1-RFI 545199 Payroll, Time and Attendance System.pdf

Detroit, MI Request for Information

RFI #545199

City of Detroit

Payroll, Time and Attendance System

RFI No: 545199

Disclaimer

This Request for Information (RFI) is for information and planning purposes only and should not be construed as a solicitation for applications or as an obligation on the part of the City of Detroit (City). The City does not intend to award a contract on the basis of responses nor otherwise pay for the preparation of any information submitted, or the City’s use of such information. Although "proposal" and "offeror"' may be used in this RFI, your response will be treated as information only. It shall not be used as a proposal.

1.1 Introduction and Objectives

The City of Detroit, Office of Contracting and Procurement (OCP), on behalf of the Office of the Chief Financial Officer (OCFO) and the Department of Innovation and Technology (DoIT) is seeking information from qualified vendors regarding Payroll and Time & Attendance (T&A) Systems.

The purpose of this RFI is to understand available solutions, functionality, and go live timing of 24 months maximum for implementation and estimated costs.

This RFI is for information-gathering only and does not constitute a commitment to purchase or issue a Request for Proposal (RFP).

This RFI will help the City understand current vendor capabilities, available technologies, and innovative approaches that can deliver a reliable, scalable, and integrated Payroll, Time and Attendance solution for this high-profile space.

1.2 Description of Environment and Background

Organization Overview

• City of Detroit

• Municipality

• Number of Employees: ~9,000

• Employee Types: Hourly, Salaried, Union, Part-time, Seasonal

• Current System: UKG

The City of Detroit is seeking a Cloud Based solution that will:

• Accurately process payroll and employee time

• Improve compliance with labor and tax regulations

• Reduce manual processing and errors

• Support multiple pay rules and schedules

• Integrate with existing HR and financial systems, including but not limited to Oracle Cloud

Financials, Oracle Fusion Project Financials and Oracle Fusion Grants Management

• Provide standard and custom reporting.

• Enforce validation rule, completeness checks, audit logging and secure storage.

• Role based security.

• The ability to utilize the City's SAML Authentication (Azure Active Directory) for user validation to achieve single-sign-on, regardless of deployment method.

• Encryption of data in transit and at rest.

• Offer a positive user experience for employees and managers

1. RFI INTRODUCTION AND BACKGROUND

2.1 Executive Summary

The City of Detroit seeks information for a cloud-based Payroll, TIme and Attendance System. Information on the following is requested.

Requirements

• Multiple pay groups and pay schedules

• Hourly and salaried payroll

• Overtime and premium pay rules

• Shift differentials

• Retroactive pay

• Garnishments and deductions

• Direct deposit and check processing

• Year-end processing (W-2 etc)

• Payroll tax filing and compliance

• Supported Time Clock Types o Badge or PIN-based systems o Biometric readers (fingerprint, facial) o Mobile/GPS-based clocks with optional geofencing for field locations o Fixed kiosks or tablets

Time & Attendance

• Time capture methods (web, mobile, badge, biometric)

• Employee self-service time entry

• Supervisor approval workflows

• Scheduling and shift management

• PTO, vacation, etc, and leave tracking

• Accrual rules and balances

• Union and complex labor rules

• Exception reporting and alerts

Other

• Labor law and payroll tax compliance support

• Audit trails and controls

• Standard payroll and T&A reports

• Custom report creation

• Export formats (Excel, PDF, CSV)

• Uptime target ≥ 99.9% monthly for clocking and services

Pricing Please provide:

• Pricing model (per employee per month, tiered, flat fee, etc.)

• Pricing model to purchase or lease time clocks

• One-time implementation costs

• Optional modules or add-ons

• Support and maintenance fees

• Contract length options