ESBD_369576_1723054089768_Addendum 1 - All Questions and Answers.pdf
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- Attached to
- RFP730-24071 Human Resources Compensation Tool
- Solicitation number
- RFP730-24071
- Issued by
- Harris County, Houston City, Texas
About this file
This document is an Addendum to an RFP (Request for Proposal) issued by the University for a Human Resources Compensation Tool. The RFP solicits proposals to provide a compensation tool that can be utilized for market pricing, survey management, job description management, and salary structure management. The University is interested in contractual arrangements that offer maximum benefit in terms of services, total cost, and project management expertise. Respondents are encouraged to propose educational, state, and local government discounts. The RFP includes details on the number of employees (about 3,900 staff), the number of users (5), whether different parts of the University will require different access types, and whether the University currently has a Compensation Management System in place. The University is also interested in capabilities such as job description management, fair pay insights via built-in analytics, and post go-live support.
The University does not disclose its budget for the Compensation Tool or the pricing of the current system. The University is seeking a new system and would prefer a 3-year contract to maximize long-term discounts. The University requires TXRAMP certification and values working with a vendor with a reputation for high-level service. The purchasing process after a vendor is awarded the bid includes additional security and privacy reviews before the contract is signed.
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RFP730‐24071 Human Resources Compensation Tool All Questions and Answers
1. Question: We are San Francisco, California based and registered firm, would it be fine for us to bid?
Yes.
2. Question: Can we schedule a call to discuss the RFP?
Per RFP protocol, we cannot meet/discuss with individual vendors while this process in ongoing.
3. Question:
Can you kindly answer the following questions:
a. What salary surveys is the University planning to load into Compensation Tool? Please provide a detailed list of each survey so accurate pricing can be provided.
CUPA – Administrators, Professional, Staff Western Management Group One Off Surveys as requested
b. Please provide the total count of employees that will be loaded into Compensation Tool.
The pricing will vary based on the total number of employees loaded About 3,900 staff employees.
c. How many users will be given access?
The pricing will vary based on the total number of users
d. Will different parts of the university require different access types?
For example, does the University have a Medical System that is treated differently than the academic side of the University?
No.
e. What is the budget that the University has set aside for such a software program?
Understanding this will help us ensure we are in line with budgetary restraints.
This information cannot be disclosed.
f. Does the University currently have a Compensation Management System in place that it plans to replace, or is this a new system?
New system.
g. Please consider this part a FOIA request: and provide what is the University paying for this system and which system is being used? We kindly request the contract used as well. (Note: our pricing is fixed and will not be adjusted except downward to meet the University's budgetary constraints).
This information cannot be disclosed. See the Public Information Act webpage for details. https://uhsystem.edu/offices/legal‐affairs/general‐counsel/public‐information‐ act/
h. Will the University be willing to sign a 3‐year contract to maximize long‐term discounts?
Per RFP Section 1.7, The expected term of the contract will be for a maximum of five (5) years, but the University reserves the right to negotiate a modification of contract terms and schedules as necessary.
i. We have a standard contract and order form that must be used. Does the University anticipate any problems with this?
To be discussed with the awarded vendor.
j. Does the University require a job description management tool as part of this RFP?
k. Can the proposal be submitted electronically, rather than using paper? We prefer not to waste trees and create unnecessary waste when possible.
Electronic submission is not accepted. A physical proposal package must be delivered by the deadline per the instructions in the RFP.
4. Question:
Inquiry Questions:
a. Does your company currently leverage a Compensation Management Platform?
No.
b. How important is having diverse, real‐time, proprietary data sets to your organization?
Very important.
c. How important is having more than 1 distinct data set to consider when benchmarking jobs against salary market data?
Extremely important.
d. Will you be purchasing any 3rd party salary surveys, if so, which ones?
CUPA
Western Management Group
e. Which vendor(s) do you work with for HRIS and HCM?
Oracle.
f. How many employees do you currently have, broken down into faculty and staff.
Faculty – 1.8K Staff – 3.9K
g. Will this tool be used to price jobs for both faculty and staff, or just one or the other?
Just staff.
h. Please describe your Job Description Management process (how are job descriptions developed)? What are your needs as relates to generating, housing, and collaborating on job descriptions with prebuilt templates?
Current Process: Developed in house, housed on internal site.
Needs: Need pre‐built standard template that allows for multiple collaborations. Ability to house job descriptions in one place.
i. How many salary structures do you currently have?
2 salary structures.
j. Do you wish to have fair pay insights via built‐in analytics?
k. What type of support are you looking for throughout the process, including post go‐live and the number of personnel that will service your account?
Provided training on the tool itself, product support before during and after implementation, troubleshooting.
l. When is the planned award date? What is the desired go‐live date?
m. Is TX‐RAMP certification required for the awarded vendor?
This will be reviewed later in the process. The university will follow the guidelines from the Texas Department of Information Resources. https://dir.texas.gov/information‐ security/texas‐risk‐and‐authorization‐management‐program‐tx‐ramp.
n. Is it valuable to have the same compensation system used by other TX public universities?
o. What other steps are involved in the purchasing process after a vendor is awarded the bid, before a contract is signed?
p. When does the university anticipate signing the fully executed contract?
q. Will infosec or security/privacy reviews be completed before or after a vendor is awarded the bid?
This will be reviewed later in the process. The university will follow the guidelines from the Texas Department of Information Resources. https://dir.texas.gov/information‐ security/texas‐risk‐and‐authorization‐management‐program‐tx‐ramp.
r. Is it important to work with a vendor with a reputation for having a high level of service?
s. Please sign and return the attached Non‐Disclosure Agreement.
Answer: Per guidance from our legal team, we do not sign any vendor documents, including NDAs, at this stage in the process. If you have sensitive/confidential information, please label it “PRIVILEGED AND CONFIDENTIAL – PROPRIETARY INFORMATION” per RFP Section 1.6.
t. Please complete this form (link below) in order to kickoff our internal process to complete an infosec review for this opportunity. https://www.payscale.com/about/isca/ Answer: Per RFP protocol, we cannot complete vendor forms or provide information beyond what is already included in the RFP and any addenda (ex. the Q&A) – please use this information to craft your response.
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