Stancera rfp 2016-02 bidder questions and answer May Web viewStancera rfp 2016-02 bidder questions and answer May 31, 2016. Stancera rfp 2016-02 bidder questions and answer May 31,

Stancera rfp 2016-02 bidder questions and answer May 31, 2016

Q# Section and Page Question Answer1 Section 4.1.1 – Page

5What role, if any, will the Stanislaus County Business Technology Services Department (SBT) play in the management of the project?

None.

2 Section 9.1 – Page 12

How did you determine it will be a 36-48 month project?

StanCERA is not dictating a specific project duration, assuming the bidders’ proposals will reflect their own capabilities and methodologies. But bidders should note that the expectation is based on the following:

1. The rules are quite complex for 37 act funds as well as having multiple tiers of benefits. To get these rules accurately defined and automated takes a considerable amount of time. In the recent past most of the funds that have implemented a new PAS have taken the same timeframe or longer.

2. StanCERA wishes to have a complete PAS solution, including all of the complementary software that surrounds a PAS such as imaging, workflow, CRM, Self Service web portals and reporting. To implement this full solution takes longer than just implementing the PAS component.

3. StanCERA is a small organization and their staff have a limited amount of time to work on the new solution. Even if a bidder is able to implement a new solution faster it would be difficult for StanCERA staff to approve design, improve processes, test the solution, train everyone and rollout the implementation in a faster timeframe. StanCERA has the goals of a long lasting, high quality automated solution. To have poor quality, cut corners or have staff turnover because of severe pressure to complete the project to meet aggressive deadlines that a vendor desires will put these goals at

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Q# Section and Page Question Answerrisk. Alternately, a project that runs longer than the stated expectation will also adversely impact the limited staff resources and expand overall costs.

Any bidder proposing a duration outside of the stated expectation should clearly address the points noted here.

3 n/a Do you have an approved budget?If yes, would you be willing to share the budget so vendors can appropriately scope the project?

The BOR has approved funding this project. An exact dollar amount has not been determined, but StanCERA is aware of the cost of recent projects of similar size and scope. Bidders are encouraged to scope the project according to the requirements presented, while looking for ways to reduce costs where reasonable to do so by leveraging their solution and implementation strengths.

4 n/a What are the primary reasons for moving away from the current pension administration system?

Obsolescence. As stated in the RFP, Tyler is no longer supporting the product.

5 n/a Are there any peak operational black-out periods that should be considered in the project schedule?

There are no blackout periods. As with any pension organization, there are operational peaks and valleys that will impact staff availability. However, StanCERA is dedicated to the success of this project and is planning accordingly.

6 Section 5 – page 6 Services to be provided – please provide a description of how the terms quality, thoroughly, clean, complete, etc., used in this section will be measured for completion – specific examples include:

a. “clean and complete data conversion”

b. “Thoroughly trained…”c. “Thoroughly

prepared…”d. “Accurately imaged…”e. “Quality

documentation…”

To meet the reasonable and normal expectations of a client purchasing Pension Administration System services and solutions.

7 Section 5.1.A – page 6 and 7

“…automate current manual paper based processes…” - If they are not already provided in the functionality listed in Section 5.2, please provide a list of the current manual paper based processes to be replaced?

The list of functional and technical requirements have been provided. If the bidder meets these requirements, all manual gaps will be closed.

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Q# Section and Page Question Answer8 Section 5.1.E – page

7Please expand on how you would like the vendor to “assist” in the following statement - “Assist StanCERA in the development of business processes that leverage the new functional capabilities of the PAS and align with industry best practices.”

It is expected that during the design phase(s), the winning bidder will make recommendations to StanCERA on how the system functionality can be leveraged to improve operational processes.

9 Section 9.1 – pages 12 and 13

What type of implementation expertise will the 3rd Party Implementation Specialist bring to the project – as an example -business process, best practices, change management, project management, or other expertise?

All of the areas listed.


How many StanCERA subject matter experts will participate in the project?

It is anticipated that most of the core StanCERA staff members will participate as subject matter experts at various points in the project. This is 10 – 12 people with varying areas of expertise.


Will SBT staff participate in the project?a. If yes, what is their

anticipated role?b. How many SBT staff

will be participating in the project?

Approximately what percentage of time will the SBT staff be assigned to the project?

No, it is not anticipated that SBT staff members will play a significant role. If StanCERA elects a solution that is hosted by SBT, then they will provide environment set up and maintenance as required by the bidder.


Approximately what percentage of time will the StanCERA subject matter experts be assigned to the project?

This will be driven by the needs of the bidder’s implementation strategy. StanCERA is looking for the bidders to advise them of what commitment is necessary for a successful implementation. As noted above, StanCERA is committed to a successful and cost effective implementation and will take the steps necessary to ensure that the bidder has the resources necessary.


Approximately what percentage of time will the StanCERA 3rd Party Implementation Specialist be assigned to the project?

This information is not available at this time.


Will the 3rd party implementation specialist have decision making authority during the project? If so, in what areas will they have decision making authority?

No. The Implementation Specialist will make recommendations to the StanCERA decision makers. The StanCERA management is committed to participating in the project and to making all necessary decisions in a timely manner.

15 Section 9.1 – page Will the SBT staff have decision making No. If StanCERA elects to host

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Q# Section and Page Question Answer12 and 13 authority during the project?

If so, in what areas will they have decision making authority?

the solution with SBT, they will have input on technical matters.

16 Section 9.1 – page 12 - 2nd paragraph

The section states “The scope of each cycle will be firm.” The section goes on to say “StanCERA staff will participate with the bidder in defining the scope of each delivery, as well as testing and verification of each delivery.” Please clarify:

a. Is the “scope of each cycle” and “defining the scope of each delivery” considered by StanCERA to be the same thing?

b. If no, please provide additional information on the differences.

Will the scope of each cycle be considered firm after input and agreement with StanCERA staff?

StanCERA is looking for a partnership with its solution provider. The answer to a. is yes. And yes, the scope of each cycle will be considered firm after input and agreement with StanCERA staff. The Bidder, of course, is the implementation expert and StanCERA will defer to the bidder’s expertise unless doing so would introduce undue risk or operational impact.

17 Section 9.1 – page 12 - 3rd paragraph

Is there a required format for the documentation noted in the following statement: “Precise documentation of planned release content will be expected in advance of delivery.”

No, as long as the format is a standard one available to StanCERA. A Microsoft Office product, or PDF is preferred.

18 Section 9.1 – pages 12 and 13 - 6th

paragraph

Please define “significant experience” as used in the following statement “StanCERA is expecting the bidder to assign a team that has significant experience working with the software bidder.”

It is not StanCERA’s intent to place a specific constraint on experience. That being said, experience of successful implementation of the bidder’s proposed solution will be highly valued.

19 Section 9.1 – pages 12 and 13 - 6th paragraph

At what point will StanCERA identify the “key personnel” and the financial penalty discussed in this statement - “StanCERA reserves the right to designate certain members of the vendor’s team as ‘key personnel’ who cannot be removed from the project without a substantial financial penalty.”

During the negotiation of terms and conditions in the contracting processes.

20 Section 9.1 – page 13 - 12th paragraph

How many key staff will be included in the statement “StanCERA expects that the bidder will provide training for key staff on the system.”?

All core staff members – between 8 and 10.

21 Section 9.1 – page 13 - 14th paragraph

What is the intended purpose of the non-production environment referenced in the following statement “Unless strongly discouraged by the bidder, StanCERA expects to purchase and have set up (by the bidder) at least one non-production environment, which should be accounted for in the cost

The intent is to provide StanCERA a test environment for use once the system is in production. Yes, it should replicate production, or be easily refreshed with current production data.

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Q# Section and Page Question Answerproposal and the plan.”?

a. Is it expected that this non-production environment will replicate the production environment?

Who will be responsible for maintaining the non-production environment throughout the project?

It is anticipated that the bidder will maintain all test environments during the project. Once in production, StanCERA should have control over the test environment.

22 Section 9.2.1 – pages 13 and 14

Will StanCERA be responsible for identifying those tasks that will be assigned to the 3rd party implementation specialist (section 9.1) in the following requirement – “The bidder should discuss the overall scope of responsibility and also provide the details of the tasks that are considered in scope of the implementation. The bidder must also include a list of the tasks that StanCERA will be responsible for. This document should be a maximum of five pages. The bidder’s goal should be to enable StanCERA to understand and confirm the scope of the bidder’s responsibilities versus what StanCERA needs to do, and to show the major tasks that are included within the scope of the bidder’s responsibilities.”

Yes.


Will StanCERA staff be approved/available for any overtime or additional work beyond the normal working hours?

This will be considered on a case-by-case basis as circumstances warrant, but it is hoped that it will not be necessary. It should be an exception, not an assumption.


How much time in hours should the vendor assume StanCERA staff are available for project work on a weekly basis?


25 Attachment 2- Section 1 – Priority 3 and 4 Specifications – Pages 1 and 2

Is there a required format to provide the information noted in the following statements - “For answers that require detailed explanation, the responder must include the requirement reference ID. The respondents are encouraged to explain in detail, how their system’s flexibility will accommodate change.”

It is preferred that the bidders use the forms provided. In this case, please use the form in Attachment 6 – Assumptions and Exceptions.

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Q# Section and Page Question Answer

26 Attachment 2 – Section 2 – Page 13

In requirement 00.2032 – the last sentence states the pay codes are as follows – there do not appear to be any pay codes listed. Please provide.

The requirement will be altered to strike the last sentence. It will now read: “The system will have the capability to differentiate between pensionable and non-pensionable pay based on pay type codes transmitted by the employer.”

27 Attachment 2 – Section 2 – page 19

Although the sub-category is batch processing the requirement is that the system will interface “directly with…” Can this connection be done through batch processing or must it be a real time exchange of data?

Yes. StanCERA will consider alternate solutions for all Priority 2 requirements that meet the functional goal.

28 n/a Approximately how many correspondence does StanCERA use today?

Less than 100. However it should be noted that this number will change in the new PAS, as StanCERA expects to take advantage of new functionality and eliminate redundancies.

29 n/a Approximately how many reports does StanCERA use today?

Less than 100. However it should be noted that this number will change in the new PAS, as StanCERA expects to take advantage of new functionality and eliminate redundancies.

30 n/a Does StanCERA have a standard contract that the vendor will be expected to use?If yes, can you provide a copy of the standard contract?

StanCERA will provide its standard contract for bidder review after the proposal due date and prior to the best and final offer date.

31 Functional Requirements – Section 23.001 – page 187

Please elaborate the ECM services that you are looking / being delivered as a SaaS model?

This question is unclear, given the stated requirement. The ECM requirements describe the functionality required.

32 Functional Requirement – Section 23.009, page 187 and 23.001 – page 187

Is it mandated to store / maintain documents in a folder-based repository? Or wiling to open for better solutions?

StanCERA is interested in the best solution to meet its needs, so will be open to discussing the bidder’s approach.

33 Functional Requirements – Section 23.014, page 187; 23.015 page 187

What is the current records retention period? Are you looking for specific products for retention?

A records retention policy is not in place at this time, but will be clearly defined according to the bidder’s timeline. No specific product is intended unless proposed by the vendor as a part of its solution.

34 Functional Requirements – Section 23.035 page 189

Are you willing to send these 1 Million back-file sheets out of your agency or that needs to be digitized in-house only?

It is strongly preferred that the records stay on-site at StanCERA, however alternatives may be considered but subject to constraints.

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Q# Section and Page Question Answer35 Functional

Requirements – Section 23.027 – page 188

Can you elaborate this requirement on route documents to one or more users? Are you referring storing the same image under multiple folders based on business functionality?

By “route manually” the intent is to be able to route a document to a user that is not a part of a pre-defined workflow. A letter from a member, for example. Or a document that needs review by a SME.

36 Functional Requirements – Section 23.009 – page 20 and Section 19.086 page 163

Could you elaborate ECM routing functionality listed in this requirement?

23.009 does not say “routing.” It says “restore.” 19.086 describes the ability store a document in ECM directly from the PAS without print/scan if no wet signature is required.We believe both requirements are clear.

37 Functional Requirements – Section 23.048 – page 190

List all the hand written forms that need to be scanned?

No, not at this time.

38 n/a How will the user experience video be scored?

User experience is one component of the Requirements criterion, which is 28% of the total score. The video will also serve to support and assist the evaluation team with visual references to better understand bidder solutions as the bidder’s proposal is reviewed.

39 n/a Can you confirm that there 1 IT staff member only needs administration/configuration training and not developer training?

It is not StanCERA’s intent to do any development. A system that is highly configurable will be preferred, and the need to make customizations should be minimal in production.

40 n/a Who is included in the phrase “key stakeholders” when you say that only key stakeholders must be trained?

Core staff members.

41 Section 5, Page 6 Do you want vendors to propose both, on premise and hosting, or just one or the other?

This is entirely up to the bidder. StanCERA is open to considering both options, and so places no limitation on the bidder.

42 n/a Regarding the following language: "The system will, for the Web Portal, operate from replicated data refreshed from the system, usually each business day. The refresh schedule will be maintained by StanCERA. All data presented on the portal will come from the system/ECM and no other source.". What is the rationale behind this requirement? Is it acceptable for the Web Portal to access the current production data assuming that doing do does not result in any

StanCERA will consider alternate approaches, as long as they meet the all of its functional and technical goals.

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Q# Section and Page Question Answerperformance degradation?

43 n/a Regarding the following language: "The system will integrate with, or incorporate, a reporting solution to meet the needs of StanCERA.". Can you provide more specifics about this? Is there a specific reporting solution that StanCERA has in mind?

StanCERA needs operational reports. Bidders should provide a reporting solution.

44 n/a The RFP requires the vendors to provide a sample video demonstration of their proposed solution. Will these demonstrations be kept confidential by StanCERA?

Yes, they will be held strictly confidential. Bidders should mark the media as confidential and proprietary. The videos will remain on the original media provided, will not be copied or removed from the StanCERA offices, and only viewed by the StanCERA evaluation team. At the end of the procurement process, the media will be destroyed.

45 n/a What is the maximum number of full time employees available for the duration of implementation? (Out of the 12 full time employees and 3 part time.)


46 4.1.1. Current Organizational Status/ Situation/ Structure – pg 5

The section states, “We currently have 1 full time Information Technology (IT) employee in-house who is responsible for coordinating with Stanislaus County Business Technology Services Department (SBT) and the current pension software bidder on IT related issues.”Please clarify the reference to “the current pension software bidder”. Is the intent to simply state they will work with the eventual awarded vendor?

The sentence is corrected to read as follows:We currently have 1 full time Information Technology (IT) employee in-house who is responsible for coordinating with Stanislaus County Business Technology Services Department (SBT) and the current pension software vendor on IT related issues.

47 5. Services to be Provided – pg 6

The section states, “A clean and complete data conversion – StanCERA does NOT intend to contract with a third party consultant to assist with technical conversion tasks.”Can StanCERA please provide more details on how “clean” their data is in the legacy system?”Is there referential integrity on the database?Has any data profiling been performed

The bidders are encouraged to pose these questions during their vendor conference visits. StanCERA staff members will provide bidder team members with the opportunity to discuss current data sources, known issues, and will answer data related question.

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Q# Section and Page Question Answeron the data? Or is there a list of known data issues available? If not, what are the most current concerns with the data?

48 4.1.2. Technology in Current Use – pg 6

Approximately how many paper documents will need to be imaged and indexed for back file conversion for each entity record on average and what are examples of data points that will be available on these paper documents to index them accordingly (name, SSN, document type, etc.)?Is there designated StanCERA staff that would assist with this process in regards to differentiating doc types, page splitting, etc.?

The bidders are encouraged to review member file content during their vendor conference visits. StanCERA staff members will provide bidder team members with the opportunity to review sample files and measure linear feet of documents to be scanned.While StanCERA will assist with development and approval of the file plan, they will not assist with file prep.

49 4.1.2. Technology in Current Use – pg 6

Do you have any scanners that you currently use? If yes, what is it? If no, then this would need to be included in the quote. (Also refer to related question 33)

Please include all necessary hardware and capture software in the quote.

50 5. Services to be Provided – pg 6

Will StanCERA IT staff or SBT staff be able to extract the necessary data in a required format from the current system for conversion, or will [bidder] be expected to understand the legacy system and extract and prepare the conversion data? (Legacy Database?)

StanCERA will extract data from legacy system databases to the specifications of the bidder. Data transformation and import into the target system is the responsibility of the bidder.

51 12.1. Assumptions / Attachment 6 – pg 16

The section states, “The assumptions should be numbered and grouped by RFP section and should be listed in sequential order of the sections to which they reference. The bidder’s response materials must reference the assumption number.”Attachment 6 includes a preformatted table for the inclusion of Assumptions, Clarifications and Supporting Information, yet does not appear to allow for numbering and grouping. Please confirm bidders may modify the table in Attachment 6.

No, please do not modify the response table. The statement is describing the need to group by the second, third and fourth columns provided on the response form.

52 12.2. Exceptions / Attachment 6

Similar to Section 12.1, the section states, “Exceptions should be listed below the assumptions, again numbered and categorized by section, and referencing the section, page and specific item to which exception is taken.”Attachment 6 includes a preformatted table for the inclusion of Exceptions, yet does not appear to allow for numbering and grouping. Please confirm bidders may modify the table in Attachment 6.

No. See above.

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Q# Section and Page Question Answer53 Attachment 2 – pg 43 Does this RTM signify that PAS should

not limit the division of the member’s benefit based on the option the member elected at the time of retirement? Or are there circumstances that would require that the member’s benefit be recalculated as a consequence of the DRO?

There is no specific requirement referenced, and the question is somewhat unclear. As a basic rule, StanCERA needs the ability to recalculate benefits for any number of reasons.

54 Attachments 2- 001.013 – pg 3

Does ‘Re-calculate’ on the requirement imply that the contributions from the past need to be recalculated based on the new age of entry? Or would the new age at entry be made effective on a go forward basis?

A change in age of entry may require a recalculation of contribution back to the entry date, and may result in an over- or under payment of contributions.

55 Attachments 2- 001.014 – pg 3

Will the file feeds from the Plan Sponsors have clear indication on prior period adjustments with accurate pay period data to dictate the impact on adjustments?

StanCERA anticipates working with the bidder and its plan sponsors to define a new active payroll file format to be used by all plan sponsors reporting by integration file, that will contain clear indication of the period to which adjustments apply.

56 Attachment 2- 001.030 – pg 7

Can StanCERA provide examples of eligibility requirements for membership eligibility that would need to be user configurable?

Generally speaking, configurable parameters are preferable wherever possible. An example may be job code or job class code to include or exclude membership eligibility. Details of this nature should be addressed in design sessions with StanCERA.

57 Attachment 2- 001.030 – pg 7

What does ‘social security integration’ entail?

There are detailed requirements that address Social Security Integration in Attachment 2. General information is available on the IRS website.

58 Attachment 2- 002.048 – pg 17

Do the interfacing payroll systems that provide contribution data also provide demographic and employment history related data in the same interface file or are they separated? Is the file received with this information a change file or full file where we will need to discern changes?Is there a different file format for each payroll system that provides a file?

StanCERA anticipates working with the bidder and its plan sponsors to define a new active payroll file format to be used by all plan sponsors reporting by integration file. A future, optimized process will not be limited by current file constraints, but there may be some limitations to what the plan sponsors can provide.

59 Attachment 2- 002.062 – pg 19

Is the expectation for the PAS system to access the County’s PeopleSoft Database to extract data directly or will PAS system simply process a file provided by PeopleSoft?

It is preferred that a file be imported, not pulled.

60 Attachment 2- 003.041 – pg 24

Is an AB2766 deferral status different from a regular deferral status? If so,

No. It addresses who may leave their contributions on deposit.

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Q# Section and Page Question Answerhow?

61 Attachment 2- 004.003 – pg 26

To what extent is PAS expected to calculate the Annual Member Refundable Interest Crediting Rate?

The solution should provide the ability to store and use the rate appropriately in calculations. History of rates must be maintained.

62 Attachment 2- 007.021 – 007.022 – pg 49

When a member receives a Supplemental Disability Allowance payment, is the employee contribution included with the bi-weekly/semi-monthly or monthly payroll transmittal files or is it taken as a benefit deduction?

No, it is not. Therefore, it is deducted from the payment.

63 Attachment 2- 011.004 – pg 88

Related to [an earlier question] Will there be a consistent and reliable indicator that the member is working non-standard hours (not 80) so that lost time is not computed when calculating the FAS and Benefit Estimate?

Yes. It is anticipated that in the future, job code, job class, or other codes will designate the members to whom alternate formulas apply. This will be addressed during the design of the active payroll file for day-forward data, and may require some degree of data transformation during conversion of historical data.

64 Attachment 2- 011.016 – 011.019 – pg 94

Does StanCERA differentiate between the calculation of ‘lost time’ for a Benefit Estimate and the imputation of missing pay periods for an actual service retirement?

These requirements are straight-forward and clearly stated. The user should be alerted to possible gaps in service that MAY qualify for purchase. If a purchase is not made, then the service is not awarded and retirement is calculated accordingly.

65 Attachment 2- 011.097 – pg 101

Can it be assumed the system will provide an indicator for the user to manually flag that service gaps should be considered available for purchase rather than lost time that the system should fill in without purchasing service?

Please see above.

66 Attachment 2- 014.026 – 014.027 – pg 120

Please define ‘an unlimited number of funding sources’ as it pertains to these Retiree Payroll requirements.

This refers to different sub-account used by StanCERA. For example, regular payroll may be funded out of one funding source (account) but issue refunds from another source.

67 Attachment 2- 015.001 – pg 121

Please define ‘Special COLA’. Is it a variable COLA calculation?

StanCERA has the option to issue a Special COLA under certain circumstances. The Special COLA has not been issued in many years, but has historically been used to pay older retirees some additional benefit that they had accumulated in the form of high

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Q# Section and Page Question AnswerCOLA Accumulation balances but that could not be otherwise paid due to the annual COLA maximum of 3%. Special COLA does not affect the members’ COLA Accumulation and can be viewed as a bonus to the members receiving retirement benefits in that year. The Special COLA is a calculated dollar amount funded from excess earnings as authorized by the Board of Retirement.

68 Attachment 2- 015.048 – pg 128

Describe the current services being provided by StanCERA’s actuarial firm and specifically what should change with the new system implementation. Many requirements indicate the ability for StanCERA users to make a variety of manual overrides to COLA calculations. Confirm if the new system should calculate COLA at the time of go-live or if StanCERA plans to continue to use the actuary for COLA calculations after go-live and phase in PAS system calculated COLA at a later date.

The PAS should calculate COLA at go-live. StanCERA prefers to rely on a fully functional PAS system to be more self-sufficient from its actuary where it is beneficial to do so without increasing risk.

69 Attachment 2- 018.101 – pg 155

Does this requirement pertain to active or retiree death? The reciprocal salary would have had to be provided by the member prior either to death or at retirement so that the salary could be included in the FAS.

“Continuance benefit” would refer to the continuance of a benefit already being paid. Therefore, retiree.

70 Attachment 2- 019.045 – pg 160

Is the barcoding process referenced in this requirement related to barcoding reports? If so- what is the intended purpose of barcoding report outputs?

No. Barcoding is used to identify forms and documents, the person record whom they are associated, and to trigger workflow steps.

71 Attachment 2- 023.016 – pg 188

What would be included in the abstract of the document that would be retained if the image is to be deleted?

Meta data, such as document type, date, etc.

72 Attachment 2- 023.067 – pg 193

Is the expectation to only be able to search on annotations on documents made within the system using integrated document editing tools?

No, the ability to search on any annotation added to a document, including images is required.

73 Attachment 2- 024.061 – pg 215

Can an electronic signature in self-service be considered a date and time stamped entry made by the user visible in the audit log? If not, is there a preferred integrated tool.

StanCERA will consider bidder proposed solutions, but prefers a robust e-signature.

74 Attachment 2- 024.063 – pg 216

Can StanCERA define all acceptable methods on online payments that can be used through self-service portal? Can StanCERA also define all types of transactions that can be paid through

The first question is unclear in light of the requirement. Payment through a member portal is not possible today, and StanCERA will work with the

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Q# Section and Page Question Answerthe member portal (overpayments, healthcare, purchases, etc.)?

bidder during the design phase to determine the types of transactions that can be made through the portal.

75 Attachment 3- 025.025 – pg 7

Does StanCERA intend on purchasing a separate product to validate and standardize international addresses to coincide with local format? USPS Address standardization subscriptions that must be purchased do not include standardization and validation for non US countries.

No, it is preferred that the solution include this capability.

76 Attachment 3- 025.027 and 025.076 – pg 7 & 16

The requirement for the line of business portal is to support the top 4 browsers and one previous major release however the requirement for member portal is to support the top 4 browsers and 2 major previous releases. Because member portal is an extension of the line of business, can StanCERA agree to make the previous version supported requirement consistent between the member portal and line of business?

The bidder should explain its approach in Attachment 6.

77 Attachment 3- 025.035 – pg 7

Can StanCERA confirm there is no existing ECM solution and if all documents are only stored in paper form?

Yes, this is confirmed.

78 Attachment 3a- Technical Questionnaire and Attachment 4- Maintenance and Support

Regarding the format of the response, can vendors copy the questions from these sections and take them out of the table format so that the responses are not contained in the tables?

No. For consistency and ease of review it is preferred that the format provided be used.

79 RFP Main Body, Page 2, Section 2 Purpose

Please provide clarification on StanCERA current budget for a pension administration solution in comparison to the public information shared in October 2014.

There is no connection to the 2003 budget, as referenced in October of 2014, and no reason for comparison.

80 RFP Main Body, Page 6, Section 5 Services to be provided

Regarding the back file conversion services: Please provide the total number of

pages and total number of discrete documents that will need to be added to the ECM system.

Please provide an estimated average image page size.

Please explain the meta-data (SSN, Last Name, Document Category, etc.) will be available when the documents are imported to the ECM system.

Please clarify if any of the back file converted documents contain annotations that must be transferred

The bidders are encouraged to review member file content during their vendor conference visits. StanCERA staff members will provide bidder team members with the opportunity to review sample files and measure linear feet of documents to be scanned.The bidder should clearly understand that NO files have been imaged. Completing the back file conversion is within the scope of this project.

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Q# Section and Page Question Answerto the ECM system. If so, are these embedded in a PDF file, or will these be in a separate overlay?

81 RFP Main Body. Page 7, Section 5.1 Project Scope and Requirements

Please confirm the number of data sources for conversion, as well as on the type of data sources (paper, microfiche, electronic), and if electronic, advise as to the electronic format.

The bidders are encouraged to pose these questions during their vendor conference visits. StanCERA staff members will provide bidder team members with the opportunity to discuss current data sources, known issues, and will answer data related questions. Although it is anticipated that all of the data necessary to a new PAS will be available in the legacy system, only the bidder can confirm this is true as each solution may have unique data requirements.

82 RFP Main Body, Page 7, Section 5.2 PAS Functional Areas

Please clarify the DRO qualification process and by whom it is performed.

A dissolution of marriage order is issued by the court. StanCERA applies the order by splitting the benefit (or future benefit) accordingly.

83 RFP Main Body, Page 8, Section 5.3 Hosting Options, Item 5.3.1 OPTION 1: ON-PREMISE BASED (COUNTY’S DATA CENTER)

Please provide a detailed description of the County’s data center environment and current staff that supports StanCERA.

This is not available at this time. If StanCERA selects a solution to be hosted by the County SBT, it is anticipated that all support services necessary will be available. Any constraints are contained in the RFP.

84 RFP Main Body, Page 12, Section 9.1 Scope, Constraints, Guidelines of the Bidder’s ResponsibilityPage 17, Section 13.2 Proposal Review

The applicable RFP content references a financial system though there are no other requirements that would point to the implementation of a full financial module as long as ledger entries can be exported to StanCERA’s general ledger.

Please confirm if StanCERA will maintain their current financial module for general ledger and financial reporting and that any reference to “financial system / financial reporting” is specific to the member pension administration.

This is confirmed.

85 RFP Main Body, Page 18, Section 14 Submission Requirements

Please confirm that vendors can submit only one single proposal document even if they are bidding both onsite and hosted solutions, provided that the proposal clearly identifies, where they differ, which components of the solution apply to which option.

Yes, this is confirmed and preferred.

86 5.1 Project Scope and Requirements –

Can a sub-contractor be bid by more than one bidder?

Yes.

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Q# Section and Page Question Answerpg 7

87 5.1 Project Scope and Requirements – pg 7

What is the ballpark number of documents that are expected to be scanned and imaged on a daily basis for day forward scanning?

Between 50 and 100 pages. It should be noted, however, that cyclical changes in volume will impact this estimate as will the implementation of on-line services through the member portal will impact this number.

88 5.1 Project Scope and Requirements – pg 7

What particular ECM capabilities, either embedded within the PAS or integrated with a third party product is critical to StanCERA’s business?

Please see the specific functional requirements. They are described there.

89 5.2 PAS functional areas – pg 7

Does StanCERA have a particular preference of what PAS Functional Areas are delivered first? Is StanCERA‘s expectation for the vendor to provide their recommendation in what order they recommend to deliver the PAS Functional Areas?

StanCERA will defer to the bidder’s work plan, with the expectation that the bidder will propose the most efficient and effective order.

90 5.3.2 Option 2 Bidder Hosted – pg 8

It is stated if the provider provides a hosted solution than the bidder will host the ECM system and the member portal as well as the PAS. Can the Employer Portal also be a hosted by the vendor?

Yes. A hosted solution should include all services.

91 14 Submission Requirements – pg 18

Can you please provide a submission checklist, including the order in which StanCERA would like the items to appear? For example both Section 7 and Section 9.2 address items that should be included in vendor submission, so it is not clear the order in which StanCERA is expecting to see the individual sections of this response. Can vendors put the sections in alternate formatting , obviously taking care not to make any changes to RFP content, or is it expected that the attachments provided as part of the RFP would be used “as is” for templates? For example, Attachment 3B is the Technical Questionnaire and is already in a table format. If the vendor answer includes a table, this can cause formatting issues within Microsoft Word when putting a table inside of another table. Would it be acceptable to use alternate formatting and include the question (as asked) in our response?

We believe that the response requirements are clear. Please clearly mark each response section; it should be clearly identifiable, regardless of the order in which it is presented. Please do not alter any response form. If “copy/paste” is used for ease of response, the bidder may paste embedded tables as images.

92 8 User Experience – pg 11

In Section 8 User Experience, you have requested the vendor to capture a video session to perform a series of steps A-T. Do you need to follow the exact same order in the video?

Yes, this is preferred.

93 9 Implementation Please clarify what is meant by To meet the reasonable and

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Q# Section and Page Question AnswerPlan – pg 12 "thoroughly prepared IT support team" normal expectations of a client

purchasing Pension Administration System services and solutions.

94 9.1 Scope, Constraints, Guidelines – pg 12

Is it the expectation that the "incremental deliveries" are made to the production environment? Or can the deliveries be made to a UAT environment for StanCERA testing and then deployed to production in phases (ECM, membership, benefits etc…)

This expectation is in reference to the implementation methodology over the course of the “build” phase. StanCERA prefers NOT to receive a single delivery of a configured system at the end of the build phase. Bidders are encouraged to propose their proven methodology.

95 9.1 Scope, Constraints, Guidelines – pg 12

If the vendor employs a phased implementation approach, for example employer reporting and member services to be deployed to production, what kind of assistance can be expected from the current system vendor with respect to data bridging? Can they write automated programs to bridge the data manually? Or will StanCERA manually bridge the data as needed?

As noted above, Bidders are encouraged to propose their proven methodology.

96 23.003 – ECM – pg 187

How many files are there? The bidders are encouraged to review member file content during their vendor conference visits. StanCERA staff members will provide bidder team members with the opportunity to review sample files and measure linear feet of documents to be scanned.

97 23.035 – ECM – pg 189

Approximately what percentage of paper in the files is stapled?

The bidders are encouraged to review member file content during their vendor conference visits. StanCERA staff members will provide bidder team members with the opportunity to review sample files and measure linear feet of documents to be scanned.

98 23.035 – ECM – pg 189

Is it preferred that the back-file scanning be completed onsite? If so, how many square feet will be made available and will ample electricity, tables/chairs with some parking be available?

It is strongly preferred that the records stay on-site at StanCERA, however alternatives may be considered but subject to constraints. Bidders may inspect StanCERA facilities and pose related questions while on-site for vendor conference.

99 23.035 – ECM – pg 189

If offsite scanning is preferred, can all files be removed at one time if a file

See above.

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Q# Section and Page Question Answerrequest service is provided? Is there a loading dock?

100 23.035 – ECM – pg 189

How will the files be presented to the vendor? By client ID? Alphabetically

See answer to Q97.

101 23.035 – ECM – pg 189

Will files to be converted be boxed by the Retirement System with each box having a manifest of content?

It is preferred that the vendor provide this service.

102 23.041 – ECM – pg 190

Approximately what percentage of the paper has print on the back side?

See answer to Q97.

103 23.113 – ECM – pg 201

How many index fields are to be applied and specifically what are they?

StanCERA looks to the bidder to propose an index schema in support of best practice and its system design.

104 23.113 – ECM – pg 201

Is there a unique Identifier for the files such as a number?

See answer to Q97.

105 23.052 – ECM – pg 191

Are there any document type assignments to be completed? If so, can you provide the number and a list with an explanation as to how each resides within the file such as under a tabbed sections, etc.

The question is unclear in the context of the requirement. The Bidder should note that there is no existing ECM or document image solution in place. StanCERA looks to the bidder to propose and design a robust solution.

106 23.052 – ECM – pg 191

Is there a matching Database related to the files for indexing and QA purposes?

The question is unclear in the context of the requirement. The Bidder should note that there is no existing ECM or document image solution in place. StanCERA looks to the bidder to propose and design a robust solution.

107 24.005 – Web Portal/Person Data – pg 207

This requirement talks about web portal operating from a replicated data, but there are other requirements that allows the web portal user to update information in the system (like demographic information, tax withholding changes, signing up for counseling session). Does the data have to be synced back to the LOB (line of business) database or can the web portal just operate from the live LOB without the need for replicated data?

StanCERA will consider alternate approaches, as long as they meet the all of its functional and technical goals.

108 Section 2, page 3 The RFP states “The Proposer’s affidavit and all questions must be identically reproduced in the submitted proposal.” Is it StanCERA’s intent for each vendor to include all questions and responses as part of their response? Where is the Proposer’s affidavit defined in the RFP?

This statement is in reference to the questions posed to the bidder in the attachment forms. The affidavit referenced is Attachment 1.

109 Section 4.1.2, page 6 What E-Mail client (i.e. Outlook, GroupWise, other) is StanCERA utilizing on their workstations to access the

The Bidder should confirm this while on-site at StanCERA for vendor conference.

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Q# Section and Page Question AnswerGroupWise E-Mail system provided by Stanislaus County? What version is being used?

110 Section 5.3.1, Page 8

“…the selected software bidder would continue to provide standard maintenance and support for the application”. Does Stanislaus County IT currently have a firewall/VPN that can be used for secure remote connectivity by the PAS vendor?

Yes.


Does StanCERA prefer physical or virtual servers be used for the proposed solution?

StanCERA has no preference, and notes that virtual servers are in use today.


Is Stanislaus County IT currently utilizing virtualization software that will be leveraged or should it be incorporated in the cost for the PAS proposed solution? If one is currently in use, what is the vendor and version of the software?

Please include it in the cost, but clearly identify it as an individual item easily identified.


Has Stanislaus County IT standardized with a particular hardware vendor for server and storage? Are there any specific requirements or standards that should be leveraged to conform to datacenter standards (make and models to be used)?

All specific requirements and constraints of this nature are contained in the RFP. Beyond these, the bidder should assume that SBT will accommodate the bidder’s proposed solution.


Are there existing network connections available for the new PAS’ proposed servers and/or storage? If so, what is the type of connection and speed of the connections?

The bidder should assume that SBT will accommodate the bidder’s proposed solution, therefore the standards necessary to support the solution should be contained in the bidder’s proposal.

115 Section 5.3.2, page 8 SAS-70 has been divided and replaced by two new standards. Is it accurate to assume that StanCERA is referring to SSAE16 Type II?

Yes.

116 Section 6.1, page 10 In order to provide the most cost effective and comprehensive solution there are Priority 1 and 2 requirements that contain very detailed descriptions on how the requirement should be addressed. Is StanCERA looking for a solution that addresses the requirement explicitly with no modifications to the software or is there flexibility in addressing both Priority 1 and Priority 2 requirements as long as the objective is addressed?

There is some flexibility. As long as the solution meets the goal of the requirement StanCERA will consider alternatives. Calculation formulas and methods, however, cannot be modified.

118 Section 9.1, page 12 Can StanCERA provide a percentage of time that your staff resources will be available to be dedicated to the project?

This will be driven by the needs of the bidder’s implementation strategy. StanCERA is looking for the bidders to advise them of

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Q# Section and Page Question Answerwhat commitment is necessary for a successful implementation. As noted above, StanCERA is committed to a successful and cost effective implementation and will take the steps necessary to ensure that the bidder has the resources necessary.

119 Section 9,1, page 13

Please clarify what “financial software” StanCERA is referring to that the bidder is required to provide initial setup.

This term refers to a financial module such as necessary for sub-account transactions. If the bidder’s solution contains an integrated solution, then this would not be applicable.

120 Section 13.1, page 17 Does StanCERA have an anticipated

budget for the project?

An exact dollar amount has not been determined. Please see the answer to Q3.

121 Attachment 2: Functional Requirements

There are instances where there are duplicated requirements with differing priorities. Will you confirm the priority that should be used when responding to duplicate requirements?Examples include Requirements 18.042, 18.051, 19.064, and 25.124.

Please default to Priority 2.

122 Attachment 2: Functional Requirements, Requirement 002.011, page 9

Are all of the Plan Sponsors reporting all of the same data elements within the various file formats?

Yes.

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Q# Section and Page Question Answer123 Attachment 2:

Functional Requirements, Requirement 007.015, page 48

How many Supplemental Disability Allowances are paid by StanCERA annually?

Please pose this question to StanCERA staff during bidder’s vendor conference visit.


Does StanCERA currently withhold taxes for states other than California? If so, what states does StanCERA current allow withholding?

No.


How many individuals does StanCERA have today classified as non-citizens for whom 1042S forms would need to be generated?

This will be new functionality for StanCERA.

126 Attachment 2: Functional Requirements, Requirement23.033, page 189

Attachment 3A: Technical Requirements, Requirement025.038, page 8

Please identify the fax software in use at your site that the ECM solution will integrate with?

This will be new functionality for StanCERA. Bidder should include in its proposal all necessary software to meet requirements.

127 Attachment 2: Functional Requirements, Requirement23.035, page 189 What is the estimated number of pages

per file/folder for each member?



Can the back file work be performed off-site at a secure facility?

It is strongly preferred that the records stay on-site at StanCERA, however alternatives may be considered but subject to constraints.


Who will be responsible for boxing the documents to be imaged?

The bidder’s solution should include this service. Staffing constraints preclude StanCERA staff from doing this.

130 Attachment 2: Functional Requirements, Requirement23.035, page 189 What percentage of documents are 2-

sided?


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Functional Requirements, Requirement23.035, page 189

Is there any unusual media (besides paper) in the files? Are there special handling instructions for this media?

No.


Are there any sealed or highly confidential documents in the files? Are there special handling instructions for these documents?

No, although StanCERA may elect not to digitize some sensitive disability case related documents. This is to be determined.


What are the maximum document dimensions to be imaged/indexed for the back file? Are any documents larger than 11”x17”?



Are any documents bound together? If so, can the bindings be removed or cut? Do they need to be reassembled after scanning?



What is the desired image format, resolution, color vs black & white, single vs multi-page?

Single page. StanCERA will rely on the bidder’s expertise with regard to format and resolution that best fits its solution. Color is used in current forms.


What are the desired data fields (index) information to be used? Will you provide a file with the desired data fields?

StanCERA looks to the bidder to propose an index schema in support of best practice and its system design.


Is OCR desired for the back file imaged documents?

If proposed by the bidder, it will be considered.


Will the back file capture one image per file, one image per document, or one image per file section? If one image per document, does the scanning vendor need to capture the document type?

The bidder should propose an optimum approach in support of best practice and its system design.


What is the desired turnaround time for the back file project?

The bidder should propose an optimum approach in support of best practice and its system design, while minimizing the operational impact on StanCERA.

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Functional Requirements, Requirement23.035, page 189

Do you want the documents shredded or returned once imaged as part of the back file project?

Returned.


Please describe what is required for “partial sheet” scanning. Is this a requirement for undersized pages or a requirement to ignore part of pages when scanning?

Undersized pages.


Do you require that scanned documents in color are scanned in color or in black and white? If color is required, please identify what percentage of the 1 million back-file sheets and what percentage of the yearly 25,000 sheets will be stored in color.

Back file can be scanned in black and white, but color capability is desired for day forward.


What will be the total number of users scanning or indexing hard copy documents?

If the bidder is referring to production, day-forward operations, that has yet to be determined. It will be driven by the solution.


You included a bullet point “A document librarian will scan hard copy documents…” Do you intend to have a single shared scanner or multiple scanners for individuals? If multiple, how many scanners should be accounted for in the response to the RFP?

StanCERA looks to the bidder to propose a solution that scaled appropriately for StanCERA.

145 Attachment 3A: Technical Requirements, Requirement 025.014, page 5

Backup and Recovery Requirements. For Option 1 On-Premise solution, is the Stanislaus County IT providing backup and recovery functionality? Does this include daily full backups as well as the ability to encrypt and securely protect the backup data?

Yes to all.


Backup and Recovery Requirements. For Option 1 On-Premise solution, will the Stanislaus County IT be providing the DR plan and functionality?

The Bidder should (but is not required to) include DR in its proposal, with easily identifiable pricing.


This requirement states “The system will seamlessly integrate with the imaging solution proposed by the vendor (if StanCERA selects this option).” However, on page 6 of the RFP, the scope of the work for the RFP includes implementation of an ECM and integration with the PAS. Is the imaging solution an option?

It must be provided, but it may be native functionality in the PAS, or it may be a third party solution integrated with the PAS.

148 Attachment 3A: Technical Requirements,

This requirement requests single sign-on. Will Stanislaus County IT allow a secure site-to-site VPN connection

Yes.

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Q# Section and Page Question AnswerRequirement 025.035, page 7

between the network used by StanCERA and the hosting provider?


This requirement requests single sign-on. Will Stanislaus County IT allow a domain controller to be located at the hosting provider to facilitate authentication requests by StanCERA computers/users?

This cannot be confirmed at this time, but it is anticipated that it will be allowed.


This priority #4 requirement requests the ability to allow certain documents stored in Imaging to be displayed to a member or user of the Member Web Portal. This is similar to requirement 024.066, which is priority #2. Will you confirm the priority for this capability or differentiate between the two requirements?

Consider this Priority 4.


This requirement has a priority of “S”. If this is marked incorrectly, can you provide the correct Priority designation for this requirement? Otherwise, can you define a Priority S requirement?

Consider this Priority 2.


This priority 3 requirement suggests that internal review from StanCERA staff may be required before allowing direct updates to the system via the Member Portal. This is similar to requirement 024.068, which is priority #2. Will you confirm the priority for this capability or differentiate between the two requirements?

Consider this priority 2.

153 Attachment 3A: Technical Requirements, Requirement 025.097-102, pages 18-19

To provide an accurate license count for products related to the “Partner Portal”, how many users will be accessing the “Partner Portal”?

Less than 20.

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Documents

Stancera rfp 2016-02 bidder questions and answer May Web viewStancera rfp 2016-02 bidder questions and answer May 31, 2016. Stancera rfp 2016-02 bidder questions and answer May 31,