14008 Addendum 1.pdf

Rev. 07/28/2016-14008 Addendum 1.doc

Finance Department David P. Schmiedicke, Finance Director City-County Building, Room 406 Purchasing Services 210 Martin Luther King, Jr. Boulevard Madison, Wisconsin 53703 Phone: (608) 266-4521 Fax: (608) 266-5948 finance@cityofmadison.com www.cityofmadison.com/finance/purchasing

DATE: February 21, 2025

RE: ADDENDUM 1

14008-0-2025-BP

Human Resource Management Software

Notice to All Bidders:

There is a new due date for this RFP. It will now be due Monday, March 17, 2025 at 2:00pm CDT.

Please note the following responses to the questions received:

Question 1 PG 3- Section 5.1 Scope of Work. "The City is not interested in transitioning its Payroll System at this time. Vendors proposing solutions that require payroll to be transitioned immediately will be disqualified."

Can you confirm you would like to see Payroll and Payroll Services as optional functions?

Answer 1 The City does not plan to transition it's payroll functions for at least 5 years. Currently, our goal is to find a vendor whose platform will work seamlessly without payroll. In the future, we believe it would be more efficient to have all these employee functions(including payroll) in one comprehensive system. Thus, a platform that does not require payroll, but has a payroll module available when we are ready to transition, is optimal.

Question 2 PG 4- Section 5.1 Scope of Work: Time Tracking. "UKG (Kronos, Telestaff), Timekeeper. These systems are in addition to Tyler ERP/ESS, and are commonly used in departments with field staff, such as Police, Fire, Fleet Service, Parks, Streets, and other Public Works divisions. Data collected in the various time tracking sysartems is transferred into the Tyler ERP system during the bi-weekly payroll process. While moving to a single time management system could add efficiency, this is currently a lower priority goal."

Are you open to optional solutions that include a Scheduling Tool on top of a standard Time and Attendance solution?

Answer 2 Yes, if an embedded scheduling tool will reduce duplication within our processes and make operations more efficient without exceeding our available budget we are open those options.

mailto:finance@cityofmadison.com http://www.cityofmadison.com/finance/purchasing

February 21, 2025

2/21/2025-14008 Addendum 1.doc

Question 3 In Section 5 – Scope of Work and Required Information, Item 5.1 – Scope of Work, the City states, “The City is not interested in transitioning its Payroll System at this time. Vendors proposing solutions that require payroll to be transitioned immediately will be disqualified.” Yet, in Appendix D, the City includes Payroll Processing and Payroll Accounting as part of the RFP response deliverables.

Question: Please clarify whether payroll processing and payroll accounting are in scope for this project.

Are we at risk of being disqualified by presenting our payroll solution capabilities as part of our response, as queried in Appendix D?

Answer 3 The City does not plan to transition it's payroll functions for at least 5 years. Currently, our goal is to find a vendor whose platform will work seamlessly without payroll. In the future, we believe it would be more efficient to have all these employee functions(including payroll) in one comprehensive system. Thus, a platform that does not require payroll, but has a payroll module available when we are ready to transition, is optimal.

Question 4 In Section 5 – Scope of Work and Required Information, Item 5.4 – Required Information and Content of Proposals, Item 3 – Proposed Software Solution, Item 1b), the City requires that we “Identify any optional modules that would add additional efficiency or significant functionality to the proposed solution.”

Question: As referenced above, “Vendors proposing solutions that require payroll to be transitioned immediately will be disqualified.” If payroll solutions are a component of our solution suite, offering efficiency and functionality, will we be disqualified by including that component of our solution in response to this requirement in the RFP?

Answer 4 Only systems that require the City to transition its payroll system immediately will be disqualified. If your proposed platform can handle Onboarding, Learning Management, Performance Management, and Records; and has a payroll function that can be added efficiently at a point in the future, that would be our optimal setup.

Question 5 In Section 6 – How to Submit Your Proposal, Item 6.9 – No Exceptions from Bidders, the City states, “Exceptions to this RFP are not permitted. The City of Madison reserves the right to reject bids that take exceptions or don’t follow the requirements of this RFP. If you ask to change the requirements, specifications, sample contract, or legal terms, that is considered an “exception.” A statement that you will not or cannot comply with any part of this RFP or the sample contract will also be considered an “exception.” (If this RFP allows substitutions or alternate solutions, the Scope of Services (Section 5) will make this clear, and that is not considered an “exception.”)”

Question: Please confirm that the City will not accept any suggested changes to any component of the RFP, including sample contract (which the City states may be modified) or legal terms. Please confirm that any suggestions will disqualify the bidder from the solicitation process.

Answer 5 Section 6.9 says the City has the option to reject proposals that take exception with our sample contract – not that we “will.”

Section 8.1 also says exceptions to the sample contract “may” result in proposal rejection. Finally, section 9, which is specific to technology purchases, explains how our sample contract and any legal terms for your technology could work together and allows for negotiation at the City’s option. Our sample contract contains many clauses that are mandatory under city ordinance, policy or regulation.

We stand by our sample contract as the appropriate vehicle to build the contract around, together with necessary licensing terms.

The City understands that when purchasing technology, your intellectual property is involved. There will be room to customize the final contract to recognize the proprietary nature of your solution, intellectual property rights, data ownership, etc., consistent with Section 9.

The City expects all bidders to bid on our contracts using the legal terms provided in the RFP and sample contract. This assures that all bidders are on an equal playing field when it comes to their willingness to use the City’s sample contract. A statement up front that a bidder takes exception, or will not comply, with any part of the sample contract makes that vendor less desirable to do business with and subjects that bid to the possibility of being rejected.

Bidders are not expected to sign the sample contract as part of the bidding process. The sample is not a complete or final contract. Once a contract is awarded the City may choose to, but is not obligated to, negotiate or clarify legal terms with the selected vendor.

Question 6 In Section 8 – Legal Contract Requirements, Item 8.1 – Sample Contract, the City states, “You must review the Sample Contract(s) attached to the end of this RFP. This contract* will be used for the work resulting from this RFP. By submitting a proposal, you are willing to enter into a contract with the terms found in the Sample Contract. Exceptions to the legal terms are not allowed and may result in your proposal being rejected. The City does not negotiate legal terms prior to award.”

*While the City strives to provide the most appropriate sample contracts, the City reserves the right to modify the form for any contract resulting from this RFP.

Question 6A: The City expects the bidder to accept the terms presented in the Sample Contract.

However, in the same section, the City states that the City has the right to modify the form for any contract. Does the City expect the bidder to agree to a sample contract which, in the City’s own statements, can potentially change? Please clarify the expectations for a bidder to accept terms within a contract which, as part of the documentation, is stated to change at the City’s prerogative.

Question 6B: Does the City truly allow no exceptions to the legal terms?

Answer 6A See answer to Question 5

Answer 6B See answer to Question 5

Question 7 In Section 9 – Important Legal Information for Software and Technology Contracts (Contracts over $25,000/year), the City states, “The City’s Contract for Purchase of Services (Software/Technology) must be used as the primary contract when purchasing professional IT services, training, data conversion, implementation, subscriptions, support and maintenance, hosting, and software that is delivered as SaaS.” Additionally, the City states, “Vendor Contract Documents and Legal Terms: Madison does not have a standard software license or SaaS subscription agreement. The selected contractor is expected to provide legal terms specific to their software solution. This could include an end user license agreement (EULA), SaaS subscription agreement, Service Level Agreements (SLA) for up time and response times, support and maintenance services, confidentiality language (if any), data security and privacy, sample hosting agreements, and any other contract forms appropriate for the proposed solution. The City may use your contract together with our Contract for Purchase of Services, after review and negotiation by the City Attorney. The City reserves the right to negotiate all contract documents. The City does not sign vendor contracts or agree that your contract will be the “top” paper, but will negotiate a contract that contains agreed language to protect both parties, using the City’s form as the basis for the contract.”

Question: The statement in Section 8 contradicts the statement in Section 9. The contractor selected is supposed to provide legal terms, yet the City states previously that contractors must accept the City’s terms. Will the City negotiate contract documents? Please clarify the terms and conditions required and expected as part of this solicitation.

Answer 7 See answer to Question 5

Question 8 In Appendix D, Line Item 235, the City states, “The following section includes system requirements that are considered optional to the City of Madison. These requirements are "nice-to-haves" for the future, but are dependent on cost and resources.” However, functionality requirements for “Recruitment Management” in Line Items 237-251 and individual requirements through to Line Items to 282 are designated as “Mandatory.”

Question: Are Recruitment Management functionality components mandatory? Please clarify whether Recruitment Management is mandatory or optional for the City.

Answer 8 Recruitment Management is not a mandatory component of the proposed system. The City currently uses the Neogov applicant tracking system for recruitment. A platform with a Recruitment Management module would be evaluated against our current functionality to determine if the module added significant efficiency to warrant a purchase with the core system (Onboarding, Learning Management, Performance Management, and Records Management).

Question 9 In Appendix D, Line Item 235, the City states, “The following section includes system requirements that are considered optional to the City of Madison. These requirements are "nice-to-haves" for the future, but are dependent on cost and resources.” However, individual functionality requirements for “Succession Planning” in Line Item 322 through to Line Item 330 , and for “Benefits Management” in Line Item 332 through to Line Item 343, and for “Employee Self-Service (ESS) in Line Item 345 through to Line Item 349 are designated as “Mandatory.”

Question: Are Succession Planning, Benefits Management, and Employee Self-Service functionality components mandatory? Please clarify whether these functional components are mandatory or optional for the City.

Answer 9 Succession Planning, Benefits Management, and Employee Self-Service are not mandatory components of the proposed system. A platform with these capabilities would be evaluated to determine if the modules add significant efficiency to warrant a purchase with the core system (Onboarding, Learning Management, Performance Management, and Records Management).

Question 10 In Appendix D, the “Low” selection isn’t available for the Vendor Fit Column. It should be there based on the instructions page, as it represents the “Yes, with significant configuration” option. Could the City advise on how to respond if we were to select this option?

Answer 10 This is an error in the original Appendix D spreadsheet. A revised version has been added as Appendix D_Version 2. The selection of "Low" should now be available.

Question 11 Does the City have any blackout durations which we should consider while formulating the project plan?

Answer 11 When developing your project plan there are no blackout periods which need to be avoided. However, it is unlikely that any significant work would be started before the 3rd quarter of 2025.

Question 12 Please provide any insight on data conversion volumes for

a. Record retention?

b. Training transcripts?

c. Years needed?

d. Count of system holding legacy data that will be migrated to the ERP?

Answer 12 The City does not have an existing HRM tool. This data is stored in a variety of formats and locations, meaning there won't be a conversion that can take place, we will need assistance moving the data into the new system's format and structure. We have yet to decide how many years of data will be migrated to the new system, it will depend on the system's implementation and cost. Systems holding legacy data include the systems referenced in the System Integration section of Appendix D, as well as SharePoint, KnowledgeLake 2010, network drives, paper files, etc. Record retention policies will follow state and local retention schedules (https://docs.legis.wisconsin.gov/statutes/statutes/19/II/31). The City's records retention schedules are the appendices to APM 3-6 Records Management Program (https://www.cityofmadison.com/mayor/apm/3-6.pdf).

Appendix A: General Records & RDAs (https://www.cityofmadison.com/mayor/apm/it/APM3- 6AppendixA.pdf) Appendix B: Police (https://www.cityofmadison.com/mayor/apm/it/APM3-6AppendixB.pdf) Appendix C: Public Health (https://www.cityofmadison.com/mayor/apm/it/APM3-6AppendixC.pdf)

Question 13 Do you have in-house staff that can run either delivered or custom reports from the legacy systems?

Answer 13 Yes, we have staff who can run reports from the City's systems.

Question 14 The City has indicated its intention to continue using Tyler at go live for Payroll, Benefits, Employee-self-service (ESS), and Time/Absence. Can the City please,

a. Explain what is “ESS” today and if the intent at go live of the initial phase is to enable ESS of the scope?

b. Relative to time management, benefits, recruiting, requirements are noted as mandatory in Appendix D, is this supplied for pricing in a future phase? If so, will that phase start within 1 - 2 months after the initial go live?

Answer 14 Employee Self-Service (ESS) is currently used for benefits open enrollment, W2s, W4s, Direct Deposit, address changes, and some agencies use it for time entry. Until we have better information on the benefits and costs of the module we are unable to determine if the ESS module would be added now or potentially in the future.

Time Management, Benefits, and Recruiting are optional functions that the City may purchase immediately if they add significant efficiency to operations and if the additional cost is within the available budget.

Question 15 Are multiple jobs or other unique job structures used (e.g., Retirees who are also an employee in a part or full-time capacity in a separate role)?

Answer 15 With the exception of Crossing Guards, permanent City employees are not allowed to simultaneously hold more than one position with the City. Some hourly and retired employees will also work for the Clerk's Office during elections. Retirees will occasionally return, if they exceed 1200 hours/year there are impacts to their Wisconsin Retirement System accounts.

Question 16 Could you please clarify how the City envisions use of “virtual community spaces” (on page 6, section 5.1E) within the ERP? Is the plan to keep those meetings within Mediasite?

Answer 16 We are envisioning these spaces as a place to build community amongst staff members. A virtual place folks can connect, ask and answer questions, post and find resources, find and provide support. Some examples may be: a New Hires group, a Supervisors group, Change Management Community of Practice, Affinity groups, etc. We see this as something closer to a moderated discussion platform rather than a meeting space like Zoom or Teams.

Question 17 Does the City offer training to the community?

Answer 17 The City does not intend to use this system to facilitate public-facing (non-City employee) trainings.

Question 18 What are some past projects you’ve executed, and did they go? Were there any pain points?

Answer 18 The City has completed several enterprise technology implementations in recent years, varying in size and complexity. A common challenge amongst all implementations is user adoption and training, as well as change management in process decision making.

Question 19 A key business objective is to maximize user adoption; what challenges does the City foresee in attaining high levels of user adoption?

Answer 19 A few key hurdles may be:

Employee access - Many staff are in field positions and do not have access to City email or workstations, thus they would be interacting on mobile devices.

Employee training - In past citywide software releases, employee training has been a challenge due to the wide variety of employee duties and differing levels of comfort with software systems.

Security & privacy - Employee trust has been a concern in the past. An HRM system compiling an extensive array of data, may bring up the issue again.

Question 20 What will the optimal user experience look like?

Answer 20 Our preferred user experience will be simple to navigate on a PC as well as a phone or tablet, it will be intuitive, and accessible to all employees. The system would have role-based access down to the employee or position. The platform would have robust integrations with our current systems. Interactions with the system will be quick and efficient, employees will be able to personalize their home pages and be able to setup individualized dashboards for relevant information. Visualizations will be easy to create within the system and data extraction will be possible with low or no-code tools. Finally, the system will be able to elegantly address all of our critical needs; Onboarding, Learning Management, Performance Management, and Records.

Question 21 Briefly describe your organization’s culture and estimated level of resistance to change/adoption of technology.

Answer 21 With more than 3500 employees spread across more than 30 agencies, and both union and non-union employees, our culture cannot be described as a single entity. Each department has its own culture and its own challenges. As mentioned in Question 19 we expect there will be hurdles involving Employee Access, Employee Training, and Data Security/Privacy. However, since this system brings capabilities that have not previously existed in the City, and a leap forward in employee inclusion and development, we do not anticipate general employee negativity or general resistance to the technology.

Question 22 Please refer to Table A: Integration Listing in this document. Please add/modify the table so we have a listing of the required integrations. Each row is specific to one data object from a source system to a target system. Please list bi-directional integrations across two rows. Please also confirm data formats from/to the systems outside of Oracle.

Source System

Source System Data Format Target System

Target System Data Format Data Object

Current Integration Method <Reqd>

NeoGov ATS Flat File

Oracle Cloud HCM Flat file

Candidate hire status data Manual?

Azure AD Flat file Oracle Cloud HCM WebService Email Address

Manual?

Oracle Cloud HCM Flat file Azure AD Flat file Employee info

Cloud HCM Flat file LMS

Flat file Employee info

Cloud HCM

Flat file

Aurora Badge system

Flat file Employee info

Time tracking system -

UKG

Oracle Cloud

HCM ??

Time tracking system - Kronos

Benefits

MAIOR

Workforce Management

HCM

Cityworks Work request mgmt

Mediasite

Attendance mgmt

Tyler ERP

Answer 22 We don't have enough contextual information to complete the requested Table A.

Question 23 Outside of the integrations listed above., Are there any other integrations that we should be scoping for?

Answer 23 Any required system integrations are listed in Appendix D under System Integrations.

Question 24 For the integrations in the table above where data object is not stated. Would you please let us know what data you were expecting to be either sent or received from these systems?

Answer 24 We don't have enough contextual information to complete the requested Table A.

Question 25 For the media site, time tracking, attendance management and the Tailor ERP systems, is any data expected to return to Oracle Cloud or is all data being sent to these respective systems from Oracle?

Answer 25 Generally speaking, two-way data flow is not required for these examples. However, the City would conduct extensive analysis of specific process workflows and systems when a system is selected to be certain.

Question 26 What types of records are kept for employees as part of your Records Management processes?

Answer 26 Employee personnel files are kept for 8 years following an employee's departure. These records may include Hiring Records (position descriptions, test scores, personnel action forms, transcripts, resumes, etc.), Onboarding Documents (handbook acknowledgements, policy acknowledgements, orientation checklists, probation evaluation forms, job descriptions, insurance forms, CDL license forms, etc.), Disciplinary Documents (investigation notices, letters of instruction, separation agreements, etc.), Accommodations Forms (self-identification forms, accommodations request forms, fitness for duty forms, etc.), and Medical Documents (medical leave requests, correspondence on medical issues, results of annual physicals, drug testing records, return to work notices, etc.), are some of the records we seek to manage.

Question 27 How many training courses do you anticipate?

Answer 27 In 2024, the City's Organizational Development Unit offered 42 different instructor-led live courses with 107 sessions. It is anticipated that this will increase substantially with the on-demand capacity an LMS would provide.

Question 28 Do you anticipate migrating payroll to the Cloud? If so, when?

Answer 28 The City intends to keep its current payroll system for the next 5 years.

Question 29 Does the City prefer to migrate recruitment to the Cloud at this time?

Answer 29 The City's current recruitment/applicant tracking system is cloud based. A move from the current system to a new system will be based on budget availability and operational efficiency gains anticipated from moving to a new system.

Question 30 Will UKG remain until payroll transitions to the Cloud?

Answer 30 This is currently unknown.

Question 31 Does the City have specific data conversion requirements, such as a number of years of history?

Answer 31 The City does not have an existing HRM tool. This data is stored in a variety of formats and locations, meaning there won't be a conversion that can take place, we will need assistance moving the data into the new system's format and structure. Requirements for numbers of years of history will be influenced by record retention schedules. For most employee data, it's 8 years following an employee's departure.

Question 32 Will absence management be kept with timekeeping and payroll?

Answer 32 Payroll is likely to be the last module added to the system and at least 5 years away. An employee time management module capable of providing employee scheduling and absence management may be implemented prior to payroll, depending on budget availability.

Question 33 Has the City been working with consultants in creating the scope of this solicitation? If so, with whom?

Answer 33 Yes, the City has been working with consultants from Moss Adams on requirements gathering, process mapping, and staff education.

Question 34 Have you seen any vendor demos or received input from any vendors prior to releasing this RFP? If so, by whom?

Answer 34 Groups of staff have viewed a variety of software demonstrations to educate themselves on what is possible from HRM systems.

Question 35 How does the City define success for this project, and what key performance indicators will be used to measure return on investment?

Answer 35 It is likely to be a number of years before the City can measure the overall return on investment obtained from the acquisition and implementation of the HRM system. As Employee Onboarding may be the first module to launch, we will be examining our employee retention, specifically we will be looking at our early turnover. A new onboarding process developed to accompany the HRM should produce greater employee engagement and employee satisfaction within the group of newly hired staff. Increased satisfaction should lead to increased retention which will reduce recruitment expenses and initial training expenses. The new onboarding module should also reduce the time required to complete the administrative tasks associated with onboarding. This increase in efficiency should allow our clerical staff to accomplish more with fewer hours expended even as the City, and our overall staff, continue to grow. Over time, we expect that the Learning Management System and Performance Management pieces will also produce a significant net benefit as employees see increased opportunities for training, increased development opportunities, and are able to evaluate their skills, the skills of their peers, and compare them to the optimal skills required for positions throughout the City. This should make the succession planning process more transparent, and further increase employee satisfaction over the longer term.

Question 36 What level of integration is required with Tyler Technologies, NeoGov, and UKG (Kronos)?

Answer 36 The selected system will need to be able to ingest reports from Tyler ERP and Kronos. For NeoGov, the system will need to be able to take a new hire's recruitment data and move it to a central employee file within the HRM for reference throughout the employee's tenure.

Question 37 What HRM vendors have been used or evaluated in the past, and what were the City’s challenges with the prior solutions?

Answer 37 A citywide HRM system with all the capabilities described in the RFP has not previously been purchased by the City.

Question 38 Is the City open to replacing certain systems at this time (i.e., replace vice integration)? For example, the City's Recruitment solution (i.e., CRM/ATS/Events)?

Answer 38 With regard to the functions requested in this RFP, the only system which the City is not open to replacing in the near term is the City's payroll system.

Question 39 Are there any financial constraints vendors should be aware of when preparing a proposal?

Answer 39 The City has not yet established firm budget parameters for this implementation.

Question 40 What is the expected investment level for the City?

Answer 40 The City has not yet established firm budget parameters for this implementation.

Question 41 Are there any small business requirements, equity policies, or piggybacking requirements that could influence the selection process?

Answer 41 The City has a local vendor preference in place, please see section 4.1 of the RFP. In regards to equity, please reference section 4.2.

Question 42 Will the City consider selecting multiple vendors to accomplish all key functionality (Onboarding/Offboarding, Learning Management, Records Management, and Performance Management)?

Answer 42 The City will not rule out selecting multiple vendors to supply the critical functions. However, a key goal of this project is to acquire a single platform which would have all of the critical functions embedded and produce efficient operational processes without the need to maintain integrations between systems.

Question 43 In regard to the RFP 14008-0-2025-BP can you share your current employee count and whether you plan to maintain that staffing level over the next seven years?

Answer 43 Including Permanent and Hourly employees the City had approximately 3,740 employees on staff in January 2025. This does not include election workers. Since 2019, the City has added an average of approximately 23 staff per year.

Question 44 Could City of Madison please let us know if there is a size limitation for email attachments?

Answer 44 The City has a 35MB size limit on individual email communications. This means all attachments on a single email may not exceed 35MB.

Question 45 What external job posting sites does the City of Madison use?

Answer 45 The City uses a wide variety of job posting sites. Those used for a particular position will depend on the position. The City has annual agreements with Governmentjobs.com and Linkedin.

Question 46 What third-party learning content providers does the City use?

Answer 46 Since we do not currently have a city-wide LMS system the Organizational Development Unit does not use 3rd party learning content providers for on-demand courses. However, we do contract with 3rd party facilitators. The Madison Fire Department obtains specialized learning content from Vector Solutions.

Question 47 How many additional languages do you need to provide forms in?

Answer 47 Ideally we would like to provide forms in English, Spanish, Hmong, and Mandarin.

Question 48 The City indicates that inactive employees will need access to the system as they are still receiving City benefits. What kinds of inactive employees are these? Are they retirees receiving benefits, surviving dependents, or other terminated workers?

Answer 48 Retirees and terminated workers would be the two most likely categories.

Question 49 The City asks for a Data Map for the initial system. Do you foresee this as a Data Dictionary?

Answer 49 Both a Data Map and a Data Dictionary will be required for system implementation.

Question 50 We and our partners are concerned with exceptions not being permitted on this RFP. The RFP states that if exceptions are taken to the terms of the sample contract, then the bid submission / response may be rejected. Most software providers will require some negotiation of terms after selection. Will the City reconsider rejecting proposals for exceptions to the terms where software provider product terms may conflict?

Answer 50 See Answer to Question 5

Please direct any other questions to the Purchasing contact person below.

Brian Pittelli City of Madison Purchasing Services

PH: (608) 267-4969

bpittelli@cityofmadison.com mailto:bpittelli@cityofmadison.com