The Project Timeline has been updated as following:

Event	Date
Release RFP	April 5, 2024
Deadline for RFP Inquiries for Clarification and Posting of Responses	April 19, 2024
Deadline for Proposal Submissions	April 26, 2024
Finalist Interviews	May 13-17, 2024
Awarded Entity Begins Contract	July 1, 2024

 

April 19, 2024

Question 1:  Is Lake County currently using a company to help with the RFP and selection of the vendor for the ERP system project? If so, are you willing to share the name of the company you are using to assist?

Response 1:  Lake County is currently under contract with Gartner.

Question 2:  When does the County anticipate completing ERP vendor demonstrations?

Response 2:  The RFP is currently under review, Lake County anticipates awarding this contract at the July 9, 2024 County Board Meeting,

Question 3:  When does the County anticipate completing ERP vendor reference checks?

Response 3:  Reference checks will be completed prior to awarding the contract at the July 9, 2024 County Board Meeting.

Question 4:  Has the County established the project governance structure for the implementation?

Response 4:  Lake County has conducted preliminary work in this area.

Question 5:  Has the County identified internal team members to lead each functional area?

Response 5:  Lake County has conducted preliminary work in this area.

Question 6:  In relation to proposal development, in Section 7 under Company Background, the County asks for three examples of work including one reference for similar work with a Continuum of Care. Did the County intend to include the Continuum of Care language?

Response 6:  Section 7 - Company Background has been revised as follows:  Provide one to three examples of similar type of work completed in the past five to seven years.

Question 7:  Will the County allow resumes to be included as an attachment?

Response 7:  Yes.

Question 8:  Will the County allow experience tables to be included as an attachment?

Response 8:  Yes.

Question 9:  Does Lake County have any sort of a mock or strawman ERP implementation plan for vendors to base representative pricing on? 

Response 9:  No.

Question 10:  Or, is it the County’s intention that the responding vendors must submit their own set of assumptions by which to produce a mock or strawman ERP implementation plan and corresponding mock/strawman pricing … with the understanding that final Oversight Services scope and pricing will be determined after Lake County selects the ERP vendor & software solution, and receives that ERP vendor’s implementation plan specifically for Lake County? For Example:

1. How long in duration (in weeks, for example) will the Business Process design phase of the project be?
2. How many on-site workshops, and how long in duration of each does the County intend?
3. How long will Testing phases be?
4. In essence, what are the time lines and durations for the various portions/sections of the implementation plan?

Response 10:  Respondents should make assumptions based on their relevant experience. These assumptions can be refined with selected vendor(s) once the ERP implementation schedule is known.

Question 11:  Does Lake County have any expectations/requirements for overall budget/cost of the overall Project Oversight Services scope?

Response 11:  No.

Question 12:  Does Lake County have any expectations/requirements for hourly consulting rates for Project Oversight Services?

Response 12:  No.

Question 13:  Instructions states that “i. Multiple files can be uploaded, each file can be no more than 20 MB ii. Files can also be uploaded as a .zip file”  If files are uploaded in .zip format, does the 20 MB file size restriction apply?

Response 13:  No.

Question 14:  Working with vendors to define activities in an ERP Implementation project is a best practice and allows both Lake County and the vendor to agree on the approach, the deliverables and level of effort for each phases/task before beginning each task. Would the County allow the flexibility to define fixed-price deliverables within the ERP implementation phases and deliverables at the discretion of the County?

Response 14:  Lake County is open to this approach but asks that this be provided in addition to the requested methodology in the RFP.

Question 15:  Is the selection of the new software and the system implementation partner happening at the same time?

Response 15:  Yes.

Question 16:  Does the County plan to have selected the system implementation partner prior to selecting the Project Oversight vendor?

Response 16: Yes, that is the intended plan.  

Question 17:  Has the County identified the county staff who will be assigned to work on the ERP project?

Response 17:  Lake County has conducted preliminary work in this area.

Question 18:  Has the County developed a backfill plan for those County employees who will be on the ERP project?

Response 18: Lake County has conducted preliminary work in this area.

Question 19:  Does the County have an assigned internal Project Manager for the ERP project?

Response 19:  Lake County will assign an internal Project Manager for the ERP project.

Question 20:  Has the County assessed the quality (accuracy, completeness) of financial and human resources data in scope for conversion into the new ERP?

Response 20: Lake County has not done any data conversion assessment specifically for the ERP project.

Question 21:  Given the contract duration provided in the RFP, can you confirm the targeted go live date (at least for now) is January 2027?

Response 21: For purposes of this proposal, you may assume that, but the timing of the likely software/software implementation partner’s go live dates for HR/Payroll and Financials will be shared with Project Oversight vendor as that gets solidified.