2024_HR_33 ADD 3 EXH 1.xlsx

XLSX spreadsheet 57 KB Posted Oct 24, 2024

Attached to: 2024-HR-33 Human Resources Information System
Solicitation number: PE-63125-NONST-2025-000000037
Issued by: Clayton County, Georgia

About this file

Written by GovTribe AI · Nov 18, 2024

This document is a request for proposals (RFP) issued by the Clayton County Water Authority (CCWA) in Georgia for a Human Resources Information System (HRIS). CCWA is seeking proposals from vendors to provide an HRIS that can support core HR administration, benefits administration, compensation management, talent management, time and attendance, and other HR-related functionality. Proposals are due by November 7, 2024 at 2:00 p.m. via a virtual meeting. CCWA encourages participation from small, local, minority, and women-owned businesses. The RFP provides details on the scope of work, system requirements, and implementation expectations, but does not specify the contract term or any renewal options.

The RFP does not mention pricing terms, set-asides, incumbents, funding sources, or other financial details. Respondents are required to provide a detailed pricing proposal as part of their submission, which will include implementation costs as well as ongoing subscription or licensing fees. The RFP also requests references for similar projects and details on the vendor's company background, qualifications, and technical capabilities to support the proposed solution.

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Other files

File	Type	Posted
2024_HR_33.pdf	PDF	Oct 24, 2024
2024_HR_33 Addendum _3.pdf	PDF	Oct 24, 2024
2024_HR_33 ADD 1.pdf	PDF	Oct 24, 2024
Appendix A _ HCM Requirements (1).xlsx	XLSX spreadsheet	Oct 24, 2024
2024_HR_33 Addendum _2.pdf	PDF	Oct 24, 2024
Add 1 EXH 1.pdf	PDF	Oct 24, 2024

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Requirements for HCM RFP - CCWA

	QID	Section	Subsection	Question	Priority	Response	Score	Comments
	1	Benefits	ACA	Track Affordable Care Act compliance and provide real-time compliance reports	5
	2	Benefits	ACA	Provide ACA data support in the event of an IRS audit	0
	3	Benefits	Administration	Open a benefit enrollment window for a limited period for employees with a qualifying life event.	5
	4	Benefits	Administration	Search and view historical benefits elections/changes for all employees	5
	5	Benefits	Administration	Add, change and delete employee and employer contributions entries and calculations.	5
	6	Benefits	Administration	Add custom messages, documents, and links to provider sites on the employee portal without vendor involvement or programming.	5
	7	Benefits	Administration	All benefit module features and functions can be performed during an annual enrollment period.	5
	8	Benefits	Administration	Notify HR when employees have not designated beneficiaries for plans that require them. Examples include life insurance and 401k	5
	9	Benefits	Administration	Open multiple enrollment periods; for example, life change and new-hire windows, during open enrollment	5
	10	Benefits	Administration	Monitor progress of annual enrollment, manage EOI, and pending amounts	5
	11	Benefits	Administration	Track waivers and collect waiver reasons within the system	5
	12	Benefits	Administration	Track eligibility for multiple benefit plans with different measurement periods	5
	13	Benefits	Administration	Track defined contribution plan deferrals.	5
	14	Benefits	Administration	Calculate disability premiums based on benefit amount as well as additional coverage elected.	5
	15	Benefits	Administration	Calculate imputed income for life insurance and other benefits as required.	5
	16	Benefits	Administration	Calculate life insurance premiums based on benefits eligibility date (e.g. 60 days post-hire, first day of the month, etc.)	5
	17	Benefits	Administration	Track wellness data	5
	18	Benefits	COBRA	Track COBRA eligibility, notify COBRA vendor and health carrier of COBRA event via an integration	5
	19	Benefits	COBRA	COBRA admin integrated with health and welfare carrier.	5
	20	Benefits	Configuration	Determine premium payments, which may include incentives and surcharges for health screening, tobacco use, etc., when calculating employee and employer contributions	5
	21	Benefits	Configuration	Recalculate any salary-based premium employee and employer contribution calculations at the time of a pay change.	5
	22	Benefits	Configuration	Annual enrollment can be set up to be passive, which automatically applies new benefit plan costs to all enrolled employees without requiring manual re-enrollment.	5
	23	Benefits	Configuration	Annual enrollment can be set up to be active, for which employees must re-enroll annually to maintain benefits.	5
	24	Benefits	Configuration	Link dependent records at the plan level not at the employee level. For example, an employee can enroll their spouse in a medical plan and their whole family to the dental plan.	5
	25	Benefits	Configuration	Support enrollment in voluntary programs such as child life, supplemental life, spousal life, and supplemental disability.	5
	26	Benefits	Configuration	Support automatic rule-based enrollment for involuntary benefits plans, such as long-term disability and life insurance.	5
	27	Benefits	Configuration	Benefit plans can have multiple rate tiers based on rules and roles, and there are no limits on the number of plans or benefit structures.	5
	28	Benefits	Configuration	Allow retroactive benefit elections when adding dependents	0
	29	Benefits	Configuration	When benefits are retroactive the premiums for the period between the effective date and enrollment date are calculated and added to the employee's payroll arrears.	0
	30	Benefits	Configuration	Salaried-based benefits elections are automatically updated when an employees' salary band changes. In the comments describe how the automation is achieved.	5
	31	Benefits	Enrollment	Track historical benefits elections for comparison to current and/or next year's benefit options.
In comments list any limitations.	5
	32	Benefits	Enrollment	Ensure employee benefit plan compatibility in real-time by validating elections against dependencies. For example, prevent selection of an FSA when a consumer medical plan with an HSA has already been elected.	5
	33	Benefits	Enrollment	Notify employees they are eligible to change benefit elections when marital status or dependent changes are confirmed.	5
	34	Benefits	Enrollment	Allow new employees to enroll in company benefits during the onboarding process before their first day. However, the benefits will not become effective until the new hire's start date, completion of their probationary period, or another specified period, such as the first day of the month following their start date.	5
	35	Benefits	Enrollment	Benefit changes are not effective until the (EOI) Evidence of Insurability or other paper work required is provided and verified by HR.	5
	36	Benefits	Enrollment	Benefit Plan OPTIONS can be selected during annual enrollment, new hire enrollment, or qualified life event enrollment only but viewed any time.	5
	37	Benefits	Enrollment	An on-screen confirmation statement is displayed after an employee completes their enrollment or benefits change, which can be printed or emailed to the employee. Must include both employee and employer contributions	5
	38	Benefits	Enrollment	Remind employees to designate beneficiaries for plans that require them at a configurable interval until complete. Examples include life insurance and 457 plans.	5
	39	Benefits	Enrollment	Offer an option for users to elect the maximum contribution for qualified deferred compensation plans (e.g. 401k) that is calculated every payroll so employees can set it to the max and not have to monitor or submit changes to deduction percentage.

In comments define the maximum amount. Does it include catchup, etc.?	5
	40	Benefits	Enrollment	Online total compensation statement, i.e. "Total Rewards" statement	5
	41	Benefits	Enrollment	Retirement planning tools	5
	42	Benefits	Enrollment	Allow contingent and trust beneficiary options.	5
	43	Benefits	Enrollment	Track benefit eligibility for employees and dependents.	5
	44	Benefits	Enrollment	Alert users that they must upload documentation when enrolling dependents in benefits.	5
	45	Benefits	General	Employees can designate separate beneficiaries for benefits that requires beneficiary election.	5
	46	Benefits	History	Load three years of benefit enrollment history.	5
	47	Benefits	Interfaces	Ability to communicate changes in benefit eligibility and benefit enrollment with carriers without automated electronic data feeds. In the comments explain how this is accomplished.	5
	48	Benefits	Interfaces	Predefined APIs for transmitting eligibility, demographic information, contributions, and loans with Anthem, MetLife, Wex, Nationwide Retirement Solutions, Nationwide, Trustmark. List any exceptions in the comments. If there are costs associated with their implementation, provide the cost on the Price Proposal.	3
	49	Benefits	Interfaces	Custom integration required for transmitting eligibility, demographic information, contributions, and loans with Anthem, MetLife, Wex, Nationwide Retirement Solutions, Nationwide, Trustmark. If there are costs associated with their development, provide the cost on the Price Proposal.	5
	50	Benefits	Interfaces	Ability to upload employee benefit contributions for inclusion in payroll process.	5
	51	Benefits	Reporting	Include standard benefit reports such as payroll deduction, enrollment, ACA, and benefit plan details reports which should be broken down by tiers, number of dependents, and salary.

If any of the aforementioned reports are not standard, please list in the comments and include in the pricing sheet if the reports must be developed.	5
	52	Benefits	Reporting	Benefit plan, enrollment and year-end reports or files to analyze affordability and audit variable hour employees.	5
	53	Benefits	Security	Allow client's broker partner to access to benefits module	5
	54	Benefits		Set eligibility parameters for 457 plan.	5
	55	Company	General	Provide a brief history perspective of your company (years in business, growth via mergers and acquisitions, key industry innovations).	5
	56	Company	General	Detail your company's history supporting public utilities.	4
	57	Company	General	What is your company's financial rating? Provide your Dunn and Bradstreet number.	3
	58	Company	General	Provide the name, title, address, telephone number and email address of the person(s) authorized to negotiate on your company’s behalf.	0
	59	Company	General	What is the median tenure for your support and development teams?	4
	60	Company	General	List the industries and the percentage of business your active customers represent.	5
	61	Company	General	What is the average client size (by head count) of your active customers?	4
	62	Company	General	What is the average client size (in revenue dollars) of your active customers?	4
	63	Company	General	What is your average annual client retention rate? Include the number of clients and the length of the client relationship.

NAME THIS DOCUMENT: 01_Client Retention	3
	64	Company	Sox Compliance	Provide annual SOC 1 report in compliance with SSAE-18

NAME THIS DOCUMENT: 02_SOC1	0
	65	Company	Sox Compliance	Provide annual SOC 2 report

NAME THIS DOCUMENT: 03_SOC2	5
	66	Compensation	General	Effective-date driven changes	5
	67	Compensation	General	Support the ability to view historical pay information.	5
	68	Compensation	General	Approved merit increases are automatically communicated to MANAGERS and includes a letter generated from a configurable template that can be printed or electronically shared.	4
	69	Compensation	General	Approved merit increases are automatically communicated to EMPLOYEES and include a letter generated from a configurable template.	4
	70	Compensation	General	Conduct a salary analysis for internal equity and determine the new employee’s compensation based on this analysis.	4
	71	Compensation	General	Provide reports based on current employee data and perform the salary analysis.	5
	72	Compensation	General	Suggest a merit increase based on a set of guidelines.	4
	73	Compensation	General	The funds for salary increase can be pooled. The manager has the discretion and responsibility to reallocate awards based on an employee’s performance however cannot exceed the amount in their pool.	3
	74	Compensation	General	Ability to reallocate merit/salary increases budget for department, division, cost center, and organization.	3
	75	Compensation	General	Calculate and display employee’s compra-ratio and where the employee’s salary is within the range.	4
	76	Compensation	General	Total compensation statement that includes elements such as employer-paid premiums, base and bonus earnings, benefits, stock grants, 401(k)/403(b) employer match, and subsidized parking.	5
	77	Compensation	General	Ability to configure custom filtering (i.e. by org and level)	3
	78	Compensation	General	Supports compensation planning cycles	0
	79	Compensation	General	Ability to customize job description; provide a default description in the system.	5
	80	Compensation	General	View an employee's pay history and compare the data to external benchmarks	4
	81	Compensation	General	Supports career ladders with differing credential requirements, job grades and levels	3
	82	Compensation	General	Performance review workflow	5
	83	Compensation	General	Job evaluation workflow	3
	84	Compensation	General	Ability to review salary, long-term incentives, deferred compensation, variable pay, and short-term incentives	0
	85	Compensation	General	Managers can plan and manage merit and lump sum awards.	3
	86	Compensation	General	Support various salary structures (e.g., ranges and maturity curves).	2
	87	Compensation	General	Provide on-demand compensation planning reports	5
	88	Compensation	General	Align compensation with overall strategic initiatives	0
	89	Compensation	General	Flexible budget allocation by organization, real-time tracking of budget dollars	0
	90	Compensation	General	Integrated with performance management; so performance data can drive compensation planning	3
	91	Compensation	General	Configurable manager deadline compliance	5
	92	Compensation	General	Support process for granting and approving recognition awards	4
	93	Compensation	General	Offer market analysis of job grades/levels and salary ranges.	4
	94	Compensation	General	Provide reports for calibration or equity reviews of performance scores.	4
	95	Core HR	Administration	Track basic demographic information (e.g. name, address, phone number, emergency contact(s), job title, department, manager, accounting code, and office) for employees and dependents.	0
	96	Core HR	Administration	Track other information including languages, employment history, skills, competencies, job codes, base pay, and education.	4
	97	Core HR	Administration	Import or process mass data changes (location change, manager change, job change, pay change, etc.).	5
	98	Core HR	Administration	Display visual audit of changes that must be confirmed before saving to the database.	5
	99	Core HR	Administration	Allow employee and non-employee profiles and access, configurable by EIN, country, state and locality.	0
	100	Core HR	Administration	Support planned and unplanned employee lifecycle transactions, including, but not limited to, hire, position change, rehire, termination, pay rate change, data change, leave of absence, and transfer and departmental changes.	0
	101	Core HR	Administration	Track custom data elements (e.g. credentials, licenses, disability, etc. with associated effective and end dates)	3
	102	Core HR	Administration	Employee search by name (alpha by last name), employee ID, social security number	0
	103	Core HR	Administration	Upload and attach documents to employee record	0
	104	Core HR	Administration	Support both multi-level approval and parallel approval workflows for employee data changes	3
	105	Core HR	Administration	Change tracking and reporting tools to ensure internal controls and audit compliance	5
	106	Core HR	Administration	Emergency contact information is captured online.	4
	107	Core HR	Administration	Configure notifications/alerts based on user-defined fields.

List any limitations in the comments.	1
	108	Core HR	Administration	Track of leaves of absence (LOA) dates, types and approvals	5
	109	Core HR	Administration	LOA request forms with configurable workflows by type.	3
	110	Core HR	Administration	LOA, workers compensation and short-term disability 'Return to Work' configurable workflows with ability to send document requests to third-parties.	3
	111	Core HR	Administration	Ability to enter workers compensation codes to report income.	5
	112	Core HR	Administration	When an employee's employment status changes to "terminated" automatically change their security role to a non-employee type that allow access to pay statements and tax statements only.	1
	113	Core HR	Administration	Create forms with standard and user-defined fields.	3
	114	Core HR	Administration	Organizational chart shows vacancies	5
	115	Core HR	Communication	Broadcast communications to all employees or groups of employees via text, email or phone call.

In comments describe how groups are defined and set up.	5
	116	Core HR	Compliance	Track all required EEO-1 and EE0-4 data elements.	5
	117	Core HR	General	How many years of data can be stored in your proposed system? If the data is archived, include the point at which the data is archived and describe how the data can be accessed.	5
	118	Core HR	General	Support a database of job descriptions.	5
	119	Employee Portal	Employee Self-service	Edit personal demographic data.	5
	120	Employee Portal	Employee Self-service	Employees can view to workflows that their manager or HR have initiated.	3
	121	Employee Portal	Employee Self-service	Employees chosen name (e.g. preferred name) is used as the employees display name throughout every module of the system AND on electronic versions of pay statements, benefit statements, tax forms, and other legal documents with legal name using a data mask or other method.	4
	122	Employee Portal	Employee Self-service	Employees can view to workflows that they have initiated.	3
	123	Employee Portal	Employee Self-service	View and print pay statements in company format.	5
	124	Employee Portal	Employee Self-service	Employees can edit, add and remove direct deposit directives and banking information that is not effective until Payroll is notification and validates the change with an uploaded check or prenote process.	3
	125	Employee Portal	Employee Self-service	Employees can update federal state and local tax withholding elections that are not effective until Payroll is notified and validates the changes.	4
	126	Employee Portal	Employee Self-service	"Model my pay" function for employees to view the impact to pay when changes are made to hours, taxes, 401k deductions, etc.	2
	127	Employee Portal	Employee Self-service	Select preferred language and display all text in the employees preferred language.

In the comments list the language options and any exceptions.	2
	128	Employee Portal	Employee Self-service	View and print year-end tax statements	5
	129	Employee Portal	Employee Self-service	View and print a Total Rewards statement or compensation breakdown split out by earning category)	5
	130	Employee Portal	Employee Self-service	Notify employees/managers when they have HR tasks to be performed	5
	131	Employee Portal	Employee Self-service	Employee "To Do" list that is easy to navigate to.	5
	132	Employee Portal	Employee Self-service	View time off balances and request time off	5
	133	Employee Portal	Employee Self-service	Predefined workflows are created for employee data changes. (e.g. legal name, address, SSN, DOB, etc)

In the comments, list data changes that have a predefined workflow assigned to them.	4
	134	Employee Portal	Employee Self-service	All employees can view online company organization chart.	5
	135	Employee Portal	Employee Self-service	Ability to display pronouns and other user-defined fields on the company organization chart.	3
	136	Employee Portal	Employee Self-service	View of company directory	5
	137	Employee Portal	Employee Self-service	Aggregates employee information for viewing, personal data, benefits, time-off requests, and training history in one place.	5
	138	Employee Portal	Employee Self-Service	Managers and employees can add contributors to a performance review for 360 perspectives.	5
	139	Employee Portal	Manager Self-service	Managers can view all employees in their entire span of control in the org chart, in search results and pages that display information about their organization.	3
	140	Employee Portal	Manager Self-Service	Alert managers when items are awaiting approval.	5
	141	Employee Portal	Manager Self-Service	Alert manager's manager and/or HR when workflow requests are awaiting approval beyond a configurable threshold.	5
	142	Employee Portal	Manager Self-Service	Managers can initiate terminations.	0
	143	Employee Portal	Manager Self-Service	Initiate job and compensation actions for their direct reports. Changes included but are not limited to job description, title, schedule, pay rate, salary, employment type.	0
	144	Employee Portal	Manager Self-Service	Dashboard views of processes with drill-down access to employees’ information, such as leave tracking, leave accruals, attendance, job history, pay grade, and salary.	5
	145	Employee Portal	Manager Self-Service	View employee time off balances and approve time off	5
	146	Employee Portal	Manager Self-Service	Managers can enter performance review narratives and ratings for competencies and/or goals.
In the comments list any exceptions or additional functionality offered.	5
	147	Employee Portal	Manager Self-Service	Recommend a compensation change in the form of a percent or amount.	3
	148	Employee Portal	Manager Self-Service	Approve training requests.	5
	149	Employee Portal	Security	Terminated employee access	3
	150	Learning Management	Administration	Schedule and register Instructor-led classroom training.	5
	151	Learning Management	Administration	Support and manage a blend of virtual, on-demand and live learning.	5
	152	Learning Management	Administration	Track attendance for instructor-led in-person and virtual training sessions.	5
	153	Learning Management	Administration	Track attendance at non-company training events such as conferences, seminars and third-party training.	5
	154	Learning Management	Administration	Instructor profiles to track qualifications and ability to schedule internal and external instructors.	4
	155	Learning Management	Administration	Schedule meeting space and equipment within the system	4
	156	Learning Management	Administration	Manage course capacity, waitlists, and cancellations.	5
	157	Learning Management	Administration	Track deadlines for individual course assignments, certification deadlines, licenses, and regulatory compliance.	5
	158	Learning Management	Administration	Allows for dynamic administration role assignment.	4
	159	Learning Management	Administration	Manage requests for new courses.	3
	160	Learning Management	Administration	Configure and manage groups of courses into training programs and learning paths.	5
	161	Learning Management	Administration	Support self-service registration.	5
	162	Learning Management	Administration	Ability to set course registration restrictions including prerequisites or manager approval.	4
	163	Learning Management	Administration	Send e-mail messages to employees, managers, and/or administrators when a pre-defined event occurs or a specified condition met.	5
	164	Learning Management	Administration	Store, track, and retrieve transcripts and activity/transaction history.	5
	165	Learning Management	Administration	Administrators can limit visibility of course comments to the employee author, their manager, and the HR/Learning team.	3
	166	Learning Management	Administration	Assign coursework based on skill set, job grade, and previous testing results	3
	167	Learning Management	Administration	Automatically grade and score tests.	5
	168	Learning Management	Administration	Develop custom course content within the software.	4
	169	Learning Management	Administration	Support SCORM (Sharable Content Object Reverence Model) eLearning compliant content creation and launching.	5
	170	Learning Management	Administration	Deliver content that is not standards-compliant (e.g. PowerPoint).	4
	171	Learning Management	Administration	Create tests with a variety of question types and the ability to set and enforce test parameters, such as time limits.	5
	172	Learning Management	General	Offers the option to charge training expenses back to respective departments or teams within the organization.	2
	173	Learning Management	General	Track certifications and licenses.	5
	174	Learning Management	General	Track employee skills and competencies.	5
	175	Learning Management	General	Track training history.	5
	176	Learning Management	General	Track required training and record completion dates.	5
	177	Learning Management	General	Evaluate skill gaps and track employee training needs	4
	178	Learning Management	General	Allow employees to manage the expertise listed in their profile with their manager's approval obtained through a configurable workflow.	3
	179	Learning Management	General	Allow employees and managers to search, assign, and enroll in any course (inside or outside their profile/role) with their manager's approval in workflow.	5
	180	Learning Management	General	Support manager-initiated registration for their direct reports.	4
	181	Learning Management	General	Support administrator-initiated batch registration based on role.	5
	182	Learning Management	General	Allow HR administrator to enroll employees in training.	5
	183	Learning Management	General	Auto assign courses by employee role.	5
	184	Learning Management	General	Send notifications to managers when assigned courses are not completed by their direct reports in a timely manner.	5
	185	Learning Management	General	A separate login/user profile does NOT have to be created to access the learning management module.	5
	186	Learning Management	General	Courses can be configured to auto-enroll employee populations on regular intervals. For example, managers can be auto enrolled in harassment training annually.	5
	187	Learning Management	Integrations	Integrate with Zoom and Teams for webinars.	5
	188	Learning Management	Integrations	Integrate with Office 365 to create calendar appointments for learning events.

In the comments describe how this feature works from the end users perspective.	5
	189	Learning Management	Reporting	Provide reporting and notification of expired training.	5
	190	Learning Management	Reporting	Dashboards for tracking usage, learning activities and progress that can be filtered with selection criteria for position, manager, employee type, etc.	5
	191	Learning Management	Reporting	Course evaluations to be formally solicited, collected, and analyzed.	4
	192	Learning Management	Reporting	Learning scorecard or training status report that can be scheduled and sent via email or added to the manager self-service portal so they can view the progress of their direct reports.	4
	193	ON and OFF Boarding	Administration	Ability to assign learning modules to new hires based on their role/position.	5
	194	ON and OFF Boarding	Administration	Create and maintain forms to capture information such as gender identity, pronouns, legal name or other information desired (and lawful to collect) during the onboarding process.	3
	195	ON and OFF Boarding	Administration	Support multiple onboarding checklists based on job/position or other data (e.g. union vs. non-union) with different workflows.	5
	196	ON and OFF Boarding	Administration	Use "start no earlier" and "due by" rules to constrain the dates of onboarding tasks or business processes.	5
	197	ON and OFF Boarding	Administration	New Hire checklist allows links to external systems (e.g. sign-up for benefits on an external website).	2
	198	ON and OFF Boarding	Administration	Connect new hires with a mentor, people in similar positions or key stakeholders to know.

In the comments, please share how this may be accomplished.	3
	199	ON and OFF Boarding	Administration	Workflow can be configured to notify other organizational areas of new hire start; for example, security, IT, payroll, accounts payable, operations).	5
	200	ON and OFF Boarding	Administration	Make completion of one or more tasks a prerequisite for the initiation of other tasks.	2
	201	ON and OFF Boarding	Administration	Supports onboarding tasks for employees transferring to a department or role.	3
	202	ON and OFF Boarding	Administration	New employee data flows seamlessly to the payroll, benefits, timekeeping, and learning modules or is systemically connected so that employee settings can be assigned manually or automatically based on job/position.	5
	203	ON and OFF Boarding	Administration	eVerify integration	5
	204	ON and OFF Boarding	Administration	Automatically notify HR and the manager when onboarding tasks are not completed by their due date.	5
	205	ON and OFF Boarding	Compliance	Upload a photo or scanned copy of work authorization (I-9) documentation and store it on the employee record.	3
	206	ON and OFF Boarding	Compliance	Data and documentation required for internal audits or regulatory compliance are easily accessible to HR administrators.	0
	207	ON and OFF Boarding	Compliance	Ability to capture Affirmative Action information during onboarding if it was not provided during the application process.	4
	208	ON and OFF Boarding	Compliance	Capture and submit statutory compliance data for using standard forms.

(e.g. Veteran Status, EEOC and Disability)	4
	209	ON and OFF Boarding	Compliance	Maintain an electronic I-9 form that can be digitally signed and stored within the system without the use of a third-party software excluding the US Department of Homeland Security's eVerify system.	5
	210	ON and OFF Boarding	Compliance	Maintain and present US federal and state compliant tax withholding forms to employees for completion.	5
	211	ON and OFF Boarding	Employee Experience	An onboarding welcome page can be customized with the company logo, brand colors, and welcome message.	5
	212	ON and OFF Boarding	Employee Experience	The system has an onboarding dashboard that lists tasks, status, and uploaded documents.	5
	213	ON and OFF Boarding	Employee Experience	New hires can electronically sign or acknowledge receipt of policies and documents such as an employee handbook.	5
	214	ON and OFF Boarding	Interfaces	Offer APIs or development of custom integrations with client-selected background, drug test, and credit check providers.	1
	215	ON and OFF Boarding	Interfaces	Integration with vendor's background, drug test and credit check partners.	1
	216	ON and OFF Boarding	Reporting	Track completion of Manager, Employee, HR and Payroll onboarding tasks.	5
	217	ON and OFF Boarding	Separations	Ability to create an offboarding process that includes an online exit interview (created within the system) or a link to a third-party exit interview.

In the comments, please list which methods are supported.	5
	218	ON and OFF Boarding	Separations	Workflow can be configured to notify other organizational areas of exiting employees; for example, security, IT, payroll, accounts payable, operations).	5
	219	ON and OFF Boarding	Separations	Ability to customize the list of separation reason codes	5
	220	Payroll	Administration	Online access to historical gross-to-net employee data for 7 years.	5
	221	Payroll	Administration	Ability to attach the garnishment order to the employee's file.	5
	222	Payroll	Administration	Notify employee of wage attachment order when entered into the system.	5
	223	Payroll	Administration	Prorate pay period earnings for new hires	0
	224	Payroll	Administration	Prorate pay period earnings for terminations	5
	225	Payroll	Administration	Full garnishment administration to include interpretation, system setup and handling of usual correspondence related to withholding orders, processing of payment and disbursement by check or EFT.	0
	226	Payroll	Administration	Maintain current, MTD and YTD totals for all pay codes, including hours, earnings, deductions and taxes	5
	227	Payroll	Administration	Offer tax management services with guaranteed accurate tax calculations, deposits, U.S. tax filing, and new state setups.	0
	228	Payroll	Administration	See actual year-to-date W-2s	5
	229	Payroll	Administration	Real-time payroll calculations to view period-to-date earnings, deductions, gross and net pay for one to all employees.	3
	230	Payroll	Administration	Calculate overtime according to federal FLSA regulations (e.g., regular rate of pay), in real-time and displayed on the screen	5
	231	Payroll	Administration	Calculate federal, state and local income taxes based on home address or work location, track changes to both and correctly maintain documents and filings.	5
	232	Payroll	Compliance	Comply with local, state and governmental employment regulations and laws	5
	233	Payroll	Compliance	Maintain all federal, state and local tax jurisdictions, taxes and rates.	5
	234	Payroll	Compliance	Accommodate separate tax exempt controls for federal, state, and local taxes	5
	235	Payroll	Compliance	Provide additional withholding fields for federal, state, and local taxes	5
	236	Payroll	Configuration	Adjust payroll calendar for unanticipated changes during the year (e.g., special holiday)	5
	237	Payroll	Configuration	Earnings can be taxed at different rates (e.g., regular and supplemental) on the same check	5
	238	Payroll	Configuration	Support fixed amount pay types	5
	239	Payroll	Configuration	Must accommodate a four-level GL account structure to tie labor costs to work orders.	5
	240	Payroll	Employee Self-service	Employees can use the "Model my Pay" feature to see how changes in hours, taxes, 401k deductions, etc. will affect their pay.	5
	241	Payroll	Payment Methods	Offer pay cards. Attach terms and conditions.

NAME THIS DOCUMENT 04_Paycard_Terms	0
	242	Payroll	Post Processing	NACHA and Positive Pay files can be uploaded to clients bank by the client	0
	243	Payroll	Post Processing	Support carrier billing reconciliation and audits.	4
	244	Payroll	Post Processing	Client can pay their own taxes using system-generated tax forms.	0
	245	Payroll	Post Processing	Provide a summary and detail report of funding requirements for wage attachments, garnishments and union dues	0
	246	Payroll	Post Processing	Allocate an employee's pay by net amount to multiple cost centers, as appropriate. In the comments describe how this is accomplished.	5
	247	Payroll	Post Processing	Provide employee level detail trial balance reporting to align GL activity	5
	248	Payroll	Post Processing	Comprehensive GL reporting with capability to customize per business entity	5
	249	Payroll	Post Processing	Process stop payments and re-issue checks	0
	250	Payroll	Post Processing	Payroll register includes comprehensive totals with a description at the end of the report	5
	251	Payroll	Post Processing	Provide a summary of payroll allocations by business unit, cost center and project code	5
	252	Payroll	Post Processing	Statutory tax payments processed by vendor	0
	253	Payroll	Post Processing	Generate electronic payroll journal entry for earnings, taxes and deductions by employee and cost center (GL file).	5
	254	Payroll	Post Processing	What options are available for payroll tax reporting and remittance? If more than one option, enter options in the comments.	0
	255	Payroll	Post Processing	Provide your payroll processing timeline with high-level steps and timing from payroll funding to direct deposit and receipt of paper checks.	0
	256	Payroll	Post Processing	Vendor generates and prints year-end tax statements to active and terminated employees?	0
	257	Payroll	Post Processing	Payroll funding (Recap) report. Describe the funding process in detail for reconciliation.	0
	258	Payroll	Pre-processing	Employee pay/job/tax data change report to view all changes within a pay period.	5
	259	Payroll	Processing	Locally print pay statements and checks.	5
	260	Payroll	Processing	Calculate gross-ups every payroll	3
	261	Payroll	Processing	Offer Application Management Support options to process payroll, maintain payroll data and manage configurations.	0
	262	Payroll	Processing	Calculate missed earnings and overtime and update benefit contributions automatically during the next payroll when a retroactive change is made to an employee's salary/pay rate.	5
	263	Payroll	Processing	Ability to adjust incorrect YTD deduction totals (e.g., 401k, insurance deductions, etc.).

In the comments, describe how this is done.	5
	264	Payroll	Processing	Process payments to terminated employees after the last payroll during which they were active.	5
	265	Payroll	Processing	Process off-cycle payments, as needed, per company policy; include audit report	5
	266	Payroll	Processing	Ability to track scheduled limits for example 457 and HSA to stop deductions once limit is met.	5
	267	Payroll	Processing	Process payroll weekly, bi-weekly, semi-monthly, monthly, or can run any combination during the single pay run.

In the comments list any limitations.	5
	268	Payroll	Processing	Offer payment services that draw funds for payroll, taxes and garnishments.	0
	269	Payroll	Reporting	Generate monthly, quarterly and YTD reports	5
	270	Payroll	Reporting	Audit report of changes to live checks	0
	271	Payroll	Reporting	Payroll reports including but not limited to hours, earnings and deduction variances by employee, cost center and org levels, labor reports, audit reports to detect irregularities, etc.	5
	272	Proposal	General	Product / Application Being Proposed	0
	273	Proposal	General	Provide a draft copy of your standard agreement for these services.(one document with all referenced content, appendices and documents included)

NAME THIS DOCUMENT: 05_Sample Agreement	0
	274	Proposal	General	Attach a detailed pricing proposal. The proposal MUST INCLUDE pricing for all requirements within this RFP, all implementation costs (one document), the cost for required 3rd party products or services, and optional items (e.g. additional historical data conversions, price per additional integrations, etc.) - can include multiple files.

NAME THIS DOCUMENT: 06_Pricing Proposal

If submitting multiple documents use 6a_, 6b_,6c, etc…	5
	275	Proposal	General	Supply THREE references for efforts in which your firm has supported clients similar in size and scope. MUST INCLUDE. Client WILL NOT contact your client reference without your prior authorization. (one document)

NAME THIS DOCUMENT: 07_Client References	3
	276	Recruiting	Administration	Administrators can configure workflows.	5
	277	Recruiting	Administration	Multiple offer letter templates can be created and active.	5
	278	Recruiting	Administration	Job/Position requisition workflows allows multiple approvers.	5
	279	Recruiting	General	Capture interview feedback within the system.	5
	280	Recruiting	General	Can attach documentation to a job requisition.	3
	281	Recruiting	General	Administrator's can override the job/position approval process with ability to decline or request more information.	3
	282	Recruiting	General	Approvals can be requested and dispositioned via email without logging into the system.	4
	283	Recruiting	General	Multiple positions can be filled on the same requisition.	5
	284	Recruiting	General	Hiring process steps and progress are visible to the hiring manager.	5
	285	Recruiting	General	Administrators can re-open a closed requisition.	5
	286	Recruiting	General	A position can be hired at multiple grade levels	5
	287	Recruiting	General	Jobs are able to be posted both internally and externally at the same time or independently or in sequence.	5
	288	Recruiting	General	Can remove the posting (internal or external) at any given point in time.	5
	289	Recruiting	General	Ability to integrate with 3rd party recruiting service platforms for aggregated job searching.	5
	290	Recruiting	General	Integrates with social media job boards to post openings.	5
	291	Recruiting	General	Can send marketing materials to candidates within the system.	3
	292	Recruiting	General	Candidates have mobile access.	5
	293	Recruiting	General	Pre-screening questions are supported.	5
	294	Recruiting	General	Integrates with Microsoft 365 for interview scheduling.	2
	295	Recruiting	General	Pre-screening questions have configurable response types, for example, multiple choice, free form text, selection box, etc.	5
	296	Recruiting	General	Administrators can easily see the entire recruiting process at a glance.	5
	297	Recruiting	General	Recruiters are able to search the database for best fit candidates.	5
	298	Recruiting	General	Recruiters can search database by keywords OR using Boolean logic.	5
	299	Recruiting	General	System can identify and prevent a duplicate candidate record.	5
	300	Recruiting	General	Administrators can merge candidate records once a duplicate is found.	1
	301	Recruiting	General	Predefined workflow that requires HR to conduct pre-screening before forwarding qualified candidates to manager.	4
	302	Recruiting	General	Administrators have mobile access.	5
	303	Recruiting	General	Ability to create custom workflow for hiring a candidate	5
	304	Recruiting	General	Candidate can sign the offer letter and submit to HR through system.	5
	305	Recruiting	General	Can report on recruiting data such as application source and demographics.	5
	306	Recruiting	General	Analytics on job board hires and EE turnover comparison on dashboards	5
	307	Recruiting	General	Candidate data updates HR database once hired	5
	308	Recruiting	General	Ability to define workflow for different job postings/ position/ role classification	5
	309	Recruiting	General	Attach documents (e.g. resume, cover letter, portfolio, certification)	5
	310	Recruiting	General	Ability to Weight / Score candidates - based on pre-set criteria	5
	311	Recruiting	General	Manage/Track changes to position description	5
	312	Recruiting	General	Create total compensation statement (to be sent with offer letter)	5
	313	Recruiting	General	Ability to support anonymize resume function to remove name/school, etc.	1
	314	Recruiting	General	Provide an EEOC questionnaire for every applicants.	3
	315	Recruiting	General	EEOC information is separate from their applicant profile and not viewable by hiring managers.	3
	316	Recruiting	General	Ability to create and maintain multiple offer templates (5)	5
	317	Recruiting	Manager Self-Service	Managers can submit a job/position requisition online.	5
	318	Recruiting	Manager Self-Service	Job/Position requisition approval steps and progress are visible to the manager who submitted the requisition.	5
	319	Recruiting	Manager Self-Service	Job descriptions can be uploaded and attached to Job/Position requisitions.	5
	320	Reporting & Analytics	Benefits	Offer reports on 401k and 457 discrimination testing.	0
	321	Reporting & Analytics	Benefits	Customizable census reports that can be used to send eligibility and demographic information to benefit carriers	5
	322	Reporting & Analytics	Benefits	Comprehensive 457 census and eligible compensation report	5
	323	Reporting & Analytics	Benefits	Comprehensive 401K census and eligible compensation report	5
	324	Reporting & Analytics	Benefits	Track all database changes, including employee status changes, benefit elections, demographic changes	5
	325	Reporting & Analytics	Compensation	Reports or dashboards included in standard offering to conduct internal salary comparisons/job analysis	5
	326	Reporting & Analytics	Core HR	EEO-1 and EEO-4 reports are part of the standard reporting package.	5
	327	Reporting & Analytics	Finance	The system records all data, configuration, security changes and workflow approvals with a timestamp and user id	5
	328	Reporting & Analytics	General	Provide a list of standard reports (for all functional modules) delivered with the system.

NAME THIS DOCUMENT: 08_Standard Reports	5
	329	Reporting & Analytics	General	Ability for client to create Ad hoc/custom reports (created from within your system) and they can be printed and exported to PDF, Word, or Excel.	5
	330	Reporting & Analytics	General	Custom formulas using SQL or a system specific language can be included in reports.	4
	331	Reporting & Analytics	General	Save an ad hoc report as either public, available to anyone with required access, or private, only can be used by the individual who created it.	5
	332	Reporting & Analytics	General	Deliver dashboards, charting, metrics, exception reporting, and analytics.	4
	333	Reporting & Analytics	General	Standard reports and/or dashboard widgets include a compensation change report that can be filtered by date range (e.g. weekly, pay period, custom range, etc.)	5
	334	Reporting & Analytics	General	Provide dashboards to deliver reports, statistics, pie charts and bar graphs, status updates, etc.	3
	335	Reporting & Analytics	General	Support "as of date" reporting for staff counts – i.e. Headcount as of April 1st - and going back and looking at employee population at a certain time in the past.	5
	336	Reporting & Analytics	General	Report on current and historical employee demographic and payroll data	4
	337	Reporting & Analytics	General	Ability to schedule the distribution of all standard and custom reports	5
	338	Reporting & Analytics	General	Send a notification to the report owner when a report they scheduled fails to send	5
	339	Reporting & Analytics	General	Reports included all legal entities, divisions, locations, departments dependent on access rights	5
	340	Reporting & Analytics	General	Report on future dated employee actions or changes	3
	341	Reporting & Analytics	General	Ability to report on and view historical data for both active and terminated employees	5
	342	Reporting & Analytics	General	Integration monitoring tools or reports are available to determine if inbound integrations have failed and require intervention to load the data.	5
	343	Reporting & Analytics	General	Ability to create audit and trend reports or dashboard summaries to identify data integrity issues.	3
	344	Reporting & Analytics	Human Resources	Diversity, Equity and Inclusion reports that can include user-defined/custom fields.	0
	345	Reporting & Analytics	Human Resources	Disability reporting including reasonable accommodations and leave of absence status.	4
	346	Reporting & Analytics	Human Resources	Dynamic (i.e. based on selection criteria) headcount reports that can include user-defined/custom fields. Examples are turnover, attrition, and churn.	5
	347	Reporting & Analytics	Onboarding	Ability to report on pre-employment demographic information (i.e. candidate job data)	3
	348	Reporting & Analytics	Payroll	Offer labor reports with allocations by cost center, division or EIN/company	4
	349	Reporting & Analytics	Security	Provide reports to satisfy Sarbanes–Oxley (SOX) control audits.	5
	350	Reporting & Analytics	Security	Report users can only view data allowed by their security role.	5
	351	Reporting & Analytics	Year End	Payroll administrator can create/print the organization's W-2s.	5
	352	Reporting & Analytics	Year End	Prepare all relevant US end of year tax statements.
(e.g.: W-2, 941, 1099s, State, SUI, and worksite reporting).	5
	353	Reporting & Analytics	Year End	Affordable Care Act (ACA) reporting.	5
	354	Services	Implementation	Which implementation sourcing approach are you proposing?	3
	355	Services	Implementation	Based on the information provided about this project, describe the implementation approach you would recommend specifically for us (one page).

NAME THIS DOCUMENT: 09_Implementation Methodology	5
	356	Services	Implementation	Provide a graphic of the proposed implementation team for this project. Include roles, responsibilities, location and allocation by phase over the course of the project.

NAME THIS DOCUMENT: 10_Vendor Implementation Team	5
	357	Services	Implementation	How soon after an agreement is signed can the implementation team start working on this project?	5
	358	Services	Implementation	Outline the proposed roles and responsibilities of the client project team. Include percent allocations for each role by phase (one document).

NAME THIS DOCUMENT: 11_Client Implementation Team	5
	359	Services	Implementation	Describe how system configuration and setup knowledge is transferred from the vendor to client.	5
	360	Services	Implementation	Describe your methodology for migrating in-scope data from legacy systems to your system. Include the number of data loads, how you handle requests for additional data loads, the length of time if any that clients have to maintain data in both systems.

NAME THIS DOCUMENT: 12_Data Conversion Approach	5
	361	Services	Implementation	Provide HISTORICAL data conversion options. Include the standard approach recommended as well as other alternatives. (one document)

NAME THIS DOCUMENT: 13_Historical Data Options	5
	362	Services	Implementation	Describe the various environments (test, stage, development, production, etc.) that the client will have throughout implementation to ensure configuration and testing can be executed without overlapping purposes and phases causing issues	5
	363	Services	Project Management	Describe your approach to project management. Include who is responsible for creating the maintaining the implementation project plan, what tools are used and how client tasks will be integrated into the project.	3
	364	Services	Project Management	Provide a high-level timeline for a standard implementation of the same size and scope of this RFP. Include the average project length in months.

NAME THIS DOCUMENT: 16_Highlevel Timeline	5
	365	Services	Project Management	Describe your approach to communication and information sharing. Include the methods and tools that will be used throughout the course of this project.	4
	366	Services	Project Management	What critical success factors will be measured to ensure implementation success?	3
	367	Services	Project Management	Based on the information provided, indicate the primary challenges/risks you foresee with this specific implementation.	4
	368	Services	Project Management	Describe your process for transitioning from implementation to customer support.	5
	369	Services	Project Management	Provide detailed sample Implementation Project Plan. (one document)

NAME THIS DOCUMENT: 17_Sample Project Plan	5
	370	Services	Quality Assurance	Describe your approach to Quality Assurance, including types of validation and testing methods that are used on all projects.	5
	371	Services	Quality Assurance	Provide sample test scripts/scenarios (one document).

NAME THIS DOCUMENT: 18_Sample Test Scripts	5
	372	Services	Quality Assurance	Do you release new versions into at test or preview environment before production that is available to administrative users?

If yes, briefly include details on the testing environment (including refresh schedules from copy of production data).

If a testing environment is NOT included then you MUST include the cost of one in your proposal.	3
	373	Services	Support	Test environment is provided as a standard with no additional cost service.	4
	374	Services	Support	Provide basic configuration (e.g., new time codes, new pay rules) support	0
	375	Services	Support	Update configurations and reports to comply with new or changes to local, state and federal laws and regulations.	5
	376	Services	Support	Online portal to track support calls, emails, online tickets and chat requests.	5
	377	Services	Support	What are your core support center hours?	5
	378	Services	Support	Describe the available options for after hours support?	3
	379	Services	Support	Describe the options for post-production support. Identify the standard support service included without an additional charge.

NAME THIS DOCUMENT: 14_Post Prod Support

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File details come from the government source that posted it. Updated Nov 18, 2024.