3-SLCI26059 Attachment 2 Scope of Work.docx

SCOPE OF WORK

COMPENSATION BENCHMARKING AND SALARY SURVEY MANAGEMENT PLATFORM

The awarded Offeror will provide a single, secure, web‑based platform that supports compensation benchmarking, market analysis, and salary survey management (“Platform”).

A. Platform Requirements

1. General Platform Requirements

a. The platform must be delivered as a cloud-based Software-as-a-Service (SaaS) model that requires no on-premises installation, local hosting, or specialized client-side software, and must be fully accessible via standard web browsers.

b. Maintain a minimum of 99.9% network/system availability, independent of scheduled maintenance windows. (See section F for details).

c. Support role-based access controls with configurable user permissions.

d. Maintain audit logs of user activity and system changes.

e. Support the import, storage, and management of third-party salary survey data in standard formats (e.g., Excel, CSV).

f. Security & Compliance

i. Encrypt data in transit and at rest.

ii. Provide role-based access control and user authentication.

iii. Maintain compliance with industry-standard security frameworks.

iv. Provide regular data backups and disaster recovery capabilities.

v. Maintain audit logs for security and compliance purposes.

2. Market & Salary Survey Management

a. Enable the City to market price jobs using configurable parameters including industry, geographic region, organization size, and labor market characteristics.

b. Allow the City to create and manage custom peer groups and market composites.

c. Provide functionality to:

i. Age market data using configurable factors

ii. Weight and blend multiple survey sources

iii. Apply statistical measures (e.g., percentiles, and averages)

d. Maintain historical survey data for trend analysis.

3. Job Matching & Benchmarking

a. Provide tools to match City job classifications to external survey benchmark jobs.

b. Support multiple benchmark matches per job.

c. Allow users to document and maintain match rationale and notes.

d. Provide indicators of match quality or confidence, where available.

e. Maintain a history of job matches for audit and longitudinal analysis.

4. Job Architecture & Salary Structure Management

a. Allow the City to create, edit, and maintain a job catalog, including job titles, codes, and descriptions.

b. Support the design and administration of salary structures, including:

i. Grades

ii. Salary Ranges (minimum, midpoint, maximum)

iii. Step Structures

c. Enable assignment (“slotting”) of jobs and incumbents into salary structures and grades.

d. Allow modeling of proposed structure changes without impacting production data (see detailed requirements in section 6).

e. Maintain version control and audit history for all structural changes.

5. Compensation Analysis & Reporting

a. Provide tools to analyze internal compensation against market data, including:

i. Compa-ratio

ii. Range Penetration

iii. Market index/position

b. Support analysis at multiple levels (e.g., employee, job, department, organization-wide).

c. Provide identification of:

i. Pay compression and inversion

ii. Outliers relative to market position

d. Include configurable dashboards and data visualizations.

e. Allow users to generate standard and ad hoc reports.

6. Modeling & Scenario Planning

a. Allow the City to perform what-if analysis, including:

i. Salary structure adjustments

ii. Market movement scenarios

iii. Budget impact modeling

b. Enable comparison of multiple scenarios side-by-side.

c. Preserve modeling outputs for review and decision-making.

7. Survey Participation Management

a. Allow the City to prepare and submit compensation data to third-party survey providers.

b. Provide data validation tools to ensure accuracy and completeness prior to submission.

c. Maintain a repository of historical survey submissions and results.

d. Support formatting requirements for common survey providers.

8. Integration & Data Management

a. Bi-directional integration with the City’s Workday ERP system.

b. Support secure data exchange via API-SFTP, or other industry-standard methods.

c. Allow automated or scheduled data imports and exports.

d. Support data mapping and transformation as needed for integration.

B. Customer Service, System Maintenance & Training

1. Provide a dedicated point of contract during implementation and ongoing support.

2. Provide documented Service Level Agreements (SLAs) that include:

a. Issue severity classifications

b. Response time commitments

c. Resolution time targets

d. Escalation procedures

3. Provide support at a minimum during standard business hours (8:00 AM – 5:00 PM Mountain Time), with options for extended support if available.

4. Provide ongoing training support to include live assistance and on demand sessions for current and new users.

5. Provide advance notice of scheduled maintenance, updates, or systems changes.

6. Updates & Enhancements

a. Provide regular system updates, enhancements, and patches.

b. Include all updates in the base cost during the contract term.

c. Provide documentation and training for significant updates.

7. Warranty

a. The offeror shall warrant that the System will perform in accordance with the requirements of this RFP for a period to be negotiated. During the warranty period, the Offeror shall correct defects at no additional cost to the City.

C. Reporting Requirements

1. Provide a library of standard compensation reports, including market analysis and pay structure alignment.

2. Support ad hoc report creation by end users.

3. Include dashboard functionality for real-time insights.

4. Allow scheduled report generation and automated distribution.

5. Support export of reports in multiple formats (e.g., Excel, PDF).

D. Implementation & Milestones To be completed upon conditional selection of Offeror

E. Licensing

1. The awarded Offeror shall:

a. Provide all necessary licenses for City personnel.

b. Clearly define:

i. User license types (e.g., administrator, standard user, read-only)

c. Any limitations on number of users.

d. Include all itemized licensing costs in the proposal.

F. Artificial Intelligence (AI)

1. AI Functionality Requirements

a. Preferred to be included in the base product and not require additional licensing or modules.

b. Streamline administrative tasks such as data validation, identifying anomalies, recommending data clean-up actions, and auto-flagging potential inconsistencies in job data or compensation structures.

c. Users must be able to accept, reject, or modify AI suggestions at any time.

d. AI features must comply with enterprise-level data privacy, security, and governance requirements. Vendors must describe how employee data is protected or minimized when used for AI functions.

e. The AI model must improve over time based on user interactions and updated datasets with no additional fees for updates, enhancements, or training of the AI model.

2. Use of AI in Job Matching & Market Pricing

a. The system should leverage AI to support job matching, market pricing recommendations, and identification of comparable roles.

b. AI should assist in pattern recognition using job descriptions for match scoring, and provide suggested matches based on system logic, historical matches, and market data.

3. Transparency & Explainability

a. Any AI recommendations must include clear, user-friendly explanations of the underlying logic, inputs, and assumptions to ensure decisions are transparent, auditable, and align with HR compliance standards.

b. Vendor must explain how the AI model generates such insights and how users can control or adjust recommendations.

G. Additional Services

1. The City and the awarded Offeror may agree to additional related services, enhancements, or products through written amendment or authorized purchase order.