Procurement Requisition Software

COMMONWEALTH OF PENNSYLVANIA

DEPARTMENT OF GENERAL SERVICES

Request for Information 6100062870

Summary.

The Commonwealth of Pennsylvania (Commonwealth), Department of Corrections (DOC), issues this Request for Information (RFI) to solicit information that will be used to assist with the development of a solicitation for which may be released by the Commonwealth in the near future.

Specifically, this request seeks information from which the Commonwealth can formulate specifications and requirements, realistic timeframes and cost structures for the referenced procurement and project. The Commonwealth desires to produce a solicitation that promotes vendor competition and creative technical solutions. The Commonwealth is open to any and all ideas in relation to this project and encourages alternative ideas that will help the Commonwealth better define its requirements. This RFI is an earnest attempt to become aware of and knowledgeable about current solutions to support the project requirements of the Commonwealth. This RFI will also help the Commonwealth identify vendors who are able to provide the required services to support this goal.

Background.

Issues to Be Addressed.

The Commonwealth is requesting feedback from firms with expertise in , as set forth below:

1) Include a cover letter, with the RFI response, on Company Letterhead, which includes a point of contact name, phone number and email address.

2) Complete Attachment A, Questionnaire. Please respond to the questions in the questionnaire and limit the responses to these questions only.

Point of Contact:

The sole point of contact for this RFI shall be

Due Date.

The Commonwealth is requesting that all responses to this RFI be submitted via email to amawasko@pa.gov by on with the subject line of .

Disclaimer.

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation for future business, an offer for procurement or any other type of current or future procurement or contractual action and is only intended to gather input. The Commonwealth will not award a contract on the basis of this RFI nor will it pay for information it receives. Responses to this notice are not offers and cannot be accepted by the Commonwealth to form a binding contract. No party is bound by the information provided in response to this RFI.

Respondents are solely responsible for all expenses associated with responding to this RFI. The Commonwealth of Pennsylvania is not liable for any costs or expenses incurred by the Respondent in the preparation of its responses.

Respondents needing confidential treatment for any proprietary information they furnish must clearly identify that in their respective Responses. All information received in response to this RFI that is marked Proprietary will be handled in accordance with applicable law including the Right To Know Law, as amended.

All material submitted shall be considered the property of the Commonwealth of Pennsylvania and may be returned only at the Commonwealth’s option. Notwithstanding any Respondents copyright designations contained on responses, the Commonwealth shall have the right to make copies and distribute responses internally and to comply with public record or other disclosure requirements under the provisions of any Commonwealth or United States statute or regulation, or rule or order of any court of competent jurisdiction.

Respondents to this Request shall not provide recommendations as to specific courses of action and shall not be deemed to be an advisor or consultant to the Commonwealth. The Commonwealth will evaluate the information presented and determine any subsequent course of action, which may consist of contracting for implementation of Commonwealth-determined work. Such work may be procured through any procurement method available, and respondents to this Request may be considered for selection to perform such work.

Responses to this RFI will not be returned. Respondents will not be notified of the result of the review, nor will they be provided copies of it.

Commonwealth Reservation of Rights.

The Commonwealth reserves the right to consider or reject any and all responses to this Request, to amend and/or reissue this Request and to abandon and then recommence at any time, or not recommence, this process. All costs of any response to this Request and participation in any presentations to the Commonwealth are solely the responsibility of the Respondent and the Commonwealth shall not be liable for payment of any such costs.

REQUEST FOR INFORMATION

ATTACHMENT A

QUESTIONNAIRE

1. What is the typical cost structure, including implementation and licensing fees? Is there an annual fee? Are costs based on user seats, administrators, or other factors? What information will vendors need from the DOC in order to develop a cost for this procurement?

2. Below is a list of the DOC’s software needs. Please indicate whether your company’s software solution is able to meet the needs below and provide additional information on how these functions are handled within the software.

a. Ability for Administrator to add pre-approved account coding that can be applied to each request.

b. Ability to auto-populate information (names, facilities, etc.) based on requestor

c. Custom routing for approval. Ability to automatically route based on categories and add ad hoc approvers

d. Ability to auto-assign a specific number to each requisition. Ability to customize requisition numbers per plant/entity

e. Ability to search orders by order number, vendor, etc.

f. Report running capabilities: total spending by fund, open orders, vendor reports, purchase types. Ability to create dashboards.

g. Ability to mark order as high priority. High priority designation automatically alerts approvers

h. Ability to add email addresses and have system send automatic email updates based on set criteria

i. Ability to hold orders in workflow or automatically re-route if APR has not been opened or placed in hold status.

j. Ability to delete orders. An audit log would exist for deleted orders.

k. Ability to add contract periods to requisitions and automatically alert requesters prior to contract expiration date

l. Ability to attach and categorize attachments. Drag and drop to add attachments

m. Ability to interface with employee directory. Protocols for adding new users and verifying access based on employee status.

n. Ability to route open orders to folders for review by multiple individuals

o. Ability to update order status - paid, received, completed

p. Document changes to an order via an audit log

q. Changes to an existing requisition over a set threshold automatically routes for approval

r. Ability to add notes to an order

s. Assign set user roles

t. Create different entities/plants per institution for ordering. Assign and re-assign users to specific entities/plants or multiple/all plants. Ability to run reports for multiple entities/plants based on roles.

u. System integration in to exhibiting Commonwealth systems - Teams/Outlook, SAP, Ariba, etc.

v. Ability to add links to external and internal website/forms

w. Add payment information to orders. Payment information supports multiple purchase types (credit card, purchase order, check, etc.)

3. Is there a commercial off-the-shelf software that meets the DOC’s requirements or are there specific requirements that require modification to existing software? Please list the commercial software and provide additional information on the specifications that require modification. Include product sheets if available.

4. What is the industry standard for support and maintenance for similar systems?

5. Is your software currently being used by other state agencies?

6. Identify the key performance indicators and service levels in this industry.

7. Are there any value-add services that we should consider when developing a new solicitation? Please describe.

8. Are there any other recommendations or lessons learned that have not already been mentioned but that the Commonwealth should consider?

9. Would your company be willing to provide a demonstration of your existing software solution that fits these requirements?

10. What expectations would your team have of the customer to support a successful implementation?

11. Is your software solution available on an existing DGS statewide contract?