LCCMHA HRIS-Payroll RFQ 2025.0002.pdf

LCCMHA – RFQ# 2025.0002

Livingston County Community Mental Heal Authority

Purchasing Services/Goods

622 E. Grand River Ave Howell, MI 48843 Phone (517) 548-0081

Date: 4/29/2025 Closing Date: 5:00 pm., 5/27/2025 Contact Person for RFQ: Jeremy Little Reference No.: RFQ #2025.0002

REQUEST FOR QUOTE

**THIS IS NOT AN ORDER**

NOTICE TO BIDDERS:

1. The Livingston County Community Mental Health Authority (LCCMHA) reserves the right to award order(s) in part or in full on quotations received. The lowest or any bid or quotation will not necessarily be accepted.

2. The Bidder must bear the costs of submitted samples, if any, for LCCMHA approval

IN ORDER TO BE ENTITLED TO CONSIDERATION, THIS DOCUMENT MUST BE SIGNED (SEE BELOW)

LIVINGSTON COUNTY COMMUNITY MENTAL HEALTH AUTHORITY

Re: Livingston County CMH is implementing a new HRIS/Payroll System

RFQ No: RFQ #2025.0002

You are invited to submit firm first for all labor, materials, equipment and supervision necessary to complete the above work in accordance with, and as described in the following:

DOCUMENTS: PAGES

a. RFQ Form 1

b. Appendix A – Scope of Work 2

c. Instructions & General Conditions 8

Responses will be accepted by email (scanned and attached): EMAIL ADDRESS:

purchasing@cmhliv.org

TOTAL PRICE FOR ALL WORK: __________________________________________Dollars

Company Name:

Name:

Position:

Signature:

Phone: Date:

Email:

APPENDIX “A”

Requested Scope of work from LCCMHA:

I. Overview

Livingston County Community Mental Health Authority (LCCMHA) operates under the provisions of Michigan Act 258 of 1974. We serve our community through a variety of mental health services and currently employ approximately 180 staff. We are seeking a fully integrated, web-based Human Resource Information System (HRIS) and Payroll solution with robust functionality, data security, user-friendly interfaces, and responsive vendor support.

Our current annual budget for this system is not to exceed $50,000 per year, including all licensing, support, and maintenance fees.

II. Purpose

LCCMHA intends to enter into a service agreement with a vendor who can deliver a comprehensive, secure, and scalable HRIS/Payroll solution. The objective is to streamline human resources and payroll functions while ensuring accuracy, compliance, and data integrity.

III. Scope of Services

The system must include the following core features:

Payroll Functionality

• Ability to run ad hoc payrolls if necessary

• Bi-weekly payroll processing for hourly, salaried, and mixed-pay employees

• Multiple pay rates and departments per employee

• Direct deposit and pay card support

• Automatic tax filings (Federal, State, Unemployment)

• Year-end W-2, 1095/1094 generation

• Overtime handling, shift differentials, on-call, and flat rates

• GL export capability and accounting system integration (Microsoft Business Central)

• Data feeds to Employee Navigator, retirement vendors

• Calculate Weighted Average Pay

• Ability to track turnover rates and generate applicable reports

• Ability to store scanned HR/payroll documents

• Long-term history retention

• Detailed labor distribution o Cost coding for multiple departments/programs/grants, etc.

• Wage garnishments

HRIS Functionality

• Centralized employee database with document storage

• Leave/PTO management including 15 minute increments and retroactive changes

• Ability to split PTO across departments

• Customizable approval workflows (e.g. raises, job changes) o Workflow approval process for data changes (salary)

• Applicant tracking and onboarding (import from ApplicantPool)

• Performance evaluations: online tracking, reminders

• Certification tracking

• Reporting and audit trails

• ACA and FMLA tracking

• Customized form creation

• Multiple accrual banks with different accrual rates o Vacation, Sick, Personal, Vac. Purchase, floating holiday

Time and Attendance

• Time entry without punch-in/out – manual time entry for non-exempt/exempt staff

• Dual supervisor approvals for multi-department roles o 3 tier workflow approvals, Employee, Manager, Director

• Shift coverage (overnight, on-call, etc.)

• Department-based time logging and validation

• Basic Scheduling

Employee Self-Service

• Secure mobile access (app preferred)

• Ability to view pay history, submit PTO, access forms

• Real-time updates to employee data (with approval controls)

• Address, W4, Direct Deposit Changes

System Features

• Role-based access control

• Data encryption at rest and in transit

• Backup, disaster recovery, and uptime SLA

• HIPAA compliance (if applicable)

• Fully web-based solution (no desktop installs)

• Long-term data retention and audit logs

• Integrate current terminated employees for retrieval

• Ability to run ad hoc/custom reports

Implementation Services

• Data migration and system configuration

• Integration with existing systems

• Training for HR, payroll admins, and end users

• Implementation timeline with key milestones

IV. Proposal Requirements

Please respond directly to the following and structure your proposal accordingly:

1. Company Overview o Years in operation, mental health/public sector experience o Client base and references (at least 3 preferred from CMH/government/municipal)

2. Platform Architecture o Single vs. multi-platform architecture o Database structure (shared vs. modular) o Integration capabilities

3. Customer Service and Support o Support structure (dedicated vs. shared reps) o Response time and escalation procedures o Implementation support metrics (go-live success rates, training models) o SLAs offered

4. System Features Overview o Address each of the functional and technical requirements above o Availability of a mobile app o Reporting customization capabilities o Security and compliance standards

5. Implementation Plan o Timeline with project phases (kickoff, configuration, data import, testing, go-live) o Required client responsibilities o Change management approach

6. Cost Proposal o All-inclusive annual costs (broken down by licensing, support, training) o Optional modules or add-ons (clearly priced separately) o Any setup fees or year-one implementation costs

7. Contract Terms o Include your standard service agreement o Willingness to negotiate terms (required) o Duration of quote validity (minimum 90 days)

V. Project Timeline

Milestone Target Date

RFQ Issued 4/29/2025

Q&A 5/8/2025

Proposals Due 5/27/2025

Finalist Interviews/Demos 6/2/2025

Vendor Selection 6/24/2025

Contract Execution 6/25/2025

Implementation Kickoff 6/30/2025

Go-Live 8/4/2025

VI. Submission Instructions

Submit One electronic PDF version with all attachments to:

Via Email:

Subject: CONFIDENTIAL – HRIS/Payroll RFQ Proposal To: purchasing@cmhliv.org

Deadline: Proposals must be received by 5/27/2025 at 5:00 pm

VII. Evaluation Criteria

• Functionality Fit to Scope

• Cost-Effectiveness and Total Cost of Ownership

• Vendor Experience and References

• Implementation and Support Plan

• Security and Compliance

• User Experience and Interface

Scope of work to be provided by Bidder:

Signature Date

Company Name:

Address:

City, State, Zip:

Phone #:

Email:

Website:

INSTRUCTIONS & GENERAL CONDITIONS

1. RFQ ACCEPTANCE AND DATE

Quotes will be accepted at the email and up until the designated time stated on RFQ Form.

2. FORM OF QUOTE

Quotes shall be submitted on the forms provided, and all blank spaces she be properly filled in. The RFQ Form (Page 1) and Appendix A (Page 2) must be submitted in order for Quote to be reviewed.

3. GIFTS, GRATUITIES OR KICKBACKS

Acceptance and the offering of gifts, gratuities or kickbacks from Bidders to LCCMHA employees and their family members or the members of the LCCMHA Board are strictly prohibited and Bidder proposal will be disqualified.

4. SOLE BIDDER | COST ANALYSIS

If only one proposal is received in response to the RFP, a detailed cost proposal will be required of the single Bidder. A cost/price analysis and evaluation and/or audit shall be performed of the cost proposal in order to determine if the price is fair and reasonable, including, but not limited to, the evaluation of specific costs and profits.

5. BIDDER INTERVIEWS AND DEMONSTRATIONS

LCCMHA may at their sole discretion request additional information or elect to conduct interviews, demonstrations, and site visits with selected Bidders under active consideration. LCCMHA is not obligated to provide all Bidders with such an opportunity.

6. MISREPRESENTATIONS

If it is discovered, prior to an award, that a proposal contains false, misleading, or otherwise inaccurate information, the proposal will immediately be disqualified. If it is discovered, after a contract has been executed, that the contractor had provided false, misleading, or otherwise inaccurate information, the contract may be terminated.

7. OPEN PROCUREMENT

LCCMHA reserves the right to accept any item or group of items proposed in any response. LCCMHA reserves the right to purchase more or less of each item or service at the unit price offered in the Bidder’s response and will discuss such decisions with all parties involved. LCCMHA reserves the right to negotiate with Bidders, which may be in the best interest of LCCMHA.

In the event that the Bidder markets materials, products, and/or services that are newer, less expensive, or better suited to the needs of LCCMHA after the date of the contract pursuant to this proposal document, LCCMHA shall have the right to cancel any portion of the service under that contract and be granted a credit towards the purchase price of any such newer materials, products, and/or services, as herein specified. The Bidder shall provide LCCMHA with timely notice of the availability of such newer materials, products, and/or services.