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HomeMy WebLinkAboutRequest for Proposalsrvice Provider Release Date: May 7, 2012 Proposal Due Date: June 4, 2012 Effective Date: October 9, 2012 Table of Contents 1. General Information o RFP Notice and Process Overview o Objectives o Functional Priorities o Evaluation Criteria o General Conditions and Stipulations o Instructions 2. Organization Background o Overview o Employment and Employment Status o Compensation o Benefits o Current Software o Time Entry 3. Required Vendor' System Capabilities o General Service Organization Information References Pricing Selection Process Contract Other Proposal Information City of National City Payroll HRIS RFP 2 1. General Information Request for Proposal Notice Notice is hereby given that the City of National City (City) will accept proposals for PayrollIHRIS services from qualified vendors. Proposals are to due to June 4, 2012. All questions and requests for clarification should be submitted by email to the Human Resources Department at hr@nationalcityca.gov no later than May 28, 2 12. All responses will be sent to each proposer who has been mailed or otherwise formally ssnetta copy of this Request for Proposal. You are invited to submit your Proposal for Payroll/HRIS services based on the information contained in this document. The City reserves the right io;accept or reject any or all proposals and to waive formalities and select the service provider that best meet the needs,of the City and its employees. The City's objective is to select a service provider who will provide the best possible service at the best possible cost while meeting the Request for Proposal sped cations. The City is not obligated to award the contract based oncost aline During the evaluation process, the City reserves the right, where it may serve the City's best interest, to request additional information or clarifications from vendors, or to allow corrections of errors or omissions. At the discretion ofthe C ty, firms submitting, proposals may be requested to provide a demonstration and make oral presentations azpart of the evaluation process. The City reserves the s[lle right reject any respondent satisfactory service. Timeline RFP responses are due by June 4, 2012 The City expects to make a vendor selection in. June. Payroll time and attendance services,* expected to transition on October 9, 2012. The table below outlines the City's anticipated schedule. These dates are subject to change. evaluate the qualifications submitted, waive any irregularities, s an select the firm tl at, in its judgment, will provide the most RFP issued May 7, 2012 RFP due ''.,,$. %" June 4, 2012 • Initial vendor evaluat o s June 5 - 11, 2012 Finalist demonstration/interviews June 18, 2012 Negotiated agreement' July 12,. 2012 Final Vendor Selection and Approval July 17, 2012 Effective date • of payroll processing October 9; 2012 • Finalists will be provided with an opportunity to perform an analysis of the City's current systems and processes in preparation for the demonstration phase. City of National City Payroll HRJS RFP Organizations awarded the business shall submit an action -plan and timetable for assuming responsibilities to the City within 15 days of approval of the contract. City of National City Payroll I -IRIS RFP Objectives Through automation, the City seeks to both improve service and lower costs. Lower costs could be accomplished through direct savings, reduced staff time, or a combination of the two. In addition, we have the following objectives: • To process payroll on time and accurately with minimal adjustments required by the employee or employer due to errors. • To automate data collection and approval functions, so that comon;,tasks or requests sm4i such as time entry, benefits enrollment/changes, address ci as ges, pay changes can be entered directly by the employee or manager and approved electronically. To have a one -stop shop for all employment -related transactions:7titne and attendance, status changes, performance evaluations, training eoliment, position control, employee pay step increase schedules, etc. " • To provide leaders and employees direct access to employment-relateddata and workforce management tools so that they -tan,' e,this information in decision making. We are looking for a solution that is: • Intuitive to understand by administrators and end users • Flexible so that we can handle routine changes to our data or, processes, such as adding a field, creating a report, or workflow process, ?v th minimal outside assistance or fees. • Reflects our complex organizational structure n a why that allows us to access or report data easily and in a yariof combinati' • Requires limited pport from IT function' Upgrades would be included as part of the service. We are looking for a ven • Providebest practices • Serve as ours specialist ax d�provide relevant technical and legal updates. • �n able us to achieve automation;, and self service more rapidly than possible under our • current arrangement • Provide us with a seasoned implementation team that will assist us in making an orderly transi • Provide usth a reliable customer service center with experienced, informed staff that can respond our'estions within minutes. We would prefer an assigned service team. Functional Priorities The successful vendor will provide a payroll and time attendance solution. The system should also include employee and manager self service. The City is interested in a human resources solution that incorporates performance evaluation tracking, safety management and training management. City of National City Payroll •HRIS RFP Evaluation Criteria This RFP is not intended to favor any vendor. It is solely designed to provide the best value to the City in meeting organization needs. The evaluation team will review each proposal based on the following criteria: Application Functionality and Provided Services Each service provider will be asked to respond to the functionality requirements outlined in this RFP. The -evaluation team will review the responses relative to the priority assigned to that • functional requirement. Service providers do not have to meet everyuictional requirement to remain in consideration. The evaluation team may waive or mods a functional requirement at its discretion. The evaluation team will also be reviewing the general user interface of the system in terms of intuitiveness and simplicity. Implementation Costs and Service Fees The evaluation team will be looking for the best value„in terms of both cost and&S'rvice2features. The evaluation team will give higher weight to service providers'who can meet the functional requirements with a standard service fee, without additional charges implementation costs. It is also important that system upgrades are included as partof the standard service fee. Support Services The evaluation team will be looking for a seasoned implementation team that has experience with complex payrolls. Initial set up and training will be critical factors in our ability to deliver y desired results. The evaluation team will review the'supportydocumentation provided in conjunction with the contract for service. In addition, the evaluation team will be interested in the level of support provided after e implementation period. It is important that the service provider demonstrate that they canprovide trained support staff for operational concerns over extended business hours.It rs also important that the support services provided include sharing technicalllegaLupdates an Level o Jiitegration Preference will be given to those vendorsoffering a fully integrated suite of products. Preference will also iyen to those products that eliminate redundant entry and allow the City to maximize the%potential of employee and manager self-service. Preference will be given to vendors who are able to seamlessly interface with the current ERP or financial application. Project Implementat i To be successful, the City will need a strong relationship with the service provider during the implementation process. Preference will be given to those organization that show strong capabilities to implement and support all functions within the product. The City will also consider the implementation plan, the overall timing and duration of the project, and the technical capacity and experience of the vendor. General Conditions and Stipulations Indemnification and Workers' Compensation City of National City Payroll ARTS RFP The. Proposer agrees that if the contract is awarded to their institution, the institution shall defend, indemnify and hold harmless the City, its officials, agents, and employees from and against all claims, damages, losses, and expenses, including attorney fees, arising out of or resulting from the Proposer's acts or omission in the performance of the duties required under the contract. Independent Contractor It is agreed that nothing herein contained is intended or should be construed in any manner as creating or establishing the relationship of co-partners between the parties; hereto or as constituting the Service Provider as the agent, representative or employee of the City for any and shall remain an isontract. The Service purpose or in any manner whatsoever. The Service Provider is t independent contractor with respect to all services performed uh Provider represents that it has, or will secure at its own expense; all personnel required in performing services under this contract. Any and all personel of the Service Provider or other persons while so engaged, and any and all claims whatsoever on behalf of any stch person or personnel arising out of employment or alleged employment including, without' limitation, claims of discrimination against the Service Provider, its officers. agents, contracts�remployees shall in no way be the responsibility of the City; and the ServiCe`Provider shall defend, indemnify and hold the City, its officers, agents, and employees harmless from any and all such claims regardless of any determination of any pertinent tribunal; agency, board, commission or court. Such personnel or other persons shall'not require nor be entitled to any compensation, rights or benefits of any kind whatsoever from including, without limitation, tenure rights, medical and hospital care, sick and vacation leave, Workers7'Compensation, Unemployment Compensation, disability, and severance pa Audit The Seller or other partieslevant to this agree to present an independent 3rd party audit of their books, records, documents; and accounting procedures and practices. Nondiscrii In the performance of t of or because of race, cola to public assistance, disabih ace; the Successful Proposer shall not discriminate on the grounds reed, religion, national origin, sex, marital status, status with regard sexual orientation, or age against any of its employees, subcontractors or applicants f0 employment. The Successful Proposer shall include a similar provision in all contracts with subcontracts to this contract. Miscellaneous The proposer agrees to at all times observe and comply with all relevant laws, ordinances, regulations, and codes of the federal, state, and local government which may in any manner affect the preparation of proposals or the performance of the contract. Instructions Service providers can respond to the Request for Proposal by completing the information requested in Section 3: Required Vendor Information which includes system requirements, City of National City Payroll HRIS RFP service, organization information, references and pricing. Responses should be typed directly on the electronic version of the RFP and returned with attachments. City of National City Payroll HRIS RFP 2. City of National City Background Overview Provide company over view here Compensation The City has a wide variety of pay types outside of normal wages, sue: Standby/on call pay • Shift differential pay • Assignment pay • Holiday pay • Education pay • Bilingual pay • Longevity pay Generally, the City has relatively complex pay rules that re t ect the breadth of its business operations. The City currently has a total fifeight different ern ee groups governing all of the City's job classifications: The specific rules governing an employee's compensation are dependent on the employee's job classificationand er ployee group,A current list of deductions, benefits and accruals can be found in the attac Benefits Benefit eligibility is`de health -related benefits However„leave benefits do,vary within the regular full-time and regular part-time groups Leave benefits include traditional vacation and •sick leave accruals with some employereceiving n annual e ccutive or adriiinistrative leave accrual. Accruals vary by group and years "of service. Current Software ned bymployment status,; Benefit eligible employees have the same The City uses Fdeu software for its ERP and financial needs, the City is actively using the payroll and time and .ttendance capabilities. At this time, the City has deployed the human resources modules available through Eden on a limited basis. The City has an annual service agreement for applicant; tracking software through NeoGov. Payroll Eden Time and Attendance WinDSX, Telestaff HRIS Eden (limited) Applicant Tracking/Career Center NeoGov City of National City Payroll HRIS RFP Roles and Responsibilities Employee life cycle management is currently a joint responsibility of the finance and human resources departments. Finance employs one full-time payroll technician. There are 3.0 FTE members on the human resources team. Finance is primarily responsible for payroll and for entering and maintaining the data within the Eden system. Human Resources is responsible for compensation, benefits and staffing. Both Finance and Human Resources maintain some duplicative employment data in its own spreadsheets and the Eden software system. Human Resources must provide accurate, timely information to finance when there are payroll implications. This is generally done through Eden entries via the modules that feed to the finance modules. Prior to entry into Eden, a paper form is prepared by the interested department. The form is routed through HR for signature, to the Office of the City 11 anager for signature and then returned to HR to be entered into Eden. The paper form is routed to Finance for record keeping. 'Time Entry City.employees (200-450), with the exception of fire and police personnel, enter their time manually using paper time sheets. The time sheets are routed to a supervisor for approval then • routed to finance where the data is entered rito he payroll module in Eden. Approximately 200- 250 of the City's employees are part-time hourly employees Fire and Police personnel are scheduled electronically through Telestaff. The Telesaff data is traismitted to Eden (150-200). City of National City Payroll }IRIS RFP 10 3. Required Vendor Information System Requirements Provide a brief description in each section. Also note the software product or upgrade necessary for the functionality, if it is different than your base/core product. If multiple solutions are available, attach product comparison sheets. General Requirements ' Vendor Response Ability to interface with Eden financial module. Ability to import and export data from Microsoft Word, Excel and Access. ! % ��% System allows unlimited history. Does this"` require archiving records? /: -4< ° a 3 Ability to "effective date" transactions, both in the past and future. , System requires a single login to access all ' modules. ' ,%` '` " % Ability to make software adjustments or add Y additional customization to the software as r needed. „, � v Ability to create, track, report and maintain history on custom fields. "'%, Ability to;attach documentation to ark, empl oyys record. ,-'%F;.. ry/ Ability do create and populate,Customelds Ability to store a blank electronic fora n�. Ability to store�cq pleted electronic forms with an individual'ernploye <record. System has conditionalworkflow capability (ie: approve/not appro-fie) System can use email to communicate with employees or administrators for the purpose of workflows. Ability to establish notifications or triggers within the system. City of National City Payroll HRIS RFP 11 Ability to reverse deletions or additional confirmation is present when a deletion is requested. Ability to code reasons for changes to the system. Ability to identify and maintain a record of individuals creating and editing records. ,, , � ' It will be necessary for the payroll data to interface with the City's gene i ledger through Eden. What would be required from us to make this successful ame any clients/you have where you have established a similar interface. Once this interfac is established, who rs sponsible for maintaining the integrity through system upgrades etc? Would the City have on update the mapping tables? Is a tool available to drill elown/analye data posted to ledger? How do you handle system upgrades? Ark additional fees assessed? flexibility to general rades included is e basic agreement or are What type of customization can clients do without incurring additional fees? Who has responsibili overwritten in an up Describe th modules How muc modules/appT ;ati ig customization changes? Will customizations be e and attendance, and human resources aine4t your system and is the amount consistent across urreren Ability to restrict access to specific functions, files and data elements based on user profile or workstation ID. Ability to restrict users from viewing and/or editing at the field level. Ability for the City to manage system access without relying on the vendor. City of National City Payroll HRIS RFP 12 Ability to set up "mass" security profiles by employee group. Describe your approach to system security. Have there been any significant company security breaches in the last five years? How do you handle security breaches? What happens when the system is accessed by someone without rights? What password authentication controls are utilized? uire' on Self service offers "real time" integration with payroll/HR. Ability to customize information, reports and workflows offered through self-service to different employee groups. Ability to brand self service screens. Ability to offer reports through manager se service. Ability to access self-service from remote locations. Ability to establish linksto o What functions within you What sup How2fa employees An bsites. are are accessible j b. the web? om our IT department? dig out self-service? What training would be available to e assist organizat .ons in ro pr managers . To what degree can%our self'service interface be customized? uiremenl Ability to create customized reports with minimal training or vendor support. Ability to run reports based on past, present or future/"effective" dates. City of National City Payroll HRIS RFP 13 Ability to report or track changes made on the system with user name and date (audit report). Allows users to use a drop down menu when creating reports. Ability to view, on one screen, all of the fields related to an employee for the purpose of creating reports. Ability to create report templates. , % Ability to create custom reports using any fields available in the modules. / ,>r%. ,< Ability to save or export reports to Excel, PDF, Word, etc. ; Describe how the report writing tool works. Is the same ool_u ezd in all modules or do the reporting tools vary? What special features and functions make your product distinctive in general query and analysis? Describe how your report writer can filter data n iuu't pteways using any field? Can data be sorted by both financial ar�ameters; (business unit budget code) and human resources parameters (organization level, job code)? List or attach standard eports provided through your system. Please find attached. Describe the yJtem'sbility to`for nat reports Does the data have to be exported to a Microsoft Office product beforefornaatting c occur? Attach a formatted report that was created using your syste n that includes an organization logo. Are there any fields or data that; cannot be used for reporting? Attach an audit repo r( royided through your system. Payroll cluireiner System automatically calculates overtime. Ability to assign OT for hours worked or in a paid status over a 40 per week. City of National City Payroll KRIS RFP 14 Ability to assign pay to public safety employees based on a 7k exemption as allowed for in the California Labor Code. Ability to add additional pay in the form of lump sum payments or hours. Ability to calculate weighted average OT. Ability to see different types of premium pay* (e.g. holiday pay, standby pay) listed individually on pay statement. Ability to pay fixed premium pay amounts on a daily, weekly or monthly basis. Ability to see overtime pay listed as a separate item on pay statement. Ability to calculate automatically OT when pay premiums are present in addition to base pay. Ability to calculate benefits based on base pay when premium pay is present. > Ability to leverage past employee data for rehire. Ability to easily flag or identify who is still active in the system but not'ectving pay. Ability to store multiple rates o pay on the master file. Ability to assign time automaticallyto multiple business units by,mployee. Ability to have information some just byy period. Abil"it systems. dle mult• iple time -off accrual System automatic leave accruals. y calculates and posts Ability to void checks'b'iiumber and reversals are shown in the general ledger in "real time". System automatically handles garnishment calculation, prioritization and pay. Ability to print two signatures on the pay check. Ability to process pay/manual checks outside of the normal pay cycle. City of National City Payroll HRIS RFP 15 Ability to transmit payroll data to the City's bank for direct deposit transactions. Allows data processed outside of payroll to be automatically posted to the general ledger. Ability to void and reissue checks. Allows employees to update home address, W- 4s through self service. Ability to handle special taxation rules for non- cash benefits such as long term disability, group life insurance and community center � ' memberships. Ability to exclude pay types from eligible earnings for calculations. , / : , , ,; Ability to handle multiple rules based on employee group. ' Y *Premium Pay is pay outside of base payoOT in the form o example, standby pay, bilingual pay or K 9 pay 'or non-exemp must be added to the base pay for the purpose of calculating 0 Summarize the payroll se Does you organization what would that process Explain ldw the veric your sdfCware. Attach a employee;;na pay period. urs or lump sum amounts. For 1pyees, premium usually ou provide that would no longer need to be handled in-house. e aU Iity to fully take fiver the administration of payroll? If so, Ion of ayoll roll works. Attach a payroll exception report generated from at<,shows all of the deductions, benefits and accruals by Does your orgar , tion specially handle deposit and filing of taxes and processing of W-2's or is it handled by a oes your organization file state unemployment insurance reports and quarterly tax returns 941)? Is this included in the base service or an additional fee? How is your organization assisting with the COBRA subsidy as part of the recent American Recovery and Reinvestment Act? How is your organization preparing for the pending requirement to report the cost of health care benefits on W-2 forms? City of National City Payroll HRIS RFP 16 Time and Attendance uirernent Ability to create, store and update individual employee schedules. Ability to request and approve time off or leaves in advance. Ability to pre -populate time with approved time off, leaves and holidays. Allows supervisor to make changes either to the schedule or reported time. Ability to create an employee time off/leave calendar by group, division or department. Is this available through manager self-service? Allows supervisors of employees with multiple positions to see all schedules associatedCy\'lt i employee. Supervisors can view schedules within their; workgroup and by employee. Ability to import schedules. Ability for schedules to bpu employee's time caret:` Ability to trask,oa s ,worked Ability to, het standard hears or seschedules so that employees only enter exceptions Ability to xquire employee to,/associatetime worked wit'bsness unit, buet code, job code, project ri* er or pay type... ideally with a customized drop do n menu. Ability to set default jo`codes, business unit codes or project codesin system. Ability for managers or finance staff to establish job codes or project codes in the system as needed. Ability to set a time frame and review both days and hours worked for FLMA, Workers Comp, mid period pay changes. City of National City Payroll:HRTS RFP 17 Ability for managers to view, fora specified period of time, hours worked by employee, budget code, job code, organization level and/or pay type. ro<' Allows for multiple individuals to approve time electronically. System generates automatic reminders to employees to approve or enter time. Allows for time approval by multiple supervisors when the employee holds multiple positions. Ability to flag leave time, comp time and OT for approval. Allows manager or administrator to override time entries. Ability for shift leader to enter or approverOT and unscheduled leave at the end of a shift;'; ertime, an Allows the employee to choose compensatory;, time in lieu of OT and alloemployee to use compensatory timen•'lieu of levee. Ability to flag hour,.%scJ excess of 40 when an em multiple positions,; Ability to appro ch°OT. supervisors w Ability to handle complex pay,rules with regard to overtime and specipay that vary by work group: Ability to calculate htedaverage OT. Ability to handle OT wher it is both paid for hours in excess of scheduled hours for the day or hours over 40 in a week. Othert System includes audit trail for entry changes. Allows time entry on-line and through time clock. City of National City Payroll HRIS RFP 18 Allows managers to apply filters when viewing time entries. Ability to capture time remotely either through the web, phone or wireless device. Allows time history to be maintained. Allows supervisors and administrators to run exception reports. Are time and attendance and payroll part of the same system? Separate modules? Separate software programs? How is full integration achieved for e customer? customization and upgrades? Dges it a common se fservice user If time and attendance is a separate software program, is, covered under n::terms of agreement regarding interface with the payroll/hr software? Is only one required for both sftware- applications? Describe how the time and attendance system can be used to'-e - • time in a cost recovery 'environment. Describe how the time approval process is handle ,444101kte, 4. ctively and efficiently monitor How much down time as experienced by your time and attendance system in the last two years? How was this managed to Minimize disruption to the end users? Human Resources ' i'..,<, ,< •,,,,! :iv, ,,,, <,. Organization Infomation Requirement or -/eSptin Ability to track and run s " ard report. Abilityo'ex ort data to create or am ton charts. Ability to track and organize employee data based on: • Department and/ordivision • Manager • Budget Code • Employment location Ability for managers to update organization information online, such as reporting relationship or location, with approval. City of National City Payroll HRIS RFP 19 Ability to support employees that hold multiple positions with different department and pay rates. Ability to create FTE reports. Explain how an organizational chart is run? Does your system provide an employee filter or inquiry ability tg s location, salary and experience? ,employees by gender, age, Ability to forward information from career center HRIS module (or third party career center software) into main HRIS systemso data does not need to be reentered. Ability to create a new hire workflow that enables human resources to notify, assign tasks, or collect data from multiple parties in the event of a new hire , Ability to enter new h re data before start date or start of payroll period (effectivel,dating). G - Allows new hires to enter iaformafioii web portal prior state date. zstore and sort% test hired, date firs to meat status' Ability to tracepre-employment process activities such as drug testing3 physicals and background checks Ability to run a report ofnew hires prior to their start date. What is the information flow for a new hire? What information can an employee enter through self-service? What can a manager enter? What does payroll/human resources enter? City of National City Payroll HRIS RFP 20 ayee rrnina u1reme Ability to track termination by reason, date, rehire eligibility and COBRA election. Ability to archive terminated employee information indefinitely. Ability to enter and track performance -related notes on an exiting employee. Ability to maintain information on property issued to an employee such laptops, ,keys etc. so that this property can be collected. Ability to track multiple hire and termination data for a single employee. Ability to create a termination workflow that enables human resources to notify, assign tasks, or collect data from multiple partits,in the event of a termination. For example, notify and record that computer access has been disabled. System automatically updae' sick leave aced on criteria,Ability to assign c*rual cri table7towindividual or group �s)s,of em aea blishe" ria (or ployees. Ability foij1nployees and niOagers tO/ directly view leave a o is earned and taken, and the dates on which elaccruals were used. Ability to track otherorm0f periodic leave accrual such as compensatory leave and furlough leave hours. Ability for employees to request time off through self service. Managers can approve or deny request through self service. Ability for employees and managers to view future accrual balances based on a point in time. City of National City Payroll HRIS RFP 21 Ability to hold approved time off requests until appropriate pay period. Approved time off automatically pre -populated in time and attendance. System automatically flags time off requests for both the manager and the employee when the employee will not have the required accrued amounts. Abilityter to require additional approval from human resources. .' 4/ �' Ability to track leave type and dates as part of each employee's record. �'' `` ' Ability to produce reports on leaves by organization, department or employee. 4 ,„ 4./,, Ability to track FMLA by individual on a rolling calendar year. ,,, Ability to do multiple coding for leave hours. For example, time off could be coded both as sick leave and FMLA. ;% '',,, Ability to request and approve leave of absence (such as FMLA) electronically, including' necessary legal notices ,y,/ '4 ���'' ,' Ability to set leave accrual maximums and to flag the employee when he or she 1 approaching leave maxima n ,, r Ability to map all f an individual employee's time off/leaves during a specified period and in f7 a calendar Format. Availablet o self , service`. i' How does your available for revie em track scheduled leave versus leave actually taken? Is this information ensation ormance Managei qui emerlj or; Ability to store compensation range information as part of the employee record. Ability to store step compensation ranges. For example, minimums, maximums, midpoints (or steps) City of National City Payroll HRIS RFP 22 Ability to do mass updates of base pay by employment status. Ability to assign start and stop dates to different types of premium pay. Allows employees to access current compensation and compensation range/plan information via self-service. Automatically generates approval process for manager and HR when an employee becomes eligible for a "step" increase. "' �, Allows managers to access compensation data for employees and to run reports. 7/ '"M.� �% Allows managers to view general compensation plan structure. , ,. ' , � r=, Allows HR, manager and employee to track pay history. Ability to track performance reviews, both.due date and date completed. % , System automatically notifies a manager when` a performance review is due and overdue. , , Ability to complete annual ;goals and results - (performance reviews) online , Ability to store performance review documents as part of the employee record 2 J; Ability to store discipline date ,as�part o the;; j employee; record 2 w compensation data can b'e shared between your system and the City's ERP, Eden. �evelo me or Ability to store and monitor' training requirements for each position. Allows HR, manager and employee to review employee's training history. Ability to distinguish who enrolled but did not complete or attend training. System automatically notifies HR, manager and/or employee when a required training is due. City of National City Payroll HRIS RFP 23 Ability to create a training development program for an associate Ability to apply for tuition reimbursement on- line. Ability to track tuition reimbursement by class, date approved, completion date and reimbursement amount. Ability of employee to view this data. Ability to run completion reports of specific training sessions by division, department or employee. , Service Describe -your approach to implementation. Provide a" sam plan for the City. Who would be assigned to the implemental; What is the training process for the first payrq How many parallel run enmentation timitrg and action What is theirs xperience and background? Describe your support cent; j perations, including hours and location. What is the average tenure of your support center,§tat ouldthe�Cibe assigned an account representative for support? If yes whaty s here experience and tenure? How is back up support handled? What regulatory c f technical traiiiin i/anges with regar What type of trai technological upgra How are clients notified of system issues or downtime? How much down -time have you experienced over the last two years?Describe how you handle technological upgrades with your clients so that down time is minimized. Please attach all necessary and available SAS70 documentation. do you rovide to ensure that your clients remain abreast of to payroll? ourovide to ensure that your clients are aware of best practices and What written documentation is provided with your service? What type of information is available on your website? City of National City Payroll HRIS RFP 24 How is the quality of your support center monitored? Describe any formal quality programs you have in place. Review any available quality or performance data. What percentage of service calls are resolved upon first contact? If a call is not resolved, what is the process to resolve the issue? 'What types of issues are routinely resolved through service calls? What types of issues are likely to result in additional service charges? What is the ratio of support center staff to clients? On average, ho,v n do clients have to wait tohave a call answered? Do you facilitate a user group? How does the user grow'function? Organization Information Give a brief description of your organization's mission and business is a parent or a subsidiary in a group�of companies. Where is your company headquartered and where is mess model. Indicate whether the st facili to National City? What is your primary businessfocus? When didyou enter the payroll/HR outsourcing business? What percentage of revenues does' t s business represent? Has your companreceive u distinguish yourself from the competition? Describe our client base What client retention and HR services. What is the average size of your client? "rage, how long do your clients remain with you? What have yo ry average amnia sales been in the last five years? Has the company incurred an operating loss during this pertpd? Describe your organization's approach to research and development? What percentage of annual revenue is reinvested in research and development of new technologies? Describe new. technologies you have introduced in the last three years. References List any relevant clients within the same industry and client size that you work with. Provide contact information for at least three organizations. City of National City Payroll HRIS RFP 25 List two local clients of a similar size that have recently transitioned to your organization for payroll processing. Provide contact information. Pricing Describe implementation and service fees for the desired functionality as your pricing structure, please price separately the cost of a software so takeover of payroll administration. Describe any items that would require additional fees and thee/stimate+ services. How long would the proposed fee structure remainA Describe how your standard contract is structured. What fee increases have your clients expe enc d over the five SELECTION PROCESS outlined in the RFP. In on and the cost of a full st for those additional This RFP does not indicatenitment by the City to away contract to any successful respondent. The City intends to eatuate the propped services based upon the data presented in response to the RFP. Thy roposal will then be rei iev1ed based on qualifications, specific experience, references, fain' services and pricing, and then rated according to which companymeets the City s requirements. CONTRACT The firm selected shall be required to enter into a contract for this service with the City of National Ciiyrny contract rekulting from this RFP shall not be effective unless, and until, approved by the Cityof Nati+ a1 City, which may require City Council approval. Upon approval, the contracl%start within 1 day after the award of the contract. Before the City executes a contract, the selected firm shall furnish the City certificates evidencing insurance, as required by the City of National City. The City shall be named as additional insured. Certificates of Insurance must be accompanied by the applicable endorsements for the specific insurance policy. City of National City Payroll HRIS RFP 26 A sample contract is available for review. It is subject to change at the discretion of the City of National City. OTHER PROPOSAL INFORMATION A. Reservations Issuance of this RFP does not commit the City of National City to award a contract, to pay any costs incurred in the preparation of a response to thisqucst, or to procure a contract for services. The execution of any contract pursutsto this RFP is dependent upon the approval of the City of National City, which rrirayreq'uare City Council approval. The City of National City reserves the right to waieanyzirre or informalities in the proposal or proposal process. The City of N,a ional City retains the ri ht to reject all submittals. Selection is also dependent upohenegotiation of a mutually acceptable contract with the successful respondent. B. Acknowledgment of Amendments Each firm receiving a copy of this shalll acknowledge receipt of any amendment to this RFP by signing and returning the amendment with the comp, eted proposal. The acknowledgment must be received bythe Gityof National city at the time and place specified for receipt of proposal. C. Additionallnf to: estions regar Stace >Stevenson rig this solicitation shall be submitted in writing sources Director atonal Cif 2th Street, Suite A CA 91950 nationalcityca.gov Respon1e -s/firms are,'cautioned that any oral statements made that materially change any portion, ,afthis PO are not valid unless subsequently ratified by a formal written amendment to {had RFP. No technical questions that may materially change any portion of this RFP wit 'be accepted during the seven calendar days prior to the time and date set for receipt of proposals. D. Right to Cancel The City reserves the right to cancel, for any or no reason, in part or in its entirety, this RFP, including but not limited to: selection schedule, submittal date, and submittal requirements: City of National City Payroll HRIS RFP 27 E. Variations in Scope of Work The City Of National City may materially change the scope of work. Such changes may include additions, deletions, or other revisions within the general scope of RFP requirements. The City of National City reserves the right to waive the written requirement for a variation in the scope of work if, in the opinion of the City, such variation does not materially change the item or its performance within parameters acceptable to the City. F. Applicable Laws. The contract awarded shall be governed in all respect by thaws of the State of California, and any litigation related to the contract or this' FP;shall be brought in the State of California, with a venue of the San Diego Superior Cours;The firm awarded the contract shall comply with all applicable Federal?,Sate, and local laand regulations. G. Nonconforming Terms and Conditions. Any proposal that includes terms and conditions that do not conform to the'ms and conditions of this RFP is subject to rejection as non, responsive. The City df National City reserves the right to permit the respondent to withdrawnon-conforming terms and conditions from its proposal prio action by the City or National City City Council to award a contract. H. Late Submissions. Any proposal receiy or considered. r the date an me speciLied%for receipt shall not be accepted atinnal City are considered public records and selection for public inspection and copying upon City of National City Payroll HRTS RFP 28