REQUEST FOR PROPOSALS FOR PAYROLL / HR SOFTWARE SYSTEM Issued By: Burke Patricia Jelinek 2001 Suth Medfrd Drive Lufkin, Texas 75901 Phne (936) 633-5607 * Fax (936) 639-0905 triciaj@myburke.rg Date f Issue: January 26, 2015 Due Date / Time: February 5, 2015 by 5:00 p.m.
#012013 PART 1 INTENT AND GENERAL INFORMATION The intent f this prpsal is t btain Human Resurce/Payrll Sftware systems in an amunt nt t exceed $75,000 annually. One time startup expenses are nt included in this cap. Bids priced at mre than $75,000 annually are nt within Burke s financial scpe f cnducting business and will nt be reviewed. Burke prvides a variety f cmmunity behaviral healthcare services in the Deep East Texas area. We have apprximately 350 full-time emplyees; 300 part-time emplyees and 150 client wrkers. Fr mre infrmatin, visit www.myburke.rg. REQUEST FOR PROPOSALS Prpsals will be received by Burke lcated at 2001 Suth Medfrd Drive, Lufkin, Texas 75901, Attentin: HR Department Patricia Jelinek until 5:00 p.m., Thursday, February 6, 2014, fr: Payrll / HR Services. Prpsers shall take careful ntice f the fllwing cnditins f this Request fr Prpsal: Late submissins will nt be accepted under any circumstances. Submissins may be submitted via email t triciaj@myburke.rg, hand delivered, r thrugh regular mail. Submitters may withdraw and / r replace prpsals at any time until the deadline fr submissin f prpsals. All questins received by 4:00pm, Friday, January 30, 2015, will be cnsidered. Questins will nt be answered ver the phne. Questins must be E-mailed t triciaj@myburke.rg. HOW TO SUBMIT A PROPOSAL Prpsals can be hand delivered, mailed r emailed t: Burke HR Department Attentin: Patricia Jelinek 2001 Suth Medfrd Drive Lufkin, Texas 75901 triciaj@myburke.rg VENDOR RESPONSIBILITY Submitters are fully and cmpletely respnsible fr the labeling, identificatin and delivery f their prpsals. Burke will nt be respnsible fr any mislabeled r misdirected submissins, nr thse handled by delivery persns, curiers r the U. S. Pstal Service. Page 2 f 11
PROPOSAL DOCUMENTS REQUIRED The fllwing dcuments and frms in the fllwing arrangement must accmpany each submissin: Cver Page This is t be used as the first page f the submissin. This frm must be fully cmpleted and signed by an authrized fficer f the firm. Executive Summary This part f the respnse t the RFP shuld be limited t a brief narrative highlighting the prpser s qualificatins and experience. Typically, this sectin shuld nt exceed 2-3 pages. This sectin shuld include general infrmatin such as basic crprate infrmatin; average client size, and hw yu distinguish yurself frm the cmpetitin. Firm Infrmatin / Organizatin The Prpser must identify the Accunt Manager wh will be wrking directly with and engaged in managing the wrk. Resumes must be included which reference the individual s qualificatins and experience in managing similar prjects. List relevant prjects wrked n, dates shwing length f time spent n each prject and the specific duties respnsibilities fr each prject. Identify the respnsibilities f the key individuals, ther than the Accunt Manager, wh will be assigned t the prpsed cntract, and wh will have majr respnsibilities fr perfrmance f the services required. Include resumes that list relevant prjects wrked n, dates shwing length f time spent n each prject and the specific duties and respnsibilities fr each prject. Burke reserves the right t apprve r disapprve any change t the successful Prpser s Accunt Manager. Persnnel changes that impact the cntract may result in the cancellatin f the cntract. Firm Experience The Prpsal shall include references frm past r current gvernment entity clients fr similar types f payrll services: Client (cntact persn, address, telephne #, fax # and email) Date cntract started t date cmpleted (if applicable) Nature f wrk fr each cntract (include all applicable mdules / wrk prcesses) Cst Prpsal The Cst Prpsal must prvide a detailed fee schedule including itemized services. The prpsal must state clearly whether the csts are fr a mnthly subscriptin type prduct (ASP mdel) r inhuse sftware including (but shuld nt be limited t) the fllwing: Mnthly rates fr regularly scheduled activities and help desk supprt. Labr csts, administrative csts, equipment and materials, and sub-cnsultant r cnsultant team csts. Center staff training and implementatin csts. A fee schedule fr emergency and / r after-hurs service calls is als required. Specify price structure breakdwn (e.g., 1 50 emplyees, 51 100 emplyees, 101 200 emplyees, etc.) as well as the cst per emplyee. If a specific requested service, functin, r ptin is nt ffered / available please indicate. Indicate the frequency f cst (e.g., per payrll prcess, mnthly, annually, as required). Prvide any ne-time csts r csts that are nt based n the number f emplyees. Include any general cmments n pricing, r different levels f service. List licensing fees (per wrkstatin / lcatin) fr prduct sftware if applicable. List charges fr special payrll reprts created by the vendr if applicable. It is expected that all prpsers respnding t this RFP will ffer gvernment r cmparable mst favrable rates. Any and all discunts ffers must be clearly delineated. Cst prpsal shall list each mdule / functin separately and shuld include all purchase and implementatin csts. Burke may chse t implement all mdules, ne mdule, r any cmbinatin theref. While the prpser may chse t ffer additinal discunts r cst savings fr the initial purchase f all mdules / Page 3 f 11
functins cmbined, Burke reserves the right t purchase mdules / functins individually. In additin, all prices must be firm and fixed fr at least ne (1) year fllwing the ntice f award. If the purchase / implementatin f a mdule / functin ccurs after such perid f time, prpser shall indicate the manner in which future pricing is calculated and / r price increases are applied. The separate mdules / functins are: Human Resurces Infrmatin Systems (HRIS) Payrll Prcessing Time and Attendance Vendr Questinnaire Answers t questinnaire will be used in Burke s evaluatin f prpsal. Firm s Current Wrklad and Schedule Prvide infrmatin supprting firm s ability t perfrm in a timely fashin. Present wrklad f key persnnel assigned t this prject. Indicate that the persnnel listed in the submittal shall be available fr and assigned t Burke based n illustrated wrklad. Indicate firm s ability t meet budget and schedule. It will be imprtant t limit respnse t similar prjects based n current and near future wrklad. Sub-cnsultants / Subcntractrs Cntractr shall submit a list f sub-cnsultants and subcntractrs. N substitutins shall be made withut prir written apprval by Burke. Intangibles Describe any significant r unique accmplishments r awards fr wrk perfrmed fr similar agencies. Prvide any additinal infrmatin which may be relevant t the evaluatin f yur submissin relative t Burke s prject. Litigatin Please list any past and / r pending litigatin r disputes relating t the wrk described herein, that the firm has been invlved in within the last five (5) years. List shall include prject name, nature f litigatin and utcme f litigatin (if reslved). Licenses. Firm shall submit prf f licensing as may be required by lcal, state, r federal agencies t perfrm the required wrk. Prpsal Frms: Exceptins r Deviatins Frm. Submitter Certificatin / Addenda Acknwledgement Frm. IRS W-9 Frm. EXAMINATION OF PROPOSAL DOCUMENTS Each vendr shall carefully examine the Specificatins and ther applicable dcuments, and infrm himself / herself thrughly regarding any and all cnditins and requirements that may in any manner affect cst, prgress r perfrmance f the wrk t be perfrmed under the Cntract. Ignrance n the part f the Cntractr will in n way relieve him / her f the bligatins and respnsibilities assumed under the Cntract. Shuld a vendr find discrepancies r ambiguities in, r missins frm the Specificatins, r shuld he / she be in dubt as t their meaning, he / she shall at nce ntify Burke, in writing by email t triciaj@myburke.rg. CHANGES / MODIFICATIONS Burke reserves the right t rder changes in the scpe f wrk and resulting cntract. The successful Prpser has the right t request an equitable price adjustment in cases where mdificatins t the cntract under the authrity f this clause result in increased csts t the cntractr. Price adjustments will be based n the unit prices prpsed by the Cntractr in respnse t this slicitatin. Any cntract resulting frm this slicitatin may be mdified upn written and mutual cnsent f bth parties. Page 4 f 11
CONTRACT NEGOTIATION Upn receipt f the prpsals, the Selectin Cmmittee shall first determine and identify thse persns r rganizatins that are qualified t perfrm the services based n price factr and shall be ranked as such. Secnd, negtiatins shall be undertaken t include but nt be limited t price factr and cmpleted demnstratins f prduct t ensure Center needs can be met. The resulting cntract will be apprved by Burke Bard f Directrs. PAYMENTS Payments shall be made 30 days frm the receipt f invice, and fllw all Center plicies prmulgated thereby. INDEMNIFICATION The successful Prpser must fully indemnify Burke. Such indemnificatin will be dcumented in the cntract dcuments. RIGHT OF REJECTION Burke reserves the right t reject any and / r all prpsals, reserve the right t waive any infrmalities r irregularities in the prpsal r examinatin prcess, reserve the right t select lw prpsal per item, and reserve the right t award prpsals and / r cntracts in the best interest f Burke. ADDITIONAL TERMS AND CONDITIONS N additinal terms and cnditins included with the prpsal respnse shall be evaluated r cnsidered and any and all such additinal terms and cnditins shall have n frce and effect and are inapplicable t this prpsal. If submitted either purpsefully thrugh intent r design r inadvertently appearing separately in transmitting letters, specificatins, literature, price lists r warranties, it is understd and agreed the general and special cnditins in this slicitatin are the nly cnditins applicable t this prpsal and the Prpser s authrized signature affixed t the prpsal attests t this. PROPRIETARY INFORMATION Respnses t this Request fr Prpsals, upn receipt by Burke, becme public recrds. If any prpser believes that any prtin f all f the respnse is cnfidential and prprietary, prpser shall clearly assert such exceptin and the specific legal authrity f the asserted exemptin. Such designatin f an item as a trade secret may be challenged in curt by any persn. By the prpser s designatin f material submitted t Burke as a trade secret, the prpser agrees t hld harmless Burke fr any award t a plaintiff fr damages, csts r attrney s fees and fr csts and attrney s fees incurred by Burke by reasn f any legal actin challenging the prpser s trade secret claim. Page 5 f 11
PART 4 PROPOSAL DOCUMENTS Name f Firm, Entity r Organizatin: PROPOSAL COVER PAGE Federal Emplyer Identificatin Number (EIN): State f Texas License Number (If Applicable): Name f Cntact Persn: Title: E-Mail Address: Mailing Address: Street Address (if different): Center, State, Zip: Telephne: Fax: Organizatinal Structure Please Check One: Crpratin Partnership Prprietrship Jint Venture Other If Crpratin: Date f Incrpratin: State f Incrpratin: States Registered in as Freign Crpratin: Authrized Signature: Print Name: Signature: Title: Phne: This dcument must be cmpleted and returned with yur Submittal. Page 6 f 11
EXCEPTIONS OR DEVIATIONS TO SPECIFICATIONS Nte: Prpser must sign the apprpriate statement belw as applicable. ( ) Prpser understands and agrees t all terms, cnditins, requirements and specificatins stated herein. Firm: Signature: ( ) Prpser takes exceptins t terms, cnditins, requirements r specificatins stated herein. (Prpser must itemize each exceptin belw and return with the Prpsal Frm.) Firm: Signature: Prpser shuld nte that any exceptins taken frm the stated terms and / r specificatins may, but nt necessarily will be cause fr their submittal t be deemed nn-respnsive, risking rejecting f the submittal. Attached are additinal pages. This dcument must be cmpleted and returned with yur Submittal Page 7 f 11
VENDOR QUESTIONNAIRE Prpser must include in respnse t questins cmplete infrmatin abut prpser s cmpany and its ability t perfrm the requested services as described in the Scpe f Wrk. 1. Estimated cmpletin perid fr this prject 2. What is yur average client size? General Infrmatin Slutin Overview 1. Prduct Type Clud Base (ASP) r In-Huse Hsted 2. What services d yu ffer? 3. Describe hw yu are investing in yur current and future prduct lines Payrll 1. Fr pre-prcessing activities, des the system prvide pre-edit reprts based n user-defined parameters fr grss-t-net pay calculatins? 2. Describe the audit prcess fr each payrll. 3. What prcesses are in place t make crrectins t payrll errrs? 4. We have hurly payrll that is bi-weekly and a mnthly salary payrll; des yur system allw fr mre than ne payrll at time. 5. We d nt get ur SUTA rate in March; thus it has t be recalculated t change amunts in payrll and the general ledger. Hw des yur system handle this functin? 6. We have client wrkers wh d nt pay SUTA; we currently have them in a separate payrll system. Des yur system allw fr this type situatin? 7. We pt ut f Scial Security and a handful f emplyees d nt pay Medicare tax. Des yur system handle this autmatically r d we have t change manually. Payrll General 1. What tax updates, if any, are prvided and hw are these updates received? 2. Des the applicatin allw fr the allcatin f csts t any level f detail? 3. Hw des the payrll applicatin handle multiple General Ledger accunt numbers fr the same emplyee? 4. Are there start- and stp-dates fr deductins? 5. Des the system have the ability t set-up deductins with apprpriate future effective date? 6. Can batch input screens fr hurs and earnings be custmized r user defined? 7. Can mass increases be generated? Time & Attendance 1. Des the system allw direct entry f emplyee time ver the Internet using a standard Web brwser? 2. Des the system allw fr input f atypical schedules? 3. Des the system allw fr accruals f atypical PTO? 4. Please be prepared t shw in detail the management hierarchy / levels permitted t review / edit / sign ff n time and attendance. 5. Hw d yu keep current with ACA requirements and des the system help us mnitr ACA guidelines regarding wh is r is nt eligible? Page 8 f 11
Year End 1. Describe the vendr / client respnsibilities fr the year end and/r year begin prcess. 2. Des the system maintain all federal and state regulatins fr garnishment prcessing? 3. Hw des yur system handle manual checks? 4. Can the user srt reprts by name, classificatin, gender, psitin, etc.? 1. Hw are adjustments handled? 2. What type f tax reprts are generated each pay perid? 3. What are three frequent reasns payrll custmers select yur cmpany ver yur cmpetitin? 4. What is yur prcess fr quality cntrl? 5. Can a year be held "pen" while cntinuing t prcess the New Year s taxes? 6. D yu prvide tax updates t lad int the system r d they have t be keyed in? Tax Human Resurces 1. What majr enhancements t yur system have yu planned fr the next three years? 2. Des the system track safety and wrker's cmpensatin infrmatin? 3. Can the slutin prhibit setting up an emplyee if a psitin des nt appear as "vacant" in psitin cntrl? 4. Des the system supprt emplyees with multiple psitins and departments? 5. Des the system have an emplyee evaluatin system(perfrmance Management)? If s, please describe. 6. Describe the system s prcess fr vacancies, applicatins, etc. Benefits 1. Des the payrll system integrate with benefits? 2. Can benefit plans be set up s nly a specific grup f emplyees are eligible fr them? 3. Can benefit cst changes be future dated fr a future year within the current year? 4. Are premiums autmatically updated fr age and salary benefit calculatins? 5. Are insurance amunts autmatically adjusted when a salary increases? 6. Can yu autmatically enrll a certain grup f peple in a benefit plan? 7. D Emplyee Benefit Statements include the cmpany's cst f benefits? 8. D yu ffer nline benefit enrllment? 9. Des the system have the ability t handle calendar / fiscal benefit plans? 10. Des the system calculate arrears n their benefits while n disability? 11. Des the system include benefit premium reprts? 12. What is the benefits enrllment prcess? 13. Will benefit electin changes update payrll deductins? 14. Is there a cmputatin fr vacatin accrual in hurs and cst? 15. Can the vacatin accrual be autmatic based n specific number f years wrked? Cmpensatin 1. Are new hurly rates autmatically calculated when salary increases are made? 2. Can emplyee earnings be split between multiple departments n an n-ging basis? 3. Describe multiple cmpensatin prgrams by emplyee type, gegraphy, and ther factrs. 4. What cmpensatin management functins des the system supprt? Page 9 f 11
5. Can the mass increase be given t a specified subset f emplyees by lcatin? 6. Des the system prvide an n-line view f the emplyee's ttal cmpensatin package? 7. Can yur system prcess supplemental payrlls at any time? 8. Can yur system allw fr multiple direct depsit destinatins per emplyee? Custmizatin 1. Wh has respnsibility fr maintaining custmizatin changes? 2. Will ur custmizatins be verwritten in an upgrade? Histry / Recrd Keeping 1. Will the system maintain unlimited histry fr each emplyee? 2. Are n-line help screens available fr all screens and prcesses? 3. Can crrectins be made t histrical, current, and future recrds? 4. Can search definitins be stred? 5. Can the system accmmdate effective dating fr future r past dates? 6. Can the system prcess multiple transactins fr an emplyee with the same effective date? 7. Can the system stre scanned dcuments r picture images? 8. Can yur system setup nn-emplyees r thse wh are nn-paid? 9. Define the type f data available n yur system fr inactive emplyees. 10. Describe hw yur slutin supprts wrkflw and electrnic apprvals. 11. Describe HR / PR prduct's simulatin / what-if capabilities prvided with the package. 12. Des the system have data archiving capabilities fr inactive emplyees? 13. Des the system prvide flexibility in establishing rganizatinal and payrll hierarchies? 14. Des yur system have the ability t rll back t a specific date in time? 15. Hw lng des the system maintain pay histry fr current and frmer custmers? 16. Hw many years f pay histry can the emplyee readily access? Applicatin Security 1. Describe the verall security scheme. 2. Hw can yu prevent users frm viewing and / r editing data at the field level? 3. Describe what happens when the system is accessed by smene withut rights. 4. What passwrd authenticatin cntrls are utilized? Reprting 1. Des the system prvide an integrated ad hc reprt writing tl? 2. Des the system allw generatin f reprts n all fields that exist in the data dictinary? 3. Des the system prvide flexibility fr defining selectin criteria, data ranges, srting and gruping ptins, and reprt utput, enabling users t tailr infrmatin t their specific needs? 4. Des the system prvide bth histrical and pint-in-time reprting capabilities? 5. Discuss hw a nn-technical user can btain reprts frm the system withut assistance. Des the system have the ability t handle cnslidated reprting acrss cmpanies/rganizatins? 6. Des the system have the ability t handle cnslidated reprting acrss payrll and HR data? 7. Des the system have the ability t prduce headcunt reprts using a user-defined FTE frmula? 8. Des the system prvide standard reprt capabilities? 9. Des the system prvide the ability t schedule standard reprts? 10. Des the system prvide the ability t set up and run batch reprts? 11. Des yur system create dynamic rganizatinal charts? 12. Can queries be saved "glbally" as well as "persnally" s that users are nt inundated with a barrage f queries in the drp dwn list? 13. Can the user srt reprts by name, classificatin, gender, and ther similar views? 14. Des the reprting tl have charting capabilities? Please explain. Page 10 f 11
Technical Overview 1. Describe the integratin between yur HR / Payrll slutins and ther systems and applicatins, such as GL, recruiting r time and attendance. What types f interfaces are invlved? Hsted Services, if Applicable 1. Wh prvides yur Internet access? At what level is the service? 2. Is site hsting internally r externally managed? 3. Where is yur data center r hsting facility lcated? 4. Describe yur sftware develpment lifecycle fr ASP. 5. Describe the data security / accessibility f yur hsted services center. D yu utilize SSL technlgy? 6. What is the migratin prcess in upgrading t new versins and hw des the upgrade prcess affect custmizatin? 7. What is the standard rule base fr incming / utging traffic enfrced by the Firewall? 8. What passwrd authenticatin cntrls are utilized? 9. What Virus detectin / scanning mechanisms are in place? 10. D yu have an ff-site backup facility? If s, where is it lcated? Service & Supprt 1. What is yur custmer service mdel? 2. Hw many payrll clients and individuals d yu serve? 3. What is yur payrll custmer retentin rate? 4. What is the average tenure f yur payrll custmers? 5. D yu use yur Web site as a mechanism t prvide supprt t yur clients? 6. Describe yur prcedure fr escalating supprt issues. 7. Will we be assigned a single, dedicated Service Representative, r is it a Call Center with different representative answering ur questins? Implementatin 1. Des the system allw fr the imprting f initial payrll data? 2. Please explain yur prject management implementatin prcess. 3. Please prvide a sample payrll implementatin prject plan. Training 1. What types f payrll training d yu ffer custmers? 2. What training materials d yu prvide? 3. What training ptins are available abve and beynd basic payrll training? Please respnd t each questin r refer t page # in cmpany dcuments that address the questin. Page 11 f 11