REBID Business Transformation - ERP Modernization and Innovation

Agency:	State of Vermont
State:	Vermont
Type of Government:	State & Local
Category:	D - Automatic Data Processing and Telecommunication Services R - Professional, Administrative and Management Support Services
Posted:	Mar 18, 2024
Due:	Apr 15, 2024
Publication URL:	To access bid details, please log in.

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DEPARTMENT OF BUILDINGS AND GENERAL SERVICES

133 State Street, 5th Floor | Montpelier VT 05633-8000

802-828-2211 phone |802-828-2222 fax

http://bgs.vermont.gov/purchasing

SEALED BID

REQUEST FOR PROPOSAL

RE-BID

BUSINESS TRANSFORMATION:

ENTERPRISE RESOURCE PLANNING (ERP) MODERIZATION AND INNOVATION

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

March 18, 2024

March 27, 2024 – 4:30 PM (EST)

April 15, 2024 – 4:30 PM (EST)

PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED WITH

THIS RFP WILL BE POSTED AT:

http://www.bgs.state.vt.us/pca/bids/bids.php

THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED

INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE ABOVE

WEB PAGE FOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS ASSOCIATED WITH

THIS RFP.

STATE CONTACT:

E-MAIL:

KYLE EMERSON

kyle.emerson@vermont.gov

USE SUBJECT: ERP MODERNIZATION

Revised: December 27, 2023

Page 1 of 31

1. OVERVIEW:

1.1. SCOPE:

Through this Request for Proposal (RFP), the Agency of Administration within the Executive branch of

Vermont State government (hereinafter the “State”) is seeking to establish contracts with one or

more companies that can provide Business Transformation: Enterprise Resource Planning (ERP)

Modernization and Innovation assistance.

1.2. Background

The Agency of Administration within the Executive branch of Vermont State government (hereinafter

the “State”) is seeking a Business Transformation Partner (hereinafter “BTP”) to collaborate with

stakeholders to define, build and execute in the areas of organizational readiness and business

process re-engineering throughout the enterprise.

Business process re-engineering: After more than 30 years the State is moving from an on-premise

Oracle suite (see detail below) to the Workday (WD) SaaS cloud. Guidance around reimagining

process, transitioning from a payroll focused solution to become a more modern organization; while

retaining internal controls for Federal, and Single Audits, as well as in compliance with Federal, State,

Local laws, and the State Collectively Bargained agreements (See detail below).

The ERP SaaS BTP chosen resulting from this RFP will be expected to provide highly qualified,

experienced, and capable staff who have gained considerable expertise from previous complex

Workday (WD) implementation efforts. The BTP will provide industry leading ERP and functional (HR

Administration, Performance, Payroll, Accounting, Budgeting) expertise related information, insights,

best practices, and perspectives to State of Vermont (SOV) leadership, program stakeholders and

subject matter experts.

The State is embarking on a large project to consolidate, modernize and innovate its ERP System. The

State’s vision for the ERP is a comprehensive, fully integrated solution that creates efficiencies

across the organization. The State has a multi-year implementation roadmap1, focusing on Human

Capital Management (HCM), Payroll, Performance Management, and Budget for Phase 1 of the

project; Financials, including Transportation and Labor in Phase II of the project.

_________________________

1Implementation Roadmap

Revised: December 27, 2023

Page 2 of 31

Please note: the roadmap listed in this document will start no earlier than the dates listed and may be

amended at the sole discretion of the State. Core Financials phase II will commence immediately

following Core HCM and Payroll launch. Learning Management and Talent Acquisition/Recruitment

will be addressed in later phases.

The State understands this transformation requires more than merely adopting new technology or

working with new processes. The transformation extends to multiple tiers of the state organization. A

successful transformation is critical to the business outcomes of the state enterprise on a daily and

significant basis.

Beginning with the end-user perspective from within each of the identified business functions, to

mid-management, to data exchange with shadow processes and systems, there will be many people

and components that must be identified and simultaneously supported in this transformation effort

to achieve the goal of successfully modernizing the State’s core administrative business functions.

Where the State’s valued human resources are concerned, there is a need to create an open

atmosphere that is welcoming of transformation. This includes at the leadership level, where

solidifying an understanding of the need for extra care and attention to the management of the

transformation is vital.

The State seeks to 1) mitigate the significant risk of its employees not being aligned with the

transformation and 2) posture its employees to successfully complete the transformation and

achieve sustained adoption of the new ERP.

To accomplish the State’s goals, the State requires a - BTP firm with demonstrated experience and

expertise in SaaS solutions; and subject matter experts in enterprise-level, public sector

transformation for an ERP implementation.

The State is seeking a BTP that has demonstrated knowledge and experience assisting government

entities successfully transition platforms to Workday (WD) Software-as-a-Service from locally hosted

PeopleSoft 9.1 & 9.2 with custom bolt-ons.

*Please note: the State will have a separate contract for implementation services. The expectation of

the BTP will be assisting the state in the redesign of business capabilities that will inform the

implementation. Implementation of the software is slated to begin on or around April 1st, 2024,

Business transformation contract is targeted to begin late summer/early fall 2024.later. Please

include in your response, potential benefits or pitfalls with the current contract/s overlap, phasing

timeline.

1.3. Current State

The State currently relies on several customized and aging information systems that limit the State’s

ability to transform and modernize business operations. The current software is used for tracking

payroll related HR transactions and was set up to ensure internal controls of such, the focus of

Revised: December 27, 2023

Page 3 of 31

system-maintained processes. Several of the frequently used business processes are not contained

within the current solution or are captured and maintained through manual process and

customization.

As such, the State requires the BTP to be well versed in PeopleSoft 9.1 & 9.2 capabilities while

understanding how those capabilities are used or transformed into the Workday (WD) suite of

services.

1.3.1. Human Resources

Vermont Department of Human Resources (DHR) was an early adopter of the PeopleSoft solution, its

first implementation occurring in 1994. The department has added additional capabilities over the

years, but the system is mostly used for transactions that result in employee records and proper pay.

The HCM is the State’s system of record for employee’s employment data.

The HCM, Oracle PeopleSoft, was implemented in 1994, and upgraded 4 times. The current system is

PeopleSoft v.9.1 for Workforce Administration, Position Management, Self Service, Benefits

Administration, Base Benefits, Time & Labor, FMLA Tracker, and Payroll.

There is integration to the Finance Department’s GL State of Vermont which uses Oracle Peoplesoft

9.2 Financials. Oracle Integration broker is utilized between these two databases; as well as used for

the connection between SAP Success Factors Recruiting and PeopleSoft Human Capital

Management (HCM) v9.1. DHR considers this functionality to be a core system solution.

State of Vermont Executive Branch entities include seven different agencies and about 50 standalone

departments. There are approximately 10,000 employees paid in the Executive Branch, and an

additional 700 paid in the Legislative and Judicial Branches. Of the 10,000 Executive Branch

employees, over approximately 8,000 are considered permanent full-time, while the remainder are

mostly temporary employees. In addition to PeopleSoft Human Capital Management (HCM) v9.1,

the State uses manual processes, and customized pages and tables to support the administrative

functions for each of the three branches.

In 2016, DHR implemented the CornerStone on Demand solution for its Learning Management

solution.

In 2018, DHR implemented SAP Success Factors for Talent Acquisition, replacing the Oracle

PeopleSoft 9.1 Recruiting modules.

The Vermont Department of Human Resources is a centralized entity with all active employee benefit

and payroll operations utilizing the current HCM. All employees use the current HCM system to enter

and approve time with one exception: the Vermont Agency of Transportation uses a side system to

capture and approve time; once approved by AOT, it is fed to the HCM through a once a pay period

interface.

The Executive Branch has 5 distinct bargaining contracts and several side agreements used to create

the time and labor rules, compensation rules and eligibility for benefits. The Judiciary Branch as well

as the State’s Attorney’s each have bargaining contracts.

Revised: December 27, 2023

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1.3.2. Finance and Management

Accounting

The State of Vermont financial accounting system is known as VISION. VISION stands for Vermont

Integrated Solution for Informational and Organizational Needs.

VISION was first implemented by the State of Vermont with version 7.5 on July 1, 2001, and has been

upgraded several times. VISION is currently using 9.2 on premise last updated in February 2019 for all

modules currently being used by the State. The system is managed by the Department of Finance and

Management in conjunction with the Agency of Digital Services' (ADS) ERP Technical Services team.

• Travel & Expense

• General Ledger

• Accounts Payable

• Purchasing

• Accounts Receivable

• Billing

• Asset Management

• Subrecipient Grant Tracking (VT custom module).

As the system of record for the State's financial data, as well as maintenance of the State's vendor

master file, VISION allows the State to meet its statutory responsibility of providing a system of

centralized accounting of income and disbursement. It supports approximately 7,000 travel and expense

users and 700 users of the other system modules: within all three branches of government.

Financial Accounting in the State is highly decentralized. There are over 70 business units that utilize

Oracle PeopleSoft Financials. Each unit has its own business requirements. The same accounting step

will likely have multiple business processes that are used within the State.

The DHR HCM foundational tables that identify cost centers and state departmental structure inherit this

information from VISION through PeopleSoft integration broker. The state of Vermont utilizes a 1 to 1

business unit set up between the two systems.

Budget

The Division of Budget and Management ("BudMan") within the Department of Finance and Management

assists in the development of the Governor’s recommended budget, monitors and defends the passage

of the budget through the legislature and manages the adopted budget throughout the fiscal year.

BudMan utilizes a commercial off-the-shelf (COTS) government budgeting software called PB Advantage.

The existing Budget, Planning & Management system was implemented in 2011. The current system,

version 3.09. lacks functionality found in newer versions such as dashboards.

Revised: December 27, 2023

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This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
REBID Business Transformation - ERP Modernization and Innovation	03/27/2024 04:30PM		04/15/2024 04:30PM

REBID Business Transformation - ERP Modernization and Innovation

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