RFP No C006 Human Resources Management System for the Metropolitan Washington Airports Authority

Transcription

1 RFP No C006 Human Resources Management System for the Metropolitan Washington Airports Authority Questions and Answers Notice: Questions may have been edited for clarity and relevance. 1. Is there an incumbent contract for the HRMS contract? If so, would be it be possible to obtain a copy? Answer: The incumbent contractor is Ceridian. No, the current contract is not available for public viewing. 2. Has funding been secured for this project? Answer: Yes. 3. The Q3 Procurement Forecast listed an Enterprise Resource Planning (ERP) Human Resources (HR) and Work Order Management software project and a Human Capital Management (HCM) project. Have these two projects been combined into this solicitation? Or is this just for the Human Capital Management project?? Answer: This solicitation is addressing the HCM project only. 4. Please advise the relationship between this solicitation and the upcoming procurements project titled "Enterprise Resource Planning (ERP) Human Resources (HR) and Work Order Management Software"? Answer: This solicitation is addressing the HCM project only. 5. Is there a dial in number for the pre-proposal conference on September 9th? Answer: No. 6. Would the Authority provide a 30 day extension of the deadline to respond to this RFP? 7. In Appendix A, there are only two columns for responses. How would the Authority like us to respond when a requirement cannot be met such as N/A? The options available in the current attachments do not provide the ability to respond this way. Page 1 of 6

2 8. In Appendix A, there are only two columns for responses. Would the Authority break out the configuration and customization column into two columns? These two activities are very distinct tasks and provide very different value. 9. In Appendix A, there are only two columns for responses. Would the Authority add a Comments column to this attachment? In some cases comments are needed to clarify the vendor's responses? A column for comments has been added, please keep comments to a minimum of two sentences. 10. In Appendix D, would the Authority add a Comments column so we can provide additional information when it is required?? 11. Will MWAA consider an extension of the due date deadline to September 9th at 2:00pm ET? 12. Appendix A; Recruitment "The system shall update position records with number of open requisitions". Can you clarify this requirement with an example or further explanation? Answer: This requirement is describes the position control process. The system shall maintain a direct correlation between open positions and filled positions. 13. Appendix A, Recruitment "The system shall match requisitions with vacant authorized positions." Is this referring to the ability for creating a requisition and tracking the associated vacant position number on the requisition? Answer: Yes. 14. Appendix A, Recruitment "The system shall generate automated position openings when a vacancy occurs". Can you clarify this requirement with an example or further explanation? Answer: Once the position is approved, the system should notify the necessary parties via and/or workflow to initiate the hiring process. 15. Appendix A, Recruitment "The system shall capture candidate availability/schedule information." Is this referring to the ability for the candidate to schedule an interview? Answer: Yes, the system should be able to capture candidate availability for interview scheduling purposes. Page 2 of 6

3 16. Appendix A, Recruitment "The system shall re-assign HR and departmental individuals associated with a requisition or group of requisitions while maintaining a history.' Can you clarify this requirement with an example or further explanation? Answer: The system shall maintain a history of HR professionals or other department personnel assigned to a requisition. 17. Appendix A, Recruitment 493 -"The system shall automatically fill position summary information on the requisition from a linked position." Can you clarify this requirement with an example or further explanation? Answer: Once a manager identifies a position for recruitment the system should populate the attributes associated with the position. 18. Appendix A, Talent Management "The system shall provide the capability to use position and personnel data to facilitate on-line initiation of the full range of workforce development activities. These activities include nomination, approval, enrollment, evaluation, and personnel record documentation." Can you clarify the activities mentioned in this requirement? Are they referring to performance management activities? Answer: Yes, this data includes performance management, workforce development and talent management activities. 19. Appendix A, Talent Management "The system shall enable managers to assign group rating." Is this referring to the ability to assign a group rating on a performance review? If not, please give an example. Answer: Yes, this is referring to the system s ability to assign a group rating on a performance review. 20. Appendix A, Talent Management "The system shall enable managers to request a position review." Is this referring to the ability to change/redefine a position? Answer: Yes, this requirement is referring to the manager s ability to request a review, change an employee s position requirements. 21. Is LMS out of scope? Answer: Yes, LMS is out of scope. 22. Is there a key or guide for answering functional requirements? 23. Can partner services be referenced? Answer: Yes, partner services can be referenced accordingly. 24. Is MWAA intending to partner with 3rd party for management of implementation? Answer: No. The Airports Authority is not planning on using a 3 rd party (outside of vendor selected) to implement the system. The Airports Authority has a project management team in place dedicated to this project. Page 3 of 6

4 25. Will the Authority give consideration to extending the proposal deadline from September 29 to October 27, so as to allow respondents sufficient time to review the responses to vendors questions prior to proposal submission? 26. Is data migration required from any legacy application sources to the new application? Answer: Yes, data migration from the legacy systems is required. 27. How much historical data will be required to migrate to the new application? Answer: Our current system contains 13 years of data, and all data will be required to migrate to the new solution. The full database is 6,043,731KB in size. 28. As part of 40 year HR records retention policy, do you intend the new system to hold the information? Answer: Yes, the Airports Authority requires access either in the current live system or accessible archive. 29. How will the data be provided? i.e. CSV, Flat File, Database Connect? Answer: The incumbent will provide raw tables in a SQL database. 30. Are there time windows that the data migration must take place? Answer: Yes, full data migration is required prior to go live. 31. Can the development work be done from offshore? Answer: No. 32. Can we propose the Payroll and related tax filing services to be performed by other than the Prime contractor? Answer: Yes within a fully integrated solution. 33. Can we propose more than 1 solution in cloud for HCM and Time collection & Payroll, tightly integrated? Answer: The Authority is seeking a fully integrated solution. 34. Can we propose additional services that will ease the implementation and further usage of the applications? Answer: Yes, the offeror will provide a complete solution. 35. For Ongoing support, can some portion of the support be executed from offshore? Answer: Yes, if support can be provided during Authority normal working hours. Please detail within proposal. Page 4 of 6

5 36. Will the Benefits and Payroll administration be centralized or de-centralized? Answer: Benefits and Payroll administration will be centralized within their respective departments (Human Resources and Payroll). Recruiting, benefits enrollment/changes and timesheets will be entered by each employee, but administered centrally. 37. Will new Job descriptions need to be written by the contractor or use the approach used currently? Answer: No, contractors will not be used to write job descriptions. The approach to job description development will be re-evaluated upon solution selection. 38. Is there a plan on dedicating team from business and IT to work on the project with the contractor? Answer: Yes, a cross functional team will be dedicated on this project. 39. Is there a plan to dedicate a resource as the Authority s Project Manager? Answer: Yes, the Airports Authority has a project management team in place dedicated to this project. 40. Business Process Engineering is expected specific to SAAS product processes or need help with standardization activities as well? Job classifications, Benefits standardization, Compensation standardization etc.? Answer: The Airports Authority is willing to modify our process to conform to the systems model. As part of training, the contractor will provide Business Process Re-Engineering assistance for a smooth transition from the current state to future state. 41. Data Cleansing has been mentioned as contractor service. Does this mean that contractor needs to be responsible to have knowledge of MWAAs legacy HRIS and Payroll systems to be able to cleanse the data? Answer: No, the Airports Authority will provide a data dictionary and assist with the extraction, transformation and validation of data from the Legacy Systems. 42. Do you expect the contractor to do Data extraction from Legacy systems? Answer: No, it is not expected that the contractor will execute data extraction from the Legacy system. 43. What level of MWAA user s involvement is planned for Testing of the system and the processes? Answer: The Airports Authority will provide a group comprised of both business and technical employees to test the system using a set of pre-determined test scripts to mirror the majority of the core processes. 44. Are there any specific Audit deliverables needed by COTR related to deployment of new system and interfaces? Answer: No. Page 5 of 6

6 45. Will the templates for all of the deliverables needed as part of the engagement be provided by MWAA or can the contractor use their methodology and templates? Answer: Offeror may use their methodology and templates with Airports Authority approval. 46. Can implementation be phased and separated by Personnel, Benefits, recruitment, reporting together and other as we can roll out subsequently, understanding that there would be some throw away interfaces to be written. This is to reduce the risk of implementation? Answer: Implementation should follow the phases as outlined in the statement of work to include: Employee Records, Time and Attendance, Benefits, Payroll, Retirement Tracking and Recruitment. 47. Is MWAA ok to run parallel, current and new systems for a month to ensure accurate and easy transition to new system? Answer: No, the current system will be available only as a backup and offline to most users once we GO LIVE with the new system. Page 6 of 6