The Center for Health Care Services

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1 The Center for Health Care Services Request for Proposal Human Resources Information System (HRIS) Services Project# May of 21

2 THE CENTER FOR HEALTH CARE SERVICES RFP for Human Resources Information System (HRIS) Services Project # TABLE OF CONTENTS 1.0 TABLE OF CONTENTS 2.0 BACKGROUND 3.0 PURPOSE 4.0 TIMELINE 5.0 PERIOD OF PERFORMANCE 6.0 PROPOSAL SUBMITTAL 7.0 GENERAL REQUIREMENTS FOR PROPOSALS 8.0 REQUIRED FORMAT OF PROPOSALS 9.0 EVALUATION CRITERIA 10.0 EVALUATION PROCESS 11.0 INTERPRETATION OF RFP 12.0 CONTRACTUAL DEVELOPMENT 13.0 CANCELLATION OF PROCUREMENT PROCESS 14.0 CONFIDENTIALITY AND PROPRIETARY INFORMATION EXHIBIT A SCOPE OF SERVICES EXHIBIT B VENDOR PROFILE & PRODUCT OVERVIEW EXHIBIT C PRODUCT FUNCTIONALITY EXHIBIT D COST PROPOSAL EXHIBIT E ASSURANCES EXHIBIT F EVALUATION WORKSHEET 2.0 BACKGROUND The Bexar County Board of Trustees for Mental Health Mental Retardation Services d/b/a The Center for Health Care Services ( CENTER ) is a 980+ employee, multi-facility community mental health and mental retardation ( MHMR ) center created under the authority of Section of the Texas Health and Safety Code by its sponsoring agencies Bexar County and the Bexar County Hospital District d/b/a the University Health System. The CENTER has been providing services to Bexar County residents experiencing mental health, intellectual developmental disabilities, and/or substance abuse issues for over forty years and is the Texas Department of State Health Services-designated Local Mental Health Authority for Bexar County, Texas. The CENTER is considered a quasi-governmental entity, a political subdivision of the state of Texas, but is not a Texas state agency. The CENTER S administrative offices are located at 3031 IH-10 West, San Antonio, Texas of 21

3 3.0 PURPOSE The CENTER is accepting Proposals from vendors capable of providing HRIS Services as further defined in this Request for Proposal ( RFP ) document. Vendors interested in submitting a Proposal should pay particular attention to all Instructions, Requirements, and Deadlines indicated in this RFP document and should respond accordingly. 4.0 TIMELINE Activity Date/Time Location RFP Issuance May 19, or by to Technical Assistance Questions due by CENTER S Response to Technical Assistance Questions Proposals Due Proposal Opening May 23, :00 p.m. (CST) May 30, :00 p.m. (CST) June 10, :00 p.m. (CST) June 10, :30 p.m. (CST) with cc: to IH 10 West, San Antonio, Texas IH 10 West, San Antonio, Texas Proposer Interviews, if needed June 23, 2014 July 3, IH 10 West, San Antonio, Texas Estimated Contract Award August 1, Questions. Proposers may submit Technical Assistance Questions pertaining to this RFP no later than 5:00 p.m. (CST) on May 23, Questions must reference the page number and section title from the RFP. Questions must be in writing, ed to with cc: to with CHCS RFP # referenced in the subject line. Please refrain from contacting the CENTER s Board of Trustees members or executive staff during the procurement process and direct all inquiries to the address listed above. A written response to questions will be posted to the CENTER s website at no later than 5:00 p.m. on May 30, Only those written questions received prior to the submission deadline will be addressed. 5.0 PERIOD OF PERFORMANCE The period of performance shall be for three (3) years, comprised of an initial one year term and up to two (2) additional one year renewal terms at the sole option of the CENTER. 3 of 21

4 6.0 PROPOSAL SUBMITTAL 6.1 The Proposal submission shall include one (1) original and six (6) bound copies of the Proposal and a virus-free USB/flash drive which contains the Proposal in Microsoft Word format or PDF. 6.2 The Proposal submission must be signed by an authorized agent and placed in a sealed package clearly marked PROPOSAL FOR RFP # The Proposal submission must be delivered by regular mail, special carrier, or hand delivery. Submission of Proposals by telephone, facsimile transmission, or will not be accepted. 6.4 PROPOSALS MUST BE SENT TO: The Center for Health Care Services Attention: James Chapman RFP # IH-10 West San Antonio, TX GENERAL REQUIREMENTS FOR PROPOSALS 7.1 Proposals must be submitted in accordance with the standards and specifications contained within this RFP. 7.2 The CENTER reserves the right to reject any and all Proposals, in part or in whole; to waive, at its discretion, any technicalities or irregularities which the CENTER deems reasonably correctable or otherwise not warranting rejection of the Proposal; and to negotiate on the basis of the Proposals received for the most favorable terms and best service for the CENTER. 7.3 The CENTER shall not pay any costs incurred or associated in the preparation of this or any Proposal or for participation in the procurement process, including the costs incurred by the Proposer in connection with requested or required in-person interviews or presentations. 7.4 Proposers may withdraw their Proposals at any time prior to the submission deadline. 7.5 Proposals must be typed or machine printed uniformly on letter size (8.5 x 11 ) sheets of white paper, single sided, each section clearly titled, with tabs A-F, and each page clearly and consecutively numbered. Proposals must be clean and suitable for copying. Proposals must be specific unto themselves. For example, See Enclosed Manual will not be considered an acceptable Proposal. Proposer s receipt of all CENTER-issued addenda related to this procurement, if any, must be acknowledged in the Proposal. 7.6 Late Proposals will not be accepted. Postmarks will not be accepted in lieu of this requirement. Proposals submitted to any other CENTER office or address than that noted in Section 6.4 of this RFP will be rejected. 7.7 Any information contained in the Proposal that is deemed to be proprietary in nature must clearly be so designated in the Proposal. Such information may be subject to disclosure under the Public Information Act on opinions from the Texas Attorney General s office. 4 of 21

5 8.0 REQUIRED FORMAT OF PROPOSALS Please complete all questions in the order that they are presented in this Request for Proposal ("RFP"). Include all questions and question numbers/letters in your responses. Any additional comments or information may be provided at the end of your answers to all proposal questions. If a question does not apply to the Proposer, simply and clearly document N/A. Scoring and evaluation is based on completed questions. Unanswered questions will be considered omissions. The CENTER reserves the right to review only completed Proposals. The CENTER reserves the right to hold subsequent face to face or telephone interviews for clarification and/or negotiation purposes. Interviews will not be solicited for the purpose of completing incomplete Proposals. Multiple omissions and/or incomplete responses may result in disqualification. Proposals must contain the following sections, in order: A. Proposal Cover Page B. Table of Contents C. Vendor Profile & Product Overview D. Product Functionality E. Cost Proposal F. Assurances A. Proposal Cover Page The individual(s) who is (are) authorized to bind the Proposer contractually must sign a cover page, which will be considered an integral part of the Proposal. This cover page must indicate the signer is so authorized and must indicate the title or position that the signer holds in the Proposer s firm. An unsigned cover page shall cause the Proposal to be rejected. The cover letter must contain the following: 1. The Proposer s name, address, and telephone and facsimile number 2. The Proposer's Federal Employer Identification Number and Corporate Identification Number, if applicable 3. The name, title or position, and telephone number of the individual signing the cover letter 4. A statement indicating the signature is authorized to bind the Proposer contractually 5. The name, title or position, telephone number, and address of the primary contact and/or account administrator, if different from the individual signing the cover letter 6. A statement to the effect that the Proposal is a firm and irrevocable offer and that the fee quote will remain firm/unchanged for 120 days from the RFP due date 7. A statement expressing the Proposer's willingness to perform the services as described in this RFP 8. A statement expressing the Proposer's availability of staff and other required resources for performing all services and providing all deliverables within specified timeframes. B. Table of Contents This section shall include a comprehensive table of contents that identifies material by sections A-F (in the order listed above) and by sequential page numbers. 5 of 21

6 C. Vendor Profile & Product Overview Please tell us about your firm and product(s) by inserting here a complete response to all information requested in the attached Exhibit B, Vendor Profile & Product Overview. Information and answers provided shall correspond to the order of questions in Exhibit B and shall be numbered or lettered correspondingly. D. Product Functionality Please tell us about your product functionality by inserting here a complete response to all information requested in the attached Exhibit C, Product Functionality. Information and answers provided shall correspond to the order of questions in Exhibit C and shall be numbered or lettered correspondingly. E. Cost Proposal In this section, please include the Proposer s Cost to provide the services requested in this RFP. The cost proposal shall comply with any instructions stated in Exhibit D, Cost Proposal. Proposers may also include any other documents as information to explain the proposed costs. Proposals must fully describe all costs to be charged to CENTER as part of this project. Proposers must provide fully inclusive rates, which include all of the Proposer s project-related or supported expenses. F. Assurances The Proposer shall sign and insert here the attached Exhibit E, Assurances. 9.0 EVALUATION CRITERIA Proposals will be evaluated according to the criteria stated in Exhibit F, Evaluation Worksheet EVALUATION PROCESS It is the CENTER s intent to evaluate Proposals in order to achieve the best value for the CENTER. All Proposals will be given a thorough review. Interviews, presentations, demonstrations, or onsite visits may be conducted to further evaluate some or all Proposals and to select one or more Proposers as finalists for consideration for award of a contract. Each firm which submits a complete Proposal but is not awarded a contract will be notified in writing that its Proposal is no longer being considered. All communication between Proposers and CENTER during the evaluation process must be made through the CENTER S Contracts Department only. Attempts by the Proposer to contact any other CENTER representative or trustee may result in disqualification of the Proposer. The CENTER reserves the right to split or make the award that is most advantageous to the CENTER INTERPRETATION OF RFP The Proposer must make careful examination and understand all of the requirements, specifications, and conditions stated in the RFP. If any Proposer planning to submit a Proposal finds discrepancies in or omissions from the RFP, or is in doubt as to meaning, a written request for interpretation or correction must be given to the CENTER. Any changes in the RFP will be made only by written addendum and may be posted on the CENTER s website at 6 of 21

7 12.0 CONTRACTUAL DEVELOPMENT If a Proposal is selected for award, the CENTER will enter into a contractual relationship with the Successful Proposer. The contract shall be subject to approval by the CENTER s Board of Trustees or other designated approval authority and no contract shall be deemed to exist between the CENTER and any firm until a mutually acceptable, comprehensive and binding agreement has been executed by the CENTER and that firm. In the contract with the Successful Proposer, the CENTER will not agree to waive its governmental immunities, agree to engage in binding arbitration or agree to indemnification of the contractor or limitation of contractor s liability (exceptions to the foregoing prohibitions may be made on a case by case basis). A countersigned copy of a Proposal or any other preliminary written agreements shall not suffice to bind the CENTER to any legal obligation of any kind whatsoever with regard to the work considered herein. If an agreement cannot be reached, negotiations with the second ranking Proposer shall commence CANCELLATION OF PROCUREMENT PROCESS The CENTER may cancel the procurement process at any time. All Proposals become the property of the CENTER. The CENTER reserves the right to amend or modify the RFP prior to the award of contract, as necessity may dictate, and to reject any and all Proposals hereunder. This RFP does not commit the CENTER to award a contract or to pay any costs incurred in the preparation of a proposal in response to this request. The CENTER reserves the right to accept or reject any or all Proposals received as a result of this request, to negotiate with any qualified source or to cancel in part or in its entirety this RFP if it is in the best interest of the CENTER CONFIDENTIALITY AND PROPRIETARY INFORMATION The entire response to this RFP shall be subject to disclosure under the Texas Public Information Act, Chapter 552 of the Texas Government Code. If the Proposer believes information contained therein is legally exempted from disclosure under the Texas Public Information Act, the Proposer should conspicuously (via bolding, highlighting and/or enlarged font) mark those portions of its response as confidential or proprietary. Such information may still be subject to disclosure under the Public Information Act depending on determinations of the Texas Attorney General s office. The assertion of any defenses or exemptions to release of information shall be the duty of the Proposer, upon notification from CENTER that an information request has been made. 7 of 21

8 EXHIBIT A SCOPE OF SERVICES The scope of services for this RFP includes replacing the CENTER S current HR and Payroll modules with an integrated HRIS and Payroll application that addresses the employee life-cycle. The application will be used to manage HR and employee life-cycle processes and data for approximately 983 employees. Please refer to the following information when submitting implementation and system cost analysis: Number of Employer Identification Numbers 1 Number of Employees 983 Number of Part-Time Hourly Employees 42 Number of Full-Time Salaried Employees 941 Number of W2s Issued ,321 Payroll Processing Frequency Bi-weekly Number of Locations 26 (all in San Antonio metro area) CENTER systems/modules currently in use include: Benefits Web Benefits Design Finance/accounting Munis* Reporting Munis Self Service Munis Payroll Processing Munis Application Tracking Taleo Time & Attendance GHG Corp. *Munis is a product of Tyler Technologies 8 of 21

9 EXHIBIT B VENDOR PROFILE & PRODUCT OVERVIEW 1. Vendor Profile A. Company name and address. B. Year founded. C. Number of employees. D. Public or private company. E. Is Company a certified HUB, SBE, M/WBE, or VBE? If yes, please attach all applicable current certifications. F. Provide a brief history of your company. G. What is your primary business focus? H. If you have other areas of business, when did you enter the HR/Payroll business? I. Explain your company culture. J. Describe your target market. K. How many HR/Payroll clients do you have? L. What is the average size (employee population) of your clients? 2. Product Overview A. Provide a brief overview of your product offerings. B. How do you differentiate yourself from your competition? C. How do you stay current with changes in human resources and payroll? 3. Technology A. Describe your workflow: Can you have multiple levels of approval or limited to just one? B. Describe your customization and extensibility capabilities. C. Describe your security architecture. D. Define your system architecture, as well as hardware, and "other" software requirements. E. Provide a brief description of your company's disaster recovery options. F. How does your company stay current with technology? G. What are your future technology plans over the next three years? H. Describe your software development cycle including frequency of releases, patches/hotfixes. I. How many concurrent users can your application support? J. Describe how your application is able to interface with our existing third-party systems/modules (See Exhibit A). K. Can your system provide single sign-on using Windows Authentication? L. Describe how the application supports page linking and custom Active Server Pages (ASP). M. Detail the application response times, benchmarks for processes such as payroll processing, screen navigation, report generations, etc. N. Provide a schematic diagram of the proposed system architecture. 9 of 21

10 4. Product Deployment A. Do you offer your products as license, in a hosted environment, or both or either? B. If you offer a hosting model, what is your target market? C. If you offer a hosting model, why should we select it? D. If you offer a hosting solution, what is the data center and network infrastructure? E. If you host the application, what types of technical resources are required? F. Provide a brief description of the security measures you provide in your hosting environment. G. If data centers are physically secured, explain the method/technology used. H. Does your hosting solution include a guaranteed level of system performance, such as sub-second response time? I. Describe your customer support process for application hosting customers. J. If hosted, what control would we have with making application modifications screens, tables and fields? K. Are we always on the latest version of your technology? Or, are we given sub-updates to previous releases once we are onboarded? L. Do you provide clients with additional environments in addition to the production environment (i.e. testing, training, configuration, etc.)? 5. Support A. Provide a brief overview of your support model. B. Where are your support offices located and what are the hours of operation? C. What is your response time for incidents? D. Do you offer in-application online help? Please describe E. Is support for separate modules centralized? 6. Implementation A. Provide a brief overview of your implementation methodology. B. Describe the typical implementation project team. C. How long is a typical implementation? D. Number of employees specifically assigned duties for Project implementation: 1 to 5 6 to E. What documentation is made available during and after implementation? F. Describe your available training offerings. G. Is training continuous? Free or for a fee? 10 of 21

11 EXHIBIT C PRODUCT FUNCTIONALITY 1. System Identification Please specify the name and version of the HR/Payroll/Time & Attendance system proposed in this RFP. 2. Structure A. Describe your system s built-in and/or configurable workflow process. B. Can all client-specific requirements be supported through configuration not customization? C. Allows for the configuration of an allotted number of security profiles using a role security? D. Does your structure support a web portal to communicate to employees? Does your structure allow for employees to request changes to data through a web portal? E. How long is data stored within your system? Does your company ever purge data? F. What is the total number of Cost Centers (i.e., department, branch, location) available in your system? G. Does your system allow for Company Level changes without having to call customer service? (i.e., deduction/earning codes, cost center names, etc.) 3. Recruiting and Applicant Management A. Provide a brief description of your recruiting tools and applicant management system. B. What job boards are supported with your product? Describe how jobs are posted to Internet job boards. Can additional job boards be added? C. Does your system have the ability to designate access of screened candidates to hiring managers on application/resume/applicant tracking? D. Does your system allow for an automatic response to applicants and candidates? If so, please describe the communication types included in the application. Can we customize the responses? E. How is an applicant transitioned to an employee in your system? If the systems are integrated, describe the file transfer process and the technology applied. F. Does your recruiting application provide automated screening functionality and knock out questions? G. Does your recruiting application have a reporting tool? If so, please describe. Can we customize reports? H. Does your system support an applicant tracking system including existing systems such as Taleo? Describe how the system works, including the workflow process. I. Describe how positions are displayed within the career site. J. Describe how applicants apply online for positions. Are you able to upload a resume, apply through LinkedIn, etc. K. Describe how recruiters share applications and resumes with hiring managers. L. Describe the functionality of the applicant database (are candidate applications and resumes stored and accessible, does it allow for keyword sourcing, does the system allow for mass blasts) M. Does your system have a paperless onboarding process? Please describe 11 of 21

12 4. Human Resources A. Human Resources 1. Describe your system s HRIS functionality. 2. Does your system integrate with a payroll and time and attendance system? If so, please describe the workflow process. 3. Is Payroll and HR a single database or integrated web services or web overlay? If not, what is the typical timeline on the data transfer feed? (i.e., hourly, nightly, etc.) 4. Does your system have an integrated onboarding process? Please describe the workflow process. 5. Do you handle WOTC (Work Opportunity Tax Credits) mining? Is it integrated within your onboarding solution? 6. Please describe in detail the functionality of your system in regard to changes in employee data. 7. Please describe your document storage capabilities. What is the maximum amount of storage per file? Per employee? 8. Does your system support an unlimited number of client-defined fields for employee record keeping? 9. Does your system provide tools for creating mass updates to multiple employee records? 10. Describe the process for recording years of service on rehires? B. Performance Evaluations 1. Please describe your performance evaluation feature. 2. Describe how the system can provide real time monitoring of performance evaluations. 3. Can completed performance reviews be attached to an employee record? 4. Please explain in detail the different functions employees, managers, and administrators have access to. 5. If your system does not have a performance evaluation feature, could your HRIS system support one? If so, what type of format could be integrated? (For example success factors) C. Terminations 1. Explain how your system handles employee terminations. 5. Benefits A. Benefits 1. Describe the integration between benefits and payroll. 2. How does your system handle benefits administration? 3. Explain how your system facilitates reporting to third party vendors such as benefit providers. 4. How does your system facilitate the benefits billing process? 5. Does the benefit data automatically populate in payroll? Is it real-time or a batch process? 12 of 21

13 B. Open Enrollment 1. Describe the system capabilities for online benefits enrollment (e.g., eligibility rules, plan dates, etc.). 2. Describe how your self-service solution can be used to guide employees through benefits enrollment. 3. What tools do you have available for benefit administrators to monitor and provide a smooth enrollment process for the company and its employees? 4. Describe how life events are accommodated in your system. 5. Describe the reporting and tracking capabilities for benefits related information and activities as they relate to new hire, benefit group changes, dependent information, session setup, employee elections, and terminations. C. Paid Time Off (PTO) and Leave Administration 1. Describe your PTO system, if applicable. 2. How does your system handle leave administration? 3. Does your PTO system integrate with Time and Attendance and payroll processing? 4. Describe the workflow and approval process for PTO and leave requests. 5. Does your PTO system have the ability to post/adjust accrual transactions after time is accrued? 6. Payroll A. Payroll 1. Describe your application's payroll functionality. 2. Is this application integrated with the main HRIS and Time and Attendance applications? B. Earnings 1. Explain how your system will enable us to pay multiple earnings that are taxed differently, but paid on the same pay check (e.g., regular wages taxed based on the W4 and bonus wages taxed at the supplemental rates on one pay check). 2. Describe how supplemental payrolls, such as off-cycle payrolls, are scheduled. 3. Explain how your system will enable us to combine multiple earnings for an individual working multiple positions or jobs. 4. Explain how your system pays various earnings types after an employee is terminated. 5. How does your system provide automatic gross up calculation for earnings? 6. Is there a limit to the number of earnings codes we can set up? Can different types of earnings be scheduled to occur during specific pay periods? What are the associated costs with establishing new earning codes? 7. Do I have to submit payroll in order to see a register including gross and net tax calculations? 8. Does your system show a register with gross prior to processing? Net prior to processing? 13 of 21

14 9. Are there any audits your system does automatically before payroll is processed? 10. Explain how your system will enable us to pay premium shift earnings when the FLSA Overtime calculation applies. C. Deductions / Benefits 1. Describe the integration between benefits and payroll. When a change is made to an employee s benefit election (e.g., single to family coverage), how does the deduction amount get changed in payroll? 2. Does your system allow deductions to take an employee under minimum wage (Not including Wage Garnishments)? 3. Does your system calculate garnishments based on the state and federal calculation rulings? Does your company provide garnishment services? 4. Is there a limit to the number of deduction codes we can set up? What are the associated costs with establishing new codes? 5. Please describe the process to change a deduction code in order to be used in payroll. D. Taxes 1. Describe your employee tax processing and corporate tax filing service and processes. 2. Note whether you developed your own tax calculation system or you use another company s tax calculation system. If you use another company s tax calculation system, explain how it integrates with your payroll system. 3. What tax updates, if any, are provided and how are these updates received? 4. How does your system assist in payroll tax reconciliation? 5. What other types of tax services can your company provide? E. Payroll Processing 1. What is the typical payroll process lead time and time to process? 2. What are the steps involved in processing payroll? 3. Describe the payroll gross-to-net process. Include manual checks. 4. Describe situations that cause down time for other areas of the application when payroll is processing. 5. Describe the audit process for each payroll. 6. Describe payroll and year-end processing in the proposed system. 7. Are all custom payroll reports available to view during payroll processing? Please explain. 8. Are there any payroll reports that cannot be accessed while payroll is running? Why? 9. What is the process if payrolls need to be re-run multiple times? 10. How does your company handle payroll payments to employees: checks, direct deposits, paycards, etc.? Are there any limitations? 11. Can your system calculate pay for a single employee without the need to recalculate the entire payroll? 14 of 21

15 7. General Ledger (GL) Interface A. Describe your GL interface process. B. Identify GL and financial systems that interface with your software. Can it/they interface with Munis? C. What reporting tools are available to query GL transactions generated from payroll? D. Are GL setup tables accessible by users to change at any time and supports unlimited length for GL codes? E. Does your system accommodate exceptions to the GL mapping down to the employee level? F. Are adjustments automatically posted to GL? G. Does your system create GL accruals? 8. Web Portal A. Manager Self-Service 1. Describe your application s manager self-service functionality. 2. Describe the integration between your manager self-service application and your HRIS/payroll software. 3. Does the application provide managers access to the entire employee self-service functionality? Please explain. Can restrictions be set based on different levels of management? 4. What employee data is a manager NOT able to access? How is access controlled? 5. What are the reporting capabilities for Managers? 6. Can Managers have the ability to delegate their features to another user while they are away? B. Employee Self Service 1. Describe your application's employee self-service functionality. 2. Is this application integrated with the main HRIS system? 3. Explain how employees can make changes to their information, i.e. address changes, benefits changes, direct deposit changes, federal and state tax allowances, etc. 4. Explain the workflow process of employee changes to the HRIS system. 5. Does the employee portal contain other services or features beyond typical process management? 9. Reporting and Business Tools A. Describe the report writer that is delivered with your software. B. Describe the difference between Web and client reporting functionality, if any. C. Does your system have the capability to create workforce alerts (e.g., reminders, reports, etc.). Explain. D. Do hosted and non-hosted clients have the same ad hoc and web reporting capabilities? E. Describe the process to get the following information: Total wages paid by department - Today, vs 6 months ago, vs 12 months ago 15 of 21

16 F. Describe your Point In Time reporting and Trend (changes between 2 dates in the past) capabilities. G. Does your system have the ability to produce a Total Compensation/hidden paycheck statement with a chart for all employees, as needed? H. List your standard reports included in the product. I. Who has access to the report writing tool? J. Is training provided to learn the report writing tools? K. How accessible is the training? 10. Affordable Care Act (ACA) A. Please describe in depth your ACA tool including features. B. Describe your ability to forecast costs. C. Does your system allow for hours tracking hours per pay period for both Initial and Standard measurement periods? D. Can your system simultaneously measure an employee in both a Standard and Initial measurement period? E. Is the Re-Hire Rule automated within your system? F. How does your system capture declination or insurance covered dates? G. What reports are available in your system? H. Does your system provide notifications? Can they be automated to be sent outside of the system? I. Describe how the system utilizes Safe Harbor rules. J. Describe how your system takes into account the Standard Measurement Period, Admin Period and Stability period each and every year? Is it automated? K. Describe how your system takes into account the Initial Measurement Period, Admin Period and Stability period for every new hire? Is it automated? L. Can our managers have access to the ACA tool? Can the access be restricted to allow them to only see direct reports? 11. Time & Attendance A. Describe your system s Time & Attendance functionality. B. Describe your application s process for supporting configurable rules for defining complex client specific shift differentials and other premiums? C. Can Managers/supervisors view all their employees time and attendance records on a single screen for the entire pay period without the need to scroll between days of the week and/or employee D. Describe your maintenance/re-calibration of clock equipment and any cost associated. E. What are the reporting capabilities? F. Describe the integration between your Time & Attendance application and your HRIS/payroll software. G. Describe your scheduling tools and processes for managing employee schedules. 16 of 21

17 12. Time Clocks A. Describe your time capture products and capabilities. B. Does your Time & Attendance application connect/integrate with GHG? C. What are the comparative costs for A & B, above? 17 of 21

18 EXHIBIT D COST PROPOSAL Provide a pricing proposal for your solution. Be sure to include: Modules included Recurring fees One-time costs (inclusive of license, implementation, migration, and training) Training Support Connectivity Note: The CENTER is exempt from paying sales and use taxes and such costs cannot be passed on to the CENTER in any form. 18 of 21

19 EXHIBIT E ASSURANCES The Proposer assures the following (signature required): 1. That all addenda and attachments to the RFP as distributed by CENTER have been received. 2. No attempt will be made by the Proposer to induce any person or firm to submit or not to submit a Proposal, unless so described in the RFP document. 3. The Proposer does not discriminate in its services or employment practices on the basis of race, color, religion, sex, sexual orientation, national origin, disability, veteran status, or age. 4. That no employee of CENTER or Department of State Health Services ( DSHS ), and no member of CENTER s Board of Trustees will directly or indirectly receive any pecuniary interest from an award of the proposed contract. If the Proposer is unable to make the affirmation, then the Proposal must disclose any knowledge of such interests. 5. Proposer accepts the terms, conditions, criteria, and requirements set forth in the RFP. 6. Proposer accepts CENTER s right to cancel the RFP at any time prior to contract award. 7. Proposer accepts CENTER s right to alter the timetables for procurement as set forth in the RFP. 8. The Proposal submitted by the Proposer has been arrived at independently without consultation, communication, or agreement with another party for the purpose of restricting competition. 9. Unless otherwise required by law, the information in the Proposal submitted by the Proposer has not been knowingly disclosed by the Proposer to any other Proposer prior to the notice of intent to award. 10. No claim will be made to CENTER for payment to cover costs incurred in the preparation of the submission of the Proposal or any other associated costs. 11. CENTER has the right to complete background checks and to verify information submitted by a Proposer. 12. The individual signing this document and the contract is authorized to legally bind the Proposer. 13. The address submitted by the Proposer to be used for all notices sent by CENTER is current and correct. 14. All cost and pricing information is reflected in the Proposal documents or attachments. 15. That the Proposer is not currently held in abeyance or barred from the award of a federal or state contract. 16. That the Proposer is not currently delinquent in its payments of any franchise tax or state tax owed to the state of Texas, pursuant to Texas Business Corporation Act, Texas Civil Statutes, Article Proposer shall disclose whether any of the directors or personnel of Proposer has either been an employee or a trustee of CENTER within the past two (2) years preceding the date of submission of the Proposal. This requirement applies to all personnel, whether or not identified as key personnel. If such employment has existed, or term of office served as trustee, the Proposer shall state in an attached writing the nature and time of the affiliations as defined. 18. Proposer shall identify in an attached writing any trustee or employee of CENTER who has a financial interest in Proposer or who is related within the second degree by consanguinity or affinity to a person having such financial interest. Such disclosure shall include a complete statement of the nature of such financial interest and the relationship, if applicable. Moreover, Proposer shall state in an attached writing whether any of its directors or personnel knowingly 19 of 21

20 has had a personal relationship with employees or officers of CENTER within the past two (2) years that may interfere with fair competition. 19. No current or former employee or officer of a federal, state, or local governmental agency, and/or the CENTER directly or indirectly aided or attempted to aid in the procurement of Proposer s services. 20. Proposer shall disclose in an attached writing the name of every CENTER key person with whom Proposer is doing business or has done business during the 365 day period immediately prior to the date on which the Proposal is due; failure to include such a disclosure will be a binding representation by Proposer that the natural person executing the Proposal has no knowledge of any CENTER key persons with whom Proposer is doing business or has done business during the 365 day period prior to the immediate date on which the Proposal is due. 21. Under Section of the Texas Family Code, the vendor or Proposer certifies that the individual or business entity named in this Proposal is not ineligible to receive the specified grant, loan, or payment and acknowledges that this contract may be terminated and payment may be withheld if this certification is inaccurate. 22. Proposer has no conflict of interest and meets the standards of conduct requirements pursuant to Texas Administrative Code Section (c). 23. That all information provided in the Proposal is true and correct. Company Name: Contact Person: Address: Telephone: Signature: Printed Name of Signing Authority Date 20 of 21

The Center for Health Care Services

The Center for Health Care Services The Center for Health Care Services Request for Proposal Data Center Hosting Services Project# 2014-012 August 2014 1 of 12 THE CENTER FOR HEALTH CARE SERVICES Data Center Hosting Services Request for

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