HRMS RFP Q and A 05.12.2022.pdf

QUESTIONS AND ANSWERS

RFP - HRMS

May 12, 2022 to

RFP for HUMAN RESOURCES MANAGEMENT SYSTEM

The following questions and answers are provided only for clarification to the requirements and specifications of the Request for Proposals (“RFP”). Nothing stated herein changes or modifies the requirements of the RFP. All definitions stated in the RFP shall apply.

CLARIFICATIONS:

1. Q: Can Proposals be submitted via email?

A: No, Proposals will not be accepted via email. Please see RFP section 1.14 for submission of Proposals and sections 4.1(b) and (c) for Proposal submission format, excerpts are provided below for convenience only.

“Sealed Proposals will be accepted by the Contract Administrator, or designee at the Bend Park and

Recreation District Administration Office, 799 SW Columbia Street, Bend, Oregon 97702 until the deadline specified in section 1.6. No Proposals will be accepted after this date and time, regardless of when a Proposal was postmarked as applicable. Proposals may be delivered via mail, courier, or hand-delivery.”

“The District’s preferred Proposal submission format is in PDF and Microsoft Excel file formats, as applicable, on a single USB flash drive.”

“Proposals may not be submitted via email, fax, file transfer, or other electronic means not allowed by section 4.1(b).”

2. Q: Section 3.2(b), Advanced Staff Scheduling: How many employees will need advanced scheduling

(schedule based on skill, perform shift swaps, manage availability, etc)?

A: The District estimates that as many as 350 employees may utilize advanced scheduling, depending on seasonality and functionality of the system/module.

3. Q: Section 3.2(b), Advanced Staff Scheduling: How many physical timeclocks do you estimate needing?

A: The District prefers solutions that do not require the use of physical timeclocks, i.e. completing time punches on mobile devices. But, depending on the solution and implementation, as many as five physical time clocks could be utilized.

4. Q: Section 3.2(e), Applicant Tracking System, Assessment Integration: Please explain the assessment integration desired. Is this a third party assessment tool?

A: The District would prefer to have an applicant tracking system with the ability to integrate third-party assessments at a later date. Assessment Integration is a preferred capability due to the fact that there is not a specific assessment tool or system that the District desires to implement simultaneous to an HRMS at this time.

5. Q: Section 3.2(g), Benefits, Fundraising events: Please provide an example of a fundraising event. Do employees enroll in this?

A: Fundraising options are provided to employees through payroll deduction, one example is United

Way.

6. Q: Section 3.3(a), Learning Management System, Course Exemptions: Please explain what you are looking for here. Is this based on previous courses already completed in the system?

A: The District currently uses a simple system for onboarding new employees, ensuring employees know how to operate equipment, and other miscellaneous training such as concussion training for sports-related positions. Many of these training programs are custom-built and fairly simple.

7. Q: Would you prefer Microsoft Dynamics 365 Finance and Operations (D365F)) which has Microsoft

Dynamics 365 Human Resource (HR) Module in-built? (Note: Microsoft Dynamics ERP does not have

Payroll Processing Capability).

A: The District is currently agnostic on the HRMS, so long as a Proposed system meets the minimum requirements detailed in the RFP.

8. Q: Are you looking for ADP Payroll Integrator or Loki Systems or (existing system payroll based on Bend

Park & Recreation District’s formulas and connected to Ceridian)?

A: The District is currently agnostic on payroll systems or modules, so long as a Proposed system meets the minimum requirements detailed in the RFP.

9. Q: What are the pain points with the existing system on features or functionality or user experience?

A: Please see RFP sections 1.1 and 2.1 for information on the District’s current pain points and goals for a new HRMS.

10. Q: How many essential (Admin) and team (End Users) user licenses are required?

A: Depending on the definition of these roles, the HRMS and implementation, the District estimates five admin users, 20 end users, and 600 employee portal users.

11. Q: For implementation, what is your preferred Business Model? Onsite Only, Offshore Only, Onsite-

Offsite-Offshore (Hybrid Model)?

A: The District prefers a hybrid onsite/offsite implementation; however, offsite implementation is acceptable.

12. Q: For support services, what is your preferred Business Model? Onsite Only, Offshore Only, Onsite-

Offsite-Offshore (Hybrid Model)?

A: The District prefers hybrid onsite/offsite support services (note that onsite support services are anticipated to be rare); however, offsite or offshore support services are acceptable.

13. Q: What is your preferred Pricing Model? Fixed Bid (FB) or Time & Material(T&M)?

A: For implementation the District prefers a time and material pricing model. For recurring subscription or other fees the District prefers fixed pricing for the initial contract term and each renewal term.

14. Q: Please specify Warranty Period required after Go-Live?

A: Proposers should describe any applicable warranty or guarantee in their Proposal.

15. Q: Does your organization use 3rd party tools in existing environment? If Yes, please specify.

A: Please review RFP section 2.1 for information on the District’s current technical environment.

16. Q: Does Bend Park & Recreation District provide historic records and information to be imported or entered into the HR module? Is this data in static excel file to be imported as one-time or dynamic?

A: The District’s historic data can be exported in a static excel file.

17. Q: How many types of workflows?

A: The District does not have a list of current workflow types. The District desires support from the selected Proposer to perform discovery processes in the implementation phases to identify our current workflows/business processes and how those will integrate/carry forward into the new HRMS.

18. Q: How many # of workflows are there in existing system?

A: The District does not have accurate counts on current workflow processes. As such, the

District desires support from the selected Proposer to perform discovery processes in the implementation phases to identify our current workflows/business processes and how those will integrate/carry forward into the new HRMS.

19. Q: What tools are used to create workflows?

A: The District currently creates workflows in DocuWare and PowerAutomate. Additionally, manual

“workflows” are processed via electronic communication (e.g. email, etc.) and hardcopy paper.

20. Q: Are you using any position hierarchy workflows?

A: Yes.

21. Q: How many types of Reports?

A: the District needs access to a variety of reports, many of which are usually standard reporting options, but the District also requires the ability to create one-off and scheduled ad-hoc reports as needed. Additionally, the District prefers the ability to access data for external reporting utilizing third-party software (e.g. PowerQuery, PowerPivot, Crystal Reports, etc.).

22. Q: How many # of Reports?

A: Please see the answer provided to question 21 above.

23. Q: Please specify the complete list of systems or tools which need to be integrated into the HRMS along with few mentioned in RFP: budgeting, accounting, pay, etc., A: An extensive list of systems and tools which are both required and preferred can be found in

Attachment D - Feature Sheet.

24. Q: Can you share an estimate of your current storage right now?

A: The District’s current flat file storage is approximately 400 GB, and SQL DB is approximately 200 GB.

25. Q: Please share the tools and processes are currently in place to monitor and track assignment of helpdesk tickets?

A: Internal helpdesk requests are handled via email with rules and SharePoint lists.

26. Q: How would you define success for this engagement? What are your KPIs?

A: The District has not yet defined specific KPIs for this project. The District strongly desires to modernize and streamline operations (e.g. replace all paper-based processes, etc.) and eliminate as many software systems and modules detailed in RFP section 2.1 as possible.

27. Q: What is the current system used in HR?

A: The District utilizes multiple systems in HR as described in section 2.1(a), 2.1(c), and 2.1(e).

28. Q: What modules are currently in use? And Modules to be integrated?

A: The District’s current Technical Environment is described in RFP section 2.1. The District has identified required and preferred modules, as described in RFP section 3.2 and 3.3. An extensive list of specific required and preferred module capabilities can be found in Attachment D - Feature Sheet.

29. Q: Approximately how many employees are there in each of your Legal Entities?

A: The District operates as a single legal entity, please see RFP section 2.2(a) for current employee figures.

30. Q: How many new employees are added every month?

A: The number of new hires varies monthly and seasonally. There are also a large number of seasonal re-hires. The highest number of new hires in any one pay period to date was approximately 50.

31. Q: How many employee types do you have? Salaried, Contract etc?

A: Please see RFP section 2.2(b)(2) for the District’s employee types.

32. Q: How many benefit plans do you currently maintain? How frequent do they change?

A: The District has one medical plan, two dental plans, two vision plans, and one life insurance/ADD/Long Term Disability plan. Frequency could be annually depending on rate increases and benefit options.

33. Q: How many retirement plans do you maintain?

A: The District is an Oregon Public Employees Retirement System (“PERS”) employer, and provides voluntary Roth 457(b) options through Nationwide and AIG to employees.

34. Q: Do you want any integration with the Project Accounting Module?

A: Preferred but not required.

35. Q: Are you currently using compensation and variable plans?

A: The District currently utilizes and maintains one pay plan.

36. Q: Are you using Appraisal review plans?

A: Yes, the District does annual employee reviews which award merit increases based on individual employee performance.

37. Q: Do you have a standard recruitment process in place?

A: Yes, however the District is open to change.

38. Q: Who is your current Microsoft Partner?

A: The District currently partners with SHI International Corporation and StepUP IT Services, LLC.

39. Q: Can companies from outside the US Propose?

A: Yes, however, preference will be given to US companies. Foreign companies must demonstrate experience with US payroll services, taxing, and filing.

40. Q: Do Proposers needs to available for onsite meetings?

A: Onsite meetings are not mandatory; however, the option of onsite meetings is preferred.

41. Q: Can tasks related to this project be performed from outside the US?

A: Yes.

Justin Sweet Business Analyst Bend Park and Recreation District

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