RFI No.: HBH-ESS EMPLOYEE SCHEDULING SOFTWARE TABLE OF CONTENTS 1.0 STATEMENT OF NEED BACKGROUND 3

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Ethan Woods
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2 TABLE OF CONTENTS 1.0 STATEMENT OF NEED BACKGROUND ANTICIPATED SOFTWARE REQUIREMENTS INFORMATION REQUESTED REVIEW OF RESPONSES ORAL PRESENTATION EXPENSES OF PREPARATION SPECIAL INSTRUCTIONS TO RESPONDENTS.. 6 Page 2 of 6

. 4 5.0 REVIEW OF RESPONSES....... 5 6.0 ORAL PRESENTATION. 5 7.

3 1.0 Statement of Need 1.1 The Houston Airport System (HAS) is requesting information and input for innovative strategies and approaches for deploying, operating, and maintaining an employee scheduling software system to support the Houston Airport System. The purpose of this Request for Information (RFI) is to seek information from employee scheduling technology firms who are capable of strategizing and developing an employee scheduling software application that meets the needs of the Houston Airport System. 1.2 This RFI will not result in a contract, but may be used to create a subsequent process that may result in a contract. 1.3 Please review the background and anticipated software requirements below. If you believe that your company can provide recommendations to enhance the anticipated software requirements stated below and would be interested in participating in an on-site demonstration of your company s software, please refer to Section 4.0, Information Requested for instructions on how to formulate a response to this RFI. 2.0 Background 2.1 HAS currently engages in a manual process to schedule employees in the operational sectors of the airports. The operational sectors of the airport include landside, airside, maintenance, and the custodial services divisions. The manual scheduling process has resulted in considerable overtime. HAS is seeking an employee scheduling software that will alleviate its exposure to overtime and schedule employees in a more equitable manner. 2.2 HAS is also interested in software functionality that will enable it to monitor and analyze potential impacts to employees working longer durations. HAS is seeking a software solution that will reduce its operational costs and foster a safer working environment. Page 3 of 6

4 3.0 Anticipated Software Requirements 3.1 Employee scheduling software must be able to evaluate the current process and offer best practices and recommendations for efficiencies, safety enhancements, and process improvements. 3.2 Employee scheduling software must be user-friendly, have mobile device functionality (such as smart phones and tablets), and must interface with Kronos. 3.3 Employee scheduling software must be able to design a configurable workflow mechanism to align the software system with rules and employment practices implemented by HAS. 3.4 Employee scheduling software must be able to design a configurable workflow mechanism with rolling call for overtime, which would represent a change from HAS current employee scheduling process. 3.5 Employee scheduling software must have reporting capabilities including but not limited to trend analysis. 4.0 Information Requested 4.1 Please organize your responses to the Request for Information in the following format: 4.2 Executive Summary The Executive Summary should provide an overview of the qualifications to accomplish the implementation of the software project, inclusive of a narrative statement of the firm s understanding of the project and key points raised in the RFI. 4.3 Employee Scheduling Software Overview At a minimum, the information provided for the response to this section should address the following: a) Benefits & core software features b) Technical considerations and compatibility with Kronos c) Software implementation schedule d) Examples of successful software implementation outcomes 4.4 Recommendations for Pre-existing Manual Employee Scheduling Method Please address recommendations and best practices for employers currently utilizing a manual employee scheduling system. Page 4 of 6

2 Employee scheduling software must be user-friendly, have mobile device functionality (such as smart phones and tablets), and must interface with Kronos. 3.

5 4.5 Proposed Contractual Structure Please provide a sample software licensing agreement. 5.0 Review of Responses 5.1 Following the receipt of RFI responses by the requested deadline, a team consisting of City representatives will review the responses. 6.0 Oral Presentation 6.1 Respondents to this RFI may be invited to conduct an on-site demonstration of its software. On-site demonstrations will be scheduled with the information provider to this RFI after review by the HAS team. The on-site demonstration and all other related expenses must be at NO COST to the City of Houston or the Houston Airport System. On-site demonstrations may be scheduled with each respondent to this RFI. 6.2 In the event a respondent submits trade secret information, the information must be clearly labeled as Trade Secret. HAS will maintain the confidentiality of such trade secret to the extent provided by law. 7.0 Expenses of Preparation 7.1 The City/HAS will not be responsible for any costs incurred by respondent in the preparation and submittal of a response to this RFI. Page 5 of 6

1 Respondents to this RFI may be invited to conduct an on-site demonstration of its software.

6 8.0 Special Instructions to Respondents 8.1 Requests for additional information and questions should be addressed to: BJ Hubbard, Senior Procurement Specialist Houston Airport System Supply Chain Management The deadline for questions related to this RFI is February 24, 2016 at 2:00 P.M. CST. Please include the phrase RFI No.: HBH-ESS Employee Scheduling Software in the subject line and provide all applicable contact information. Questions received from all Respondent(s) shall be answered and posted on HAS website in the form of a Letter of Clarification. It is the Respondent(s) responsibility to ensure that they secure all correspondence. 8.3 Please provide ten (10) printed copies of the Response to this Request For Information, as well as two (2) complete copies on a USB drive, labeled with the appropriate RFI name and number that includes a complete copy of all information in the printed original, are to be submitted in a sealed envelope to: Houston Airport System Supply Chain Management Office Lee Road Humble, Texas Attn: Richard D. Hrachovy, Acting HAS Procurement Officer 8.4 The envelope or package should clearly identify the name and address of the Respondent and indicate the contents to be: RFI No.: HBH-ESS Employee Scheduling Software. The deadline for Submittals to this Request for Information is March 3, 2016 at 2:00 P.M. CST. Page 6 of 6

gov 8.2 The deadline for questions related to this RFI is February 24, 2016 at 2:00 P.M. CST. Please include the phrase RFI No.

PUBLIC UTILITY COMMISSION OF TEXAS

PUBLIC UTILITY COMMISSION OF TEXAS REQUEST FOR INFORMATION For A Document Management System Public Utility Commission of Texas William B. Travis Building 1701 North Congress Ave. Austin, Texas 78711 Closing