2313 Addendum 1.pdf

RFP #2313 Addendum One Page 1 of 6

Yes.

Revisions:

Extended Due Date: The due date has been extended as follows to allow prospers additional time to complete and submit their responses.

Revised Due Date and Time: 3:00 PM on 6/30/2023

Questions & Answers:

Q1. TA-R17. Forecasts the required number of staffing hours for scheduling.

What metrics determine the forecasted number of staffing hours? How is this process managed today?

A. Answer

a. This is an optional requirement because we do not currently do this through systems. We use 3rd party vendors to assist us with scheduling (Telestaff and Onshift). We do use current time keeping application to document schedule for other departments that do not require forecasting.

Q2. TA-R31. Office and/or facility booking. Can you please provide an example of this. Is this for employees to book an office for a meeting for example?

a. This is an optional requirement. Employee is able to reserve onsite resources such as a cubicle or office for the day.

Q3. HRSM-R1. Please provide an example or use case for aiding in the management of human resource service management.

a. We are seeking a full Human Capital Management solution.

KENOSHA COUNTY

RFP #2313 ADDENDUM ONE DATED 5/24/2023

Human Resources, Payroll & Time & Attendance Software Solution

RFP #2313 Addendum One Page 2 of 6

Q4. PR-R76. Please provide an example of “flexing” between multiple funding sources.

a. Must be able to charge expenses such as salaried and wages, FICA expenses and other payroll related expenses against multiple funding GL accounts based on hours, location, job code, differentials, or grants.

i. Employee could work multiple jobs within a pay period that could be charged to different funding sources such as operational funding and grant funding. The different funding sources would be represented with various general ledger accounts.

Q5. PM-R101. The solution can enforce box distribution rules. Please clarify what rules you had in mind.

a. This is an optional requirement in which, enforcing distribution of employees to different tiers or boxes based on predefined criteria (e.g. performance ratings - say, 70% should be under the Meets Expectations rating, 10% would be Exceeding expectations, 10% would be relevant for Performance Improvement) Or it would be a combination of performance and potential that could create a 9-box distribution. There are variations of the criteria and distribution rules typically configured in the system.

Q6. PM-R78. The solution has a legal scan function. Please elaborate.

a. Legal scan function will enable the performance review system to flag certain words loaded in by the manager or HR, particularly problematic terminology that could lead to incomplete reviews or legal disputes down the line.

Q7. Would the County of Kenosha be willing to accept vendor responses that do not include the full HCM suite?

a. No, the County is looking for a consolidated solution.

RFP #2313 Addendum One Page 3 of 6

Q8. Is the County of Kenosha currently utilizing any physical time clocks with the UKG-Kronos Time and Attendance platform. If so, how many and what type of clocks are they?

a. Yes

i. 4500 – 10

ii. 9000 – 2

iii. 9100 – 4

Q9. Does the County of Kenosha intend to keep utilizing separate scheduling/Time platforms or is there an appetite to reduce the amount of vendors?

a. No desire at this time to move away from current 3rd party scheduling vendors. Our current vendors are:

i. Telestaff

ii. OnShift

iii. RT Vision

Q10. Can we please get a breakdown of the mentioned 1300 -1600 employees as far as full time, part time, seasonal, and temporary?

a. As of March 12th

i. 961 full time bi-weekly

ii. 245 part time/seasonal employees (will increase throughout the summer)

iii. 120 part time monthly employees (paid per diem)

Q11. What is the target go-live date?

a. Q2 2025 estimated

Q12. The RFP mentions on-site training/implementation - will off-site be acceptable? We have a proven track record of delivering successful web-based implementation.

a. We require on-site training

Q13. Did Kenosha County leverage a consulting firm like Berry Dunn or KPMG while drafting this RFP?

a. We did acquire assistance from Gartner

RFP #2313 Addendum One Page 4 of 6

Q14. As a SaaS provider, we often leverage certified 3rd party implementers focused on government to deploy our software based on your specific requirements. This is a common practice for Enterprise software. This approach would require the County to sign separate contracts for the SaaS

vs. the implementation. Is the County willing to sign two separate contracts?

Q15. On the Excel Spreadsheet – 2313 Requirements: Mandatory requirements tab – IT-R18 through ITR20 as a true SaaS solution, we supply the necessary infrastructure. Can we assume that in this case, these requirements aren’t really mandatory?

a. That is correct, if you are a SaaS solution then IT-R18-20 is not mandatory

Q16. Can you approximate your employee counts by the following types:

o Full-Time o Part-Time o Seasonal (only works 3-4 months a year) o Retirees that will require access for benefit management

a. The first 3 bullet points are the same as Q10

b. The retiree bullet point is 166

Q17. Does the County intend to replace both Ceridian Dayforce and UKG or is the

County considering expanding the use of either system to add HR, Payroll and Timekeeping functionality?

a. The County is looking for a consolidated system.

Q18. Did the County receive any estimates from vendors prior to the RFP that were used to estimate costs for a new system? If so, which vendors provided estimates?

a. No

RFP #2313 Addendum One Page 5 of 6

Q19. Is there a defined budget for the project and if so, can you share the dollar amount?

a. No this will be a requested inclusion in the 2024 budget

Q20. In your current state document, you list several items that are not currently automated with DayForce. Is that based on the way the system was deployed or is it a limitation of the current DayForce software?

a. Both - some manual processes are due to limitations within current systems and some manual processes are due to functions/features not deployed within current system.

Q21. Your RFP has advanced scheduling requirements but also requires integration to TeleStaff, OnShift, and RT-Vision. Does the County intend to keep all or some of these point systems with the deployment of a new unified HR, Payroll and Timekeeping system?

a. Same as Q9

b. However, there may be opportunities in other departments to take advantage of advanced scheduling features

Q22. There are several items in the Requirements Excel document that are

“optional”. Can you share are the items below currently used by the County?

o Payroll Tab - COVID-19 WFM functions TA-R27 through R31 o HR Tab – Recruitment Operations items HRTA-R127 through R136

a. These requirements reference functions related to COVID. Prioritized as optional due to possible intermittent future need.

b. These requirements reference an external recruiting agency having access to our system. We currently do not have this functionality or need that functionality. Prioritized as optional due to possible future need.

Q23. General question regarding how the requirements will be scored - Will a “no” for an optional requirement be weighted differently from a “no” for a desirable or critical requirement?

RFP #2313 Addendum One Page 6 of 6

Q24. What is the frequency of payroll? Is there any bonus/commission?

a. Bi-weekly, monthly, off cycle are ad hoc

b. Stipends are ad hoc

Q25. How many W2s were produced last year?

a. Bi-Weekly employees 1515

b. Monthly employees 125

c. Total 1640

Q26. Can you expand on what you mean by integration with your current systems

– Are you looking for API, export/import, or SFTP integration?

Q27. Can companies from Outside USA can apply for this? (like from India or

Canada)

Q28. Do we need to come onsite for meetings?

a. Depending on the type of meeting it is, for example training is onsite

Q29. Can we perform the tasks (related to RFP) outside USA? (like from India or

Canada)

a. Some tasks may be done remotely but other tasks must be done onsite such as training.

Q30. Can we submit the proposals via email?

A. No, proposals must be submitted per the instructions in Section 10

RFP Submission.

End Addendum 1