Q and A Addendum.docx
DOCX document 27 KB Posted
- Solicitation number
- 26-551HDA-FINAN-B-50253
- Issued by
- Illinois
About this file
This is a Q&A Addendum for an HRIS RFP (B-48974) issued by the Illinois Housing Development Authority (IHDA). The solicitation seeks a single vendor to provide a comprehensive Human Resources Information System that includes employee self-service functions, payroll services, time and attendance tracking, performance management, benefits administration, learning management, and recruitment capabilities. Critical functionalities include standard HRIS housing employee information, open enrollment, performance management with goal platforms, online time and attendance with project codes, document management for preboarding and onboarding, benefits and healthcare integration, and career site management. The system must support 22 benefits plans, 18 pay grades, four performance management templates, three absence types, one timecard template, and one work schedule with options to expand as needs evolve. The implementation must include migration of all current and historical data from legacy systems, data archival and backup of decommissioned systems, and integration with Oracle Integration Cloud (OIC) for payroll connections to Oracle Accounting/GL. IHDA operates with one semi-monthly payroll cycle, no off-cycle payrolls, no state pension plan requirements, no union workforce, and no multi-jurisdictional taxation needs as all employees work in Illinois.
The contract award will be made to a single vendor, and budget approval is subject to board review following vendor selection. IHDA currently maintains 9 HR employees and utilizes LinkedIn Learning alongside in-house training capabilities. The organization does not permit expense processing through the system, requires only English configuration, operates with no benefits aggregator, and will require a dedicated benefit specialist as part of vendor services. Legacy system details and current third-party vendor information cannot be disclosed by IHDA. The new system must integrate with existing recruitment, payroll, benefits carrier connections, and position management functions while supporting recruitment interview scheduling capabilities. Merit increases occur during the July 15 pay run annually, and open enrollment takes place in December, both of which may impact testing and go-live timelines.
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Other files
| File | Type | Posted |
|---|---|---|
| c2d-vendor-answer-sheet-v.24.4~5.docx | DOCX document | |
| Pre Bid Conference Information HRIS RFP Reissue.docx | DOCX document | |
| information-and-technology-request-for-proposal-offer-to-the-state-of-illinois-v-26-1-7-29-2025~1.pdf | ||
| ipg-active-registered-vendor-disclosure-formerly-forms-b-v-26-1-8-26-2025-1~1.docx | DOCX document | |
| invitation-for-bid-offer-to-the-state-of-illinois-v-25-3-2-24-25~3.pdf | ||
| invitation-for-bid-vendor-instructions-and-requirements-B-50258.docx | DOCX document | |
| DoIT Cloud Hosting Terms and Conditions - Final.docx | DOCX document | |
| standard-illinois-certifications-v-26-2~10.pdf | ||
| HRIS RFP Pricing Table.xlsx | XLSX spreadsheet | |
| c2d-vendor-guidance.pdf | ||
| C2D Scoring Table~1.xlsx | XLSX spreadsheet | |
| IBF dishwashing machine and installation contract B-50254~2.docx | DOCX document | |
| IHDA HRIS RFP Reissue Q and A Addendum.docx | DOCX document |
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Q & A Addendum: HRIS RFP (B-48974)
Pre-Bid Conference Questions:
1. HR employee self service functions which are most critical?
a. Standard HRIS housing all employee info, payroll, open enrollment, performance management with a goal platform, time and attendance with project codes.
2. How do the workflows in the current system work for approvals and/or processing?
a. It depends on practitioner or user/supervisor prospective. Supervisor is straight forward. Direct reports approvals go to Supervisor. Some approvals go to Supervisor; Director and HR. HR approves anything that goes through self-service practitioner standpoint. HR review is part of practitioner workflow. What is complex is how IHDA assigns access roles.
3. Time and attendance – do you envision biometrics, or will it be online on the system?
a. Online in the system.
4. Please provide clarification regarding web-based management of document upload?
a. When you hire a candidate, IHDA is looking for a way to onboard documents. Also looking for an integration to send new hire paperwork through the system. Preboarding, onboarding documentation managed in the system before converting them to an employee. Please refer to Section F.3.4 in the RFP.
5. Are expenses allowed?
a. No. Please refer to Section F.6.3 in the RFP.
6. Is there a module for benefits and healthcare benefits? Is there something that needs to be incorporated in this?
a. Yes. Please refer to Sections F.1.17, F.2.1, F.2.4, and F.2.5 in the RFP
7. From implementation perspective is there any additional information we can provide?
a. Please refer to Sections F.3.14, F.3.16, and F.3.20 in the RFP.
8. Learning module? What are we currently using now? Platform? Do you want to keep using Linkedin and the new system?
a. Currently done in-house. No system in use today. IHDA does utilize LinkedIn Learning. Yes, IHDA would like to use new system and LinkedIn Learning. Please refer to Sections A.2, F.3.5, F.3.6, and F.3.7 in the RFP.
9. Would this be awarded to one company or multiple?
a. One. Please refer to Section A.1 in the RFP.
10. Do we need to provide payroll services as well?
a. Yes. Please refer to Sections A.2, B.1, F.1.7, F.1.8, F.1.9, F.1.10, F.1.11, and F.2.3 in the RFP.
Vendor-Submitted Questions:
11. Does IHDA fall under the guidance of HUD Section 3?
a. No.
12. How many offer letters do you utilize?
a. We only award one bid but we do not control nor can aniticpate how many offers we receive.
13. How many career sites will you need?
a. At least one to start, with the option to add more as hiring needs grow. Please refer to RFP Section F.3.4.
14. Do you pay retirees?
a. No.
15. How many payrolls does the organization use?
a. 1 system for the full cycle payroll.
16. Does payroll process employee expenses?
a. No, please refer to RFP section F.1.7
17. How many off cycle payrolls are run each month?
a. On average, 0.
18. How much history will be required for payroll? For employee data?
a. Please refer to RFP Section F.1.27, F.1.28, & F.3.16.
19. How many Learning Catalogs will you use?
a. Please refer to Section A.2 in the RFP and Question 8 above.
20. Does the organization use a benefits aggregator? If not, how many benefits providers need integration?
a. If referring to a carrier connection, please refer to RFP section F.2.1.
21. How many benefits plans are in current use?
a. 22 for all the benefits we offer.
22. How many employees are in Human Resources?
a. 9 employees.
23. How many employees are in payroll?
a. Please refer to Section A.2 in the RFP.
24. How many Compensation Plans are in use or will be needed?
a. 18 pay grades.
25. Are you in a state pension plan?
a. No.
26. Are there any unique state and/or local requirements that would impact HR, Payroll or any other application?
a. No.
27. How many timecard templates will you need (different versions of the timecard)?
a. One.
28. How many work schedules will you need?
a. One, with the option to add more as our needs change
29. Will timeclocks be used, and if so, what type?
a. No.
30. How many different absence types do you use?
a. Three.
31. How many performance management templates will you need?
a. Four, with the option to add more as our needs change
32. When is Open Enrollment?
a. December.
33. Are there pay plan and employee salary adjustments, such as COLAs for the new year? If so, when do they take place? Are any salary adjustments that would impact testing and go-live?
a. Yes, merit increases occur during the 7/15 pay run annually.
34. Are there any other major functions in the organization that could impact testing and go-live?
a. No.
35. Are there unions in the organization? If so, what are they?
a. No.
36. Current Solutions: Can IHDA elaborate on the systems currently being used for HRIS functions outlined in the RFP?
a. Please refer to Section B (“Current Conditions”) in the RFP.
37. Pre-Bid Call Recording: Will a recording of the pre-bid call be posted in the portal similar to other IL State bids?
a. No.
38. Budget: Can you confirm that budget has already been approved and allocated for the new HRIS system?
a. Budget is subject to board approval after a vendor has been awarded.
39. F.1: Can IHDA provide a comments area for vendors to clarify the manner in which a requirement is met where appropriate?
a. By submitting an offer to this solicitation, the offeror agrees that they will meet the contract requirements in Section F.1.
40. F.1: Can IHDA clarify how vendors should respond where integration with optional 3rd party vendors is required to meet a requirement?
a. Please refer to Section F.1 in the RFP.
41. F.1.18 & F.3.1: Can IHDA define what is meant by “benefit specialist” in the listed requirements? E.G. is this intended as a virtual assistant such as a chatbot, as a human consultant providing services, or something different?
a. Benefit Specialist, meaning a dedicated representative assigned to support IHDA needs.
42. What is your legacy HR and Payroll system(s)?
a. IHDA cannot disclose the current vendor.
43. How many and what type of references are required for this response?
a. Please refer to references section of RFP.
44. What are you using for your integration management (e.g., Oracle Integration Cloud, MuleSoft, etc.) for your current live Oracle Cloud applications?
a. IHDA uses Oracle Integration Cloud (OIC).
45. Do you have a requirement of multiple languages to be configured? If so, please confirm is all additional languages required for candidate facing only? Or should we assume you only need English Configuration for IHDA employees.
a. Only English Configuration is needed for the HRIS.
46. Do you currently use agencies today? If so, please provide more information.
a. IHDA cannot disclose their current vendor.
47. Data Migration: Are you only looking to migrate open requisitions and candidates tied to these requisitions? We only recommend migration of active data (open requisitions) and not historical data. Please provide any specific requirements.
a. IHDA is looking to integrate all data into the new HRIS. This includes current and historical data. Please refer to Sections F.1.27 and F.1.28 in the RFP.
48. Taleo Data Decommissioning: Customers often archive all historical data separately for audit/legal reasons. Are you looking to include this in scope? If so, please provide any specific requirements, including current database size, number of applications, and number of candidates.
a. Yes, IHDA will need the data backed up and archived to a location in IHDA’s environment from the current systems that will be decommissioned for this project. Please refer to Sections F.1.27, F.1.28 and F.3.16 in the RFP.
49. What 3rd party vendors do you currently have and integrate with? Ex Background Check, I9, Assessments, etc.
a. IHDA cannot disclose their current vendor(s).
50. Do you want interview scheduling in scope?
a. Please refer to Sections F.1.20 and F.3.4 in the RFP.
51. Do you want recruiting boosters included in scope?
a. It’s not included in the RFP, but if a vendor offers this feature, we would love to hear about it.
52. Are there any other integrations we should include in scope? Such as integration with Payroll, benefit providers, etc.
a. Please refer to Sections F.1.7, F.1.20, F.1.36, F.2.1, F.2.2, F.3.1, F.3.4 and F.3.9 in the RFP.
53. Do you currently use position management?
a. No, currently maintained manually.
54. Do you currently have a team that manages security roles and permissions? Or would you want us to include that in scope?
a. Yes, IHDA’s IT Service Desk team.
55. How are project codes and pay codes currently maintained- manually or through integration with another system?
a. Manually.
56. How do you currently handle leave accrual exceptions (e.g. manual overrides, retro adjustments)?
a. Yes, please refer to RFP section F.1.5.
57. Should accruals consider union or employee classification rules? How many Absence Plans are there?
a. There are no unions at IHDA and there are 3 types of absence plans.
58. Could you elaborate on how the current payroll integrates with Oracle Accounting/GL today?
a. Oracle Integrations Cloud (OIC) is currently being used for New Hires, Re-Hires, and Terminations.
59. Do you require retro pay automation, or is it handled manually during the pay run?
a. Please refer to Section F.1.9 in the RFP.
60. How many different pay frequencies (semi-monthly, bi-weekly, etc.) are currently in use?
a. One, semi-monthly.
61. Are payroll tax filings and W-2/1095-C forms managed internally or through a third-party provider?
a. Processed through current vendor.
62. Would you like payroll to support multi-jurisdiction taxation (for employees working across states)?
a. All employees work in Illinois.
63. How are performance improvement plans tracked and escalated today?
a. PIPs are created and maintained manually by departments and HR.
64. What is the volume and format of legacy data that needs migration (employee history, attachments, etc.)? Should legacy data migration include historical transactions or only current data?
a. Please refer to Question 47 above.
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