RFI EOP HCM.docx

REQUEST FOR INFORMATION

EXECUTIVE OFFICE OF THE PRESIDENT (EOP)

FOR

INTEGRATED HUMAN CAPITAL MANAGEMENT SYSTEM

RFI Issuance Date: July 08, 2020 RFI Written Responses Due: July 28, 2020 at 2:00 p.m. Eastern Standard Time

The Executive Office of the President (“EOP”), Office of Administration (“OA”), Office of the Chief Administrative, Human Resources Directorate (“HR”) is seeking information to assist in the development and procurement of an integrated Human Capital Management system. THIS IS A REQUEST FOR INFORMATION (“RFI”) ONLY. This RFI is issued solely to obtain information to assist the OA in information and planning purposes. It does not represent a pre-solicitation synopsis or a solicitation and does not constitute a Request for Proposal (“RFP”) or Request for Quote (“RFQ”). Additionally, it does not represent a commitment to issue an RFQ or an RFP in the future or to contract for any supply or service whatsoever. Respondees are advised that OA will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested party’s expense. Confidential and/or proprietary information must be clearly labeled as such; responses will not be returned. Not responding to this RFI does not preclude participation in any future RFQ or RFP, if any are issued. Responses to these notices are not offers and cannot be accepted by the Government to form a binding contract.

Responses to this RFI are due on July 28, 2020 at 2:00 p.m. Eastern Standard Time.

1. OVERVIEW

The EOP/OA/HR has the responsibility to administer and provide human resources services across the entirety of approximately 12 components and 3 entities that constitute the Executive Office of the President, encompassing around 5,000 employees, contractors, interns, and other government employees.

The HR department within OA is committed to recruiting, retaining, and developing extraordinary civil servants who are dedicated to providing incomparable services for the President of the United States and the Administration. In order to do this, HR is improving its processes around Human Capital management and working to acquire a technology solution that allows for streamlined workflows that automate processes related to onboarding; background checks and clearances; identity and access management; permission granting; asset issuance and tracking; off-boarding; reporting; performance metrics; employee self-service; and more. As such, HR is looking for a Human Capital Management (HCM) solution that will function as the core operational tool for the HR team, while also integrating with existing third-party systems including those used for recruitment, payroll, timekeeping, benefits management, and Personal Identity Verification issuance, which will continue to be used by OA.

A. Purpose of RFI

The objectives of the RFI are to get a broad overview of what is available in the marketplace, to gain familiarity with the current market for a particular supply or service, and to gather information in a formal, structured, and comparable way. Therefore the technical specifications are merely an expression of the intent, not a restrictive list of must-meet requirements and the project details outlined here are subject to revision.

Please note that while a response to this RFI is not a pre-requisite to participating in any resulting procurement process, potential respondents are encouraged to respond to the RFI.

2. PROJECT DETAILS

A. Project Scope

OA is seeking to implement an integrated Human Capital Management system that addresses the functional areas below. The functional areas represent the range of work required by OA for support in their daily Human Resources, Personnel Security, and Physical Security operations. The major functional areas expected to be addressed by this system include the following:

Functional Area 1: Core HR Functions Functional Area 2: Personnel Security Functional Area 3: Access Management and Physical Security Functional Area 4: Workflow Management Functional Area 5: Asset Issuance and Management Functional Area 6: Third-Party System Integration Functional Area 7: Reporting and Dashboards Functional Area 8: Support and Training Functional Area 9: Security Functional Area 10: Records Management

This is not a comprehensive description and other related services or products may be required.

3. INFORMATION REQUESTED

Please reference the attached Excel template for guidance on how to provide responses to the questions posed below. In addition, please provide point of contact information and a brief (no more than two-page) summary of your organization and team.

Q1. Modularity and Configuration. Please describe the modularity of the solution platform, relative to the major functions of a Human Resource/Capital Management Solution. What kinds of plugins/modules/components are provided that offer rapid functionality, specific to the functional areas above? How does this modularity enhance or improve the functions and capabilities of the overall system? Is the solution considered ready "out-of-the-box" or does configuration/customization/coding need to be performed? What is considered a customization vs. configuration vs. coding within the platform?

Q2. HR Functions. What are the major functions of Human Resource Management that the system covers out-of-the-box or through modular add-ons to the platform (e.g., recruitment, onboarding, time keeping, position descriptions, classification/salary, employee and labor relations, EEO, performance management, time and attendance, etc.)?

Q3. Background Checks / Clearances. How does the system satisfy the need to perform and manage the process of background checks and clearances of Federal employees? Please describe how the process and its associated data are managed and reported.

Q4. Workflow. Please describe how the system supports workflows, processes, and approval management. Please explain how workflows in the system route information through various stakeholders of the system. Specifically explain how an onboarding workflow would operate (inclusive of candidate information capture/recruitment, background checks, permission granting, asset issuance, mandatory training, etc.)

Q5. Integration. Please describe how the platform integrates with other third-party applications inclusive of methods. Please provide a list of third-party applications that have successfully integrated with the platform. Can the platform be used to trigger and manage an integrated workflow (e.g., onboarding) across multiple standalone systems (e.g., background check, drug screening, mandatory training scheduling)?

Q6. Physical Access Control / Management Systems. Please describe how the platform can manage or integrate with physical access control/management systems through the addition or removal of access privileges to buildings, rooms, or spaces for individuals within the HCM solution.

Q7. Asset Issuance. Can the system or platform be used to track the issuance of assets or controlled items to a specific individual?

Q8. Reporting/Dashboards. Please provide descriptions of a sample of HR-specific dashboards within the system, preferably specific to onboarding or off-boarding of staff. Please describe and provide examples of how canned (pre-defined) as well as ad hoc reporting would be performed in your system.

Q9. System Architecture. Please describe the technical system architecture of the solution. Does your company have the capability to provide both on-premise as well as off-premise solutions? If so, how do the solutions differ? What minimum hardware and software requirements should the EOP consider? Describe any security controls in this architecture, including whether or not including any security frameworks apply to the product for continuous authorization to operate.

Q10. Self-Service. Please describe how the system or platform can provide self-service capabilities to its users. Please describe typical interactions users would have with the system in order to resolve questions, issues, or perform transactions, themselves.

Q11. Pricing / Licensing. How is the platform licensed or priced? Is there separate licensing for hardware and software? How are licenses defined (e.g., named users, concurrent, or measured other ways)? How does licensing scale if users of the system scale? How does it scale if the number of employees being serviced by the system scale? Is the solution sold directly to customers or through resellers? What other key factors affect price?

Q12. Support/Training/Certifications. What options for customer support, training, or platform certifications are available?

Q13. Proposal. What obstacles, challenges, or major risks would need to be addressed in an RFP in order for companies to provide a proposal to the business need articulated?

Q14. Considerations. What are commercial best practices for implementation the solution(s) specified? What ancillary services should be considered for inclusion?

4. GENERAL INFORMATION

RFI Issuance Date: July 08, 2020

RFI Written Reponses Due: July 28, 2020 at 2:00 p.m. Eastern Standard Time

Page limits: Respondents are requested to be brief and concise. There is no page limit to the responses to the questions posed in Section 3, other than the technical character limitations of the Excel cell and the two-page summary of the respondent’s organization/team.

Format: Please provide one complete electronic copy of your response to the RFI in a searchable format to the Point of Contact listed below. The Excel-formatted template is the required submission method.

Questions: Questions regarding this RFI should be in writing and e-mailed to the Point of Contact listed below. Respondents are encouraged to submit any questions to the Point of Contact below prior to July 20, 2020.

Point of Contact:

Contracting Officer:

Executive Office of the President Office of Administration Office of the Chief Financial Officer Procurement and Contract Management Division ATTN: Karen Wilson, Contracting Officer Telephone: (202) 395-7671 Email: karen.s.wilson@oa.eop.gov

OA reserves the right to modify the due date.

Request for Information July 08, 2020