KC001674-rfp.pdf

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REQUEST FOR PROPOSAL

RFP # KC001674

KCIT Workforce Management Solution

Contract Specialist: Gina Keolker, gina.keolker@kingcounty.gov, 206-263-9143 Alternate Contract Specialist: Mohammed El-Maadawy, melmaadawy@kingcounty.gov, 206-477-

Pre-Proposal Conference will be conducted via Microsoft Teams and/or by phone on Wednesday September 23, 2026 at 9:30 A.M., PT

Click Here

In order to participate in a solicitation, all interested firms must register in the E-Procurement Supplier Portal

A Guide to Respond to E-Procurement Solicitation can be found in the Supplier Solicitation User Guide mailto:gina.keolker@kingcounty.gov mailto:melmaadawy@kingcounty.gov https://teams.microsoft.com/meet/210808962050783?p=M4WvLIG8o1YUlcp5nP https://kingcounty.gov/en/dept/executive-services/about-king-county/business-operations/finance-business-operations/procurement-payables/supplier-portal https://cdn.kingcounty.gov/-/media/king-county/depts/executive-services/finance-business-operations/procurement-payables/documents/eprocurement-supplier-guide-solicitation.pdf?rev=6ff5a0daf74442ad8c4031b60d34174d&hash=71C23A14E35C1562055049B59667F85B https://cdn.kingcounty.gov/-/media/king-county/depts/executive-services/finance-business-operations/procurement-payables/documents/eprocurement-supplier-guide-solicitation.pdf?rev=6ff5a0daf74442ad8c4031b60d34174d&hash=71C23A14E35C1562055049B59667F85B

KCIT Workforce Management Solution 1

Section 1 INSTRUCTION TO PROPOSERS, PROPOSAL EVALUATION AND CONTRACT

AWARD

Introduction

King County Information Technology (KCIT)is soliciting proposals from qualified suppliers to provide a Workforce Management Solution per the Scope of Work/Technical Requirements.

The purpose of this Request for Proposals (RFP) is to establish a contract to provide goods and/or services.

The term of the Contract will be six (6) years, with an optional six (6) year renewal, subject to the termination clauses contained herein. King County reserves the right to extend the Contract term if determined to be in the best interest of the County.

Communications

Upon release of this RFP, no oral interpretations of the RFP will be made to any Suppliers.

Oral explanations or instructions will be considered unofficial and are not binding. Any information modifying a solicitation will be furnished to all Proposers by addendum.

Communications concerning this solicitation, with other than the listed Contract Specialist or Alternate Contract Specialist may cause the Proposer to be disqualified.

Deadline for Questions

All questions and any explanations about this RFP must be requested in writing and sent via email to the Contract Specialist and Alternate Contract Specialist no later than seven (7) Days prior to the close date specified in the solicitation.

Proposer shall log in to the E-Supplier Portal. King County will respond via an addendum and/or clarification via email or bell notification which will be available for viewing in the E- Procurement Supplier Portal.

Addenda and Clarifications

If at any time, the County changes, revises, deletes, increases, and/or otherwise modifies the RFP, the County will issue a written Addendum to the RFP. Proposer must acknowledge all Addenda to the solicitation before submitting a proposal in the E-Procurement Supplier portal.

Clarifications are for informational purposes only.

If an addendum is issued after you have submitted a response to a solicitation, Proposer must acknowledge each addendum and resubmit your response. To ensure the County receives the most recent response submitted, Proposer shall ensure the submittal remains on Active status. Addendum Notification, Response, Revise and Resubmit instructions may be found in Sections 4 & 5 of the E-Procurement Supplier Guide.

Proposers that indicate they will participate will receive an automatic notification of any Addenda/Clarification via email from the E-Procurement Supplier Portal.

Late Proposals

The County’s E-Procurement Portal will not allow late Proposals or modifications of submission after the close date and time specified for receipt. Proposers shall assume full responsibility for ensuring electronic delivery of Proposals on or before the close date and time as specified.

https://kingcounty.gov/en/dept/executive-services/about-king-county/business-operations/finance-business-operations/procurement-payables/supplier-portal https://cdn.kingcounty.gov/-/media/king-county/depts/executive-services/finance-business-operations/procurement-payables/documents/eprocurement-supplier-guide-solicitation.pdf?rev=6ff5a0daf74442ad8c4031b60d34174d&hash=71C23A14E35C1562055049B59667F85B

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Document Holders

A list of suppliers that have expressed interest in this solicitation can be viewed on the Document Holders List.

Proposal Submittal Procedure

King County registered Suppliers interested in proposing on current solicitations must log in to their E-Procurement Supplier Portal to successfully submit a proposal through the E- Procurement system. King County will only accept electronic submittals in response to this RFP within the E-Procurement system prior to the published Close Date and Time. Proposals that do not conform to the requirements specified herein shall be rejected.

Proposers shall use the “Create Response” button to submit proposals in the E-Procurement system. File size is limited to 25 megabytes. Proposers may zip the files to reduce file size or split files to meet the size limitations. Proposals shall be limited to the documents specified in

Section 1.15 Proposal Content; any documents other than those requested (e.g., marketing materials) will be removed and not evaluated.

Instructions on how to submit a proposal electronically are provided in King County’s Supplier Solicitation User Guide.

Pre-Proposal Conference

A Pre-proposal conference will be conducted on the date and time listed on the Solicitation Abstract page. All prospective Proposers are strongly encouraged to attend. The intent of the pre-proposal conference is to assist the Proposers to more fully understand the requirements of this RFP. Proposers are encouraged to submit questions in advance to enable the County to prepare responses; these questions should be E-mailed to the Contract Specialist.

Questions will be encouraged during the pre-proposal conference also. Proposers shall not rely upon any oral statements or conversations at this meeting, rather only on any addenda/clarification documents issued by the County.

A sign-in sheet will provide evidence of attendance. It is the Supplier’s responsibility to ensure that they report their attendance to the Contract Specialist, as requested during the meeting.

An attendees lists will be posted on King County’s website at https://www.kingcounty.gov/depts/finance-business-operations/procurement/for-business/solicitation-resources.aspx.

Cancellation of RFP or Postponement of RFP Closing

The County reserves the right to cancel the RFP at any time. The County may change the date and time for submitting Proposals prior to the date and time established for submittal via an Addenda.

Examination of RFP Documents

The submission of a proposal shall constitute an acknowledgement upon which the County may rely that the Proposer has thoroughly examined and is familiar with the RFP, including any work site identified in the RFP, and has reviewed and inspected all applicable statutes, regulations, ordinances and resolutions addressing or relating to the goods or services to be provided hereunder.

The failure of a Proposer to comply with above requirement shall in no way relieve the Proposer from any obligations with respect to its proposal or to any Contract awarded pursuant https://kingcounty.gov/en/dept/executive-services/about-king-county/business-operations/finance-business-operations/procurement-payables/solicitation-resources https://cdn.kingcounty.gov/-/media/king-county/depts/executive-services/finance-business-operations/procurement-payables/documents/eprocurement-supplier-guide-solicitation.pdf?rev=6ff5a0daf74442ad8c4031b60d34174d&hash=71C23A14E35C1562055049B59667F85B https://cdn.kingcounty.gov/-/media/king-county/depts/executive-services/finance-business-operations/procurement-payables/documents/eprocurement-supplier-guide-solicitation.pdf?rev=6ff5a0daf74442ad8c4031b60d34174d&hash=71C23A14E35C1562055049B59667F85B https://www.kingcounty.gov/depts/finance-business-operations/procurement/for-business/solicitation-resources.aspx https://www.kingcounty.gov/depts/finance-business-operations/procurement/for-business/solicitation-resources.aspx

KCIT Workforce Management Solution 3 to this RFP. No claim for additional compensation shall be allowed which is based upon a lack of knowledge or misunderstanding of this RFP.

Modifications of Proposal or Withdrawal of Proposal Prior to Proposal Close Date

Modifications or withdrawal of Proposals already received will be considered only if the requested modification or withdrawal is made prior to the scheduled closing time for the receipt of the Proposals.

Proposal Withdrawal After Proposal Close Date

Except for claims of error granted by the County, no Proposer may withdraw a proposal after the close date and time established for submitting proposals, or before the award and execution of a Contract pursuant to this RFP, unless the award has been delayed for a period exceeding the period for proposal effectiveness.

Requests to withdraw a proposal due to error must be submitted in writing by email along with supporting evidence for such claim for review by the County. Evidence must be sent via email to the Contract Specialist(s) listed in the solicitation within two (2) business Days after request to withdraw. The County reserves the right to require additional records or information to evaluate the request. Any review by the County of a proposal and/or any review of such a claim of error, including supporting evidence, creates no duty or liability on the County to discover any other proposal error or mistake, and the sole liability for any proposal error or mistake rests with the Proposer.

Error and Administrative Corrections

The County shall not be responsible for any errors in proposals. Proposers shall only be allowed to alter proposals after the submittal deadline in response to requests for clarifications and/or Best and Final Offers by the County.

The County reserves the right to allow corrections or amendments to be made that are due to minor administrative errors or irregularities, such as errors in typing, transposition or similar administrative errors.

Proposal Response Instructions

A. Proposals shall address the questions pertaining to the Scope of Work as described throughout the RFP and in the order presented identifying the proposal questions by number. Proposals need to be specific, detailed and straight forward using clear, concise, easily understood language and speaks to the proposer’s approach, commitment and ability to perform the services described in the RFP.

B. Proposers answering the proposal questions shall examine the entire Request for

Proposal document including the instructions, terms and conditions, specifications applicable standards and regulations. Responses should stay within the page limit and focus on similar experience your company has previously provided. Proposer may include active, informative and up-to-date web links in their proposal, but web content should not substitute full and complete responses to the questionnaire. Failure to do so shall be at the proposer’s risk.

Proposal Content

A. Submit an electronic proposal and attachments via the E-Procurement Portal in the Requirement sections of the RFP.

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B. The proposal shall contain the following items and follow the sequence outlined below:

1. Equal Benefit Compliance Worksheet, if requesting alternative or non-compliance

2. Attachment A - Submitter Certification

3. Attachment B – SCS Submission Form - King County Contracting Opportunities Program

4. Proposer’s Response to RFP Questions

a. Attachment C - Pricing

Proposers must respond using the appropriate spreadsheet. Proposers may choose to propose one or more solution types, if available.

b. Attachment D - Management Questions and

c. Attachment E - Technology Questions

(1) Proposals shall be specific, detailed and straightforward using clear, concise, easily understood language. Note that additional documents may need to be completed or created in order for a response to be considered complete. Such documentation must be clearly labeled as directed in the attachments.

(2) Proposers are encouraged to carefully examine the entire RFP document including the instructions, attachments, terms and conditions, and applicable standards and regulations. Beyond stating certain general preferences for approach, in no way does King County intend to pre-determine a specific technology or solution design. Proposers are expected to submit the most efficient Solution possible in their Proposal.

d. Attachment F – Technical and Functional Requirements

Responses to each line-item requirement must clearly mark the applicable Category column in each row. Descriptions of each column heading are as follows:

(1) Category - Organization of features by topic. Includes the expectation of the feature outcome.

(2) Feature - The functionality to be addressed within the requirement category

(3) ID - Unique identifier for the requirement

(4) Requirement - Statement of the business need.

(5) User Story - An informal explanation of the requirement from an end users’ perspective, meant to provide more context towards understanding the requirement.

Note: a story is not written for each type of user, but there is at least one for most requirements.

(6) Priority - Level of importance.

a) High Priority - The requirement is a "must have".

https://cdn.kingcounty.gov/-/media/king-county/depts/executive-services/finance-business-operations/procurement-payables/documents/forms/equal-benefits-forms/equal-benefits-worksheet-declaration.pdf?rev=6e2a08c94b674638a07f0808e64c6337&hash=7FE7CA73DE9D2AA06256D5060F248C7B

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b) Medium Priority - The requirement is a "should have". If the functionality is not directly available as a feature in the product, what are solutions that may support the outcome of the requirement?

(7) Proposer Response – Proposer selects appropriate response regarding each requirement.

a) Off the Shelf Functionality – The requirement is fully met by the currently released version of the Software in production and available on the market with no customization.

b) Customization Required – The Proposer indicates that the requirement can be produced, but only after customized programming and not during the demonstration phase.

c) Not Available – The requirement cannot be provided for the solution.

d) Configuration – Requirement can be met with system configuration.

Provide details in column Proposer Comments.

e) Alternative Approach – Your solution does not meet the requirement, but you can offer an alternative. Provide details in the “Proposer Comments” column.

f) Anticipated in Next Version/Release – Requirement will be met in a future release. Specify the release version and date in the “Proposer Comments” column.

(8) Available for Demonstration Phase – If allowed a demonstration, the requirement shall be demonstrable during the Demonstration phase of this RFP. Demonstrated requirements will either be in production and available on the market, or in a beta version that can be demonstrated by the time the on-site demonstrations are scheduled.

(9) Proposer Comments - The Proposer may include comments on how its proposal meets the specific requirement, and/or if the Proposer has an alternative method for producing the desired result other than the one requested by the County.

NOTE 1: By checking the category “Off the Shelf Functionality” or “Available by Demonstration”, the Proposer indicates that the requirement can be produced during the demonstration.

NOTE 2: Customization Required Subsequent to Contract Signing – The requirement will be met by a custom development of the Software provided. Provide the price information and number of hours involved in the note’s column. Then summarize all the Customization prices in

Attachment C - Pricing under Part 2 Implementation/Professional Services.

e. Attachment G – Proposer AI Fact Sheet

C. Exhibits

1. If applicable, identify any exceptions to Exhibits1 and 2, by using the tracking changes feature in Microsoft Word, and submit in native Word format. Only Exhibits 1 and 2 are open to redline.

a. Exhibit 1 - Contract Agreement

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b. Exhibit 2 – Service Level Agreement

c. Exhibit 3 – Network Access Agreement

d. Exhibit 4 – User Acceptance Forms

e. Exhibit 5 – Labor Contracts

Evaluation Criteria and Proposal Scoring

A. Each proposal has a total possible score of one hundred twenty (120) points with the points assigned as follows:

No. Evaluation Criteria Description Max. Points

1 Technical

Requirements

Ability to meet technical requirements

Quality and Performance of Solution

Additional Solution Capabilities

2 Functional

Requirements

Overview and Project Methodology

System Design, Integration and Training

Solution Detail

Support and Maintenance

3 Management Qualifications

Relevant Experience

Financial Stability

Customer Site Visits

4 Pricing Proposal Price 9

5 Terms and

Conditions

Compliance with Contract Terms and Conditions

(refer to Exhibit 1 – Contract)

6 SCS Small Proposers and Suppliers (Refer to Attachment

B - Small Proposers and Suppliers (SCS) Submission

Form)

Total possible Written 100

7 Optional Interviews and Demonstrations 20

Total Evaluation 120

B. Each criteria listed above will be given a weighted score from 0 to 5 based on the points listed above to determine their overall value. The 0 to 5 scores represent the following:

0 = 0% Did not provide a response to the requirement.

1 = 20% Far below expectations, a poor response that minimally meets the requirements.

2 = 40% Below expectations, a fair response that meets the requirements in an adequate manner. Demonstrates an ability to comply with guidelines, parameters, and requirements with no additional information put forth by the proposer.

3 = 60% Meets expectations, a good response that meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of

KCIT Workforce Management Solution 7 the subject matter. An average or slightly above average performance with no apparent deficiencies noted.

4 = 80% Exceeds expectations, a very good response that provides useful information, while showing experience and knowledge within the category. Proposal is well thought out and addresses all requirements set forth. The proposer provides insight into their expertise, knowledge, and understanding of the subject matter.

5 = 100% Far exceeds expectations, a superior response that is highly comprehensive, excellent reply that meets all requirements of the areas within that category. Considered to be an excellent standard, demonstrating the proposer's authoritative knowledge and understanding of the project.

C. Pricing will be scored as a percentage of the lowest proposed price. The lowest priced proposal will be awarded the maximum number of points. All other proposers will receive a percentage of the points as their proposed pricing compares to the lowest proposed price.

D. SCS will be scored on an all-or-nothing basis. The maximum number of points will be awarded to proposers meeting the requirements for SCS participation and completing the Attachment B – SCS Submission Form. Zero points will be awarded to proposers not meeting the requirements.

E. If an award is not made based on the written evaluation alone, the County may elect, at its own option, to conduct interviews. If interviews are conducted, they will be worth a total of twenty (20) points. Firms selected to be interviewed will be notified in writing.

Instructions for the interview process will be included in the written notification. Final award would be based on the sum total of the written and oral evaluations.

Onsite Demonstration Requirements

A. King County will require a solution demonstration and presentation of all Proposers that are in the Competitive Range as determined by the County. Proposer demonstration teams should include at a maximum the proposed project manager and the technical leads for both software and integration.

B. It is required that the Proposer team be on site at the specified King County facility in or near Seattle, Washington for the demonstration and presentation(s), and the demonstrated solution must be a live install of the version of the software proposed. A detailed agenda and demonstration script will be provided to finalists in advance of demonstration dates.

C. The demonstration will be tailored to prove that the proposed solution will successfully address the stated requirements, while also providing flexibility for future applications.

D. During the demonstration, the County will evaluate the following:

1. Proposer presentation: Quality of overall presentation. Level of understanding of the County’s needs and scope of project. Ability to demonstrate experience and success with similar projects involving the proposed solution. Also, the soundness of Proposer’s project management and implementation approach.

2. Solution demonstration: Ability to meet stated requirements. Highlights features, relevance to business process and ease of use. Responses to questions from audience.

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3. Proposer Capability as an Integrator: The County may provide technical assignments to prospective Proposers along with the aforementioned demonstration scripts. Proposers would then be asked to respond to these assignments during the course of the demonstration.

4. Team Interview(s): Proposal Evaluators will directly interview the Proposer’s project team as part of the demonstration phase. Proposers must assemble a single project team for the proposal and demonstration/interview and apply this same team if awarded the Contract. The County’s Proposal Evaluators will score proposals based on the proposed project team. Proposers will not be allowed to alter the proposed team during proposal reviews, contract negotiations or contract term without the County’s consent.

Compliance with RFP, Terms, Attachments and Addenda

A. The County intends to award a Contract based on the terms, conditions, attachments and addenda contained in this RFP. Proposers shall submit proposals, which respond to the requirements of the RFP.

B. The County reserves the right to reject any proposal for any reason including, but not limited to, the following:

1. Any proposal, which is incomplete, obscure, irregular or lacking necessary detail and specificity;

2. Any proposal that has any qualification, limitation, exception or provision attached to the proposal;

3. Any proposal from Proposers who (in the sole judgment of the County) lack the qualifications or responsibility necessary to perform the Work;

4. Any proposal submitted by a Proposer which is not registered or licensed as may be required by the laws of the state of Washington or local government agencies;

5. Any proposal, from Proposers who are not approved as being compliant with the requirements for equal employment opportunity; and

6. Any proposal for which a Proposer fails or neglects to complete and submit any qualifications information within the time specified by the County.

C. In consideration for the County's review and evaluation of its proposal, the Proposer waives and releases any claims against the County arising from any rejection of any or all proposals, including any claim for costs incurred by Proposers in the preparation and presentation of proposals submitted in response to this RFP.

D. Proposals shall address all requirements identified in this RFP. In addition, the County may consider proposal alternatives submitted by Proposers that provide cost savings or enhancements beyond the RFP requirements. Proposal alternatives may be considered if deemed to be in the County's best interests. Proposal alternatives shall be clearly identified.

Acceptance of Exhibit(s)

A. Proposer shall review the Contract (Exhibit 1) and all its attachments and submit the Submitter Certification as required by Section 1.15. Unconditional acceptance of the Contract terms and conditions, including but not limited to Section 3.4 Insurance

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Requirements, will prevent the Proposer from taking exceptions during the Contract negotiations phase.

B. The project schedule is such that it requires a very efficient proposal review and negotiation period. It is very important that any possible exceptions the Proposer may have with the terms and conditions, including but not limited to the Contract Section 3.4 Insurance Requirements, and Scope of Work are identified during the proposal process and resolved to determine if a proposal could be one of highest scored.

C. If the Proposer submits redlined Exhibits, or their own forms (e.g., Maintenance Agreement, Software License Agreement or some other agreement), this will constitute a change/exception. As such, the proposal will be scored lower or rejected.

Forms Required before Contract Signing

The top ranked Proposer shall submit, within five (5) Days of notification from the County, the applicable documents, insurance, bonds, sworn statements, and other requirements prior to award.

• Certificate of Insurance and Endorsement – Have Insurance Agent e-mail to Contract

Specialist evidence of insurance from insurer(s) satisfactory to the County certifying to the coverage of insurance set forth in the Contract (Exhibit 1), Section 3.4 Insurance

Requirements. Failure to provide documents meeting the Contract requirements within the specified timeframe may result in the termination of Contract negotiations.

• Responsibility Detail Form – If determined to be the highest ranked, proposer will complete the Responsibility Detail Form and return it to the County.

Cost of Proposals and Samples

The County is not liable for any costs incurred by Proposer in the preparation and evaluation of Proposals submitted. If applicable, samples of items required must be submitted to the location and by the date and time specified. Unless otherwise specified, samples shall be submitted with no expense to the County. If not destroyed by testing, samples may be returned at the Proposer’s request and expense unless otherwise specified.

Collusion

By submitting this proposal electronically, the Proposer certifies that they have not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding. If the County determines that collusion has occurred among Proposers, none of the Proposals from the participants of such collusion will be considered. The County’s determination will be final.

Proposal Price and Effective Date

A. The proposal price shall include everything necessary for the prosecution and completion of Work under the Contract including but not limited to furnishing all materials, equipment, supplies, tools, plant and other facilities and all management, supervision, labor and service, except as may be provided otherwise in this RFP. Proposed Prices shall include all freight charges, FOB to the designated delivery point. Washington State sales/use taxes and Federal excise taxes shall not be included in the proposal price.

B. The County shall pay any Washington State sales/use taxes applicable to the Contract price or tender an appropriate amount to the Proposer for payment to Washington State.

https://kingcounty.gov/~/media/depts/finance/procurement/forms/responsibility-detail-and-attestation-form.ashx?la=en https://cdn.kingcounty.gov/-/media/king-county/depts/executive-services/finance-business-operations/procurement-payables/documents/forms/responsibility-detail-form.pdf?rev=378e2c058ae445f2baa6f18cf010cf54&hash=1F245624885F6E81F89DA9C7E0904D76

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The County is exempt from Federal excise taxes. All other government taxes, duties, fees, royalties, assessments and charges shall be included in the Proposal price. Said exemption is made pursuant to Chapter 32 of the Internal Revenue Code and Registry No. A-1 02374. When requested, an exemption certificate will be furnished.

C. In the event of a discrepancy between the unit price and the extended amount for a proposal item, the County reserves the right to clarify the Proposal.

D. The proposal shall remain in effect for One Hundred and Twenty (120) Days after the proposal due date, unless extended by agreement.

Proposal Evaluation and Contract Award

A. The County will evaluate proposals using the criteria set forth in this RFP. If deemed necessary, written and/or oral discussions, site visits or any other type of clarification of proposal information may be conducted with those Proposers whose proposals are found to be potentially acceptable. Identified deficiencies, technical requirements, terms and conditions of the RFP, costs or prices, and clarifications may be included among the items for discussion. The discussions are intended to give Proposers a reasonable opportunity to resolve deficiencies, uncertainties and clarifications as requested by the County and to make the cost, pricing or technical revisions required by the resulting changes. In addition, the County may request additional business and administrative information.

B. The County may find that a Proposer appears fully qualified to perform the Contract, or it may require additional information or actions from a Proposer. In the event the County determines that the proposal is not within the Competitive Range the County shall eliminate the proposal from further consideration.

C. The evaluation of Proposers’ proposals and additional information may result in successive reductions of the number of proposals that remain in the Competitive Range. If applicable to the procurement, the firms remaining in the Competitive Range may be invited to continue in the proposal evaluation process, and negotiations.

D. Upon completion of discussions, the County may issue to all remaining potentially acceptable Proposers within the competitive range a request for Best and Final Offers. The request shall include notice that discussions are concluded, an invitation to submit a revised proposal with a Best and Final Offer, and a new submittal date and time.

E. The County may enter negotiations with one or more Proposers to finalize Contract terms and conditions. Negotiation of a Contract shall be in conformance with applicable federal, state and local laws, regulations and procedures. The objective of the negotiations shall be to reach agreement on all provisions of the proposed Contract. In the event negotiations are not successful, the County may reject proposals.

F. The County reserves the right to make a Contract award without written and/or oral discussions with the Proposers and without an opportunity to submit Best and Final Offers when deemed to be in the County's best interests. Contract award, if any, shall be made by the County to the responsible Proposer whose proposal best meets the requirements of the RFP, and is most advantageous to the County, taking into consideration price and the other established evaluation factors. The County is not required to award a Contract to the Proposer offering the lowest price. The County shall

KCIT Workforce Management Solution 11 have no obligations until a Contract is signed between the Proposer and the County. The County reserves the right to award one or more contracts as it determines to be in its best interest.

Responsive and Responsible

The County will consider all the material submitted by the Proposer, and other evidence it may obtain otherwise, to determine whether the Proposer is in compliance with the terms and conditions set forth in this RFP.

In determining the responsibility of the Proposer, the County may consider:

A. the ability, capacity and skill to perform the Contract and provide the service required;

B. the character, integrity, reputation, judgment and efficiency;

C. financial resources to perform the Contract properly and within the times proposed;

D. the quality and timeliness of performance on previous contracts with the County and other agencies, including, but not limited to, the effort necessarily expended by the County and other agencies in securing satisfactory performance and resolving claims;

E. compliance with federal, state and local laws and ordinances relating to public contracts;

F. other information having a bearing on the decision to award the Contract.

For all contracts with a value of $100,000 or more, the selected Proposer must meet the requirements set forth in King County Code 2.93.120 regarding historic compliance with environmental, worker safety, and labor and human trafficking laws. Historic compliance is defined as a minimum of three (3) years preceding the submittal date for the solicitation.

As a condition of award for contracts valued at $100,000 or more, the Proposer agrees that it shall comply with the applicable criteria in King County Ordinance 19925, to which the Proposer attested on the Responsibility Detail Form. Failure to comply with the criteria specified in the ordinance and to which the Proposer attested on the Responsibility Detail Form will constitute a material breach and the County may terminate the contract, in whole or in part, for default.

Failure of a Proposer to be deemed responsible or responsive may result in the rejection of a proposal.

Financial Resources and Auditing

If requested by the County, prior to the award of a contract, the Proposer shall submit proof of adequate financial resources available to carry out the execution and completion of Work required by the contract.

King County reserves the right to audit the Proposer throughout the term of the contract to assure the Proposer’s financial fitness to perform and comply with all terms and conditions contained within the contract. King County will be the sole judge in determining the Proposer’s financial fitness in carrying out the terms of the contract.

Sustainable Purchasing Policy

Proposers able to supply sustainable goods and services that meet design and performance requirements are encouraged to offer them in Proposals when not otherwise prohibited.

Sustainable goods and services provide environmental, social, and economic benefits while https://kingcounty.legistar.com/View.ashx?M=F&ID=14218499&GUID=C6C95015-3659-4197-90CE-D845BB2F4F21

KCIT Workforce Management Solution 12 protecting human health and the environment over the entire life cycle of the good or service, from the extraction of raw materials through final disposal.

To ensure that products and services meet sustainability criteria, the Sustainable Purchasing Policy authorizes King County purchasers to prioritize the use of ecolabels, and environmental standards and certifications recommended by the U.S. Environmental Protection Agency (EPA) and those accredited by third-party organizations. (Reference: KCC 18.20).

Equal Benefits

In accordance with the County Ordinance 14823, as a condition of award of a contract valued at $25,000 or more, the Proposer agrees that it shall not discriminate in the provision of employee benefits between employees with spouses and employees with domestic partners during the performance of this Contract. Absent authorization for delayed or alternative compliance as referenced below, failure to comply with this provision shall be considered a material breach of this Contract and may subject the Proposer to administrative sanctions and remedies for breach.

Single Proposal Receipt

If the County receives a single responsive, responsible proposal, the County may request an extension of the proposal acceptance period and/or conduct a price or cost analysis on such proposal. The Proposer shall promptly provide all cost or pricing data, documentation and explanation requested by the County to assist in such analysis. By conducting such analysis, the County shall not be obligated to accept the single proposal; the County reserves the right to reject such proposal or any portion thereof.

News Releases

News releases pertaining to this RFP, the services, or the project to which it relates, shall not be made without prior approval by and then only in coordination with King County.

Public Disclosure of Proposals

Any and all submittals required by this solicitation shall be considered public documents and will be available for inspection and copying by the public in accordance the Public Records Act, Chapter 42.56 RCW. Proposals submitted under this RFP shall be considered public documents unless the documents are exempt under the public disclosure laws.

If the Proposer considers any portion of their submittal to the County, whether in electronic or hard copy form, to be protected under the law, the Proposer shall clearly identify each portion with words such mark each section as “CONFIDENTIAL,” or “PROPRIETARY,” or “TRADE SECRET” (collectively, “DESIGNATED MATERIAL”). If a request is made for disclosure of DESIGNATED MATERIAL, the County will determine whether the DESIGNATED MATERIAL is subject to disclosure under the Act. If the County, in its judgment, determines the DESIGNATED MATERIAL is arguably exempt, the County will notify the Proposer if the request and allow the Proposer ten (10) business days to obtain a court order enjoining release in accordance with RCW 42.56.540.

If the Proposer fails or neglects to take such action within said period, the County will release the portions of the DESIGNATED MATERIAL deemed by the County to be subject to disclosure. The County shall not be liable to the Proposer for releasing records, including DESIGNATED MATERIAL, in response to a public records request. The Proposer is advised that pricing extended to the County and overly broad designations of confidentiality, for

KCIT Workforce Management Solution 13 example, covering information publicly available on the Proposer’s website, are not considered to be a DESIGNATED MATERIAL.

Protest Procedures

King County has a process in place for receiving protests based upon Request for Proposals or contract awards. To submit a protest, please follow the protest procedures.

1.33 Organizational Conflict of Interest

An organizational conflict of interest is a real or perceived situation where because of activities, relationships, financial interests, or contracts, a proposer may possess impaired objectivity or an unfair competitive advantage.

A. Prior to submitting Proposals to the County, each proposer shall conduct a review of its past and current contracts and/or affiliations to identify any potential, real, or perceived organizational conflict of interest related to this procurement. If following that review, a proposer has identified a potential organizational conflict of interest related to this procurement, the proposer must seek a written determination from King County regarding the proposer eligibility to propose. King County’s written response will be binding.

Proposer shall submit written requests to the Contract Specialist identified in Section 1 (Instruction to Proposer, proposer Evaluation and Contract Award) of the RFP.

Subconsultants of proposer may seek similar determinations, but the required information must be submitted to King County through the proposer.

B. Written requests must include the following information:

1. A detailed description of the specific scope of the previous or concurrent work and how it relates to the scope of work to be performed by the proposer for upcoming work;

2. The identification of any personnel that will be used for the upcoming work that also were involved in the previous or concurrent work and their respective roles on each;

3. A detailed explanation regarding why the proposer believes there is no conflict of interest that would preclude the proposer from performing the scope of work; and

4. Any internal measures that the proposer proposes to implement to eliminate any potential or perceived conflict of interest.

C. The County, in its sole discretion, may implement additional steps to avoid or mitigate an organizational conflict of interest.

D. Discovery of additional information or a change in information over time may necessitate a re-evaluation of the original determination.

E. Failure to seek a written determination if a potential conflict is discovered may result in the termination of any resulting contract.

https://kingcounty.gov/en/dept/executive-services/about-king-county/business-operations/finance-business-operations/procurement-payables/protests

KCIT Workforce Management Solution 14

Section 2 BACKGROUND

INTRODUCTION

A. Purpose

King County Information Technology (KCIT, King County), is seeking proposals for a comprehensive, scalable Workforce Management Solution that enhances operational efficiency, supports strategic workforce planning, and delivers real-time insights to optimize staffing, scheduling, and labor compliance for the initial two (2) separate participating County agencies, King County Sheriff’s Office (KCSO) and King County Department of Natural Resources and Parks (DNRP) Solid Waste Division (SWD) with the flexibility to scale countywide to other interested agencies on an as-requested basis in future phases/instances.

The Solution shall be a web-based, cloud-hosted, Software as a Service (SaaS) offering that supports, manages, tracks, and processes many distinct and varied employee work and payroll schedules, in a single modern enterprise platform, while honoring the agency-specific parameters of numerous Labor Agreements, King County policies, and the service level guarantees (examples can be found in Exhibit 5 Labor Contracts). The Solution shall successfully interface with King County’s PeopleSoft HCM and Payroll systems (PeopleSoft) and shall provide data without material defect to other applications. The Solution shall adhere to King County security, privacy, risk, and compliance requirements as found in Attachment F

– Technical And functional Requirements (Single Sign On, Multifactor Authentication, and adapt King County email address, etc.)

B. Summary of Current State – Agency 1: KCSO

The current application was implemented in 2016. The current application is a King County scheduling and timekeeping tool, hosted on premises and supported by the product Vendor. Data integration with PeopleSoft consists of secure managed file transfers, to and from PeopleSoft. Additional data extracts (data files) are exported to manage accounts on several King County Sheriff’s Office (KCSO) applications.

C. Summary of Current State – Agency 2: DNRP-SWD

The King County Department of Natural Resources and Parks (DNRP) Solid Waste Division (SWD) currently relies on a heavily customized PeopleSoft Human Capital Management (HCM) timesheet to support complex work schedules and ensure accurate, contract‑compliant payroll. Customizations are no longer supported, leaving SWD without a reliable system for accurate time capture and payroll processing. In parallel, SWD Operations continues to use paper trackers, Excel spreadsheets, and manual processes for schedule management, and shift and vehicle bidding.

KCIT Workforce Management Solution 15

Section 3 SCOPE

The Scope of Work covers the enterprise-wide requirements along with the organization-specific requirements for the first two (2) implementing agencies: the King County Sheriff’s Office (KCSO) and the Department of Natural Resources and Parks (DNRP), Solid Waste Division (SWD). Most agency requirements overlap and are incorporated into the enterprise-wide Scope of Work. Detailed enterprise and agency-specific requirements are documented in Attachment F – Technical and Functional Requirements.

3.1 Minimum Qualifications

A. The Proposer shall have a Solution that has been in use for at least three (3) years, in a similar environment to King County.

B. Core functions include:

1. Generation and maintenance of work schedules, including validation of schedule changes in alignment with established rules, policies, procedures, and labor agreement terms.

2. Overtime validation to ensure all overtime assignments comply with contractual and operational requirements.

3. Shift bidding functionality that supports fair, transparent, and contract-aligned assignment of employees to work shifts.

4. Minimum staffing enforcement, including automated validation to ensure required staffing levels are maintained across all units and shifts.

5. Payroll-ready time data, ensuring staff are compensated correctly based on approved hours, assignments, and contractual provisions.

6. The Solution shall support daily operational readiness by providing accurate, validated data for payroll processing.

C. Technical System Requirements/Specifications and Standards

1. Cloud based Solution [Software as a Service (SaaS)], shall be able to support access for:

a. IoS and Android devices, including cell phones.

b. Laptops can connect through secure virtual private network (VPN) and public cellular data options, such as mobile hotspots for employees in the field.

c. Standard in-office computers.

D. Data Migration(s), Interfaces and/or Integrations with existing King County applications using Application Programming Interface (API) with PeopleSoft and transferring data files to/from other King County applications, as explained in the requirements.

E. 24/7 support: The Proposer shall offer 24/7 365 on-call Solution support for the system with a clear escalation path to limit and resolve any significant downtime encountered for the duration of the implemented Solution and the duration of use by King County.

F. Onshore Data: King County-owned data must remain in geographic locations, within the contiguous United States and governed by United States law.

KCIT Workforce Management Solution 16

Requirements

The detailed level of requirements can be found in Attachment F – Technical and Functional Requirements. Below is a summary of A) Technical Specifications and Standards, and B) Solution Functionality Requirements/Specifications.

A. Proposer shall meet the following technical specifications and standards

1. King County IT Security

2. King County Multi-Factor Authentication (MFA)

3. King County Single Sign-On (SSO)

4. King County Active Directory

5. Microsoft Entra ID (formerly Azure AD) is King County's primary identity provider

6. Data Security and Privacy

a. Data assets involved shall be encrypted at rest (storage devices with full disk encryption), in transit (over networks) and in use (temporary storage locations like computer memory) based on industry standard cryptographic techniques

b. The Solution will be processing confidential and regulated (Category 3-4) data:

(1) Solution provider shall have a formal privacy program in place, or a privacy officer. The privacy officer may be the same individual as the security officer.

(2) Solution provider shall have a formal, transparent Privacy Policy accessible to users, which explains how it manages users' data, including:

scope of personal identifying information (PII) collected; data collection and processing procedures; user rights; third-party data sharing; cookies and tracking technologies.

(3) Data categories are based on WATech categorizations and King County Policy.

c. The Solution shall utilize logging techniques using industry standard logging formats that provide the minimum amount of information needed for corrective action. The Solution shall provide reporting ability that contains information that shows traceability of actions resulting from usage of the system -- this would include end user activity, system updates, and interactions with integrated systems

d. All King County assets, including data, data processing, logs, hosting capabilities and staff supporting King County capabilities must reside within the contiguous United States.

7. Application Integration (see Attachment F – Technical and Functional Requirements)

a. Integration with PeopleSoft

b. Data Files to other Applications

c. OAuth or SAML protocols

8. Data conversion/Migration https://watech.wa.gov/categorizing-data-state-agency#:~:text=Category%203:%20%22Confidential%20information.,of%20the%20following%20data%20element

KCIT Workforce Management Solution 17

a. The Solution shall have the capability to successfully migrate, at a minimum, thirteen (13) months of historical scheduling data from existing King County agency scheduling systems.

b. The Proposer shall submit a migration approach and pricing that can scale from thirteen (13) months up to seven (7) years of historical data.

9. Testing

a. The Proposer shall conduct testing and provide test cases for all phases in partnership with King County. Testing: Security, User Acceptance, System Integration, Parallel, Acceptance, Unit, Regression, End to End, Integration and File Transfers, Planning, and Execution.

b. The Proposer shall work in partnership with King County on testing bugs, defects, and issues.

c. The Proposer shall be transparent reporting bugs, defects, and issues, on a defect register or log, as appropriate for each stage of the current project, allowing King County to comprehend and make informed and timely decisions regarding any anomalies.

d. The Proposer shall work in partnership with King County for all testing. The roles for each type of testing (primary, support, and collaborative) are listed below:

(1) Testing (2) Proposer

(3) Security (4)

(5) Planning (6) Support

(7) Execution (8) Support

(9) User Acceptance (10)

(11) Planning (12) Support

(13) Execution (14) Support

(15) System Integration (16)

(17) Planning (18) Secondary

(19) Execution (20) Primary

(21) Parallel (22)

(23) Planning (24) Secondary

(25) Execution (26) Support

(27) Acceptance (28)

(29) Planning (30) Support

(31) Execution (32) Support

(33) Unit (34)

KCIT Workforce Management Solution 18

(1)…