​​​​​​Luma - The Procurement Process

The Request for Information:​​

To obtain market data, The State issued a Request for Information (RFI) on October 3, 2016, for Enterprise Resource Planning (ERP) Software and Systems Integration Services.

The RFI solicited responses from:

  • ERP software vendors​
  • Systems integrators of ERP software
  • Firms that offered both software and integration services

The major response sections of the RFI:

  • Firm qualifications and experience
  • Narrative questions regarding software
  • Narrative questions regarding services
  • Response to Idaho high‐level business requirements
  • Response to Idaho model contractual terms and conditions
  • Representative pricing

Eleven unique RFI responses were received. The written responses were reviewed, and vendor presentations were held.

The Split Procurement Strategy:

In order to get the best competition and ERP software for the State of Idaho, there will be two Request for Proposal's (RFP). The first RPF is for the software and the second RFP is for systems integrators of the software.​​

Software RFP Preparation:

In preparation for the RFP, Luma’s project team recruited team leaders in the functional areas of budget, finance, procurement, payroll, and human capital management from State agencies that have authority in these categories. The team leaders made recommendations for 49 team members from 23 different agencies. These functional teams are in the process of reviewing and revising ERP requirements and "To Be" business process maps that will be included in the RFP.

The Luma Software RFP Functional Teams:

Budget Functional Team Finance Functional Team Procurement Functional Team HCM Functional Team
Jared Tatro | Team Co-Lead | LSO Brandon Purcell | Team Lead | SCO Valerie Bollinger | Team Lead | ADM Sharon Duncan | Team Lead | DHR
Matt Warnick | Team Co-Lead | DFM David Fulkerson | DFM Amy Swann | DHW Jen Callahan | SCO
Brandon Purcell | SCO April Renfro | LSO Jacque Leech | ITD Jennifer Hannah | DHW
Tamara Humiston | ADM Tamara Humiston | ADM Sonya Lacasse | VETERANS Kate Rice | ITD
Jodi Osborn | DHW Amy Swann | DHW Kim Frashier | IDOC Sharla Means | IDOC
Joel Drake | ITD Bryan Brown | ITD Devin Bloss | IDL Roxanne Lopez | TAX
Jack Carpenter | DEQ Debbie Buck | IDL Elizabeth Bowen | LSO Paula Edmiston | IMD
Kelly Nielsen | AGRI Michael Pearson | IDFG Kathy Corless | SDE Michael Hampton | PERSI
Steve Martin | IDPR Ken Suchy | ISP Dax Chizum | ISHS Jennifer Pike | ADM
Leslie Mickelsen | SCO Lisa Johnson | IDOC Karen Butler | ADM Michael Savoie | DBS
John Taylor | LABOR


 

Payroll Functional Team Technical Functional Team General Functional Team
Inventory Focus Group
Leslie Mickelsen | Team Co-Lead | SCO Greg Schenk | Team Lead | SCO Jared Tatro | LSO
Ken Suchy | ISP
Jen Callahan | Team Co-Lead | SCO Bob Hough | SCO Matt Warnick | DFM Bob Morlan | IDOC
Sharon Duncan | DHR Ken Stewart | ITD Brandon Purcell | SCO
Christina Gallegos | DHW
David Fulkerson | DFM Eileen Balcer | DHWValerie Bollinger | ADM
Alicia Oakes | ITD
Brandon Purcell | SCO David Wentland |TAX Sharon Duncan | DHR
Rachelle McCoy | ITD
Jennifer Hannah | DHW Brett Richard | LABORLeslie Mickelsen | SCO
Cameron Hughes | IDL
Dana Bailey | ITD Larry Sweat | PERSIJen Callahan | SCO
Michael Pearson | IDFG
Connie Thelander | IDFG Lance Wyatt | ITS Greg Schenk | SCO
Joe Zaher | IDOC
Nancy Gollaher | IMD
Gerry Smith | DEQ
Carrie Peterman | LABOR

 

Software RFP Released:

On August 24, 2018, the Software RFP was released. Software companies had until October 5th to respond to the RFP.  The RFP can be view HERE on the Luma public website.

Software Evaluation & Selection Process:

In the table below, you will find the general evaluation process for the Software Request for Proposal:

Evaluation Process:

Step 1Administrative review for responsiveness – The RFP Lead will confirm compliance with minimum qualifications and administrative requirements.Done!    
Step 2First evaluation of proposals – The SEC scores each Responsive Offeror's Technical Proposal.Done!    
Step 3Short-list decision – If in the best interest of the State, the SEC will select a short-list of Finalist Offerors.Done!   
Step 4Software demonstrations – Finalist Offerors will present their software solution to the SEC
Done!   
Step 5The second evaluation of proposals – The SEC conducts a second scoring round of proposals of the Finalist Offerors, incorporating additional information from demonstrations and other evaluation activities.Done!   
Step 6Evaluation of cost proposals.
Done!   
Step 7Best and final offer (if needed) – At the State’s option, a request for a Best and Final Offer (BAFO) may be issued to selected Finalist Offerors and may include clarification questions for finalists.Done!   
Step 8Final scoring of proposals – The SEC incorporates additional information from BAFOs (and other evaluation activities), derives a final score for each Finalist Offeror, and makes a recommendation for award.Done!   
Step 9Presentation to Governance Board – Following final scoring of proposals by the SEC, the recommendation of the SEC will be presented to the Governance Board for review of the procurement process.Done!   
Step 10Lead Sponsor approval – The Lead Sponsor (State Controller) will review the results of the procurement process and grant approval to enter contract negotiation with the Apparent Successful Offeror.Done!   
Step 11Contract negotiations – The State enters negotiations with the Apparent Successful Offeror and prepares a final draft contract.
Done!   

Step 12Contract execution – The State Controller will execute the formal ERP software solution contract.
Done!   

 

Evaluation Weighting and Scoring

It is the intent of the State to award a contract to the Offeror deemed to be the most qualified and responsible firm that submits the best overall proposal based on an evaluation of all responses. Selection shall be based on the State’s assessment of the Offeror’s ability to provide the best value to the State, as determined by the SEC. 
Each proposal meeting the minimum qualifications and administrative requirements will receive a complete evaluation and will be assigned a score of up to 1000 points possible based on the following items:

A. Functionality, Capability, and Integration of Solution (350 Points)

Offeror with the highest rating may receive up to 350 points. Points shall be assigned based on factors within this category, to include but are not limited to:

  • Functionality and quality of business applications and associated tools
  • User experience and ease of use
  • Integration of proposed applications and tools
  • Ability to meet State requirements, as specified in Attachment 1
  • Ability to support State business processes, as specified in Attachment 2
  • Demonstrations and presentations by Finalist Offerors

B. Technology (300 Points)

Offeror with the highest rating may receive up to 300 points. Points shall be assigned based on factors within this category, to include but are not limited to:

  • Technical platform and delivery model consistent with the long-term objectives of the State
  • Ability to integrate with other State systems and business processes
  • Support, maintenance, and upgrade approach to reducing the related burden on State resources
  • Ability to meet or exceed required service levels
  • Ability to meet or exceed security standards and requirements of the State
  • Additional technical services (e.g., backup, archiving, disaster recovery)
  • Demonstrations and presentations by Finalist Offerors

C. Qualifications, Experience, and References (250 Points)

Offeror with the highest rating may receive up to 250 points. This section shall evaluate all firms included in the response, including the primary ERP software provider and the hosting service provider. Points shall be assigned based on factors within this category, to include but are not limited to:

  • Stability of company business and financials
  • Successful implementations/services at states of similar size and complexity
  • Ability to comply with State requirements and standards
  • Commitment to the public sector, future vision, and strategic direction
  •  Publicly available analysis and reference materials (e.g., Gartner Magic Quadrant reports)
  • Comparability of reference to the scope and scale of the State’s project
  • Recency and relevance of references (e.g., current version vs. old version, last year vs. ten years ago)
  • Reference satisfaction with the Offeror’s solution and support model
  • Publicly available information regarding the Offeror’s reputation and performance in the market 
  • Demonstrations and presentations by Finalist Offerors

D. Cost (100 Points)

The offeror with the highest rating will receive 100 points. Points shall be assigned for the cost of the specific components and services, which comprise the overall system, including annual maintenance cost, as follows:

  • Cost points will be assigned on the Total Cost of Ownership reflected on the Summary Presentation schedule of the Cost Proposal, for comparison and evaluation purposes.
  • The proposal with the lowest estimated Total Cost of Ownership will receive the maximum points possible for this section.
  • The remaining proposals will receive points in accordance with the following formula:
 (a / b) x c = d
 a = lowest cost proposal in dollars
 b = cost of the proposal being evaluated
 c = maximum points for Cost category (100)
 d = number of points allocated to the proposal

 

At the End of the Evaluation Process:

  • We have identified the best solution to meet State business needs

  • We understand the products and services selected

  • We know what we are getting and what we are not getting

  • We believe the proposed pricing is viable

  • We have the foundation for a good contract, with clear delineation of relationships and responsibilities between Offeror and the State​

Press Release: 2/14/2019

State Controller Brandon Woolf Issues Intent to Award First Contract for Luma

Completion of software vendor RFP process marks milestone in multi-year project

BOISE, Idaho (February 14, 2019) – Idaho State Controller Brandon Woolf today announced the office's intent to award a contract to Infor Public Sector, Inc. as the software vendor for Luma, the planned enterprise resource planning system that will modernize and transform the way the State of Idaho does business.

Luma will serve as the backbone of all state government spending in Idaho, providing a statewide, standardized experience illuminating each dollar as it works its way through the complexities of government. Bringing together the Budget, Finance, Procurement, Payroll, and Human Capital Management functions of each state agency into one system, Luma will be the engine that drives governmental transparency in Idaho.

"In addition to the much-needed modernization of our systems, Luma will be a single source of truth for our data," said State Controller Brandon Woolf. "Every dollar spent by any state entity is the citizen's money – we must never forget that. This effort is critical to our efforts to provide a clear vision of state spending for all Idahoans while providing the most value out of every taxpayer dollar."

Aside from the convenient access to government spending, Luma will provide citizens, the software will increase efficiency in state agencies by eliminating redundant systems, improving security, and standardizing decision-making data.

The thorough selection process has taken months of collaboration among state agencies. The Idaho State Controller's Office, along with dozens of state employees from agencies across the state, have provided time and insight in the Request for Proposal (RFP) process to ensure Luma meets the needs of individual agency requirements and the entire state.

Luma was born in March 2018 after the Idaho Legislature recognized the need to replace the state's aging business operations systems and passed legislation allocating $102 million over five years to complete the project by 2023. A Governance Board provides project oversight and is comprised of representatives from each of the five functional areas, including Division of Human Resources Administrator Susan Buxton.

"From the very beginning, this has been a collaborative effort on behalf of all Idaho citizens and our hardworking state employees," shared Buxton. "Guided by the input of those who will use Luma on a regular basis through a thoughtful and thorough process, we sought a solution that could meet our state's needs today – but more importantly, innovate and evolve to meet the needs of tomorrow."

The Idaho State Controller's Office now enters into final contract negotiations with Infor. In March, the Office will issue a RFP for a Systems Integrator which will be responsible for implementing the software across state agencies.                                

About Luma

Luma will serve as the backbone of all government spending in Idaho, providing a statewide, standardized experience illuminating each dollar as it works its way through the complexities of government. It brings together the Budget, Finance, Procurement, Payroll, and Human Capital Management functions of each agency into one system. This statewide enterprise system will modernize and transform the way the State of Idaho does business, improve transparency, and provide a core foundation for the future.      

About the Idaho State Controller

The elected State Controller is the chief fiscal officer of state government and manages Idaho's fiscal affairs, which includes paying all obligations of the state, processing payroll for all state employees, publishing Idaho's Comprehensive Annual Financial Report (CAFR), as well as maintaining the centralized financial management reporting and accounting systems. Controller Brandon Woolf is committed to conducting the business of government in an open and transparent manner and leads efforts to improve the openness of government operations, cut costs and increase accountability in state government. http://www.sco.idaho.gov

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In the table below, you will find the general evaluation process for this RFP.

Evaluation Process:

Step 1Administrative review for responsiveness – The RFP Lead will confirm compliance with minimum qualifications and administrative requirements.Done!    
Step 2First evaluation of proposals – The SEC scores each Responsive Offeror's Technical Proposal.Done!    
Step 3Short-list decision – If in the best interest of the State, the SEC will select a short-list of Finalist Offerors.Done!    
Step 4Software demonstrations – Finalist Offerors will present their software solution to the SEC
Done!   
Step 5The second evaluation of proposals – The SEC conducts a second scoring round of proposals of the Finalist Offerors, incorporating additional information from demonstrations and other evaluation activities.Done!   
Step 6Evaluation of cost proposals.
Done!   
Step 7Best and final offer (if needed) – At the State’s option, a request for a Best and Final Offer (BAFO) may be issued to selected Finalist Offerors and may include clarification questions for finalists.Done!   
Step 8Final scoring of proposals – The SEC incorporates additional information from BAFOs (and other evaluation activities), derives a final score for each Finalist Offeror, and makes a recommendation for award.Done!   
Step 9Presentation to Governance Board – Following the final scoring of proposals by the SEC, the recommendation of the SEC will be presented to the Governance Board for review of the procurement process.Done!   
Step 10Lead Sponsor approval – The Lead Sponsor (State Controller) will review the results of the procurement process and grant approval to enter contract negotiation with the Apparent Successful Offeror.Done!   
Step 11Contract negotiations – The State enters negotiations with the Apparent Successful Offeror and prepares a final draft contract. Done!   
Step 12Contract execution – Concurrent with the execution of the systems integration contract, the State Controller will execute the formal ERP software solution contract.Done!   

 

Evaluation Weighting and Scoring

It is the intent of the State to award a contract to the Offeror deemed to be the most qualified and responsible firm that submits the best overall proposal based on an evaluation of all responses. Selection shall be based on the State’s assessment of the Offeror’s ability to provide the best value to the State, as determined by the SEC. 
Each proposal meeting the minimum qualifications and administrative requirements will receive a complete evaluation and will be assigned a score of up to 1000 points possible based on the following items:

A. Project Approach and Methodology (325 Points)

Offeror with the highest rating may receive up to 332 points. Points shall be assigned based on factors within this category, to include but are not limited to:

  • Clarity and completeness of the proposed approach and methodologies to meet the specifications and schedule defined in the RFP;
  • The fitof the proposed approach and methodologies with the State, the Luma Project objectives, and achievement of enterprise operational transformation; and
  • Inclusion of innovative approaches, methods, and/or tools that can accelerate benefit achievement to the State, improve project execution, reduce project risk, and increase project success.

B. Proposed Project Team Experience (325 Points)

Offeror with the highest rating may receive up to 325 points. Points shall be assigned based on factors within this category, to include but are not limited to:

  • Quality of proposed project team experience and references;
  • Previous experience in a similar role with successful SaaS implementation at similar, preferably public sector, clients;
  • Previous experience in the public sector;
  • Previous experience with Infor CloudSuite modules to be implemented; and
  • Previous experience with proposed methodologies.

C. Firm Qualifications and Experience (250 Points)

Offeror with the highest rating may receive up to 250 points. This section shall evaluate all firms included in the response, including the primary ERP software provider and the hosting service provider. Points shall be assigned based on factors within this category, to include but are not limited to:

  • Quality of firm references;
  • Stability of company business and financials; 
  • Successful SaaS implementations/services at similar, preferably public sector clients; and 
  • Compliance with the State contractual terms and conditions. 

D. Cost (100 Points)

The offeror with the highest rating will receive 100 points. Points shall be assigned based on the method below: 

  • The responsive bid with the lowest quoted cost of the overall system implementation will receive the maximum points possible.
  • The remaining proposals will receive points in accordance with the following formula:
 (a / b) x c = d
 a = lowest cost proposal in dollars
 b = cost of the proposal being evaluated
 c = maximum points for Cost category (100)
 d = number of points allocated to the proposal

 

At the End of the Evaluation Process:

  • We have identified the best implementer to meet State business needs

  • We understand the products and services selected

  • We know what we are getting and what we are not getting

  • We believe the proposed pricing is viable

  • We have the foundation for a good contract, with clear delineation of relationships and responsibilities between Offeror and the State

Press Release 8/7/2019

State Controller Brandon Woolf Issues Intent to Award Second Major Contract for Luma

Completion of integration services RFP process marks milestone in multi-year project

BOISE, Idaho (August 7, 2019) – Idaho State Controller Brandon Woolf today announced the office's intent to award the Luma contract for integration services to Deloitte Consulting LLP. Luma is the planned enterprise resource planning system that will modernize and transform the way the State of Idaho does business.


Deloitte became the Apparent Successful Offeror after a comprehensive vetting process utilizing experts from multiple state agencies to rate the capabilities of each bidding vendor. As the project's Lead Sponsor, Controller Woolf approved the recommendation of the State Evaluation Committee following a Luma Governance Board review and vote yesterday, allowing staff to begin final negotiations.

"I'm excited for the opportunity to work with Deloitte to integrate Luma into state government," Woolf said. "The strong, cohesive team they bring to this project gives me even more confidence that we will accomplish our goal of transforming the way the state does business with a more efficient, effective and transparent system."


Luma will serve as the backbone of all government spending in Idaho, providing a statewide, standardized experience illuminating each dollar as it works its way through the complexities of government. It brings together the Budget, Finance, Procurement, Payroll, and Human Capital Management functions of each agency into one system. This statewide enterprise system will modernize and transform the way the State of Idaho does business, improve transparency, and provide a core foundation for the future.


Deloitte is an international consulting and professional services group. Personnel from the company will work with the Luma project team to manage the complex logistics of implementing Luma's software across all state agencies. The software, Infor CloudSuite Public Sector, was provided by Infor Public Sector, Inc., which won a public bidding process in February. Employees from agencies across the state will work together with Deloitte to configure the software and meet the needs of State agencies.

The thorough selection process has taken months of collaboration among state agencies. The Idaho State Controller's Office, along with dozens of state employees have dedicated time and insight in the Request for Proposal (RFP) process.

"The Luma team has set a very high standard for both integrity and results in this RFP process," said Bryan Mooney, Idaho State Department of Administration Director and member of the Luma Governance Board. "Their approach has paved the way for a fruitful partnership with an experienced industry leader at a competitive price."

Luma was born in March 2018 after the Idaho Legislature recognized the need to replace the state's aging business operations systems and passed legislation allocating $102 million over five years to complete the project by 2023. The Luma Governance Board provides project oversight and is comprised of representatives from each of the five functional areas.

The Idaho State Controller's Office now enters into final contract negotiations with Deloitte. In September, the Luma Project Team will begin configuring the Infor product to meet the needs of state agencies. 

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