· web view2019-06-28 · overview. this section provides an overview and expectations of the...

Request for Proposal (RFP)

For

Payroll / Timesheet / HRISSoftware System

(Posted June 28, 2019)

Due Date: July 22, 2019 by 4:00 pm

CONFIDENTIAL – Kent District Library

Payroll/Timesheet/HRIS Software System – Request for Proposal

Table of Contents1. Introduction and Supplier Instructions................................................................................3

1.1 Overview...............................................................................................................................................31.2 Evaluation Process and Criteria.............................................................................................................31.3 Written Response Requirements..........................................................................................................31.4 Payroll/Timesheet/HRIS Software System Milestone and Decision Timeline.......................................51.5 Format and Delivery of Response.........................................................................................................51.6 Confidentiality and Future Communications.........................................................................................61.7 Rights of the Library and Additional Disclaimers...................................................................................61.8 Duration and Applicability of Prices......................................................................................................7

2. Kent District Library Background........................................................................................82.1 Background – Company & Current Systems..........................................................................................8

3. Payroll / Timesheet / HRIS Software System Objectives....................................................93.1 Overall Objective...................................................................................................................................93.2 Minimum System Requirements...........................................................................................................93.3 Company Overview and Common Demonstration Script Outline.......................................................10

4. Appendix A - Infrastructure Requirements.......................................................................124.1 Technical Requirements......................................................................................................................12

5. Appendix B - System Maintenance, Business Continuity, & Disaster Recovery Req.. .136. Appendix C - Supplier Background...................................................................................14

6.1 Supplier Company Information...........................................................................................................146.2 Management Organization.................................................................................................................15

7. Appendix D - Supplier References.....................................................................................168. Appendix E - Pricing and Cost Structure..........................................................................179. Appendix F - Project Plan Example....................................................................................1910. Appendix G - Supplier Acknowledgements & Submission Checklist.............................20

CONFIDENTIAL – Kent District Library 2


1. Introduction and Supplier Instructions

1.1 OverviewThis section provides an overview and expectations of the Kent District Library (KDL) Payroll/Timesheet/HRIS Software System project and solicits responses from potential Suppliers who have the proven expertise to deliver the services that support the requirements documented herein. KDL makes available this Request for Proposal (“RFP”) as part of a competitive bid process. This RFP provides an outline of the evaluation process, project objectives and requirements.

Please note that KDL reserves the right to select a Supplier or to reject any or all Proposals (or components of such) at any time after the RFP response date, without requesting further concessions from, or giving notice to, other Suppliers (additional Rights of the Library and Disclaimers can be found in Section 1.7)

1.2 Evaluation Process and CriteriaKDL will use the following process for narrowing and ultimately selecting our final solution:

Review ALL the Proposals submitted. These will be based on this criteriao Meets the most “Minimal System Requirements” as described in Section 3.2 (55%)o Pricing and Pricing Details from Appendix E (e.g. Modules, Licenses, Fees, Recurring, One-Time,

Support, Maintenance, etc.) (30%)o Completeness of other written responses required in Section 1.3 (15%)o RESULT: 2 – 4 companies will be asked to present their solutions, provide an overview of their

product and features, and perform a common demonstration. The chosen 2 – 4 companies from above will present the following (no more than 3 hours per Supplier),

o Presentation of the common demonstration script KDL provided below in Section 3.3 o Presentation of a solution overview highlighting what makes their product great o Presentation of their company o Implementation Approacho Pricing and Pricing Detailso RESULT: One solution will be awarded the contract

1.3 Written Response Requirements

Your response to this RFP must address the following items in writing. You may also include other information you believe relevant to KDL’s assessment of your capabilities.

Describe in 5 – 7 pages (or 15 – 20 slides) your solution(s) to meeting KDL requirements. Include the key components, scope, and design in a “Preliminary Proposal”. This Preliminary Proposal may be refined upon further discussions between Supplier and KDL.

Identify any Minimum Requirements of Section 3.2 you would not be able to fulfill. Also describe other requirements you see asked to be demonstrated that you know your solution cannot handle based on your understanding of this document.



Describe your previous experience in 2 – 3 pages (or 6 – 8 slides) providing solutions for customers of similar size, scope, and requirements and discuss the results of those customers relevant to the actual timeline & actual costs compared to the project estimates.

List 5 – 7 challenges or problems typically encountered in delivering your solution to organizations of similar size & complexity and how those challenges or problems are addressed.

Identify 3 – 5 risks of implementing your solution, and strategies for minimizing each identified risk.

Describe your proposed Knowledge Transfer approach for this project in 1 – 2 pages (or 4 – 6 slides).

Describe how you would plan to manage this project in 1 – 2 pages (or 4 – 6 slides) from a scope, schedule, and budget standpoint.

Provide answers to the questions in Appendix A (Section 4.1 – Technical Requirements)

Provide answers to the questions in Appendix B (Section 5. – System Maintenance, Business Continuity, and Disaster Recovery Requirements.)

Complete Appendix C - Supplier Background

Submit three (3) references using the form in Appendix D. One of these references needs to be a client that proved to be a challenge during the implementation to the degree where the client was dissatisfied at some point, however, you ultimately turned the situation around and made them a satisfied customer. Please note which payroll system they were previously using before they accepted your solution. If possible, we would like to talk to one reference that is a Public Sector employer.

NOTE: Do not include Appendix E or any pricing details in your electronic submission. Pricing details will need to be mailed in a SEALED ENVELOPE and received by KDL by 4:00pm on July 22, 2019 via certified mail to ensure your Sealed Bid arrives in time. Acceptable delivery services include USPS Priority Mail, Fed-X, or UPS. Please provide detailed pricing using the form provided in Appendix E. Include all pricing options for software, hardware, cloud fees, and services for the solution you are representing. Please specify which components will be offered by partners, if any.

Using the instructions shared in Appendix F, provide an estimated schedule, timeline, or sample project plan, you are willing to discuss, refine, and ultimate warrant contractually, for the solution.

Complete the Supplier Acknowledgements and Checklist Details found in Appendix G.



1.4 Payroll/Timesheet/HRIS Software System Milestone and Decision TimelineKDL reserves the right to vary from this timetable as necessary

Issue / Post RFP to KDL Website June 28, 2019Provider question deadline. All questions must be emailed to [email protected]. Any questions received after this deadline will not be responded to.

July 12, 2019 at 12:00 pm EST

KDL will post the above compiled questions and responses for public review.

July 15, 2019 no later than 12:00 pm EST

Preliminary Proposals, Written Responses, and Sealed Bids Due per instructions listed in Section 1.3

July 22, 2019 at 4:00 pm EST

SEALED Bids Opened at KDL’s Service & Meeting Center located at 814 West River Center Dr. NE, Comstock Park, MI 49321

July 22, 2019 at 4:00 pm EST

KDL to select and notify Top 2 – 4 Solutions No later than July 31, 2019

Initial Company Overview & Solution Highlights Presentation of Section 3.3 – 2 hours Max. Onsite or WebEx (Supplier Choice)

August 12-13, 2019

Reference Calls Made TBD in August 2019Revised Proposal & Quotes Due 1 Week After DemoImplementation Discussions & Additional Proposal Refinements TBD in September 2019Final Proposal Refinements TBD in September 2019Contract Signing with Chosen Solution Immediately following

Board approval of proposal

Begin Implementation Efforts TBD in 2019

1.5 Format and Delivery of ResponseSuppliers are encouraged to follow the format of questions and answers as outlined in this RFP when responding to the client (KDL). Please refrain from “see brochure” or “see documents” in the response.

To expedite the response for this RFP, the Supplier must submit electronic information (in MS Word or PDF format preferred) of its response (excluding pricing details) by 4:00 pm on July 22, 2019, via E-mail, to:

Brian Mortimore [email protected]

As noted above in Section 1.3, the Pricing Details from Appendix E should be mailed separately and arrive by certified mail by 4:00 pm on July 22, 2019 in a Sealed Envelope to:

Brian Mortimore, HR DirectorKent District Library814 West River Center Dr. NEComstock Park, MI 49321


mailto:[email protected]



1.6 Confidentiality and Future CommunicationsThe Supplier should treat all information contained in this RFP, and obtained in subsequent communications with KDL, as confidential. The Supplier shall not refer to KDL in any media release, client negotiations or public announcement, or share this information with any third parties or subsidiaries, without KDL’s written consent.

All Supplier questions are to be asked by the deadline on July 12 th. KDL will not answer any more questions about the RFP or our business needs until after initial presentations, if selected. Once your solution has been presented at the Company Overview please direct applicable questions to:

Brian Mortimore, HR Director [email protected] 616-784-2226

1.7 Rights of the Library and Additional Disclaimers

A. The Library reserves the right to reject any and all Proposals received in response to this RFP. If a Proposal is selected, it will be the most advantageous regarding price, quality of service, the Supplier’s qualifications and capabilities to provide the specified service, and other factors that the Library may consider. The Library does not intend to award a contract fully on the basis of any one element in the Proposal.

B. The Library reserves the right to consider requests for modifications at any time before a contract is

awarded, and negotiations would be undertaken with that Supplier whose Proposal is deemed to best meet the Library’s specifications and needs.

C. The Library reserves the right to waive or not waive informalities or irregularities in the Proposals or

proposing procedures, and to accept or further negotiate costs, terms, and/or conditions of any Proposal as best suits the interest of the Library.

D. The Library reserves the right to negotiate any alterations to bid specifications due to oversight or

error. E. The Library reserves the right to seek clarification in writing about a Supplier’s Proposal during the

evaluation process. F. The Supplier is responsible for all costs associated in responding to this RFP, including any and all travel

related expenses, if necessary. The Library will not pay for any information requested herein, nor will it be liable for any costs incurred by the Supplier in preparing a Proposal.

G. Proposals must be signed by an official authorized to bind the Supplier to its provisions for at least a

period of 2 years.

H. In the event it becomes necessary to revise any part of this RFP prior to proposal submission deadlines, addenda will be posted on the Library’s website. Deadlines for submission of this RFP may be adjusted to allow for revisions. In the instance of a revision, the proposer’s entire Proposal document with any amendments should be resubmitted.

I. Each Supplier must perform its own evaluation of all information and data provided by KDL. KDL makes no representation or warranty regarding any information or data provided.




J. KDL makes no commitments, implied or otherwise, that this RFP process will result in a business transaction with one or more of the Suppliers.

K. No Supplier shall have any cause of action against KDL arising out of a failure to award an agreement to that Supplier, the failure to consider any Proposal, or the methods by which Proposals are assessed. Therefore, it is important that all Suppliers keep their current best Proposal, in terms of price and terms, presented to KDL at all times during this process.

L. Any waiver or deviation of the aforementioned terms must come in the form of a written agreement that has been mutually agreed-to by the parties.

1.8 Duration and Applicability of PricesWhile the actual length of the contract will be determined towards the end of this acquisition process, the prices, terms and conditions that are specified in the response should be valid for at least two years from the time this response is submitted.



2. Kent District Library Background

2.1 Background – Company & Current Systems

Kent District Library is public library system with approximately 350 employees working at 20 locations serving Kent County, Michigan. The KDL Service Center in Comstock Park serves as headquarters, housing all administration functions including Human Resources, and all other central services. KDL continues to grow with a new Ada location opening in 2021. KDL is a recognized as a leader in the library industry for progressive programs and services.

Kent District Library began in 1936 as the Kent County Library System. In 1994, the library separated from the county to form Kent District Library. The Board of Trustees is composed of eight members representing geographic regions of the KDL Service Area and are appointed by the Kent County Board of Commissioners. Presently, KDL serves a population of nearly 400,000 residents in 27 municipalities. This service area includes all of Kent County, excluding the cities of Grand Rapids and Cedar Springs, the Village of Sparta, and Solon and Sparta Townships.

KDL is an IRS-designated 501(c)(3) nonprofit supported by millage dollars and private donations. This requires the organization to record expenses in a manner that clearly indicates the purpose of the expense. KDL is exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code as a public charity and is exempt from State income tax as a District Library.

For further background about our company and our culture, we encourage you to get acquainted with our website: http://www.kdl.org/

Relevant to this RFP we currently have the following systems performing these functions:

Paychex - Unified Payroll/Timesheet/HRIS Software System NeoGov - Applicant Tracking System Bswift - Employee Benefits Enrollment Smarter U - Learning Management System Schedule 3W - Workforce Scheduling Software Abila / MIP - Accounting software Microsoft Windows - Windows 7 and 10 operating systems on staff computers Browsers – Edge, IE, Chrome, FireFox


http://www.kdl.org/


3. Payroll / Timesheet / HRIS Software System Objectives

3.1 Overall ObjectiveThe objective of this RFP is to find a Supplier who values partnering & great customer service as much as KDL does. We are looking for a Supplier who is open, direct, and knowledgeable in their system capabilities and how best these capabilities should be implemented at KDL to ensure our needs are clearly met and can help position us for the next wave of growth by taking advantage of your system features and processes. We are looking for a Supplier who will take the time to understand our current processes and applications and identify opportunities to leverage or replace existing systems where appropriate.

KDL plans to purchase and implement a new solution that will:

1. Ensure a positive user experience through a consistent, reliable and easy to understand interface while minimizing the need for workarounds and frequent HR intervention

2. Provide functional administrative capabilities at the Manager level as well as the HR level3. Provide additional functionality that we don’t have today4. Offer the ability to consolidate or migrate one or more of our other tools (or processes) into a single

solution in the future

3.2 Minimum System RequirementsIdeally all solution providers will be able to meet these requirements. But we understand that in the event of a Niche provider submitting their solution they may not be able to do “all” of them. Consequently, we are asking all Suppliers, as requested in Section 1.3 of the Written Response Requirements, to please note which of the following your solution will not be able to achieve.

Timesheet Systemo Must be compatible with both Windows, iOS and Android devices.o Must have options for timeclocks. (Currently we are not using a timeclock system).o Must be able to accommodate multiple time-off accrual schedules in both real time and projected into

the future based on planned/approved absences.

Payroll Systemo Must be able to enter pay rate and deduction changes with a future effective date.o Must have the ability to file all required tax formso Must have ability to track general ledger coding based on employee’s place in the organizational chart

and position title (3 levels) and automatically prepare appropriate journal entries to integrate with accounting software (MIP/Abila).

o Must have the ability to run complex custom reports.

HRISo Must have self-service for new hires to enter on-boarding paperwork.o Must enable staff to make changes to address, withholdings, direct deposit, beneficiaries, other.o Must have the ability for supervisors to easily log performance and goals, while enabling HR to track

and monitor performance reviews.



3.3 Company Overview and Common Demonstration Script Outline

These should be incorporated into your overview presentations on August 12 - 13 (not to exceed 3 hours). To guide our decision process we request that all Suppliers follow a common demonstration script that we have created that blends together the tasks we currently handle with the tasks we want to handle in the future.

We will start by asking each Supplier to provide a quick overview of their company including insights into the following:

Company Background (Leadership, Purpose, Focus, Targeted Industries, etc.) Why are you a leader in the industries you serve? What makes you different or distinguishes you from your top competitors? Size (# Employees, # Customers, # Partners, Revenue $$$, etc.) Revenue Mix (Breakdown by Various Products, Services, Recurring Maintenance, etc.) New Named Customers or Accounts (# Past 5 years) Staffing Breakdown (Sales & Mktg, Professional Services, Administration, Help Desk & Support, R&D, etc.) Key Partner Relationships and Specialties R&D Funding Commitment ($$$ for Past 5 years, Current Year, and Next Year’s Projections) Product Roadmap for the next 2 – 5 years Support Policy & Options (e.g. Service Level Agreements, Technical Support, Onsite Troubleshooting, etc.) Listing of the latest features introduces and bug fixes sent out with your most recent product update

Then we would like each Supplier to provide an overview of their solution highlighting the following: Intuitiveness of their user interface and navigation Ease of personalizing the product and reports Completeness of your Reporting Tools

Finally we would like each Supplier to show us how their solution would address the following common scenarios:

Employee Perspectiveo View paystubs and tax formso Change address and tax withholdingso Enter timesheeto View time off balances (in real time and projected)o Request time off

Manager Perspectiveo View punch errors and make corrections to staff timesheetso Approve staff timesheetso View and sign off on time off requestso Create entry in employee performance

HR Perspectiveo HRIS:

Onboard new employee Change employee demographics View performance management entries Run custom reports



o Timesheets: View which managers have not approved staff timesheets View punch errors View overtime Transfer timesheet data to payroll Automating time-off accruals based on employee class and schedule

o Payroll: Enter payroll adjustments Enter pay rate/deduction changes with future effective date Print pre-processing reports Run payroll journal Run labor distribution report Run journal entry (each employee based on three levels of coding determined by

organizational chart and position title) to post to accounting software (MIP/Abila) Providing either individual increase, or mass increases based on employee title and

according to a determined schedule (e.g., All Circulation Assistants receive 2% increase on November 15th)

Demonstrate features that are used to minimize payroll errors



4. Appendix A - Infrastructure Requirements

4.1 Technical Requirements

This information will need to be submitted in writing with your initial Proposal and make it clear which items below are included or not included in your solution pricing. The HR/IT Team from KDL may schedule a phone discussion on any answers that need further clarification.

We need to understand your technical infrastructure requirements and options to the following:

Please share any fraud protection designed into your product.

Please include a copy of the most recent SOC 1 report.

Identity Access Mgt. - How are users authenticated and controlled? How do you leverage single sign-on tools?

Product Configuration - What screen & report “personalizations” are possible without “modifications” to the source code?

Integration Flexibility - What Application Programming Interfaces (API’s) are standard? What options do you recommend to connect your system to the rest of the KDL applications?

Implementation Services - Please describe your typical implementation approach. Please share what % of your customers have utilized your services for the following categories: Data Conversion, Application Training, Project Management, Implementation Support, Customizations, Integrations, and Other.

License models and limits - Please explain the user license options and limitations of each.

Security - Please explain how your system maintains secure access (or prevents access) while using appropriate aspects from outside the KDL Network (e.g. various admin portals).



5. Appendix B - System Maintenance, Business Continuity, & Disaster Recovery Req

We would like to understand your recommended approach to ensuring we are able to maintain our systems and continue to run our business from anywhere 24x7 (with normal & reasonable maintenance window downtimes).

System Maintenance: Please describe below the frequency of application updates including patches and please describe below

the periodic maintenance process, including alerting.

Business Continuity:KDL’s desire is to be able to run our business 24x7 with zero technical interruptions. However, we realize that application software, computer hardware, electronic devices and mechanical components do fail from time to time. Please list your recommendations to architect and mitigate the following failures from becoming a multiple day outage:

HRIS & Related Application Software –

HRIS & Related Hardware (e.g. time clocks, biometric scanners, etc.) –

Please provide failover and redundancy details regarding the following components:o Number of internet connections

o Bandwidth of each connection

o Network Router functionality and capabilities

o Network traffic load balancers

o Internet security and monitoring

Disaster Recovery:Please share how you recommend recovering from a real or “perceived” disaster. A few specific items of interest to us are:

Amending a W-2s following discovery of an error. Adjusting an employee’s direct deposit funds due to a payroll error. Other charges associated with disaster recovery? If you are proposing direct integration with our accounting software (Abila/MIP) or have the ability to

integrate with other accounting systems, then discuss what happens when payroll data fails to transfer from your payroll solution to accounting software.



6. Appendix C - Supplier Background

6.1 Supplier Company Information

Please provide this information with your written RFP Responses

6.1.1 Contact Details. RFP response completed by:

Name

Title

Address

Phone

E-mail

6.1.2 General company information

Questions Answers

Legal name of Company

State of incorporation

D-U-N-S Number

Tax ID Number

Years in Business

Ownership

Main Office Location

Other Office Location(s)

6.1.3 Please list any organizations in which your company has an equity stake.

6.1.4 Please list any organizations that have an equity stake in your company.



6.1.5 Please attach your company’s most current certificate of insurance

6.2 Management Organization

6.2.1 Please provide organization charts identifying key personnel with credentials that would interact with us for this project.

6.2.2 Are there any known Management changes or anticipated mergers or acquisitions pending within the next 12 months?

Yes No

If yes, please specify.



7. Appendix D - Supplier References Please provide details of at least three companies to whom you have supplied the proposed solution / services and who may be contacted by KDL. Please refer to Section 1.3 for specific Reference characteristics when completing the references. Ideally we would like to have multiple viewpoints from key stakeholders, such as Branch Management, Finance, and/or HR.

Reference site A – Initial frustration, now a happy customer

Company Name:

Previous HRIS System:

Mailing Address:

E-mail Address:

Contact Person:

Title:

Reference site B – Public Sector employer

Company Name:


Mailing Address:

E-mail Address:

Contact Person:

Title:

Reference site C – Your choice

Company Name:


Mailing Address:

E-mail Address:

Contact Person:

Title:



8. Appendix E - Pricing and Cost Structure

The information in this section will become your SEALED BID. Please fill out this information with enough detail to clearly understand your proposed pricing and put it in a sealed envelope. As part of your written submission, we are requiring all sealed bids to arrive by July 22nd via certified mailed certified mail before 4 pm. Address the Sealed Bid to:

Brian Mortimore, HR DirectorKent District Library814 West River Center Dr. NEComstock Park, MI 49321

Your Sealed Bid should be for the complete solution (software, hardware, cloud fees, services, etc.) required to address all requirements and deliverable work products described in this RFP and in your response. Please detail all costs associated with this project, including, but not limited to, any materials required, other expenses, etc. Supply costs for any work that we may require out of the scope of this RFP.

Note: If your solution continues to progress along, there will be times to make appropriate proposal pricing adjustments. This will eventually become a “fixed fee” based acquisition where the Supplier is responsible for the deliverables on a fixed price and fixed schedule basis. Consequently, please indicate any obligations the customer will have to ensure that your work can be done to schedule.

Project Estimates:

Description One-time Cost in USD

Year 1 Annual Cost

in USD

Year 2 Annual Cost

in USD

Option A: License Costs – Enterprise wide (provide price per module)

Option B: License Costs – Per Named User or Seat or Branch (provide price per module)

Hardware Costs (List all components)

Cloud Service Fees (if applicable)

Supplier provided Training (provide price for each variety of class recommended)

Professional Services Costs (provide cost by category – Data Conversion, Process Review, Setup & Configuration, Enhancements, Customizations, etc.)

Maintenance Costs

Support Costs

Other Costs not referenced above



This offer remains open for one year from the date below:

DATE:

SUPPLIER’S LEGAL NAME:

AUTHORIZED SIGNATURE:

PRINTED NAME:

TITLE:



9. Appendix F - Project Plan Example

Please provide an example of a project plan with dates that might reflect a similar engagement to KDL’s project that you proposed or implemented recently. For purposes of consistency, consider starting the project October 1, 2019 and completing by October 30, 2019 or sooner. Please include the timeline deliverables with specifications on supplier and client responsibilities.



10.Appendix G - Supplier Acknowledgements & Submission Checklist

By virtue of submittal of this RFP, the Supplier acknowledges: That all of the requirements of this RFP have been read and understood. That Supplier is not delinquent on the repayment of any debt. That Supplier is presently not debarred, suspended, proposed for debarment, declared ineligible, not

voluntarily excluded from covered transactions by any Federal department or agency. The individual signing below has authority to enter into this on behalf of Supplier. Supplier, through the signature below of its agent, hereby offers to provide the requested products/services

at the prices identified under the terms and conditions stated and incorporated into this RFP. Supplier has also ensured the following has been completed and considered:

Provided a written response to everything mentioned in Section 1.3

Submitted the written response via email to [email protected] by July 22, 2019 at 4:00 pm

SENT the SEALED BID via Certified Mail to Brian Mortimore to arrive by July 22, 2019 at 4:00 pm

If selected, Supplier is prepared to meet the timeline for presentation

This offer remains open for one year from the date below:

DATE:

SUPPLIER’S LEGAL NAME:

AUTHORIZED SIGNATURE:

PRINTED NAME:

TITLE:



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