Software-as-a-Service Electronic Contract Management System. The North Carolina State Health Plan for Teachers and State Employees

Transcription

1 Date: August 17, 2018 RFP Number: RFP Description: CMS Software-as-a-Service Electronic Contract Management System Addendum Number: 1 Using Agency: Purchaser: Opening Date / Time: The North Carolina State Health Plan for Teachers and State Employees Sharon Smith September 24, :00 PM ET INSTRUCTIONS: 1. This addendum is issued in response to questions submitted. 2. Return two properly executed originals of this Addendum Number 1 with your Technical Proposal. Failure to sign and return this Addendum Number 1 may result in the rejection of your proposal. ************************************************************************************************************** Execute Addendum Number 1, RFP Number CMS: Vendor: Authorized Signature: Name and Title (Print): Date:

2 Proposal Number: CMS Vendor: No. Reference Vendor Question Answer 1. General Could you tell me how many users will be creating contract? As stated in Section IV. Cost Proposal, the Plan is seeking annual license fees or costs for the minimum required number of users. The Plan is also seeking annual license fees or costs per additional user. Based upon the costs or fees proposed in this Section, the Plan will determine how many initial users will have access to the system it may be limited to the minimum required number of users stated by the Vendor. The Plan may decide to expand 2. General Could you tell me how many approvers will use the system? 3. General Could you tell me how many other casual users will use the system (that do not fit into the above category)? 4. General Can you tell me if you intend to integrate with a financial system? And if so, what is that system? 5. General Whether companies from Outside USA can apply for this? (like, from India or Canada) 6. General Whether we need to come over there for meetings? 7. General Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada) 8. General Can we submit the proposals via ? 9. Section III, What types of contracts will be managed in the system? the number of users in the future. See Answer to Question 1. Depending on cost, the Plan may have approximately one to five approvers in the system. See Answer to Question 1. Depending on cost, the Plan may have approximately one to fifty casual users of the system. The Plan does not intend to integrate with a financial system. Vendors located outside of the United States may submit a proposal. Vendors who intend to utilize resources or workers outside of the United States must comply with the requirements outlined in Section V. Paragraph 1 Vendor Utilization of Workers Outside U.S. The Plan will evaluate the additional risks, costs, and other factors associated with such utilization prior to making an award for any such Vendor s offer. The Plan is willing to conduct meetings with the Vendor via web conference or conference call. See Answer to Question 5. No. Offers will not be accepted by electronic means. Vendor shall submit proposals in accordance to Delivery Instructions on Page 2 of the RFP. The Plan intends to utilize the system for a wide variety of contracts and associated documents. The subject matter of contracts may include, but is not limited to, third party administration services, audit services, and consulting services. A full list of the Plan s contracted vendors (Plan vendors) is available at ADDENDUM 1 Page 2 of 5

3 Vendor: 10. Section III, 11. Section III, 12. Section III, 13. Section III, Approximately how many contracts are in the environment? How many users would need access to the system and in what capacity? Are there any key features/functions the system needs to demonstrate and might we be able to schedule a demonstration of those in the next week or so? Is Custom Workflow of interest to automate the movement of contracts through your organization's contract lifecycle? As stated in RFP Section I. Introduction, the Plan currently has approximately thirty (30) different contractual relationships with vendors and executes on average approximately onehundred (100) different contractual documents each year. Contractual documents frequently used by the Plan include RFPs, amendments, memoranda of understanding, and letters of agreement. A full list of the Plan s contracted vendors (Plan vendors) is available at See Answer to Question 1. Per Section III. Paragraph 10 Scope of Work, the Plan requires that users have access to the system to create, maintain, track, and review contractual documents. The Plan envisions that individual users may have all or only some of this functionality depending on permissions. The Plan s requirements are outlined in Section III. Paragraph 10 Scope of Work. The Plan may invite finalists to provide oral presentations and/or product demonstrations after all proposals have been evaluated. The Plan is interested in custom workflow only to the extent that it is necessary to meet the Plan s requirements in Section III. Paragraph 10 Scope of Work. 14. Scope of Work a) Objectives, 15. iv) Development, Page 18 Is DocuSign product already licensed by DOST? Are you open to use of Adobe Sign as an alternate electronic Signature provider? Please describe your existing SharePoint implementation (version, current use as it pertains to the requested solution, use of SharePoint based workflow?) 16. ix) Security, Page 20 How many concurrent users will be using the contract management system? DocuSign is currently the electronic signature provider under contract with the State Department of Information Technology (DIT). The Plan is currently using DocuSign. If DocuSign remains under contract with DIT then the Plan will continue to use DocuSign. The Plan currently uses SharePoint The Plan uses SharePoint to store various reports received from Plan vendors. The Plan envisions the solution linking to the report repository page in SharePoint from the contract dashboards so that users can quickly access reports associated with contracts. The Plan does not require the solution to integrate with any SharePoint workflow. See Answer to Question 1. ADDENDUM 1 Page 3 of 5

4 Vendor: 17. I. Introduction, Page 7 How many of the 40 staff members are anticipated to be users of the system? What are their profiles? (Legal, Finance, Compliance team, Purchasing?) 18. I. Introduction, Page 7 The RFP is focused on the capabilities of a SaaS Contract Management solution. Does the State Health Plan intend to separately contract with consultants to support business consulting design work that would inform and enable the implementation of the solution, or will SHP handle those functions in-house? 19. Specifications, Pg III. Technical proposal iv) Development, i, v., Page III. Technical proposal In regards to Document Retention, could the State provide us with the number of retention policies, and details of those retention policies that will be part of the project. Which versions of Microsoft solutions and Docusign are implemented at the State Health Plan Division? Is the State's NCID common authentication service anticipated to be used for internal user authentication? See Answer to Question 1. Users may include members of the contracting team and the staff members who administer the day-to-day operations of the contracts. Users may also include Plan vendor contract administrators. The Plan intends to handle implementation of the solution in-house. The Plan expects that the solution will be capable of use out of the box and that implementation will be limited to items like loading contracts into the system, selecting dashboard options, deciding what data will appear on dashboards and reports, and assigning roles and access levels. However, in Attachment D. Cost Proposal, the Plan requests pricing for optional professional services. Depending on the pricing of any optional implementation-related services, the Plan may decide to utilize the Vendor for some aspects of implementation. The Plan is required by law to maintain records in accordance with the Functional Schedules for North Carolina State Agencies. More information on the Functional Schedules is available at: n-schedules/state-agencyschedules/functional-schedule-north-carolinastate. Although the Functional Schedules require the Plan to retain certain contracts and related documents for only 3 years past the termination or expiration date, the Plan currently retains contracts and related documents for 6 years. The Plan currently uses Microsoft Office The Plan uses the DocuSign version currently available through According to the DocuSign website, the latest release was deployed on 8/7/18. Integration with NCID is not a requirement of this RFP. viii)technology ii. Saas Solution Technical Specifications, 13., Page 20 ADDENDUM 1 Page 4 of 5

5 Vendor: 22. III. Technical proposal ix) Security, ii., Page 20 How many external users are anticipated, and how will they use the Contract Management System? Do you already have in mind external profiles (attorneys, Accounts Payable, sales representatives, etc.)? 23. Section IV, Page 22 How many users do you anticipate using the software? 24. Section IV, Page 22 Will Vendor be required to upload existing, legacy data and attachments into the solution? If so, how many contracts and related attachments? 25. Section IV, Page 22 Will a Test/Development Environment be required? See Answer to Question 17. The Plan envisions that external users, if any, will utilize the solution for activities such as viewing contracts, reviewing and editing contracts under development, and signing contracts through DocuSign integration depending on the solution s capabilities. Per Attachment D. Cost Proposal, any such functionality should be priced appropriately as to whether it is a standard part of the solution or will be an optional add-on. See Answer to Question 1. The Plan will handle the upload of legacy data and attachments in-house. No, the Plan will not require a test or development environment. ADDENDUM 1 Page 5 of 5