Request for Qualifications for Payroll Services RFQ

Transcription

1 Page 1 of 23 Request for Qualifications for Payroll Services RFQ GENERAL INFORMATION Purpose The City of Claremore, hereinafter referred to as the City, by means of this RFQ, invites all qualified candidates to submit statements of qualifications in accordance with the requirements outlined in this RFQ. The City anticipates that, based on its review and evaluation of the responses received pursuant to this RFQ, it will select a Most Qualified and Highly Responsive candidate and execute a contract whereby the Respondent renders services to the City in accordance with terms and conditions set forth in the contract. Overview of Situation The City outsourced payroll processing to the current vendor several years ago. Our current payroll system offers web based services resulting in a paperless system for our employees but does not have a reliable interface to our general ledger. We currently spend approximately $30,000 for outsourced payroll and an additional $11,000 on outsourced software for our applicant tracking/performance appraisal system. We seek to attract bids for a single system compatible with the Finance system, Incode Version 7, to host our HR data base, process payroll and expense payments, as well as provide support to the recruitment and on-boarding process. We administer benefits and process payroll for approximately 308 employees of which 221 are full time benefit eligible and 93 are part time. We have two public safety (Fire and Police) departments that have a 24 hour operation with contracts allowing for FLSA roll-ups and compensatory time in lieu of over time. Additionally, their contracts provide unique compensation benefits that must be tracked bi-weekly. We want consistent interface, security, and workflow/reporting/analysis. We would also require established track record for operating SAAS, guaranteed uptime, example of satisfied clientele, number of years in business. We would like to see a system that can provide recruitmentretirement modules in an unified not merely integrated system. Who May Respond Established companies regularly engaged in these services. Right to Reject The City reserves the right to reject any and all submissions received in response to this RFQ. A contract for the accepted submission will be based upon the factors described in this RFQ. The City reserves the right to reject any or all offers, to waive informalities and to re-advertise if it is in the best interest of the City of Claremore to do so. Cost of Participation All costs incurred in the preparation of a proposal responding to this RFQ will be the responsibility of the Respondent and will not be reimbursed by the City of Claremore. 1

2 Page 2 of 23 PROPOSAL EVALUATION Evaluation A weighted point system will be utilized for review of the submittals to determine the best qualifications. The review form is attached to this RFQ package and indicates the point range available for each review point. The Respondent must realize that many items will require judgment calls or rankings by the Review Committee. Review Process All submittals will be evaluated by a Review Committee. Submittals will be ranked according to the total number of evaluation points assigned by the Review Committee. The Review Committee will generate a short list and interviews with the top candidates will be scheduled so firms can provide a product demonstration, ask questions, and be interviewed by the committee. The Review Committee will then identify one Respondent as "Most Qualified and Highly Responsive. The Respondent selected as "Most Qualified and Highly Responsive" will be requested to submit a detailed Proposal of Services to the City. The Proposal of Services must be detailed as to sequence of events, actions, pricing, and services provided. The Contract Negotiations Committee (consisting of the H.R. Director, Executive Manager of Finance and Budget, and City Manager), if warranted at that time and at its discretion, may choose to enter into a contract with the Respondent for payroll services or reject the Respondents proposal and select the next "Most Qualified and Highly Responsive" candidate and repeat the proposal review procedure until a Proposal of Services is accepted. Based upon the accepted Proposal of Services, the Contract Negotiations Committee will contact the Respondent and negotiate the terms of the contract and fee for services. Award If the contract negotiations are successful, the Contract Negotiations Committee will then make a recommendation to the Claremore City Council for approval of the Contract. Contracts are not valid unless they are accepted by the City s Council. 2

3 Page 3 of 23 SUBMITTAL INSTRUCTIONS Due Date & Delivery Information Statements of Qualifications for payroll services shall be received by the City of Claremore Central Purchasing Agent s Office, located at 104 S. Muskogee Avenue, Claremore, OK 74017, until 1:30 P.M. (CST) July 26, Sealed submissions shall be mailed or hand-delivered by the said date and time or it will not be considered. Responses received more than ninety-six (96) hours, excluding Saturdays, Sundays and holidays before the time set for opening of this RFQ, as well as responses received after the time set for opening, will not be considered and will be returned unopened. Interviews and demonstrations with the top scoring Respondents will be scheduled accordingly. Your proposal should be addressed as follows: City of Claremore Attention: Central Purchasing Agent 104 S. Muskogee Avenue Claremore, OK A sealed envelope clearly marked shall be submitted for the Qualifications. The proposal will be referred to a review committee, who will review each statement in accordance with the evaluation criteria stated later in this RFQ. It is important that the response to our Request for Qualifications be submitted in a sealed envelope/package, clearly marked on the lower left hand corner with the following information: Request for Qualifications RFQ Do Not Open Until: 1:30 P.M. on July 26, 2011 SEALED Qualifications For Payroll Services 3

4 Page 4 of 23 Number of Copies Firms shall submit one (1) original and five (5) copies of Statement of Qualifications to the City in response to the RFQ. All information requested or otherwise considered common to qualification statements shall be included at the time of submittal. Incomplete submittals will be considered informal and may be subject to rejection on that basis. It shall be the sole responsibility of the Respondent to have his/her documents delivered to the City for receipt on or before the due time and date. Late submissions will not be considered. If documents are sent by mail, the date of receipt by the City shall be the controlling date for purposes of determining whether or not timely submittal has been achieved. References Submit with your statement of qualifications, as specified on page 20, a minimum of three (3) references in which you have done business of similar size and scope to City of Claremore within the past five (5) years. Include company name, contact name, address, phone, fax and , estimated volume with your company and years serviced. They must be references who have or are currently using the products specified in your response. They may be contacted and interviewed with regard to their overall satisfaction of product and your company s performance. Public Opening Responses filed with Central Purchasing shall be publicly opened and the names of responsive entities will be read aloud at 1:30P.M.on July 26, The opening will be in the City Hall Council Chambers which is located at 104 S. Muskogee Avenue, Claremore, OK You are welcome to attend. Inquiries Inquiries concerning this RFQ should be directed to Anne Smith at (918) or asmith@claremorecity.com. Except as provided in this RFQ and as is otherwise necessary for the conduct of ongoing City of Claremore business operations, candidates are expressly and absolutely prohibited from engaging in communications with City of Claremore personnel who are involved in any manner in the review and/or evaluation of the Proposals; selection of an candidate; and/or negotiations or formalization of a Contract. If any prospective candidate engages in conduct or communications that the City of Claremore determines are contrary to the prohibitions set forth in this RFQ, the City of Claremore may, at its sole discretion, disqualify the candidate and withdraw the firm s RFQ from consideration. 4

5 Page 5 of 23 PROPOSAL FORMAT & REQUIRED CONTENTS FOR PAYROLL SERVICES RFQ I. Company Information II. Solution Overview a. Payroll b. Human Resources Application c. Recruitment/Applicant Tracking d. Time & Attendance e. Leave of Absence Tracking f. Employee & Manager Self-Service g. Human Capital Management h. Payment Solutions i. Expense Management j. Human Resource Compliance III. Technical Overview IV. Hosted Services V. Service & Support (Including Implementation & Training) VI. References VII. Define How Pricing is Determined VIII. Statement of Qualification s Affidavit 5

6 Page 6 of 23 Contents of Statement of Qualifications must contain answers to the following items and be formatted in the outlined order. I. COMPANY INFORMATION Describe your company. How long has your company been in business? How many years have you provided payroll services? If awarded the contract, will you assign a dedicated account representative for City of Claremore? Please identify individuals that will be assigned to our account and provide information on their experience level. Has your organization recently received any awards? How do you distinguish yourself from the competition? What is your average client size? How many of your clients are municipalities or government entities? For the past three years, what was your investment in product development? How are you keeping updated with technology advances? How does your organization keep up with regulatory changes? Describe three recent quality initiatives. What were the results? II. SOLUTION OVERVIEW What services do you offer? Describe key accomplishments or industry firsts. Does your organization provide payroll services internationally? A. Payroll Pre-processing Does the system provide pre-edit reports based on user-defined parameters for gross-to-net pay calculations? Describe the audit process for each payroll. What processes are in place to make corrections to payroll errors? Payroll General Does the system support an on-line "what-if" with update capability? How many transactions did you process last year? What tax updates, if any, are provided and how are these updates received? Describe your general ledger process. 6

7 Page 7 of 23 Does the application allow for the allocation of costs to any level of detail? How does application handle multiple account numbers for the same employee? Does the system allow direct entry of employee time over the internet using a standard web browser? Can customers view W2 information throughout the year? Are there start and stop dates for deductions? Does the system have the ability to set-up deduction with appropriate future effective date? Can batch input screens for hours and earnings be customized or user defined? If so, please explain the process. Can mass increases be generated? Year End Tax Describe the vendor/client responsibilities for the year end and/or year begin process. Are yearend services provided? Are garnishment payments automatically generated to the payee? Does the system maintain all federal and state regulations for garnishment processing? Can the system create one W-2 for each EIN the employee worked? How do you meet the January 31 deadline for distributing W-2s? How does your system handle adjustments for payroll corrections after a pay period? Can the user sort reports by name, classification, gender, and ethnicity? Can the user sort reports by department, expense line, deduction line, and/or fund? Is there PC/online access to current and historical tax information? What is your process of tracking amendment and inquiry response time? How do you distinguish yourself from the competition in the area of tax processing? How do you keep clients informed of what's going on with the various tax jurisdictions? Will we have a dedicated Customer Support Representative specifically to handle Tax issues? What are the core competencies for Customer Support Representatives in the Tax area? What is the average length of time a client retains the same Tax support representative? How are adjustments handled? What type of tax reports are generated each pay period? Will you provide copies of all tax filings? What are three frequent reasons customers select your company over your competition? What is your process for quality control? Can a year be held "open" while continuing to process the new year s taxes? B. Human Resources General Describe your company's commitment to the product and development plans over the next 3-5 years. Was your product originally developed by your organization? 7

8 Page 8 of 23 What major enhancements to your system have you planned for the years 2011 & 2012? Does the system track safety and worker s compensation information? Does the system include succession planning? Describe job and organizational hierarchy. What compensation management functions does the system support? Can the solution prohibit setting up an employee if a position does not appear as "vacant" in position control? Does the system support employees with multiple positions and departments? Benefits Does the payroll system integrate with benefits? Can benefit plans be set up so only a specific group of employees are eligible for them? Can benefit cost changes be future dated for a future year within the current year? Are premiums automatically updated for age and salary benefit calculations? Are insurance amounts automatically adjusted when a salary increases? Can you automatically enroll a certain group of people in a benefit plan? Do Employee Benefit Statements include the company s cost of benefits? Do you offer online benefit enrollment? Does the system have the ability to handle calendar/fiscal benefit plans? Does the system calculate arrears on their benefits while on disability? Does the system include benefit premium reports? Does your system provide HIPAA reporting? What is the benefits enrollment process? Will benefit election changes update payroll deductions? Compensation Are new hourly rates automatically calculated when salary increases are made? Can employee earnings be split between multiple departments on an on-going basis? Describe multiple compensation programs by employee type, geography, and other factors. What compensation management functions does the system support? What is the salary administration functionality or capability of your product? Can the mass increase be given to a specified subset of employees by location? Does the system provide an on-line view of the employee's total compensation package? Are there additional fees associated with customizations? Customization Who has responsibility for maintaining customization changes? Will our customizations be overwritten in an upgrade? 8

9 History/Record Keeping Page 9 of 23 Will the system maintain unlimited history for each employee? Are on-line help screens available for all screens and processes? Can corrections be made to historical, current, and future records? Can search definitions be stored? Can the system accommodate effective dating for future or past dates? Can the system process multiple transactions for an employee with the same effective date? Can the system store scanned documents or picture images? Can your system setup non-employees or those who are non-paid? Define the type of data available on your system for inactive employees. Describe how your solution supports workflow and electronic approvals. Describe HR/PR product s simulation/what-if capabilities provided with the package. Does the system have data archiving capabilities for inactive employees? Does the system provide flexibility in establishing organizational and payroll hierarchies? Does your system have the ability to roll back to a specific date in time? How long does the system maintain pay history for current and former customers? How many years of pay history can the employee readily access? Application Security Describe the overall security scheme. Is access to specific functions, files, and data elements restricted based on user profile or workstation ID? How can you prevent users from viewing and/or editing data at the field level? Can the administrative user control security or is it reliant on the vendor? How do you handle groups of users with the same security profile? Describe what happens when the system is accessed by someone without rights. What password authentication controls are utilized? Reporting Does the system provide an integrated ad hoc report writing tool? Does the system allow generation of reports on all fields that exist in the data dictionary? Does the system provide flexibility for defining selection criteria, data ranges, sorting and grouping options, and report output, enabling users to tailor information to their specific needs? Does the system provide point-in-time reporting capabilities? Discuss how a non-technical user can obtain reports from the system without assistance. Does the system have the ability to handle consolidated reporting across companies/organizations? Does the system have the ability to produce headcount reports using a user-defined FTE formula? Does the system provide standard report capabilities? If so, please describe in detail. Does the system provide the ability to schedule standard reports? 9

10 Page 10 of 23 Does the system allow internal users to customize reports and schedule customer run reports? Does the system provide the ability to set up and run batch reports? Explain how your system maintains OSHA logs. Describe the production of the OSHA log report. Does your system create dynamic organizational charts? Can queries be saved "globally" as well as "personally" so that users are not inundated with a barrage of queries in the drop down list? Does the reporting tool have charting capabilities? Please explain. Compliance Reporting Are standard reports available for OSHA and EEO requirements? Is there any special employee setup required to print government compliance reports? Is there standard reporting for budgeting, forecasting, and cash flow projections? Does the system have real time reporting? C. Recruitment Background Provide a recruiting solution overview. How is your technology providing better recruiting strategy than current methods? Describe recent trends in the applicant tracking system industry. Do you own your recruiting software solution or is it provided through a partnership arrangement? What size companies use your recruiting package? How do you distinguish yourself from the competition? Recruiting Administration Will your application export recruiting contact information to outside sources - e.g. MS Outlook? What communications can be sent and received via the application? Describe the features of your on-line forms. Implementation Does your company subcontract implementation services? How soon will implementation begin? How long does it take to complete? Applicant Tracking Describe how the system assists in complying with regulatory requirements associated with the hiring process. Does your application allow third-party candidate submittal? Does your system track employee referrals? 10

11 Is the application multilingual? Can candidates be attached to more than one requisition? Can our recruiters select specific job boards? Can the corporate job posting Web site or intranet be customized? Describe any job posting portal features offered. Describe Hiring Manager Access. Describe the search capabilities available for matching applicants and requisitions. Describe your application's assessment capabilities. Does the application allow for auto scheduling of interviews, follow-ups, etc.? How are candidates managed during the recruiting process? Will open positions automatically be posted on job boards? Can a standard job template library be built into the functionality of requisitions? Describe any requisition approval functionality that the application allows. Will job descriptions be tied to requisitions? Page 11 of 23 Security Can functional privileges be assigned based upon user, user group or location? Can the application provide an interface (resume view or requisition view) for non-users? Describe security and user authentication. Describe the server environment for the application. Describe your application architecture. How are upgrades delivered? How do you guarantee security of data? How is downtime for regularly scheduled maintenance and upgrades scheduled? D. Time & Attendance General Describe the process for adding a new employee to your system. How do you minimize downtime for 24/7 operations? How does the system enforce access control? Is data viewed and available in real time? Who can define access control rules? Describe the approval process within your application? The employee and approver should be able to check status of the time records (processed or not processed) for a specific time period. The employee and approver should be able to review information from the time records in detail and in summary form. (As part of the core package) Can an employee make edits to their timesheet prior to submission for approval? Is an audit trail of any edits kept? What is the size of your largest and smallest customer? 11

12 Data Interface Page 12 of 23 Describe standard interface capabilities. Are there import and export capabilities with third party programs like Microsoft Word, Excel, Access, CSV and Project? Can your system interface to Incode systems? Can your system interface with a GL system to accommodate labor distribution reporting for employees who work in more than one cost center? What interface and protocols are used by your system? Data Management Are employees able to access prior period information? How does synchronization of data work across multiple sites/locations? What are the standard methods used to capture employee hours? What are your procedures for archiving or retaining historical information? Business Rule Definition Can an employee enter a block of time in advance of it occurring (i.e. enter time for a week of vacation the week before)? Can system distinguish between an employee and a temporary employee? Does the application allow for multiple methods for calculation of overtime and double-time (i.e. premium time) based on employee type? Does the system have the ability to prorate vacation upon departure based on parameters provided? Does the application automatically start tracking accrual hours for new hires and employees with status changes based on rules previously created? Does the application have the ability to maintain fields required for billing information (i.e. task codes, activity codes)? Does the application have the capability to send reminders to the users regarding time? Does the application provide user defined fields? Does the system require password security to change on a reoccurring basis? Please explain methodology. Does your system allow for distributed or central control over core business rules? Does your system handle comp-time/flex time? How are terminations handled, department transfers? How often will the clocks be polled from the data center? Points Occurrence System Requires the ability to modify / correct time entries from past periods. Servers needed at customer site Please explain your time off tracking capabilities 12

13 Workflow Page 13 of 23 How does your system handle workflow between the employee and manager for time off requests? Does the application have the capability to automatically remind users to sign and/or approve their timecards? Labor Distribution How does your system handle labor distribution? Explain your time and labor pay policies. Range of Services Can you provide a turnkey package that includes software and hardware? What is your system down time? What size company is your software generally suited for? Releases and Upgrades Describe the process for determining what new functionality is incorporated into future releases. How are updates/upgrades to the time and attendance software handled? What is the frequency of your product updates and technical upgrades - hosted customers? Web-Technology Describe the functions in your systems that are web enabled? Where is the data center for the ASP physically located? Describe the architectural layout of the data center. E. Leave of Absence Tracking Does your system have the ability to track FMLA? Explain how your system facilitates handling the provisions of the Family and Medical Leave Act (FMLA). Does the system have the ability to automatically produce the many required letters and documents needed for each new FMLA case? Does the system have the ability to determine whether an employee's request for leave is an FMLA qualifying event? Does the system have the ability to locate employees with significant leave issues, such as balances that are too high or too low or excessive use of leave? Does the system have the ability to run FMLA reports? Does the system have the ability to track disability entitlements for particular employees? Does the system have the ability to track FMLA and STD usage over a rolling twelve month period? 13

14 Does the system maintain leave of absence history records? What self-service benefits does the FMLA solution provide to employees? Page 14 of 23 F. Employee & Manager Self-Service Background Does your self-service product offer real-time integration with the HR/payroll application? What benefits does Self-Service offer my organization? Do employees have passwords to protect their information? Employee Self-Service Can users view pay stubs within the system? Can company forms be placed online for easy access to employees? Can employees be directed or linked to specific HR or Payroll contacts online? Can employees check the amount of available vacation and leave time? Can employees manage dependent data in the system? Can the system track an employee directory on-line? Does the system allow employees to view their master file information? Manager Self-Service What can a manager view versus an employee? Can managers hire new employees through self-service? Can managers directly terminate an employee in self-service? Can managers track employee status changes in self-service? Can managers track employee job information online? Does your self-service product track data point in time? What happens to changes that are keyed into self-service while the actual payroll is run? What reporting functionality is available to managers in self-service? Can managers track compensation information for their employees online? General Will my IT staff have to be involved to maintain the Self-Service environment? How do you help companies roll out a self-service solution to their employees? Can your self-service application be customized? Do employees have access to the self-service application remotely? Is Employee Self-Service available through the internet, intranet or extranet? Explain the security features of your self-service product. Benefits Administration Are benefits statements available? Are confirmation statements available to employees in self-service? 14

15 Can employees view current and historical benefits data? Can links be set up for employees to access third parties? Does the system allow employees to go through open enrollment online? Does the system support benefit tiers? Will the system remind employees to update benefits after a life event change? How does the system accommodate benefits requiring evidence of insurability? Will the system prompt employees to elect dependents or beneficiaries when applicable? Payroll and Tax Can employees change W4 data online? Can employees do what-if scenarios or calculate their checks online? Can employees manage direct deposit data online? Workflow Can employees keep track of documents needing approval? Can managers approve the information submitted by employee? Does the system use to communicate information to employees? Does your system support conditional workflow? G. Human Capital Management Background Describe your Human Capital Management solution. Describe your partnership to offer Human Capital Management solutions. What awards has your Human Capital Management solution received? General How does your product accommodate large, decentralized global organizations? What languages are supported in your system? How long is historical data stored as read-only and retrievable? Does the software record an audit trail of all changes made to system data? Competency Model Can we create, edit, update and delete companywide competency models? Is access available to both manager and employee? Will the system provide wording, suggestions, assignments etc. to competency model? Page 15 of 23 15

16 Page 16 of 23 Learning Management Does the system provide links to learning resources? Can we maintain curriculum, instructional tools and materials? Can we integrate third party courses including status and test results? Can we create and maintain learning paths? Can we create and maintain courses/events? Can we create and maintain instructors? Can course topics be searched? Can a course be edited after being posted on internet server? Can managers approve or disapprove learning? Does the system recognize scheduling conflicts: instructor, facility? Does the system provide links to learning resources? Is there the ability to set course student limits and create wait list for unscheduled students? Is there the ability to view employee skills gap analysis? Performance Management Are both self and manager assessments available? Can cascading goals be set? Can the manager update employee-submitted objectives? Can the system monitor mid-year review completion status across the organization? Does the system allow for continual updating of objectives? Does the system allow for mechanized loading of employees and managers into system? Does the system have reminder notices to employees and managers prior to deadlines? Specify the maximum number of objectives for each employee. What performance evaluation forms and templates are available? Development Plans Can both the employee and manager create, update and delete the development plan? Can managers respond to and comment on self-assessments? Can we monitor development of workforce within specific organizations, or across the company? Does the system provide coaching suggestions to managers based on competencies? Will the system suggest next steps? 16

17 Page 17 of 23 Succession Planning Describe how your product supports the matching of candidates to developmental and critical positions. Does your product provide end-users with access to the product to complete succession planning? Does your product provide the ability to maintain a pool of developmental positions? How much succession planning histories can your product store? Interfaces & technology What type of model do you support (ASP, Installed at client, both)? Describe the process to interface your product with third party programs. Is your solution configurable to interact with an existing security system to perform authentication? Can we elect to have data imported and exported to and from the HRIS and the Performance Management database? Can systems access be from anywhere the internet is available? Do you monitor system performance? Does your system provide security of access by role? How does the application handles authentication, privacy and data integrity? Is the system's password file encrypted using an encryption algorithm? Is there an Intrusion Detection System (IDS) in place? Can our systems personnel make modifications and/or customizations? Describe the application architecture. How frequently do you issue upgrades to the system? Implementation & Training What user documentation, training and support are provided for your application? Describe your approach to implementation? Describe your approach to project management. What is the recommended makeup of the project team, from both vendor and us? Customer Support Are online help functions available? How do you monitor support performance SLA results? How many staff membersigned to support the product? Is technical support available 24x7? What is the average length of time in resolving a support call? How do you handle customization requests at the time of request and for future issues? 17

18 H. Payment Solutions Page 18 of 23 Background Describe your card payment solution? What are the benefits of using a debit card payment system? General Information Are funds on the pay card FDIC insured? How do employees access their money with your card payment solution? Can checks be written from the pay card's account? How do employees select a PIN? Can employees transfer funds from the pay card into another type of account? Can our employees make changes via the internet or phone system? Can the debit card be used for point of sale purchases at retailers? Can the pay card be used for automatic bill payments? Can we put our logo on the card? Describe any training materials you will provide. Describe the marketing materials you will provide. Does your debit card product offer ATM access both domestic and international? Administration Are English and Spanish card start up kits available? Can adjustment payments, between regular payroll cycles, be made? Can net payroll be directed to the employee s debit or pay card? Can the pay card be used to get cash back from a Point of Sale terminal? Describe your customer service and help desk support functions. Describe your Web site security. How does the loading process work? How long do payments take to post to employee accounts? What happens when an employee is terminated? Implementation How long will it take to implement the program? Describe the implementation support you will provide. Other Payment Services Do you offer a turnkey direct deposit solution? Please explain. Do you offer a turnkey official paycheck solution? Please explain. Are there additional costs/fees associated with corrections made to a processed payroll? 18

19 I. Expense Management Page 19 of 23 Describe your expense management offering. What are the benefits of your expense management offering? Describe global capabilities offered. Can corporate card payments be made? If so, explain the process for receiving corporate card payments; what fees, if any, may be incurred; and/or limitations of amounts of such payments. Describe the expense management process flow. Describe the payment approval process. Is workflow configurable? How is employee reimbursement handled? Is fax imaging of receipts offered and how are they accessed? Describe your audit procedure for your expense reports and receipts. Describe navigation within the expense management solution. Describe the implementation process. Describe customer support and services. J. HR Compliance Describe your HR Compliance software solution. Who endorses your HR Compliance software solution? Is the material current and up-to-date? In what formats are your HR Compliance software tools offered? How many clients do you serve? Describe any key alliances or partnerships? Describe what is included in the HR Compliance software offering. III. TECHNICAL OVERVIEW Describe your corporate IT vision. Describe the integration between your self-service and HR/Payroll solutions. Is there an interface involved? Describe the integration of your Time & Attendance solution. Describe the integration with your recruiting solution. IV. HOSTED SERVICES Who provides your Internet access? At what level is the service? Is site hosting internally or externally managed? Where is your data center or hosting facility located? Describe your software development lifecycle for ASP. Describe the data security/accessibility of your hosted services center. Do you utilize SSL technology? What is the migration process in upgrading to new versions and how does the upgrade process affect customization? What is the standard rule base for incoming/outgoing traffic enforced by the Firewall? 19

20 Page 20 of 23 What password authentication controls are utilized? What virus detection/scanning mechanisms are in place? Describe how your company handles security breaches and notifications of the breach to the client. V. SERVICE & SUPPORT What is your customer service model? How many clients and individuals do you serve? What is your customer retention rate? What is the average tenure of your customers? Do you use your Web site as a mechanism to provide support to your clients? Describe your procedure for escalating support issues. What is the average response time to client support requests? What is the maximum time that will elapse before clients will receive acknowledgement their request for service or support is being addressed? Implementation Does the system allow for the importing of initial data? Please explain your project management implementation process. Please provide a sample implementation project plan. Training What types of training do you offer customers? What training materials do you provide? What training options are available above and beyond basic training? VI. REFERENCES Submit with your statement of qualifications, as specified on page 20, a minimum of three (3) references in which you have done business of similar size and scope to City of Claremore with in the past five (5) years. Include company name, contact name, address, phone, fax and , estimated volume with your company and years serviced. They must be references who have or are currently using the products specified in your response. They may be contacted and interviewed with regard to their overall satisfaction of product and your company s performance. VII. DEFINE HOW PRICING IS DETERMINED Provide explanation of how pricing is determined. 20

21 Page 21 of 23 VIII. STATEMENT OF QUALIFICATION S AFFIDAVIT CITY OF CLAREMORE On behalf of the Offeror I, of lawful age, being duly sworn upon oath, certify: A. That I am authorized to submit this Statement of Qualifications and to contract on behalf of the Offeror. B. That I or any member of my firm have not paid, given, or donated or agreed to pay, give or donate to the City of Claremore or any officer or employee of the City of Claremore, any money or other thing of value, including any special consideration, either directly or indirectly, in seeking to procure this contract. C. That there has been no attempt by the Offeror to discourage any potential Offeror from submitting a Statement of Qualifications. D. That I have read and understand all of the information in the Request for Proposal/ Statement of Qualifications, including the information on the project to be designed and administered. E. That the Offeror and any individuals to be assigned to the work do not have a record of sub-standard work. F. That the Offeror will, if awarded the contract, perform the requirements of the contract in accordance with all applicable state and federal rules and regulations. Dated this day of, (Respondent's Firm Name) (Signature of Respondent s Representative) (Printed Name and Title of Individual Signing) Subscribed and sworn to before me this day of, (SEAL). Notary Public 21

22 Page 22 of 23 Attachment 1 SYSTEM REQUIREMENTS FOR INCODE VERSION 7 INCODE Server Requirements for Single-Server Configuration System INCODE Application and Database Server Requirements General Server Info Dedicated Server MicrosoftWindows Certified Server, Nationally Recognized Name Brand Removable media backup system DVD-ROM drive 1000 mbps Ethernet NIC Operating System1 Microsoft Windows 2008 Server (64 bit) Network2 Environment Active Directory Services Internet Information Services 6 or 7 Database4 Microsoft SQL Server 2008 (64 bit) Processor Xeon Quad Core Processor Memory3 8GB RAM or greater Hard Drive Array(s) Mirrored SAS Disk Array on Bus 1 for OS program files RAID5 SAS Disk Array reserved for SQL DB files on Bus 2 Available Disk Space 40GB reserved disk space on Bus 1 100GB reserved disk space on Bus 2 22

23 Page 23 of 23 Attachment 2- Scorecard REVIEW ITEM AVAILABLE POINTS AWARDED POINTS I. Company Information 5 II. Solution Overview 35 III. Technical Overview 15 IV. Hosted Services 15 V. Services & Support 15 VII. How Pricing is Determined 5 Recent Experience With Comparable Municipalities or Governmental Entities 5 Responsiveness to Request for Qualifications 5 TOTAL POINTS