HR-Payroll RFP 9531-12-R-0850.pdf

USHMM RFP-9531-12-R-850

HR/Payroll Services (Donated Staff) 1 of 22

RFP-9531-12-R-0850

Solicitation for

HR/Payroll Services (Donated Staff)

1 BACKGROUND

1.1 A living memorial to the Holocaust, the United States Holocaust Memorial Museum

(hereafter referred to as “USHMM” or “Museum”) inspires citizens and leaders worldwide to confront hatred, prevent genocide, and promote human dignity. The Museum employs approximately 385 staff consisting of 185 Federal (Title 5) and 200 non-appropriated (paid with

Museum private funds which we call Donated staff). Federal employee payroll is currently handled by the National Business Center (NBC) in the Department of the Interior. Donated employee payroll is currently handled by the General Services Administration (GSA), National

Payroll Center.

1.2 The Museum uses Oracle/PeopleSoft for its financial management system for all of its financial and accounting activities. NBC also provides some Human Resources capabilities for

Federal staff such as time keeping and access to their data warehousing system (DataMart).

Most of the HR processes for Donated staff are manual. Time and attendance is currently managed through an in-house developed application although the Museum is migrating to

Kronos Web TA, Time and Attendance in 2012 for its Federal employees only.

1.3 To better serve the needs of USHMM donated (private sector) staff, their management, and the administrative support functions of Human Resources, Payroll, and Finance, USHMM is soliciting experienced vendor(s) with a proven track record in delivering HR-Payroll capabilities in the private sector market using a cloud-based or externally hosted (Applications Service

Provider) service with full capability to support USHMM’s current HR/Payroll services to

Donated staff and that can be integrated with the eMail, Financial, and Data Warehouse systems of the Museum. The end result should be a new process that is self-service for both employee users and Payroll/HR administrators while providing comprehensive and full employee life cycle management (the “Donated Staff HR/Payroll Services” or “Services”).

1.4 USHMM expects to phase in implementation of the Donated Staff HR/Payroll Services, with the first phase focusing primarily on setting up HR transactions, time and attendance, benefits management, payroll, reporting, employee and manager self-service, and integration with core IT and financial infrastructure (“Phase 1”). Subsequent phases of implementation will include online application management, onboarding/offboarding, and learning management.

USHMM shall retain exercisable option(s) to continue with one or more of the remaining phases of the Services.

2 STATEMENT OF WORK

2.1. Functional and Technical Requirements (solution as a whole): Offerors shall represent and warrant that their proposed Donated Staff HR/Payroll Services solution meets all specifications stated in Exhibit I of this RFP (Technical Compliance Matrix).

HR/Payroll Services (Donated Staff) 2 of 22

2.2 Phase 1 Performance: Contractor’s Phase 1 performance shall be all Contractor’s services and deliverables as provided in Contractor’s Proposal, including without limitation:

2.2.1 End-user functionality to supersede the existing donated HR database;

2.2.2 Integrate with USHMM’s messaging environment (Google);

2.2.3 Integrate with USHMM’s Active Directory Global Address List (GAL);

2.2.4 Integrate with the USHMM SecureAuth single sign on authentication platform (if feasible);

2.2.5 Submit a written proposal (including scope of work, performance schedule, and pricing), for Phase 2 and possibly subsequent Phases, each of which shall be jointly and severally subject to exercise of USHMM’s sole written option(s);

2.2.6 Provide on-site training and knowledge transfer to designated USHMM staff for internal support of Services system design, administration, and usage;

2.2.7 Train USHMM end users and selected staff on Services application usage, including reports generation;

2.2.8 Provide and fulfill a Service Level Agreement for the Donated Staff HR/Payroll Services for the initial twelve (12) months of support following completion of installation, implementation, and initial testing (and on an optional basis thereafter), including without limitation:

(1) consultation and adjustments to the Services necessary to assure normal functionality, consistent operation, and free of other defect;

(2) additional support when needed via electronic means, including without limitation phone support for users 9:00 AM – 5:30 PM Eastern Time, Monday to Friday;

(3) guaranteed best efforts to resolve within 24 hours any malfunctions, defects, conflicts, and/or deficiencies that render the Services non-functional (“Downtime Events”), where such Downtime Events were caused by Contractor’s act or omission or otherwise are within Contractor’s control and dominion; and

(4) immediate written notice to USHMM’s COR of any Downtime Events which are anticipated to take Contractor more than 24 hours to resolve, a justification for the delay, and Contractor’s remediation strategy and estimated time to complete performance.

2.2.9 Documentation to include without limitation:

(1) all necessary Services configuration information, annotated as requested by USHMM;

(2) the design and architecture of all Services applications;

(3) description(s) of the HR-Payroll Services data architecture and workflows; and

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(4) all other manuals and documentation as described in Contractor’s Proposal and otherwise essential for USHMM administrative support and/or end user operation of the Services.

2.3 Contractor Representatives: All Contractor personnel are provided below, specifically identified as “Key Personnel” or else as generally defined to meet the minimum qualifications provided below. (Offerors shall provide this information in their technical proposal, and such information shall be treated as though reproduced below.)

2.3.1 General. The following person shall be contracted in the event of award for prompt

Agreement notification and administration concerning specifications, schedules, and other necessary Agreement matters:

(Name)____________________________________

(Title)____________________________________

(Street Address)____________________________

(City, State, Zip)____________________________

(Telephone & Facsimile No.)__________________

(E-mail address)____________________________

2.3.2 Key Personnel & Subcontractors.

● Contractor shall include the subcontractor(s) and key personnel to be assigned under this Agreement in the format provided below. Offerors shall provide this information in their technical proposal, and such list shall be treated as though reproduced below.

NAME LABOR CATEGORIES

● Contractor shall not remove the Key Personnel assigned to this project without the consent of Museum. Contractor also will not remove such Key Personnel until he/she is replaced with a person/firm of equal or higher qualifications.

● Contractor shall not enter into any subcontracts other than those identified above for any of the work under this Agreement without obtaining the prior written approval of the CO.

2.3.3 Qualifications of Contractor Personnel and Minimum Experience.

● Contractor shall ensure that staff and/or subcontractors dedicated to this project other than those Key Personnel defined above have the skills and experience level as described in Contractor’s Proposal. The service categories provided by the

Contractor in performance of this Agreement shall embrace all critical services described in this contract. All Contractor personnel assigned to this Agreement are subject to Museum review in accordance with the provided level of qualifications.

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● Museum shall reserve the right to recommend dismissal of a Contractor’s employee or subcontractor whose performance is detrimental to the satisfactory completion of contractual obligations.

3 CONTRACT TERMS & CONDITIONS

3.1 General: The terms and conditions of Contractor's GSA-schedule # ________________ shall apply to the awarded contract, if applicable. Otherwise, USHMM shall apply the “Terms and Conditions Applicable to Non-GSA Schedule Contracts” as separately attached to this RFP.

3.2 Period of Performance

3.2.1 The period of performance of the awarded contract shall be until the project has successfully been completed followed by the duration of any exercised USHMM options, with Contractor to conduct, complete, and present the Services in a mutually agreed upon timeframe. USHMM’s option(s) hereunder (as identified herein and otherwise in

Contractor’s Proposal) shall be jointly and severally exercisable at USHMM's sole discretion by written notice from USHMM's Contracting Officer at any time up to twelve

(12) months following USHMM’s acceptance of the completed Services.

3.2.2 USHMM may extend the term of the awarded contract by written notice to the Contractor no later than fifteen (15) days before the awarded contract is due to expire. The duration of the awarded contract including all extensions shall not exceed ten (10) years from its effective date. All interim HR-Payroll Services deliverable deadline(s) other than those provided in Contractor’s attached Statement of Work shall be mutually agreed upon in writing by the parties.

3.3 USHMM Representatives: USHMM’s designated representatives and points of contact for purposes of this Agreement shall be the Contracting Officer (CO) and the Contracting

Officer’s Representative (COR), as follows:

3.3.1 CO Responsibilities. The CO has the authority to enter into, administer, and terminate the Agreement. Communications pertaining to contractual administrative matters shall be addressed to the CO. No changes in or deviation from any of the Agreement’s provisions, terms, conditions, including without limitation the scope of work, cost, or term provided herein shall be effected without a written modification to the Agreement executed by the CO authorizing such changes.

3.3.2 COR Responsibilities.

● The Contracting Officer will designate, in writing, an authorized representative(s) to discharge such duties and responsibilities as may be delegated to him. The representative(s) will not have authority to change or alter any of the terms and conditions of the contract. The Contracting Officer is the sole authority to make

HR/Payroll Services (Donated Staff) 5 of 22 changes in the contract. The Contractor will be furnished a copy of the COR delegation.

● The COR will provide technical direction on contract performance. Technical direction includes: (1) direction to the Contractor which assists in accomplishing the statement of work; and (2) comments on and approval of reports or other deliverables.

● Technical direction must be within the contract's statement of work. The COR does not have the authority to issue technical direction which: (1) institutes additional work outside the scope of the contract; (2) constitutes a change; (3) causes an increase or decrease in the estimated cost of the contract; (4) alters the period of performance; (5) changes any of the other express terms or conditions of the contract.

● The COR will issue technical direction in writing or confirm such direction in writing within five (5) calendar days after verbal issuance.

3.3.3 Contractor is advised that any reliance on direction from other than the CO or a COR acting within the strict limits of the responsibilities as set forth above is undertaken at

Contractor’s own risk and expense, as such actions do not bind USHMM contractually.

All questions concerning the authority of a USHMM employee to direct the Contractor contractually should be referred to the CO.

3.4 Use of Museum Name

3.4.1 Contractor shall not use the name of the Museum in any news release, public announcement, advertisement, or any other form of publicity, or disclose any of the terms of this Agreement to any third party without the prior written consent of the Museum.

3.4.2 Contractor shall not use the Museum’s name, trademarks, or any other language, pictures, or symbols that could, in the Museum’s judgment, imply the Museum’s identity or endorsement by the Museum or any of its employees in any (1) written, electronic, or oral advertising or presentation or (2) brochure, newsletter, book, electronic database, or other written material of whatever nature, without the Museum’s prior written consent.

3.4.3 Inclusion of Section. Contractor shall include the terms of this Section (“Use of Museum

Name”) in any contracts with other parties providing services related to the performance of this Agreement, such as but not limited to subcontractors.

3.5 Travel and Expense: All travel shall be subject to Museum's prior review and approval.

Travel expenses are to be reimbursed according to GSA travel guidelines and the Federal Travel

Regulations (FTR).

3.6 Notices: Any legal notices required hereunder shall be in writing and deemed delivered upon actual receipt of such notice when hand-delivered or sent by certified mail, postage prepaid, HR/Payroll Services (Donated Staff) 6 of 22 return receipt requested, or overnight express courier to the address first set forth above marked to the attention of the signatory of this Agreement for the party, or to such other address or person as a party may designate in writing from time to time.

3.7 CCR DATABASE COMPLIANCE

3.7.1 Contractor is responsible, during performance and through final payment, for the accuracy and completeness of the data within the CCR (Central Contractor Registration:

https://www.bpn.gov/ccr/) database, and for any liability resulting from USHMM’s reliance on inaccurate or incomplete data. To remain registered in the CCR database after the initial registration, Contractor is required to review and update on an annual basis from the date of initial registration or subsequent updates its information in the

CCR database to ensure it is current, accurate, and complete. Updating information in

CCR does not alter the terms and conditions of this Agreement and is not a substitute for a properly executed contractual document.

3.7.2 Contractor shall not change the name or address for electronic funds transfer (EFT) payments or manual payments as appropriate in the CCR record to reflect an assignee for the purpose of assignment of claims. Assignees shall be separately registered in the CCR database. Information provided to the Contractor’s CCR record that indicates payments, including those made by EFT, to an ultimate recipient other than that Contractor shall be considered to be incorrect information.

3.8 Invoices

3.8.1 Contractor shall submit a single invoice(s) to the COTR upon satisfactory completion of the work or otherwise in a manner consistent with Contractor's Proposal for completed deliverables and services received and accepted by the COTR. Invoices shall be submitted in triplicate to the United States Holocaust Memorial Museum, Attn: Accounts

Payable Division, 100 Raoul Wallenberg Place, SW, Washington, DC 20024-2150 with one of the three copies submitted to Museum's COTR. To constitute a proper invoice, the invoices must include the following information and/or attached documentation:

● Name of Business Concern and invoice date

● Contract Number or other authorization for performance of service

● Description, price, and quantity of services delivered or rendered

● Name, title, phone number, and complete mailing address of responsible official to whom payment is to be sent.

3.8.2 Withholding. USHMM shall pay Contractor upon receipt and approval of completed deliverables and in accordance with the schedule provided in Contractor's Proposal

(albeit subject to withholding of a 25% retainage of the total project price pending

USHMM certification that the HR-Payroll Services is fully functional as defined for that given phase, and a 10% retainage of the total project price pending satisfactory completion of the initial maintenance period).

https://www.bpn.gov/ccr/ https://www.bpn.gov/ccr/ https://www.bpn.gov/ccr/ https://www.bpn.gov/ccr/ https://www.bpn.gov/ccr/ https://www.bpn.gov/ccr/ https://www.bpn.gov/ccr/

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3.8.3 Nonpayment for Additional Work. Any additional services or services representing a change to work specified herein or as defined in the applicable task order performed by

Contractor, either at Contractor’s own volition or at the request of an individual other than a duly appointed CO except as may be explicitly authorized in this Contract are not authorized and will not be paid. Only a duly appointed CO is authorized to change the specifications, terms, and conditions in this Agreement. Any such change shall be through a written amendment(s) or modification(s) to this Agreement issued by the CO.

3.9 Annual Representations and Certifications: Offerors certify that they have completed the annual representations and certifications electronically via the Online Representations and

Certifications Application (ORCA) website at http://orca.bpn.gov. After reviewing the ORCA database information, Offerors verify by submission of their proposal and incorporation in their proposal by reference as of the date of the proposal that the representations and certifications currently posted electronically have been entered or updated within the last 12 months, are current, accurate, complete, and applicable to this RFP.

4 RFP INSTRUCTIONS

4.1 FAR 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

(FEB 1998, cited verbatim). This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the

Contracting Officer will make their full text available. The Offeror is cautioned that the listed provisions may include blocks that must be completed by the Offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the Offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): <www.acquisition.gov/far>.

4.2 FAR 52.215-1 INSTRUCTIONS TO OFFERORS--COMPETITIVE ACQUISITION (JAN

2004) (Reference 15.209)

4.3 FAR 52.216-1 TYPE OF CONTRACT (APR 1984) (Reference 16.105). USHMM contemplates award of a Firm Fixed Price contract resulting from this solicitation.

4.4 FAR 52.216-25 CONTRACT DEFINITIZATION (OCT 1997, redacted albeit without revision)

(b) The anticipated schedule for definitizing this contract is:

April 16, 2012 RFP Released

April 27, 2012 Q&A Period Closed

May 18, 2012, 12:00 NOON ET Proposals Due Week of June 11, 2012 Demo(s) Held

June 22, 2012 Contract Awarded

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4.5 PROPOSAL SUBMISSION REQUIRED IN ELECTRONIC FORMAT

4.5.1 The only acceptable evidence for establishing the time of receipt at Museum shall be the

USHMM time/date stamp.

4.5.2 Offerors shall submit their full proposal (Technical and Price as separate, distinct, and individuated files) in soft (electronic) copies, signed by Offeror's authorized signatory, and addressed to: <Bfalk@ushmm.org>

Subject: RFP-9531-12-R-0850 – Proposal for HR/Payroll Services (Donated Staff)

4.5.3 USHMM expressly disclaims and neither guarantees nor warrants for e-mail security, the legibility of electronic format(s), and/or the corresponding accuracy of any printed submission to its electronic version.

4.5.4 Offeror certifies that all of its electronic submissions have been verified as free of viruses using virus-check software that is standard in the industry and current to the present calendar month and year.

4.6 TECHNICAL PROPOSAL CONTENT. The Technical Proposal should demonstrate that the Offeror clearly understands the objectives of the proposed project and that it has an effective manner in which to accomplish them. The Technical Proposal shall include:

4.6.1 Past Performance. [USHMM notes that a bulleted, enumerated, or itemized list consistent with the format provided in the RFP is the preferred means of communication.]

Past performance information shall include:

(1) Reference Information. A description of three (3) HR/payroll platform implementation contracts or task orders performed as a prime or major subcontractor in the last five (5) years. The contracts should be relevant (similar in size, complexity and nature) to the service type for which the Offeror is submitting a proposal and must include at least two (2) implementations for a museum, not-for profit, library, archive, or educational nonprofit (academic institution). Offerors shall demonstrate this characteristic as well as professionalism by providing verifiable evidence of past experience in all Qualification requirements (as provided in FAR 52.246-17, above).

Information provided shall include:

(a) Contract Number

(b) Contract Type (i.e., firm fixed price, time and materials, etc.)

(c) Awarded price/cost and final or projected final price/cost

(d) Period of Performance (dates of start and completion of work).

(e) A current point of contact in the contracting agency – name, HR/Payroll Services (Donated Staff) 9 of 22 address, e-mail, and telephone number). If the work was performed as a subcontractor, also provide the name of the prime contractor and Point of Contact

(POC) within the prime contractor organization (name, address, e-mail, and telephone number).

(f) Description of work performed and location (not to exceed 500 words).

Offerors should provide information to include:

● the length of time the system has been in operation;

● whether the described system was fully or partially installed and, if partially, the production components installed and the length of time in which they have been in use;

● the number of concurrent users on the installed system (for which they had implementation responsibility);

● any problems encountered on the contracts and subcontracts identified, and corrective actions taken to resolve those problems. For contracts which did not/do not meet original cost, schedule, or performance requirements provide a brief explanation of the reason(s) for the shortcomings and any corrective actions taken to avoid recurrence.

(2) Chronological Performance History. List information performed on prime contracts first, followed by those performed on subcontracts in chronological order for either

Offeror's last five (5) clients or all work undertaken in the last 18 (eighteen) months

(not to exceed 10 total listed), whichever is greater. Offerors shall provide start and end dates (or an indication if project is ongoing as of the date of proposal submission) and a short description (i.e., no more than 75 words in length) for each contract listed.

USHMM reserves the right to request contract and contact information from Offerors on such contracts during its evaluation process as such is deemed relevant to

USHMM’s due diligence.

4.6.2 Staffing Plan/Capability. Subfactors that will be evaluated are Key Personnel and subcontractors (if applicable). [USHMM notes that a bulleted, enumerated, or itemized list consistent with the format provided in the RFP is the preferred means of communication.] In this section of their respective proposals, Offerors shall:

● Provide a summary of Offeror’s general qualifications to meet required qualifications and fulfill the statement of work. Include any other relevant experience and training that demonstrates the ability to perform the work as described (not to exceed 200 words).

● Provide a list of personnel designated as “Key” in the performance of this contract and Key personnel may include subcontractors, subject matter experts, and consultants. Provide a description of the proposed organization and responsibilities of the key personnel, including name, title, organization, full or part-time, and whether they are a salaried employee of the organization, current or planned employee, subcontractor, or consultant. (See Section 4.4.2.“Key Personnel.” Minimum

HR/Payroll Services (Donated Staff) 10 of 22 qualifications of projected key personnel are listed in 2.3.2, however proposed key personnel and project staffing are not limited to these categories or qualifications.)

● Submit resumes for Key Personnel which demonstrate the level of competency necessary to successfully complete the C&A work. Resumes should be formatted as follows:

1. Name and title

2. A brief description of proposed duties and responsibilities of the person for this contract and how the individual fits into the overall organization.

3. Relevant work experience for the responsibilities described in (2) above demonstrated by employment history, present and previous employers, with dates of employment, job title(s), and description of the specific duties for each position.

4. Education including educational institutions attended, dates, and degrees or certificates obtained.

5. Professional awards or association related to the current position

6. Training related to current position and experience, especially in mature and emerging technologies. Do not include information that is not relevant to the person’s designated role in this project.

4.6.3 Technical Brief. This shall consist of the following components:

(1) Understanding of the Requirements – Offerors shall hereby confirm their understanding of the full Donated Staff HR/Payroll Services project scope and objectives, affirming the capacity of their solution to fulfill all functional and technical requirements, and noting and justifying exceptions where relevant. Offerors may use or reference to the narrative description(s) below where necessary for clarification [as concise as possible and in a manner consistent with Museum's stated requirements, excluding illustrations which shall not count against the page limit, max. 200 words];

(2) Explanation of Proposed Methodology – A narrative description of the Offeror’s proposed Phase 1 methodology, including without limitation discovery and planning;

site survey; and installation, implementation, and engineering documentation [as concise as possible and in a manner consistent with USHMM's stated requirements, excluding illustrations which shall not count against the page limit, max. 600 words];

(3) Detailed Performance Schedule – Offerors shall complete and incorporate the following schedule in their Proposals, including or adding proposed delivery dates for all milestone deliverables, construction milestones, and USHMM reviews/approvals

HR/Payroll Services (Donated Staff) 11 of 22 as well as assumptions about USHMM staff participation in both implementation and training; and

(4) Service Level Agreement – Offerors should include a clearly defined SLA describing their proposed service guarantee, outage compensations including support infrastructure to handle USHMM 24/7 access, and up time requirements.

(5) Technical Compliance Matrix- Offerors shall complete and return the matrix provided in Exhibit I for the proposed Services, identifying by checkbox whether their proposal addresses the stated requirements in the RFP and if so, to what extent, in each case indicating the page/paragraph location in their proposal where such requirements have been addressed, explained, and/or elaborated upon.

4.7 PRICING PROPOSAL CONTENT. The following must likewise be included in

Offeror's Pricing Proposal package:

4.7.1 Price. Fully itemized as fully-loaded, firm, fixed price, billable in a manner appropriate to Offeror's proposed solution;

4.7.2 Proposed Payment Schedule. Consistent with RFP section 3.8 ("Invoices") above, this shall be Offeror's proposed payment schedule;

4.7.3 Contract Administration Information. Offerors shall complete all applicable blanks in this

RFP and by signature affirm all acceptable contractual language;

4.7.4 Contract Exceptions. Offerors shall here specify their exception(s) (if any) to terms and conditions contained in this RFP in each instance citing the applicable section, clause, paragraph number, and page of the solicitation that they address; and

4.7.5 Assumptions. Offerors shall here specify and explain any assumptions made in preparing their proposals.

5 EVALUATION

5.1 METHOD. Museum will assess Offerors' technical engagement as evidenced by

Offeror's commitment to meeting all the Museum's requirements and specifications as stated herein. Each member of the evaluation panel shall be accorded equal weight in his or her rating of proposals, applying the following criteria against the information requested in section 4 of this

RFP, first individually and independently, and then meeting collectively to establish consensus regarding a technically competitive range. USHMM intends, but is not obligated, to use a qualitative evaluation method for its review. USHMM shall award a contract to the Offeror who thereafter is determined to present the best overall value to USHMM. USHMM reserves the right in all cases to be the sole judge determining whether an Offeror meets the evaluation criteria.

5.2 USHMM reserves the right to enter into negotiations with any or all of the Offerors as it deems to be in USHMM’s best interests, to request oral presentations or live demos from one or

HR/Payroll Services (Donated Staff) 12 of 22 more Offerors (in which case USHMM shall make oral presentation procedures available in advance to selected Offeror(s)), and to request any or all Offerors to clarify or modify the terms and conditions specified in their proposals and resubmit such clarifications or modifications as a

“Revised Proposal.”

5.3 PAST PERFORMANCE/CAPABILITY. There is a high expectation that the successful bidder has expert level knowledge supported by prior experience to appreciate, understand and recognize USHMM’s current challenges and unique needs. Museum will evaluate Offerors on performance under existing and prior contracts/subcontracts for work similar in nature and complexity to this requirement using the following specific factors. USHMM will focus on information that demonstrates quality of performance relative to the size and complexity of the procurement under consideration. To this extent, Museum may use information obtained from the Offeror, from calling references, and from sources other than those provided by the Offeror.

Too, each Offeror’s past performance will be evaluated for the quality of services, customer satisfaction, timeliness of performance, business relations, and cost control. The successful

Offeror will have demonstrated the following capabilities (note that these subcriteria are not necessarily prioritized in the order in which they appear):

● The level of corporate experience as evidenced by successful implementation of projects in other similar or larger agencies/organizations (including a minimum of 5 years of experience providing HR-Payroll services (specifically, SaaS operation and/or other functionality) to organizations and in contexts similar to USHMM’s;

● The level of experience of staff tasked to this project as Key Personnel as evidenced by experience, education, and certification;

● The allocation and warranty of staffing resources to the project who meet or exceed all stated minimum qualifications;

● Completion of projects of this type on budget and on schedule;

● Viability (an assessment which may be based in part on independent assessment sources used regularly by Museum); and

● Overall satisfaction/success of prior performance (e.g., quality of services, customer satisfaction, timeliness of performance, business relations, and cost control).

5.4 TECHNICAL BRIEF. USHMM will assess Offerors' technical and conceptual engagement as evidenced by Offeror's proposed solution using the following specific factors, which should reflect:

● completeness in meeting all USHMM's requirements and specifications as stated herein;

● understanding of project objectives and vision;

● appropriateness of project methodology and level of effort to USHMM's goals and objectives as described throughout this RFP; and

● responsiveness and realism of Offeror's proposed schedule/implementation plan.

5.5 PRICE. Museum shall evaluate pricing consistently with inverse correlation to cost such that the lowest price yields the highest rating.

HR/Payroll Services (Donated Staff) 13 of 22

● Since the evaluation of pricing will represent a portion of the total evaluation, it is possible that an Offeror might not be selected for award because of unreasonable, unrealistic, incomplete, inaccurate, or noncurrent cost proposal information. Offerors are solely responsible for assuring that pricing information is provided in a manner that allows Museum to make such a determination.

● Each Offeror’s cost information will be evaluated for realism, completeness, and reasonableness to determine the Offeror’s understanding of the work and ability to perform the contract. Realism is evaluated by assessing the compatibility of proposed costs with the technical/management/qualifications of the personnel. Completeness is evaluated by assessing the level of detail the Offeror provides in cost information for all requirements. Reasonableness is evaluated by assessing the acceptability of the Offeror’s methodology used in developing the cost. The existence of adequate cost competition may support a determination of reasonableness. This includes both original submissions and final proposal revisions (if requested).

5.6 WEIGHT. The Technical Proposal and Pricing are considered equally important and shall be given equivalent weight.

5.7 COMPLETE INFORMATION

5.7.1 Failure to furnish complete information requested in the RFP may cause the Offeror to be deemed unacceptable and be removed from further consideration.

5.7.2 Offers are solicited on an "all or none" basis and failure to submit offers for all line items listed may be cause for rejection of the offer.

5.7.3 Offerors are hereby on notice that substantive and material and/or multitudinous exceptions taken to Museum’s proposed contract language may result in a reduced

Business Proposal rating.

USHMM RFP-9531-12-R-0850 Exhibit I Page 14 of 22

RFP-9531-12-R-0850

EXHIBIT I

FEATURES OF DONATED STAFF HR/PAYROLL SERVICES PLATFORM

To be considered responsive, Offerors must propose a system that includes all designated required features. Features listed as non-essential by USHMM should be addressed (and priced) separately as optional line item(s) or optional package(s), as applicable and appropriate, labeled and numbered as below for ease of reference.

Phase 1 Requirement Comply?

Confirm with an X

Proposal page(s) reference

Comments

Payroll Services will need to be able to provide the full functionality of a payroll provider including but not limited to:

● Hourly payroll

● Salary payroll

● Multiple earnings and deductions

● Multiple direct deposits

● Multiple companies

● On-site manual check and DDA printing

● Other methods to deliver payroll (pay cards, etc.)

● New hire reporting

● Check calculator (what-if scenarios, gross-up, etc.)

● Interface to G/L, HRIS, 403(b), 457(b) & (f)

● Administration of benefits including link to vendors for health, life insurance and pension administrator (e.g., TIAA- CREF, Flex Spending, Long Term Care)

● Annually prepare, the imputed cost of Life Insurance coverage in excess of $50,000 to be included in income, using the IRS Premium Table, and are subject to social security and Medicare taxes and reported on the W2.

● Garnishments/Levies

● Multiple employer reports (view, print, ASCII)

● Expense management

● Calculate payroll state taxes

● Calculate payroll state taxes with residual jurisdiction

● Calculate payroll federal taxes

● Calculate payroll federal taxes with residual jurisdiction

● Produce tax payments with supporting documents for tax withholding deposits for Federal;

FUTA; State withholding

● Provide supporting documents and final versions of 940 and 941.

USHMM RFP-9531-12-R-0850 Exhibit I Page 15 of 22

● Produce year end W-2

● Maintain and calculate employee leave balances for vacation, sick, and casual based on rules

● Workers compensation reports

● Real time access of all employee records

● Ad-hoc reporting

● Technical support

● Maintain payrolls for multiple and separate Reporting Entities

● Security and auditing capabilities

HRIS service will need to be able to provide at minimum the following General HR Functionality

● Personnel Profile

● Organizational Structuring

● Job Position and Wage Profiles

● Career Development and Training (schedule for second tier implementation)

● Budgeting and Cost Control

● Government Compliance Reporting such as standard EEO reports (e.g., MD715)

● Employment History and Personnel Reporting

● Track Discipline Actions

● Security and auditing

● Electronic Payroll Actions

● Ability to collect information on non-paid staff (volunteers / no benefits except workers comp)

● Record volunteer’s time & attendance (work schedule) without triggering a payroll action.

● Allow multiple accounting strings for one employee on any given pay period

● Ability to make changes for any employee accounting string on any given pay period.

HRIS service will need to be able to provide at minimum the following Benefits Functionality

● Base Benefits

● Employee Benefit Plan Profile

● Benefits Administration

● Integrated connection to common carriers (e.g., CareFirst, TIAA-CREF, Lincoln, etc)

● Security and auditing

● All premiums are paid biweekly as salary deductions as follows:

● Health:

○ USHMM pays approximately 72% of actual cost.

○ Enrollment may continue for up to 18 months after employment separation

(COBRA).

○ Premiums may be paid with pre-tax dollars.

USHMM RFP-9531-12-R-0850 Exhibit I Page 16 of 22

○ Coverage is effective the first of the month following the date of employment.

○ Employees can elect an HMO or PPO.

○ CareFirst is the current carrier

● Life Insurance:

○ Museum pays 100% of Basic, Accidental Death and Dismemberment (AD&D), and

Long Term Disability insurance coverage. Employees may elect additional coverage for themselves and eligible family members. Premiums for additional coverage paid in full by employee.

● Retirement:

○ TIAA-CREF 403(b) is the retirement program. Employees can contribute up to the

IRS allowable limit. Employees receive a matching amount (up to 4%) and an automatic contribution (8%) added to their accounts from the Museum. Employees 50 and over may contribute an additional amount per regulations.

● Long Term Care

○ Plan is through UNUM/Provident.

○ Voluntary enrollment; 100% of premium paid by employee

● Flex Spending Accounts

○ Administered by Discovery Benefits

○ Voluntary enrollment.

○ Museum does not contribute.

● Awards

○ Employees may receive cash awards, time off awards and quality step increases.

● Annual Leave

○ Less than 3 years of service – 4 hours per biweekly pay period.

○ 3 years but less than 15 years – 6 hours biweekly and 10 hours in the last pay period of each leave year.

○ 15 years – 8 hours biweekly.

● Sick Leave

○ 4 hours for each biweekly pay period only.

○ Eligibility is not affected by an employee’s type of appointment or length of service.

● Social Security

○ Reduced social security benefits may begin as early as age 62.

○ Full benefits begin between ages 65 to 67. Employee may elect to receive annuity payments from their 403(b) retirement program or withdraw 403(b) balance without penalty at age 59 1/2.

● Special Contract processing:

○ 457(b) & (f) quarterly processing

○ 457(b) annual reporting on W2

○ 403(b) biweekly annuity calculation of employee deferred income and employer

USHMM RFP-9531-12-R-0850 Exhibit I Page 17 of 22 match – Excel spreadsheet. Upload two files to TIAA-CREF annuity provider.

○ Provide a bi-weekly TIAA-CREF report to USHMM Finance Office.

○ COBRA - AARA Legislation requirement – reporting quarterly on 941 and tracking refund (agency share) from IRS back to USHMM.

● Interface with the following benefits providers (as necessary):

○ CareFirst BlueCross/Blue Shield - Health Insurance

○ UNUM - Long Term Care

○ Commuter Direct - Transit Subsidy Provider

○ Lincoln - Life insurance company/carrier

○ Discovery - Flexible Spending Accounts

○ Infinisource - COBRA

○ TIAA-CREF - Tax-Shelter Retirement Program

Required Payroll/HR Reports:

● Detailed employee cost reporting by pay period and YTD to include historical data

● Leave and earning statement

● All leave balances

● Detailed benefit reports by employee (inclusive of accounting string)

● Reconciliation report by pay period with control totals

● Fiscal year to date and calendar year to date information for 990 reporting

● All OPM & OMB reporting such as the 1351 A, B & C & 113G

● Ad Hoc

● SAS 70

Reporting Requirements

● Accommodate information requirements for accounting transactions for accruals of pay and benefits during the year. This process is to provide for accruing and reversing accounting information relative to pay and benefits on other than a monthly basis.

● Provide both standard and ad-hoc report generation and delivery capability. Reporting tool shall accommodate report generation by Museum staff given a reasonable amount of training.

HRIS service will need to be able to provide at minimum the following Staff (Employee) Self- Service Capabilities:

● Review and maintain name, address, tel. number, etc., associated with life events

● Review and/or enroll in benefits for open enrollment period

● Change benefits related to a life event

USHMM RFP-9531-12-R-0850 Exhibit I Page 18 of 22

● Update W4 information such as tax filing status, number of exemptions, and withholding information

● View pay stub info: gross pay, taxes, other deductions, net pay, pay period, and year-to-date totals

● Maintain dependents and beneficiaries related to life event

● Maintain emergency contacts

● Review vacation/sick days balances and submit leave requests

● Review and maintain bank info for direct deposit and reimbursements

● Review and enter/submit expenses

● Choose and maintain personal passwords

Manager Self-Service Capabilities

● Perform daily supervisory activities such as approve leave, request/approve changes in classification, compensation, etc.

● Review current and historical employee information for entire unit under supervisory purview and the ability to assign other units not under direct supervisory control

● Check status of requested changes

● View overall metrics of the organization such as turnover rates, number accessions or separations within a time period, etc.

HRIS service will need to be able to provide at minimum the following Time & Attendance Reporting and Management

● Employees may elect Alternate Work Schedules (e.g., 5/4/9, 4/10, etc)

● Leave donations only to and from Donated employees.

● Manage time and attendance for employees

● View all employee data — including timesheets, leave requests and balances, and profile information — via a single source

● Empower employees with self-service and access the system anytime and from anywhere using just a web browser

● Submit and approve leave requests online and automatically transmit data to accrual balances and timecards

● Manage projects and subprojects at Museum, Office, and individual levels using flexible timekeeping and reporting tools

● Interface with the financial management and payroll systems

● Automatic population of timesheets from pay period to pay period when applying default employee schedules, including holidays

● Validation of timesheets based on federal rules for pay plans, employee leave, and flexible schedules, including automatic alerts to discrepancies

USHMM RFP-9531-12-R-0850 Exhibit I Page 19 of 22

● Online employee leave and premium pay requests, including supervisor alerts to requests and online supervisor approval

● Automated leave balance and employee timesheet updates following leave requests, including automatic population of pay-period timesheets

● Support for leave transfer programs, allowing employees to donate leave and use donated leave from within the application

● Multilevel approval process and certification to help facilitate timesheet accuracy and security

● Ability to set policies on annual, sick, administrative, family friendly, family medical, LWOP/AWOL, military and leave sharing

System Requirements

● Web-based (i.e., cloud-based service, or SaaS) hosted on vendor’s server at vendor’s data center

● Support for all major web browsers including Internet Explorer, Firefox, Chrome, and Safari

(Mac)

● Cross-platform compatibility, Mac or PC

● Open interfaces to get data in and out (no closed, proprietary system)

● Ability to develop an automated interface with the PeopleSoft Financials hosted at USHMM

● Must be able to accommodate the full accounting data (fund/ dept/project/program/class) in the interface

Security Requirements

● Synchronous backup of all USHMM data at an alternate data processing facility with complete restoration capability.

● Gated user access, various levels of permission and content views

● Multi-layer approval process

● Ability to provide policies, procedures, and standards, including vetting of staff and management of staff for vendor process for assessing the provider’s compliance with service level agreements, including audits and testing procedures, protections, and restrictions for commingling and handling of Museum sensitive data

● A mandatory site visit of Vendor by Museum Staff or Contractors

● Annual Service Industry Operational Control (SOC) formally known as SAS 70 Type II with emphasis on PII

● Ability for the Museum to perform a complete FISMA based Certification and Accreditation

(C&A) (or industry equivalent) on vendor’s or vendor’s third party data center/s that handles and processes Museum data and/or information

● USHMM to retain data ownership over all its data, such that the Contractor acquires ―no

USHMM RFP-9531-12-R-0850 Exhibit I Page 20 of 22 rights or licenses to use the data for its own purposes‖

● Isolation of tenant applications for non Federal Data Centers which would include data encryption and segregation (to avoid botnets found in multi-tenant cloud solutions)

● The use of validated products that meet federal or national standards (e.g., Federal

Information Processing Standard 140-2) for data, authentication, and session traffic security such as Secure Socket Layer (SSL) and Advanced Encryption Standard (AES- 256) Encryption

● Contractor's unilateral modification of contract performance requirements and terms & conditions prohibited and precluded

● Ability to support the requirements as specified in e NIST 800-144, which include:

○ Personnel requirements, including clearances and responsibilities

○ Access control

○ Service availability

○ Problem reporting, review, and resolution

○ Information handling and disclosure agreements and procedures

○ Physical and logical access controls

○ Network connectivity and filtering

○ Configuration and patch management

○ Backup and recovery

○ Incident reporting, handling, and response

○ Continuity of operations

○ Account and resource management

○ Certification and accreditation

○ Assurance levels

○ Independent auditing of services

● Auditing and Log Correlation

● Ability to maintain access control profiles for basic rights and elevated rights

Support & Maintenance/SLA Requirements

● 95+ % of all payroll files to be delivered on schedule with 100% accuracy

● Services to be available 99.99% on a 24x7 365 day basis

● Service requests to receive a response within 5 minutes 95% of the time within the hours of

8AM to 5 PM eastern time, Monday through Friday, except federal holidays

● Timely resolution of all system errors

USHMM RFP-9531-12-R-0850 Exhibit I Page 21 of 22

Phase 2 Requirement

Vendors should provide a brief description of their capabilities in these areas.

Comply?

Confirm with an X

Proposal page(s) reference

Comments

Employee On Boarding/Off Boarding

Applicant management

Performance management

Learning management - USHMM is using Adobe Connect for curriculum management. Identify how your product could complement this, integrate with this or otherwise replace it.

USHMM RFP-9531-12-R-0850 Exhibit I Page 22 of 22

RFP

Location

RFP-9531-12-R-0850 OFFEROR CHECKLIST

MET?

(CONFIRM

WITH 'X')

PROPOSAL LOCATION WHERE THIS IS TO BE FOUND (PAGE

##)/OPTIONAL COMMENT(S)

4.6.1 Past Performance

4.6.1(1) Description of 3 relevant projects undertaken within the last 5 years (a through f)

4.6.1(2) Chronological list/info of contracts performed (for references)

4.6.2 Staffing Plan/Capability

● Summary of general qualifications

● List of all Key Personnel

● Resumes of all proposed Key Personnel (a through f)

4.6.3 Technical Brief

4.6.3(1) Understanding of the requirements

4.6.3(2) Explanation of proposed methodology

4.6.3(3) Detailed Performance Schedule

4.6.3(4) Service Level Agreement

4.6.3(5) Technical Compliance Matrix

4.7 Business Proposal (to be submitted as separate file(s) from 4.7.1 - 4.7.5)

COVER Complete W-9 and details of sample K page filled in Include information in response only!

4.7.1 Price "

4.7.2 Proposed Payment Schedule "

4.7.3 Contract Administration Information "

4.7.4 Contract Exceptions "

4.7.5 Assumptions "