RFP: 09-14 PRE-SUBMITTAL CONFERENCE

RFP: 09-14 PRE-SUBMITTAL CONFERENCE

HUMAN RESOURCES INFORMATION SYSTEM & TIME AND ATTENDANCE SYSTEM

SORTA Welcome/Opening Remarks A political subdivision of the State of Ohio, organized pursuant to 306.30 et seq. of the Ohio Revised Code. Also a grantee of the U.S. Department of Transportation, Federal Transit Administration (FTA).

SORTA Organizational Structure

SORTA Board of Trustees Chief Executive Officer/General Manager 1. Chief Operations Officer 2. Chief Financial Officer 3. Executive Director of Administration 4. Executive Director of Human Resources / EEO Officer 5. Executive Director of Development/DBE Officer 6. Executive Director of Strategic Communications 7. Chief of Legal Affairs/Risk Management

SORTA PROCUREMENT WEBSITE

http://www.go-metro.com/doing-business/bid-opportunities View Current Procurement Opportunities Purchasing Department Personnel General Terms and Conditions with Federal Clauses Other Important Items

PROCUREMENT PROCESS AND KEY REQUIREMENTS

RFP is available by contacting Kunjan Dayal Proposers shall not rely upon verbal statements made during the Pre-Submittal Conference or otherwise. All questions regarding this procurement must be submitted in writing to Kunjan Dayal By e-mail to kdayal@go-metro.com (preferred); or By fax to (513) 632-7505

During this presentation, please write questions on the index cards provided. Attendees participating via phone must email their questions to kdayal@go-metro.com. After the overview of the Scope of Services, questions will be collected and read aloud.

Where possible, verbal answers will be provided. Responses to all questions will be issued to all Record- Holders by written addendum. Responses to questions that require further research will be included in the written Addendum.

Key Requirements Proposal Validity (120 calendar days) Proposal Format Submit in 2 volumes 1+5 copies of each volume + CD Volume 1, the Technical Proposal Volume 2, the Business Proposal

Key Requirements Technical Proposal (Volume 1): Cover Letter Project Approach Firm Qualifications and Experience Staffing

Business Proposal (Volume 2): Cover Letter Insurance Certificates Certifications Exceptions to Contractual Terms Price Proposal

Proposed Project Approach Evaluation Criteria The firm s staffing and availability of qualified personnel in the areas of project implementation, operation and reporting The firm s qualifications and experience Price (inclusive of the base period of 5 years, and the 5- year option period)

Selection/Award Process Sealed Proposals (not Publicly Opened) Responsiveness Determination Selection Committee Evaluation Evaluate Proposals per Criteria

Selection/Award Process (continued) Competitive Range Responsibility Determination Presentation/Discussions (Optional) Final Competitive Range Negotiations

Schedule of Events (estimated) RFP Issued March 4, 2014 Pre-Submittal Conference March 13, 2014 Last Day for Inquiries March 24, 2014 Proposal Due Date & Time April 11, 2014 2 PM Anticipated Board Action June 17, 2014 Notice to Proceed July 1, 2014

WORK SCOPE OVERVIEW

Proposals may be submitted for: Payroll/HRIS as an integrated product WITHOUT Time and Attendance Time and Attendance as a stand-alone product Payroll/HRIS AND Time and Attendance as an integrated product Optional Services

OPTIONAL SERVICES (If not part of base product, proposals may be submitted on the following optional services): Employee self-service (e.g. for address changes, pay history, Form W2 reprints, withholding changes, open enrollment) Onboarding (new hire self-service and reporting) Enterprise Learning Management (ELM) Training Administration Manage Competencies Manage Labor Relations

The software/service must: Be web-based, either remotely hosted as Software-as-a-Service (SaaS), or locally hosted for operation on Microsoft Windows Server 2008 and MS SQL Server 2008 R2. Convert historical data (2004 forward) from Ceridian Latitude HRPR and/or Ceridian SourceTime, including parallel testing prior to go-live date Provide adequate training for all users on new products (preferably a combination of web-based, classroom, and one-on-one support teaching methods). Include a Service Level Agreement (SLA) that specifically details the customer service benchmarks the proposer can commit to and the specific remedy(ies) to SORTA in the event that the commitments are not met.

Number of Employer Identification Numbers Total Number of Employees Number of employees for Time and Attendance capturing Number of time clocks for Time and Attendance capturing Number of W2s Issued Payroll Processing Frequency Number of Locations Number of state jurisdictions Number of local jurisdictions Number of users of Payroll/HRIS Number of users of Time and Attendance software 1 ~875 ~190 5 ~1045 Biweekly 3 3 (OH, KY, IN) 9 (Cincinnati, Silverton, Dearborn[IN], plus 6 Ohio school districts) ~15 ~30

Current SORTA Technologies: TCP/IP TCP/IP Network, Network, Routed Routed Switch Switch Network, Network, 1000/100 1000/100 Mb to the Mb desktop, the Gigabit desktop, the Gigabit server to the server Internet access access is controlled is controlled by Astaro by Astaro Firewall Firewall Multiple Windows 2008 2008 Servers Servers SQL SQL Server Server 2008 2008 Enterprise Enterprise Database Database Server Server Novell Novell Groupwise 2012 2012 Email Email Windows 7 Desktop 7 Desktop MS MS Office Office 2010 2010 Timeclocks: Accutime Accutime Series Series 4000 4000 Ceridian HPL HPL (HR-Payroll (HR-Payroll Latitude) Latitude) 5000.00043.56 5000.00043.56 Ceridian SourceTime 7.3.0 7.3.0 Current Imports/Exports: Current Trapeze SORTA OPS Imports/Exports: Client, Version 13, IBM Maximo, 7.5.0, Coda Trapeze UNIT4 OPS NV Client, v.12.000, Version Ceridian 13, IBM SourceTime Maximo, 7.5.0, 7.3.0 Coda UNIT4 NV v.12.000, Ceridian SourceTime 7.3.0

Current Technologies: IMPORTANT TCP/IP Network, NOTES: Routed Switch Network, 1000/100 Mb to the desktop, Gigabit to the server 1. Internet Time and access Attendance is controlled will serve by a subset Astaro (approx. Firewall 190 employees) of the Multiple Windows 2008 Servers SQL employee Server population. 2008 Enterprise Database Server Novell Groupwise 2012 Email Windows 7 Desktop 2. MS The Office go-live 2010 dates, are estimated as September, 2014 for Time and Timeclocks: Accutime Series 4000 Ceridian Attendance HPL and (HR-Payroll January, 2015 Latitude) for Payroll/HRIS. 5000.00043.56 Ceridian SourceTime 7.3.0 Current Imports/Exports: Trapeze OPS Client, Version 13, IBM Maximo, 7.5.0, Coda UNIT4 NV v.12.000, Ceridian SourceTime 7.3.0

Current Technologies: PRICE OFFER: TCP/IP Network, Routed Switch Network, 1000/100 Mb to the 1. Payroll/HRIS desktop, Gigabit to the server a. Product offered (Payroll/HRIS without Time and Attendance OR Internet access is controlled by Astaro Firewall Payroll/HRIS and Time and Attendance as an integrated system). Multiple Windows 2008 Servers If offering SQL Server more 2008 than one Enterprise product, Database use separate Server sheets of this table and label Novell them Groupwise 1b etc.: 2012 Email Windows 7 Desktop 1. MS Product Office Offered 2010 2. Timeclocks: Name of product Accutime Series 4000 Ceridian HPL (HR-Payroll Latitude) 5000.00043.56 3. Ceridian SaaS or Locally SourceTime Hosted: 7.3.0 Current 4. Version Imports/Exports: Trapeze OPS Client, Version 13, IBM Maximo, 7.5.0, Coda 5. UNIT4 Licensing NV Requirements v.12.000, Ceridian SourceTime 7.3.0

Current Technologies: PRICE OFFER (continued): TCP/IP Network, Routed Switch Network, 1000/100 Mb to the TOTAL desktop, COST OF Gigabit OWNERSHIP: to the server (the Internet amount shown access here is controlled shall cover by the Astaro period Firewall from Contract award, Implementation, Multiple Windows Go-Live 2008 thru Servers the Base 5-years and Optional 5-years) SQL Server 2008 Enterprise Database Server 1. Implementation Novell Groupwise Charges 2012 Email Windows 7 Desktop 2. Training MS Office Charges 2010 3. Monthly Timeclocks: Recurring Accutime Charges, Series if any 4000 4. Annual Ceridian Fee, HPL if any (HR-Payroll Latitude) 5000.00043.56 Ceridian SourceTime 7.3.0 5. TOTAL COST Current Imports/Exports: Trapeze OPS Client, Version 13, IBM Maximo, 7.5.0, Coda UNIT4 NV v.12.000, Ceridian SourceTime 7.3.0

Current Technologies: PRICE OFFER: 2. Time TCP/IP and Attendance Network, Routed Switch Network, 1000/100 Mb to the a. Product desktop, offered Gigabit (Time to and the Attendance server as a stand-alone product OR Time and Internet Attendance access as is part controlled of an integrated by Astaro system). Firewall Multiple Windows 2008 Servers If offering SQL more Server than 2008 one Enterprise product, use Database separate sheets Server of this table and label them Novell 2b Groupwise etc.: 2012 Email 1. Product Windows Offered 7 Desktop MS Office 2010 2. Name Timeclocks: of product Accutime Series 4000 3. SaaS Ceridian or Locally HPL Hosted: (HR-Payroll Latitude) 5000.00043.56 Ceridian SourceTime 7.3.0 4. Current Version Imports/Exports: Trapeze OPS Client, Version 13, IBM Maximo, 7.5.0, Coda 5. Licensing Requirements UNIT4 NV v.12.000, Ceridian SourceTime 7.3.0

TOTAL Current COST OF Technologies: OWNERSHIP: TCP/IP Network, Routed Switch Network, 1000/100 Mb to the (the amount desktop, shown Gigabit here to shall the cover server the period from Contract award, Implementation, Internet access Go-Live is thru controlled the Base by 5-years Astaro and Firewall Optional 5-years) 1. Implementation Multiple Windows Charges 2008 Servers 2. Training SQL Server Charges 2008 Enterprise Database Server Novell Groupwise 2012 Email 3. Hardware Windows Price 7 Desktop (5 Timeclocks) 4. Monthly MS Office Recurring 2010 Charges, if any 5. Annual Timeclocks: Fee, if any Accutime Series 4000 Ceridian HPL (HR-Payroll Latitude) 5000.00043.56 6. TOTAL COST Ceridian SourceTime 7.3.0 Proposer Current must Imports/Exports: attach a breakdown of above pricing showing prices in unit rates of Trapeze each, per OPS month, Client, per Version year as the 13, case IBM may Maximo, be. Further, 7.5.0, if Coda pricing is based UNIT4 on concurrent NV v.12.000, users, Proposer Ceridian shall SourceTime indicate one 7.3.0 license and specify maximum number of users permitted.

Current Technologies: PRICE OFFER: 3. Optional TCP/IP Services Network, Routed Switch Network, 1000/100 Mb to the a. Product desktop, offered Gigabit (Select to product[s] the server from Section 3D). If offering more than one Internet product, access use separate is controlled sheets by of Astaro this table Firewall and label them 3b etc.: Multiple Windows 2008 Servers 1. Product SQL Server Offered 2008 Enterprise Database Server Novell Groupwise 2012 Email 2. Name Windows of product 7 Desktop 3. Version MS Office 2010 Timeclocks: Accutime Series 4000 4. Integrated Ceridian product HPL (HR-Payroll or stand-alone? Latitude) 5000.00043.56 Ceridian SourceTime 7.3.0 Current Imports/Exports: Trapeze OPS Client, Version 13, IBM Maximo, 7.5.0, Coda UNIT4 NV v.12.000, Ceridian SourceTime 7.3.0

TOTAL Current COST OF Technologies: OWNERSHIP: The amount TCP/IP shown Network, here Routed shall cover Switch the period Network, from 1000/100 Contract award, Mb to the Implementation, desktop, Gigabit Go-Live to thru the the server Base 5-years and Optional 5-years. 1. Implementation Internet access Charges is controlled by Astaro Firewall Multiple Windows 2008 Servers 2. Hardware SQL Server Price, 2008 if any Enterprise Database Server 3. Training Novell Charges Groupwise 2012 Email Windows 7 Desktop 4. Monthly MS Office Recurring 2010 Charges Timeclocks: Accutime Series 4000 5. Annual Fee, if any Ceridian HPL (HR-Payroll Latitude) 5000.00043.56 6. TOTAL Ceridian COST SourceTime 7.3.0 Proposer Current must Imports/Exports: attach a breakdown of above pricing showing prices in unit rates of each, Trapeze per month, OPS per Client, year as Version the case 13, may IBM be. Maximo, Further, 7.5.0, if pricing Coda is based on concurrent UNIT4 users, NV Proposer v.12.000, shall Ceridian indicate SourceTime one license 7.3.0 and specify maximum number of users permitted.

QUESTIONS & ANSWERS

Adjourn