideration Proposer’s willingness to accept without exception all other terms and conditions
contained in this Section. State reserves the right to reject any exceptions. All other contract
terms or conditions Proposer would like the State to consider must be submitted with the
proposal. All other terms or conditions not timely submitted with the proposal will be rejected
and may be grounds for rejection of the entire proposal. Additional terms and conditions will be
added by the State, beyond what is contained in this RFP Section 3 and other areas of the RFP.
Terms and Conditions may be modified as the State of Kansas deems appropriate. Please refer to
RFP Section 5.4.20 for instructions concerning how to present the proposed Contract Terms and
Conditions in the proposal.
3.1
Contract Documents: This Request, any amendments, the response, and any amendments of
the Contract shall be incorporated along with Form DA-146a into the written contract, which shall
compose the complete understanding of the parties.
In the event of a conflict in terms of language among the documents, the following order of
precedence shall govern:











Form DA-146a;
Written modifications to the executed contract;
Written contract signed by the parties;
Contractor’s Confidentiality Agreements;
Source Code Escrow Agreement;
Support and Maintenance Agreement;
Software Testing Rental Agreement;
Transcript;
This Request, including any and all addenda;
Contractor's written proposal submitted in response to this Request as finalized; and
Any exhibit or attachment to the written contract.
Acceptance: ______ Yes (Initial)
3.2
Contract: The Contractor accepts the provisions of Form DA-146a (Contractual Provisions
Attachment). The terms and conditions specified in Form DA-146a, which is included in this
document in RFP Section 1 (Forms), are incorporated by reference and made a part of the
contract.
Acceptance: ______ Yes (Initial)
3.3
This is a mandatory provision.
This is a mandatory provision.
Contract Formation: No contract shall be considered to have been entered into by the State
until a written contract has been signed by the selected Proposer and all statutorily required
signatures and certifications have been rendered by the State.
Acceptance: ______ Yes (Initial)
This is a mandatory provision.
FMS RFP
State of Kansas
February 19, 2008
3.4
Request for Proposal 11027
Page 51 of 179
Definitions:
A.
Acceptance – is the State’s written notification to the Contractor that it elects to retain
and pay for the software, deliverables or services.
B.
Confidential Information – is any and all of the State’s information in any form, which
relates to the State's past, present or future research, development and activities
disclosed to Contractor in the course of performance of this contract and is agreed to be
confidential or proprietary.
C.
Custom Software – all computer programs, procedures, rules, or routines in object,
machine-readable language, including source code, which instruct the operation of the
computer and are developed under this contract. Such software may be in the form of
CDs, tapes, disks, or other methods or recording programs and routines.
D.
Delivery Date – is the contractual date and time as agreed by the parties on which a
deliverable shall be received at the site. Delivery of deliverables to the State must be
received by 10:00 a.m. Central Standard Time to be timely.
E.
Deliverable – Any measurable, tangible, verifiable outcome, result, or Work Product that
is produced to complete this project or part of this project. Also included is an external
deliverable, which is a Deliverable that is subject to approval and Acceptance by the
project Director or other authorized State personnel.
F.
Documentation – is written explanatory materials relating to the operation or use of the
program and related work product. Documentation also means all basic, descriptive
training, and instructive materials pertinent to the software, such as flow charts,
instruction manuals, logic diagrams, and calculations, to be furnished by the licensor as
stated in this Agreement. Documentation means all written materials pertaining to the
licensed software as the context may require, including, but not limited to, user manuals
and documentation, training manuals, documentation and lesson plans; program
specifications, descriptive information, and materials, file layouts and data models; design
documents and specifications and any other materials prepared in connection with any
software modification, enhancement or update; and materials pertaining to the features,
use, functioning, and operation of the software, implementation plans and other
documentation developed in connection with the software installation planning and
acceptance or other test plans and documentation.
G.
Escrow Agent – The State intends to establish an Escrow Agreement with an escrow
firm for the delivery of Escrow Services for all State agencies. This Escrow Agent shall
be the Escrow Agent for all Pre-Existing Software and related materials delivered under
this Contract.
H.
First Full Functional Use – shall mean and include, but not be limited to, a finding by
the State that all components and equipment have been delivered and installed; that the
software has been loaded; that all documentation is complete, that connectivity with all
identified interfaces has been established; that functionality exists between the various
elements, all aspects of operation are determined by State to be in working condition and
perform with internal consistency and substantially conform to the specifications
contemplated under this Contract.
I.
Goods – Tangible or movable personal property other than money.
J.
Intellectual Property Rights – all rights in all U.S. and foreign letters patent and
applications for letters patent, rights in copyright and rights of authorship, and rights in
trade secrets under common law, state law, federal law, and the laws of foreign countries
that State would be liable to Contractor as an infringer without this Agreement being in
effect.
K.
Milestone – A significant event in the project, included but not limited to completion of a
major deliverable.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 52 of 179
L.
Modifications – is the additions, changes, and modifications to the functionality of the
system that have been requested by the State and that will be provided by the Contractor
under this Agreement.
M.
Object Code – is the machine-executable code derived in whole or part from the
complied source code.
N.
Pre-Existing Software – all computer programs, procedures, rules, or routines in object,
machine-readable language, including source code, which instruct the operation of the
computer and are furnished under this Agreement. Such software may be in the form of
CDs, tapes, disks, or other methods or recording programs and routines.
O.
Problem – is any actual, apparent, or suspected failure of a product, work product, or a
version or revision to conform with its specifications or user documentation or to perform
in a consistent and correct manner as expected by the State. Also includes any work
Contractor is performing that the State determines is unsatisfactory.
P.
Problem Resolution – a workaround procedure, supplemental code (i.e., a patch), or a
new release that eliminates the problem.
Q.
Processor – is the equipment that controls or runs and executes software.
R.
Revision – A revision consists of modifications and/or corrections to bring existing
software functionality to current standards. Revisions also include adding new codes to
tables or to correct errors in Software. The Contractor shall support, perform, and deliver
Revisions for both Pre-Existing Software and Custom Software as necessary without
additional cost to the State.
S.
Services – The act of doing something useful for a person, public entity or company for a
fee.
T.
Site – the location (as determined by the State) of the State’s facilities where the
software and software documentation may be used or stored.
U.
Source Code – is any human-readable code developed from which the program when
compiled becomes the object code.
V.
State – means the State of Kansas, Department of Administration, Kansas Financial
Management System Project, and any State Departments, Agencies, Board of Trustees,
Affiliates, Officers, Directors, Agents and Employees.
W.
Task Order – is the mechanism by which the State and Contractor mutually agree upon
the delivery of and payment for Services and Deliverables.
X.
Task Order Request – is the description of an initially perceived problem, or the initially
conceived desired result of implementation of a Task Order used to perform the Initial
Analysis.
1.
The Task Order Request presented to the Contractor by the State shall provide
the Contractor information on the following:
a.
Scope.
b.
Description of tasks.
c.
Technical environment.
d.
Desired Deliverables.
e.
State assets available to assist Contractor in completion of the Task
Order.
f.
Requested completion date.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 53 of 179
2.
An Initial Analysis is the procedure by which the Contractor reviews a Task Order
Request, reviews the present environment, and uses that information to
determine the proposed cost to the State for Contractor to perform a Detailed
Needs Assessment based on the Task Order Request. The Initial Analysis
concludes with production and delivery of a Preliminary Response.
3.
A Preliminary Response is the Contractor's documentation of an Initial Analysis
prepared in response to a Task Order Request and which shall clearly identify
costs and shall specify personnel resources to be allocated for execution of Task
Orders. Any Initial Analysis performed by Contractor shall be at no cost to the
State. The Preliminary Response will include at a minimum the following
information:
4.
a.
A list of tasks to be done.
b.
A list of Deliverables proposed.
c.
Start date for the Detailed Needs Assessment.
d.
Finish date for the Detailed Needs Assessment.
e.
Staffing resources for the Detailed Needs Assessment.
f.
Total estimated hours to complete Detailed Needs Assessment.
g.
Estimate of State assets and/or staff needed.
A Detailed Needs Assessment is the procedure by which the Contractor analyzes
the desired result presented within the Task Order Request, together with the
information gathered during the Initial Analysis and information related to affected
existing systems, and uses the information to derive potential work plans and
their associated costs to complete the Task Order. Contractor shall provide the
State with a written report produced from the information obtained and prepared
during the Detailed Needs Assessment. This Detailed Needs Assessment report
shall become a component of the Task Order. The written Detailed Needs
Assessment report will include the following:
a.
a copy of the related Task Order Request and Preliminary Response;
b.
a detailed analysis of the desired result, problem, or task;
c.
a detailed work plan to be used to complete the Task Order;
d.
a list of possible impact(s) the work plan may have on other Services or
Deliverables to be or being provided by the Contractor, as well as
possible impact(s) on affected manual and automated existing systems;
e.
the starting and completion time frames for start and completion of the
work;
f.
total person hours to be expended by personnel classification, if
applicable;
g.
the desired result to be achieved;
h.
the name of the State employee responsible for acceptance of the
specific Deliverables, Services and payment of associated invoices;
i.
the precise, mutually agreed to cost to the State;
j.
the work plan or its reference to be followed during the Task Order
performance;
k.
the payment schedule or its reference applicable to each Deliverable or
Service;
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 54 of 179
l.
the estimated start date and completion date of the Task Order;
m.
the precise and specific criteria for acceptance of Deliverables and
Services
n.
reference to appropriate Quality Assurance Review Processes (QARP)
created by the State and Contractor;
o.
a line providing for signatures of, and the date signed by the Contractor,
the Contract Administrator and the State Project Director authorizing
work under the Task Order; and
p.
a line provided for each parties' signature to indicate explicit
acknowledgment, verifying that no terms regarding acceptance criteria,
nor time for performance, nor the cost to the State, nor Services, nor
Deliverables, nor the work plan may be changed or altered in any way
without the agreement of all signatories to the Task Order.
Y.
Version – Adds functionality and/or features to existing software through new releases.
The Contractor shall advise the State of any new Versions released or issued for any
FMS software, whether Pre-Existing Software or Custom Software, and shall offer the
Versions at the most favorable rate offered to any other customer.
Z.
Work or Work Product - shall mean all Deliverables, work, materials, software (object
and source code), flow charts, specifications, designs, processes, computer programs,
manuals, modifications, improvements, and the tangible embodiments of same, made or
conceived by Contractor or its employees in connection with and during the performance
of services under this Agreement.
AA.
Additional Definitions: A glossary of common procurement terms is available at
http://da.ks.gov/purch, under “Purchasing Forms”. Contractor accepts these defined
terms. In the event the Glossary conflicts with the definitions and terms contained in this
Section, this Section controls.
Acceptance: ______ Yes (Initial)
3.5
Services: In the event State requests consulting services which would result in modification to
any Contractors standard software product, Contractor agrees to notify the State as part of the
Statement of Work, whether such modification(s) will be supported under Contractor's standard
support service policies. In the event such modifications are not covered under Contractor’s
standard support, then Contractor agrees to include in the Statement of Work, the yearly support
cost required to support such modifications. In the event Contractor fails to comply with this
requirement, then Contractor agrees to support such modifications AT NO ADDITIONAL COST
TO THE STATE. In the event that Contractor incorporates any of the State’s requested
modification(s) into its commercially released product, then Contractor agrees such modifications
will be covered under its standard support policies free of charge.
Acceptance: ______ Yes (Initial)
3.6
______ No (Initial and Provide a Detailed Explanation of Exception)
______ No (Initial and Provide a Detailed Explanation of Exception)
Training:
A.
Contractor shall develop, provide, and update a Training Plan with the required days of
training, as offered in Contractor’s proposal; in the following areas:
1.
Project team functional training;
2.
Project team technical training;
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 55 of 179
3.
End-user training on the complete system, including offline or batch components
(through the use of a train-the-trainer approach); and
4.
On-going training after the system is in production (e.g., new hire training,
“refresher” training, and training on new software functionality).
B.
The training shall be conducted in Topeka, Kansas, and/or at such other locations as the
parties may agree.
C.
The starting dates of the training shall be as agreed by the parties, but in no case later
than the date of First Full Functional Use.
D.
The training fee, whether separately stated under the pricing sections of the Contract or
included in the license fee of the software, shall cover all costs of training. State shall not
be responsible for any additional Contractor costs for training required pursuant to this
Agreement.
Acceptance: ______ Yes (Initial)
3.7
______ No (Initial and Provide a Detailed Explanation of Exception)
Copies of Documentation and Software:
A.
Additional Copies of Documentation and Software. The State may make an unlimited
number of copies of the Software and related documentation for: (i) production use
according to the terms of this Contract; (ii) archive for emergency back-up purposes; and
(iii) disaster recovery testing purposes; and may modify or merge the Software with other
software. State may maintain and store all copies of Documentation and Software at any
location without notice to Contractor.
Contractor shall initially provide the State with 2 (two) copies of the updates and new
versions of the Software and a reasonable number of copies of all Documentation
according to subject area. The State may also make an unlimited number of copies of
Documentation solely for the State's use.
B.
Documentation for versions and updates. The State make an unlimited number of
copies of the new versions and updates of the Software and related documentation for:
(i) production use according to the terms of this contract; (ii) archive for emergency backup purposes; and (iii) disaster recovery testing purposes; and may modify or merge the
Software with other software. State may maintain and store all copies of Documentation
and Software at any location without notice to Contractor.
Contractor shall initially provide the State with two (2) copies of the updates and new
versions of the Software and a reasonable number of copies of all Documentation
according to subject area. The State may also make an unlimited number of copies of
Documentation solely for the State's use.
C.
Transfer and Assignment of Documentation. The State may transfer and assign
documentation, training manuals, etc. to any new agency, department, or other State
entity without notice or permission from Contractor.
Acceptance: ______ Yes (Initial)
3.8
______ No (Initial and Provide a Detailed Explanation of Exception)
Title, Proprietary Rights and Ownership of Work Product:
A.
Proprietary Rights and Ownership. Contractor agrees that all computer Software
which the Contractor, its employees and agents develops under this Contract (the
"Custom Software"), all intermediate and partial versions thereof, all copyrightable and
patentable aspects of the Custom Software, Work Product, and Trade Secrets, as well as
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 56 of 179
all copies of all such works in whatever medium fixed or embodied as well as all
Deliverables resulting from Contractor’s performance of Services, program materials, flow
charts, notes, outlines, and the like created in connection therewith (collectively, "Work
Product"), and any formulae, processes, algorithms, ideas, and other information not
generally known to the public (whether or not protected or protectable by copyright) and
developed or generated by the Contractor, its employees and agents in the course of
developing the Software ("Trade Secrets"), automatically at moment of creation shall be
the sole property of the State upon their creation of (in the case of copyrightable works)
fixation in a tangible medium of expression. Contractor hereby expressly disclaims any
interest in any of them; and the Custom Software, Work Product, and Trade Secrets will
be or contain valuable and proprietary information of State, and Contractor agrees not to
disclose the same to any third party without the prior written permission of the State, or to
use any such items to create any other computer programs or derivative works either for
its own use or otherwise.
B.
1.
The State shall have title to any inventions which are made during the course of
the Work Product under this Contract as well as any patents thereon in all
countries. The Contractor agrees to make and execute written contracts with all
of its officers, employees and programmers who participate in any work
performed or Work Product created for the State in the form of an "Employee
Invention Agreement" indicating the above ownership vests with the State upon
creation, which is attached hereto and made a part of this agreement as Exhibit
____, and to submit a duplicate original of all such agreements to the State prior
to the rendering of any services by any programmer under this agreement.
2.
Unless otherwise provided, data which originates from this Contract shall be work
product or “works for hire” as defined by the U.S. Copyright Act of 1994 and shall
be owned by the State. Data shall include, but not be limited to, reports,
documents, pamphlets, advertisements, books, magazines, surveys, studies,
custom computer programs, films, tapes, and/or sound reproductions.
Ownership includes the right to copyright, patent, register, and the ability to
transfer these rights. Contractor shall not use or in any manner disseminate
such work product or “works for hire” to any third party without the prior written
permission of the State. Contractor shall take all steps necessary to ensure its
agents, employees, or subcontractors shall not copy or duplicate any programs
or Work Products or any portion thereof, in any form, or make any disclosure with
reference thereto to any third party.
3.
Contractor and any individual employee or agent involved in this Contract shall
promptly disclose to the State the products of their work hereunder, and those
products will be deemed to be a work product or "works made for hire," and the
State shall be considered to be the person for whom the work was prepared
under the copyright laws of the United States.
4.
Additionally, at time of creation or delivery as appropriate, Contractor shall
convey to the State good title to any Equipment, Custom Software (State
customization files, source, and object code), and licenses for the Pre-Existing
Software, free and clear of all liens, pledges, mortgages, encumbrances, or other
security interests.
5.
The Work Product or “Works for Hire” ownership provisions of any subcontract or
any Task Order or Change Order issued under this Contract shall be identical to
the provisions of this Article.
Assignment. Contractor hereby assigns to the State, without further consideration, all of
its right, title, and interest in and to all of the Custom Software, Work Product “Works for
Hire”, and Trade Secrets developed by the Contractor, its employees and agents for the
State during the term of this Contract, and all copies of any of them, including, without
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 57 of 179
limitation, all copyright and other proprietary rights thereto throughout the world (and all
renewal and extensions thereof) and including as part of such assignment, the right to
create and distribute derivative works from any of the Custom Software, Work Product
“Works for Hire”, or Trade Secrets. The Contractor hereby agrees to transfer to the State
the entire right, title, and interest to any copyrights and any work or work product which
may not be deemed "works for hire" under the copyright laws or work product, but which
is produced by the Contractor in accordance with the terms of this Contract. The
Contractor further agrees to execute any documents which may be necessary or
appropriate to allow the State to perfect its interest in the copyright for such Work
Product. The Contractor shall not be entitled to any additional payment or compensation
for assisting and cooperating with the State in obtaining these copyrights.
C.
Cooperation. Contractor will at all times during its service hereunder for the State and
after termination thereof for any reason, assist the State in every proper way (at
Contractor's expense) to obtain for the benefit of the State patents, copyrights, trade
secrets, and other legal protection for the Custom Software, Work Product, and Trade
Secrets it develops for the State. To that end, Contractor agrees (i) to assist the State in
registering, and from time to time (at Contractor's expense) in enforcing, all patent,
copyrights, and other rights and protections relating to the Custom Software, Work
Product, and Trade Secrets in any and all countries; and (ii) to execute, acknowledge,
and deliver, when so requested by the State or its attorneys, all papers, including
applications for patents or copyrights, assignments, and affidavits, as they are needed in
order to obtain, maintain, or renew such patents or copyrights, Trade Secrets, or other
legal protection, or to vest title thereto in the State. Further, Contractor irrevocably
designates and appoints the State its agent and attorney-in-fact to act for and on its
behalf to execute, register, and file any such applications, and to do all lawfully permitted
acts to further the registration, prosecution, and issuance of patents, copyrights, or similar
protections with the same legal force and effect as if executed by Contractor.
D.
Injunctive Relief. Contractor acknowledges that the State may not have an adequate
remedy at law in the event of any breach or threatened breach by it of any provision of
this Article, and that the State will suffer irreparable damage and injury as a result.
Accordingly, in the event of any such breach or threatened breach, Contractor hereby
consents to the granting of injunctive relief against it by any court of competent
jurisdiction without the posting by the State of any bond or other security there for, and
Contractor further agrees not to raise as a defense the availability of monetary damages
as a remedy.
E.
License. In the event (and to the extent) that the Custom Software, Work Product,
“Works for Hire” and Trade Secrets contain any items or elements which may be
proprietary to Contractor, Contractor hereby grants to the State an irrevocable, perpetual,
nonexclusive, royalty-free, world-wide license to (i) use, execute, reproduce, display,
perform, distribute copies of, and prepare derivative works based on such proprietary
items; and (ii) authorize others to do any or all of the foregoing.
Acceptance: ______ Yes (Initial)
3.9
______ No (Initial and Provide a Detailed Explanation of Exception)
Licenses: Contractor grants the State and its departments, agencies, affiliates, agents,
employees and licensees a perpetual, non-exclusive, royalty-free, world-wide, irrevocable license
to use the licensed Software, without any restriction of any kind on Servers operated by the State
at State Sites. The State may use any third party software products or modules obtained from
any source with the Software. Contractor also grants the State of Kansas, and its departments,
agencies, affiliates, agents, employees, and licensees (hereafter collectively referenced as the
“State”) a perpetual, non-exclusive, royalty-free, world-wide, irrevocable perpetual license to use
and copy for any reason (including but not limited to compliance with the Kansas Open Records
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 58 of 179
Act) Contractor’s bid and proposal and any other document(s) submitted to the State that may be
related to this Contract or relevant information requested by the State. See Exhibit _____,
Software License Agreement, incorporated by reference herein. The persons initialing this
provision warrant that they have the authority to grant and execute this License for Contractor.
This license is effective on the date of submission to the State.
Acceptance: ______ Yes (Initial)
3.10
Source Code Escrow:
A.
Contractor agrees to place a copy of the source code without charge for any Software in
escrow with a third party escrow agent identified by the State. Upon written request by
the State, Contractor shall immediately deliver one copy of the newest version of the
Software's source code (in machine readable form suitable for use by the State) and the
Software Documentation to a third-party escrow agent selected by the State, pursuant to
an escrow agreement which is attached to this Agreement as Exhibit ___ and
incorporated herein by reference. Contractor agrees to also continually update the
source code and the Software Documentation until it is released to Licensee.
B.
The source code shall be released and delivered to the State as set forth in the escrow
agreement, which shall be released if:
1.
Contractor dissolves or liquidates or takes any corporate or other action to
achieve dissolution or liquidation;
2.
Contractor ceases to conduct business in the normal course;
3.
Contractor is a debtor in a bankruptcy proceeding or other proceeding for the
general settlement of its debts;
4.
a receiver or other official is appointed for all or substantially all of Contractor's
assets; and/or
5.
Contractor makes a general assignment for the benefit of creditors.
C.
Contractor agrees that annually it will certify that the updated source code has in fact
been deposited with the Escrow Agent, and the Source Code Escrow Agreement may
also require the Escrow Agent to also certify the same. Contractor also agrees that
annually, the State may also verify the completeness of the source code and subsequent
updates.
D.
State may use the source code in any internal manner it deems appropriate. State will be
responsible for the fees of the escrow company.
Acceptance: ______ Yes (Initial)
3.11
______ No (Initial and Provide a Detailed Explanation of Exception)
This is a mandatory provision.
Staff:
Staff Qualifications: The Contractor warrants that all persons assigned by it to the performance
of this contract shall be employees of the Contractor (or a specified Subcontractor) and shall be
fully qualified to perform the work required. The State shall review and/or approve/disapprove all
Contractor staff prior to assignment. This may include but is not limited to review of resumes,
interviews, and contacting references. The State also reserves the right to review and/or
approve/disapprove all contract staff prior to the start of each deliverable. Contractor staff will be
expected to work as part of a cooperative team effort with contracted staff from other firms as well
as with State staff. Contractor agrees to timely supply resume information of staff to FMS Project
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 59 of 179
Director. Contractor’s staff will perform their duties in accordance with State policies, procedures,
requirements, using State specifications and standards. The policies, procedures, requirements,
specifications, and standards will be provided to the Contractor upon request. The work day
schedule and leave time for Contractor’s staff will be coordinated and approved by the State. In
cases where the State’s holidays conflict with Contractor’s, the State’s holiday schedule will
prevail.
Removal of Staff: Upon the written request of the State of Kansas, any Contractor staff, who in
the opinion of the State of Kansas, is unacceptable, shall be immediately removed from the
project staff. Such removal request shall not be made without substantial reason and rationale,
which must be provided in writing. In the event that any Contractor staff is removed, the
Contractor shall fill the vacancy promptly with an acceptable replacement, according to the FMS
Project Director, in a manner that does not adversely impact the project. When any replacement
is necessary, the “ramp up time” for the replacement staff time will be at no cost to the State. The
“ramp up time” for replacement staff will be determined by the State and the Contractor on a
case-by-case basis.
Substitution and Replacement Staff: Staff whose names and resumes are submitted in the
proposal shall not be removed from this project without prior approval of the FMS Project
Director. Substitute or additional Staff shall not be used for this project until a resume is received
and approved by the FMS Project Director. Any Contractor staff replaced for any reason shall be
replaced promptly with an individual who possesses equal or greater relevant abilities and
qualifications to those previously approved. State must approve in writing all replacement Staff
and can require Contractor to hire any person or company should the State determine it is
beneficial for the Project. Contactor shall be responsible for any and all costs and expenses for
any replacement Staff.
Contractor will not reassign, terminate, or add staff for this contract without prior written consent
issued by the State.
Acceptance: ______ Yes (Initial)
3.12
This is a mandatory provision.
Key Staff: Key staff shall be identified prior to the start of any work on any deliverable. In the
event of a production emergency as determined by the State, all key Contractor staff, as identified
by the State, shall be available on an immediate priority recall basis for the benefit of the State at
no additional charge for six (6) months after the end of the project as determined by the State. If
a position is identified as “key,” by the State, and if the assigned key staff is removed from the
position without prior consent of the State, or leaves without thirty (30) days written notice to the
State, an amount equal to the number of hours lost multiplied by rate and ramp up costs will be
deducted and setoff against outstanding invoices and any future billings. The “hours lost” include
but are not limited to the cost associated with the failure to meet deliverable deadlines. The
“hours lost” cost is in addition to “ramp up” costs and will be agreed upon by a negotiated process
between the State and the Contractor.
Acceptance: ______ Yes (Initial)
This is a mandatory provision.
FMS RFP
State of Kansas
February 19, 2008
3.13
Request for Proposal 11027
Page 60 of 179
Background Checks and Investigations of Staff: State may at its sole discretion conduct
background checks and investigations of Contractor’s staff. Contractor and Staff consent and
agree to supply such personal information, including a full set of processable fingerprint
impressions, and any additional information as may be required by the FMS Project Director and
the Kansas Bureau of Investigation to perform background checks and investigations. Contractor
is responsible for getting staff consent prior to starting work on this contract.
Acceptance: ______ Yes (Initial)
3.14.
Contractor warrants that it will timely perform all deliverables by the established
deadlines.
Acceptance: ______ Yes (Initial)
3.15
This is a mandatory provision.
______ No (Initial and Provide a Detailed Explanation of Exception)
Warranty: Contractor agrees to a “standard” warranty of one (1) year from date of final
acceptance. This warranty to the State shall be also included in the cost of the contract and
Contractor warrants the following:
A.
The Contractor (including any subcontractors) will be the sole point of contact on any
problems with all software, equipment or systems during the warranty period.
B.
The Contractor shall be responsible for all work performed under these specifications.
The Contractor shall make good, repair and replace, at the Contractor's own expense, as
may be necessary, any defective work, if in the opinion of agency and/or Division of
Purchases said defect is due to imperfection in material, design, or workmanship for the
warranty period specified.
C.
Contractor represents and warrants to the State as follows, and Contractor acknowledges
that all of such representations and warranties in its responses to the RFP (including the
representations that Contractor meets the minimum qualifications contained in the RFP)
are material and have been relied upon by the State in: (i) selecting Contractor to
perform the services described in the RFP and this Contract; and (ii) entering into this
Contract. Contractor agrees and warrants the following:
1.
Corporate Existence and Authority. Contractor is a corporation existing and in
good standing under the laws of the State of Kansas, is qualified to do business
in the State of Kansas, is properly registered with the Kansas Secretary of State,
and has all necessary power and authority to enter into this Contract and perform
all of its obligations pursuant to this Contract. Contractor shall provide prompt
notice to the State of any merger or combination with any other entity during the
term of this Contract.
2.
No Conflict. Neither the execution and delivery of this Contract, nor the
fulfillment of or compliance with the terms and conditions of this Contract, nor the
consummation of the transactions contemplated by this Contract conflicts with or
results in a breach of the terms, conditions, or provisions of any other contract,
agreement, instrument, or order of any court, governmental body, or
administrative agency to which Contractor is a party or by which Contractor or its
property is bound.
3.
Duly Authorized. The execution and delivery of this Contract has been duly
authorized by all necessary corporate action of Contractor and constitutes the
valid, legal, and binding obligation of Contractor, enforceable in accordance with
its terms.
FMS RFP
State of Kansas
February 19, 2008
D.
E.
Request for Proposal 11027
Page 61 of 179
4.
Proprietary information and Licenses. Contractor shall disclose to the State
upon request all relevant proprietary information related to the Project.
Contractor warrants: 1) That this bid and proposal is an original work and has
not been submitted for publication or published in any other medium; 2) will not
violate any rights of third parties; 3) does not contain any libelous material; and 4)
all information contained within bid that Contractor deems proprietary or
represents trade secrets has been properly marked and submitted in accordance
with Section 5.1 of this RFP. Contractor agrees to waive any legal remedy
Contractor may have against State and to indemnify and hold the State harmless
from any claim, demand, suit, action, proceeding or prosecution (including
liability, loss, expense, attorney’s fees, or any damage) asserted or instituted by
reason of the submitted bid, proposal or other information provided to the State
by Contractor. The State shall have the right in its discretion to extend the
benefit of this indemnification to any person or entity at any time, and Contractor
shall be liable as if originally made by the State.
5.
All Statements True. All statements and representations made to the State by
Contractor in the Proposal, during the selection process (including the oral
interviews), during the negotiation of this Contract, and in the performance of this
Contract are true and correct as of the date of this Contract.
Contractor warrants that any deliverables provided pursuant to the applicable Statement
of Work will perform substantially in accordance with the specifications set out in the
Statement of Work. Contractor's obligation hereunder will be promptly to:
(i)
bring such deliverables into substantial
specifications, at Contractor's sole expense; or
compliance
with
the
(ii)
grant the State a full refund of all the amounts paid by the State relating
to any such non-conforming deliverables.
1.
If Contractor receives written notice of such defects during the warranty period,
Contractor shall immediately repair, fix or make workable, that portion of its work
products which are determined by the State to be defective.
2.
The warranty period begins either on the date of delivery of each element of the
Services or, where the purchase price includes installation by Contractor, on the
final date of complete installation, whichever period is later.
3.
Warranty repairs will be made at no cost to the State. Contractor will pay all cost
of consulting services related to such repairs and all cost of travel, lodging and
related out-of-pocket costs for visits to the State sites which are necessary to
effect such repairs.
4.
Response Time. Contractor warrants its timely response to requests for warranty
or other services under this Agreement and thereafter and shall remedy any
programming errors, defects, or breach of warranty promptly at no charge or cost
to the State. In the event that the System is inoperable, Contract shall
immediately apply such resources as are necessary to correct any problems.
Contractor shall respond to requests for service and any warranty immediately
and no later than one (1) hour and correct any such problems. Contractor
agrees that its failure to respond to State’s request for service within the time
frames identified herein, will result in the Contractor being financially liable and
responsible for all costs and expenses the State incurs for finding a third party to
solve or fix any problems with the work under this Agreement.
Keys, Time Locks, Access, Source Code and Electronic Software Disablement and
Repossession Warranty. Contractor represents and warrants that it will not under any
circumstances or conditions install various disabling devices, access codes, traps, copyprotection devices, keys, time or date bugs, lock-up or deactivating devices, time bombs,
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 62 of 179
termination by remote access, removal of source code or other programs or code in the
software or work product which could erase, corrupt, restrict use of, modify any data of
the State, freeze, interfere with, or prevent the State’s use of the software or its
computing environment, destroy or terminate software or work product or data contained
in it or bypass any internal or external software security measure in order to obtain
access to the systems or data of the State without the written consent of the State.
Contractor also warrants that no other similar types of electronic techniques will be used
at anytime in the future. Should any such device appear at any time in the system,
software, or work product, Contractor agrees to pay for any and all damages, expenses,
costs, and lost revenue, including reasonable attorney’s fees incurred by the State.
Contractor shall also agree to pay punitive damages for installing any such disabling
device as determined by a Kansas State Court.
Acceptance: ______ Yes (Initial)
3.16
This is a mandatory provision.
Performance Guarantees: The following are areas where Contractor guarantees performance.
Failure to meet the required performance standards or guarantees will result in the Contractor
being assessed and responsible for performance guarantee amounts as listed in this Section.
Contractor shall be responsible for self-reporting performance failures or errors and timely
submitting liquidated damages amounts due to the State. Contractor shall establish and maintain
a system to monitor and report performance. Contractor will submit a measurement report to the
State ten (10) business days after the end of each calendar month unless otherwise waived by
the State. The measurement report will include all data reasonably necessary to evaluate
whether liquidated damages are due and shall be in a format as determined by the State. The
measuring period for the purpose of considering and calculating performance guarantees shall be
on a monthly basis, unless otherwise indicated. Contractor shall work with State in good faith to
provide additional information reasonably requested by State for evaluation of liquidated
damages. The State shall, at its sole discretion, waive any liquidated damages otherwise
payable by the Contractor under this section if the Contractor can demonstrate to the State’s
satisfaction that a performance standard failure was attributable to an uncontrollable
circumstance .(i.e. an external event not reasonably within Contractor’s ability to control). The
parties intend the liquidated damages amounts stated in this Article to compensate, and not
punish for, a breach of the conditions indicated below:
A.
Reassignment of key staff personnel without the State’s timely written approval.
Contractor agrees and shall pay the State $10,000 per occurrence for failure to
timely get written approval of reassignment of key staff personnel.
B.
Failure to timely and diligently respond in a case of a disaster assistance request.
Contractor agrees and shall pay all damages, costs, and expenses associated
with this type of event for failure to timely respond.
C.
Failure of Contractor to timely and successfully provide the detailed project plan.
Contractor agrees and shall pay the State $100,000 for this failure.
D.
Failure of Contractor to timely (within one hundred twenty [120] days of contract
execution) and successfully provide the FMS and SHARP Interface Design
deliverable (see RFP Appendix 3). Contractor agrees and shall pay the State
$100,000 for this failure.
E.
Responses to Legislative Requests are regularly due within two (2) business
days. Contractor agrees and shall pay $2,000 to the State per occurrence for
failure to timely meet the stated deadline to Legislative Requests.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 63 of 179
Prompt resolution of problems or issues is expected but will not reduce or eliminate any
performance guarantee amounts imposed due to failure to meet the standards outlined
below. Performance guarantees shall be automatically assessed unless otherwise
waived in writing by the State. If Contractor fails to meet the proposed standards, the
performance guarantee described herein will be one (1) remedy available to the State for
such failure, along with all other remedies at law and in equity. Contractor has thirty (30)
calendar days to dispute in writing any amounts due, however, all performance
guarantees are due within sixty (60) calendar days after assessment regardless of the
status of any disputed amount, otherwise Contractor shall pay an additional amount of
$50.00 per day payment if not received by the State when due unless otherwise setoff by
the State. The State has final authority to determine whether a disputed assessment of
performance guarantee will be credited to Contractor. The State will respond to any
dispute within thirty (30) days of receipt. The Contractor shall also pay the State’s
reasonable attorney’s fees, costs, and expenses incurred should any matter be contested
by Contractor, including but not limited to court and mediation fees and costs. In the
event the State agrees with any dispute, the assessment and collection of any disputed
amount will be refunded to Contractor.
Acceptance: ______ Yes (Initial)
3.17
______ No (Initial and Provide a Detailed Explanation of Exception)
Indemnity and Hold Harmless:
A.
General. Contractor shall indemnify, defend, and hold harmless the State and its
departments, agencies, and affiliates, including its officers, directors, agents, and
employees, from and against all claims, demands, liability, actions, losses, and expenses
(including reasonable attorneys' fees) and all other liabilities, asserted against or incurred
by State without limitation relating to or arising out of, directly or indirectly, a failure to
perform or breach by Contractor of this Contract, including a breach by Contractor of its
obligations under this Section 3 and for bodily injury or death of any person or damage or
destruction of any property, whether belonging to the State or another, excepting only
injury, death, damage, or destruction, to the extent it is caused by the negligence of the
State. The State shall give reasonable notice to Contractor of any such claim, loss,
action, damage, expense, or other liability. Contractor shall further protect, defend,
indemnify, and hold harmless the State against any damage, cost or liability, including
reasonable attorney’s fees, by third parties for any and all injuries to persons or damage
to property arising from intentional, willful, or negligent acts or omissions of Contractor, its
officers, employees, agents, or subcontractors, a criminal, fraudulent, or dishonest act by
Contractor, its officers, employees, agents, or subcontractors.
The State shall not be precluded from receiving the benefits of any insurance the
Contractor may carry which provides for indemnification for any loss or damage to
property in the Contractor’s custody and control, where such loss or destruction is to
state property. The Contractor shall do nothing to prejudice the State’s right to recover
against third parties for any loss, destruction or damage to State property.
B.
Intellectual Property Indemnification and Hold Harmless. Contractor represents and
warrants that any Developed Software produced hereunder does not violate any patent,
mask work rights, copyright, trade secret, trademark, or other proprietary right of any third
party, and that Contractor has the right to make disclosure and use of all such information
used by Contractor in the performance of the Services. If Contractor uses any patented,
trademarked, or copyrighted designs, devices, materials, or other property, tangible or
intangible, in connection with its performance of its obligations under this Contract, it shall
provide for such use in an approved legal manner by making a proper agreement with the
patentee or owner of such trademark or copyright and shall defend and hold State
harmless on any claim relating to such items or use by the Contractor or State.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 64 of 179
Specifically, if any claim of infringement is made by any third party against the State,
exclusively due to the State's use of any Work Product provided by Contractor
hereunder, the State shall notify Contractor and Contractor shall defend, indemnify, and
hold the State harmless against any and all liability, losses, claims, expenses (including
reasonable attorney's fees), demand, or damages of any kind arising out of or related to
any such claim, whether or not that claim is successful. If the State is enjoined, or likely
to be enjoined as determined solely by the State, from using any of the Work Product
because of a claim of infringement of proprietary rights of any third party, at the State’s
request and option the Contractor at its own expense shall:
C.
D.
(i)
obtain for the State the right to continue using such Work Product;
(ii)
replace or modify the Work Product to make it non-infringing, so long as the
replacement or modification conforms to the Statement of Work and does not
adversely impact functionality or performance of the Work Product running in the
State's production environment; or
(iii)
terminate this Contract and refund all payments made by the State herein.
Contractor’s Negligence. The Contractor shall also hold harmless and indemnify the
State against any and all loss or damage to the extent arising out of the Contractor’s
negligence in the performance of services under this contract, and also including but not
limited to:
(a)
any and all civil or criminal loss or damage to the extent arising out of the
Contractor's intentional or unintentional failure to comply with Federal
Immigration Statutes and Regulations.
(b)
any and all loss or damage to the extent arising out of the Contractor’s intentional
or unintentional failure to protect and secure personal data of any kind. The
State shall in its sole discretion make the determination of this provision.
Survive Termination.
Agreement.
Acceptance: ______ Yes (Initial)
3.18
The provisions of this Article survive termination of this
______ No (Initial and Provide a Detailed Explanation of Exception)
Insurance: No contract will be executed unless and until appropriate insurance coverages are
secured and sufficient evidence of insurance coverage is delivered to the State. Any insurance
required by the State shall be in a form and substance acceptable to the State.
All required insurance shall be issued by companies that are A.M. Best A+ financially rated and
duly licensed, admitted, and authorized to do business in the State of Kansas. The State of
Kansas will be named as an additional insured on all coverages, as appropriate. Required
coverages are to remain in effect through the term of the resulting contract and proof shall be
provided to State within 48 hours of a request. Failure to maintain required insurance coverage
during the term of the contract shall be considered a material breach and grounds for termination
of the contract. The cost of all required insurance shall be included in the Proposer’s proposal.
The State may purchase the required coverage for Contractor should Contractor fail to maintain
the required coverage and setoff that cost and expense against amount the State may or does
owe Contractor for services under this contract.
Insurance provisions shall be at least as follows:
(a)
Workers’ Compensation and Employers’ Liability coverage with limits consistent with
Kansas statutory benefits, and, if some of the project will be done outside Kansas, the
laws of the appropriate state(s) where work on the project will be done. Employers’
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 65 of 179
Liability coverage with policy limits of at least $500,000 or the statutory limit, whichever is
greater.
(b)
Commercial General Liability with a combined single limit of at least $5,000,000 per
occurrence written on an occurrence basis. All limits shall be in addition to defense
costs.
(c)
Business Automobile Liability Insurance for all owned, non-owned and hired vehicles with
a minimum combined single limit of at least $1,000,000 per occurrence for bodily injury,
personal injury, and/or property damage liability.
(d)
Professional Liability insurance covering all staff with a limit of at least $1,000,000 per
incident and $3,000,000 aggregate.
Subcontractors: Contractor shall include all subcontractors as insureds under its policies or shall
furnish separate certificates for each subcontractor. All coverages for subcontractors shall be
subject to all of the requirements stated herein.
The Proposer accepts full responsibility for payment of all insurance listed above, including but
not limited to unemployment insurance and social security as well as all income tax deductions
and any other taxes or payroll deductions required by law for its employees engaged in work
authorized by this contract.
Acceptance: ______ Yes (Initial)
3.19
Contractor’s Preexisting Obligations: Contractor represents and warrants that Contractor, its
employees and agents, are under no preexisting obligation or obligations inconsistent with the
provisions of this agreement. Contractor warrants that it has the right to disclose or use all idea,
processes, designs, data, and other information which Contractor had gained from third parties,
and which Contractor discloses or uses in the performance of this agreement.
Acceptance: ______ Yes (Initial)
3.20
This is a mandatory provision.
Financial Interests: Contractor shall promptly disclose in writing to the State all actual or
potential financial relationships Contractor may have with respect to, or resulting from, any
recommendations or advice given by Contractor to the State.
Acceptance: ______ Yes (Initial)
3.21
______ No (Initial and Provide a Detailed Explanation of Exception)
______ No (Initial and Provide a Detailed Explanation of Exception)
Conflict of Interest: The Contractor shall not knowingly employ, during the period of this
contract or any extensions to it, any professional Staff who are also in the employ of the State
and who are providing services to the State involving this contract or services similar in nature to
the scope of this contract. Furthermore, the Contractor shall not knowingly employ, during the
period of this contract or any extensions to it, any state employee who has participated in the
making of this contract until at least two years after his/her termination of employment with the
State. The Contractor also agrees to disclose to the PNC any and all relationships with potential
contractors submitting a proposal on a subsequent RFP for services outlined in this RFP. The
Contractor shall identify all other existing or potential conflicts of interest that would prevent the
Contractor from fully performing the tasks described in the RFP. Such disclosure will be a
continuing requirement subsequent to award of a contract and for the life of the contract.
Acceptance: ______ Yes (Initial)
______ No (Initial and Provide a Detailed Explanation of Exception)
FMS RFP
State of Kansas
February 19, 2008
3.22
Request for Proposal 11027
Page 66 of 179
Confidentiality: All State information or data is considered confidential information and data.
Contractor agrees to return any or all data furnished by the State promptly at the request of State,
in whatever form it is maintained by Contractor. Upon termination or expiration of this agreement,
the Contractor and each of the persons and entities working for the Contractor shall destroy and
return to the State all data, information electronic, written, or descriptive materials or any related
matter of any type including but not limited to drawings, blueprints, descriptions, or other papers
or documents which contain any such confidential information.
A.
Contractor will have access to information and private or confidential data, maintained by
State of Kansas, to the extent necessary to carry out Contractor’s responsibilities under
this contract. This information and data may include, but is not limited to, personal
financial information, information regarding undercover law enforcement agents, social
security numbers, student employees, medical providers and/or their recipients, etc.
Contractor agrees that any information or data it may have in its custody regarding any
participant shall be kept strictly confidential. All the information and data of the State
shall be considered to be confidential and private and Contractor may not disclose any
information or data at any time to any person or entity. Contractor agrees to comply with
all state and federal confidentiality laws in providing services under this contract.
1.
Contractor shall be fully responsible for providing adequate supervision and
training to its agents and employees to ensure compliance with all applicable
State and Federal Acts regarding confidentiality and/or open records issues. No
private or confidential data collected, maintained, or used in the course of
performance of this contract shall be disseminated by Contractor except as
required by statute, either during the period of the contract or thereafter.
Contractor shall only use confidential information as required by this contract. All
electronic data shall be secured through encryption or other comparable security
measures.
2.
Contractor shall limit access to confidential information solely to staff of
Contractor who have a business need to know for purposes of fulfilling
Contractor’s obligations under this contract. Contractor shall not remove
confidential information from State’s site without State’s prior written approval.
3.
Contractor shall hold State harmless and indemnify the State for expenses or
damages, of any kind, incurred or suffered by the State as a result of the
unauthorized disclosure of said data by Contractor or any agent, representative,
employee or subcontractor of Contractor. Contractor shall notify the State of any
loss or breach of confidential information or data within twenty-four (24) hours
receipt of such knowledge. Contractor shall also be responsible and liable for
any and all damages to individuals due to such breaches or loss of confidential
information. In the event of any security breach in which the confidential
information of one more individuals is compromised or is potentially
compromised, Contractor shall be responsible and pay for any and all damages,
expenses, and costs (Including lost wages and efforts spent to defend or correct
against identity theft) caused to the State or any individual for the disclosure of
any State Information. Contractor shall provide notice to the State and affected
individuals of such disclosure and shall also offer free of charge to individual or
the State identify theft protection insurance for a period of five (5) years. These
terms shall also apply to any third-party vendor or subcontractor.
4.
The Contractor shall hold all such confidential information in trust and confidence
for the State, and agrees that it and its employees will not, during the
performance or after the termination of this agreement, disclose to any person,
firm, or corporation, or use for its own business or benefit any information
obtained by it while in execution of the terms and conditions of this agreement.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 67 of 179
5.
Any staff, individual or entity assigned to work for Contractor under this
agreement shall separately sign an agreement(s) to this effect of this Subsection
and also but not limited to the Department of Administration computer security
user agreement, which is incorporated by reference herein.
B.
Unauthorized Use. The Contractor shall not use the names, home address, phone
numbers, or any other information obtained by implementation or execution of this
contract about employees, citizens, vendors or other information for any purpose.
C.
Press Releases, Public Statements, and/or Communications. Contractor agrees that
no public statement, release, or communication acknowledging or implying that the State
is a customer of Contractor is allowed under this Contract. Any approval by the State for
such public statement, release, or communication shall only be provided in writing by
State to Contractor’s contact listed on page ___ of this Contract. The State may refuse
such a request for any reason.
Acceptance: ______ Yes (Initial)
3.23
Nondiscrimination and Workplace Safety: The Contractor agrees to abide by all federal, state,
and local laws, rules and regulations prohibiting discrimination in employment and controlling
workplace safety. Any violations of applicable laws or rules and regulations may result in
termination of this contract.
Acceptance: ______ Yes (Initial)
3.24
______ No (Initial and Provide a Detailed Explanation of Exception)
Prohibition of Gratuities: Neither the Contractor nor any person, firm or corporation employed
by the Contractor in the performance of this contract shall offer or give any gift, money, or
anything of value or any promise for future reward or compensation to any State employee at any
time.
Acceptance: ______ Yes (Initial)
3.27
______ No (Initial and Provide a Detailed Explanation of Exception)
Care of State Property: The Contractor shall be responsible for the proper care and custody of
any state-owned personal tangible property and real property furnished for Contractor's use in
connection with the performance of this contract, and Contractor will reimburse State for such
property's loss or damage caused by Contractor, normal wear and tear excepted.
Acceptance: ______ Yes (Initial)
3.26
______ No (Initial and Provide a Detailed Explanation of Exception)
Environmental Protection: The Contractor shall abide by all federal, state, and local laws, rules
and regulations regarding the protection of the environment. The Contractor shall report any
violations to the applicable governmental agency. A violation of applicable laws, rules, or
regulations may result in termination of this contract.
Acceptance: ______ Yes (Initial)
3.25
This is a mandatory provision.
______ No (Initial and Provide a Detailed Explanation of Exception)
Retention of Records: Unless the State specifies in writing a different period of time, the
Contractor agrees to preserve and make available at reasonable times all of its books,
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 68 of 179
documents, papers, records and other evidence involving transactions related to this contract for
a period of five (5) years from the date of the expiration or termination of this contract.
A.
Matters involving litigation shall be kept for one (1) year following the termination of
litigation, including all appeals.
B.
The Contractor agrees that authorized federal and state representatives, including but not
limited to personnel of the using agency, independent auditors acting on behalf of the
state, and/or federal agencies, shall have timely access to and the right to examine
records during the contract period and during the five (5)-year, post-contract period.
Delivery of and access to the records shall be provided within five days of such request
and at no cost to the state.
Acceptance: ______ Yes (Initial)
3.28
Antitrust: If the Contractor elects not to proceed with performance of the services required by
the contract, the Contractor assigns to the State all rights to and interests in any cause of action it
has or may acquire under the anti-trust laws of the United States and the State of Kansas relating
to the particular products or services purchased or acquired by the State pursuant to this contract.
Acceptance: ______ Yes (Initial)
3.29
______ No (Initial and Provide a Detailed Explanation of Exception)
Modification: This contract shall be modified only by the written agreement of the parties with
the approval of the Director of Accounts and Reports. No alteration or variation of the terms and
conditions of the contract shall be valid unless made in writing and signed by the parties. Every
amendment shall specify the date on which its provisions shall be effective. No oral agreements
will be effective to alter this contract. No term or condition of this Contract, documents
incorporated by reference, exhibits or related documents may be changed solely by the
Contractor. This Contract, exhibits, documents incorporated by reference and any other related
documents cannot be amended, changed or modified (despite any statement contained therein to
the contrary), except by a written amendment executed by and mutually agreed upon by both
parties. The DA-146a may not be modified or amended. (Exhibit A)
Acceptance: ______ Yes (Initial)
3.30
______ No (Initial and Provide a Detailed Explanation of Exception)
______ No (Initial and Provide a Detailed Explanation of Exception)
Notices: All notices, demands, requests, approvals, reports, instructions, consents, or other
communications (collectively "notices") which may be required or desired to be given by either
party to the other shall be IN WRITING and addressed as follows:
Kansas Division of Purchases
900 SW Jackson St, Room 102N
Topeka, Kansas 66612-1286
RE: Proposal Number 11027
or to any other persons or addresses as may be designated in writing from one party to the other.
Acceptance: ______ Yes (Initial)
______ No (Initial and Provide a Detailed Explanation of Exception)
FMS RFP
State of Kansas
February 19, 2008
3.31
Request for Proposal 11027
Page 69 of 179
Termination for Cause: The Director of Accounts and Reports may terminate this contract, or
any part of this contract, for cause under any one of the following circumstances:

the Contractor fails to make timely delivery of goods or services as specified in this
contract;

the Contractor provides at any time substandard quality services and/or workmanship;

the Contractor fails to timely perform any of the provisions of this contract, or so fails to
make progress as to endanger performance of this contract in accordance with its terms.
The Director of Accounts and Reports shall provide written notice of the conditions endangering
performance. If the Contractor fails to remedy the conditions within ten (10) days from the receipt
of the notice (or such longer period as State may authorize in writing), the Director of Accounts
and Reports shall issue the Contractor an order to stop work immediately. Receipt of the notice
shall be presumed to have occurred within three (3) days of the date of the notice.
In the event of the termination or expiration of this Contract, Contractor also agrees to the
following: Should the Contract terminate or expire for any reason, including non-renewal of the
Contract, State will withhold 100% of any scheduled payment to Contractor. These payments will
be released only when the State decides in it sole determination that any and all obligations of
Contractor related to this Contract have been satisfied to the State’s satisfaction as of the
termination or expiration date of this Contract.
Acceptance: ______ Yes (Initial)
3.32
______ No (Initial and Provide a Detailed Explanation of Exception)
Termination for Convenience:
The Director of Accounts and Reports may terminate
performance of work under this contract in whole or in part whenever, for any reason, the Director
of Accounts and Reports shall determine that the termination is in the best interest of the State of
Kansas. In the event that the Director of Accounts and Reports elects to terminate this contract
pursuant to this provision, the Director shall provide the Contractor written notice at least thirty
(30) days prior to the termination date. The termination shall be effective as of the date specified
in the notice. The Contractor shall continue to perform any part of the work that was specifically
not terminated by the notice.
In the event of the termination or expiration of this Contract, Contractor also agrees to the
following: Should the Contract terminate or expire for any reason, including non-renewal of the
Contract, State will withhold 100% of any scheduled payment to Contractor. These payments will
be released only when the State decides in it sole determination that any and all obligations of
Contractor related to this Contract have been satisfied to the State’s satisfaction as of the
termination or expiration date of this Contract.
Acceptance: ______ Yes (Initial)
3.33
Debarment of State Contractors: Any Contractor who defaults on delivery or does not perform
in a satisfactory manner as defined in this Request may be barred for a period up to three (3)
years, pursuant to K.S.A. 75-37, 103, or have their work evaluated for pre-qualification purposes.
Acceptance: ______ Yes (Initial)
3.34
______ No (Initial and Provide a Detailed Explanation of Exception)
______ No (Initial and Provide a Detailed Explanation of Exception)
Rights and Remedies: The rights and remedies provided for the State in this contract shall not
be exclusive and are in addition to any other rights and remedies provided by law. In the event
State determines in its sole discretion that Contractor has not provided the services or the FMS
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 70 of 179
does not operate in the manner expected by the State, Contractor shall be responsible for any
and all costs and expenses, including attorney’s fees and expenses to hire other vendors to
modify, complete, adjust, finish, or fix FMS as determined by the State. If this contract is
terminated, the State, in addition to any other rights provided for in this contract, may require the
Contractor to timely transfer title and deliver to the State in the manner and to the extent directed,
any completed materials. The State may be obligated only for those services and materials
rendered and accepted prior to the date of termination.
Acceptance: ______ Yes (Initial)
3.35
Force Majeure: The State shall not be held liable if the failure to perform under this contract
arises out of causes beyond the control of the State. Causes may include, but are not limited to,
acts of nature, fires, tornadoes, quarantine, strikes other than by Contractor's employees, and
freight embargoes, etc.
Acceptance: ______ Yes (Initial)
3.36
______ No (Initial and Provide a Detailed Explanation of Exception)
Assignment: The Contractor shall not assign, convey, encumber, or otherwise transfer its rights
or duties under this contract without the prior written consent of the State.
Acceptance: ______ Yes (Initial)
3.39
______ No (Initial and Provide a Detailed Explanation of Exception)
Independent Contractor: Both parties, in the performance of this contract, shall be acting in
their individual capacity and not as agents, employees, partners, joint ventures, or associates of
one another. The employees or agents of one party shall not be construed to be the employees
or agents of the other party for any purpose whatsoever. The Contractor shall perform its duties
hereunder as an independent contractor and not as an employee. Neither the Contractor nor any
agent or employee of the Contractor shall be or shall be deemed to be an agent or employee of
the State. Contractor shall pay when due all required employment taxes and income tax
withholding, shall provide and keep in force Workers’ Compensation and unemployment
compensation insurance in the amounts required by law, shall show proof of such insurance, and
shall be solely responsible for the acts of the Contractor and its employees and agents.
Acceptance: ______ Yes (Initial)
3.38
______ No (Initial and Provide a Detailed Explanation of Exception)
Waiver: Waiver of any breach of any provision in this contract shall not be a waiver of any prior
or subsequent breach. Any waiver shall be in writing and any forbearance or indulgence in any
other form or manner by State shall not constitute a waiver.
Acceptance: ______ Yes (Initial)
3.37
______ No (Initial and Provide a Detailed Explanation of Exception)
______ No (Initial and Provide a Detailed Explanation of Exception)
Captions: The captions or headings in this contract are for reference only and do not define,
describe, extend, or limit the scope or intent of this contract.
Acceptance: ______ Yes (Initial)
______ No (Initial and Provide a Detailed Explanation of Exception)
FMS RFP
State of Kansas
February 19, 2008
3.40
Severability: If any provision of this contract is determined by a court of competent jurisdiction to
be invalid or unenforceable to any extent, the remainder of this contract shall not be affected and
each provision of this contract shall be enforced to the fullest extent permitted by law.
Acceptance: ______ Yes (Initial)
3.41
______ No (Initial and Provide a Detailed Explanation of Exception)
Disclosure of Criminal or Civil Offenses: Contractor shall disclose any conviction or judgment
for a criminal or civil offense of any employee or an individual or entity that controls a company or
organization or will perform work under this contract that indicates a lack of business integrity or
business honesty. This includes (1) conviction of a criminal offense as an incident to obtaining or
attempting to obtain a public or private contract or subcontract or in the performance of such
contract or subcontract; (2) conviction under state or federal statutes of embezzlement, theft,
forgery, bribery, falsification or destruction of records, or receiving stolen property; (3) conviction
under state or federal antitrust statutes; and (4) any other offense the State determines to be so
serious and compelling as to affect responsibility as a state contractor. For the purpose of this
section, an individual or entity shall be presumed to have control of a company or organization if
the individual or entity directly or indirectly, or acting in concert with one or more individuals or
entities, owns or controls twenty-five (25) percent or more of its equity, or otherwise controls its
management or policies. Failure to disclose an offense may result in disqualification of the
proposal or termination of the contract, as determined by the State.
Acceptance: ______ Yes (Initial)
3.45
This is a mandatory provision.
Integration: This contract, in its final composite form, shall represent the entire agreement
between the parties and shall supersede all prior negotiations, representations or agreements,
either written or oral, between the parties relating to the subject matter hereof. This contract
between the parties shall be independent of and have no effect on any other contracts of either
party.
Acceptance: ______ Yes (Initial)
3.44
This is a mandatory provision.
Jurisdiction: The parties shall bring any and all legal proceedings arising hereunder in the State
of Kansas, District Court of Shawnee County, unless otherwise specified and agreed upon by the
State of Kansas. Contractor waives all defenses of lack of personal jurisdiction and forum non
conveniens. The Eleventh Amendment of the United States Constitution is an inherent and
incumbent protection with the State of Kansas and need not be reserved, but prudence requires
the State to reiterate that nothing related to this contract shall be deemed a waiver of the
Eleventh Amendment.
Acceptance: ______ Yes (Initial)
3.43
______ No (Initial and Provide a Detailed Explanation of Exception)
Governing Law: This contract shall be governed by the laws of the State of Kansas and shall be
deemed executed at Topeka, Shawnee County, Kansas.
Acceptance: ______ Yes (Initial)
3.42
Request for Proposal 11027
Page 71 of 179
This is a mandatory provision.
Immigration and Reform Control Act of 1986 (IRCA): All contractors are expected to comply
with the Immigration and Reform Control Act of 1986 (IRCA), as may be amended from time to
time. This Act, with certain limitations, requires the verification of the employment status of all
individuals who were hired on or after November 6, 1986, by the contractor as well as any
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 72 of 179
subcontractor or sub-contractors. The usual method of verification is through the Employment
Verification (I-9) form.
With the submission of this proposal, the contractor must certify without exception that such
contractor has complied with all federal and state laws relating to immigration and reform. Any
misrepresentation in this regard or any employment of persons not authorized to work in the
United States constitutes a material breach and, at the State's option, may subject the contract to
termination for cause and any applicable damages.
Unless provided otherwise herein, all contractors are expected to be able to produce for the State
any documentation or other such evidence to verify Contractor's IRCA compliance with any
provision, duty, certification, or like item under the contract.
Contractor will provide a copy of a signed Certification Regarding Immigration Reform & Control
Form (see RFP Section 1) with the signed contract.
Acceptance: ______ Yes (Initial)
3.46
Injunctions: Should Kansas be prevented or enjoined from proceeding with the contract
implementation before or after contract execution by reason of any litigation or other reason
beyond the control of the State, contractor shall not be entitled to make or assert claim for
damage by reason of said delay.
Acceptance: ______ Yes (Initial)
3.47
______ No (Initial and Provide a Detailed Explanation of Exception)
Statutes: Each and every provision of law and clause required by law to be inserted in the
contract shall be deemed to be inserted herein and the contract shall be read and enforced as
though it were included herein. If through mistake or otherwise any such provision is not inserted,
or is not correctly inserted, then on the application of either party the contract shall be amended
to make such insertion or correction.
Acceptance: ______ Yes (Initial)
3.48
This is a mandatory provision.
______ No (Initial and Provide a Detailed Explanation of Exception)
Materials and Workmanship: The Contractor shall perform all work and furnish all supplies and
materials, services, machinery, equipment, facilities, software, and means necessary to complete
all the work required by this Request, within the time specified, in accordance with the provisions
as specified.
The contractor shall be responsible for all work put in under these specifications and shall make
good, repair, and/or replace, at the contractor's own expense, as may be necessary, any
defective work, material, etc., if in the opinion of the Division of Accounts and Reports said issue
is due to imperfection in material, design, workmanship, or contractor fault. All materials,
services, machinery, equipment, facilities, and workmanship included in bid shall be included in
all fixed fees, costs, and expenses.
Acceptance: ______ Yes (Initial)
______ No (Initial and Provide a Detailed Explanation of Exception)
FMS RFP
State of Kansas
February 19, 2008
3.49
Request for Proposal 11027
Page 73 of 179
Industry Standards: If not otherwise provided, services, materials, or work called for in this
contract shall be furnished and performed in accordance with best established practice and
standards recognized by the contracted industry and comply with all codes and regulations which
shall apply.
Acceptance: ______ Yes (Initial)
3.50
______ No (Initial and Provide a Detailed Explanation of Exception)
Federal, State, and Local Taxes: Unless otherwise specified, the proposal price shall include all
applicable federal, State and local taxes. The Contractor shall pay all taxes lawfully imposed on it
with respect to any product or service delivered in accordance with this Request. The State of
Kansas is exempt from state sales or use taxes and federal excise taxes for direct
purchases. These taxes shall not be included in the Proposer’s Cost Proposal.
The State makes no representation as to the exemption from liability of any tax imposed by any
governmental entity on the Contractor.
Acceptance: ______ Yes (Initial)
3.51
______ No (Initial and Provide a Detailed Explanation of Exception)
Accounts Receivable Set-Off Program: If during the course of this contract the Contractor is
found to owe a debt to the State of Kansas, agency payments to the Contractor may be
intercepted / setoff by the State of Kansas. Notice of the setoff action will be provided to the
contractor. The Contractor shall credit the account of the agency making the payment in an
amount equal to the funds intercepted.
K.S.A. 75-6201 et seq. allows the Director of Accounts and Reports to set off funds the State of
Kansas owes vendors against debts owed by the contractor to the State of Kansas. Payments
set off in this manner constitute lawful payment for services or goods received. The Contractor
benefits fully from the payment because its obligation to the State is reduced by the amount
subject to setoff.
Acceptance: ______ Yes (Initial)
3.52
This is a mandatory provision.
Fixed Costs Final and Full:
a.
All reasonable and necessary equipment, labor, software, and services to make the FMS
timely operational shall be included in the bid and included in the fixed costs. The
Contractor is responsible for all additional costs not included in the bid and required to
satisfactorily complete the scope of services requested and the State’s requirements.
b.
This Request is for a firm fixed price contract with payment(s) made only for defined and
accepted deliverables.
c.
Prices shall remain firm for the entire contract period and subsequent renewals. Prices
quoted shall be net delivered, including all trade, quantity, and cash discounts.
d.
Any price reductions available during the contract period shall be offered to the State of
Kansas.
e.
Failure to provide available price reductions may result in termination of the contract.
f.
The State will not award or contract for any arrangement that uses estimates, "time and
materials," or payments based on "progress" or elapsed time.
g.
The exact payment per deliverable will be determined during negotiations.
FMS RFP
State of Kansas
February 19, 2008
h.
Request for Proposal 11027
Page 74 of 179
All products and services not specifically mentioned in this solicitation, but which are
necessary to provide the functional capabilities described by the specifications, shall be
included in the fixed pricing. All other products required to make the described software
functional shall be identified in the vendor's response.
Acceptance: ______ Yes (Initial)
3.53
______ No (Initial and Provide a Detailed Explanation of Exception)
HIPAA Confidentiality: Per the Health Insurance Portability and Accountability Act (1996)
(HIPAA), the State is a covered entity under the act and, therefore, Contractor warrants that it will
not use or disclose protected health information (PHI) in ways that the State could not. This
protection continues as long as the data is in the possession of the Contractor in any form.
The Contractor shall establish and maintain procedures and controls acceptable to the State to
protect the privacy of individuals’ PHI in accordance with the HIPAA requirements. Unless the
Contractor has the individual’s written consent and the State’s consent, the Contractor shall not
use or disclose any personally identifiable information obtained from the State for any reason.
Acceptance: ______ Yes (Initial)
3.54
No Off-shore Sourcing: The Contractor, including all subcontractors, agrees that any and all
work or services under this contract will be performed at a location within the United States.
Therefore, the Contractor, including all subcontractors, agrees that no off-shore sourcing will be
conducted.
Acceptance: ______ Yes (Initial)
3.55
______ No (Initial and Provide a Detailed Explanation of Exception)
______ No (Initial and Provide a Detailed Explanation of Exception)
Payment: Payment Terms are Net 30 days. Payment date and receipt of order date shall be
based upon K.S.A. 75-6403(b). This Statute requires state agencies to pay the full amount due
for goods or services on or before the 30th calendar day after the date the agency receives such
goods or services or the bill for the goods and services, whichever is later, unless other
provisions for payment are agreed to in writing by the vendor and the state agency. NOTE: If the
30th calendar day noted above falls on a Saturday, Sunday, or legal holiday, the following
workday will become the required payment date. In the event there is a dispute regarding
performance of service or deliverables the State may offset it against any amounts owed to
Contractor.
Payments shall not be made for costs or items not listed in the vendor's response or bid.
Payment by State may be withheld in any reasonable amount to ensure proper performance.
Acceptance: ______ Yes (Initial)
3.56
______ No (Initial and Provide a Detailed Explanation of Exception)
Recruiting of State Staff: Neither the Contractor nor any of its Subcontractors shall directly
recruit any State staff for employment or subcontracting opportunities for the duration of the
contract. Further, neither the Contractor nor any of its Subcontractors shall contact, hire,
contract, or subcontract with any State employee who worked on the FMS project in any way for
a period of two (2) years after any employee’s termination of employment with the State without
the written consent of the Director of the Division of Accounts and Reports or the Director’s
designee.
Acceptance: ______ Yes (Initial)
This is a mandatory provision.
FMS RFP
State of Kansas
February 19, 2008
3.57
Acceptance: No contract provision or use of items by the State shall constitute acceptance or
relieve the Contractor of liability in respect to any expressed or implied warranties. All expressed
and implied warranties not otherwise contained herein shall not be waived.
Acceptance: ______ Yes (Initial)
3.58
______ No (Initial and Provide a Detailed Explanation of Exception)
Other Relationships: The contractor must disclose any and all relationships or associations with
other entities throughout the term of the contract, regardless of the nature of that relationship or
association.
Acceptance: ______ Yes (Initial)
3.62
______ No (Initial and Provide a Detailed Explanation of Exception)
Inspection. The State shall have the right at any time to inspect any facility or project site where
the services are carried out.
Acceptance: ______ Yes (Initial)
3.61
______ No (Initial and Provide a Detailed Explanation of Exception)
Submission of the Proposal: Submission of the proposal will be considered presumptive
evidence that the vendor is conversant with local facilities and difficulties, the requirements of the
documents and of pertinent State and/or local codes, state of labor and material markets, and has
made due allowances in the proposal for all contingencies. Later claims for labor, work,
materials, equipment, and tax liability required for any difficulties encountered which could have
foreseen will not be recognized, and all such difficulties shall be properly taken care of by
Contractor at no additional cost to the State of Kansas.
Acceptance: ______ Yes (Initial)
3.60
______ No (Initial and Provide a Detailed Explanation of Exception)
Data: Any and all data required to be provided at any time during the proposal process or
contract term shall be made available in a format as requested and/or approved by the State.
Acceptance: ______ Yes (Initial)
3.59
Request for Proposal 11027
Page 75 of 179
______ No (Initial and Provide a Detailed Explanation of Exception)
Subcontractors: The Contractor shall be the sole source of contact for the contract. The State
will not subcontract any work under the contract to any other firm and will not deal with any
subcontractors not pre-approved. All work under this RFP to be performed by a subcontractor
must be approved by the State. The State may withhold approval of a subcontractor for any
reason.
The Contractor is totally responsible for all actions and work performed by its subcontractors, if
any. All terms, conditions, and requirements of the contract shall apply without qualification to
any services performed or goods provided by any subcontractor.
Acceptance: ______ Yes (Initial)
3.63
______ No (Initial and Provide a Detailed Explanation of Exception)
Certification of Materials Submitted: The response to this request, together with the
specifications set forth herein and all data submitted by the Contractor to support the response,
including brochures, manuals, and descriptions covering the operating characteristics of the
item(s) proposed, shall become a part of any contract between the Contractor and the State of
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 76 of 179
Kansas. Any written representation covering such matters as the reliability of the item(s), the
experience of other users, or warranties of performance shall be incorporated by reference into
the contract.
Acceptance: ______ Yes (Initial)
3.64
Viruses: The Contractor shall take all precautions that are reasonable, customary, and
commercially practical to avoid providing the State with any software that contains or introduces a
virus which contaminates or damages the State's equipment or its mainframe, network, personal
computing, or other operating environments’ hardware including the hardware or software of any
third party authorized to be connected to the State's computing environments.
Acceptance: ______ Yes (Initial)
3.65
______ No (Initial and Provide a Detailed Explanation of Exception)
Transition Assistance: In the event of contract termination or expiration, Contractor shall
provide all reasonable and necessary assistance to the State to allow for a functional transition to
another Contractor. Contractor shall be responsible for all associated costs and expenses for
such transfer.
Acceptance: ______ Yes (Initial)
3.66
______ No (Initial and Provide a Detailed Explanation of Exception)
______ No (Initial and Provide a Detailed Explanation of Exception)
Acceptance of Deliverables and Services – the Quality Assurance Review Process (QARP):
The State will accept all Deliverables and Services according to the Quality Assurance Review
Process (QARP) described below. This process shall be followed in conformance with any
acceptance and payment process and criteria specifically designed for this Contract or a Task
Order created under this Contract.
a. In each instance, parties shall mutually agree on the acceptance criteria for each
Deliverable or Service prior to starting development of that Deliverable or Service. The
Contractor is responsible for ensuring that the agreed to format is documented and
signed by the FMS Project Director and the Contractor Project Manager prior to initiating
activities.
b. After the Contractor has completed a Deliverable or Service under this Contract or a Task
Order created under this Contract, the Contractor shall submit such completed Service or
Deliverable along with a formal acceptance letter and a signed copy of the agreed upon
acceptance criteria to the FMS Project Director (or designee) for approval. Unless
otherwise specified and agreed to, Contractor shall submit five (5) paper hardcopies (if a
document) and one (1) copy in editable electronic format on CD.
c.
The FMS Project Director (or designee) shall have up to ten (10) or otherwise mutually
agreed to number of working days following receipt of each Deliverable to complete the
QARP. Deliverables received after 10:00 A.M. will be considered delivered the next
working day.
d. If the Deliverable provided by Contractor is accepted by the FMS Project Director under
the QARP, the FMS Project Director shall notify Contractor by returning the signed
acceptance letter within ten (10) or otherwise mutually agreed to number of working days
of receipt of the Deliverable from Contractor.
e. Contractor shall submit to the State a written invoice for all QARP-accepted Deliverables.
f.
The FMS Project Director shall notify Contractor in writing within ten (10) or otherwise
mutually agreed to number of working days of receipt of a Deliverable from Contractor if a
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 77 of 179
Deliverable or any portion thereof, is unacceptable under the QARP, and shall set forth
with particularity and specificity the reason for rejection of the Deliverable.
g. Contractor shall have up to ten (10) or otherwise mutually agreed to number of working
days from the date of receipt of written notification of rejection of a Deliverable to correct
the deficiency or deficiencies and bring the Deliverable into compliance with the
requirements of the Contract or a Task Order created under this Contract. Should
rejection of the deliverable impact the content of other non-completed deliverables, the
vendor and the FMS Project Director must determine a mutually agreed to number of
days for re-submission that minimizes the overall impact to the project schedule.
h. Upon receipt of such Deliverable resubmitted for approval, the FMS Project Director shall
have up to five (5) or otherwise mutually agreed to number of working days to determine
whether the deficiency specified in the rejection notice has been corrected. This
subsequent review shall be limited to the original deficiencies and the portions of the
deliverable that were dependent on the deficiencies.
i.
j.
After the above process is repeated and if the Deliverable or any portion thereof is again
found to be unacceptable, the process described in this section shall be repeated until:

Acceptance by the FMS Project Director; or

The State, at its option, terminates the Contract or Task Order for cause as
specified within the Contract or Task Order; or

The FMS Project Director grants the Contractor a delay or waiver and documents
the same in writing; or

The State and the Contractor mutually agree to amend the Contract or a Task
Order created under this Contract.
No invoice shall be honored by the State unless and until prior acceptance through the
QARP process is obtained for the Deliverable or Service relating to said invoice.
Acceptance: ______ Yes (Initial)
3.67
Payment Retainage: In lieu of a Performance Bond, an amount representing twenty percent
(20%) of the maximum total compensation payable under this Contract shall be withheld by the
State until sixty (60) days after the final State approval of all services to be performed by the
Contractor under this Contract (excluding maintenance services) and formal acceptance by the
State of the production FMS system.
Acceptance: ______ Yes (Initial)
3.68
______ No (Initial and Provide a Detailed Explanation of Exception)
______ No (Initial and Provide a Detailed Explanation of Exception)
Project Management Methodology: The State of Kansas has adopted a uniform Project
Management Methodology for all Information Technology (IT) projects valued at $250,000 or
more.
The methodology can be found at http://da.state.ks.us/kito under “IT Project
Management.” Kansas has enacted comprehensive statutes (K.S.A. 75-7203 et.seq.) dealing
with the architecture, management, and oversight of IT activities statewide. The Information
Technology Executive Council (ITEC), implementing their oversight responsibilities under those
statutes, has adopted ITEC Policy 2500, which can be found at http://da.state.ks.us/kito. That
policy sets forth project reporting requirements.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
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The Contractor shall deliver to the agency all information regarding contractor performance
necessary for the agency to meet its project reporting obligations under ITEC policies. Such
information may include, but shall not be limited to:
1. Work Breakdown Structure:

with summary level tasks; and

with individual tasks at less than or equal to 80 hours apiece.
2. Estimated cost to completion data;
3. Gantt charts:

with critical path identification;

with identifying milestones;

showing progress to date;

with identified start and finish dates for all tasks; and

correlated one-to-one with the Work Breakdown Structure.
When requested by the State, the project reporting information shall be provided in compatible
electronic form, as well as printed output. The State uses Microsoft Project 2003 as its primary
project management software package.
Larger or more complex projects, or projects encountering difficulties, may require additional data
reports, or an increased reporting frequency. Such additional requirements shall be maintained
and supported by the contractor, if required by the agency to meet requirements of the Kansas
Information Technology Office or the legislative Joint Committee on Information Technology.
Acceptance: ______ Yes (Initial)
3.69
Independent Project Assistance: The State may elect to retain one or more third parties to
provide independent technology, procedure, project management, quality assurance monitoring,
and/or other management assistance in the contract negotiations and implementation process
resulting from this RFP. The objective of this external assistance is to provide an independent
assessment of project progress and problems, provide management assistance as determined by
the State, and proactively recommend strategies and actions to avoid or mitigate project risks.
The Contractor shall work cooperatively with any such third party; share all Contractor project
management and implementation-related plans, working papers, and documentation associated
with the project; and maintain a candid and open communication forum with the third party as well
as the State.
Acceptance: ______ Yes (Initial)
3.70
______ No (Initial and Provide a Detailed Explanation of Exception)
______ No (Initial and Provide a Detailed Explanation of Exception)
Technology Architectural Compliance: All information technology initiatives and acquisitions
will comply with the Kansas Information Technology Architecture, which can be viewed at:
http://www.da.ks.gov/itec/KITAMain.htm .
For information technology projects with total cumulative cost greater than $250,000, project plan
documents will include an Architectural Statement for review by the Chief Information Technology
Officer (CITO) of the appropriate branch.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 79 of 179
Compliance with the Technology Architecture is assured when:

An item is selected for purchase from a state contract listed in the Technology
Architecture; or

An item is included in a general category listed under the heading "Acceptable Standard"
or "Emerging Standard" in the Technology Architecture; or

The item conforms to a technical standard listed under the headings "Acceptable
Standard" or "Emerging Standard" in the Technology Architecture.
Compliance with the Technology Architecture is problematic when an item conforms to a
technical standard or is included in a general category under the heading "Retired Standard" in
the Technology Architecture. Contractors shall provide justification for new acquisitions or
initiatives that are proposed under this heading. All state contracts for information technology
products must conform to the Technology Architecture. Contractor certifies and warrants that all
their offerings are in conformance with the Kansas Information Technology Architecture.
Acceptance: ______ Yes (Initial)
3.71
______ No (Initial and Provide a Detailed Explanation of Exception)
Date Data Compliance: The contractor warrants fault-free performance in the processing of date
and date-related data (including, but not limited to, calculating, comparing, and sequencing) by all
goods and services delivered. Fault-free performance includes, but is not limited to, the
manipulation of data with correct results when using dates prior to, through, and beyond
January 1, 2000, and shall be transparent to the user.
Hardware and software products, individually and in combination, shall provide the correct system
date and correct calculations which utilize or refer to the date data, without human intervention,
including leap year calculations.
Hardware and software products, individually and in
combination, shall also provide correct results when moving forward or backward across the year
2000.
Acceptance: ______ Yes (Initial)
3.72
______ No (Initial and Provide a Detailed Explanation of Exception)
ADA Compliance: Contractor hereby warrants that the products or services to be provided
under this Contract comply with the accessibility requirements of section 508 of the Rehabilitation
Act of 1973, as amended (29 U.S.C. § 794d), and its implementing regulations set forth at Title
36, Code of Federal Regulations, part 1194. Contractor further warrants that the products or
services to be provided under this Contract comply with existing federal standards established
under Section 255 of the Federal Telecommunications Act of 1996 (47 U.S.C. § 255), and its
implementing regulations set forth at Title 36, Code of Federal Regulations, part 1193, to the
extent the Contractor's products or services may be covered by that act. Contractor agrees to
promptly respond to and resolve any complaint regarding accessibility of its products or services,
which is brought to its attention.
If the State notifies the Contractor that a person has made a claim against the State concerning
accessibility of products furnished by the Contractor under this contract, the Contractor will work
with the State in an effort to remedy the claim in a timely manner. To the extent that the claim is
related to products provided by the Contractor, the Contractor further agrees that it shall be liable
for the actual costs and expenses, including attorney fees to defend the State and the monetary
amount of any judgments rendered against the State as a result of any such claim.
Acceptance: ______ Yes (Initial)
______ No (Initial and Provide a Detailed Explanation of Exception)
FMS RFP
State of Kansas
February 19, 2008
3.73
Request for Proposal 11027
Page 80 of 179
Geographic Information System (GIS): Contractor agrees that all databases created in this
work should be compliant with existing GIS development standards and enterprise infrastructure
to optimize spatial functionality and encoding for address data elements. The Kansas enterprise
Geographic Information System (GIS) is based on Environmental Systems Research Institute
(ESRI) technology.
Acceptance: ______ Yes (Initial)
3.74
______ No (Initial and Provide a Detailed Explanation of Exception)
Security Standards and Policies: Contractor agrees to conform with the following:
The approach to security shall conform to the standards set forth by the National Institute of
Standards and Technology (NIST) as detailed on their website. These standards can be found
by accessing this link: http://csrc.nist.gov/publications/nistpubs/800-53/SP800-53.pdf
The approach to security shall also conform to the standards set forth by the Information
Technology Security Council as adopted by the Information Technology Executive Council and
posted at: http://www.da.ks.gov/itec/Documents/ITECITPolicy7230A.pdf.
Acceptance: ______ Yes (Initial)
3.75
______ No (Initial and Provide a Detailed Explanation of Exception)
Litigation: In the event of litigation involving this Contract or any matter performed or produced
or related to this Contract (hereafter referred to as “Litigation”), the Contractor agrees to the
following:
A.
The Contractor will promptly notify the State after learning of any Litigation.
B.
The Contractor will cooperate fully by providing the State with all non-confidential relevant
information and documents within its control as requested.
C.
The Contractor will reasonably assist the State in the defense of any Litigation.
D.
The Contractor will be responsible for all the litigation-related fees, costs, and expenses,
including attorney’s fees, of the Contractor, State of Kansas, Department of
Administration, Kansas Financial Management System Project, and any State
Departments, Agencies, Board of Trustees, Affiliates, Officers, Directors, Agents and
Employees when the litigation is related to the Contract. For purposes of this paragraph,
“litigation” includes litigation relating to matters involving this contract. The State reserves
the right to select and retain counsel.
E.
Pending any decision, appeal, or judgment of litigation or the Settlement of any litigation
or other dispute between the parties, Contractor shall proceed diligently and shall not
discontinue performance of the Contract.
F.
Contractor shall be liable and responsible for its negligent and intentional acts or
omissions and the negligent and intentional acts or omissions of its employees, officers,
directors, or other relative entities.
G.
In the event the State or any of its staff is the sole, named defendant in Litigation, such
party shall have discretion to defend, settle, compromise, or otherwise resolve such
Litigation. Contractor shall be liable for the State’s costs, expenses, and attorney’s fees.
H.
In the event the Contractor or any of its staff is the sole, named defendant in any
Litigation related to this Contract, the Contractor shall keep the State informed of the
status of the Litigation and any decision to settle, compromise, or otherwise resolve the
Litigation, however, any settlement, compromise, or other resolution must be approved in
writing by the State.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
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I.
In the event the State and Contractor are codefendants in any Litigation, the parties will
cooperate fully with each other to defend, settle, compromise, or otherwise resolve such
Litigation consistent with the terms of this Contract.
J.
In the event any entity other than the State or Contractor is named as a defendant in
Litigation related to this contract, the State can elect to defend, settle, compromise, or
otherwise resolve such Litigation with respect to those other entities. Contractor shall be
liable for the State’s costs, expenses, and attorney’s fees.
K.
Contractor shall timely notify the State of any suit or investigation by a public entity
involving similar services under a contract with another State.
Acceptance: ______ Yes (Initial)
3.76
______ No (Initial and Provide a Detailed Explanation of Exception)
Software Demonstrations and Oral Presentations: In the event Proposer is notified by State
that Proposer has been selected for software demonstrations and oral presentations, Proposer
agrees and consents to the State video and audio recording, along with transcribing, of the
software demonstrations and oral presentations, which may include loading recording software on
Proposer's equipment in order to capture images and processes during the software
demonstrations and oral presentations. The State shall retain possession of any and all
materials, in any form, provided by the Proposer during these presentations.
Acceptance: ______ Yes (Initial)
This is a mandatory provision.
I am a duly authorized agent of _________________________ (“Proposer”) and warrant that I am
authorized to accept and bind Proposer to the terms and conditions as indicated by my initials above.
____________________________
Signature
______________________
Date
____________________________
Printed Name:
____________________________
Title:
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 82 of 179
RFP Section 4
FMS SCOPE AND APPROACH
4.1
Term of Contract: At a summary level, the Contract for the statewide FMS project shall include
the following:
1. Software products and customizations as required to meet the State’s business
requirements.
2. Software product maintenance for a period of two (2) years (based on covering a
concurrent twenty-one (21) month implementation schedule plus a 90 day Postimplementation Support period).
3. Software product training.
4. Implementation and integration services for a twenty-one (21) month period, beginning on
October 6, 2008, culminating with a “big bang” implementation on July 1, 2010.
5. Post-implementation Support for a minimum period of ninety (90) days.
6. Support for the first calendar year-end after go-live.
7. Support for the fiscal year close after go-live.
8. A definition of hardware requirements (which the State may procure separately).
9. The Contract may be renewed at the completion of the initial Contract period for three (3)
additional two (2) year periods upon the mutual agreement of the parties. Such mutual
agreement shall take the form of a Contract Amendment approved in writing by the
Procurement Negotiating Committee (PNC).
4.2
4.3
Solution Scope: The solution scope required by the State is comprised of the following major
components:

Software Product License(s);

Software Product Annual Maintenance;

Implementation and Integration Services; and

Post-Implementation Support Services.
Software Functional Scope: The major functional components that compose the scope of the
FMS project are as follows:

Accounts Payable;

General Ledger;

Cash Management;

Cost Accounting / Allocation;

Project Accounting;

Grant Accounting;

Asset Management;

Procurement;

Reporting and Data Warehousing; and

Accounts Receivable and Billing Pilot (please see RFP Section 4.4.7 (Accounts
Receivable and Billing Pilot).
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 83 of 179
The specific needs are addressed in the detailed Functional Requirements referenced in RFP
Appendix 1.
4.4
Special Considerations: Proposers should take the following into account when preparing their
proposals:

How the Kansas Department of Transportation (KDOT) will utilize the new FMS.

The replacement of the Department of Social and Rehabilitation Service’s (SRS) FARMS
cost allocation system.

The interaction between SHARP and the new FMS.

The labor distribution solution.

The interaction between Treasury systems and the new FMS.

The interaction between the Budget Management System (BMS) and the new FMS.

The Accounts Receivable and Billing pilot.
A discussion of each of these items follows. The statements below contain a general description
of the items, systems, and processes which are not precise statements of the law and may be
subject to additional information.
4.4.1
How the Kansas Department of Transportation (KDOT) will Utilize the New FMS.
Background
The Kansas Department of Transportation (KDOT) has administrative and planning
responsibilities for aviation, highways and bridges, public transportation, railroads, and
waterways. The Department focuses on highway planning, design, construction,
reconstruction, and maintenance. Emphasis is also placed on other transportation modes
including rail, public transit, and aviation transportation. With more than three thousand
(3,000) employees, KDOT is headquartered in Topeka with six (6) District Offices, twenty-six
(26) Area Offices, and one hundred twelve (112) Sub-Area Offices across the state.
KDOT has over twenty (20) administrative applications integrated into a comprehensive and
complex financial and administrative management system to manage numerous business
processes in support of its mission. The FMS project will have a major impact on several
KDOT mission-critical systems if KDOT’s needs are not fully considered.
Project Approach
The Contractor shall provide adequate functional and technical resources focused on KDOT
to minimize disruption to KDOT’s business operations and to ensure that the FMS is both
functionally and technically well-integrated into KDOT’s current environment. The Contractor
shall engage KDOT during the initial design phase of the project in order to incorporate
KDOT requirements into design decisions. The goal is to strike a balance between
minimizing the impact to KDOT, perhaps through minor customizations, without constraining
the configuration of the system or compromising the benefits of the new FMS for other
agencies.
KDOT has two (2) systems that will be revised or replaced by the FMS, and other systems
that will require interface changes. The Integrated Financial Information System (IFIS) is
KDOT’s general ledger/budgetary system which will be replaced by FMS. The Voucher Entry
System (VES) is KDOT’s procurement/voucher payment system. VES interfaces with IFIS as
well as five (5) other KDOT applications. KDOT would like to minimize the impact on these
other systems and possible disruption of KDOT’s business processes. During the design
process, a determination will be made regarding the feasibility of interfacing other systems
directly into the FMS. The Contractor shall perform this analysis within one hundred fifty
(150) days of contract execution. As part of this analysis, the Contractor shall draft a decision
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 84 of 179
document (deliverable), define the options, and identify the pros and cons of each option.
Proposer shall list and price this deliverable in Cost Proposal Schedule 3.
From this analysis, KDOT and FMS project management will decide how the impacted KDOT
applications will interact with FMS. All required modifications to KDOT’s existing systems will
be performed by KDOT resources. Similar to the overall FMS project philosophy, interfaces
to and from the Agency’s systems will be developed by KDOT with assistance provided by
the Contractor, as needed. The Contractor shall also assist KDOT with IFIS and VES data
conversion, as needed.
IFIS and IFIS Interfaces
IFIS, KDOT’s general ledger/budgetary system, manages available funding, encumbrances,
and transaction details at an agency-defined organizational level rather than at the
appropriation level. VES interfaces with IFIS daily. All VES transactions, including orders
and payments, are reflected in IFIS as different transaction types so that daily budget reports
can be reviewed. An order is reflected as an encumbrance and when converted for payment,
the encumbrance is liquidated and the transaction is reflected as an expenditure. IFIS
provides a download of expenditures to KDOT’s budget preparation system and uploads
approved budgets for budget execution and control. It receives payroll information (salary
dollars) from SHARP. IFIS receives revenue transactions as follows: deposit receipt
vouchers are entered into the State of Kansas Interfund System (SOKI3+), then interfaced to
STARS, which in turn interfaces to IFIS. KDOT stores IFIS transactions in a specific, yearly
file which is available to selected users for ad hoc reporting. IFIS is a mainframe CICS /
COBOL / VSAM application.
VES and VES Interfaces
VES manages KDOT’s procurement business process. Procurement transactions are
entered into VES either as purchase authorities or as purchase requests. VES accesses the
STARS vendor table in real-time when creating a payment or creating a purchase order. The
transactions have status changes to denote approvals and when a request is changed to an
order. Document numbers for these transactions are automatically assigned by the system
and are the same throughout the life of the transaction. The status changes are reflected in
IFIS as the transaction changes from a request to an order to a payment. An order can be
entered into the system with minimal information so that a document number can be
obtained. The document can be revised as more information becomes available.
VES also generates A/P transactions from two other systems – Construction Management
System (CMS), and City Connecting Links. An interface from CMS sends payment requests
(e.g., contractors and consultants) to VES. VES also receives requests for City Connecting
Link payments (on a quarterly basis) to cities for connecting link maintenance.
VES generates travel and other miscellaneous expense payments via direct entry.
Some KDOT travelers use an automated travel voucher workflow process. All vouchers were
intended for automated workflows but have been limited by the current VES technical
constraints. It is KDOT’s desire to automate as much of the processing as possible.
However, it is also necessary to recognize that due to the geographical and hierarchal nature
of KDOT, it is normal to have several levels of review and approval before requests are finally
submitted for processing. KDOT’s automation currently performs these levels of review, and
approval can happen in minutes. KDOT has an internal workflow system that can facilitate
this approval process.
All payment transactions are entered into VES. VES sends a daily (batch) interface file to
STARS for selected encumbrance and all payment processing. VES receives a nightly
interface (batch) file back from STARS with paid warrant information. A KDOT program is
run that matches paid transactions against pending transactions. If selected fields match,
warrant information is applied to the KDOT transaction and sent on for further processing into
other KDOT systems, i.e., sending paid warrant information back to the CMS system.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 85 of 179
VES generates numerous management reports. VES is a mainframe (VSAM) application.
VES has approximately two hundred (200) users statewide.
Crew Card (a single entry point system for labor, equipment, material, and accomplishments
for maintenance crews) interfaces with VES to access the ordered quantity of materials by
selected object codes (currently selected with plans for expansion) for consumable inventory
receipts. Crew Card queries VES four times per day. Crew Card will need to interface with
the purchasing/AP process either through VES or direct. KDOT uses its own set of object
codes, where the first three characters match STARS (mainly for 342x commodities, e.g.,
maintenance and construction materials), with the last two characters denoting the type of
material. Crew Card will have to be modified (by KDOT) if FMS requires different object
codes. Crew card also interfaces with the consumable inventory system to record issues and
receipts. It also interfaces with capital inventory to identify available equipment for a work
activity.
Other Considerations
KDOT has a complex coding scheme that is embedded in the other KDOT systems. Unique
elements of this coding scheme that are currently not passed to the state system are:

KDOT Org Number – (six [6] digits) – can indicate the bureau/district operating
budget to pay for the charge or the location/responsible party on unlimited funded
projects.

Project ID – (eight [8] characters) – a project number consists of a jurisdiction, a
serial number, and a stage. The jurisdiction is identified by a one (1) or two (2)
character code and generally identifies work according to who initiates a project and
who is responsible for seeing the project through to fruition. The project serial
number is a sequential number unique within a jurisdiction. Serial numbers are
assigned either by the user creating the project in the KDOT Comprehensive
Program Management System (CPMS) or are automatically assigned by CPMS
depending on the jurisdiction. For example, KA058501 – KA = Jurisdiction; 0585 =
Number; and 01 = stage.

Activity – (three [3] digits), defines the type of work done (e.g., 521, snow and ice).

Task – (three [3] digits), only required for further breakdown of certain activities).

KDOT account (e.g., consumable inventory 4300).

KDOT object code (five [5] digits).

Quantity (unit of Measure required on selected object codes).

Item ID info – information supports other KDOT systems, including inventory and
equipment costs. The field consists of a two (2) digit Type, e.g., OF = office,
EQ = equipment, RA = radio, and an item number which is an eight (8) digit field.
Different item numbers are different lengths, e.g., road equipment number is
seven (7) digits, with the fourth (4th) digit representing the District #, etc.

Stock No. – (eight [8]digits).

Stock No. location – (four [4] digits), tied to District/Area location, e.g., stock room,
storage location, or stockpile location.

Invoice to (location).

Ship to (location).
The Comprehensive Program Management System (CPMS) is the KDOT project
management system that provides for project creation, fund planning, monitoring, and closure
for all projects that the agency chooses to monitor in the system. This system is in the middle
of a system replacement that is expected to be complete by mid-2009. Changes to the chart
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 86 of 179
of accounts could significantly impact CPMS. This system uses “intelligent” project
numbering. The Contractor will be required to closely coordinate with KDOT during chart of
accounts design, FMS configuration, and testing.
The Construction Management System (CMS) is KDOT's contract management system.
CMS processes and maintains contract level information as opposed to project level
information. The system can be used for management of any KDOT contract. CMS contract
numbers are nine (9) digits in length and have a unique numbering scheme. Currently, CMS
voucher numbers are assigned a unique number during the nightly interface to VES.
Paid expenditures and internal Journal Vouchers (JVs) interface from VES to the core KDOT
database called Cost Center Feedback (CCFB), which associates expenditures and cost
transactions to projects and assets. KDOT would like to minimize potential impacts to CCFB.
For example, if accounting code segment lengths are expanded, KDOT may have to make
major changes to CCFB. Therefore, during system design, consideration must be given to
the impact on KDOT systems.
The Capital Inventory/Equipment Management System would benefit from links to the new
FMS for retrieving and storing purchase related data such as fund, vendor name and
address, purchase order number and date, brand and model information, and purchase price.
The Consumable Inventory System utilizes a relationship to object code that could impact this
system if a new object code structure is created in FMS. In addition, an extra translation
facility would need to be created if the state adopts a commodity code structure to tie stock
number to commodity number. Fuel issues from stock require that a valid capital inventory
number exists to receive fuel from the automated system.
KDOT continues to develop its data warehouse. Special attention to KDOT requirements in
design and implementation of the FMS data warehouse will be required to minimize
redundancy.
Two simplified illustrations of KDOT’s current systems’ architecture and possible future
systems’ architecture showing VES being retained and required interfaces to and from the
FMS are presented below.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 87 of 179
Current KDOT Systems Architecture - Simplified
Hours by Payroll Code
Employee Time
Reporting System
Employee Time coded to a Project
Salary Dollars
Time Reporting
Capital Inventory/
Equipment
management
System
Receipts
Crew Card
Equipment
SHARP
OMB Budget
Development PC
System
Consumable
Inventory
Management
System
Issues
Stock associated with equipment
Salary
Dollars &
Hours
matched
Budget Limits
Salary Dollars
Inv Trans
l En
Exp try of
end Rec
e
itur
es ipts &
Payments
Cost Center
Feedback
(CCFB)
nua
Receipts
Ma
nu
Ma
Comprehensive
Program
Management
System (CPMS)
o
ntry
al E
f Ex
Orders
pen
Location
re
ditu
s
Central Accounting
System (IFIS)
Vouchers
Actuals
Vouchers
Construction
Management
System (CMS)
Selected JVs & Encumbrances
Voucher Entry
System (VES)
STARS
Original Budget
Warrants Paid
Budget System
Warrants Paid
City Payments
City Connecting
Link
Only process flows impacted by new FMS shown
KDOT Systems (showing partial VES functionality retained) and Expected Interfaces to and
from VES - Simplified
Hours by Payroll Code
Employee Time
Reporting System
Employee Time coded to a Project
Salary Dollars
Time Reporting
Consumable
Inventory
Management
System
Receipts
Crew Card
Equipment
Issues
Location
En
tr
fE
xp
er
s
ts
yo
en
City Connecting
Link
al
O
rd
m
Comprehensive
Program
Management
System (CPMS)
nu
y
Pa
Ma
en
dit
u re
s
SHARP
Salary
Dollars &
Hours
matched
Stock associated with equipment
Manual Entry of Expenditures
Capital Inventory/
Equipment
Management
System
OMB Budget
Development PC
System
Budget Limits
Salary Dollars
Cost Center
Feedback
(CCFB)
Vouchers
1
Inv Trans
City Payments
KDOT JVs
1
VES
Vouchers
Construction
Management
System (CMS)
Vouchers
Actuals
FMS
Warrants Paid
Budget System
Original Budget
Only process flows impacted by new FMS shown
FMS RFP
State of Kansas
February 19, 2008
4.4.2
Request for Proposal 11027
Page 88 of 179
The Replacement of the Department of Social and Rehabilitation Service’s (SRS) FARMS
Cost Allocation System.
A major system to be replaced as part of the FMS project is the SRS FARMS system.
Although the objective is to minimize the level of customization in the FMS, some level of
customization will probably be required to replicate the business processes for the distribution
of expenditures to multiple funds executed by FARMS.
Depending on the software selected and similar requirements across agencies, the
replacement functionality may be needed by other agencies with similar business
requirements to distribute transactions across multiple funds. As part of the initial design
process, the Contractor shall assess the degree to which the replacement functionality is
needed by other agencies, and, if appropriate, design, develop, test, and implement a system
that meets the business requirements of SRS as described below, but is extensible to other
agencies managing similar business processes.
The Proposer shall review the following requirements and provide a description of its
approach to replacing this unique functionality, and reflect this approach in the
Enhancements and Modifications Section of Schedule 5 of the Cost Proposal.
Functional Description
FARMS is a mainframe system (VSAM / COBOL / CICS / SAS) to manage GL, AP, and grant
accounting. FARMS categorizes expenditures and balances funds. FARMS is a role-based
system which limits the category of payments that can be entered as well as what
functionality can be accessed. FARMS has an A/P function that generates payment
vouchers via manual entry (VENPAY). FARMS also generates payment vouchers from
interfacing programmatic systems. Client payment vouchers are created in various
programmatic systems and then sent to FARMS. FARMS attaches the appropriate
accounting codes to the transactions, and then creates a voucher payment file for upload to
STARS. In addition to vendor payments, FARMS processes travel vouchers, inter-fund
transfers, and refunds. It tracks encumbrances. FARMS interfaces with STARS to generate
warrants. Downloaded files of payment information from STARS are sent to FARMS for
reconciliation purposes and to meet agency reporting needs. FARMS helps balance funds by
summarizing expenditures and adjustment transactions for each fund and generates reports
that are used to determine drawdown amounts for federal (reimbursable) grants. In some
cases, grant payments draw from two sources (i.e., two fiscal years) which are tracked in
FARMS.
FARMS’ users enter expenditure details with combinations of accounting codes (program
cost account and object) which allow the system to generate funding details based on cost
allocation plans derived from time studies (labor) and administrative costs which are set-up in
FARMS’ funding tables. The system includes edits for certain program cost account codes
combined with specific classes of object codes and sub-object codes. SRS desires to be
able to re-calculate encumbrance funding based on changes to the funding table.
FARMS uses its own class of sub-object codes to break down categories of expenditures
further within the State-defined object code divisions, e.g., a sub-object from VENPAY
translates into a STARS’ sub-object code (these must be reconciled into one set of
accounting codes). Some client eligibility matching elements are stored in FARMS for certain
types of payments related to goods or services purchased on behalf of clients.
FARMS captures geographic information (County code and Area Number) for each
transaction. Location information is used for reporting.
SRS, in accordance with federal rules, uses cash basis accounting, e.g., expenditures for
assets are not depreciated for federal reporting.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 89 of 179
The figures that follow illustrate how FARMS fits into the current systems architecture and
how this functionality is envisioned in the FMS architecture. Note that FARMS also interfaces
back to the Medicaid Management Information System (MMIS), now under the auspices of
KHPA.
SRS
Current
Labor
collection
SHARP
CntrlCashier
Cashier
Cntrl
SOKI
Grants&&
Grants
ContractsLog
Log
Contracts
Data entry (VENPAY) for vouchers,
travel, inter-fund transfers, refunds,
interim assistance
Inter-fund
transfers
InventoryDB
DB
Inventory
KMIS
KMIS
DDS
DDS
FARMS
FARMS
Encumbrances,
Encumbrances,
paymentvouchers,
vouchers,
payment
etc.
etc.
KansasCares
Cares
Kansas
SCRIPTS
SCRIPTS
Attaches coding to transactions
Makes interim assistance
payments
Warrant info
Farms interfaces back warrant
information to KMIS, Kansas
Cares and SCRIPTS
STARS
Uses control tables in FARMS for
document #s
LIEAP
LIEAP
KAECSES
KAECSES
Assets
Assets
STARS
STARS interfaces warrant information back to
LIEAP and KAECSES
Satellite
Warrants
Recommendation: Eliminate FARMS, Grants, Contracts Log and Inventory
(Assets) Dabtabase
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 90 of 179
SRS
Future
Labor
collection
SHARP
CntrlCashier
Cashier
Cntrl
SOKI
KMIS
KMIS
DDS
DDS
KansasCares
Cares
Kansas
FMS
SCRIPTS
SCRIPTS
LIEAP
LIEAP
Warrant # in
outbound interface
KAECSES
KAECSES
Integration with FMS and SOKI3+
The FARMS replacement solution (solution) shall be fully integrated with the FMS, i.e.,
accounts payable, purchasing, general ledger, and asset management. Any new screens
required by the solution shall have the same “look and feel” as the FMS software. Access to
the solution shall be through the common FMS security handler. The solution shall
incorporate the FMS workflow engine to support the business processes. The solution shall
use the FMS budget checking processes prior to posting transactions. Data generated from
the funding distribution process shall reside in the GL and shall be exported to the data
warehouse for querying and reporting. Derived funding distributions for inter-fund transfers
will be interfaced with SOKI3+. In addition, a process will be created to provide FMS vendor
information to programmatic systems – a function currently performed by FARMS.
A conceptual design to assist in understanding the solution, the business processes it
supports, and integration into the FMS is illustrated in the following figure.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 91 of 179
FARMS Replacement
Conceptual Design
Fed Systems
Requestfor
for
Request
Reimbursement&&
Reimbursement
Drawdownprocess
process
Drawdown
SOKI
SRS’Central
Central
SRS’
CashierSystem
System
Cashier
ReceiptRevenue
Revenue
Receipt
Interface
MakeInter-fund
Inter-fund
Make
Payments
Payments
Inter-funds
w/ Distributions
Set-upProcesses
Processes
Set-up
FMS Data
Warehouse
FMS
Funds
••Funds
Program,
••Program,
Participants
••Participants
Matching%
%and
andlimits
limits
••Matching
Effective/validdates
dates
••Effective/valid
Validaccount
accountcode
codecombinations,
combinations,etc.)
etc.)
••Valid
GL & Budget Control
A/P & Interfaces
EnterTransactions
TransactionsDirect
Directinto
into
Enter
FMSA/P
A/Por
orInterface
Interfacefrom
from
FMS
ProgrammaticSystems
Systems
Programmatic
FMS’ FARMS
Functionality
SRSLabor
Labor(from
(fromqtrly
qtrlytime
timeStudies)
Studies)
••SRS
Vouchers,Encumbrances
Encumbrances
••Vouchers,
Administrativeallocations
allocations
••Administrative
Inter-agencytransfers
transfers
••Inter-agency
Refunds
••Refunds
(editchecks)
checks)
(edit
Funding Sources
Admin
State Funding
1. Set-up of % distributions
among funds based on
PCA and subobjects in
defined/valid combinations
of account codes
2. Process transactions
based on set-up rules
(Grant#,
#,budget
budgetyr,
yr,account/object,
account/object,
(Grant
date,amount)
amount)
date,
Distributions of
Funding Sources
Distributions of
Transactions
SRS’ Funds
Local/Non-Profit/Private
Funding
GenerateReports
Reports
Generate
Queries
&&Queries
(RFRs/drawdowns,status
statusofof
(RFRs/drawdowns,
funds,mgmt
mgmtreports,
reports,audits)
audits)
funds,
Federal Funding
Refunds/Reversals
Fee fund revenue
Solution Requirements
High-level requirements for the FARMS replacement solution are provided below. This
information is intended to be used to assist in estimating the scope of work for this element of
the project and to provide sufficient information to determine if any existing software
functionality can support these business requirements.
Business Requirements
1. The solution shall have a user-friendly set-up process for defining accounting code
combinations that are valid and invalid for various types of transactions.
2. The solution shall have a set-up process for defining the percentage funding split for
various accounting code combinations and types of transactions including:

labor transactions;

travel;

administrative costs;

inter-fund payments;

depreciation; and

refunds.
3. The set-up of funding splits will have other necessary edit checks, such as (but not
limited to): 1) ensuring splits equal 100% across funds; and 2) dollar limits based on
funding sources and on various accounting code combinations and effective dating
for applicability of funding tables.
4. Funding splits shall be date effective.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 92 of 179
5. Edit checks shall permit federal funds to be overspent but not State funds.
6. The solution shall have the ability to post transactions against multiple (up to 2 digits,
i.e., 99) funding sources.
7. The solution shall have the ability to by-pass the funding distribution and post against
a single or default funding source based on the combination of account codes.
8. The solution shall have the ability to by-pass the Set-off system based on accounting
code combinations.
9. The solution shall have the ability to by-pass 1099 eligibility based on accounting
code combinations.
10. The solution shall have the ability for the user to correct erroneous entries by
reversing the funding splits and crediting the appropriate funding sources.
11. The solution shall provide the ability to systematically re-code encumbrances when
funding splits change.
12. The solution shall provide the user with the ability to check funding distributions
before committing the transactions or encumbrances (using an optional link).
13. The solution shall enable the user to override funding distributions.
14. The solution shall be able to accommodate numerous data elements unique to SRS
such as case numbers, client numbers, and geographical designations.
15. The solution shall be fully configurable and all business rules data-driven such that
there is no hard-coding of values.
User Interface
16. The solution shall have the same “look and feel” as the FMS.
Data Layer
17. The solution shall include custom tables to store derived and source data and to
maintain data at the required level of resolution.
Security
18. The solution shall only enable authorized SRS employees to have access to the setup and transaction processing functionality (unless it is determined that other
agencies can benefit from this solution, in which case security rules will be developed
beyond SRS’ needs).
19. The solution shall have a Security Role, an Administrative Role, and an End-user
Role. These roles shall be integrated into the overall FMS security handler.
20. The solution’s Security Role will enable a security administrator to set-up
administrators and end-users, if outside of standard FMS roles.
21. The solution’s Administrative Role shall have the rights to create and modify set-up
tables.
22. The solution’s End-user Role shall have the rights to perform the following functions:

Enter transactions and encumbrances that get distributed across the funding
sources;

View data; and

Generate reports.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 93 of 179
Data warehouse
23. Data derived from the funding distribution process, as well as transactions by-passing
the funding distribution process, shall be exported to the data warehouse for access
to staff querying and reporting.
Reporting
24. The Proposer shall assume that, in addition to the requirements for the querying and
reporting portal, twenty-five (25) individual reports will be required. Of these twentyfive (25) reports, fifteen (15) shall be categorized as complex, five (5) shall be
categorized as moderately difficult, and five (5) shall be categorized as simple.
25. The solution shall have interface reports to validate that the correct number of
transactions were processed and that the dollar amounts between systems reconcile
between FMS and SRS’ programmatic systems.
Data Conversion
26. The solution shall have all required data from FARMS and STARS converted and
loaded to support executing SRS business processes at “go-live.” Data conversion
could involve multiple years of funding encumbrances each linked to multiple funding
sources.
Team/SRS Staff Resources
27. The solution will be developed by a team of Contractor resources and SRS
resources. The Contractor will lead this effort following an acceptable development
process which shall consist of design (including use cases), prototyping, testing,
refinement and extension, integration testing, and documentation. SRS will assign
two FTEs to this effort. SRS will be responsible for modifying programmatic systems
as required to attach FMS coding to transactions.
4.4.3
The Interaction Between SHARP and the New FMS.
The State of Kansas implemented the Statewide Human Resource and Payroll
System (SHARP) in 1995. SHARP utilizes the Oracle-PeopleSoft Human Resources Capital
Management ERP software as configured and customized to meet the State’s HR/Payroll
needs. SHARP is composed of the following PeopleSoft modules, which have been
successfully implemented:

Human Resources;

Payroll;

Benefits Administration;

ePay;

eProfile; and

eDevelopment.
The State also owns licenses for the following additional modules, but they have not been
implemented at this time:

eBenefits; and

eRecruitment.
The State originally implemented version 4.02 of the PeopleSoft software in December 1995,
and recently upgraded to Human Capital Management (HCM) 8.9MP1.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 94 of 179
Required Interfaces
The State processes payroll cycles on a biweekly basis within SHARP. Off-cycle payroll runs
are executed as needed. The financial transactions from each payroll cycle are interfaced to
STARS, the State’s legacy financial management system. To accomplish this, STARS
receives several updates through automated interfaces from SHARP during the standard
payroll cycle. The detailed payroll data is summarized at the unique Chart of Account
combinations. The chart that follows identifies the various interface “touch points” between
SHARP and other statewide and user agency administrative systems.
Current automated interfaces are as follows:

A summarized encumbrance file is loaded in STARS based on the expected actual
expenditures for the pay period three business days prior to the pay day.

A summarized file of the expenditure and receipt data for the pay period, as well as
the encumbrance reversal, is sent to STARS on the pay day. There are one (1)
on-cycle and three (3) off-cycle pay dates each bi-weekly payroll period. Off-cycle
payrolls include paycheck reversal, adjustment, and supplemental transactions. The
accounting transactions for paycheck reversals are sent to STARS as they are
generated.

For each pay cycle, two (2) files are sent to STARS to support the remittance process
(warrants and ACH) for court-ordered payments for garnishments, child support, and
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 95 of 179
levies for payroll. On the first business day following the pay day, two files are
created.
o
The first file, KPAY324, includes all the bi-weekly remittances for levies,
Federal continuing garnishments, and out-of-state child support.
o
The second file, KPAY324x, includes the bi-weekly child support payments
for the Kansas Payment Center. An addendum record is created for each
recipient for this file.
In addition, each month, a third file, KPAY325, is created and sent on approximately
the twenty-fifth (25th) of each month. This file includes all of the monthly garnishment
payments to all attorneys.
All files are created using the current STARS “IN” format. The STARS “IN” format includes
the STARS coding block, the vendor number and vendor suffix (which indicates the address
to be used), invoice number (if applicable), invoice description, voucher number, vendor
name, city, state, and the transaction amount. The batch header information includes
number of batches, record count, batch date, batch effective date, and total dollar amount.
In STARS, specific Department of Administration Payroll Clearing Fund accounts have
overrides on index codes in order for the third party payment transactions to process without
suspending due to Set-Off processing.
Each university within the Board of Regents maintains its own financial management and
HR/Payroll systems. STARS processes summary financial transactions from the universities’
systems through an automated interface as follows:

Approximately one week prior to the pay day, the universities’ systems send the
expenditure and receipt file (DA175) to STARS for the pay period – no encumbrance
file is sent. Payroll expenditures are recorded against the Board of Regent’s agency
budgetary accounts, and receipts are recorded to the Board of Regent’s agency
Payroll Clearing Fund accounts.

Each university sends an interface file to STARS to record expenditures against the
Board of Regent’s agency Payroll Clearing Fund accounts, and receipts into the
Department of Administration Payroll Clearing Fund accounts for each payroll
deduction, tax, and employer contribution. This file is processed in STARS each pay
day.

Each university sends to SHARP a gross to net pay detail information file which is
reconciled to the expenditure and receipt file (DA175) and STARS interfaces prior to
processing checks and updating balances in SHARP.
Files and reports are created from SHARP for user agencies to reconcile payroll
expenditures. The report, known as KPAYWAGE Salary & Wage Report, includes all
expenditure data by document, fund, index, program cost account code and position. The
KPAYWAGE report includes expenditure data only, which is used by agencies to reconcile
their own agency funds with STARS. In addition, data files created in SHARP, known as
KPAYGL5C, are sent to agencies (as requested) which include salary and wage expenditure
data that can be used to reconcile expenditures in STARS. The KPAYGL5C data file
contains the same data as the KPAYWAGE Report.
SHARP also sends data files (KPAYTRS1, KPAYTRS2, and KPAYTRS3) to support warrant
and direct deposit issuances to the State Treasurer’s Warrant System for bank reconciliation.
The State Treasury sends documents related to direct deposit reversals to the Division of
Accounts and Reports, Payroll Services Section. The Payroll staff creates the appropriate
cash receipt and payment voucher entries in STARS. Payment vouchers are only processed
in STARS in those situations where multiple financial institutions are involved, which results
in a partial direct deposit reversal. If only one financial institution is involved, an EFT reversal
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 96 of 179
would be processed in SHARP to reverse the direct deposit transaction and a supplemental
payroll warrant would be issued to pay the employee.
A data extract, known as STARREC, is triggered by Payroll staff, through STARS Ad
hoc/Focus Application, which extracts Department of Administration Clearing Fund data from
the STARS transaction file. The data extract is created once a month except during fiscal
year end when it is created twice. The data extract is used by Payroll staff to reconcile
Department of Administration Clearing Fund accounts between SHARP and STARS.
At fiscal year-end, an interface is created from STARS to the Budget Management System
(BMS), which includes salary and wage data totals for the fiscal year. The Division of
Personnel Services creates an interface from SHARP to BMS, which includes position
funding data, and employee and position data related data required for the budget process.
Currently, there are no interfaces between SHARP Benefits Administration and STARS.
SHARP platforms include:

Human Capital Management (HCM) 8.9MP1;

Solaris 10;

PeopleTools 8.49.07; and

Oracle 10g Release 2.
Please see RFP Appendix 3 for documentation concerning SHARP to FMS interface
requirements.
4.4.4
The Labor Distribution Solution.
During analysis of agency systems, it was noted that approximately fourteen (14) agencies
had business requirements for collecting labor expenditures and distributing these
expenditures to various projects, grants, or cost centers. The State does not have the
capability to provide such functionality at this time because the Time and Labor module within
the PeopleSoft Human Capital Management software solution has not been implemented.
Furthermore, the central payroll system (SHARP) and accounting system (STARS) do not
have accounting code blocks to capture project/grant/cost center numbers. Consequently,
many agencies have developed ancillary systems to capture labor costs and associate these
expenditures to agency projects/grants/cost centers to support federal grant reporting and
reimbursement requests and to meet management needs. In many cases, agencies perform
a laborious process of manually distributing labor costs to grants/projects/cost centers by
taking employees’ gross pay and dividing it by the number of employees’ hours captured for
each grant/project/cost center during the pay period.
These multiple agency solutions are problematic for the same reasons that multiple agency
accounting systems are problematic, i.e., these systems require agency resources to build,
maintain, and reconcile. There are no economies of scale. There is no standardization of
business processes. There is no central source of accurate data. The agencies that do not
interface to SHARP must perform dual data entry.
Agencies which are required to distribute actual labor expenditures to projects, grants, and
other cost centers include:

Aging (183);

Agriculture (321);

Commerce (307);

Corporation Commission (226) – Interface to SHARP;

Corrections (minor);
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 97 of 179

Education (216) – Interface to SHARP;

Health and Environment (889);

Health Policy (252);

Highway Patrol (859);

Insurance (minor) – Interface to SHARP;

Juvenile Justice (minor);

Kansas Bureau of Investigation (minor);

Labor (504) – Interface to SHARP; and

Wildlife and Parks (842).
Notes:
1. The number of employees within each agency is given in parenthesis (see above).
2. Two of the larger agencies not listed above are KDOT and SRS.
KDOT has
significant labor distribution requirements but has a system in place to meet their
needs. SRS uses time studies from the previous quarter to determine its estimated
labor distributions among its programs for the current quarter. After the close of the
current quarter, SRS uses time studies from that quarter to adjust allocations based
on actual encounter data.
Most agencies listed above have developed, or are in the process of developing, electronic
systems to capture labor costs and associate these costs to grants/projects/cost centers.
Corporation Commission, Education, Insurance, and Labor have electronic labor collection
systems which capture project / grant / cost center identifiers and interface to SHARP.
However, as mentioned above, grant / project / cost center identifiers do not interface to
SHARP.
Presented below is a conceptual diagram showing these interfacing and non-interfacing
agencies. Non-interfacing agencies are required to enter labor transactions manually into
multiple systems. For most agencies, reconciliation is a very labor-intensive task performed
monthly or every pay period.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 98 of 179
Reconciliation Process
Interfacing agencies with
business requirements
for labor distribution
KCC
KCC
Education
Education
Insurance
Insurance
Labor
Labor
Non-interfacing agencies
with business requirements
for labor distribution and
electronic labor collection
systems
Corrections
Corrections
Aging
Aging
SHARP
SHARP
Adjutant
Adjutant
General
General
HCRM)
(PSHCRM)
(PS
STARS
Agriculture
Agriculture
Commerce
Commerce
Patrol
HighwayPatrol
Highway
Juvenile
Juvenile
Justice
Justice
Policy
HealthPolicy
Health
Authority
Authority
Health
Health
Wildlife&&
Wildlife
Parks
Parks
KBI
KBI
Reconciliation Process
Dual entry for labor and labor
reconciliation (unless automated)
is an arduous non-value added
process that should be eliminated
by the FMS project.
At the time of issuance of this RFP, it was determined that the State did not have adequate
information to prescribe a solution. Therefore with respect to labor distribution, the State’s
strategy is to preserve the option to address this business need once additional information
has been obtained through the proposal and selection process. An ideal solution will meet
these agencies’ requirements for labor distribution as part of the FMS without requiring
additional major modifications to SHARP, i.e., beyond modifications needed to address
chartfield changes. The impact to SHARP from changes to the chart of accounts is unknown
and could be significant. Since SHARP’s customized accounting processes are expected to
require major modifications in any event, it may be possible to leverage these changes into a
solution for labor distribution. The solution must consider whether to utilize these agencies’
current electronic time reporting systems or to substitute a single labor collection application
for use by these agencies. The solution may depend on the software selected and the
experience of the Contractor.
Proposers shall describe a feasible solution in detail, identifying resource requirements
(Contractor and State), software (if needed), a timeline, and the expected impact to SHARP
in the Technical Proposal, and shall provide a fixed-price cost for software (if needed) and
services in the Cost Proposal. Proposers shall break down their fixed-price services cost into
two (2) deliverables: a design deliverable and an implementation deliverable, and reflect
such in Cost Proposal Schedule 3 (Deliverables Payment Schedule). The proposed solution
will be evaluated as part of the overall proposal selection process.
Once the Contractor is selected, FMS project leadership shall make a decision whether to
proceed with the proposed solution. If it is decided to proceed with the Contractor’s labor
distribution solution, following the design phase, the Contractor shall provide a deliverable
presenting the detailed design (including integration points and impact to SHARP), an
integrated project plan, a resource plan, and expected impacts on the agencies and risk
factors. With this information the State’s Project Director in consultation with agencies
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 99 of 179
affected will make an informed decision whether to implement the designed solution. If the
State decides to pursue the designed solution, then the Contractor shall begin the
implementation phase using the fixed-price cost developed in their original proposal.
4.4.5
The interaction Between Treasury Systems and the New FMS.
Please see the paragraph titled Treasury Systems, Set-off System, Satellite Warrants and
FMS in RFP Appendix 3 for documentation concerning Treasury systems to FMS interface
requirements.
4.4.6
The Interaction Between the Budget Management System (BMS) and the New FMS.
The mission of the Division of the Budget (Division) is to provide for the effective and efficient
management of Kansas state government. The Division has central responsibility for the
state budget process and management of state government. Within broad guidelines set by
law, the Division issues instructions, regulations, and directives that determine how state
agencies propose and justify requests for expenditure authority. Findings and conclusions
arising from that analysis are submitted to the Governor and become the basis for the
Governor's recommendations to the Legislature. Additionally, the Division provides support
to the Governor on budget and related policy issues and is responsible for budget execution.
The Division utilizes its Budget Management System (BMS) as the major tool in building and
finalizing the State’s Budget. The BMS is based on the baseline budget preparation software
purchased
from
Legacy
Solutions
[now
Affinity
Global
Solutions,
Inc.
(http:/www.affinitygs.com/)]. This software maintains a significant national market share
(approximately 20%) and is currently used by nine (9) states to meet their statewide budget
development needs. Proposers should assume that the State will have upgraded to the
latest, web-enabled version of Affinity’s IBARS software by the time of FMS go-live (currently
scheduled for July 1, 2010).
Overview of State’s Budget Development Process
Appropriations for agency operating expenditures have been made on an annual basis
since 1956. With enactment of legislation in 1994, the budgets of twenty (20) state
agencies were approved on a biennial basis starting with FY 1996. They were all financed
through fee funds. Since then, two (2) of these merged and a non-fee agency was added,
leaving the total at twenty (20).
Producing a budget is a continuous process. However, it does have certain discrete phases.
In the Executive Branch, the budget process begins as soon as the legislative session ends.
At that time, the budget staff prepares The Comparison Report. This report compares the
budget recommended by the Governor for the current and budget fiscal years to the budget
approved by the Legislature.
In June, the Division of the Budget (DOB) analysts prepare for the budget process and work
with Affinity, the software vendor, to make BMS ready for use. This preparation process
includes any software updates/modifications released by the vendor (and/or requested by the
Division of the Budget) to BMS, as well as data uploads from STARS (FMS in the future) and
SHARP needed to assist agencies in completing their initial budget requests. Concurrent
with this process, budget instructions are distributed by the Division of the Budget to state
agencies. These instructions include allocations that each Executive Branch agency uses in
budget preparation and instructions for preparing a capital budget for the budget year
based on the approved budget for the c urr e nt f is c a l ye ar , as a dj us te d f or o ne - t im e
expenditures, caseloads, and the annualization of partial-year funding.
On July 1, agencies use the budget instructions to prepare a capital budget using PC-based
spreadsheets. The capital budget contains a five-year plan, which includes the capital
improvement requests for the current year, the budget year, and four out-years following the
budget year.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 100 of 179
Concurrent with preparation of financial segments of the agency budget is completion of
agency strategic plans that are submitted with the budget in September. Agency strategic plans
establish a clear definition of mission and a direction for the future; develop agency-wide work
plans and agency-specific objectives as well as strategies for fulfilling the agency mission; and
allocate resources according to priority and ensure accountability for the use of those
resources. As part of the strategic planning process, agencies identify an agency mission,
agency philosophy, goals and objectives, and performance measures to track
progress toward the plan.
Starting in mid-August, the BMS is opened for agency budget entry. Agencies are requested
to prepare and enter into BMS one complete (operating/capital) budget for submission on
September 15. For Executive Branch agencies, the submission is based on an allocation
prepared by the Division of the Budget in June. Each Executive Branch budget submission also
includes reduced resource packages that detail how the services provided by the agency would
be affected under a reduced resource scenario. The Division of the Budget also prepares
a reduction amount for these agencies to use in preparing their reduction packages. Agencies
may also submit requests for incremental additions to their base budgets in the form of
enhancement packages that represent new programs or the expansion of existing ones. All of
the budget components are intended to reflect program priorities.
According to law, the Governor cannot make a recommendation with respect to the budget
request submitted by the Judiciary. As a matter of policy, the Governor treats the legislative
budgets in the same way. Therefore, the Governor includes these budgets as requested to
present a complete state budget that accounts for all budget resources. Modification to the
Judiciary and Legislative Branch budgets, if any, is the responsibility of the Legislature.
The individual budgets submitted by state agencies show program expenditures with
appropriate funding sources for each program within the agency. This data is shown for
the actual fiscal year, the current year, and the budget year. Budget submissions also
document performance that relates to the outputs and outcomes identified in the agency’s
strategic plan. Evaluation of performance provides a means for weighing budget alternatives.
Beginning September 15, analysts in the Division of the Budget create DOB working
versions of the agency budget requests submitted in BMS, and review each agency
budget request. The working versions are finalized in BMS and become the DOBrecommended versions. The Division of the Budget recommendations, based on those
analyses, are provided to each state agency by November 10. The agencies then have ten
(10) days to determine whether to appeal those recommendations to the Secretary of
Administration. Many appeal the recommendations in writing; some also request an
appointment to present an oral appeal.
Once the appeal process has been completed, the Division of the Budget staff prepares its
presentations for the Governor. An analysis of the difference between the Division of the
Budget recommendations and the agency’s request, including the effect on performance, is
presented to the Governor. The analysis includes the agency’s request and the basis for it,
the Division of the Budget recommendation and the basis for it, and the agency’s appeal, if
any.
Children’s Budget. Applicable agencies are required to enter a Children’s Budget in the
Children’s Budget module of BMS. K.S.A. 75-3717(a) (2) requires that the Governor
include in The Governor’s Budget Report a listing of all state agency programs that “provide
services for children and their families.” The information is summarized in the Children’s
Budget, which includes expenditures from all funding sources and from the State General
Fund, by agency and by project; the number of children or families served in each program;
and a brief description of each of the agency programs.
The Governor uses this information to make budget determinations for all agencies. The
Division of the Budget then aggregates final recommendations, enters change packages in
BMS, and prepares The Governor’s Budget Report. Usually at the end of the session,
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 101 of 179
Division of the Budget analysts will enter change packages in BMS. Those change packages
include Governor’s Budget amendments issued during the session as well as any legislative
changes. Once the budgets are approved, agencies can only view budgets in BMS and are
responsible for allocating the change packages back to their internal agency budgets
maintained in their own systems. During this same budget cycle, between September 15 and
commencement of the legislative session in January, the Legislative Research
Department’s fiscal staff also are analyzing agency budget requests from BMS.
Following receipt of the Governor’s recommendations, legislative fiscal analysts begin updating
their analysis in their own tracking system for each agency to reflect the
recommendations of the Governor. These updated budget analyses are printed in the
Legislative Research Department’s annual analysis, and copies are distributed to each
legislator.
Consideration by First House. The Governor’s budget recommendations are drafted into
appropriation language by the Office of the Revisor of Statutes. A ppr o pr i at i ons ar e
d i vi d ed i nt o t hr e e par ts :
supplemental appropriations, capital improvement
appropriations, and budget year expenditure authority for all agencies except biennial
agencies, whose expenditure authorizations cover a two-year period. The appropriations
are simultaneously considered by the Ways and Means Committee of the Senate and the
Appropriations Committee of the House.
The chairpersons of the committees appoint subcommittees to consider appropriations for
various agencies. Subcommittees vary in size. Usually between two (2) and ten (10)
persons are named to a subcommittee. After reviewing the budget requests, the
subcommittee drafts a report, which details all budgetary adjustments to the Governor’s
budget recommendations that the subcommittee wishes to make. The subcommittee
report may contain administrative or programmatic recommendations.
The subcommittee report is presented to the full committee for consideration. A committee
may adjust the recommendations of its subcommittee in any area or it may adopt the entire
report as submitted. The appropriations are reprinted in order to reflect the recommendations
of the full committee. The appropriations are then presented to either the House or
Senate, which may amend or reject them.
Consideration by Second House. The process for review of the appropriations in the
second house repeats the steps followed in the house of origin.
Conference Committee Action. Upon completion of consideration of the appropriations by
both chambers, the bills typically go to a conference committee so that differences between the
House and Senate versions can be reconciled. Each chamber then votes to accept or
reject this appropriation bill. If either chamber rejects the conference committee report on
the appropriation bill, it is returned to the conference committee for further review and for
possible modification.
Omnibus Appropriation Bill. Traditionally, this has been the last appropriation bill of the
session. It contains any appropriation necessary to carry out the intent of the Legislature
that has not yet been included in another appropriation bill. Since the advent of the statutory
requirement for an Omnibus Reconciliation Spending Limit Bill to be passed at the end of the
session, the Omnibus Appropriation Bill has served as the reconciliation bill.
State Finance Council. The State Finance Council is a statutory body that provides a
mechanism for making certain budgetary and personnel adjustments when the Legislature is not
in session. The Council consists of nine (9) members: the Governor, the Speaker of the
House, the President of the Senate, and the House and Senate majority leaders, minority
leaders, as well as Ways and Means and Appropriations Committee chairpersons.
The Governor serves as chairperson of the Finance Council. Meetings are at the call of the
Governor, who also prepares the agenda. Items are eligible to receive Finance Council
consideration only if they are characterized as a legislative delegation to the Finance Council.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 102 of 179
Approval of Finance Council items typically requires the vote of the Governor and a majority of the
legislative members.
Present statutes characterize the following items of general application to state agencies as
legislative delegations, allowing them to receive Finance Council approval under certain
circumstances, including but not limited to the following:
1. Increases in expenditure limitations on special revenue funds and release of State
General Fund appropriations.
2. Authorization for state agencies to contract with other state or federal agencies, if the
agencies do not already have such authorization.
3. Authorization of expenditures from the State Emergency Fund for purposes
enumerated in the statutes.
4. Increases in limitations on positions imposed by appropriation acts on state agencies.
5. Approval of the issuance of certificates of indebtedness to maintain a positive cash
flow for the State General Fund.
6. Approval to issue bonds for capital projects when an agency has been granted
bonding authority.
Certain other items of limited application are characterized as legislative delegations by
individual legislative acts, allowing them to be subject to Finance Co u nc i l a c ti o n. T h e
Fi na nc e C o unc i l c an n ot appropriate money from the State General Fund, authorize
expenditures for a purpose that specifically was rejected by the previous legislative session,
or commit future legislative sessions to provide funds for a particular program.
At the end of the Legislative session, both the Division of the Budget and Legislative fiscal
staff reconcile final budget amounts as tracked by the two organizations, and prepare postsession reports.
How BMS Supports Budgetary Process
Each state agency is responsible for developing its initial budget request and submitting the
request to the Division of the Budget for review and final approval. The BMS is the
application tool used to process initial agency budget requests through final approval of
the State’s Budget. BMS contains sub-schedules required to complete an agency’s budget
request. Expenditure, funding and revenue data, as well as change package information, is
accessed and updated through the System. Narrative data supporting the budget request
items also exist in the System. Additionally, salary and fringe benefits projections are
completed and incorporated as part of the overall budget request.
State agencies typically develop their budget requests at a lower level of detail than required
by the Division of the Budget, instead using the level of detail required for internal agency
budget monitoring purposes. We will refer to this level of detail as the “operating budget”
level. The operating budget detail is typically developed and maintained in agency “shadow
systems,” spreadsheets, databases, or some combination thereof.
Please see RFP Appendix 3 for documentation concerning BMS to FMS interface
requirements.
4.4.7
The Accounts Receivable and Billing Pilot.
During analysis of agency systems and business processes, nine (9) agencies were identified
with requirements for Accounts Receivable and Billing. These agencies are listed below:

Aging;

Commerce;

Corporation Commission;
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 103 of 179

Kansas Bureau of Investigation;

Health and Environment;

Highway Patrol;

Lottery;

Secretary of State; and

Department of Administration.
In order to limit additional project scope, complexity, and cost, while addressing a critical
need of these nine (9) agencies, an optional pilot approach will be undertaken to implement
accounts receivables and billing. The pilot approach will entail forming a design team
comprised of representatives from the nine (9) agencies, the Division of Accounts and
Reports, and the Contractor. This team will develop the requirements for configuration of the
accounts receivable and billing functionality. Two (2) agencies will be selected to pilot
implementation. Accounts Receivable and Billing will be implemented in the remaining
agencies (as a separate project) after “go-live” when the core financials and other key
elements of the system are stable.
For proposal preparation, the Proposer shall describe the methodology for executing this pilot
project in Technical Proposal TAB 10 – ACCOUNTS RECEIVABLE AND BILLING PILOT
(see RFP Section 5.4.14). The Proposer shall also identify this pilot in its project plan
showing expected timeframe and required resources.
The Proposer shall also list and price the following deliverables in its Cost Proposal
Schedule 3 (Deliverables Payment Schedule):
1. Accounts Receivable and Billing Pilot Design;
2. Accounts Receivable and Billing Pilot Configuration;
3. Accounts Receivable and Billing Pilot Testing;
4. Accounts Receivable and Billing Pilot Implementation.
The State of Kansas will review the Proposer’s fixed-price cost and approach for the
Accounts Receivable and Billing Pilot in the context of the overall estimated project cost,
project timeline, and impact on affected agencies, and make a determination within six (6)
months of contract execution as to whether or not to proceed with the Accounts Receivable
and Billing Pilot.
4.5
Implementation and Integration Services Scope: It is expected that 100% of the work will be
performed on-site in Topeka. However, the State may consider a proposal of up to 30% of
development activities performed off-site, if it is economically advantageous and feasible to do so
without jeopardizing knowledge transfer to State project team members. Non-development work
performed off-site can be proposed if there is strong compelling justification to do so presented in
the Alternative Services Approach and the Alternative Cost Proposal. Proposers contemplating
off-site work shall first propose a 100% on-site solution as the primary proposal, and then present
a
second
proposal
for
the
off-site
alternative
in
TECHNICAL
PROPOSAL
TAB 11 - ALTERNATIVE SERVICES APPROACH (see RFP Section 5.4.15). Proposers must
also prepare an Alternative Cost Proposal for the off-site alternative.
The State requests that the Proposer provide a recommended strategy and approach to
accomplish the implementation in a twenty-one (21) month timeframe, beginning on October 6,
2008, with a “big bang” implementation occurring on the fiscal year boundary of July 1, 2010. All
specified functional modules shall be completely implemented at July 1, 2010.
The Contractor shall provide project teams, tools and templates, methods and frameworks, and
other capabilities to support the services required to ensure a successful implementation. The
effort related to these activities shall be split between the Contractor and the State in order to
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 104 of 179
develop the State’s capacity to support itself. The Contractor shall be required not only to train
the State project teams, but also to mentor the State project teams in performing tasks that will
build State capacity. The following is a high-level list of the implementation services that are
required in this RFP; however, additional services may be required to ensure implementation
success in accordance with the Proposer’s methodology.

Project Management

Technical Architecture and Infrastructure Design
o
Software Installation
o
Technical Architecture / Infrastructure Design
o
Testing
o
Tuning
o
Business Continuity

Requirements Validation, Business Process Design, and Software Configuration

Customizations
o
Reports Analysis and Development
o
Enhancements and Modifications
o
Interface Development
o
Data Conversion
o
Workflow Configuration

Security Configuration

Testing



o
Unit Testing
o
System Testing
o
Integration Testing
o
Load/Stress Testing
o
Acceptance Testing
Training
o
Project Team Training
o
Technical Training
o
End-user Training (Train-the-Trainer)
Documentation
o
End-user Documentation and Job Aids
o
System Documentation
o
Operational Documentation
o
System Configuration Documentation
o
Procedures Documentation
Knowledge Transfer
FMS RFP
State of Kansas
February 19, 2008

Request for Proposal 11027
Page 105 of 179
Enterprise Readiness
o
Communications
o
Cultural Change Management
o
Skills Needs and Gap Assessment
o
Creating and Mentoring Change Agents
o
Leadership Alignment and Executive Sponsorship
o
Role Mapping
o
Organizational Readiness
o
Production Transition
o
Establishment of an FMS Help Desk

Deployment (Roll-out) Support

Post-Implementation Support

Quality Assurance
The detailed proposal submission requirements for implementation and integration services are
defined in RFP Section 5 (Proposal Response).
If off-site work is contemplated, then the Proposer must provide a 100% on-site cost quote, and
then propose, as an alternative, the off-site cost quote.
While some exceptions may be granted, work should occur between the State’s core business
hours (7:00 AM to 6:00 PM, Monday through Friday) to ensure maximum knowledge transfer.
4.6
Organizational Scope: The new FMS will support all State of Kansas agencies. Proposers are
advised to pay particular attention to how the Kansas Department of Transportation (KDOT) will
utilize the new FMS, documented above in RFP Section 4.4.1. All universities will continue to
interface with the new FMS as they currently do with STARS.
FMS RFP
State of Kansas
February 19, 2008
4.7
Request for Proposal 11027
Page 106 of 179
Resources to be Provided: The State intends to assign State staff to the project team on a fulltime basis, with resources provided by the Department of Administration and other State
agencies. At the State’s discretion, state personnel may be substituted, added, or removed. The
following chart provides an estimate of the number of staff to be provided by the State, as well as
their roles on the project:
Project Role
Project Director
1.0
Deputy Project Director
1.0
Implementation Manager
1.0
Project Administrative Support
1.0
Enterprise Readiness Team Lead Manager
1.0
Enterprise Readiness SMEs
4.0
Training SMEs
4.0
Technical Team Manager
1.0
Infrastructure / Data Warehouse SMEs
3.0
Enhancement / Workflow SMEs
4.0
Interface / Conversion SMEs
4.0
Report Development SMEs
3.0
Application Security SME
3.0
Functional Team Manager
1.0
Accounts Payable SMEs
3.0
General Ledger / Budget Control SMEs
3.0
Project Accounting / Grant Accounting SMEs
3.0
Asset Management SMEs
2.0
Purchasing SMEs
4.0
Quality Assurance / Testing
2.0
HR / Payroll
2.0
A/R Billing Pilot
1.0
Total Estimated Project FTEs (State Staff)
4.8
State FTE
Estimate
52.0
Facilities and Equipment to be Provided by the State: Most project staff will be located in
Topeka at a State-provided facility. A possible exception to this is user training facilities,
discussed in RFP Section 5.4.11.2.9 (Training). The Proposer may assume that the State will
provide adequate office space, personal computer workstations with network connections,
Internet access, telephone, fax, and copier access for project team members. If any staff from
the Proposer’s team require special accommodations for a disability or work limitation, please
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 107 of 179
make a note of that in TECHNICAL PROPOSAL TAB 9 – PROJECT STAFF AND
ORGANIZATION (see RFP Section 5.4.13).
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 108 of 179
RFP Section 5
PROPOSAL RESPONSE
5.1
Submission of Proposals: The fully completed proposal must be delivered at the Proposer's
expense and received by the Procurement Officer designated on Page 1 on or before the date
and time specified in the RFP Schedule of Events (RFP Section 2.5).
Proposals shall consist of:

One (1) paper original with original signatures, and twenty-nine (29) paper copies of the
Technical Proposal, including signature sheet, applicable literature, and other supporting
documents;

One (1) paper original with original signatures, and six (6) paper copies of the Cost
Proposal including signature sheet; and

Electronic / software version(s) of the technical and cost proposals are required. These
shall be provided on CD, and placed in the front cover sleeve of each applicable paper
original or paper copies of the related technical and cost proposals. The CDs shall
include the proposal in both PDF format and in Microsoft® Word format with hyperlinks to
the sections from the table of contents. Cost schedules shall be provided in Microsoft
Excel 2003 format, and project plans shall be provided in Microsoft Project 2003 format.
The CDs shall be appropriately labeled with the information listed for the Technical
Proposal Title Page (see RFP Section 5.4.1), or the Cost Proposal Title Page (see RFP
Section 5.6.1). Separate CDs must be used for the Technical and Cost Proposals (i.e.,
do not include cost information on the CDs that contain the Technical Proposal).
All copies of cost proposals shall be submitted in a separate sealed envelope or container
separate from the technical proposal. The outside shall be identified clearly as "Cost
Proposal” or “Technical Proposal" with the RFP number and Closing Date.
Proposer’s proposal, sealed securely in an envelope or other container, shall be received no later
than 2:00 p.m., Central Time, on the Closing Date indicated in the on Page 1, addressed as
follows:
Kansas Division of Purchases
Proposal # 11027
Closing Date: April 2, 2008 at 2 P.M. Central Time
900 SW Jackson Street, Room 102N
Topeka, KS 66612-1286
The Division of Purchases telephone number for courier delivery is 785-296-2376.
Faxed, e-mailed, or telephoned proposals are not acceptable.
Proposals received prior to the Closing Date shall be kept secured and sealed until closing. The
State shall not be responsible for the premature opening of a proposal or for the rejection of a
proposal that was not received prior to the Closing Date and time because it was not properly
identified on the outside of the envelope or container. Late Technical and/or Cost Proposals will
not receive consideration. At the State’s option, such proposals will be retained unopened in the
file or will be destroyed by the State at the State’s expense. Alternatively, the Proposer may
request the late proposals be returned at the Proposer’s expense.
It is the Proposer’s responsibility to ensure that proposals are received by the Closing Date and
time. Delays in mail delivery or any other means of transmittal, including couriers or agents of the
issuing entity, shall not excuse late proposal submissions.
5.2
Proposal / RFP Response Instructions: Proposers shall prepare their proposal in accordance
with the instructions and sequence given below. The proposal should be clear and concise in
response to the information and requirements described in this RFP.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 109 of 179
The proposal, as well as any reference material presented, must by written in English and must
be written on standard 8-1/2” x 11” paper. Foldouts containing charts, spreadsheets, and
oversize exhibits are permissible.
Each page of the proposal shall be clearly and uniquely numbered.
5.3
Technical Proposal Overview: The format and sections of the Technical Proposal shall
conform to the tabbed structure outlined below. All tabs shall be labeled appropriately.
Adherence to this format is necessary in order to permit effective evaluation of proposals.
The Technical Proposal shall be in the following format:
Technical Proposal Content

Title Page
Transmittal Letter
RFP Addenda
Table of Contents
TAB 1 – Executive Summary
TAB 2 – Mandatory Qualifications
TAB 3 – Administrative Requirements
TAB 4 – Proposer Corporate Information
TAB 5 – Subcontractor Corporate Information
TAB 6 – Licensed Product Information
TAB 7 – Implementation and Integration Services
TAB 8 – References
TAB 9 – Project Staff and Organization
TAB 10 – Accounts Receivable and Billing Pilot
TAB 11 – Alternative Services Approach (IF APPLICABLE)
Appendix 1: Functional Requirements
Appendix 2: Technical Requirements / Questionnaire
Appendix 3: Data Warehouse and Reporting Requirements
Appendix 4: Marketing Materials
Appendix 5: Exceptions
Appendix 6: Sample Statement of Work (SOW)
5.4
Technical Proposal Content: The following sections explain the content that is required in each
of the sections of the Technical Proposal.
No pricing or cost information shall be included in the Technical Proposal. Inclusion of
Cost Proposal amounts in the Technical Proposal shall make the proposal non-responsive
and the State shall reject it.
FMS RFP
State of Kansas
February 19, 2008
5.4.1
Request for Proposal 11027
Page 110 of 179
TECHNICAL PROPOSAL TITLE PAGE
The title page shall be placed as the front cover and/or insert and includes:
1. The RFP number (11027).
2. The title of the RFP (Financial Management System Software and Associated Integration
Services).
3. The RFP Closing Date (Proposal Submission Deadline from the RFP Schedule of Events
in RFP Section 2.5).
4. The Proposer’s name.
5. The inscription, “Technical Proposal.”
6. A separate and distinct control number for each of the hard copies placed in the bottom
right corner. The control number naming convention is <Proposer Name>-<sequential
number> (e.g., “Acme-29”). Please ensure that the signed original is designated with
control number “1.”
5.4.2
TECHNICAL PROPOSAL TRANSMITTAL LETTER
The letter of transmittal shall include:
1. A brief statement of the Proposer’s understanding of the scope of software and services
associated with this RFP.
2. The names, titles, addresses, e-mail addresses, and telephone numbers of the
individuals who are authorized to make representations on behalf of and legally bind the
Proposer.
3. The names, titles, addresses, e-mail addresses, and telephone numbers of the individual
who will function as the main contact for the Proposer.
4. A statement that the entire proposal and the price contained therein shall be binding upon
the Proposer in all respects for a period of 180 days from receipt of the Revised Offer, or
from submission if no Revised Offer is requested.
5. A statement designating the firm that will function as Proposer (prime contractor) in
response to the RFP.
6. A list identifying all subcontractors.
7. A statement that the Proposer is a corporation or other legal entity.
8. A statement that no attempt has been made or will be made to induce any other person
or firm to submit or not to submit a proposal.
9. A statement that the Proposer or any subcontractors do not discriminate in employment
practices with regard to race, color, religion, age (except as provided by law), sex, marital
status, political affiliation, national origin or disability.
10. A statement that no cost or pricing information has been included in the transmittal letter
or the Technical Proposal.
11. A statement that the Proposer or any subcontractors presently have no interest, direct or
indirect, which would conflict with the performance of services under this contract and
shall not employ, in the performance of this contract, any person having a conflict.
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State of Kansas
February 19, 2008
Request for Proposal 11027
Page 111 of 179
12. A statement that the person signing the proposal is authorized to make decisions as to
pricing quoted and has not participated, and will not participate, in any action contrary to
the statements above.
13. A statement as to whether there is a reasonable probability that the Proposer or any
subcontractor is or will be associated with any parent, affiliate, or subsidiary organization,
either formally or informally, in supplying any service or furnishing any supplies or
equipment to the Proposer or any subcontractor which would relate to the performance of
this contract. If the statement is in the affirmative, the Proposer is required to submit
with the proposal, written certification and authorization from the parent, affiliate, or
subsidiary organization granting the State and/or the federal government the right to
examine any directly pertinent books, documents, papers, and records involving such
transactions related to the contract. Further, if at any time after a proposal is submitted,
such an association arises, the Proposer will obtain a similar certification and
authorization and failure to do so will constitute grounds for termination of the contract at
the option of the State.
14. A statement acknowledging that the Proposer agrees that any lost or reduced federal
matching money resulting from unacceptable performance in a contractor task or
responsibility defined in the Request for Proposal, contract, or modification shall be
accompanied by reductions in state payments to Contractor.
15. A statement that the Proposer or any subcontractor has not been retained, nor has it
retained a person to solicit or secure a state contract on an agreement or understanding
for a commission, percentage, brokerage, or contingent fee, except for retention of bona
fide employees or bona fide established commercial selling agencies maintained by the
vendor for the purpose of securing business. For breach of this provision, the
Procurement Negotiating Committee shall have the right to reject the proposal, terminate
the contract, and/or deduct from the contract price or otherwise recover the full amount of
such commission, percentage, brokerage, or contingent fee, or any other benefit.
16. A statement that all staff members of the Proposer’s team will follow all State of Kansas
administrative policies, procedures, requirements, specifications, and standards.
17. The signature(s) of person(s) authorized to legally bind the Proposer. The name(s) and
legal title(s) of the(se) individual(s) shall be typed under the signature(s). Indicate the
Proposer’s tax number under the signature block(s). This signature shall be the same
individual that signs the Signature Sheet.
5.4.3
TECHNICAL PROPOSAL RFP ADDENDA
Proposers shall acknowledge receipt of all RFP addenda by listing the addenda and including a
signed copy of the front page of each addendum here. The signature(s) must be the same as on
the transmittal letter. There is no need to include the entire text of each addendum – a signed
front page will suffice.
5.4.4
TECHNICAL PROPOSAL TABLE OF CONTENTS
The Technical Proposal shall be submitted with a table of contents that clearly identifies and
denotes the location of each section and sub-section of the proposal, with hyperlinks to the
sections from the table of contents. Each page of the response should be clearly and uniquely
numbered. Additionally, the table of contents shall clearly identify and denote the location of all
enclosures and attachments to the proposal.
FMS RFP
State of Kansas
February 19, 2008
5.4.5
Request for Proposal 11027
Page 112 of 179
TECHNICAL PROPOSAL TAB 1 – EXECUTIVE SUMMARY
In the Executive Summary, the Proposer shall condense and highlight the contents of the
proposed solution in such a way as to provide the State with a broad understanding of the
proposal. Proposers shall provide a concise summarization of the proposed products and
services, and how these proposed products and services solve the problems presented in the
RFP. Proposers shall present their planned approach to providing the proposed products and
services, and their understanding of the objectives and intended results of the project and the
scope of work. Proposers shall summarize how their proposal meets the requirements of this
RFP, and provide documentation as to why the product and service providers assembled in the
proposal are best qualified to perform the work required herein.
5.4.6
TECHNICAL PROPOSAL TAB 2 – MANDATORY QUALIFICATIONS
Proposers must provide a detailed response that substantiates their ability to meet each
mandatory qualification. The mandatory qualifications are as follows:

The Proposer must have completed by the Proposal Submission Deadline (Closing
Date), as the Contractor or primary provider of implementation services, a state or local
public sector implementation of an integrated financial management system for an
organization with total annual expenditures (including state and federal appropriations) of
at least $8 billion and with at least 20,000 head count employees.

The proposed version of the ERP financial management software must be currently in
production in a public sector environment which includes, for the ERP financial
management software, a city, county, or state government, or a public or private
institution of higher education, with a total annual budget of at least $8 billion and with at
least 20,000 head count employees.

The Proposer must provide a minimum of one (1) client in which it was responsible for
the end-to-end implementation of the functional ERP areas listed below with the
proposed ERP software within the past five (5) years.
1. Accounts Payable
2. General Ledger
3. Project Accounting
4. Grant Accounting
5. Asset Management
6. Procurement
7. Reporting and Data Warehousing

The proposed ERP financial management software must currently be in production in a
State Department of Transportation environment.
An explanation shall be provided to document how each of the above mandatory qualifications is
met. Additionally, a client contact person name, organization, title, e-mail address (if available),
and telephone number shall be provided that can validate that the Proposer or the ERP Software
Provider has met the above mandatory qualifications. Employees of the Proposer or any of its
proposed subcontractors shall not be used as the contact person.
FMS RFP
State of Kansas
February 19, 2008
5.4.7
Request for Proposal 11027
Page 113 of 179
TECHNICAL PROPOSAL TAB 3 – ADMINISTRATIVE REQUIREMENTS
RFP Section 1 contains blank copies of the forms required for compliance.
concerning each form are provided below.
Instructions
1. Expression of Interest Form. The Expression of Interest Form is submitted at any time
during the procurement process up to the Proposal Submission Deadline (Closing Date –
please see the RFP Schedule of Events in RFP Section 2.5) in accordance with the
instructions on the form. It is not required for RFP submission.
2. Signature Sheet. The Proposer must fill out the Signature Sheet form and submit it with
the proposal as the first entry under this TECHNICAL PROPOSAL TAB 3 –
ADMINISTRATIVE REQUIREMENTS.
3. Supplier Diversity Survey Form. The Proposer and all proposed subcontractors must fill
out the Supplier Diversity Survey Form and submit it with the proposal as the second
entry under this TECHNICAL PROPOSAL TAB 3 – ADMINISTRATIVE
REQUIREMENTS. When completing the form, please list the Proposer first, the ERP
Software Provider subcontractor second, all other Third Party Software Provider
subcontractors third (in alphabetical order), and Service Provider subcontractors fourth
(in alphabetical order).
4. Tax Clearance Form. The Proposer must fill out the Tax Clearance Form and submit it
with the proposal as the third entry under this TECHNICAL PROPOSAL TAB 3 –
ADMINISTRATIVE REQUIREMENTS. Note that this form requires information for all
subcontractors. When completing the forms, please list the Proposer first, the ERP
Software Provider subcontractor second, all other Third Party Software Provider
subcontractors third (in alphabetical order), and Service Provider subcontractors fourth
(in alphabetical order).
5. DA-146a Contractual Provisions Attachment. This form is a required attachment for all
State of Kansas contractual agreements. It will be attached to any contract ensuing from
the FMS procurement process. Proposers must include a clear and unambiguous
statement expressing agreement to these contractual provisions without exception as the
fourth entry under this TECHNICAL PROPOSAL TAB 3 – ADMINISTRATIVE
REQUIREMENTS.
6. Certification Regarding Non-discrimination and Immigration Reform & Control.
This
form is a required attachment for all State of Kansas contractual agreements. It will be
attached to any contract ensuing from the FMS procurement process. Proposers must
include a clear and unambiguous statement expressing agreement to provide a signed
Certification Regarding Immigration Reform & Control form as the fifth entry under this
TECHNICAL PROPOSAL TAB 3 – ADMINISTRATIVE REQUIREMENTS.
7. Proposed Integration Services Reference Questionnaire: This form is required for
proposal submission under TECHNICAL PROPOSAL TAB 8 – REFERENCES. Please
refer to the instructions for TECHNICAL PROPOSAL TAB 8 in RFP Section 5.4.12.
8. Proposed ERP Software Reference Questionnaire: This form is required for proposal
submission under TECHNICAL PROPOSAL TAB 8 – REFERENCES. Please refer to the
instructions for TECHNICAL PROPOSAL TAB 8 in RFP Section 5.4.12.
Additionally, Proposers are required to provide their responses to the Contract Terms and
Conditions for proposal submission under TECHNICAL PROPOSAL APPENDIX 5, as specified in
RFP Section 5.4.20.
FMS RFP
State of Kansas
February 19, 2008
5.4.8
Request for Proposal 11027
Page 114 of 179
TECHNICAL PROPOSAL TAB 4 – PROPOSER CORPORATE
INFORMATION
The Proposer shall include a detailed narrative description of the Proposer’s organization. The
narrative shall include the following:
1. Brief overview of business operations, with an emphasis on ERP related business in the
public sector.
2. Date established.
3. Ownership (public, partnership, subsidiary, etc.).
4. State in which the contractor is incorporated.
5. Office location(s) responsible for performance of proposed tasks.
6. Full disclosure of any proposed off-site activity and the locations involved.
7. Organizational chart.
8. Full disclosure of any potential conflict of interest.
9. A statement of whether, in the last ten years, the Proposer and any officers in their
individual or professional capacity or associated with another company have filed (or had
filed against it) any bankruptcy or insolvency proceeding, whether voluntary or
involuntary, or undergone the appointment of a receiver, trustee, or assignee for the
benefit of creditors, and if so, an explanation providing relevant details.
10. A statement of whether there are any pending Securities Exchange Commission
investigations involving the Proposer, and if such are pending or in progress, an
explanation providing relevant details and an attached opinion of counsel as to whether
the pending investigation(s) will impair the Proposer’s performance in a Contract under
this RFP.
11. A statement documenting all open or pending litigation initiated by Proposer or where
Proposer is a defendant in a customer matter.
12. Full disclosure of any contracts terminated for cause or convenience in the past five (5)
years.
13. Full disclosure of any criminal or civil offense (see RFP Section 3.44).
14. Statements of financial stability indicating that the Proposer has the financial capacity to
provide the entire solution, and that the Proposer has adequate resources to continue as
an ongoing concern.
5.4.9
5.4.9.1
TECHNICAL PROPOSAL TAB 5 – SUBCONTRACTOR CORPORATE
INFORMATION
ERP SOFTWARE PROVIDER
For the ERP Software Provider, Proposer shall provide the same information listed for the
Proposer Corporate Information (see RFP Section 5.4.8). Also include a copy of the teaming
agreement or subcontracting agreement between the Proposer and the ERP Software
Provider.
5.4.9.2
THIRD PARTY SOFTWARE PROVIDERS
For any Third Party Software Provider listed in TECHNICAL PROPOSAL TAB 3 –
ADMINISTRATIVE REQUIREMENTS, Proposer shall provide the same information listed for
the Proposer Corporate Information (see RFP Section 5.4.8). Also, include a copy of the
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 115 of 179
teaming agreement or subcontracting agreement with the Proposer in each Third Party
Software Provider section. Provide the information for the Third Party Software Providers in
alphabetical order.
SERVICE PROVIDERS
5.4.9.3
For any Service Provider listed in TECHNICAL PROPOSAL TAB 3 – ADMINISTRATIVE
REQUIREMENTS, Proposer shall provide the same information listed for the Proposer
Corporate Information (see RFP Section 5.4.8). Also, include a copy of the teaming
agreement or subcontracting agreement with the Proposer in each Service Provider section.
Provide the information for the Service Providers in alphabetical order.
5.4.10
TECHNICAL PROPOSAL TAB 6 – LICENSED PRODUCT
INFORMATION
5.4.10.1
BUSINESS APPLICATIONS
In this section, the Proposer shall provide a detailed product summary chart that lists:
1. Each Software Provider (please list the ERP Software Provider first);
2. The different product sets to be provided by each Software Provider;
3. The modules / functions within those product sets;
4. The release level of the products to be used;
5. The next release / version level to be released; and
6. The planned release date of the next release / version.
REMINDER: Costs shall be reflected in the separate Cost Proposal.
After the summary chart, the Proposer shall provide a description of all application software
modules necessary to provide the requested functionality as referenced in RFP Appendix 1.
For each module, the Proposer shall summarize in one page the key features and functions
of that module, as well as the major integration points, workflow, and report capabilities of the
module, in the following format. The size of the individual response items may be adjusted
as needed, as long as the total response for each module does not exceed one page.
Module One-Page Summary Format
Module Name
Narrative Description of Major Functions
Integration Points
Workflow Capabilities
Reporting Capabilities
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 116 of 179
The following is a brief explanation of expected response for each required field:

Module Name – Indicate the module name (e.g., General Ledger, Accounts Payable)
from the proposed software solution.

Narrative Description of Major Functions – Describe in narrative form the major
business process functions addressed by the module. Describe the key features of
the module and how the module addresses the pertinent business needs of the
State.

Integration Points – Describe the integration of the module with other modules in
related business processes. An exhaustive listing of all integration points is not
required. The intent is to provide a general understanding of relationships and
dependencies between software modules.

Workflow Capabilities – Briefly describe the automated workflow capabilities of the
module, including routing and approval functions.

Reporting Capabilities – Briefly describe the most significant capabilities for
reporting in this module through standard reports, ad hoc queries, online inquiry, or
other means.
In each Software Provider section, describe, where applicable:
1. How the needs of the Kansas Department of Transportation (KDOT) will be met (see
RFP Section 4.4.1);
2. How the interaction with SHARP will occur (see RFP Section 4.4.3); and
3. How the interaction with BMS will occur (see RFP Section 4.4.6).
Optional Functionality
Proposers are also asked to describe any additional administrative functionality not
specifically requested in the requirements attached to this RFP, but offered to public sector
organizations as part of the proposed ERP software suite. Such functionality, if offered, shall
be described in sufficient detail to enable the State to determine its usefulness. Optional
software shall be separately priced in the cost proposal, but will not be a factor in evaluating
bid responses. The State reserves the right to purchase additional software licenses
associated with optional software if specific statewide or user agency functional needs are
met. Optional software functionality may include budget preparation, fleet management, or
other functionality the Proposer believes may be of interest to the State based on usage by
similar government organizations. The State is particularly interested in learning about:
1. Travel and Employee Expense Reimbursement; and
2. Inventory Management.
Proposers are asked to discuss the Travel and Employee Reimbursement functionality first,
the Inventory Management functionality area second, followed by any other functionality
areas offered.
Proposers are also advised that the State has included requirements for Travel and
Employee Expense Reimbursement and for Inventory Management as referenced in RFP
Appendix 1.
FMS RFP
State of Kansas
February 19, 2008
5.4.10.2
Request for Proposal 11027
Page 117 of 179
TECHNOLOGY PRODUCTS
In this section, the Proposer shall provide a product summary chart that lists:
1. Each Technology Product Provider;
2. The different technology products to be provided by each Technology Product
Provider;
3. The release level of the products to be used;
4. The next release / version level to be released; and
5. The planned release date of the next release / version.
Costs shall be reflected in the separate Cost Proposal.
Additionally, the Proposer shall address the following topics regarding the proposed products:
1. Integrated development toolset required to address the following:

Screen / panel modification and development;

Menu modification and development;

Screen-based label name configurations for tailoring to State vocabulary;

Workflow modification and development;

Web service and application API modification and configuration;

Database – current table, current column, or new column addition and
editing;

Database – new table and column addition and editing; and

Database, table, and column triggers and procedures – either directly or
through configurable implementations of equivalent capabilities through
abstract programmatic capabilities.
More than one toolset can be provided if products are sourced from different Third
Party Software Providers.
2. Data Warehouse – should be a collection of data from varying sources which is
loaded on a periodic basis. This data is to be organized in a way that optimizes data
retrieval for reporting purposes and is extensible, allowing for additional data to be
added at a future date. The data structure is to be broken into subsystems called
Data Marts which groups related data together. Access to this data is to be
controlled by an administrator. The administrator is to be provided a tool to be used
to create universes which are data maps that handle the varying relationships within
the data. The business users of this data can run standard or ad hoc reports using
the reporting tools referenced immediately below.
3. Ad hoc Reporting tools – shall enable business users to create their own reports and
explore enterprise data.
4. Business Intelligence tools – it is the State’s intent to take full advantage of the
information captured within the new FMS to support Business Intelligence
functionality in addition to operational reporting requirements. The expectation for
Business Intelligence is to provide the capability for both tactical data analysis
associated with program performance and strategic data analysis associated with
long-term planning and measurement of operational performance against strategic
goals.
5. Upgrade tools – including analysis tools, “fix” and “patch” automated implementation
tools, and full release or version automated upgrade tools. More than one set of
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 118 of 179
tools can be provided if products are sourced from different Third Party Software
Providers.
6. Enterprise Application Interface (EAI) tools – tools provided should support use with
all products proposed in the solution.
7. Extract, Transform, and Load (ETL) tools – tools provided should support use with all
products proposed in the solution.
8. Production tools – typical capabilities of these types of tools (schedulers, job
automation and sequence scripting, job roll-back, etc.). Tools provided should
support all components of the server-based application software solution.
9. Application test tools – tools provided should support all components of the serverbased application software solution.
10. Configuration management tools – tools provided should support all components of
the application software solution.
11. Central identity and security management tools – tools provided should support all
components of the application software solution.
12. Performance monitoring tools – tools that monitor the end-to-end response time and
performance of the application on an ongoing basis, for use in alerts and
troubleshooting.
The Proposer shall take the following into account when addressing the technology
components of their proposal:
1. Compliance with the Kansas Information Technology Architecture is required (see
RFP Section 3.70). Proposers must certify in their proposals that all their offerings
are in conformance with the Kansas Information Technology Architecture. Proposers
shall provide that certification in this section.
2. The Kansas Geographic Information System (GIS) – all databases created in this
work should be compliant with existing GIS development standards and enterprise
infrastructure to optimize spatial functionality and encoding for address data elements
(see RFP Section 2.27 and RFP Section 3.73).
3. The Proposer shall provide the State with network, desktop, and server requirements
for all software. The State shall perform the infrastructure assessment and perform
all preparation on the network and desktop components to be ready for the FMS
infrastructure installation.
4. The Proposer shall specify the requirements for all required cache servers, web
servers, application servers, and database servers for installation per the Proposer’s
specifications. The Proposer may, at its option, propose providing the server
components to the State, and installing the server components for the State.
However, the State may or may not exercise one or both of these options during final
contract negotiations.
5.4.10.3
LICENSED TRAINING
For the State, licensed training refers to any courses provided to the State in the following
manner:
1. CBT courses; and
2. Instructor-Led courses that are considered licensed materials.
CBT training may be used to perform familiarization and introductory level training of endusers.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 119 of 179
Each Proposer will include with their application product licenses, at no extra charge, the
training materials required for customizing training for internal end-users, and, in the case of
CBT, the tools for developing and customizing training.
Please note that in the Cost Proposal, all costs associated with license materials such as
CBTs and training content shall be included under the Licensed Product Costs sections of the
Cost Proposal.
Proposers must provide a training product summary chart that lists:
1. The different training Third Party Software Providers;
2. The different courses to be provided from the training Third Party Software Providers;
3. The ERP application modules / functions covered in each course;
4. The release / version level of the ERP application products covered in each course;
5. The course level (e.g., introductory, intermediate, advanced);
6. Method of course delivery (e.g., CBT, instructor–led); and
7. Course duration.
After the summary chart has been completed, create a section of the proposal for each
training Third Party Software Provider with appropriate subsections to describe each course
offering. Provide a course description, recommended attendees, any prerequisites, and other
information about the courses that would be important for the State to determine who should
attend the class.
Each functional project team member shall be trained on-site at the State of Kansas in the
following areas:
1. Overview / Introduction;
2. Level 1 Functional Training (navigation, inquiry, approval process, etc.);
3. Level 2 Functional Training (transactions); and
4. Reporting Level 1 Training (power user report development training).
Prior to testing, the functional project team members shall be trained in the fully built solution
to perform testing and to conduct the training of end-users. End-users will be trained by the
State project team members through the use of a “train-the-trainer” approach. The
Contractor shall provide resources to support the training material development and actual
end-user training activities.
The following training volumes are provided regarding the functional project team members
that are to be trained prior to the project start, or, at a minimum, prior to design and
configuration of the proposed solution.
State Functional Project Team Member Training
Requirements
Training Area
Training Volume
Accounts Payable
35
General Ledger
35
Cash Management
12
Cost Accounting / Allocation
12
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 120 of 179
State Functional Project Team Member Training
Requirements
Training Area
Training Volume
Project Accounting
20
Grant Accounting
35
Asset Management
25
Procurement
35
Accounts Receivable and Billing
10
Each technical project team member shall be trained on-site at the State of Kansas.
Expected technical project team member training user counts are provided as follows:
State Technical Team Member Training Requirements
Training Area
Training Volume
Reporting Tools
50
ERP Product Development Tools
20
ERP Workflow Development Tools
8
EAI/ETL Development Tools
20
Application Test Tools
50
Configuration Management Tools
8
Database Administration
8
System Administration
8
Infrastructure / Security
8
The following volumes are provided regarding the users that should be trained as part of the
project.
Estimated Number of Employees to be Trained at Each
Location for Each Role
Role
Requisitioning
Approver
Description
Initiates purchasing
actions
Approves
requisitions
Topeka
Wichita
Salina
Garden City
Totals
379
83
56
10
528
261
40
22
5
328
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
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Estimated Number of Employees to be Trained at Each
Location for Each Role
Role
Buyer
Description
Generates
purchase orders
Receiver
Receives goods
and services
Accounts
Payable
Creates
encumbrances and
initiates payments
Topeka
Wichita
Salina
Garden City
Totals
241
35
19
2
297
199
49
42
7
297
376
33
20
4
433
267
19
14
4
304
Accounts
Payable
Supervisor
Authorizes
payments
Project/Grant
Administrator
Sets up projects
and grants
178
17
5
Asset
Management
Administrator
Manages agency
assets in FMS
135
28
13
General Ledger
Makes journal
entries
228
21
10
Budget Control /
Cash Mgmt
Sets up budget
controls and
monitors and
manages budget
191
19
12
2
224
Builds queries and
develops reports
for agency use
293
26
26
4
349
Assign roles and
reset passwords
108
17
13
2,856
387
252
Queries and
Reports
Security
Administration
(1-3 per agency)
Totals
5.4.10.4
200
1
177
259
138
39
3,534
PRODUCT MAINTENANCE
In this section of the proposal, the approach of the ERP Software Provider and the Third
Party Software Provider(s) to meet the State’s requirements to provide product maintenance
is described, including:
1. Describe the software upgrade process used by the ERP Software Provider and the
Third Party Software Provider(s). What is the impact on user-defined fields and
tables during the upgrade process? What is the impact on any customizations
previously made to the software? What support does the software vendor provide
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State of Kansas
February 19, 2008
Request for Proposal 11027
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during the upgrade process? Is the State always required to upgrade? How many
versions/releases of the software are supported by the software vendor, and for how
long? Describe the types of documentation that accompany the upgrade software,
and the resources available if there are questions or problems applying the upgrade.
2. Describe the process used by the ERP Software Provider and the Third Party
Software Provider to distribute software fixes and patches. Describe the typical
documentation that accompanies new patch releases. Are releases of fixes and
patches made on a certain schedule, or are they released as they are ready? Is
each release cumulative of all fixes since the last upgrade? If not, how are the patch
prerequisites established? What support will the software vendor provide?
3. Special plans defining "levels" of customer support (e.g., gold, silver, etc.).
4. Telephone support (include toll-free support hotline, hours of operation, availability of
24 x 7 hotline, etc.).
5. Description of any currently known or planned enhancement items that would not be
covered by the ongoing annual maintenance payment quoted in the Cost Proposal.
6. Availability of user groups, how often they meet and how they are structured. Does
the Software Provider or the user group manage the agenda and contents of the
meetings? Describe user group input to system fixes and future enhancements.
7. Problem reporting and resolution procedures.
8. Other support (e.g., on-site, remote dial-in, web site access to patches, and
knowledge base).
It should be noted that the product maintenance period includes the twenty-one (21) month
implementation timeframe. Costs shall be reflected in the separate Cost Proposal.
5.4.10.5
PRODUCT MAINTENANCE ASSUMPTIONS
The following assumptions apply to the Product Maintenance services:
1. Upon notification of a maintenance problem, Contractor shall perform an adequate
level of problem determination to identify and resolve the issues (if possible) based
upon known product or customized solution issues. After first having completed
proper due diligence, problem determination, and using Software Provider resources
and content to attempt to resolve the support incident, the Contractor may triage to
the Software Provider and leverage the Software Provider as tier two support
whereby the Software Provider may work directly with the State to fix a particular
problem while the Contractor continues to take full responsibility for the outcome of
the incident by monitoring progress, logging, tracking, and obtaining other resources
(if the Software Provider has not solved the issues) and any other effort required to
resolve support incidents that arise during the life of the Contract.
2. The State is seeking a "high availability" ERP solution. Although the goal of all
systems is always to have a failure rate of zero, it is understood that such a goal is
truly unobtainable. A goal of 99.9% availability is more reasonable. The Proposer
shall provide a plan for obtaining this goal of 99.9% availability. Multiple scenarios
can be defined with the associated hardware/infrastructure requirements for each. It
is not required that the estimated cost for providing the essential hardware and
software be included. However, all components should be identified so that the State
may make such estimates. Those estimates will not be included in any costing or
evaluation of the Proposer's solution. Having multiple scenarios will allow the State
to select the most cost-effective alternative matched to the winning proposal.
However, the Proposer may, at its option, propose providing the essential hardware
and software needed for each option, and provide the associated estimated cost for
each option in the Cost Proposal under TAB 10 – ESSENTIAL HARDWARE AND
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State of Kansas
February 19, 2008
Request for Proposal 11027
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SOFTWARE COSTS (see RFP Section 5.6.14). But, the State may or may not
exercise this option during final contract discussions. Proposals may include any
commercially available solutions such as (but not limited to) mirrored databases,
multiple clustered servers, active or passive fail-overs, geographic separation of
system components, and active or passive monitoring systems.
5.4.10.6
CHART OF ACCOUNTS FLEXIBILITY
The Proposer shall describe how the proposed software can support a flexible financial chart
of accounts that will adapt to and accommodate the State’s current and future business
needs. The Proposer shall also describe the delivered chart of accounts structure and how it
is typically used to meet governmental needs. Both centralization and decentralization are
required in work flow and depreciation schedules, plus the ability for individual agencies (i.e.,
KPERS and Lottery) to produce their own balance sheets and income statements.
5.4.10.7
FUTURE DIRECTION
The Proposer shall describe the future direction of the technology of the proposed products.
Also, include future plans for public sector functionality for the components of the proposed
solution. The Proposer should discuss in some detail the strategic product plans for the
proposed software products in this response. What have been the significant enhancements
to the products in the past few years, and what is expected in the next five years? How will
the solution proposed currently provide a stable robust environment for the State and provide
a platform for growth and technological advances for the future?
5.4.11
TECHNICAL PROPOSAL TAB 7 – IMPLEMENTATION AND
INTEGRATION SERVICES
In this section of the proposal, the Proposer shall describe their approach in detail to
implementing the full solution requested by the State in accordance with the “big bang” approach
outlined in RFP Section 4.5 (Implementation and Integration Services Scope). Submission of an
approach in accordance with RFP Section 4.5 is mandatory.
If the Proposer believes another viable approach exists, the Proposer may provide an alternative
approach in TECHNICAL PROPOSAL TAB 11 – ALTERNATIVE SERVICES APPROACH (see
RFP Section 5.4.15).
The services proposed in TECHNICAL PROPOSAL
TAB 11 -- ALTERNATIVE SERVICES APPROACH shall fully meet the functional requirements
set forth in RFP Appendix 1.
5.4.11.1
IMPLEMENTATION ASSUMPTIONS
The State is seeking a solution whereby State staff are mentored as part of the
implementation, building the State’s capacity to support, operate, and manage the solution
once in production. The following assumptions apply to the implementation and integration
services:
1. The State desires a “big bang” implementation of all proposed functionality across all
state agencies on July 1, 2010.
2. The State shall be responsible for managing all logistics associated with end-user
training. However, the Contractor will provide the software tools used to administer
the training administration function that will support a high volume end-user training
operation, and the staffing to both set up such tools and provide oversight and
support to the State during the initial “crunch” of high volume end-user training
activity.
3. The Contractor shall be responsible for designing an implementation approach that
maximizes mentoring, coaching, and capacity building of State staff.
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4. The State shall provide staff to assist in modifying and updating user documentation
and end-user training materials. The Proposer shall assume that 50% of the effort to
update the training materials will be completed by State staff.
5. All product configuration activity shall be completed with State personnel actively
involved in configuring the system to ensure that knowledge transfer is maximized.
6. The State shall write the unit and integration test scripts (with assistance from the
Contractor) for system components that the State is responsible for designing and
building. The Contractor is responsible for all other test scripts, including the test
scripts for system testing, performance testing, and business continuity testing.
5.4.11.2
DETAILED DESCRIPTION OF SERVICES TO BE PROVIDED
In order to facilitate the State’s comparison of Proposer solutions, the Proposer’s response to
this section of the RFP shall conform to the following format without exception.
5.4.11.2.1
System Development Methodology (SDM)
It is the Proposer’s responsibility to propose a system development methodology that is
defined, documented, repeatable, and consistent with the Software Engineering
Institute’s (SEI) Capability Maturity Model (CMM), Level 3 or higher. The project scope
and cost shall include training the State project team staff on the Proposer’s SDM. The
Proposer need not have obtained official SEI certification. The proposal should identify
certifications the Proposer has received, such as SEI CMM assessments, the
International Organization for Standardization (ISO) 900x certifications, the Institute of
Electrical and Electronics Engineers’ (IEEE) Software Engineering Standards, or any
other pertinent certifications.
5.4.11.2.2
Project Management Methodology
The Proposer shall describe its approach to managing the project, including the provision
for a full-time, experienced Project Manager who will be accountable for all services and
deliverables provided under the Contract resulting from this RFP, and who will work to
ensure the on-time delivery and successful deployment of a functioning system that
meets the State’s requirements and the successful ongoing operation of the solution. As
part of its project management approach, the Proposer shall describe the project
management tools, standards, controls, and procedures that will be utilized to create a
proven, reliable process to deploy the system statewide. This section shall also include a
brief description of the Proposer’s approach for managing the project on a daily basis.
The intent of this information is to provide assurance to the State of the Proposer’s
demonstrated ability to manage large, complex enterprise software projects in a manner
that ensures quality, project success, long-term viability, and lowest cost of ownership.
Include in this information a statement confirming that the Proposer’s Project
Management Methodology is in full conformance with the State of Kansas uniform Project
Management Methodology for all Information Technology (IT) projects valued at
$250,000 or more (see RFP Section 3.68).
Project Work Plan
This section shall include a comprehensive project work plan that addresses the
State’s intended “big bang” implementation approach. The work plan shall include
tasks to be performed by State personnel, as well as tasks requiring collaboration
between State and Proposer personnel. It should include as much detail as possible,
although it is understood that some tasks are dependent on the results of other tasks.
The following standards apply to the work plan:
1. Project management activities shall be documented in the work plan.
2. The work plan shall outline a plan for the entire project.
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3. The work plan shall include dependencies, critical paths, and resources (both
Proposer and State staff) assigned to each task.
4. The work plan shall include all deliverables that support the Proposed
Methodology and Approach.
5. Estimated work effort shall be shown for each task.
6. Appropriate milestones shall be identified in the work plan to gauge the
project’s progress toward meeting desired target completion dates.
7. Any assumptions made in developing the work plan shall be included in this
section.
8. Proposers are to pay particular attention to the State of Kansas work plan
standards found in Information Technology Executive Council (ITEC) Policy
2400A, “IT Project Planning Instructions,” found at
http://www.da.ks.gov/kito/ITProposedPlans.htm/.
9. Also, the State requires that the Project Work Plan support the Kansas
Information Technology Office (KITO) IT Project Quarterly Reporting
requirements found at http://da.state.ks.us/kito/.
The work plan shall be accessible via Microsoft Project 2003®, and shall be included
in electronic (Microsoft Project) format (do not submit in PDF format only). Printed
copies of the proposal shall also include a high-level timeline in Gantt chart format.
The Proposer shall also provide a Staffing Plan that addresses each of the
Proposer’s project staff as well as the State’s project staff (see RFP Section 4.7
(Resources to be Provided). The Staffing Plan shall show the plan of usage (days
per month) on a monthly basis for each resource over the period of the project. The
Staffing Plan shall be included in Microsoft Excel format (do not submit in PDF format
only). Costs shall be reflected in the Cost Proposal schedules.
During implementation, the Contractor’s Project Manager shall be responsible for
monitoring and updating the project plan, revising and developing further detail as
appropriate. It is expected that the Contractor will provide highly qualified Project
Management Office (PMO) staff to manage the work planning effort and to maintain
the Project Plan in Microsoft Project 2003. The Contractor’s Project Manager shall
provide weekly Project Plan updates to the State project leadership for the duration
of the project.
The work plan shall allow a minimum of ten (10) business days for State staff to
review, request changes, and/or approve deliverables in accordance with the Quality
Assurance Review Process (QARP) explained in RFP Section 3.66. Very complex
deliverables or deliverables requiring an extended review period should allow
additional time for review.
Project Time Reporting
The Proposer shall describe its approach to an automated method of project time
reporting that integrates with Microsoft Project 2003 to support the Project Plan and
other required reporting. The State wishes to avoid manual techniques which involve
multiple keying of time by task information into various spreadsheets. Any software
licenses or computing infrastructure required to support the automated time reporting
solution shall be noted and described, along with any required team training for State
staff. Associated costs shall be included in the Cost Proposal.
Status Reporting
The Proposer shall describe its approach for project status reporting. The State
requires weekly status reports be provided to reflect the major activities for the
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reporting period. As part of the Proposer’s approach to status reporting, the State will
expect weekly participation in status meetings with the State project team. Project
management will use the status report to monitor project activity and to detect
potential problems or delays. The weekly status report should serve as the agenda
for the status meetings. Topics to be covered include:
1. A listing of significant departures from the Project Work Plan with
explanations of causes and strategies to achieve realignment;
2. A listing of tasks completed since the last report;
3. Tasks that were delayed and reasons for delay, with expected revised
completion date;
4. Planned activities for the next scheduled period;
5. Summary of major concerns or issues encountered, proposed resolutions,
and actual resolutions; and
6. Any other topics that require attention from the State Project Director.
Also, the State requires that the Proposer’s status reporting approach support the
Kansas Information Technology Office (KITO) IT Project Quarterly Reporting
requirements found at http://da.state.ks.us/kito/.
Kansas Information Technology Office (KITO) Project Reporting
Quarterly project reporting to the KITO statewide PMO is required. The Contractor
will provide the primary resource used in compiling this required reporting, as well as
providing additional information, documentation, and/or related presentations and
legislative testimony as required in support of this process, or any other related
project reporting. To address this requirement, the Contractor shall submit a draft of
the completed Project’s proposed Quarterly Report submission to the State Project
Director at least ten (10) days before it is due at the Kansas Information Technology
Office (KITO) for review and approval or modification. Once accepted, the report will
be filed with KITO by the State Project Director.
Issue Resolution
The Proposer shall describe its approach to issue identification, tracking, and
resolution. This discussion shall include the use of any tools or techniques that are
integrated into configuration management, software change control, and the overall
project management methodology. Topics to be addressed in this section include:
1. Issue identification;
2. Issue tracking;
3. Issue review and prioritization;
4. Issue analysis;
5. Issue resolution; and
6. Issue escalation.
After award, the State and the Proposer shall agree on a protocol for collaboratively
resolving implementation issues. This protocol shall address the topics above,
responsible parties, and specific steps to be taken on issues or disputes arising
during the implementation process.
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Project Controls, Standards, and Procedures
The Proposer shall describe its proposed project controls, standards, and procedures
for all project tasks. These items shall be reviewed and approved by the State’s
project leadership. This requirement includes, but is not limited to:
1. Managing project documentation – Proposer shall describe templates used
(configuration, design specifications, test scenarios, change request, etc.);
organization of project directories; naming conventions; and version control
procedures.
2. Meeting procedures – Proposer shall describe techniques to ensure that
meetings are efficient, productive, and results are adequately documented.
3. Development standards – Proposer shall describe standards and procedures
for design specifications, review processes, unit testing, and other controls to
ensure the quality and consistency of custom design and development.
4. Software change control procedures – Proposer shall describe the
procedures and/or automated tools that will be employed to ensure the
integrity of programs and configuration settings developed to support the
solution. If automated tools are to be used during the project, the costs for
such tools must be included in the licensing costs section of the Cost
Proposal (see RFP Section 5.6.6).
5. Scope management – The Proposer shall describe its scope control
processes to ensure that work is not performed on out-of-scope features,
functions, or tasks until the State grants authorization in writing.
Risk Management Plan and Procedures
As previously stated in RFP Section 5.4.11.1 (Implementation Assumptions), the
State desires a “big bang” implementation of all proposed functionality across all
state agencies on July 1, 2010, the first day of the state's fiscal year 2011. This
strategy introduces major project risks in terms of schedule coordination, availability
of agency resources, change management, product quality, and stakeholder
satisfaction. During proposal evaluation, the State will put a major point of emphasis
on the Proposer’s strategy and tactics for managing and mitigating risks, especially
those that specifically relate to a "big bang" implementation. Based on the
Proposer’s experience, the Proposer shall describe the approach to identifying and
assessing potential risks to the project, as well as identifying and managing actions to
avoid, transfer, mitigate, or manage those risks. This description shall include
specific information about the major risks of a 'big bang" implementation and specific
actions/approaches by phase and high-level activity included in the vendor's
response that are specifically targeted at mitigating such risks. In addition, the
Proposer should include the provision of the appropriate methods, tools, and
techniques for active and ongoing identification and assessment of project risks;
development of risk avoidance, transfer, mitigation, or management strategies; and
monitoring and reporting of risk status throughout the life of the project.
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Technical Architecture and Infrastructure Design
The following technical activities are within the Contractor’s scope for this project. The
Proposer shall describe its approach to providing the services and activities associated
with the each of the following:
1. Technical assistance for the sizing and procurement of infrastructure hardware
and systems software.
2. Evaluation of the State’s WAN capacity as it relates to the implementation of the
proposed ERP software, and specific recommendations concerning any needed
WAN upgrades.
3. Technical architecture and infrastructure design.
4. Standard technical infrastructure configuration and change management
methodology activities, procedures, tools and templates and how Proposer
manages these activities and leverages the tools and templates.
5. Initial software installation to support design, configuration, and testing.
6. Structure and maintenance of planned database instances / environments.
Minimally, the State believes that the following environments are required:

Production.

Quality Assurance (or System Test) – replicates production.

Integration.

Development.

Reference (vanilla).

Training.

Interface Testing.

Conversion.
Proposers shall address these environments and any other environments
needed, explaining any variance in detail.
7. Standard methodology for developing a business continuity plan, continuity
capabilities and high-availability infrastructure, as well as a detailed explanation
of the related approach, activities, procedures, tools, and templates and how the
Proposer manages these activities and leverages the tools and templates.
8. Architecting, implementing, and testing a disaster recovery process for the FMS.
9. Performance tuning of databases, application servers, web servers, and other
software and devices deployed as part of the proposed solution. This includes
batch and online software tuning, as well as data conversion software tuning.
10. Software upgrade methodology, as well as a detailed explanation of the related
approach, activities, procedures, tools, and templates, and how the Proposer
manages these activities and leverages the tools and templates.
Based upon the business requirements, technical requirements, business continuity
requirements, volume metrics, and the State’s existing hardware platform supplied in this
RFP, the Proposer shall provide a recommended hardware sizing and architecture that
considers:
1. Initial hardware for configuration, design, and development;
2. Hardware for testing in a production equivalent environment;
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3. Complete hardware sizing and architecture to address environment for release
updates, training, development, testing, and production with the test and
production environments being equivalent or practically equivalent for testing
purposes;
4. Security administration; and
5. How the proposed technical architecture design fits within the Department of
Administration’s existing network security architecture, composed of unique
logical areas separating development/test environments from production
environments.
The informational data in RFP Section 2.30 (Volume Metrics) is provided to assist in
completing this section of the proposal.
Proposers are reminded to complete the Application Architecture Questionnaire found in
RFP Appendix 6 and submit it in TECHNICAL PROPOSAL APPENDIX 2 (see RFP
Section 5.4.17).
5.4.11.2.4
Requirements Validation, Business Process Design, and Software
Configuration
The Proposer shall describe its approach to analyzing the State’s system requirements
and demonstrating the proposed software’s ability to satisfactorily meet those
requirements. This approach may include a Conference Room Pilot, or prototype,
integrated with the business process analysis and software configuration process. The
State desires to receive a formal fit/gap analysis documenting the disposition of each
functional requirement and the resolution of identified gaps (e.g., customization,
workaround, eliminate requirement). The Contractor will assist the State in identifying
appropriate business process improvement opportunities, documenting the desired
changes, and planning and implementing the business process changes. The Proposer
shall describe how this process integrates with its approach to project communications
and cultural change management, since many of the change management issues involve
changes to the State’s business processes.
The Proposer shall then describe its approach and methodology to be used to configure
the ERP software in accordance with the new business process design. This section
shall also describe:
1. Tools and procedures available to aid in the software configuration process;
2. Process used to establish the State’s account code classification structure and
budgetary control structure to ensure that all CAFR reports can be successfully
produced, that all governmental fund accounting requirements are met for all
fund types, that all needs for accrual, modified accrual, and cash basis reporting
are met, and to provide flexibility for user agencies to meet their federal, State,
and internal cost accounting (e.g., grant, project) needs;
3. Documentation provided to support the software configuration; and,
4. Process for validating
requirements.
5.4.11.2.5
configuration
against
the
State’s
documented
Customizations
The State anticipates that certain development items will be necessary to meet the
State’s functional requirements. In the following sub-sections, the Proposer will describe
its approach for addressing the various types of customizations as follows:
1. Data Warehouse, Reports Analysis and Development;
2. Enhancements and Modifications;
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3. Interface Development;
4. Data Conversion; and
5. Custom Workflow Configuration.
Though it is the State’s desire to utilize a fixed price arrangement for the entire project,
including all customization activities, consideration will be given to eliminating specific
customizations from project scope if such elimination is validated after completion of the
software design phase. If any customizations are eliminated as part of this process, then
the cost associated with each eliminated customization will be applied to a contingency
fund to be used as the State determines.
Data Warehouse, Reports Analysis and Development
The system shall include a data warehouse with querying and reporting capabilities.
The State envisions a system that provides users the ability to quickly and easily
access timely and useful information while providing archiving capabilities for 10
years of transactional data.
The expectation for the data warehouse and reporting capabilities is to provide for
both tactical data analysis associated with program performance, and strategic data
analysis associated with long-term planning and measurement of operational
performance against strategic goals. In order to achieve the vision, it is the State’s
intent to integrate the design and development of this solution throughout all phases
of system implementation, as opposed to relegating it to a separate effort at the end
of implementation.
The Proposer shall provide information on the proposed data warehousing and
reporting solution, inclusive of overall system architecture, all related software tools,
system performance metrics and benchmarks related to scalability, and system
monitoring, maintenance, and administrative capabilities. Detailed requirements for
the data warehouse are referenced in RFP Appendix 1. In addition, the Proposer
should review the following section and provide a detailed response that reflects an
understanding of the State’s expectations. These expectations in terms of vision,
user access, architecture, and operations are described below and in RFP Section
5.4.18.
The Proposer shall describe its approach to providing reporting functionality using a
data warehouse and tools that are robust enough to support present and future
reporting needs for all functional areas. Delivered reports shall be designed with
flexibility for ease of modification as functional and reporting requirements change.
The reporting tool should be easy to learn and use, easily accessed from the Web,
and have a similar “look and feel” as other system modules.
The Proposer shall describe an offering that provides, at a minimum, the following
report analysis and development services to meet the unique statewide and user
agency reporting needs:
1. Analysis of statewide and agency-specific reporting requirements and
classification of said needs by priority and type;
2. Analysis and proposal of ways to reduce the State’s use of paper in meeting
its reporting needs using State-standard tools where possible (i.e., electronic
report distribution and online / web-based report viewing);
3. Analysis, and if appropriate, recommendations to refine the State’s report
distribution and printing system; and
4. Design, development, and testing of required custom reports.
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Details concerning proposed custom reports will be placed in Technical Proposal
Appendix 3 (Data Warehouse and Reporting Requirements). Technical Proposal
Appendix 3 identifies core data warehouse and reporting requirements. These
deliverables must be included in the project scope and properly reflected in the Cost
Proposal.
Please refer to the response instructions for Technical Proposal
Appendix 3 (see Section 5.4.18).
The Proposer shall not place the actual reports in this section of the hard-copy
proposal. An electronic copy of applicable sample or mock-up reports may be
included on the Technical Proposal CD, if the Proposer desires.
Enhancements and Modifications
The Proposer shall describe its approach to making enhancements or modifications
to the baseline software solution in a manner that facilitates an easy, low-cost, and
low risk migration to new releases of the baseline product. The Proposer shall
describe its approach to coding and documenting modifications in such a way as to
ensure that they can be easily re-applied when the State upgrades to new releases
of the proposed software. The Proposer shall also include its business-justification
process for prioritizing and approving each of the identified potential enhancements.
While the State intends to minimize modifications made to the software to the
maximum extent possible, it is expected that some modifications will be required.
Once proposed modifications are identified through the fit/gap analysis process, the
Contractor shall work with the appropriate State business analyst(s) to prepare a
high-level design document with cost estimates for review and approval by State
project leadership. Upon approval, the Contractor shall produce the detailed
technical design and develop the modification. The Contractor shall be responsible
for the functional and technical designs, coding, unit testing, and integration testing of
all modifications in accordance with agreed upon standards. All modifications shall
be documented in such a way as to ensure that they can be easily reproduced when
the State upgrades to new releases of the proposed software.
The Proposer shall estimate the work effort required to complete all development
items identified by a response of MI (Minor Modification), MA (Major Modification), or
CD (Custom Development) to the functional requirements referenced in Technical
Proposal Appendix 1. The Proposer shall show the estimated total work effort for
development items, and include the cost of that work effort in Schedule 7 of the Cost
Proposal.
Interface Development
The Proposer shall describe its approach for the design, development, testing, and
deployment of automated interfaces between the FMS and other State systems. For
the purposes of scope definition, interface development falls into two categories:
1. Central Interfaces. The Contractor shall be responsible for developing
interfaces between the FMS and central systems, such as payroll and
budget. For each required interface the Contractor shall be responsible for:

Interface design;

Interface development;

Interface validation;

Interface testing;
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
Interface reconciliation reports for all interfaces that check the
number of transactions received with the number of transactions
sent, as well as a comparison of key amounts (check totals); and

Interface documentation, including development of procedures that
support interface operations.
2. Agency Systems. For programmatic agency systems, agencies will develop
all interfaces to and from their programmatic systems based upon the
standards provided by the Contractor. Contractor shall publish these
interface standards to agencies no later than one hundred fifty (150) days
after contract execution. The agencies will be responsible for modifying their
current systems to produce files that match the Contractor’s standard
inbound interface format. The agencies will also develop or modify
interfacing programs to use the outbound interface (from FMS). The
Contractor shall have on its project team a dedicated full-time resource to
assist, manage, and monitor the agencies’ interface development activities.
The Contractor shall be responsible for:

Working with agencies to develop data maps from STARS and other
applicable legacy systems;

Developing interface standards (header information, data elements,
format, etc.) and automated and manually initiated processes for
processing inbound and outbound agency interfaces;

Conducting 3-4 workshops, upon completion of the interface
standards, for agency personnel, to explain the interface standards,
development process, timeline, and testing environments and testing
processes;

Establishing and maintaining an interface testing environment which
shall include a “rapid response” test area to enable agencies to
quickly check for correct interface format and transaction processing;

Developing procedures and related documentation that support
interface operations. These procedures shall include reconciliation
reports or queries for all interfaces that check the number of
transactions received by FMS with the number of transactions sent
and provide a comparison of key amounts (check totals);

Developing, maintaining, monitoring, and providing status for a
master schedule of agency interface activities which shall be
coordinated with the Project Master Plan.
The Proposer shall also describe the built-in capabilities and tools available in its
proposed solution to interface the FMS to other State external applications.
RFP Appendix 3 identifies the interfaces to/from legacy systems that must be
included in the project scope and properly reflected in the Cost Proposal.
Data Conversion
The Proposer shall describe its approach to performing all required data conversion
activities associated with the project, including confirming statewide, agency-specific,
and supplier data conversion requirements, and developing a comprehensive Data
Conversion Plan. The detailed requirements and responsibilities for data conversion
are described in RFP Appendix 4.
The Contractor shall have responsibility for data conversion activities associated with
the FMS project. The Contractor will lead interactive conversion strategy sessions to
develop a comprehensive Data Conversion Plan. The Contractor shall coordinate
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documentation of the Data Conversion Plan, with input from the State. The Data
Conversion Plan shall, at a minimum, include:
1. All files/tables to be built in the new FMS;
2. Data sources for those files/tables;
3. Expected data volumes;
4. Those conversions where automated conversion tools or programming can
be used to significantly reduce data conversion labor; and
5. Roles, responsibilities, and timing requirements for the conversion effort for
the State and the Contractor.
Under the State’s direction, the Contractor is responsible for developing conversion
routines and scripts to bring State data into the new environment. These services
shall be described here and priced in the separate Cost Proposal.
In the execution of the Data Conversion Plan outlined above, the Contractor will be
responsible for the following:
1. Developing and testing automated conversion programs to support the
commencement of test and production operations. This deliverable shall
include:

Working with the State to map the conversion by field, define the
conversion logic, and design the conversion processes;

Developing programming specifications;

Coding conversion programs in accordance with specifications; and

Performing unit and integration testing of the conversion programs.
2. Executing programs to convert legacy data into the new FMS system, to
include:

Building any crosswalk file structures required to assist the State in
developing test scenarios and conducting acceptance testing.

Running the conversion programs and assisting the State with
verification of the converted data in the production environment.
The State shall take responsibility for loading all data that cannot load using
automated conversion programs when the State agrees that the data cannot be
loaded using automated conversion programs. The Contractor shall provide advice
and guidance for this activity.
The State shall take responsibility for certifying the accuracy of the test and
production database, and for validating all converted data, after the Contractor has
warranted that the data is ready for certification.
RFP Appendix 4 identifies the data conversion development effort that will be
included in the project scope and properly reflected in the Cost Proposal.
Custom Workflow Configuration
The Proposer shall describe its approach to analyzing, establishing, documenting,
and assisting in deployment of the workflow, electronic notification, and electronic
approval processes that are built into the system at all agencies, as well as those
developed during the project. The approach shall include a recommended schedule
and/or priority for deploying these features at the State, based on the Proposer’s
experiences with implementations of similar size and scope.
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The Proposer shall also recommend specific workflows and notifications that should
be considered for deployment, and a recommended schedule for deployment of this
additional functionality.
For workflow customization, the Proposer shall assume that delivered ERP workflow
tools will be used to develop, configure, customize, and manage the defined
workflows. The Proposer shall assume that workflow processes defined in this
section are custom workflows and are not part of the workflow processes delivered
as part of the FMS software. Workflow that is part of the delivered product will be
configured as part of software configuration services. Further, the Proposer shall
assume that the custom workflow processes are defined by the following levels of
complexity:
Complexity
Complexity Descriptions
Simple
A two-step process that includes evaluating data against up to two
variables from step one, then the initiation of step two based upon
the results of the query.
Average
A process with up to five steps that includes evaluating of data
against up to five variables from step one, the initiation of step two
based upon the results of the query with a simple approval process,
including the development of a simple data entry screen and an
approval screen.
Complex
A process with greater than five steps that includes evaluating data
against variables entered in step one, the initiation of step two
based upon variable rules, the initiation of step three based upon
the results of a multi-table query with a multi-step approval,
rejection, and re-approval process, including the development of
related data entry screen and approval screens.
The Proposer shall plan on designing, developing, and testing workflows of the
following complexities:
Complexity
Level
Number of
Workflow
Processes
Simple
5
Average
10
Complex
10
The Proposer shall include the estimated cost for providing these workflow
requirements on the Work Breakdown Schedule in the Cost Proposal. The State will
take responsibility for developing any other additional workflows.
In this section, the Proposer will also present a recommended list of workflows (with
Complexity Level) that the State may require. This list of workflows need not be
costed separately in the Cost Proposal. It is provided for informational purposes
only.
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Security Configuration
The proposed solution shall provide application controls to prevent unauthorized use of
the system, maintain system process controls, and log all transactions. In addition, the
system shall provide security to limit availability to application functionality, software
screens, data records, data elements, and data element values where appropriate.
The Proposer shall describe its approach for integrating SHARP security with overall
system security using a single sign-on. Users entering their time and leave in SHARP, or
performing other functions in SHARP, shall be able to switch to the FMS without a
separate log-in. Conversely, users logged in to the FMS shall not have to log-on to
SHARP to enter time and leave or to access other functions within SHARP.
The Proposer shall describe its approach to analyzing, establishing, and documenting
security functions across all software modules and the data warehouse, and integrating
these security functions into the State’s security network.
The Proposer must fully describe its approach to security for the proposed solution,
including but not limited to the use of firewall hardware and software, intrusion
detection/prevention systems, other protective measures, and other measures that
provide in depth defense for the proposed solution. The Proposer must fully describe its
risk management approach to application development and deployment in terms of threat
and vulnerability identification, analysis and prioritization, and mitigation techniques.
The Proposer must describe how the proposed solution will:

Ensure data confidentiality, including protection from unauthorized access, while:
o
In transit – either through execution of secure, authenticated, two-way
transactions as well as ensuring that all other data is encrypted beyond
the reasonable threat of a successful brute force attack, or comparable
risk-based mechanisms;
o
In storage – ensure that confidential data in databases from which public
data is being extracted will not be compromised;
o
Preventive and detective access controls, and reporting mechanisms,
ensuring a timely and reliable process for notification to the user,
custodian, owner, and/or customer in the event of a security breach.
o
Access controls must be strictly enforceable and auditable.

Ensure data integrity – maintain data and transaction integrity and confidentiality;
where applicable address legal and regulatory issues with regard to unauthorized
access, misuse or fraud audit trails, and options for resolution.

Ensure data reliability – maintain sufficient detail and summary information to
ensure statutory and regulatory reporting and compliance responsibilities.

Ensure data availability – maintain data and network access continuity ensuring
its availability for required business processes.

Ensure physical and environmental control – working with the State, identify
mechanisms ensuring only authorized operations personnel access data or
computer facilities unless expressly approved by the owner of the data, and
determine environmental control required to mitigate the risk of loss.

Ensure application audit capabilities – implement date-time stamp, or other
mechanism sufficient to provide an audit trail for identifying critical data and
resource application activity, and the reporting of unauthorized intrusions and
activity or attempted breaches.
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February 19, 2008
Request for Proposal 11027
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
Ensure a rigorous change management and configuration management
implementation – implement processes to maintain data integrity, confidentiality,
and availability in the application change management processes. A rigorous
change management process will include preventive and detective controls
ensuring only authorized changes are implemented.
Proposer shall propose options for configuring application security that the State may
want to consider, and the advantages or disadvantages of the proposed approaches.
5.4.11.2.7
Testing
The Proposer shall describe its approach and commitment to all phases of testing
required for a system of this magnitude, including, but not limited to:
1. Unit testing;
2. System testing;
3. Integration testing;
4. Performance (load/stress) testing; and
5. User acceptance testing.
The Proposer shall also list and describe any tools used to facilitate the testing process,
including performance testing. Proposers must understand that the State will not procure
testing tools for the FMS project. Any testing tools proposed must be provided by the
Contractor and licensed by the Contractor for use by its staff and the applicable State
staff for the FMS project at the FMS project site. The Contractor must provide any
required training on the proposed testing tools to all State staff who will be required to
use the proposed testing tools. At the end of the FMS engagement, ownership of the
testing tool will remain with the Contractor.
The Contractor must also provide any needed testing infrastructure (desktops, servers,
etc.) to support the provided testing tools. At the end of the FMS engagement, ownership
of the testing infrastructure will remain with the Contractor.
Testing must be supported for the number and level of users required, based on the
estimated State staffing levels indicated in RFP Section 4.7, plus whatever additional
State staffing support from agency SMEs that the Proposer estimates may be required to
support the testing effort.
Testing deliverables must include a Testing Approach Document / Plan, and a
Performance Testing Approach Document / Plan. Performance testing will provide, as a
minimum, testing against both anticipated initial go-live and anticipated one year post golive amounts of data.
5.4.11.2.8
ERP Software Revisions (Patches and Fixes)
In the course of conducting an ERP system implementation project, the State expects
that the ERP Software Vendor will release revisions (i.e., patches and fixes) to the
software being implemented for a variety of reasons, including, but not limited to,
correcting errors and bugs detected in the proposed software, to extend or enhance
capabilities that have been requested by users, and/or regulatory updates.
Because of the anticipated length of the FMS implementation project, it is likely that such
revisions may resolve issues encountered during the development and testing phases of
the project and thus need to be applied during the project. The application of revisions
may also be required by the ERP Software Provider in order to be able to provide support
for certain functionality that has been modified by the revision. However, it is difficult to
continuously apply all revisions upon their release throughout the project because of the
nature of their release schedule, the potential for disruption of project activities by their
application, and the likely need for retesting and rework to accommodate their effects.
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February 19, 2008
Request for Proposal 11027
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Given this situation, the Proposer shall describe the recommended strategy and
approach for the application of revisions during the project lifecycle, including a specific
discussion of what revisions (categorized and explained as to their general subject, level
of complexity, potential impact, and associated strategy) are likely to be released during
the duration of the project based on the software proposed, and how the releases will be
monitored and candidates identified and evaluated for application during the project.
If, for any reason, the recommended strategy includes delaying application of certain
categories of revisions based on the project phase in which they are released until after
go-live, an explicit strategy for how these revisions would be addressed in the postimplementation period, and how the expected impacts can be mitigated, shall be
provided, based on the Proposer’s experience in previous projects. The scope of the
approach to the revisions discussed should not be limited to only that software provided
by the ERP Software Provider, but also include any other recommended / anticipated
required elements of the software "stack” used to support the scope of the software
implementation requested in this RFP.
Any costs associated with this activity that the Proposer wishes to include in the Cost
Proposal shall be identified and included in Schedule 8 – Other Costs included in Cost
Proposal TAB 8 (see RFP Section 5.6.12).
Also, the State requires confirmation that the proposed approach to ERP Software
Revisions has been successfully used elsewhere in previous projects. The Proposer
shall provide a client reference contact name, title, organization, and telephone number.
This contact cannot be an employee of the Proposer or any of its proposed
subcontractors.
5.4.11.2.9
Training
The Proposer shall describe a strategy for project team training and end-user training that
appropriately integrates with the Proposer's methodology and timeline. This training
strategy shall include appropriate measurements, such as course evaluations from
students or testing mechanisms to measure student proficiency, in order to gauge
training effectiveness.
Although the State intends to deliver most of the end-user training sessions, the
Contractor shall provide training to the State project team, assist with the preparation of
end-user training materials, conduct train-the-trainer sessions, and assist with training
administration. This section shall address all types of required training, including, but not
limited to:
1. Project team functional training;
2. Project team technical training;
3. End-user training on the complete system, including offline or batch components
(through the use of a train-the-trainer approach); and
4. On-going training after the system is in production (e.g., new hire training,
“refresher” training, and training on new software functionality).
The State is particularly interested in any computer-based training solutions that the
Proposer may offer. The State desires to deploy some web-based training, and will
require Contractor help to accomplish that goal.
Prior to training delivery, the State shall approve all curricula, course materials, and
instructors.
Although it is the State’s desire to manage the logistics associated with end-user training,
the State will require assistance from the Contractor in the area of training administration
through the high volume period of end-user training just prior to go-live. The Proposer
shall describe and provide the staffing and software tools needed to effectively set up the
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
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administration of a high-volume training operation, which the State will staff and manage.
Additionally, the Contractor will provide oversight and advice to get the State training
administration staff through the initial “crunch” of high volume end-user training activity.
The State does not have sufficient training facilities to handle the projected training
volume (see RFP Section 5.4.10.3) to provide timely training with a “big bang”
implementation strategy. As an option which the State may or may not exercise,
Proposers shall provide in this section of the proposal the description, proposed location,
and timing of the training facilities necessary to support the FMS project. Associated
training facilities costs shall be provided in COST PROPOSAL TAB 11 – TRAINING
FACILITIES COSTS (see RFP Section 5.6.15).
The following are the State’s
requirements for this facility:
1. Training facilities should be located where there are logical concentrations of
trainees. For purposes of this RFP, Proposers will assume Topeka, Wichita,
Salina, and Garden City as training locations. Please see RFP Section 2.30
(Volume Metrics) for information concerning the geographic dispersion of endusers across the State.
2. The facility shall meet the requirements of the Americans with Disabilities Act and
appropriate fire and occupancy codes.
3. The facility shall include readily available no-cost parking sufficient for all persons
attending or instructing classes.
4. Minimum classroom size shall be thirty (30)-feet by thirty (30)-feet for sixteen (16)
students; twenty (20)-feet by thirty (30)-feet for eight (8) students. Other
configurations shall be approved by the State before use.
5. Student tables or work surfaces shall be adequate for the intended purpose.
6. An instructor's table shall be provided, located at the front of the classroom, and
adequate for the intended purpose.
7. Comfortable armchairs with padded seats are required for all students and the
instructor.
8. Power outlets shall be provided for all computers, monitors, and peripheral
devices used in the class, and shall provide approximately five (5) amps of power
for each device.
9. The projection screen at the front of the classroom shall be at least seven (7) feet
away from the nearest edge of the student tables. The projection screen shall
not obscure the view of the whiteboard when in use.
10. Lighting controls shall be accessible by the instructor.
preferred.
Dimming capability is
11. Temperature controls shall be accessible by the instructor.
12. A wall-mounted or freestanding white board at least 4-feet by 6-feet (with dryerase markers and erasers) is required and shall be located at the front of the
classroom.
13. Installed training PCs must have all software necessary to conduct training,
including new or current technology at the time of installation. Installed desktop
software shall be consistent with standard State desktop software configurations
(word processing suite, web browser, utilities, etc.), and must be upgraded to
current release status within one year of version release by the software vendor.
14. A Windows compatible non-PostScript USB printer (with appropriate interface
cable) with at least a 10 foot power cord is required and shall be easily
accessible from the instructor’s work surface.
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State of Kansas
February 19, 2008
Request for Proposal 11027
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15. The classroom shall be free of noisy machinery and external noise sources so
the instructor can converse with students comfortably without requiring amplified
voice systems.
16. Telephones and restrooms shall be easily accessible.
17. One 100Mbps Ethernet switch with n+5 or more ports (where n=number of
students) shall be used to support facility communications. This switch will be
connected to the State-provided network connection.
18. The minimum projection requirements are as follows:

The projection equipment needs to be on a sturdy table or stand
(approximately 29 inches high), or ceiling mounted with readily available
and appropriate connections.

Minimum requirements for the projection system and devices are as
follows:
o
Resolution of 1024 by 768 pixels @ 75Hz.
o
Projection rating of at least 2,000 lumens.
o
6 x 6 foot or larger projection screen.
o
Spare projector bulbs.
19. Contractor shall provide adequate administrative telephone lines and support to
communicate with the State in a timely manner. The Contractor may use the
State’s KANS-A-N Network for this requirement. Use of the State network allows
centrex-based, 6-digit dialing, and listing in DISC/State telephone directories.
20. Any outside vendor computer connections connected to the State of Kansas
network shall be in compliance with State of Kansas IT Security standards.
5.4.11.2.10
Documentation
The Proposer shall describe its proposed approach for developing and maintaining
technical and end-user documentation, systems and operational documentation, system
configuration documentation, and procedural documentation, including manuals, quick
reference guides, tutorials, online help, and other techniques as appropriate. The
Proposer shall describe the approach used to keep technical and user documentation
current throughout the project, and throughout the life of the system.
The Proposer shall describe the online help functions delivered with the proposed
software, and the process available, if any, to customize the online help to support the
software as configured and customized (if necessary) to meet the State’s business
needs.
5.4.11.2.11
Knowledge Transfer
The Proposer shall describe its knowledge transfer strategy throughout the project to
ensure that State employees are prepared to operate and maintain the system at go-live.
The response shall describe the specific procedures that the Proposer will undertake to
mentor State staff and ensure adequate State experience and knowledge of the system
by the time of transition.
The Proposer shall also describe its approach to transferring operation of the FMS
system to the State. The description shall include all elements necessary to transfer a
fully functioning system, including software, hardware, data, and processes.
It is important to the State that, as a part of the Knowledge Transfer Plan, an effective
mentoring program is developed for key State staff. The State is interested in innovative
ideas from Proposers concerning how the mentoring vision can be practically fulfilled.
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State of Kansas
February 19, 2008
Request for Proposal 11027
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Listed below are some aspects of the mentoring program that the State envisions.
Proposers shall expand on the concepts articulated here to propose mentoring activities
that are actionable and can be practically accomplished “on the go” in the FMS project
environment.
1. A model support organization for the new FMS with key roles identified.
2. Knowledge, skills, and abilities identified for each key role.
3. Specific Personal Learning Plans (PLPs) for each key State staff assigned to key
roles delineating learning goals and timeframes.
4. Assigned mentors from the Proposer’s staff to teach or demonstrate items from
the PLPs.
5. Documented confirmation / verification that PLP items have been learned by key
State staff.
The Knowledge Transfer Plan is a key deliverable for the State. The State desires a
comprehensive knowledge transfer approach that includes individual Personal Learning
Plans for key State staff on the Project Team. It is the intention of the State Project
Director to require formal sign-off from key State staff members that appropriate
knowledge transfer has occurred.
5.4.11.2.12
Enterprise Readiness (Change Management)
The Proposer shall describe its approach and recommended methodology for the various
components of enterprise readiness, including:
1. Communications.
2. Organizational redesign.
3. Cultural change management, particularly at the agency level. What is the
Proposer’s approach to focus on agency cultural change management to ensure
an FMS success?
4. Skills needs and gap assessment.
5. Creating and mentoring change agents.
6. Leadership alignment and executive sponsorship.
7. Role mapping.
8. Organizational readiness.
9. Transition to production activities.
10. Establishment of an FMS Help Desk.
5.4.11.2.13
Deployment (Roll-Out) Support
The State requires the assistance and expertise of the Proposer to put the proposed
solution into production at all departments and state agencies. The Proposer shall
describe its approach, and the services and level of staffing proposed to ensure a
successful FMS deployment.
5.4.11.2.14
Post-Implementation Support
The Proposer shall describe the nature of any proposed post-implementation support,
including:
1. Post-Implementation support activities by on-site Contractor staff;
2. Telephone support available from subject matter experts;
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
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3. Problem reporting and resolution procedures; and,
4. Other support offered (e.g., remote dial-in, web site access to patches or fixes,
and knowledge base).
The State requires a minimum of ninety (90) days of FMS post-implementation support.
The State also requires that the FMS post-implementation support include a support
team for the first calendar year-end and the first fiscal year close after go-live. The
composition of the post-implementation support team, the first calendar year-end support
team, and the first fiscal year close support team will be approved by the State prior to
any team’s deployment.
5.4.11.2.15
Quality Assurance
In this section, the Proposer shall describe its standard Quality Assurance methodology,
as well as provide an explanation as to how the Proposer ensures that its project
personnel (including subcontractors) have been trained on the methodology, and that the
methodology is in fact used and followed. The methodology description shall provide a
detailed explanation of the quality assurance activities, tools, and templates, and how the
Proposer manages these activities and leverages the tools and templates.
5.4.11.3
PROPOSER ASSUMPTIONS
The Proposer shall document any Proposer assumptions associated with the proposed
implementation and integration services approach.
5.4.11.4
LESSONS LEARNED
The Proposer shall provide a discussion of the significant lessons learned from experience at
previous public sector ERP financial management projects of similar size and scope, and
how the Proposer will apply those lessons to the FMS project.
5.4.11.5
UNIQUE TRANSPORTATION CONSIDERATIONS
The Proposer shall provide a discussion of the recommended options for integrating the
Kansas Department of Transportation into the statewide ERP system environment.
1. Where has the Proposer implemented the proposed solution at a state transportation
department before?
2. What were the major modifications or enhancements that were made in that
implementation?
3. What are the primary areas, either business-related or project-related, that the
Proposer expects will require additional attention?
4. Describe the major challenges of incorporating a state Transportation department as
part of a statewide financial management system.
5.4.12
TECHNICAL PROPOSAL TAB 8 – REFERENCES
The Proposer shall provide nine (9) customer references for the Proposer and three (3) customer
references for the ERP Software Provider. In the case where the Proposer is its own ERP
Software Provider, then Proposer customer references and ERP Software Provider customer
references may be from the same customer(s), if desired.
1. Reference Criteria #1: At least one (1) of the references for the Proposer shall be for an
implementation of an ERP system (including integrated financial management and
procurement functionality) that is in production for a U.S. state, county, or city with total
annual expenditures of $8 billion or more (capital inclusive) and at least 20,000 head
count employees.
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State of Kansas
February 19, 2008
Request for Proposal 11027
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2. Reference Criteria #2: At least one (1) of the references for the ERP Software Provider
shall be for an implementation their ERP product (including integrated financial
management and procurement functionality) that is in production for a U.S. state, county,
or city with total annual expenditures of $8 billion or more (capital inclusive) and at least
20,000 head count employees. Note that the reference described in the preceding
sentence does not have to be for the version of the ERP software that is proposed.
3. Reference Criteria #3:
The Proposer shall have been the primary provider of
implementation services for at least one (1) of the ERP Software Provider’s references.
4. Reference Criteria #4: At least one (1) of the references for the ERP Software Provider
shall be from a public sector environment in which the proposed version of the ERP
financial management software (including integrated financial management and
procurement functionality) is currently in production. For the ERP software, “public sector
environment” includes a city, county, or state government, or a public or private institution
of higher education.
5. Reference Criteria #5: At least two (2) of the references for the Proposer shall be where
the Reference/Client terminated an existing contract for cause or convenience before the
end of the original contract term/expiration with Proposer within the last five (5) years.
Additionally, list all clients that have terminated contracts for cause or convenience before
the end of the original contract term / expiration with Proposer within the past five (5)
years.
6. Reference Criteria #6: At least two (2) of the references for the Proposer shall be where
the Proposer terminated an existing contract for cause or convenience before the end of
the original contract term/expiration with Reference/Client within the last ten (10) years.
7. Reference Criteria #7: It is preferred, but not required, that the other references be for
implementations similar in size and scope to the proposed project with the State of
Kansas.
8. Reference Criteria #8: All references shall be from production systems in operation, not
implementations that are still in progress.
As a part of its evaluation, the State will evaluate reference check questionnaires that have been
completed by the customers of the Proposer and of the ERP Software Provider. The Proposer
is solely responsible for obtaining and submitting these reference check questionnaires
as a part of its Technical Proposal.
Since this process can be labor and time intensive, and since the State will
not accept late reference check questionnaires, the Proposer is
encouraged to begin the process of collecting these completed
questionnaires as soon as possible after receiving the RFP.
All references shall be submitted using the Proposed Integration Services Reference
Questionnaire form for the Proposer and the Proposed ERP Software Reference Questionnaire
form for the ERP Software Provider. These forms are provided in RFP Section 1. THE
PROPOSER MUST USE THESE FORMS, OR EXACT DUPLICATES THEREOF. All requested
information on the forms shall be completed. If any requested information is not applicable for the
reference, this should be indicated with the notation “N/A.”
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State of Kansas
February 19, 2008
Request for Proposal 11027
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The Proposer will be solely responsible for obtaining the fully completed reference check
questionnaires, and for including them within the original copy of the Proposer’s sealed Technical
Proposal. To obtain and submit the completed reference check questionnaire, the Proposer shall
follow the process detailed below exactly:
1. Proposer makes an exact duplicate (paper or Word electronic document) of the State’s
form, as it appears in RFP Section 1.
2. Proposer fills in the Proposer Name (Vendor), the Reference (Client Organization) Name,
and the Reference Criteria Number blanks on the forms. Note that Reference Criteria #8
is already filled in, as it is a mandatory item for all references.
3. Proposer sends the copy of the form to the reference it has chosen, along with a new,
standard #10 envelope that is capable of being sealed.
4. Proposer directs the person providing the reference check feedback to complete the form
in its entirety, sign and date it, and seal it within the provided envelope. The person may
prepare a manual document or complete the exact duplicate Word document and print
the completed copy for submission. After sealing the envelope, the person providing
the reference must sign his or her name in ink across the sealed portion of the
envelope and return it directly to the Proposer. The Proposer will give the reference
check provider a deadline, such that the Proposer will be able to collect all references in
time to include them within its sealed Technical Proposal.
5. When the Proposer receives the sealed envelopes from the reference check
providers, the Proposer will not open them. Instead, the Proposer will enclose all the
unopened reference check envelopes, in an easily identifiable larger envelope, and will
include this envelope as a part of the original copy of its Technical Proposal. Therefore,
when the State reviews the marked original copy of the Technical Proposal, the State will
find a clearly labeled envelope enclosed or attached, which contains all of the sealed
reference check envelopes.
6. The State will base its reference check evaluation on the contents of these envelopes.
THE STATE WILL NOT ACCEPT LATE REFERENCES OR REFERENCES
SUBMITTED THROUGH ANY OTHER CHANNEL OF SUBMISSION OR MEDIUM,
WHETHER WRITTEN, ELECTRONIC, VERBAL, OR OTHERWISE.
7. The State reserves the right to clarify information presented in the reference check
questionnaires, and may consider clarification responses in the evaluation of reference
checks. However, the State is under no obligation to clarify any reference check
information.
Each completed questionnaire must include:

the Proposer’s name;

the Reference’s organization name;

the name of the person responding;

the signature of the person responding;

the title of the person responding;

the telephone number and email contact of the person responding; and

the date the reference form was completed; and responses to the items in the
questionnaire.
FMS RFP
State of Kansas
February 19, 2008
5.4.13
Request for Proposal 11027
Page 144 of 179
TECHNICAL PROPOSAL TAB 9 – PROJECT STAFF AND
ORGANIZATION
Keeping in mind the level of State staffing support enumerated in RFP Section 4.7, the Proposer
shall provide an organization chart for its proposed implementation project team. If the
Proposer’s organizational structure should change for different project implementation phases of
the project or for the upgrade, please show the different organizations for each implementation
phase.
The Proposer shall create a summary table for each staff category, highlighting the staff on one
axis and the key skills and experience relevant to the category on the other axis.
The Proposer shall describe each role and provide resumes for each position. Proposed
consultants should be available to staff the project, unless prevented from doing so by
circumstances beyond the Proposer’s or Service Provider’s control. Resumes shall include the
following information:
1. Proposed role on project;
2. Education and training;
3. Recent relevant experience (including start and end dates);
4. Size and scope of projects supported; and
5. Reference contact information, including e-mail address and phone number.
The State prefers that the proposed Project Manager have prior experience as the project
manager in implementing at least one (1) statewide financial system of a similar size and overall
project scope for the proposed ERP software. Additionally, a Project Management Institute (PMI)
certified Project Management Professional (PMP) Project Manager (whose PMP certificate is
current) is also preferred.
The State requires that the Proposer’s functional subject matter expert staff include a minimum of
one person or ten percent (10%) representation from the ERP Software Provider. Additionally, a
minimum of one (1) individual from the ERP Software Provider will be designated to attend the
periodic Steering Committee meetings, and shall be empowered by the ERP Software Provider to
authorize official fully supported modifications to the ERP software product to meet a State of
Kansas requirement. It is expected that this designated individual would be a senior member of
the ERP Software Provider’s management.
The State requires that the Proposer team include at least one (1) full-time individual with an
intimate knowledge of PeopleSoft North American Payroll and experience with the proposed ERP
software to assist with modifications to SHARP and related interfaces.
In addition, the Proposer shall describe its process for staffing project positions. That is, under
what circumstances will sub-contractors be used? How are skill requirements communicated
within the firm? What tools and/or processes are used to specify required competencies and to
screen available consultants to fill project roles? Proposer shall warrant that all proposed staff
are fully trained and conversant with the applicable Proposer methodologies.
If any staff from the Proposer’s team require special accommodations for a disability or work
limitation, please note such in this Section.
The Contractor’s implementation project team is expected to perform 100% of its work on-site in
Topeka except as otherwise agreed to and approved by State project leadership.
FMS RFP
State of Kansas
February 19, 2008
5.4.14
Request for Proposal 11027
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TECHNICAL PROPOSAL TAB 10 – ACCOUNTS RECEIVABLE AND
BILLING PILOT
In this section, the Proposer shall describe its methodology for executing the Accounts
Receivable and Billing Pilot. Please see RFP Section 4.4.7 (Accounts Receivable and Billing
Pilot) for more information concerning this topic.
5.4.15
TECHNICAL PROPOSAL TAB 11 – ALTERNATIVE SERVICES
APPROACH
If the Proposer believes that there is a more cost efficient / effective or less risky approach with
an increased probability of success for providing the implementation services than that specified
by the State in RFP Section 4, then the Proposer may provide that additional approach in this
section of the proposal. If the Proposer does provide an alternative approach, then the Proposer
shall also provide (in this TECHNICAL PROPOSAL TAB 11 section) the corresponding project
work plan information described in RFP Section 5.4.11.2.2.
This is the appropriate place where Proposers may include an off-site services alternative, if
desired. If an off-site services alternative is proposed, then the proposed approach shall include
an Off-site Coordinator on the Proposer’s staff to manage and coordinate all off-site activity. The
State does not expect to manage Contractor personnel, whether located on or off-site.
5.4.16
TECHNICAL PROPOSAL APPENDIX 1: FUNCTIONAL
REQUIREMENTS
The Proposer shall complete the spreadsheets referenced in RFP Appendix 1 in accordance with
RFP Appendix 1 instructions and include them here.
5.4.17
TECHNICAL PROPOSAL APPENDIX 2: TECHNICAL REQUIREMENTS
/ QUESTIONNAIRE
The Proposer shall complete the spreadsheets referenced in RFP Appendix 2 in accordance with
RFP Appendix 2 instructions and include them here.
Additionally, Proposers shall complete the Application Architecture Questionnaire Form (see RFP
Appendix 6) and include it here.
5.4.18
TECHNICAL PROPOSAL APPENDIX 3: DATA WAREHOUSE AND
REPORTING REQUIREMENTS
In this section, the Proposer shall list each element of the proposed data warehouse and
reporting solution, describing all software and showing the estimated work effort for the
development items. The Proposer shall include costs of all software and work effort in the
separate Cost Proposal.
Data Warehouse
In addition to the new financial system, the data warehouse will include data from other systems
such as STARS and SOKI3+. The system shall be designed to maximize performance such as
through use of a multi-dimensional OLAP layer. The system shall provide an ETL tool with
customizable mappings that allow data from any source to be extracted, transformed, and loaded
into the data warehouse (and into the OLAP layer, if present). The system shall include a
collection of pre-defined ETL mappings that bring data from source systems into the data
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 146 of 179
warehouse (and from there into the separate OLAP layer, if one is used). These delivered
mappings will bring all of the data commonly needed for reporting in the financials and human
resources area. Data will be structured into data marts to group related data together for use in
the pre-defined and ad-hoc reports. Access to the data will be controlled by an administrator.
Security shall be managed through a single sign-on as specified in RFP Section 5.4.11.2.6
(Security Configuration). Additional requirements for technology products to support the data
warehouse and reporting are listed in Section 5.4.10.2 (Technology Products). A conceptual view
of the architecture for the data warehouse, portal, and reporting tool is shown below.
NOTE: The Taxpayer Transparency Act data warehouse in not in the scope of the FMS project.
Data Staging and Quality
Core DW
Data
Transformation Data Marts
Data Stores
Data Mining, Indexing, Derived Measures
Source/
Operational
Systems
STARS
FMS
STARS
SHARP
STARS
SOKI
STARS
Debt
Tracker
Data Acquisition
STARS
STARS
FMS
Financials
Central
DW
STARS
STARS Legacy
Data
Subject
-Financials
- Human
resources
HRCM Data
Other Data
Operational
Tactical
Strategic
Other
Taxpayer
Transparency
Act DW
Portal
Data
Feeds
Excel
Business
Analysis
Tool
Reporting
Tool
Operations
The data warehouse and data marts shall be automatically updated daily. The system shall also
have the ability to permanently retain snapshots of data as of specified dates, including but not
limited to the end of fiscal year, end of quarter, end of month, end of calendar year, etc.
Reporting Portal
The reporting system shall have a portal look and feel. It shall be simple and intuitive. The portal
will provide access to a web-based reporting tool that will provide semi-flexibility so that users can
create the report they want.
The reporting tool will contain a library with an initial
seventy-five (75) pre-defined reports and queries that are common across agencies, such as
budgeted to actual expenditures. If the State requires fewer than seventy-five (75) reports or
queries, then the cost associated with each report or query not ordered will be applied to a
contingency fund to be used as the State determines.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 147 of 179
The reporting tool will have a compact but flexible user interface that will enable users to
maximize access to information using a single screen. For example, users will be able to run the
pre-defined reports and queries by selecting a combination of dimensions such as:

Budget year;

Fund;

Agency and lower level organizational units;

Program;

Project/grant/cost center;

Object/account;

Transaction status (posted, pending, posted and pending); and

Beginning and ending date for transactions.
The reporting tool will have some basic options that work in conjunction with the selection criteria
(above), such as enabling users to select detailed or summary information or allowing users to
combine fund totals together. Reports will permit drill downs to source transactions. The
reporting tool will permit users to specify report breaks / sorts, font size, paper margins, and other
output parameters such as output type (e.g., including but not limited to Web, Excel data file,
PDF, Word, Excel report). These reports and queries may be tabular, graphical, or spatial.
Users shall be able to customize their portal with an individualized selection of these reports and
related dashboard elements.
The Proposer shall estimate the work effort required to complete all custom reporting needs. For
custom report development, the Proposer shall assume that ERP or third party reporting tools will
be used to develop all required reports. The Proposer shall assume that reports addressed in
this section are to be custom-developed and are not part of the standard reports delivered as part
of the ERP software. Further, the Proposer shall assume that the custom reports are defined by
the following levels of complexity:
Complexity
Complexity Descriptions
Simple
Less than or equal to sixteen (16) hours to complete entire
development process, including report design,
documentation, development, and testing.
Average
Greater than sixteen (16) hours, but less than or equal to
forty (40) hours to complete entire development process,
including report design, documentation, development, and
testing.
Complex
Greater than forty (40) hours to complete entire development
process, including report design, documentation,
development, and testing.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 148 of 179
The Proposer shall plan on developing the following reports:
1. All financial reports required to meet Governmental Accounting Standards Board (GASB)
and the State’s Comprehensive Annual Financial Reporting (CAFR) requirements. The
most recent statewide CAFR can by found at http://www.da.ks.gov/ar/finrept/default.htm/.
2. All financial reports required to support certain agencies that require separate CAFRs.
Therefore, the FMS and the data warehouse shall be configured to support the following
agencies as independent business units for reporting purposes:

Lottery;

KPERS;

HCSF; and

KDOT.
This list may include others in the future.
3. All requirements referenced in RFP Appendix 1 (Functional Requirements) that were
addressed with a response of “RQ” (Report or Query). The cost of all “RQ” responses
shall be itemized in Cost Proposal Schedule 7; and
4. The following additional State-defined Custom Reports:
Complexity Level
Number of
Custom
Reports
Simple
0
Average
25
Complex
50
Proposers must understand that any Functional Requirement addressed with a response of “RQ”
(Report or Query) or any financial report developed to meet GASB or CAFR requirements DO
NOT count in the total of State-defined Custom Reports.
The Proposer shall include the estimated cost for providing these additional State-defined
Custom Reports as two (2) deliverables on Schedule 3 in the Cost Proposal. The two (2)
deliverables are:
1. Average Complexity Level Additional Reports (25); and
2. Complex Complexity Level Additional Reports (50).
The State will take responsibility for developing any other additional custom reports.
The Proposer should not place the actual reports in this section of the hard-copy proposal. An
electronic copy of applicable sample reports may be included on the Technical Proposal CD.
5.4.19
TECHNICAL PROPOSAL APPENDIX 4: MARKETING MATERIALS
The Proposer may place a limited amount of marketing materials in the hard copy proposal.
Place no more than two pages per functional, technical, or service area in the hard copy
proposal.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 149 of 179
The Proposer may place any electronic copies of marketing materials in a folder of the Technical
Proposal CD named for this proposal appendix. All general company marketing material that the
Proposer may choose to provide shall be included on the CD only.
5.4.20
TECHNICAL PROPOSAL APPENDIX 5: EXCEPTIONS
By submission of a response, the Proposer acknowledges and accepts all terms and conditions
of the RFP unless clearly avowed and wholly documented in this section.
The Proposer shall review the Contract Terms and Conditions found in RFP Section 3 and may
provide a detailed explanation of any proposed exceptions here.
The Proposer shall copy the entire RFP Section 3 (Contract Terms and Conditions) into this
Technical Proposal Appendix 5.
1. Proposers shall indicate Acceptance of a stated term or condition with initials in the “Yes”
space provided for each term or condition. The initials shall be the initials of the
individual who signed the Signature Sheet and the Transmittal Letter.
2. When applicable, Proposers shall indicate lack of Acceptance of a stated term or
condition with initials in the “No” space provided for non-mandatory terms or conditions.
The initials shall be the initials of the individual who signed the Signature Sheet and the
Transmittal Letter.
3. For any term or condition with initials in the “No” space, the Proposer shall provide a
detailed explanation of the exception. The Proposer must submit any exceptions with
exact alternatives its firm wishes to negotiate. Contract negotiations will occur in
accordance with the RFP Schedule of Events.
In no event shall a Proposer submit its own standard contract terms and conditions as a response
to this RFP.
As part of contract negotiations, a comprehensive statement of work based on the proposal will
be developed and included in the final contract between the State and the Contractor.
Mandatory terms have been identified in this RFP. The Proposer must accept those terms in
their entirety with no exceptions. Failure to accept mandatory contract provisions may result in
rejection of the proposal.
5.4.21
TECHNICAL PROPOSAL APPENDIX 6: SAMPLE STATEMENT OF
WORK (SOW)
In this section, Proposers shall provide a sample Statement of Work based on the content of their
Proposal.
FMS RFP
State of Kansas
February 19, 2008
5.5
Request for Proposal 11027
Page 150 of 179
Cost Proposal Overview: The format and sections of the Cost Proposal shall conform to the
tabbed structure outlined below. All tabs shall be labeled appropriately. Adherence to this format
is necessary in order to permit effective evaluation of proposals.
The Cost Proposal shall be in the following format:
Cost Proposal Content Checklist

Title Page
TAB A: Table of Contents
TAB B: Executive Summary
TAB C: Administrative Requirements
TAB 1: Schedule 1 – Summary Presentation Schedule
TAB 2: Schedule 2 – Total Cost Summary Schedule
TAB 3: Schedule 3 – Deliverables Payment Schedule
TAB 4: Schedule 4 – Staffing Plan by Activity Schedule
TAB 5: Schedule 5 -- Staffing Plan by Position Schedule
TAB 6: Schedule 6 – Training Breakdown Schedule
TAB 7: Schedule 7 – Enhancements and Modifications Schedule
TAB 8: Schedule 8 – Other Costs Schedule
TAB 9: Schedule 9 – Labor Rates Schedule
TAB 10: Essential Hardware and Software Costs
TAB 11: Training Facilities Costs
TAB 12: Optional Software Costs
5.6
Cost Proposal Content: Cost information is to be provided in accordance with the templates
provided in RFP Appendix 5 (Cost Proposal Schedules). The following explains the content that
is required in each of the sections of the Cost Proposal. All project assumptions shall be placed
in the Technical Proposal.
If an off-site alternative is proposed, the Proposer shall prepare two (2) separate and complete
Cost Proposals: A primary Cost Proposal for a 100% on-site solution, and an Alternative Cost
Proposal for the off-site solution. Clearly label the Alternative Cost Proposal with the inscription
“Alternative Cost Proposal” on the title page.
5.6.1
COST PROPOSAL TITLE PAGE
The title page shall be placed as the front cover and/or insert and includes:
1. The RFP number (11027).
2. The title of the RFP (Financial Management System Software and Associated Integration
Services).
3. The RFP Closing Date (Proposal Submission Deadline from the RFP Schedule of Events
in RFP Section 2.5).
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 151 of 179
4. The Proposer’s name.
5. The inscription, “Cost Proposal.”
6. A separate and distinct control number for each of the hard copies placed in the bottom
right corner. The control number naming convention is <Proposer Name>-<sequential
number> (e.g., “Acme-7”). Please ensure that the signed original copy is designated with
control number “1.”
5.6.2
COST PROPOSAL TAB A: TABLE OF CONTENTS
The Cost Proposal shall be submitted with a table of contents that clearly identifies and denotes
the location of each section and sub-section of the Cost Proposal, with hyperlinks to the sections
from the table of contents. Each page of the response shall be clearly and uniquely numbered.
Additionally, the table of contents shall clearly identify and denote the location of all enclosures
and attachments to the proposal.
5.6.3
COST PROPOSAL TAB B: EXECUTIVE SUMMARY
The Proposer shall provide an overview of the Cost Proposal which describes any pricing
approaches, discounts, and reasons why the Proposer’s combined technical and cost approach is
the best value to the State.
If an off-site alternative is proposed, then in the Alternate Cost Proposal TAB B – Executive
Summary clearly describe why the off-site alternative is economically or otherwise advantageous
for the State to consider. Specifically point out where savings will be realized over the primary
proposal.
5.6.4
COST PROPOSAL TAB C: ADMINISTRATIVE REQUIREMENTS
The Proposer must fill out the Signature Sheet form and submit it with the Cost Proposal as the
first entry in this section. The person who signs the Cost Proposal Signature Sheet must be the
same person who signed the Technical Proposal Signature Sheet.
Immediately following the Signature Sheet form, Proposers shall include, as the second entry in
this section, a copy of each proposed Software License and Annual Maintenance Agreement
(Agreement) for all proposed Software Providers. Provide the ERP Software Provider’s
Agreement first, and then all Third Party Agreements in alphabetical order.
5.6.5
COST PROPOSAL TAB 1: SCHEDULE 1 – SUMMARY
PRESENTATION SCHEDULE
This section shall include Schedule 1 – Summary Presentation Schedule from RFP Appendix 5
(Cost Proposal Schedules).
No entry is required on this schedule. It pulls key data, such as total costs by year, average
hourly rates by year, hours by work activity by year, etc., from several of the other schedules and
is intended to assist in evaluating the Cost Proposal.
FMS RFP
State of Kansas
February 19, 2008
5.6.6
Request for Proposal 11027
Page 152 of 179
COST PROPOSAL TAB 2: SCHEDULE 2 – TOTAL COST SUMMARY
SCHEDULE
This section shall include Schedule 2 – Total Cost Summary Schedule from RFP Appendix 5
(Cost Proposal Schedules). This schedule is comprised of three (3) sections:
1. Section 1 of Schedule 2, the Required ERP Business and Technology Software
Licenses section, shall include pricing for the three (3) fiscal years FY09, FY10, and
FY11 for any fees related to the licensing of ERP products and licensed training.
a. Provide the cost for each individual application module and third-party tools
included as part of the proposed solution and any associated proposed tool. The
costs for each item are to be quoted separately unless bundled pricing is offered.
b. Additionally, if third-party products (middleware, database instances, operating
system software, compilers, job schedulers, security-related packages, etc.) are
required to successfully implement the proposed integrated software solution, but
are not included in the solution, the Proposer shall identify these products and
clearly state that the State needs to purchase or have these products available
separately. The Proposer shall include a worksheet describing the quantities,
release levels, etc., of each of these products to be provided by the State so that
the State can cost out these products.
c.
Proposers shall enter the Required ERP Business and Technology Software
Licenses information into Section 1 of the Schedule.
2. Section 2 of Schedule 2, the Ongoing Software License and Maintenance Support
section, shall include pricing for the ongoing software annual maintenance fees.
a. Any fees related to the maintenance shall be included, as well as any discounts
to be provided. The initial basis for annual maintenance fees shall be based on
the negotiated purchase price for the licensed products (not the “then list” price of
software purchased).
b. In no event shall any maintenance fees for any proposed software products be
increased during the period covered by this RFP and in any year thereafter by
more than the lower of: (a) three percent (3%) of the previous year's
maintenance fees, or (b) the increase in the U.S. Consumer Price Index (CPI) as
published by the Bureau of Labor Statistics. Notwithstanding the foregoing, in no
event shall the maintenance factor used to calculate the annual maintenance
fees exceed the “then current” factor in effect used generally by the Software
Provider to calculate annual maintenance fees for similarly situated licensees in
the United States.
c.
Proposers shall enter the Ongoing Software License and Maintenance Support
information into Section 2 of the Schedule.
3. Section 3 of Schedule 2, the ERP Implementation Services section, shall provide
pricing for the proposed solution for each specified activity. This section shall be
consistent with Schedule 4 - Staffing Plan by Activity Schedule submitted in Cost
Proposal TAB 4 (see RFP Section 5.6.8) and Schedule 5 – Staffing Plan by Position
Schedule submitted in Cost Proposal TAB 5 (see RFP Section 5.6.9).
No entry is required for this section. Section 3 of Schedule 2 pulls data from
Schedule 4 – Staffing Plan by Activity Schedule.
FMS RFP
State of Kansas
February 19, 2008
5.6.7
Request for Proposal 11027
Page 153 of 179
COST PROPOSAL TAB 3: SCHEDULE 3 – DELIVERABLES PAYMENT
SCHEDULE
This section shall include the proposed Schedule 3 – Deliverables Payment Schedule from RFP
Appendix 5 (Cost Proposal Schedules) based on the Proposer’s implementation methodology
that supports the Detailed Description of Services to be Provided (see RFP Section 5.4.11.2).
The Total Payment Amount on Schedule 3 shall be consistent with the Total ERP Implementation
Services Cost on the proposed Section 3 – ERP Implementation Services portion of Schedule 2 –
Total Cost Summary Schedule submitted in Cost Proposal TAB 2 (see RFP Section 5.6.6). The
Schedule 3 – Deliverables Payment Schedule shall include a twenty percent (20%) retainage as
specified in RFP Section 3.67 (Payment Retainage).
Proposers shall enter a Proposer-defined Deliverable Reference Number, list their payment
related deliverables, specify an Estimated Due Date for each deliverable, and provide the
payment amount attributed to each deliverable in Schedule 3 – Deliverables Payment Schedule.
5.6.8
COST PROPOSAL TAB 4: SCHEDULE 4 – STAFFING PLAN BY
ACTIVITY SCHEDULE
This section shall include Schedule 4 – Staffing Plan by Activity Schedule from RFP Appendix 5
(Cost Proposal Schedules).
No entry is required on this schedule. It pulls totals for each work activity by month and fiscal
year from Schedule 5 – Staffing Plan by Position Schedule. It also calculates estimated FTEs by
month and average hourly rates by fiscal year.
5.6.9
COST PROPOSAL TAB 5: SCHEDULE 5 – STAFFING PLAN BY
POSITION SCHEDULE
This section shall include the Schedule 5 – Staffing Plan by Position Schedule from RFP
Appendix 5 (Cost Proposal Schedules).
Proposers shall enter each position scheduled for each work activity and the hours scheduled by
month.
5.6.10
COST PROPOSAL TAB 6: SCHEDULE 6 – TRAINING BREAKDOWN
SCHEDULE
This section shall include the Schedule 6 – Training Breakdown Schedule from RFP Appendix 5
(Cost Proposal Schedules).
In this schedule, Proposers break down training activities by curriculum development and training
delivery related activities. This schedule also requires a subject, description, and training delivery
method for each training course included as part of the solution. Proposers shall enter the
required descriptions, the Estimate of Hours, and the Cost for each of the Training Related
Activities.
It is expected that the Schedule 6 Total, All Training Related Activities shall be consistent with the
Total Cost FY09-11 figure in the Training section of Schedule 5 – Staffing Plan by Position
Schedule.
FMS RFP
State of Kansas
February 19, 2008
5.6.11
Request for Proposal 11027
Page 154 of 179
COST PROPOSAL TAB 7: SCHEDULE 7 – ENHANCEMENTS AND
MODIFICATIONS SCHEDULE
This section shall include Schedule 7 – Enhancements and Modifications Schedule from RFP
Appendix 5 (Cost Proposal Schedules).
This schedule requires a description of the level of effort estimated for each proposed
enhancement or modification cross-referenced by requirement reference number. Proposers
shall also enter an hours estimate in the appropriate column for a minor modification, a major
modification, a report or query, or for custom development. The cost of each item is also
required.
5.6.12
COST PROPOSAL TAB 8: SCHEDULE 8 – OTHER COSTS SCHEDULE
This section shall include Schedule 8 – Other Costs Schedule from RFP Appendix 5 (Cost
Proposal Schedules).
This schedule requires a description and any assumptions for all other costs included as part of
the solution which have not been defined and described in other parts of the Cost Proposal
Schedules.
In accordance with RFP Section 5.4.11.2.8, any costs that the Proposer wishes to include in the
Cost Proposal associated with ERP patches and fixes shall be included here.
5.6.13
COST PROPOSAL TAB 9: SCHEDULE 9 – LABOR RATES SCHEDULE
Although the State will not reimburse the Proposer on a “time and materials” or “not to exceed”
basis for project deliverables, it may be necessary to make scope changes that require
assistance in areas not anticipated for which the State may consider a time and materials
payment arrangement. For this purpose, the Proposer shall provide all inclusive (travel and all
other expenses included) billing rates for a range of different skill areas using Schedule 9 – Labor
Rates Schedule provided in RFP Appendix 5 (Cost Proposal Schedules).
5.6.14
COST PROPOSAL TAB 10: ESSENTIAL HARDWARE AND
SOFTWARE COSTS
If the Proposer has chosen to propose providing the essential hardware and software needed for
each option discussed in Item 2 of RFP Section 5.4.10.5, then the itemized costs associated with
each option shall be provided here.
5.6.15
COST PROPOSAL TAB 11: TRAINING FACILITIES COSTS
In accordance with RFP Section 5.4.11.2.9 (Training), the itemized costs associated with the
proposed training facilities shall be provided here. The State may or may not exercise the option
to procure training facilities from the Proposer.
5.6.16
COST PROPOSAL TAB 12: OPTIONAL SOFTWARE COSTS
In accordance with the Optional Functionality paragraph of RFP Section 5.4.10.1, if the Proposer
is offering additional functionality not specifically requested by the State, the licensing,
maintenance, support, and implementation services costs associated with the proposed optional
software shall be provided here. Proposers are required to fully disclose all fees associated with
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 155 of 179
the optional software. Prices quoted shall be considered valid until the end of calendar year
2013.
Proposers shall provide Travel and Employee Expense Reimbursement costs first, Inventory
Management costs second, and then all other offered functionality costs following.
The State may or may not exercise the option to procure optional software functionality.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 156 of 179
RFP Appendix 1
Functional Requirements
The following Functional Requirements Matrix spreadsheets are available at the State of Kansas Division
of Purchases web site: http://www.da.ks.gov/purch/adds/11027.zip. Proposers shall complete the
spreadsheets in accordance with the instructions contained therein and include them as the first entry in
TECHNICAL PROPOSAL APPENDIX 1 (see RFP Section 5.4.16).
1. Functional Requirements Matrix Instructions
2. Accts Payable
3. General Ledger
4. Cash Mngt
5. Cost ABC Acctg
6. Projects
7. Grants
8. Asset
9. Purchasing
10. Reporting & DW
11. Accounts Rec
The following Optional Functional Requirements Matrix spreadsheets are available at the State of Kansas
Division of Purchases web site: http://www.da.ks.gov/purch/adds/11027.zip. Proposers shall complete
the spreadsheets in accordance with the instructions contained therein and include them as the second
entry in TECHNICAL PROPOSAL APPENDIX 1 (see RFP Section 5.4.16).
1. Optional Functional Requirements Matrix Instructions
2. Travel & Emp Exp
3. Inventory Mgmt
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 157 of 179
RFP Appendix 2
Technical Requirements
The following Technical Requirements Matrix spreadsheets are available at the State of Kansas Division
of Purchases web site: http://www.da.ks.gov/purch/adds/11027.zip. Proposers shall complete the
spreadsheets in accordance with the instructions contained therein and include them as the first entry in
TECHNICAL PROPOSAL APPENDIX 2 (see RFP Section 5.4.17).
1. Technical Requirements Matrix Instructions
2. Gen & Tech
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 158 of 179
RFP Appendix 3
Interfacing System Requirements
Overview
The Contractor will be responsible for developing interfaces between the FMS and central agency
systems such as payroll, budget, and treasury. For agency systems, the Contractor will develop interface
standards (header information, data elements, format, etc.) and processes for inbound and outbound
agency interfaces. Programmatic agencies will develop all interfaces to and from their programmatic
systems.
Specifically, three (3) categories of project interface services are required:
1. Development of central agency interfaces by the Contractor;
2. Development of agency interfacing standards and guidance to agency technical personnel
developing agency-specific interfaces; and
3. Management and coordination of agency interface development efforts.
The Proposer shall include the estimated cost for providing these interfacing system requirements in the
Cost Proposal.
Development of Central Agency Interfaces
The Contractor shall provide the following services associated with development of central agency
interfaces:
1. Needs assessment;
2. Interface design;
3. Interface development including software modifications;
4. Testing; and
5. Development of procedures that support interfacing system operations.
The Contractor shall provide the following interfaces and any necessary software modifications:
1. SHARP to FMS
The Contractor shall be responsible for designing, developing, testing, and documenting all required
interfaces between SHARP and the FMS. As described in RFP Section 4.4.3, SHARP is a set of
PeopleSoft HRCM modules that comprise the state human resources and payroll system.
Due to the potential modifications required of SHARP, and the complexity of expected interfacing
between SHARP and FMS, within one hundred twenty (120) days of contract execution, the
Contractor shall convene several design sessions with Department of Administration personnel to
review the business processes performed by SHARP. Given the capabilities of the selected software
in collaboration with appropriate personnel, the Contractor shall within one hundred twenty (120) days
of contract execution develop and present a well-integrated design deliverable showing how FMS will
interface with SHARP. This deliverable shall be named “FMS and SHARP Interface Design.” The
cost for this deliverable shall be included in the separate Cost Proposal in Schedule 3 – Deliverables
Payment Schedule (see RFP Section 5.6.7).
The scope of the interaction between SHARP and FMS related to the payroll accounting transactions
is very complex and directly dependent upon the unique coding structures and schemes of the
associated accounting system (STARS). For example, coding structures and schemes such as
transaction codes, object codes, funding sources, position type, earnings code type, etc. are used to
derive various detailed accounting records including encumbrances, receipts, expenditures for net
pay, employee deductions and taxes, and employer contributions. Various schematics are defined
for document number assignment, batching of transactions at the summary level, paycheck
reversals/adjustments, manual adjustments, balancing routines by transaction code, funding for
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
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employers contributions on employees in multiple positions, and fiscal year designation. Numerous
PeopleSoft delivered and custom tables are accessed to obtain the data needed to derive the
accounting transactions, including Pay_Calendar, Pay_Check, Pay_Earnings, Pay_Oth_Earns,
Earnings_Tbl, Pay_Tax, Pay_Deduction, Deduction_Class, KS_Acct_Dist_Tb, Company_Tbl,
Co_Statetax_tbl, and Co_LocalTax_tbl. In addition to the complexity, the volume of detailed
accounting transactions is significant. For example, a biweekly payroll cycle will generate
approximately 1.7 million rows of detailed accounting transactions that are subsequently summarized
into approximately 37,000 records of transactions for posting to STARS. The detailed accounting
transactions include numerous data fields, such as employee id, position number, department id,
SSN, check number, pay period end date, fiscal year, department fund, fund, index, program cost
account (program), agency use, transaction code, amount, sub object, document number,
encumbrance number, and reversal indicator.
Listed below are some of the key elements when considering the scope of the interaction between
SHARP and STARS:
1) Position funding setup;
2) Receipt/expenditure setup by deduction code;
3) Custom payroll accounting transaction generation (in lieu of PeopleSoft labor distribution) and
related accounting system interfaces;
4) Statewide payroll accounting transaction balancing for expenditures, receipts, and net
warrants issued by pay cycle (includes various control total reports);
5) Population of custom PeopleSoft tables for selected payroll clearing fund receipt transactions
used for remittance of employee deductions and taxes, and employer contributions to third
parties;
6) Custom Excel payroll accounting transaction reconciliation/remittance process used to
generate accounting vouchers, journal vouchers, interfund payments to remit monies to third
parties for employee deductions, taxes, and employer contributions;
7) Population of custom PeopleSoft tables for detailed salary and wage receipt and expenditure
accounting data used for custom PeopleSoft salary and wage data inquiry and generation of
accounting interfaces for encumbrances, receipts, and expenditure transactions to the
statewide accounting system (STARS);
8) Statewide payroll accounting transaction suspense processing to resolve payroll accounting
transaction errors which did not post to STARS via the interface files;
9) Custom PeopleSoft salary and wage accounting data reports and interface files for agency
and central Payroll use delivered via automated mainframe distribution system;
10) Custom PeopleSoft salary and wage accounting detail archive process;
11) Custom PeopleSoft fund reconciliation process (STARREC) to extract selected accounting
transaction data for Payroll Clearing Funds from the statewide accounting system (STARS)
which is used to reconcile payroll clearing fund accounting transactions between SHARP and
STARS;
12) Custom PeopleSoft payroll accounting interface file for court ordered payments for
garnishments, child support, and levies;
13) Custom university payroll editing process for the salary and wage receipt/expenditure files
from each of the universities to verify validity of accounting transactions (DA175) based on
STARS requirements;
14) Custom university payroll editing process for the salary and wage pay detail file to verify and
reconcile the pay detail records with the detailed accounting transactions (DA175) (includes
automated download of data from universities’ interface files to Excel spreadsheets for
summarization, comparison, and approval); and
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 160 of 179
15) Custom universities’ payroll editing process for the salary and wage accounting transactions
for warrants issued which record expenditure transactions against the Board of Regent’s
agency Payroll Clearing Fund accounts, and receipt transactions into the Department of
Administration Payroll Clearing Fund accounts for each payroll deduction, tax, and employer
contribution.
Some of the issues expected to be encountered in interfacing SHARP and FMS include:
1) Level of salary and wage accounting detail to post in FMS summarized by document or detail
postings by position, employee, warrant number, or other level of detail;
2) Integration of SHARP with accounts payable;
3) Need to define chartfield structure in FMS and determine impact on SHARP for each of the
processes identified in the scope list included above;
4) Each of the seven (7) universities have separate payroll and accounting systems that will
require modifications to comply with FMS requirements;
5) SHARP and Board of Regents agency users will require training on FMS requirements; and
6) Coding structures established in SHARP such as department IDs, business units, etc. will
need to be reviewed.
State personnel will be responsible for maintaining the required number of SHARP development and
test environments for use by the Contractor. Availability of these environments will be mutually
agreed-upon by the State technical lead and the Contractor.
2. Budget Management System (BMS).
The State utilizes a “stand-alone” budget development software application known as the Budget
Management System (BMS) that is used by all State agencies to prepare their annual budgets. The
BMS is based on the baseline budget preparation software purchased from Legacy Solutions (now
Affinity Global Solutions, Inc.). The code structure for the BMS is different than for STARS. The BMS
will not be replaced by functionality in the new FMS, and will need to be interfaced to the FMS. The
Contractor shall develop four interfaces to support the Budget Management System:
(1a)
FMS to BMS to Prepare for Agency Budget Entry
An automated interface must be developed to load prior-year actual (expenditures and
revenues) data from FMS to BMS.
(1b)
SHARP to BMS to Prepare for Agency Budget Entry
An automated interface must be developed to load position and HR data from SHARP to
BMS. This interface currently exists may need to be rebuilt based on anticipated
changes to SHARP.
(2)
Load Approved Budget from BMS to FMS
An automated interface must be developed to load the approved budget from BMS (at the
appropriation level) into the General Ledger module of the FMS for budgetary control
purposes. Budgetary control in the FMS would then monitor all transactions at the
appropriation level and reject those lacking available budget.
(3)
Load Operating Agency Budgets into FMS
As stated above, the operating budget detail is typically developed and maintained in
agency “shadow systems,” spreadsheets, or databases before being loaded into the BMS
at the “rolled up” level required by the Division of Budget.
A standard interface must be developed to import the agency budget requests that are
developed in spreadsheets at the operating budget level into the FMS General Ledger
module. Agency budget analysts could then make the necessary adjustments at the
operating budget level that are required to reconcile to the approved budget in BMS for
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 161 of 179
budgetary control purposes. This will allow some agencies to reduce “re-keying”
activities when establishing an operating budget in the FMS. Budgetary control in the
FMS would then monitor all transactions at the operating budget level and provide a
warning for those transactions lacking available budget.
These interfaces are illustrated in the diagram below. Please see RFP Section 4.4.6 for further
discussion of the State’s budgeting process and BMS.
BMS Interfaces to be Developed by the Contractor
SHARP
SHARP
BMS Interface #1b
(position & HR data)
(Time&&leave
leaveand
and
(Time
PSN/A
N/APayroll)
Payroll)
PS
BMS Interface #1a
(prior year actuals)
BMS
BMS
BMS Interface #2
(approved agency budgets
at appropriations level for
central budgetary control)
Agency
Agency
Spreadsheet
Spreadsheet
(preparebudgets)
budgets)
(prepare
FMS
FMS
(Currentyear
year
(Current
actuals)
actuals)
BMS Interface #3
(agency operating budgets for agency
control modified to reflect approved
budget and loaded from spreadsheet
into FMS GL to eliminate re-keying)
FMS
FMS
(nextyear’s
year’sbudget)
budget)
(next
Note: agencies make final adjustments at the
operating level to reconcile with appropriations
3. Treasury Systems, Set-off System, Satellite Warrants and FMS
Due to the uncertainty of overlap in functionality between the new FMS and existing central systems
(SOKI3+, Receipts, Warrant Tracking, Set-off, and Satellite Warrants), the Contractor shall, within
ninety (90) days of contract execution, present a comprehensive analysis (deliverable) recommending
which of these systems to interface to the FMS and which of these systems to de-commission. The
deliverable shall compare the scope, cost, schedule, and agency impact for each alternative. The
deliverable shall also include any other relevant project impacts for each alternative. The cost
analysis shall include the cost of any additional software and services to replicate the functionality of
these systems in the FMS. After presentation of alternatives the FMS project leadership will evaluate
the pros and cons and select the preferred alternative. To develop this deliverable, the Contractor
shall convene design sessions with Treasury personnel and other key central agency personnel
(Division of Accounts and Reports) to review the business processes performed by these systems. If
no cost effective and efficient solution is available, for purposes of this proposal, the default position is
that the FMS will interface with the Treasury’s systems and the Set-off system as required. It is
expected that the Satellite Warrant system will be de-commissioned. The Proposer shall estimate the
costs to develop these interfaces and include them in the separate Cost Proposal.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 162 of 179
Treasury Systems – There are numerous interface points identified between FMS and
Treasury’s systems. Currently there are twelve (12) interfaces between Treasury systems and
SHARP and STARS. Treasury has a warrant tracking system that interfaces with STARS, and
based on requests from STARS, generates warrants and sends warrant numbers back to
STARS. The Office of the State Treasurer has developed a very specialized system (SOKI3+) for
state agencies to record accounting entries for receipts, inter-fund vouchers, journal vouchers
and orders. SOKI3+ generates billing invoices to state agencies for their monthly cash
management fees. SOKI3+ generates a file of all interfund and journal vouchers entered and
uploads this information into STARS. SOKI3+ also provides the means for agencies to enter
federal grant receivables to match with wire transfers. SOKI3+ receives a download of state
credit card transactions. Since SOKI3+ is well-used, well-liked, and highly customized to state
agencies’ business processes, it is expected that SOKI3+ will be maintained and interface with
the FMS. SOKI3+ transaction volume for FY2007 is provided in the table below.
Transaction Type
Volume
14,620 JVs
Journal Vouchers
178,265 transaction lines
$5,515,217,478 amount of transactions
34,734 Receipts
Receipts
121,511 transaction lines
$10,948,396,145 amount of transactions
979 Orders
Orders
2,879 transaction lines
$1,573,149 amount of transactions
31,604 Interfunds
Interfund Transfers
51,040 transaction lines
$2,663,027,864 amount of transactions
Other systems maintained by the State Treasurer are to manage bonds and receipt warrants
which will also interface to FMS. Personnel from the Treasurer’s Office will be primarily
responsible for designing, developing, testing, and documenting these interfaces. However,
since these systems support critical central business processes, the Contractor shall devote
adequate resources to ensure that personnel from the Treasurer’s Office have access to the
functional and technical expertise, testing environments, documentation, etc., necessary to
develop these interfaces.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 163 of 179
SHARP
Central Setoff System – The State has a central setoff system, also known as the Kansas
Automated Debt Recovery System (KDRS – Set-Off System). KDRS is a Focus system that
matches payment sources such as payroll, tax refunds, retirement benefits, and direct payments
to individuals or companies against a debtor file containing debts owned to state agencies,
municipalities, or individuals (e.g., child support payments) on a daily basis. The system matches
SSN or EIN from the debtor file with payment files in STARS. When a match is found, payments
are suspended and a report produced and reviewed to validate the withholding. KDRS does not
use chart of accounts fields.
If no cost effective and efficient solution is available, the FMS shall be configured so that KDRS
and existing business processes will not need to be modified in order to interface with FMS. The
FMS system shall be configured to accept this interface file from KDRS and perform the matching
analysis and suspend payments when matches are found. The FMS system shall generate a
report showing information relevant to the suspended payments. The FMS shall be configured to
complete payment transactions when the suspension has been lifted. The Proposer shall include
the cost for the system to perform this business process, and the cost estimate shall include any
software modifications and report development and report distribution required.
Satellite Warrant System – The State has several “satellite” warrant writing systems that are
expected to be retired by FMS either because all warrants will be processed directly through FMS
or a new satellite warrant system(s) will be developed.
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 164 of 179
The FMS shall meet the business requirements of the satellite warrant systems. Many of these
requirements are identified in the Accts Payable-Final section of the software requirements
referenced in RFP Appendix 1 (Functional Requirements). Key requirements are listed below:

Ability to write warrants in advance, i.e., post-date warrants;

Ability to write warrants on demand either manually or through an electronic upload;

Ability of programmatic systems to write warrants with auto-approvals and only select edit
checks;

Ability to flag warrants for special handling, e.g., by-pass the set-off system for bond
payments;

Ability to generate one-time payments without having to set up a vendor;

Ability to generate payments to multiple parties, e.g., bond payments.
For interface development purposes, the Proposer shall assume that an Enterprise Application Integration
(EAI) tool will be used to develop and manage the interfaces where possible. The Proposer shall assume
that the custom interfaces are defined by the following levels of adapter and map complexity:
Adapter
Complexity
Complexity Descriptions
Simple
Flat file, XML, CSV, or text delimited ASCII adapters.
Average
ODBC, JDBC, SQL-based, and common database ASCII adapters.
Complex
ADABAS, FOCUS, VSAM, multi-format flat files, and other lesser known
data/database ASCII and EBCDIC adapters.
Custom
Adapter must be developed for a specific platform or specific data storage
mechanism (could be ADABAS, old database platforms, binary data,
platforms, etc.).
Map
Complexity
Complexity Descriptions
Simple
One table to one table map.
Average
One table to multiple table map.
Complex
Multiple table to multiple table map.
In addition to the interfaces discussed above, the Proposer shall also plan for the following custom
interfaces as determined by the State:
Complexity Level
Number of Interfaces
Simple Mapping with Simple Adapter
20
Average Mapping with Average Adapter
10
Complex Mapping with a Complex Adapter
10
Complex Mapping with a Custom Adapter
10
Total
50
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 165 of 179
Development of Agency Interfacing Standards
The Contractor shall be responsible for developing and publishing standards for transactions from and to
those State administrative systems not replaced by the new FMS and for all temporary interfaces to/from
legacy systems required as a result of the proposed deployment approach. The interface standards will
support the interface transactions provided in the table below.
State agencies will be responsible for: 1) modifying their current systems to produce files that match the
Contractor’s standard inbound interface format; 2) testing these files; 3) validating the test results; and 4)
documenting these changes. The agencies will also develop interface programs to use the outbound
interface datasets as needed.
The Proposer should include the estimated cost for providing these interfacing system requirements in
the Cost Proposal.
Management and Coordination of Agency Interface Development and Testing
The Contractor shall be responsible for managing and coordinating interface development efforts across
agencies. This includes:

Developing a master schedule of agency interface development efforts that integrates with the
Project Master Plan;

Monitoring the interface development schedule and providing bi-weekly status reports on agency
progress;

Identifying and communicating to the FMS PMO any agencies that are having difficulty meeting
their development schedules; and

Ensuring that a stable and accessible testing environment is available within five business days
following publication of the interface standards as required above.
There are approximately seventy-one (71) interfaces which will be developed by the agencies and
managed by the Contractor.
The table below lists systems requiring interfacing to/from the FMS which will be developed by the
agencies. Some of the interfaces are predicated on the assumption that the FMS solution provided will
be able to support the functionality provided in existing agency administrative systems so that these
systems can be replaced. If during the evaluation process, it is found that the FMS solution can or cannot
satisfactorily meet some agencies’ requirements, there could be minor changes (+/-) in the number of
interfaces to be developed by the agencies.
Req
#
I-1
I-2
Tentative Interfaces to be Developed by Agencies and Managed by Contractor
Send Data /
Number of
Type of Data
Receive Data
Agency
System Name
Interfaces
Interfaced
Send Data/
Receive Data
Adjutant General
Fiscal System
2
N/A
N/A
N/A
Send Data
Aging
Agriculture
Bureau of Investigation
Corporation Commission
N/A
N/A
N/A
Receipts
Database
0
0
0
1 (SOKI3+)
FMS RFP
Payment
voucher /
warrants
Deposits,
Journal
vouchers, Interfund transfers
State of Kansas
February 19, 2008
Req
#
Request for Proposal 11027
Page 166 of 179
Tentative Interfaces to be Developed by Agencies and Managed by Contractor
Send Data /
Number of
Type of Data
Receive Data
Agency
System Name
Interfaces
Interfaced
N/A
Corrections
N/A
0
I-3
Send Data /
Receive Data
Correctional Industries
XDATA
2
Payment
voucher /
warrants,
Purchasing
(POs /
encumbrances),
Deposits
I-4
Send Data /
Receive Data
Education
KIAS* (remains)
KIAS (decommissioned)
KNCLAIM
Federal Aid
CNP2000
State Aid
* Depending on
final resolution of
scope.
Banner Financials
2
or
Payment
voucher /
warrants,
Journal
vouchers
I-5
Send Data /
Receive Data
Emporia State
I-6
Send Data /
Receive Data
Health and Environment
I-7
I-8
I-9
Reconciliation
Database
(remains).
Reconciliation
Database (decommissioned).
Various revenue
receipting / billing
systems.
MMIS
Riskmaster
2
2
2
2
2
1
or
0
TBD (SOKI3+) Revenue
Send Data /
Receive Data
Health Policy Authority
N/A
Send Data /
Receive Data
Highway Patrol
Insurance
N/A
Workman’s Comp
0
2
Send Data /
Receive Data
Juvenile Justice Authority
CASIMS
2
FMS RFP
Payment
voucher /
warrants,
Journal
vouchers
Labor
expenditures
4
Payment
voucher /
warrants,
Journal
vouchers
Payment
voucher /
warrants,
Journal
vouchers
Payment
voucher /
warrants,
Journal
vouchers
State of Kansas
February 19, 2008
Req
#
Request for Proposal 11027
Page 167 of 179
Tentative Interfaces to be Developed by Agencies and Managed by Contractor
Send Data /
Number of
Type of Data
Receive Data
Agency
System Name
Interfaces
Interfaced
I-10
Send Data /
Receive Data
KPERS
KITS
2
I-11
Send Data /
Receive Data
KSU
Oracle Financials
V11.5.10
2
I-12
Send Data /
Receive Data
KU
PS Financials v7.5 2
I-13
Send Data /
Receive Data
KU Medical School
PS Financials 8.9
(upgrade in
process)
2
N/A
Send Data /
Receive Data
Labor
Lottery
N/A
Mac-Pac
(depending on
disposition of AR)
0
2
I-15
Send Data /
Receive Data
Pittsburg State
Proprietary
System Basic
2
I-16
Send Data /
Receive Data
Revenue
Fuel Tax System
Fuel Tax
Distributions
Property Tax
Refunds
Oil and Gas Tax
Distributions
Motor Carrier Reg
Income Tax
Refunds
Cash Receipts &
Other Revenue
Entries
Other Tax
Refunds
Property Tax
Refunds
Vehicle Inventory
System
2
I-14
FMS RFP
2
2
2
2
2
2
2
2
2
Payment
voucher /
warrants,
Journal
vouchers
Payment
voucher /
warrants,
Journal
vouchers
Payment
voucher /
warrants,
Journal
vouchers
Payment
voucher /
warrants,
Journal
vouchers
Payment
voucher /
warrants,
Journal
vouchers
Payment
voucher /
warrants,
Journal
vouchers
Payment
voucher /
warrants,
Journal
vouchers,
Vendors
State of Kansas
February 19, 2008
Req
#
Request for Proposal 11027
Page 168 of 179
Tentative Interfaces to be Developed by Agencies and Managed by Contractor
Send Data /
Number of
Type of Data
Receive Data
Agency
System Name
Interfaces
Interfaced
I-17
Send Data /
Receive Data
Secretary of State
MUNIS (Tyler)
2
I-18
Send Data
SRS
I-19
Send Data /
Receive Data
Transportation
KMIS
DDS
KS Cares
SCRIPTS
LIEAP
KAECSES
VES
1
1
1
1
1
1
1
I-20
Receive Data
Wildlife and Parks
I-21
Send Data /
Receive Data
Wichita State
I-22
Send Data /
Treasurer
Receive Data
Estimated Total # of Interfaces to be
Developed by Agencies and
Management by Contractor
Agency data
warehouse
Activity Sheet
(labor collection)
Banner Financials
V7.2
SOKI3+
Payment
vouchers /
warrants,
Journal
vouchers,
encumbrances
Datasets TBD
1
1
2
2
71
FMS RFP
Payment
voucher /
warrants,
Journal
vouchers
Payment
voucher, Journal
vouchers
Payment
voucher, Journal
vouchers
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 169 of 179
RFP Appendix 4
Conversion Requirements
The conversion of required legacy data into the format requested by the Contractor for upload into the
new FMS solution will be a primary responsibility of the Contractor with shared assistance from the State.
The Contractor will be responsible for developing and testing automated conversion programs to support
the commencement of live operations. Work effort to be provided by the Contractor shall include, but not
be limited to:

Developing programming specifications;

Coding of conversion programs in accordance with program specifications;

Performing unit and integration testing of the conversion programs;

Building any crosswalk file structures required to assist the State in developing test scenarios and
conducting acceptance testing;

Developing reports and other means for State personnel to validate converted data; and

Running the conversion programs several times into a copy of the production environment in test
mode prior to final conversion into the actual production environment to ensure an accurate
conversion.
The Contractor will lead the data conversion / loading effort. The Contractor shall be responsible for
coordinating conversion activities with agencies. This includes conversions required to support changes
to central agency systems such as SHARP and SOKI3+.
The Contractor shall develop queries and reports required by agencies to validate their data in the FMS.
The State agencies will be responsible for verifying the accuracy of the converted / loaded data. Prior to
final conversion into the production environment, a minimum of two (2) complete and successful test
conversions will be performed by the Contractor and the State. Exercises shall consist of Contractor
loading data extract files provided by agencies and Contractor providing reports / query results so that
agencies may validate the accuracy and completeness of the conversion. The FMS PMO shall define the
timing, requirements, and acceptance criteria for this test conversion.
The State will be responsible for subject matter knowledge of existing systems and associated data. If
correction of any of the State-provided data is required, those tasks are the responsibility of the State,
although direction from the Contractor may be required.
The State will perform all manual conversion processes, with the expertise and guidance of the
Contractor. Manual conversions are defined as “manual” when the Contractor and the State agree that
the volume is too low to justify the cost of developing an automated conversion program.
For purposes of the procurement and to ensure an “apples to apples” comparison of data conversion
costs, the Proposer shall assume the responsibility for data conversion as follows:

Data required to set up the master files;

Detail balances as applicable;

Open transactions as applicable;

Agency project and grant balances; and

Agency assets and original sources of funding.
In addition the Proposer shall include in their proposal a strategy and solution for deploying a batch data
conversion process / interface that can be used as an interim bridge for agencies that cannot complete
interface development in time for system cutover. This near real-time conversion process shall enable
agencies to use their current interfaces from their agency systems to STARS and translate transactional
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 170 of 179
data into the new FMS and receive back from the new FMS their completed transactions. Due to the
anticipated changes in the chart of accounts, interim account codes will be used to store agency-specific
transactional information until the agency is ready to cutover to the new FMS. If necessary, this interim
solution is expected to be used for no longer than six months after “go-live.”
Data conversion development effort shall be included in the project scope and properly reflected in the
Cost Proposal.
Listed below are the agency applications for which the Contractor shall be responsible for data
conversion.
Req #
C-1
C-2
Agency Name
Adjutant
General
Aging
Applications to be Replaced
Application
Truncated
Name
Description
Inventory
System.
Grants
Management.
FilePro.
Assets.
ERP Related
Functions
Convert
Tracks assets.
Tracks grants
payments.
Tracks purchasing
activities.
Tracks assets.
C-3
Agriculture
FilePro.
Custom financial
administrative system
and spreadsheets for
assets.
C-4
Bureau of
Investigation
Internal
Accounting
System.
C-5
Commerce
Various
spreadsheets
C-6
Corporation
Commission
CARES.
C-7
Corrections
OMIS
Custom financial
administrative
system,
spreadsheets, and
Access database for
fleet assets.
Non-integrated
spreadsheets to track
budget, payments,
grants, projects.
Custom financial
administrative system
and spreadsheets for
assets.
Accounting and
budgeting
functionality of OMIS,
and spreadsheets
and databases for
assets.
C-8
Correctional
Industries
N/A
Grant accounting.
Requisitions, Pos.
Asset
management.
GL, AP, receipts,
purchasing, project
and grant
accounting, asset
management.
Fund balances,
project and
grant balances,
POs that carryover, assets.
Fund balances,
project and
grant balances,
POs that carryover, assets.
GL, AP, Budget
tracking,
purchasing.
Fund balances,
POs that carryover, project
and grant
balances,
assets.
AP, purchasing,
Fund balances,
grant accounting,
grant balances,
asset management. assets.
AP, receipts,
purchasing.
Fund balances,
POs that carryover, assets.
Project accounting,
budgets.
Fund balances,
project and
grant balances,
assets.
Fund balances,
POs that carryover, project
and grant
balances,
assets.
FMS RFP
State of Kansas
February 19, 2008
Req #
Agency Name
Request for Proposal 11027
Page 171 of 179
Applications to be Replaced
Application
Truncated
Name
Description
Emporia State
N/A
C-9
Health and
Environment
POVS.
GMS.
Asset
Management.
CMS.
Budget
Tracking.
C-10
Health Policy
Authority
Asset
tracking and
grant
tracking.
C-11
Highway Patrol
PMP.
HTE
Procurement.
Troop PO.
C-12
Insurance
C-13
Juvenile
Justice
Authority
C-14
ERP Related
Functions
Convert
POVS –
purchasing.
GMS – grant
management.
Asset
Management.
CMS – contract
tracking.
Budget Tracking.
Asset tracking and
grant tracking.
Fund balances,
POs that carryover, project
and grant
balances,
assets.
Multiple purchasing
process systems,
mainframe
application for assets.
Requisitioning,
purchasing, asset
management.
Nonworkman’s
comp
transactions
are currently
paid using
the
workman’s
comp
system. This
process will
be changed.
POSSUM.
Fiscal
database.
Monkey
database.
Non-workman’s comp
transactions paid
using the workman’s
comp system.
AP
Fund balances,
POs that carryover, project
and grant
balances,
assets.
Fund balances,
POs that carryover, assets.
Financial
administrative
systems that contain
funding and payment
information.
AP, fund balances,
track general
property.
KPERS
Lawson.
Primarily serves as a
financial reporting
database.
Generates financial
reports.
KSU
KU
N/A
N/A
KU Medical
School
N/A
Multiple stand-alone
financial
administrative
systems.
FMS RFP
Fund balances,
POs that carryover, project
and grant
balances,
assets.
Fund balances,
POs that carryover, project
and grant
balances,
assets.
Fund balances,
POs that carryover, assets.
State of Kansas
February 19, 2008
Req #
Agency Name
Request for Proposal 11027
Page 172 of 179
Applications to be Replaced
Application
Truncated
Name
Description
C-15
Labor
Agency
intends to
retain Cost
Accounting
System (and
perform dual
data entry
into FMS).
Some data
from agency
system will
have to be
converted
into FMS.
Excel –
Purchasing.
C-16
Lottery
C-17
Pittsburg State
Revenue
N/A
Purchasing
database.
Inventory
system.
C-18
Secretary of
State
C-19
SRS
C-20
Transportation
ERP Related
Functions
Convert
Financial
administrative system
that contains funding,
grant accounting, and
payment information.
GL, project and
grant accounting,
asset management,
cash management,
and budget control.
Fund balances,
POs that carryover, grant
balances,
unpaid AP,
assets.
Purchasing activities.
Purchasing and
encumbrances.
Fund balances,
POs that carryover, assets.
Purchasing activities.
Requisitions, POs
Assets.
Fund balances,
POs that carryover, grant
balances,
unpaid AP,
assets.
MUNIS will
not be
replaced, but
some data in
MUNIS may
have to be
loaded into
FMS.
FARMS,
Grants, Asset
Management.
Agency accounting
system.
GL, AP.
Fund balances,
POs that carryover, assets.
IFIS.
Financial
administrative system
manages available
funding,
encumbrances, and
transaction details.
FMS RFP
Funds distribution, Fund balances,
grant management, POs that carryasset management. over, grant
balances,
unpaid AP,
assets.
GL, AP.
Fund balances,
POs that carryover, assets.
State of Kansas
February 19, 2008
Req #
C-21
C-22
C-23
Agency Name
Wildlife and
Parks
Wichita State
Department of
Administration
Department of
Administration
Request for Proposal 11027
Page 173 of 179
Applications to be Replaced
Application
Truncated
Name
Description
Cost
Information
System.
Asset
management
system.
N/A
STARS.
SHARP will
not be
replaced by
FMS.
However,
depending on
the proposed
solution, data
conversion
services will
be required
from the
Contractor.
Financial
administrative system
that manages
financial transactions,
including project and
grant accounting.
ERP Related
Functions
GL, AP, Project
and grant
accounting.
Convert
Fund balances,
POs that carryover, project
and grant
balances,
assets.
Asset tracking.
Tracks assets.
State financial
system.
State payroll system.
FMS RFP
GL, AP.
Time and leave
tracking, payroll
calculations.
Fund balances,
encumbrances.
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 174 of 179
The State will be responsible for the data conversion of the remaining legacy systems if they are
replaced. The Contractor will provide leadership, mentoring, and day-to-day guidance to State staff as
necessary.
Req # Agency Name
C-24
Education
Potential Applications To Be Replaced
Application
ERP Related
Truncated Description
Name
Functions
Agency
intends to
retain KIAS
accounting
system (and
perform dual
data entry or
interface into
FMS). Some
data from
agency
system will
have to be
converted
into FMS).
Assets.
Generates payments
from four programmatic
systems.
FMS RFP
Payments, reports.
Convert
Fund balances,
POs that carryover, project and
grant balances,
assets.
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 175 of 179
RFP Appendix 5
Cost Proposal Schedules
The following Cost Proposal Schedules are available at the State of Kansas Division of Purchases web
site: http://www.da.ks.gov/purch/adds/11027.zip. Proposers are advised to check the results of their cost
schedule entries carefully to ensure that the correct figure is populated from spreadsheet to spreadsheet.
If an error is found or suspected, please contact the Procurement Officer immediately.
1. Schedule 1 – Summary Presentation Schedule
2. Schedule 2 – Total Cost Summary Schedule
3. Schedule 3 – Deliverables Payment Schedule
4. Schedule 4 – Staffing Plan by Activity Schedule
5. Schedule 5 – Staffing Plan by Position Schedule
6. Schedule 6 – Training Breakdown Schedule
7. Schedule 7 – Enhancements and Modifications Schedule
8. Schedule 8 – Other Costs Schedule
9. Schedule 9 – Labor Rates Schedule
FMS RFP
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 176 of 179
RFP Appendix 6
STATE OF KANSAS
APPLICATION ARCHITECTURE QUESTIONNAIRE
Proposers are required to complete the following questionnaire and include it in their proposal. Attach additional pages as
required.
Part 1 – Architecture
Q1.
Please describe the hardware platforms, operating systems, and databases that the proposed product supports.
If there are benchmarks or performance statistics, please provide those as well. In addition (but not required),
feel free to attach a matrix of operating system / database statistics to describe performance if that presentation
better portrays the information requested. Under “Recommended Ranking” please rank in numerical order the
solution that you feel best fits the needs of the State of Kansas.
SUPPORTED
EXPERIENCE (1= LOW, 4= HIGH) BENCHMARK
Platforms
Mainframe
Y
N
(Specify model_________________)
Xeon/Opteron
Y
N
Sparc/UltraSparc
Y
N
IBM Power Series
Y
N
IBM AS/400
Y
N
Itanium
Y
N
Other ________________________
________________________
SUPPORTED
Operating
Systems Versions
z/OS
_____ Y
N
32
AIX
_____ Y
N
32
Solaris
_____ Y
N
32
LINUX
_____ Y
N
32
Windows _____ Y
N
32
OS/400
_____ Y
N
32
HP/UX
_____ Y
N
32
Other ___________________ 32
___________________ 32
BIT
64
64
64
64
64
64
64
64
64
1
2
3
4
Y
N
1
1
1
1
1
1
1
2
2
2
2
2
2
2
3
3
3
3
3
3
3
4
4
4
4
4
4
4
Y
Y
Y
Y
Y
Y
Y
N
N
N
N
N
N
N
EXPERIENCE (1= LOW, 4= HIGH)
1
1
1
1
1
1
1
1
1
2
2
2
2
2
2
2
2
2
FMS RFP
3
3
3
3
3
3
3
3
3
4
4
4
4
4
4
4
4
4
RECOMMENDED
RANKING
(Highest = 1)
BENCHMARK
Y
Y
Y
Y
Y
Y
Y
Y
Y
N
N
N
N
N
N
N
N
N
RECOMMENDED
RANKING
(Highest = 1)
State of Kansas
February 19, 2008
Request for Proposal 11027
Page 177 of 179
SUPPORTED
Databases Versions
Oracle
______ Y
N
DB2
______ Y
N
SQL Server ______ Y
N
ASE*
______ Y
N
My SQL
______ Y
N
Other ___________________
___________________
EXPERIENCE (1= LOW, 4= HIGH)
1
1
1
1
1
1
1
2
2
2
2
2
2
2
3
3
3
3
3
3
3
4
4
4
4
4
4
4
BENCHMARK
Y
Y
Y
Y
Y
Y
Y
RECOMMENDED
RANKING
(Highest = 1)
N
N
N
N
N
N
N
* Formerly Sybase
Q2.
Please describe the major hardware and software components of the proposed product and provide an
architectural diagram(s).
Q3.
Describe the software components that comprise the framework of the application. What is the technology and
architecture that supports these components (J2EE, .NET)? What components are required on the web client
in order to complete the user interface? What types and levels of browsers are supported, and with what
desktop operating systems?
Q4.
The State intends to maintain a data warehouse to support current and historical data from the SHARP
application, as well as financial, procurement, and other data maintained in the FMS. What approach is used to
address this need?
Q5.
Describe the data warehousing options. The description should include any applicable licensing issues, and an
explanation as to whether reporting is addressed in “live system” or through an off-line data warehouse. The
description should also address available business intelligence tools and associated architecture.
Q6.
What are the State’s distributed computing options? (Distributed computing is a method of computer
processing in which different parts of a program run simultaneously on two or more computers that are
communicating with each other over a network.)
Part 2 – Integration and Interfaces
Q1.
What integration tool(s) and technologies are provided (Messaging, WS* Services, etc.)?
Q2.
Describe any communication (e.g., ODBC) and data (e.g., XML, EDI) standards that are supported for the
proposed product to interface with outside organizations / providers.
Q3.
What interfaces to other systems may be required, desired, or optional?
Q4.
What methodology would be utilized to interface with the SHARP statewide HR/Payroll System that is based on
Oracle’s PeopleSoft Human Capital Management ERP software as configured and customized to meet the
State’s business needs (upgrade to version 8.9 was recently completed)? Is this a standard interface already
written or will it need to be a customized interface? If customization is required, describe the level of effort.
Q5.
What data conversion tools are provided? Clearly articulate the plan to migrate the State’s data.
Q6.
What email products (e.g., MS Outlook) is the proposed software certified to support, especially for workflow?
Q7.
What integration does the proposed software provide to desktop productivity software applications (e.g., word
processing, spreadsheets)?
FMS RFP
State of Kansas
February 19, 2008
Q8.
Request for Proposal 11027
Page 178 of 179
What is the proposed SOA approach to data integration?
Part 3 – Environmental
Q1.
Recommended Configurations – Please address the following:
1. Internal development environment (include hardware, software, integration tools, version control, etc.).
2. Test environment (include hardware, software, possible load and stress testing tools, possible web
interface, possible email interfaces, etc.).
3. Production environment (include performance and health monitoring).
4. Describe any other environments needed such as training, “sandbox,” etc.
5. Describe options and recommended configuration for failover, availability, scalability, and reliability.
6. Describe the scheduling package options required to run the application.
Q2.
How scalable is this recommendation (include hardware scalability, maximum number of users, and software
scalability in your answer)?
Q3.
What is the recommended post-implementation staffing (include number and type of support personnel, skills
needed, and contracted support needed).
Part 4 – Additional Questions
Customizations and Future Upgrades
Q1. Describe the recommended approach to customizations required to meet the State’s functional requirements and
how those customizations would be addressed in future upgrades/releases.
Q2.
Describe the recommended methodology for developing and migrating customizations from development through to
production.
Q3.
Are future component enhancements / expansions planned? If so, please describe.
Q4.
What is the expected schedule for release of new versions and upgrades? Are there additional costs for these
releases beyond any proposed maintenance fees?
Licensing
Q1.
How is the proposed product(s) licensed (named user, server, CPU, etc.)?
Q2.
How do you address licensing for third party components?
Q3.
Is the source code available?
Report Development
Q1.
What reporting tools, if any, are provided with the ERP application product? If applicable, how many licenses of
each reporting tool are provided with the ERP application product?
Q2.
What reporting tools, if any, are provided with the data warehouse functionality? If applicable, how many licenses of
each reporting tool are provided with the data warehouse functionality?
Q3.
What reporting tools are supported (e.g., Crystal Reports)?
FMS RFP
SRS
Future
State of Kansas
Request for Proposal 11027
Page 179 of 179
February 19, 2008
Labor
SHARP
collection
Q4. Do the proposed reporting tools leverage application security for data filtering?
Data
CntrlCashier
Cashier
Cntrl
SOKI
Q1.
How is historical data addressed?
Q2.
KMIS
How isKMIS
the archiving / purging of historical data addressed in the application?
Q3.
Can usage for cost or billing allocations be captured and tracked?
Warrant # back to DDS?
DDS
DDS
Security
KansasCares
Cares
Kansas
Q1.
How is security addressed in the proposed product (include menu and screen access, individual, role, or groupFMS
based access, database vs. application access control, and standard security reports)?
Q2.
Does product support integration of authentication (single sign-on) and authorization (role-based)?
Q3.
Does LIEAP
the
product allow for decentralized / segmented security administration?
LIEAP
Q4.
Describe the product’s access audit capabilities.
SCRIPTS
SCRIPTS
Warrant # in
outbound interface
KAECSES
KAECSES
Miscellaneous
Q1.
Describe the application’s document management integration capabilities.
Q2.
Describe the minimum and recommended hardware and software requirements of the client.
Q3.
Describe the support for help desk deployment – knowledge base, specialized training, computer-based training
(CBT), etc.
Q4.
What is the recommended post-implementation staffing (include number and type of support personnel, skills
needed, and contracted support needed).
Q5.
Describe the recommended plan for training technical staff.
Q6.
Is the proposed product based on a service-oriented architecture? If not, are there published plans to migrate the
proposed product to the service-oriented architecture? If so, please describe such plans in detail.
Q7.
Describe proposed product’s compliance with ADA Section 508 as well as any other accessibility initiatives. The
State of Kansas Web Content Accessibility Guidelines, are available at
(http://da.state.ks.us/itec/WASGuidelines.htm). Please confirm the ERP software product’s compliance with these
guidelines, or note exceptions.
FMS RFP