Central Counties Services REQUEST FOR PROPOSALS. Issued: January 22, 2016

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1 Central Counties Services REQUEST FOR PROPOSALS Issued: January 22, 2016 Proposals Due: February 12, 2016

2 Table of Contents 1. Company Background 2. Process 2.1 Schedule of Events 2.2 Receipt of Vendor Proposals 2.3 Client Contact 2.4 General Information 3. Required Format for Responses 3.1 Vendor Information 3.2 Technical Questions 3.3 Software Questionnaire 3.4 Implementation Approach 3.5 Training 3.6 Maintenance and Support 3.7 References 3.8 Cost Questionnaire 4. Software Questionnaire Tables 4.1 Human Resources and Payroll Questionnaire 4.2 Financial Accounting Questionnaire

3 1. Company Background Central Counties Services ( CCS ) is seeking to develop a long-term relationship with a technology vendor or vendors that provide the critical services in the area of human resources/payroll software and financial accounting software. The goal, ultimately, is to replace our current human resources/payroll software and financial accounting software with a product or series of products that facilitate effective service delivery from these departments. CCS requires the vendor or vendors be actively engaged in business with another Texas Community Behavioral Health Center. 2. Process 2.1 Schedule of Events Release of RFP to Vendors Vendor Proposal Due Evaluation of Vendors Vendor Selection 01/22/ /12/ /15/ /29/ /01/ Receipt of Vendor Proposals Please submit proposals no later than 5:00 p.m., Central Standard Time, Friday, February 12, 2016 to the following address: Specify Software Proposal and your company name in the subject line. Separate proposals are required for Human Resources/Payroll and Financial Accounting. Include the product type Human Resources/Payroll or Financial Accounting on the cover page. Accepted format: PDF or MS Word 2.3 Client Contact All questions must be submitted via to and must be received by 11:59 p.m., Central Standard Time, January 28, Responses to questions received by this deadline will be issued no later than January 29, Specify RFP Questions in the subject line of your General Information Any contract awarded as a result of this RFP will be based upon the most responsive proposal that is the most advantageous to CCS over the life of the project in terms of the evaluation criteria specified in this document as determined by CCS in its sole discretion. CCS reserves the right to: Reject any or all proposals and discontinue the RFP process without obligation or liability to any entity; Waive any defect, irregularity, or informality in any proposal; Page 1

4 Accept a proposal other than the lowest-priced proposal; Award a contract on the basis of initial proposals received without discussions or requests for best and final offers; Request additional information or clarification from Proposers, information may vary by Proposer(s); Request best and final offers from any or all Proposers; Accept proposals from one or more Proposals; Procure the services in whole or in part by other means; Award more than one contract, and Not award any contract. 3. Required Format for Responses Proposals must be submitted in the format outlined in this RFP. 3.1 Vendor Information Provide a brief summary of your company s background, organizational structure, size and products offered. If vendor is a Texas DIR Vendor, please include Vendor ID and DIR Contract Number. Provide any comments concerning features in your product which you feel distinguish your system from that of other vendors. 3.2 Technical Questionnaire Describe the hardware requirements for your software package. Describe the solution software platform. Describe system access security. Describe the type of audit trails used by the system. Describe system controls used to insure data integrity. 3.3 Software Questionnaire Complete the appropriate software questionnaire provided in Section Implementation Approach Provide a description of your implementation approach. 3.5 Training Provide a description of your training offerings. 3.6 Maintenance and Support Page 2

5 Describe in detail, the availability and cost of on-going support for your system, once installed. How many technical support employees do you have? What are the hours of support? Is telephone support provided? Is on-line support provided? Is a website available? Define pricing structure for customer support. How frequently are enhancements and fixes distributed? If software is cloud based, describe in detail the process of downloading a full copy of all data. Include frequency at which data can be downloaded (daily, monthly, quarterly, annual, custom, etc). Include a description of software and/or hardware needed to download and access a full set of data. If software is cloud based, describe in detail the records retention process. Is there a limit to the amount of data that will be stored/maintained after a certain period of time? Is there a user group for this package? 3.7 References Please provide a list of Texas Community Behavioral Health Centers where vendor has implemented this software. Include name of entity, contact person, phone number and address. 3.8 Cost Questionnaire Identify duration of cost, e.g. one-time, monthly or annual. Complete cost itemizations, and subtotals and totals for each category, must provide all hardware, software, and ancillary services, including but not limited to: Software Implementation Conversion Documentation Training Annual Operating Expense Additional Support Services If vendor offers both a cloud based solution and an onsite solution, please define costs for both options separately. 4. Software Questionnaire Tables Page 3

6 4.1 Human Resources and Payroll Questionnaire General with Modification Not If browser based, works in a variety of browsers (Explorer, Chrome, Firefox, Edge, Safari, etc) Ability to integrate with Microsoft Office Suite for copying, pasting, and export functionality Accepts Future Add Ons Ability to create custom security levels Full support offered from vendor Ability to sign all documents in system electronically, both employee and supervisor Applicant Ability to create customized forms, applications, etc Ability to post job openings to company website Web-based application submission Ability to integrate applicant testing during application process Ability to add screening questions w/scoring in the application Electronic authorization from applicant to complete background check/drug screen Customizable workflow for interview process Applicant Database w/applicant status for applied jobs Electronic request to hire process Rating scale for interview New Hire Electronic on boarding process Asset assignment, i.e. telephones, laptops, keys - tracking Electronic benefits enrollment Electronic I-9 verification (link to I-9 directly) Integration with time keeping and position control systems Job postings closed from applicant onboard process Certification/credential requirement tracking Employee Management Electronic HR file w/picture attachment Employee file allows scanned attachments to be added Payroll Time & Attendance Page 4

7 Position Management with history of all changes in employee file Personnel Actions with history maintained in employee file Longevity Tracking and Payroll Interface Training requirement tracking with employee notification Performance & Discipline Tracking FMLA Termination Process Electronic termination documents maintained in employee file Customizable exit interview workflow Field to capture rehire status COBRA management tool Asset return management tracking Employee Self Service Ability to request paid time off requests Ability to submit electronic expense report, ability to attach documents Ability to access paystubs electronically Ability to update address, emergency contacts, dependents, skills, education, certifications Ability to review and e-sign forms and policies Ability to manage benefits when opened by HR Ability to complete open enrollment process Ability to create/update W-4 Ability to access W-2, current and historical Ability to create/update direct deposit Access to electronic copy of health insurance benefits booklets Access to electronic copy of Center Employee Handbook & other HR documents Payroll Electronic timekeeping, i.e. Computer, Cell Phone, Tablet (Windows, Android, Iphone) Electronic integration of timekeeping and pay functions Ability to export payroll information to accounting/gl Ability to print checks as needed Automated review of number of hours worked/w printout capability Supports direct deposit, multiple accounts per employee Page 5

8 Automated timekeeping review notice, tier approval levels Automated process of W-2s Ability to automatically update longevity increases Ability to have unlimited deductions per employee Automated processing of 1094/1095 Other Internal electronic bulletin board/home page Currently installed in a Texas Community Behavioral Health Center If cloud based, ability to extract a copy of ALL data as needed Electronic center calendar access, i.e. holidays, board meetings, open enrollment, etc. Custom report write capability Dashboard with drill down capability 4.2 Financial Accounting Software Questionnaire General with Modification Not Home screen, user defined Ability to have multiple years open Ability to integrate with Microsoft Office Suite for copying, pasting, and export functionality Ability to have entire financial system work together (AP, AR, Purchasing) Electronic purchase request capability (purchase request with levels of approval, linked to payables) Accounts Payable Capability to print preview checks before final print Ability to process ACH payables Ability to integrate with electronic purchase order processing Cost Accounting By location By client By service Daily Cash Receipts Receipts generated Ability to post daily cash receipts to the GL Payroll Page 6

9 Real time posting of payroll By position Ability to produce payroll reports by user specific parameters Other Contract Management Electronic banking capability Encumbrance accounting Fund Accounting General Ledger Grant Accounting Inventory tracking system (bar code scanning) Ability to manage trust accounts Custom report writer Ability to import Excel, CSV into software Dashboard with drill down capability Budgeting tool If cloud based, ability to extract a copy of ALL data as needed Page 7

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