SARPY COUNTY, NEBRASKA REQUEST FOR PROPOSALS. Human Resources Information System, Time & Attendance and Payroll Software For the

Transcription

1 SARPY COUNTY, NEBRASKA REQUEST FOR PROPOSALS Human Resources Information System, Time & Attendance and Payroll Software For the Human Resources Department & Clerk s Office PROPOSALS DUE: 2:00 p.m., Thursday, June 12, P age P:\Human Resources Information System Software\Rebid\Payroll HRIS TA RFP Final.docx

2 General Information Notice to Vendors Sarpy County is seeking proposals for Human Resources Information System, Time & Attendance and Payroll Software for the Human Resources Department and Clerk s Office. The successful Vendor will enter into a Contract that incorporates both the RFP along with the submitted proposal for a period of five (5) years commencing upon system acceptance date with automatic renewal two year periods thereafter. The County reserves the right to accept any of the three (3) modules as an optional bid. Sealed bids will be received Monday through Friday 8:00 a.m. to 4:45 p.m. except holidays, until 2:00 p.m., Thursday, June 12, Bids shall be in a sealed envelope, clearly marked Sealed Bid Human Resources Information System, Time & Attendance and Payroll Software and shall have the name of the Vendor, and the time and date of the bid opening. Do not fax bids, only sealed bids will be accepted. Submit one (1) original, seven (7) copies and an electronic PDF copy of the completed proposal. The PDF copy should be in a single file format. Requests for information and clarification questions must be received by 12:00 p.m., May 15, 2014 at 12:00 P.M. in order for Sarpy County to have time to issue an addendum. Bidding criteria must be received from Beth Garber, Purchaser, 1210 Golden Gate Drive Suite 1220, Papillion, NE 68046, (402) , bgarber@sarpy.com or via the internet at Vendors that obtain specifications from the internet sites are responsible for obtaining any addenda that may be added at a later time. Bids must be sent to: Deb Houghtaling Sarpy County Clerk's Office 1210 Golden Gate Drive Suite 1250 Papillion, NE Bids not addressed and delivered to the above person will not be considered. Bids received after the above stated time and date will not be considered. Bid opening will be a public opening to be held in the Sarpy County Administrative Conference Room at 1210 Golden Gate Drive, Papillion, NE. The bid opening will be at 2:00 p.m., Thursday, June 12, All bids submitted shall be valid for a period of ninety (90) days following the final date for submission of bids. Sarpy County will not be liable for costs incurred by Vendors for proposal preparation, printing, demonstration, or any other costs associated with or incurred in reliance on proposal creation. All such costs shall be the responsibility of the Vendor. The bids shall include all charges and applicable taxes, F.O.B. Destination, freight prepaid, Sarpy County, Nebraska. The Vendor need not include sales tax in the bid. Sarpy County will, upon request, furnish the successful Vendor with a completed State of Nebraska Tax Exempt Form 13 upon acceptance of the successful Vendor's proposal. 2 P age P:\Human Resources Information System Software\Rebid\Payroll HRIS TA RFP Final.docx

3 The Sarpy County Board of Commissioners reserves the right to reject any or all bids and to waive minor informalities. In the event of conflict between unit price and extended price, unit price shall prevail. Procedures for Evaluation and Awarding of Bid Evaluation will be done by Beth Garber, Sarpy County Purchaser along with personnel from the Clerk's Office and Human Resources Department. After evaluation the Purchaser will make a recommendation to the County Board of Commissioners for award. This recommendation and pending award will be made at a public meeting of the Board of Commissioners. Agendas are available each Friday afternoon on our internet site The Commissioners award the bid by majority vote. The following factors will be used to consider the award of the bid, where applicable: a) Compliance with all requirements. b) Price. c) The ability, capability, and skills of the Vendor to perform. d) The character, integrity, reputation, judgment, experience, and efficiency of the Vendor. e) The quality of previous performance. f) Whether the Vendor can perform within the time specified. g) The previous and existing compliance of the supplier with laws. h) The life cost of the personal property or services in relation to the purchase price and specified use. i) The performance of the personal property or service taking into consideration any commonly accepted tests and standards of product, service, usability and user requirements. j) The energy efficiency ratio as stated by the supplier. k) The life cycle costs between alternatives for all classes of equipment, the evidence of expected life, the repair and maintenance costs, and the energy consumption on a per year basis. l) Such other information as may be secured having a bearing on the decision. Terms and Conditions 1. Information, Discussion, and Disclosures Any information provided by Sarpy County to any Vendor prior to the release of this Request for Proposal ("RFP"), verbally or in writing, is considered preliminary and is not binding on Sarpy County. The Vendor must not make available nor discuss any cost information contained in the sealed copy of the proposal to or with any employee of Sarpy County from the date of issuance of this RFP until the contract award has been announced, unless allowed by the Sarpy County Purchasing Department in writing for the purpose of clarification or evaluation. No interpretation of the meaning of the specifications, or other bidding documents, or correction of any ambiguity, inconsistency, or error therein will be made orally to any Vendor. Every request for such interpretation or correction should be in writing, addressed to the Sarpy County Purchaser, Beth Garber, 1210 Golden Gate Drive Suite 1220, Papillion, NE or bgarber@sarpy.com. Requests must be received by 12:00 p.m., May 15, 2014 in order for 3 P age P:\Human Resources Information System Software\Rebid\Payroll HRIS TA RFP Final.docx

4 Sarpy County to have time to issue an addendum. Requests received after deadline may not be considered. In case Sarpy County finds it expedient to supplement, modify, or interpret any portion of the bidding documents prior to the proposed bid date, such procedure will be accomplished by the issuance of written addenda to the RFP which will be mailed or delivered to all prospective Vendors at the respective addresses furnished for such purpose. 2. Addenda All addenda will become part of this RFP and must be responded to by each Vendor. All addenda must be acknowledged in writing in the bid submitted by the Vendor. This RFP, any subsequent addenda, and any written responses to questions take precedence over any information previously provided. 3. Confidentiality of Documents Sarpy County considers all information, documentation and other materials requested to be submitted in response to this proposal to be of a non confidential and/or non proprietary nature and therefore shall be subject to public disclosure under Neb. Rev. Stat (3). Vendors are hereby notified that Sarpy County strictly adheres to all statutes, court decisions, and opinions of the Nebraska Attorney General with respect to disclosure of RFP information. Any proprietary, trade secret, or confidential commercial or financial information must be clearly identified, in a separate sealed envelope, at the time of bid/proposal submission. Pricing information is not considered financial information and therefore is not considered Confidential. Please note: even if Vendor believes pricing information is confidential and includes it in a separate, sealed envelope, such information will be read aloud and entered into record during the public bid opening. For all other appropriately identified proprietary, trade secret, or confidential commercial or financial information, the Vendor will be required to fully defend, in all forums, Sarpy County s refusal to produce such information; otherwise, Sarpy County will make such information public upon request. 4. Non Discrimination Clause Pursuant to Neb. Rev. Stat (Reissue 2009), Vendor declares, promises, and warrants it has and will continue to comply fully with Title VI of the Civil Rights Act of 1964, as amended (42 U.S.C.A. 1985, et seq.), and the Nebraska Fair Employment Practice Act, Neb. Rev. Stat , et seq. (Reissue 2010), in that there shall be no discrimination against any employee who is employed in the performance of this Contract, or against any applicant for such employment, because of age, color, national origin, race, religion, creed, disability or sex. 5. Conflict of Interest Clause Pursuant to Neb Rev. Stat (Reissue 2012), the parties hereto declare and affirm that no officer, member, or employee of the County, and no member of its governing body, and no other public official of the County who exercises any functions or responsibilities in the review or approval of the undertaking described in this Contract, or the performing of services pursuant to this Contract, shall participate in any decision relating to this Contract which affects his or her personal interest, or any corporation, partnership, or association in which he or she is directly or 4 P age P:\Human Resources Information System Software\Rebid\Payroll HRIS TA RFP Final.docx

5 indirectly interested; nor shall any employee of the County, nor any member of its governing body, have any interest, direct or indirect, in this Contract or the proceeds thereof. 6. Payment Terms The County will develop a milestone payment schedule with the selected vendor for the implementation phase. Thereafter, the successful Vendor shall submit a monthly itemized invoices for payment. Sarpy County will make payment to the successful Vendor within thirty (30) days after receipt of invoice and satisfactory delivery. 7. Supplemental Terms and Conditions/Modifications Any supplemental terms, conditions, modifications, or waiver of these terms and conditions must be in writing and signed by the Sarpy County Board Chairman and the Vendor. 8. Term The Contract will be for a five (5) years period commencing upon the system acceptance date as signed off by both the Vendor and County. Following the five (5) year period the Contract shall automatically renew for two year periods. The cost for the option years will be provided in writing to the County ninety (90) days prior to the expiration date of the current contract year. Any cost changes for the option years is the responsibility of the Vendor. If Sarpy County does not receive any notification of price changes, the prices are to remain the same. 9. Renewal The Contract shall automatically renew for each option year unless the County notifies Vendor in writing thirty (30) days prior to expiration of current contract period of the intent not to renew. 10. Termination Either party may terminate the Contract with one hundred eighty (180) days' written notice to the other. 11. Residency Verification The Vendor agrees to comply with the residency verification requirements of Neb. Rev. Stat through The Vendor is required and hereby agrees to use a federal immigration verification system to determine the work eligibility status of new employees physically performing services within the State of Nebraska. A federal immigration verification system means the electronic verification of the work authorization program authorized by the Illegal Immigration Reform and Immigrant Responsibility Act of 1996, 8 U.S.C. 1324a, known as the E Verify Program, or an equivalent federal program designated by the United States Department of Homeland Security or other federal agency authorized to verify the work eligibility status of a newly hired employee. 5 P age P:\Human Resources Information System Software\Rebid\Payroll HRIS TA RFP Final.docx

6 If the Vendor is an individual or sole proprietorship, the following applies: The Vendor must complete the United States Citizenship Attestation Form, available on the Department of Administrative Services website at a) If the Vendor indicates on such attestation form that he or she is a qualified alien, the Vendor agrees to provide the U.S. Citizenship and Immigration Services documentation required to verify the Vendor's lawful presence in the United States using the Systematic Alien Verification for Entitlements (SAVE) Program. b) The Vendor understands and agrees that lawful presence in the United States is required and the Vendor may be disqualified or the contract terminated if such lawful presence cannot be verified as required by Neb. Rev. Stat. Sect Breach Should Vendor breach, violate, or abrogate any term, condition, clause or provision of this agreement, the County shall notify Vendor in writing that such an action has occurred. If satisfactory provision does not occur within ten (10) days from such written notice the County may, at its option, terminate this agreement and obtain an alternate provider to provide all required materials. This provision shall not preclude the pursuit of other remedies for breach of contract as allowed by law. 13. Insurance Requirements The Vendor shall not begin work under this Agreement until all insurance certificates have been filed with the Sarpy County Clerk. Vendor shall not commence work on this Contract until he/she has obtained all insurance required under this Section and such insurance has been approved by Sarpy County, nor shall Vendor allow any subcontractors to commence work on his/her subcontract until similar insurance required of the subcontractor has been so obtained and approved. The following insurance coverages shall be kept in force during the life of the Contract and shall be primary with respect to any insurance or self insurance programs covering the County, its commissioners/supervisors, officials, agents, representatives and employees. These insurance coverages shall specifically state, or be endorsed to state, that thirty (30) days notice shall be given to the County in the event of cancellation of, or material change in, any of the coverages. Workers' Compensation and Employers Liability Insurance The minimal acceptable limits shall be the statutory limits as required by the State of Nebraska for Coverage A, Workers Compensation and $500,000 each accident for Coverage B, Employers Liability. Commercial General Liability Insurance Coverage should include broad form coverage written on a commercial general liability form and written on an occurrence basis. The coverage must protect against claims for damages resulting from bodily injury, including death, personal injury and property damage. 6 P age P:\Human Resources Information System Software\Rebid\Payroll HRIS TA RFP Final.docx

7 The minimum acceptable limits of liability shall be $1,000,000 each occurrence. If the coverage contains a general aggregate, such limit shall not be less than $2,000,000. The products/completed operations limit shall not be less than $2,000,000. The County is to be named as an additional insured on the insurance coverage required under this section. Cyber Liability Insurance Coverage against the Vendor s legal obligation to pay damages related to a cyber security event. Coverage would include Third party Liability coverage as well as coverage for Privacy Response expenses and Regulatory Proceedings and Penalties expense. The minimum accepted liability shall be $1,000,000 each occurrence. Automobile Liability Insurance Coverage shall be against claims for damages resulting from bodily injury, including death and property damage, which may arise from the operations of any owned, hired or non owned automobile. The minimum acceptable limit of liability shall be $1,000,000 Combined Single Limit for each accident. The County is to be named as an additional insured on the insurance coverage required under this section. Certificate of Insurance The Vendor shall furnish the County with a certificate(s) of insurance evidencing the coverages required in this section. If the certificate(s) is shown to expire prior to completion of all the terms of this Contract, the Vendor shall furnish a certificate(s) of insurance evidencing renewal of its coverage to the County. The County is to be included as an additional insured on the Commercial General Liability and the Automobile Liability insurance coverage required under this section. The Vendor shall require each and every Subcontractor performing work under this Contract to maintain the same coverages required of the Vendor in this Section, and upon the request of the County, shall furnish the County with a certificate(s) of insurance evidencing the Subcontractor s insurance coverages required in this section. Insurance Company All insurance coverages herein required of the Vendor shall be written by an insurance company or companies transacting business as an admitted insurer in the State of Nebraska or under the Nebraska Surplus Lines Insurance Act. All insurance companies must possess a minimum A.M. Best Insurance Company rating of A. Upon request by the County, the Vendor shall furnish evidence that the insurance company or companies being used by the Vendor meet the minimum requirements listed in this section. Upon request by the County, the Vendor shall furnish the County with complete and accurate copies of the insurance policies required within this section. If at any time during the life of this Contract, the Vendor s insurance coverages and limits do not meet or exceed the minimum insurance requirements presented in this section, the Vendor is required to notify the County within thirty (30) days of any deviations from the minimum requirements presented in this section. 7 P age P:\Human Resources Information System Software\Rebid\Payroll HRIS TA RFP Final.docx

8 14. Assignment The Vendor may not assign this Contract without the prior written consent of the County. 15. Subcontracting Vendor may not subcontract the work to be performed, without prior written consent of the County. If such consent is granted, Vendor will retain responsibility for all work associated with the Contract. The Vendor must identify any subcontractors it intends to use in the execution of this Contract. The Vendor must identify subcontractors in writing within the proposal. 16. Independent Contractor The Vendor shall in the performance of the Contract at all times be an independent contractor and not an employee or agent of the County. The Vendor, its officers, employees and agents shall at no time represent the Vendor to be other than an independent contractor or represent themselves to be other than employees of the Vendor. 17. Indemnity The Vendor shall indemnify and save harmless Sarpy County, its officers, employees and agents from all loss, claims, suits or actions of every kind and character made upon or brought against Sarpy County, its officers, employees, or agents, for or sustained by any party or parties as a result of any act, error, omission or negligence of said Vendor or its servants, agents, and subcontractors; and also from all claims of damage in fulfilling this Contract. 18. Deviations Once the bid has been accepted by Sarpy County, no deviations from the specifications will be accepted without prior written approval of Sarpy County. 19. Exceptions These specifications are minimum acceptable specifications. You may bid other than what is specified if it is of higher specification than what is requested. Vendor must list any exceptions to the bid specifications on the bid form. 20. Literature Vendor shall attach three (3) sets of detailed specifications or advertising literature of systems to the bid form. Any information necessary to show compliance with these requirements not given on the attached advertised data sheets shall be supplied in writing and attached to the bid proposal. Lack of sufficient information supplied with a proposal is cause for automatic rejection of such bid. 21. Warranty The Vendor shall provide a minimum one (1) year warranty for the delivered HIRS software. The warranty period begins upon the Vendor s receipt of written acceptance of the completion of implementation. All software defects shall be repaired under the warranty and must be done so at no additional cost to the County. 8 P age P:\Human Resources Information System Software\Rebid\Payroll HRIS TA RFP Final.docx

9 22. Company Information Vendor will provide the following company information on the bid form: General Information a. Years in business; b. Number of employees; and, c. Total sales for last three (3) years. Below are the minimum acceptable specifications. Vendors must clearly note on the exceptions form if they do not meet any of the specifications listed below. 1. Background Sarpy County has a population of over 150,000 and is located in the eastern part of the state, just south of the City of Omaha. The County has approximately 600 full time, part time and temporary employees and is overseen by a Board of Commissioners. 2. Purpose & Summary Sarpy County is seeking proposals for an intuitive, user friendly Human Resources Information System (HRIS), Time & Attendance and Payroll Software Management Program. The selected Vendor must be able to provide a complete range of these required modules and functionality for the requested software. The modules must interface with each other. Vendors must be able to demonstrate that they possess the organizational, functional and technical capabilities to offer and perform the services and meet or exceed the requirement and service levels specified herein. The software proposed must be a commercially available application for the full integration of related data that promotes information sharing and enhances reporting and ad hoc report generation capabilities for the County. The new software system shall provide more effective transaction processing and management for the County s information within a single system to replace the current management processes, which are primarily manual data entry (HR). The project includes year to date employee data conversion along with interfacing to the job posting system utilized by the County. The software purchased must be operational and commercially available by the due date of the proposals. Operational and commercially available means a deployed system in active use by a client of the Vendor. The County does not wish to procure a software application under development. Proposal Development 1. Proposal Requirements Proposals shall be printed double sided and prepared in a simple economical manner with sections tabbed to match those in the RFP. Pages shall be numbered within each section with each section being straight forward with concise descriptions. 9 P age P:\Human Resources Information System Software\Rebid\Payroll HRIS TA RFP Final.docx

10 The proposal cost schedule shall be submitted on the Bid Form, without exception. Further clarification can be provided with the Bid Form. The bid form must be inclusive of all fees associated with the services provided. No additional fees or surcharges will be charged to the County. 2. Proposal Content A complete proposal shall include the following elements: a) Section 1: Introduction and Statement of Understanding: An overall introduction to the proposal response including a statement of the Vendor s understanding of the project. b) Section 2: Bid Form: The completed Bid Form included within this RFP along with any additional back up information required for further understanding of price structure. c) Section 3: General Qualifications: Vendor shall provide a brief organizational history or background including the number of locations, employees and clients, years in business and total sales for the past three years identified by year. The Vendor shall give a brief summary outlining their ability to perform the work including contact information for the primary contact and the person responsible for contract administration, if different. Vendor shall also provide the name, , phone number of companies of at least three (3) similar software systems that the vendor has installed and/or maintained during the last three (3) years. d) Section 4: Proposed Schedule: Rough estimate of timelines for both the base bid along with the optional bid. The timelines should be what the Vendor considers a realistic estimate to complete the project. e) Section 5: Detailed Scope of Services: Detailed scope of services following the requirement guidelines and deliverables discussed within the various sections of this RFP. Scope of services shall recognize understanding and compliance with the requirements listed within this RFP. Sections shall include screenshots of each module f) Section 6: Customer Service Plan: Outline of customer service plan after the installation of the software system is complete. Names and contact information for customer service personnel, number of planned software upgrades per year, time and location of training/conferences and any other additional service that is ongoing and included in an annual service maintenance plan. Proposals shall identify the location and hours of operation of the site responsible for customer service after implementation. g) Section 7: Sample Agreements: Provide agreements (including any maintenance contracts) and certificate(s) of insurance required for execution of this contract. 10 P age P:\Human Resources Information System Software\Rebid\Payroll HRIS TA RFP Final.docx

11 3. Demonstrations The County reserves the right to request vendor demonstrations to be provided at no additional costs. The County prefers onsite demonstrations but will also consider webinar type demonstrations. System Technical Requirements 1. Architecture The County requires Software as a Service (SaaS model) where the Vendor hosts the application and data with access to the application via web browser over the internet. The software should not be browser dependent and therefore agnostic. The County does not standardize any particular browser. 2. Interfaces The submitted proposal shall define how the proposed system will interface with the County s current job posting system (NeoGov). 3. Modular Integration The Vendor shall describe how the proposed software modules are fully integrated with each other. If there are proposed third party applications, explain how they are integrated into the application, how the third party applications share security definitions and similar menu structures, what processes are handled in real time and what processes require batch processes. 4. Testing Services The County shall approve the system in a test environment before placing in production. 5. Project Management Vendor to define and provide references for the project manager assigned to the Sarpy County account. The County shall have one (1) point of contact during the implementation phase. General System Requirements 1. Users The County desires a total of five (5) system administrators with all employees having access to the system for various module options. There are currently 630 active employees. 2. System Security The proposed solution must include multiple levels of security based on user credentials (i.e. role based). Integration with an active directory is preferred. The application must provide for detailed activity and error logging, auditing and reporting. 11 P age P:\Human Resources Information System Software\Rebid\Payroll HRIS TA RFP Final.docx

12 3. Historical Data System should be able to maintain reportable historical data. For example, if an employee job has changed the system should be able to report/query the new job information as well as job history. 4. Workflow Capabilities & Messaging Portal Provide a narrative of the system software operation for electronic routing, how workflow rules are established, how workflow interfaces with popular programs such as Microsoft Outlook (i.e. , tasks and calendaring) and Adobe Acrobat. Use screen captures to illustrate the software operation. Describe how program pushes electronic documents to employees and if there is an electronic signature capability within the software. Describe how the program sends messages, including reminders. 5. Reporting & Analysis Tools The software should have the ability for unlimited reporting for all fields including customized fields and notes fields. The software should have unlimited customizable fields that are accessible for reporting. Vendor should describe the following: a. Querying and reporting tools available within the proposed software b. On line analytical processing tools available with the proposed software c. Interfaces to common desktop application packages (i.e. Crystal Reports) d. Security definitions that apply to the reporting tools on the main software application e. List of standard reports and examples, by module, available out of the box f. Upload/download capabilities of reports g. Provide regulatory reporting including, but not limited to, EE04, PPACA and FMLA h. How dates are trackable and definable i. If software is delivered via SaaS, what access to the data will be allowed for Business Intelligence Reporting? 6. Legal Requirements Program must be current and remain up to date on all Federal, State and County legal regulations, rules, statues and policies throughout the entire contract term and any renewal periods. System General Support Requirements 1. Training Vendor shall provide an overview describing the recommended approach to training services and follow up training. Training should be hands on and practical. Vendor shall define: a. Number of days or hours or training incorporated into the proposal. b. Type of training onsite, remote c. Recommended areas of training d. Recommendation on training delivery what phase of the project will training occur 12 P age P:\Human Resources Information System Software\Rebid\Payroll HRIS TA RFP Final.docx

13 The County will only pay for the fees listed on the Bid Form. These fees should be inclusive of all travel and expenses associated with training services. 2. Support & Maintenance Vendor shall describe the recommended make up of internal functional and technical support of the software, number of staff and the skill sets required to adequately maintain the system post implementation. Vendor shall also define the level(s) of support provided to the County throughout the implementation, warranty and maintenance periods. The levels of support and maintenance shall be included on all modules (both required and optional) listed within this proposal and covered under the Agreement. Maintenance should be bid on the Bid Form. The fees associated with maintenance agreements/services will be paid annually prior to the applied period. Vendor shall define if upgrades (minor and major) are incorporated as part of the maintenance program. Vendor shall describe the following: a. Recommended upgrade frequency for the proposed software b. Frequency of upgrades provided, both minor and major c. How patches, fixes and upgrades are deployed and applied d. What happens to software customizations (user defined tables, source code changes and fields) during an upgrade e. How many prior versions of the software does the Vendor support f. Length of time to implement a typical upgrade in an organization similar in size to the County. HRIS System Module The HRIS Module shall be a comprehensive, intuitive and user friendly for both administrative users and employees. At a minimum the system shall incorporate the following elements. The system must be able to support unlimited, customizable fields within each segment of the module and must be able to be setup by the HRIS Administrator within the system. The system must provide a self service employee portal as well as a management portal by organizational hierarchy. 1. Online Onboarding/New Hire/Self service Portal Describe, provide examples and show screenshots on how the proposed software integrates the following data: a. Online new employee instructions and onboarding. b. Allow completion of online forms (W 4, payroll direct deposit, job description, Personnel Rules/Regulations). c. Customizable supervisor checklist for new employee orientation. d. Employee self service portal access setup. e. Ability to send employee alerts and acknowledgement of documents/policies pushed to the employee with electronic signature and/or audit trail. f. Integration with County system for self service alerts/notifications. 13 P age P:\Human Resources Information System Software\Rebid\Payroll HRIS TA RFP Final.docx

14 g. Employee information pages fully customizable with ability to add graphics and hyperlinks. h. Self portal entry of emergency contact information and other employee identifying information, such as Social Security #, date of birth, home address, primary/secondary phone number, health information (i.e. allergies and other applicable health related information, etc.). 2. Benefits Administration Describe, provide examples and show screenshots on how the proposed software integrates the following data: a. System should permit global changes by carrier and/or by plan type across all employee categories. b. Track eligibility dates and trigger notifications for various types of benefits (dependents reaching age 26, LTD insurance after 1 year of continuous employment, etc.). c. System should provide information regarding employee coverage eligibility including effective date, modification date, dependents covered, dependents date of birth, level/type of coverage, coverage cost(employee share/employer share), etc. d. How many plan types will the system support? (i.e. multiple health plans as well as various types of plans such as catastrophic plans, non insurance plans, deferred compensation, etc.). e. Global and individual changes with effective dating by class and/or category of employee. f. Eligibility auto determined based upon the number of hours an employee is scheduled or actually works. g. Online self service enrollment, including audit trail, presenting only eligible plans (by rule). h. Beneficiary information (life and pension coverages) including date of birth and relationship designation. i. Carrier connectivity with ability to transmit data to the current insurance system (BCBS/MetLife) as well as ancillary vendors. j. System should support multiple open enrollment periods via online self service. enrollment including online forms and vendor information with capability of connecting through hyperlink to vendors webpage through self service portal. k. Audit Trail reflecting date, time, and name of user initiating, approving, and authorizing benefit modifications. l. System must support HIPAA certification and other regulatory requirements. m. System should provide means to prepare and distribute electronically Total Compensation Statements including salary, current value of annual leave accruals, County paid pension contributions, and insurance benefits paid by County for employee. The County prefers the following capabilities, listed as optional on Bid Form: a. Vendor Reconciliation b. COBRA Administration c. FSA Administration 14 P age P:\Human Resources Information System Software\Rebid\Payroll HRIS TA RFP Final.docx

15 3. Compensation Administration Describe, provide examples and show screenshots on how the proposed software integrates with the following information: a. System should provide support for multiple types/number of pay structures without restriction. b. System should provide a means to track and trigger payment of specialty pay types such as longevity and skill based pay including a historical record of all payments as well as dates that trigger compensation such as hire/anniversary dates, transfer/promotion/demotion dates, etc. c. Ability to enter multiple future pay structure and automatically trigger pay increases (step system) by employee type/category. d. Ability to record and calculate individual employee as well as structure compa ratios. e. Ability to configure merit based pay matrix as a table within the system f. System should support pay for performance pay method. g. System should support annual adjustments (i.e. cost of living) by employee and pay structure. h. System should provide a means to complete salary projections by individual employee, employee group, or organization wide (budgetary purposes). 4. Performance Administration Describe, provide examples and show screenshots on how the proposed software integrates with the following information: a. System should support customizable, online performance evaluations including selfevaluation, 360 degree, etc. which are viewable by employees. b. Ability to auto populate overall rating into compensation administration for pay increases. c. Field to score and retain overall performance rating. d. Ability to store performance evaluations within the system. e. Ability to customize approval process by department and organization wide using online approval. f. System should track and trigger next review date and generate reminders. g. System should capture disciplinary information, such as date, type, duration, and documentation/notes in reportable fields. h. System should provide for a linear approval process for discipline with multiple approval levels customizable by department/organization entity. 5. Separation Information Describe, provide examples and show screenshots on how the proposed software integrates/supports the following information: a. Provide field to store reason for separation. b. System should allow for an unlimited number of codes for separation. c. Field for date notice received. d. Field for last day physically worked. e. Field for date of official separation. f. Ability to designate eligibility for accrued leave payout based upon accrual totals. 15 P age P:\Human Resources Information System Software\Rebid\Payroll HRIS TA RFP Final.docx

16 g. Ability to identify if compensatory hours owed. h. Ability to record forwarding address through both HRIS and employee self service portal. i. Field to specify insurance/cobra election. j. Ability to create an Access checklist (key, building/security badge, systems access, etc.). k. Ability to create a Property checklist (laptop, cell phones, etc.). l. Field to record layoff information (recall list, recall period, recall order, etc.). m. Field to designate eligibility for rehire. 6. Employee Development & Training Administration Describe how the proposed system integrates the following information: a. Track the type of training attended by category and specific class title as well as by date completed (i.e. mandatory, legal compliance, safety, management, etc.). b. Track testing (pass/fail or score). c. Track certification requirements by job class and employee and flag and notify when certifications due to expire. d. System should provide for Skill set inventory by employee and/or job class. e. Ability to establish training calendar and class size. f. Ability for employee to self schedule into training sessions online with supervisor approval. 7. FMLA Tracking Describe and show screenshots on how the proposed software integrates with the following information: a. Track employees with Active FMLA certifications. b. Track of date of certifications as well as flag, and notify when certifications are about to expire. c. Document specific certification information. d. Track/report FMLA leave hours used/remaining and notify when close to exhausting. e. Ability to generate FMLA notices. f. Ability for employee to complete online forms in self service portal. 8. HRIS Report Capability Describe and show screenshots on how the proposed software integrates with the following information: a. Ability to create real time and point in time ad hoc reports and access standardized reports. b. All data in standard and/or customized fields within the various HRIS sub modules should be kept historically along with all audit trails reflecting status changes (i.e. job class/title change, pay change, address change). c. All fields should be reportable. d. Changes to standardized reports should be savable and modifiable. e. All reports should be exportable to Excel or Access. f. Standard reports such as FTE, turnover, org chart, etc. 16 P age P:\Human Resources Information System Software\Rebid\Payroll HRIS TA RFP Final.docx

17 Time & Attendance Module Time and Attendance Module must provide a centralized Time and Attendance system to record and track employee hours and work schedules of various departments throughout Sarpy County. The County currently employs over 600 various employees. Employees are required to fill out time cards on a bi weekly basis. The process of gathering the data varies throughout the County. The preferred system should make use of web technologies for reporting and administration to collect data from several different input sources which may include badge terminals, biometric system (hand scan or finger print) to capture and record sign in and sign out times at the physical locations, PC transactions but not to be limited to arrival and departure and telephone and smartphones with a reliable and secure means of collecting and recoding time and attendance. In addition the system should be able to easily and effectively integrate with the other modules identified within this RFP. 1. Time & Attendance Functional Requirements a. System should provide flexible, real time validation of reported information against policies. b. All calculations must be performed in real time directly in the core software as time and attendance data is entered. Performing calculations in interface programs is not an acceptable alternative. c. The system must support both positive time entry and exception entry for salaried employees. d. The system should give clear and concise configurable error messages. e. Allow the user to respond to critical error messages. f. Provide within proposal what steps the employee will follow to log into the system, enter time, and perform other tasks. g. System should provide a toolbar with graphical buttons to perform common functions such as print or save data. h. Utilize elevator bars for forms and pop ups that cannot be displayed in entirety. i. The system should include step by step demonstrations or training aides for all forms j. The system will preferably have the ability to minimize and maximize windows. k. The system should have a 'Print Screen' function. l. The proposed system must support payments both current and arrears. 2. Time & Attendance User Interface a. The user interface should be completely customized through software configuration. b. Add or remove customer specific fields including numeric, text, date, time, checkboxes, drop down, or look up. c. Support separate client defined interfaces for each employee group and by role d. The system should visually distinguish between fields that are required for data entry purposes and fields that are display only. e. The system should provide the ability to search the online help for a specific topic. f. The system should provide a calendar pop up for date fields. g. The system should provide the ability to modify the system calendar for non working days and holidays. h. The system should offer users hot key combination shortcuts for all actions such as record navigation, add, update, delete, new, next, previous, and close. i. Spell checking features should be offered throughout the system. j. The system should allow field titles on forms to be changed at the administrator level. 17 P age P:\Human Resources Information System Software\Rebid\Payroll HRIS TA RFP Final.docx

18 k. Warning and error messages must be highlighted in more than just color. l. Device agnostic. Should work on various tablets and smart phones. 3. Time & Attendance Role Management a. Describe the tools system administrators will use to support the application. b. Describe the system tools to allow the County to add new policies to the system. c. How does the County change existing data field characteristics, such as size and title, without affecting system functionality? d. What custom vendor programming is required to make the system customization features work? e. What custom vendor programming is required for County specific pay rules that are not supported by the tables and parameters? f. All customization features added by the County must automatically migrate to future vendor enhancements and new releases. Please explain how they are retained. g. There must be a method to automatically manage pay rule migration from a test instance to a production instance. h. The system must allow client defined fields to display on the time entry screen. i. The system must allow business processes to be saved and reused as needed. An example of a business process is the set of steps required to complete a leave request. j. How are client defined fields handled in reports and queries? k. Screen layouts and labels of the system must be readily configurable. l. How many additional client defined fields are available? m. The system must support multiple sets of policies for each unique group of employees. n. The system must provide provisions for daily, weekly, hourly, and consecutive day overtime. o. The system must accommodate unlimited overtime thresholds and categories. p. The system must support time calculations based on times or shifts worked. q. The system must support weekend and other differential rules. r. The system must support multiple rates of pay with multiple job codes. How do you define multiple job codes? s. The system must support hourly and salaried employees. t. The system must support multiple pay cycles, please list those types supported. Does the system have a defined migration path from one pay cycle to the next? u. The system must be capable of meeting any calculation requirement. v. The system must be table and rule driven. w. The system must support any type of pay rule, regardless of the complexity of the calculation and without any custom programming, including stored procedures, or database modifications. x. The system must provide for client defined calculations or formulas to support policies the County has today or may have in the future. y. The system must accommodate floating holidays and multiple calendars. z. The system must support qualifying conditions to receive holidays. aa. The system must support pro rata holiday and other pay types for part time employees. bb. The system must round employee clock times to varying fractional values. cc. The system must provide grace periods relative to start time. dd. The system must have the ability to automatically deduct time for unpaid meal periods for certain employees at the individual employee level. ee. The system must allow election of time clock functionality by department/unit, appointment type and/or individual employee level. 18 P age P:\Human Resources Information System Software\Rebid\Payroll HRIS TA RFP Final.docx

19 4. Time & Attendance Module Compliance a. The system must be able to manage both paid and unpaid time off concurrently. For instance, FMLA, sick, and other types of time off accruals should be decreased concurrently as appropriate and according to our policy. b. The system must be able to determine an employee's FMLA and any other leave eligibility in real time, provide policy enforcement, and case management workflow to process and manage absence requests. Describe your federal compliance update capability. c. The system must support all of the year definition methods approved by the Department of Labor. d. The system shall track FMLA used and available. e. Describe your FMLA document management support and workflow. f. The system should alert leave administrators when there is a potential FMLA qualifying absence (e.g. when three sick days in a row are taken by an employee). g. The system must include baseline configurations of all current FMLA and other leave policies. Such configurations must be easily modified to support our implementation of these policies. h. The system preferably will automatically generate all required letters and forms to support leave processes. i. The software must handle calculations for the Fair Labor Standards Act regular rate overtime. j. The regular rate FLSA calculations must be calculated in real time and be visible to the employee, supervisor, and administrator at any point overtime is calculated. k. The system should provide the ability to calculate and load the adjusted regular rate for overtime or determine overtime premium pay amounts. l. Explain how a visually impaired person will access and utilize the system. 5. Time & Attendance Module Exceptions Handling a. The system must support the set up of client defined validation conditions. b. The system functionality for each condition must be configurable. c. The system must handle the set up of client defined messages used in e mail notifications when certain conditions exist. d. The system must allow the County to build conditions to trigger exception messages or e mail notifications. e. The system must support exceptions for exempt employees. f. The system must provide client defined warning and error messages on timesheets based on County policy. g. The system should offer standard error and warning messages. h. The system must have the ability to flag timesheet conditions contrary to the rules so that supervisors cannot "rapidly process timesheets" without seeing potential errors requiring their attention. 6. Time & Attendance Module Approvals a. How does your system ensure that supervisors see only the timesheets for employees they supervise? b. The system should be capable of sending reminders to employees to submit timesheets for approval or remind managers to approve timesheets. 19 P age P:\Human Resources Information System Software\Rebid\Payroll HRIS TA RFP Final.docx

20 c. Provide supervisors with a user friendly review, sign off process, the ability to input missed punches, planned vacations, sick time or other time off. d. The system should accommodate multiple approval levels, all with electronic signatures/approval. e. The system should accommodate supervisor approval by proxy. f. The system must provide supervisor proxy end date. g. The system should return timesheets and notify by . h. The system must have the capability to incorporate paper timesheet exceptions. i. If an employee or supervisor fails to act, describe how the system ensures the employee is paid correctly, and leave taken is recorded. j. The system should allow for timesheet notations by supervisors. k. Describe how the system allows entry of time information for absent employees and ensures employee authorizes time entry upon return from absence. 7. Time & Attendance Module Workflow, Notifications and Alerts a. The system shall notify specified recipients when certain events occur by . Address how the system will provide these notices. Responses must address the requirement that some notices are mandatory, some are configurable by the end user to opt in or opt out, and the County also requires the ability to send back notifications for multiple employees. Note that many of these notices are time based escalations or reminder notifications for a given task or process. b. The system must support client defined condition based messaging. c. The system must support Microsoft Outlook. d. The system must be compatible with the County s systems and agonistically handle mobile phones. e. The system must include the most common workflow templates, including time off requests, scheduling requests, and overtime requests. f. The system must have the ability to send an electronic notification to employees if their time off request is approved or not approved. 8. Time & Attendance Module Employee Self Service a. The system must permit employees to view leave balances online. b. The system must allow online view of work schedules. c. The system will support time off requests and approvals/denials. d. The software must permit employees to request future time off within County defined timelines. e. Describe the workflow associated with an employee time off request. f. The system must validate time off requests in real time, with appropriate messaging to the requestor (request successfully submitted message, or explain where validation failed and next step). Describe your validation workflow. 9. Time & Attendance Module Accruals and Leave Management a. The system must support vacation/sick/floating holiday plans, donation of illness leave and compensatory time. b. The system must have the capability to determine accrual amounts based on hours worked. c. The system must support conversion of accruals for employee transfers. d. The system must support any type of accrual calculation. 20 P age P:\Human Resources Information System Software\Rebid\Payroll HRIS TA RFP Final.docx