RFP_26-03_Human_Resources_Information_System_HRIS.pdf

City of Oviedo, Florida

Request for Proposals (RFP)

#26-03: Human Resources Information System (HRIS)

Due Date: 2:00 p.m., September 30, 2025

Procurement Division 400 Alexandria Blvd.

Oviedo, Florida 32765

TABLE OF CONTENTS

Description ______ ____ Page No.

Legal Advertisement

Request for Proposals

General Terms and Conditions

Public Records

Title VI Non-Descrimination

Verification of Employment Status

Anticipated Timetable

Requirements

Information to be Included in the Submittal

Evaluation Criteria

Competitive Solicitation Acknowledgement Form

Standard Insurance Requirements

Statement of Insurance Compliance Form

Non-Collusion Affidavit

Conflict of Interest Statement

Disputes Disclosure Form

Public Entity Crime Information Statement

Certification Regarding Scrutinized Companies Form

Drug Free Workplace Certification Form

Compliance with Employment Eligibility Requirements

Human Trafficking Affidavit

Affidavit of Compliance with Foreign Entity Laws

Acknowledgement of Addenda

Exhibit A – Sample City of Oviedo Standard Contract

Exhibit B – Electronic Submission Instructions

RFP 26-03: Human Resources Information System (HRIS) Page 3

LEGAL AD

CITY OF OVIEDO, FLORIDA

RFP #26-03

Request for Proposals Human Resources Information System (HRIS)

The City of Oviedo is seeking proposals from firms interested in providing Human Resources Information Systems (HRIS). The RFP package is available through My VendorLink at www.myvendorlink.com, document 26-03. Proposals are due on or before 2:00 p.m., September 30, 2025.

End of Advertisement

Advertise one time: August 31, 2025 http://www.myvendorlink.com/

RFP 26-03: Human Resources Information System (HRIS) Page 4

CITY OF OVIEDO, FLORIDA

REQUEST FOR PROPOSALS (RFP) 26-03

HUMAN RESOURCES INFORMATION SYSTEMS (HRIS)

The City of Oviedo is a municipal corporation organized under a City Manager/Council form of government. The City’s boundaries encompass sixteen (16) square miles with a current population of 40,000. Additional demographic information is available on the City’s website at www.cityofoviedo.net.

The City of Oviedo is soliciting proposals to establish a contract with an experienced and qualified vendor to provide a single, robust integrated enterprise Human Resources Information System (HRIS) solution. Our vision is to streamline our day-to-day activities, eliminate unnecessary tasks and house all our current HRIS needs in one system, while maintaining data integrity and efficient end user functionality.

Proposals will be considered from qualified and experienced firms who are regularly established in the business of providing HRIS, and who in the judgment the City are financially responsible. Firms must be able to show evidence of reliability, capability, experience, and knowledgeable personnel to perform the services.

Proposers should be capable of managing the following data:

➢ Recruiting/Applicant Management

➢ Onboarding

➢ Compliance

➢ Reporting and Analytics

➢ Performance Management

➢ Training

➢ Survey and Forms Management

The selected firm(s) will be expected to execute the City’s standard agreement form provided in Exhibit A and provide all the needed insurance certificates and endorsements per that agreement.

Each firm shall become familiar with all the terms contained in the agreement and be willing to execute the agreement before submitting a proposal. There shall be no exception to either the scope of services or the terms of the agreement.

During the contract period, the City of Oviedo shall reserve the right to seek qualifications and/or proposals from other individuals or firms for specialized projects, as deemed to be in the best interest of the City of Oviedo.

Under Chapter 119, Florida Statutes, all responses to this solicitation shall be considered public record, subject to distribution pursuant to the request for records by any interested party.

http://www.cityofoviedo.net/

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REQUESTING THE SOLICITATION DOCUMENT

The City of Oviedo Procurement Division is the official source to obtain information relating to the City solicitations. All documents regarding this solicitation are posted utilizing an online bid management system, VendorLink. There is no charge to register with VendorLink and/or to participate in the solicitation process. Vendors may also make an appointment with the City of Oviedo Procurement Division to obtain such information.

ON-LINE PROVIDER DISCLAIMER

Although not required, it is recommended that firms register and maintain their registration with VendorLink at www.MyvendorLink.com. This is a third-party vendor that provides a platform to communicate solicitation information to the Public. VendorLink does not represent the City nor does communications through this provider constitute communications to the City. The City of Oviedo is not responsible for errors and omissions occurring in the transmission or downloading of any documents from the online website. In the event of any discrepancy between information on this website and the hard copy specifications, the terms of the hard copy specification will control.

AMERICANS WITH DISABILITIES ACT

Persons with disabilities needing special accommodation at public meetings should contact the Procurement Division at 407-971-5534, no later than seven (7) days prior to the appropriate date on which the accommodation is requested.

GENERAL TERMS AND CONDITIONS

ASSIGNMENT

The proposer shall not assign or transfer any contract resulting from this solicitation, including any rights title or interest therein, or its power to execute such contract to any person, company or corporation without the prior written consent of the City.

BID OPENING: Electronic proposals shall be received in accordance with the instructions in the RFP document. Proposal opening shall be public on the specified date as outlined in the RFP document. All proposals that have been received in a timely manner will be opened, recorded and accepted for consideration. The names of the firms submitting proposals will be read aloud and recorded. Proposals received after the specified date and time will not be accepted.

Proposals will not be accepted by hard copy, telephone or facsimile.

Public Opening: Via Zoom at www.zoom.us, Meeting ID: 886 1865 3134 Pass Code: q8u7Ws

CANCELLATION: The City reserves the right to cancel, in whole or in part, any solicitation when it is in the best interest of the City. Availability of all information related to a cancelled solicitation is subject to Chapter 119, Florida Statutes.

http://www.zoom.us/

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COLLUSION AMONG FIRMS: More than one (1) bid from an individual, firm, partnership, corporation, or association under the same or different names will not be considered. Reasonable grounds for believing that a Bidder is involved in more than one proposal submittal will be cause for rejection of all bids in which such Bidders are believed to be involved. Any or all bids will be rejected if there is reason to believe that collusion exists between Bidders. Bids in which the prices obviously are unbalanced will be subject to rejection.

The bidder, by affixing its signature to this proposal, certifies that its bid is made without previous understanding, agreement, or connection with any person, firm or corporation making a bid for the same item(s), and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action.

CONFLICT OF INTEREST

The award of any contact hereunder is subject to the provisions of Chapter 112, Florida Statutes.

Proposers must disclose with their RFP the name of any officer, director, partner, proprietor, associate or agent who is also an officer or employee of City or any of its agencies. Further, all Proposers must disclose the name of any officer or employee of the City who owns, directly or indirectly, any interest in the Proposer’s firm or any of its branches or affiliate companies.

CORPORATE STANDING AND AUTHORIZED SIGNATURE

The Proposer must demonstrate that the company is in good standing and that the person signing this proposal is an authorized signatory on behalf of the Proposer to negotiate and/or sign contracts, agreements, amendments and related documents to which the Proposer will be duly bound. Examples of satisfactory demonstration documents include:

A. A copy of your Articles of Incorporation listing the approved signatories of the corporation.

B. A copy of a resolution listing the members of staff that are authorized signatories for the company.

C. A letter from a corporate officer listing the members of staff that are authorized signatories for the company.

ELECTRONIC SIGNATURES

The successful proposer consents and agrees to the execution of documents using electronic signatures as allowed by the provisions of Florida Statutes §668.001-006 – The Florida Electronic Signatures Act of 1996.

FEDERAL AND STATE TAX

The City of Oviedo is exempt from Federal and State Sales and Use Taxes for tangible personal property. Consultants doing business with the City shall not be exempted from paying sales tax to their Suppliers for materials to fulfill contractual obligations with the City nor shall any Consultant be authorized to use the City’s Tax Exemption Number in securing such materials.

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FORMAL PROTEST PROCEDURES

Any actual or prospective bidder, proposer, or vendor who is aggrieved in connection with a solicitation or award of bid or contract may protest to the Procurement Manager within ten (10) calendar days after such aggrieved person knows or should have known of the facts giving rise thereto. Said protest shall be in writing and shall state with specificity the grounds therefore and also the action requested of the Procurement Manager.

A. The Procurement Manager shall attempt to settle or resolve the protest. The Procurement

Manager shall render a decision, in writing, within ten (10) calendar days following receipt of the protest. No bid award will be made during this time.

B. Any person aggrieved by the decision of the Procurement Manager may appeal to the Finance

Director within ten (10) calendar days from the date of the Procurement Manager’s written decision. Any such appeal shall be accompanied by a certified check or cash protest bond equal to five percent (5%) of the aggrieved vendor’s bid made payable to the City and shall state with specificity the grounds therefore and also the action requested of the Finance Director. The Finance Director shall attempt to settle or resolve the matter. The Finance Director shall render a decision, in writing, within ten (10) calendar days following receipt of the appeal. No bid award will be made during this time. If protest is rescinded, the protest bond is returned.

C. Decisions of the Finance Director may be appealed to the City Manager by submission to the

City Clerk of a written request for appeal within ten (10) calendar days from the date of the Finance Director’s written decision. The written request shall state with specificity the grounds for the appeal and also the action requested by the City Manager. No bid award will be given during this time.

D. The City Manager shall render a decision, in writing, within ten (10) days following receipt of the appeal. The decision of the City Manager shall be final and shall represent the position of the City.

E. Timely filing of the protest and/or appeals is jurisdictional. If the appeal is taken to court and the City’s decision is reversed, the protest bond will be returned. If the appeal is taken to court and the City’s decision is upheld, the protest bond is forfeited to the City as a cost reimbursement to the City with the recognition of the bidder that the calculations of damages to the City would be speculative with regard to the waging of the appeal and that the forfeiture of the bond is a reasonable manner in which to assess those costs.

F. In the event of a timely protest and/or appeal, the City shall not proceed further with the solicitation or with the award of the bid/contract unless the Procurement Manager, after consultation with the head of the using Department and the City Attorney, forwards to the City Manager a written request to award the contract without delay in order to protect the public health, welfare or safety.

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GOVERNING LAW/JURISDICTION

The interpretation, effect, and validity of any contract(s) resulting from this solicitation shall be governed by the laws and regulations of the State of Florida. Venue of any court action shall be in Seminole City, Florida. In the event that a suit is brought for the enforcement of any term of the contract(s).

JUDGEMENTS/LEGAL FINDINGS

By submitting this proposal for consideration, the Proposer affirms that they currently have no judgements or other legal findings nor have any pending judgments or other legal findings against the company or any of its executives, with any federal, state or local governmental entities that in any way could impact or have the potential to impact their ability to complete any contract awarded them as a result of this proposal. Failure to disclose any such judgments and/or findings will result in the termination of any contracts and other penalties as deemed legal and appropriate by the City.

DISPUTES

In case of any doubt or difference of opinion as to the items to be furnished hereunder, the decision of the City of Oviedo City Manager shall be final and binding on both parties.

LEGAL REQUIREMENTS

All Federal, State, City and Local Laws, Ordinances, Rules and Regulations that in any manner affect this RFP herein apply. Lack of knowledge by the submitting firms will in no way be cause for relief from responsibility.

LIABILITY

The City of Oviedo assumes no responsibility for the cost of preparing this Request for Proposals.

The awarded Consultant(s) shall hold and save the City of Oviedo, its officers, agents and employees harmless from liability of any kind in the performance of or fulfilling the requirement of the Purchase Order or Contract which may result from award of this solicitation.

PAYMENT

In order for the City to provide payment, the Consultant shall submit a fully documented invoice that provides the basic information set forth in the agreement. The invoice shall be submitted to the City within thirty (30) calendar days after the service has been rendered. It shall be understood that such invoices shall not be submitted for payment until such time as the service has been completed and a City representative has reviewed and approved the service.

PERMITS, LICENSES AND INSURANCE

Vendor will be required to secure and maintain in force during the period covered by any contract resulting from this RFP of any applicable licenses, permits and insurance required by law for the operation of the system.

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PUBLIC RECORDS

The CONSULTANT agrees to fully comply with all State laws relating to public records. In order to comply with Section 119.0701, Florida Statutes, the CONSULTANT must: (1). Keep and maintain public records required by the City to perform the service, (2). Upon request from the City 's custodian of public records, provide the public with a copy of the public records requested or allow the records to be inspected or copied within a reasonable time and at a cost that does not exceed the cost provided in Chapter 119, Florida Statutes, or as otherwise provided by law, (3) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the term of this Agreement and following completion of this Agreement if the CONSULTANT does not transfer the records to the City, (4) Upon completion of this Agreement, transfer, at no cost, to the City all public records in possession of the CONSULTANT or keep and maintain public records required by the City to perform the service. If the CONSULTANT transfers all public records to the City upon completion of this Agreement, the CONSULTANT shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements.

If the CONSULTANT keeps and maintains public records upon completion of this Agreement, the CONSULTANT shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City, upon request from the City's custodian of public records, in a format that is compatible with the information technology systems of the City, and (5). If the CONSULTANT does not comply with a public records request, the City shall enforce any and all Agreement provisions in accordance with this Agreement and the CONSULTANT shall be subject to all rights and remedies of the City and the public under controlling State law.

A request to inspect or copy public records relating to this Agreement must be made directly to the City. If the City does not possess the requested records, the City shall immediately notify the CONSULTANT of the request, and the CONSULTANT must provide the records to the City or allow the records to be inspected or copied within a reasonable time. Failure by the CONSULTANT to grant such public access and comply with public records requests shall be grounds for immediate unilateral cancellation of this Agreement by the City. The CONSULTANT shall promptly provide the City with a copy of any request to inspect or copy public records in possession of the CONSULTANT and shall promptly provide the City with a copy of the CONSULTANT’s response to each such request.

The CONSULTANT agrees that if any litigation, claim, or audit is started before the expiration of the record retention period established above, the records shall be retained until all litigation, claims or audit findings involving the records have been resolved and final action taken.

IF THE CONSULTANT HAS QUESTIONS REGARDING THE APPLICATION

OF CHAPTER 119, FLORIDA STATUTES, TO THE CONSULTANT’S DUTY

TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT,

CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT (407) 971-5504,

ELIANNE RIVERA, CITY CLERK, CITY HALL, CITY OF OVIEDO, 400

ALEXANDRIA BOULEVARD, OVIEDO, FLORIDA 32765,

ERIVERA@CITYOFOVIEDO.NET.

mailto:ERIVERA@CITYOFOVIEDO.NET

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STATE REGISTRATION REQUIREMENTS

Any corporation submitting a bid or proposal in response to this solicitation shall either be registered or have applied for registration with the Florida Department of State in accordance with the provisions of Chapter 607, Florida Statutes. A copy of the registration/application may be required prior to award of a contract. Any partnership submitting a response to this Solicitation shall have complied with the applicable provisions of Chapter 620, Florida Statutes.

For additional information on these requirements, please contact the Florida Secretary of State’s Office, Division of Corporations, (800) 755-5111 (http://www.dos.state.fl.us).

TITLE VI NON-DISCRIMINATION

No person shall on the basis of race, color, national origin, sex, age, disability, family or religious status, as provided by Title VI of the Civil Rights Act of 1964, the Civil Rights Restoration Act of 1987, the Florida Civil Rights Act of 1992 and other nondiscrimination authorities, be excluded from participation in, be denied the benefits of, or otherwise subjected to discrimination or retaliation under any program or activity of the City of Oviedo. To view the City’s Nondiscrimination Policy, Plan and Procedures, visit the City’s web page at www.cityofoviedo.net.

VERIFICATION OF EMPLOYMENT STATUS

The Consultant is required to be registered with the U.S. Department of Homeland Security’s E- Verify system prior to entering into a contract with the City of Oviedo. The Consultant shall use the E-Verify system to verify the employment eligibility of all new employees hired by the Consultant during the contract term. The Consultant shall include an express provision in all of its subcontracts requiring subconsultants, who perform work or provide services pursuant to the contract, to use the E-Verify system to verify the employment eligibility of all new employees hired by the subconsultant during the contract term. Only those employees determined eligible to work within the United States shall be employed under this contract.

By submission of a bid or proposal in response to this solicitation, the Consultant affirms that all employees in the above categories shall undergo e-verification before placement on this contract. The Consultant shall commit to comply with this requirement by completing the E- Verification Certification form attached to this solicitation.

A public employer, consultant, or subconsultant who has a good faith belief that a person or entity with which it is contracting has knowingly violated Section 448.09(1), Florida Statutes is obligated to terminate the contract with the person or entity pursuant to Section 448.095(2)(c)1, Florida Statutes. If the City terminates the contract for the foregoing reason, the consultant will be liable for any additional costs incurred by the City as a result of the termination of the contract.

COMPLIANCE WITH FOREIGN ENTITY LAWS

When providing services to the City involving access to personally identifiable information, as defined in Section 501.171, Florida Statutes, Consultant shall also execute and return the Compliance with Foreign Entity Laws Affidavit, attached and incorporated in this solicitation.

Through this attestation, Consultant affirms that it is neither owned nor controlled by a

RFP 26-03: Human Resources Information System (HRIS) Page 11 government of a Foreign Country of Concern, nor organized under the laws of such a country, as required by Section 287.138, Florida Statutes.

HUMAN TRAFFICKING AFFIDAVIT

In accordance with Section 787.06(13), Florida Statutes, Consultant shall attest under penalty of perjury, that Consultant does not use coercion for labor or services as defined in Section 787.06(2), Florida Statutes. Attestations shall be documented using the Human Trafficking Affidavit attached and incorporated in this solicitation.

ANTICIPATED RFP TIMETABLE

Release of Request for Proposals: August 31, 2025 Deadline for Written Questions: September 19, 2025 RFP Due Date: September 30, 2025 Evaluation Meeting: October 16, 2025 Anticipated Award Date: November 2025

All dates are tentative. The City reserves the right to change scheduled dates.

EFFECTIVENESS AND DURATION

The City’s Standard Professional Services Agreement, a sample of which is attached as “Exhibit A” will be the contracting mechanism for the award. This agreement may not be amended and any exceptions noted by the bidder to this document will not be considered. Exhibit A is an example only and shall not be included as part of your submittal.

The agreement alone will not authorize the work. Required services will be specifically enumerated, described and depicted in the Purchase Order or Work Order authorizing the purchase of the specific services.

During the term of the Contract, the City may require changes which alter the contract specifications provided that such changes are within the general scope of the contract. The parties agree to renegotiate to comply with any applicable current or revised state laws, regulation, or increases/decreases in allocations making any changes in the contract necessary.

Modifications of provisions shall only be valid through execution of a formal contract amendment, and duly signed by both parties. There are no obligations to agree by either party.

RIGHT OF REJECTION BY THE CITY

Notwithstanding other provisions of this RFP, the City reserves the right to award this contract to the firm(s) that best meets the requirements of the City. Further, the City reserves the right to reject any or all submittals prior to execution of the contract, with no penalty to the City.

RESTRICTED DISCUSSIONS

From the date of issuance of this solicitation until final City Council approval, vendors shall not discuss the solicitation or any part thereof with any employee, agent, or any representative of the City except as expressly authorized by the designated Procurement Manager. Contact made

RFP 26-03: Human Resources Information System (HRIS) Page 12 with any other employee of, and/or elected City officials of the City of Oviedo regarding this RFP will be grounds for the rejection of the contacting individual’s or firm’s submittal.

QUESTIONS

All questions concerning this RFP shall be submitted in writing to the name and e-mail address below before September 19, 2025 at 5:00 p.m. Eastern Standard Time. All responses to questions will be in the form of an addendum that will be posted on VendorLink. Respondents will be required to acknowledge receipt of addenda, if any, on the Acknowledgement of Addenda Form included in this RFP.

Jacqueta Scott E-mail: jscott@cityofoviedo.net

CONTRACT NEGOTIATIONS

After review of the proposals, the City will attempt to negotiate an agreement with the top ranked firm or individual which is determined to be in the best interest of the City. The agreement will cover all aspects of the scope of services as described herein. If an agreement is not finalized with the top ranked firm or individual within a reasonable period of time, the City reserves the right to terminate negotiations with the firm and initiate negotiations with the next ranked firm or individual, and so on, until agreement(s) are reached. All successful proposers shall be required to execute an agreement, which among other things, provides that all plans, drawings, reports, and specifications that result from firm or individual's services shall become the property of the City.

The City reserves the right before awarding the contract, to require a firm or individual to submit such evidence of its qualifications as it may deem necessary. The City shall be the sole judge of the competency of the firm or individual. Upon the successful negotiations of an agreement, a formal contract will be prepared and executed by both parties.

AWARD OF CONTRACT

The proposer(s) to whom a contract is awarded shall be required to enter into a written contract with the City in a form approved by legal counsel for the City. This RFP and any part thereof, may be incorporated into and made a part of the final contract. The City reserves the right to negotiate the terms and conditions of the contract with the selected proposer. For informational purposes, a sample of the City of Oviedo’s standard contract document is attached as Exhibit A for your information. Note that the agreement shall not be modified and contract language is non-negotiable.

All applicable State of Florida and Federal rules and regulations must be adhered to by the awarded firm.

PURCHASING AGREEMENTS WITH OTHER GOVERNMENTAL AGENCIES

All firms submitting a response to this solicitation agree that such response also constitutes a submittal to all governmental agencies within the State of Florida, under the same conditions, for the same contract price, and for the same effective period as this proposal, should the firm mailto:jscott@cityofoviedo.net

RFP 26-03: Human Resources Information System (HRIS) Page 13 feel it is in their best interest to do so. Each governmental agency desiring to accept these submittals, and make an award thereof, shall do so independently of any other governmental agency. Each agency shall be responsible for its own purchases and each shall be liable only for materials and/or services ordered and received by it, and no agency assumes any liability by virtue of this solicitation. This agreement in no way restricts or interferes with the right of any governmental agency to re-solicit any or all items.

CONTRACT TERM

It is the intent to award a contract for an initial term of five (5) years. After the initial term, the contract will renew automatically unless cancelled by either party with at least one-hundred-eighty (180) days written notice to the other.

SUBMITTAL OF PROPOSALS

For purposes of this solicitation, a sealed proposal is considered a proposal submitted using VendorLink. The SOQs must be received no later than 2:00 p.m. Eastern Standard Time on September 30, 2025.

To ensure correct formatting, proposers shall:

1. Submit Proposal electronically through VendorLink.

2. Upload files only in MS Word (.doc or .docx), Excel (.xls or .xlsx), Adobe Portable

Document Format (.pdf); or Compressed File (ZIP) formats.

3. Enable printing on files submitted.

4. Make sure all uploaded files are readable and not corrupt.

5. Contact VendorLink technical support at support@evendorlink.com if technical difficulties arise during submission.

6. Follow all instructions outlined in this RFP and provide all requested information.

If the City is unable to open an electronic file due to a virus or because the file has become corrupted, the proposer’s response may be considered incomplete and disqualified from further consideration.

An unsigned proposal is not a valid offer, therefore, failure to sign in the space provided on the Competitive Solicitation Acknowledgement Form will result in the proposal being considered non-responsive and the submittal rejected. It is not a minor technicality which the City reserves the right to waive. An electronic signature may be used and shall have the same force and effect as a written signature.

The City may ask the awarded proposer to supply one (1) hard copy set with original, written signatures and original forms, prior to any contract execution. Hard copy proposals should not be submitted unless specifically requested by the City.

RESPONSE DUE DATE AND TIME

All responses are due no later than 2:00 p.m. Eastern Standard Time on September 30, 2025 or as may be revised by written addenda. Proposals not in possession of the City by the due date and time shall be deemed late and shall not be considered for award.

mailto:support@evendorlink.com

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The responsibility for submitting a proposal before the stated due date and time is solely and strictly the responsibility of the proposer.

SHORTLIST

As applicable, a tabulation or the Evaluation Committee’s shortlist will be posted on the City of Oviedo website via VendorLink at: Oviedo, FL | Official Website (cityofoviedo.net). Proposers may also call the Procurement Division for results.

PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL OR IDEOLOGICAL INTERESTS IN

GOVERNMENT CONTRACTING

Bidders are hereby notified of the provisions of section 287.05701, Florida Statutes, as amended, that the City will not request documentation of or consider a Bidder's social, political, or ideological interests when determining if the Bidder is a responsible Bidder. Bidders are further notified that the City's governing body may not give preference to a Bidder based on the Bidder's social, political, or ideological interests.

https://www.cityofoviedo.net/

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REQUIREMENTS

A. VENDOR OVERVIEW

• Provide a brief overview of your business. Include the history, capabilities, and range of services that can be offered.

• Year founded.

• How many employees are in your company?

• Full-time:

• Part-time:

• Did you gain your current client base organically or through acquisition?

• What is your primary business focus and core product?

• What percentage of your organization’s revenue do you invest into your product annually?

• How does your company stay current with technology?

• Is your product developed in-house or by a third party?

• How do you roll out new upgrades or products to your clients?

• Are all clients on the same version of the software or are there a percentage on older versions without updating?

• To what extent are current customers involved in providing user feedback for product development?

• What is the average size (employee workforce) of your customers?

B. SECURITY

• Describe your security architecture, including any significant failures, breaches or issues encountered in the last five years.

• What regulations do you comply with (e.g. FEDRAMP, HIPPA, NIST, etc.)?

• Define your hardware and operating system requirements (including 3rd party and/or supporting requirements).

• How often is data backed up and what type of backup schedule is employed?

• How are your customers notified of any breaches or vulnerabilities that are identified? What is the timeframe for the notification to the customers?

• How is a validation for forgotten passwords processed when an employee locks out or has forgotten log-on information?

• How is data encrypted and stored in the application?

• Does your company undergo SSAE 18 Type II audits?

DOES YOUR SYSTEM:

1 Allow for the creation of custom user roles? Yes No

2 Have multi-level user defined approval levels? Yes No

3 Support multi-factor authentication? Yes No

C. TECHNICAL REVIEW/ARCHITECTURE

• Describe your system’s ability to have customers “configure” the system vs. having you “customize” the system to meet their needs.

RFP 26-03: Human Resources Information System (HRIS) Page 16

• What are the hardware/software requirements to use your product?

• What browser and browser versions are certified with your product?

• Describe how your organization provides periodic system performance evaluations for all installed applications, identify ways to improve system utilization and improve overall performance. How frequently are these evaluations done and what is the cost?

• How many concurrent users can your product support?

• Is your HRIS product a SaaS/Cloud based solution?

• What is the total number of employees dedicated to the products’ SaaS service and associated offerings?

• Describe the process of installing updates, patches, and hotfixes.

• Does the application support single sign-on (SSO) and Multifactor Authentication (MFA)?

• Where is the cloud data stored? Amazon, Microsoft, private cloud, etc.?

D. INTEGRATION

• Describe how existing data and history is extracted and imported to your system at conversion.

• Describe how data feeds from our third-party vendors, and benefits carriers will integrate with your product if applicable.

• Which export/import formats does your system support for data?

• How would data be transferred to the City in the event of termination of service?

DOES YOUR SYSTEM:

1 Have the ability to integrate with any third-party financial systems? Please describe any limitations in your proposal.

Yes No

2 Allow programmatic access (Read) to data via an API? Yes No

3 Allow API access? Yes No

4 Does the API allow user-based security permissions where we can restrict access to certain fields?

Yes No

5 Support mass update configuration changes? Yes No

6 Offer the ability to run or create a remit file to our third-party retirement plan administrator each pay period to include items such as contributions, hours worked, wages, and demographic information? You can elaborate in your proposal.

Yes No

E. FINANCIAL INFORMATION

• What percentage of your organization’s revenue do you invest in Research and Development (R&D)?

• Are there any outstanding lawsuits against your company? If so, please explain what impact an unfavorable outcome would have on the company.

F. PRODUCT FUNCTIONALITY

• How do you differentiate yourself from your competition?

• Please provide a brief overview of your HRIS product offerings.

• How do you stay current with changes in the human resources field?

RFP 26-03: Human Resources Information System (HRIS) Page 17

G. PRODUCT FUNCTIONALITY

Please use the following matrix as a key for responding to the requirement tables in the

RFP.

Response Code Description

Y -Existing Feature is delivered as standard functionality in the proposed version of the software and can be demonstrated by the vendor.

F-Future Feature is not currently included but will be available in a future release. Please indicate time frame (e.g., 12 months)

C -Customer Customization Not included. Tools are provided for customization at no additional cost.

V -Vendor Customization Not included. Vendor provides customization at an additional cost.

T – Third Party Feature is provided by a third-party partnering arrangement. Indicate any preferred partner agreements.

N -Not Available Requirements cannot be met.

H. RECRUITING / APPLICANT MANAGEMENT

• Provide a brief description of your recruiting and applicant management system.

• When was the recruiting and applicant management product first developed?

• Was this developed in-house or purchased?

• What job boards are supported by your product? Describe how jobs are posted to

Internet job.

• Does your system allow for an automatic e-mail response to applicants and candidates?

If so, please describe the communication types included in the application. Can we customize the responses?

Requirements

Code Comments

1 Allow for an internal job board to post requisitions separately from the external job board?

Communicates automatically with job boards – with option to select which job boards.

Posts internal and external jobs to the City Website or City intranet site with effective dates (includes the ability to determine which should be posted internally vs. externally, or both)

2 Submit or create a general application or profile for future consideration?

3 Manage multiple openings for the same role?

4 Allow administrators to create, delete and modify the application templates and application questions?

5 Allow candidates to complete all aspects of the application process on the mobile application?

6 Have the ability to parse resumes and allow candidates to attach resumes?

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7 Allow administrators to define qualifying (knockout) questions to automatically reject ineligible candidates (e.g., are you legally permitted to work in the United States)?

8 Provide government compliant diversity and EEO questionnaires for candidate tracking?

9 Allow administrators to create and customize email triggers based on actions (candidate status changes, offer letter, interviews, etc.)?

10 Allow hiring managers to upload interview documents?

11 Track candidate/applicant evaluations, such as permitting interviewers to enter notes?

12 Generate customized offer letters/packets?

13 Allow for an automatic e-mail response to applicants and candidates? If so, please describe the communication types included in the application in your proposal.

14 Can we customize the responses?

15 Have a filtering functionality and ease of search for finding open positions by department, function, location, etc.?

16 Provide analytics and reporting capabilities for time to fill, demographic (EEO), candidate source, current open roles/status, breakdown by department, etc.?

17 Seamlessly transition new hires into the HR and Payroll module after an offer has been accepted?

18 Has a requisition library of job templates that can be utilized when creating requisitions.

19 Allows hiring managers and administrators to schedule interviews

20 Hiring managers can view communication history and record interview notes

21 Hiring managers and recruiters can review and track status pre-screened applicants/candidate

22 Allows applicants/candidates to modify or replace their existing resumes.

23 Searches applicants/candidates based on a variety of criteria

24 Has embedded workflow for approvals based on defined process including requisition approval, offer approval, and new hire approval.

25 Allows administrator to update candidate record.

26 Allows administrators to establish access levels in the system by role (i.e. administrator, recruiter, hiring manager)

27 Integrates with third party screening services including: criminal background check, drug testing and assessments.

28 Generates offer letters containing all compensation options to applicant/candidate

29 Job openings will track the requisition number, status and reason for the opening

30 Job openings will include employment information including FLSA type, salary range, education and skill requirements, and full/part time indicator.

31 Assist in the creation and storage of job descriptions (via wizard or similar mechanism)

I. ONBOARDING

• Describe your Onboarding functionality.

• Can onboarding forms be stored in an electronic repositor for easy, anytime access?

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• Can employees independently retrieve forgotten passwords during the onboarding process?

• When was this onboarding product developed?

• We would like to push items such as videos, documents, welcome messages, links, etc. to help make the new hire’s orientation experience great. How does your solution enable us to do this and can the new hire, before day one, have access to the items?

• What tools are included in your solution to help us create and manage internal forms and communications for things such as obtaining security badges, ordering computer hardware/software, office/desk space set-up, order business cards, etc.?

• Describe how your system will allow our hiring managers to easily see the progress of all onboarding participants and activities and have automatic nudges and reminders when activities are approaching or are past due.

• Explain how employment verification is handled in Onboarding.

Requirement Code Comment

1 Have the ability to provide electronic new hire packets, with the ability to attach or link to external URLs?

2 Have the ability to automatically notify new hires of activities they need to complete and then send reminders?

3 Have the ability to assign onboarding forms by employee type?

4 Offer E-sign submission, print capabilities and additional uploads as attachments?

5 Include I-9 verification?

6 Have the ability to assign tasks, collect data, collect signatures, store, and retrieve documents related to the person’s employment?

7 Have the ability to restrict access to employees and their onboarding documents based on user role?

8 Have the ability for new hires to complete the following forms online?

Federal I-9 and W-4?

Payroll Direct Deposit

Emergency Contact

Individuals with Disabilities

Veterans reporting information

9 Can approve and finalize forms with password-protected electronic signature

10 Can forms be stored/replaced and updated in an electronic repository for easy access

11 System uses E-Verify via the City’s access

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J. HUMAN RESOURCES MANAGEMENT

• Can your human resources management system integrate with the Naviline payroll system?

• Describe the types of historical information your system maintains (including the number of years maintained).

• Explain how your system creates organizational charts.

• For archived records, what is the retrieval time?

• When was this product developed?

• Was it developed in-house or purchased?

• How do you support electronic signatures?

Requirements Code Comment

1 Store electronic files and scanned documents by employee. Are there any limitations?

2 Maintain education and certification data?

-3 Enable effective/future dating of pending transactions/events and maintain transaction history?

4 Provide audit trails for all additions, updates and changes?

5 Add/change organizational entities and easily transfer employees within them

6 Maintain employee demographic data for all employment-related details (e.g. birth date, employee number, sex, hire date, contact info)

7 Maintain ethnic, visa, and I-9 data

8 Update/maintain other assigned city forms

9 Maintain marital, family, and dependent/beneficiary related and tax-related elections

10 Maintain historical data for customer/former employees (e.g. names, employment, job/assignments. Performance ratings, status)

11 Generate, identify, and track all employee types by unique employee number. Track Social Security Number

12 Create unique workforce population types such as: regular staff, part time staff, temporary, contract, paid intern, unpaid intern with the ability to create new models

13 Maintain language, education and certification data

14 Maintain data for all job-related details (e.g. pay grade, exemption status, EEO code, salary, job family)

15 Enable effective/future/retro dating of pending transactions/events and maintain transaction history

16 Track disciplinary actions

17 Audit trails on all additions, updates and changes

18 Unlimited user defined fields with user defined validation

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K. COMPLIANCE

• As human resources regulations change, how do you ensure your clients stay in compliance?

• How do you track FMLA leave?

Requirements Code Comments

1 Offer ACA services?

2 Provide EEO reporting?

3 Provide new hire reporting on behalf of the employer? Provide termination reporting?

4 Track ADA and disability information?

5 Provide an automatic notification of I-9 expiration/visa expiration?

6 Provide reports to file forms 1094-C and 1095-C? Does information auto-populate?

7 Provide military and veteran status for employees?

• Does your system have a module to maintain Worker’s Compensation Claims, costs, tracking lost time, restrictions, legal reporting requirements etc.?

L. LEAVE ADMINISTRATION

• Describe the benefit premium collection process when employees are on leave without pay.

Requirement Code Comments

1 Coordinate and manage FMLA?

2 Track and report cumulative FMLA time taken with effective dating?

3 Maintain leave of absence history?

4 Calculate the planned duration, based on expected end and expected start dates?

5 Notify leave employees about open enrollment and allow for the management of their benefit elections?

M. Organization Structure

• Please explain how your system creates organizational charts.

• Describe how the proposed system will maintain employee integrity for reporting data

N. EMPLOYEE SELF SERVICE

• Describe your application’s employee self-service functionality. What are the major features?

• Does this application integrate with the main HRIS application?

• Please explain how your employee self-service feature will assist in the

RFP 26-03: Human Resources Information System (HRIS) Page 22 communication between the human resources/payroll departments and employees?

What types of information can be made available to our employees?

• Can pictures be embedded in an employee record? What are the file types?

• Can employees initiate transactions without paper forms; e.g. phone number change, address change, emergency contacts? List the items that employees may directly access and self-manage.

• Can the employee self-service portal house employee documents for reference (e.g. employee handbooks, company policies, etc.)?

• What data can employees download from the self-service portal? Is Administrative Security available to define specific data that cannot be downloaded regardless of the user’s execution rights?

• What type of functionality is available through your mobile app?

• Is there functionality to limit access to different fields/sections of your system based on defined employee groups?

• Is there a built-in review process that any self-service change to data can be reviewed and approved by an HR employee with appropriate permissions before being committed to the system?

• What alerts/notification are available for certifications, license expiring, new policy acknowledgement, etc.?

Code Comment

1 Allow employees to view communications posted from administrators?

2 Support electronic signatures?

3 Allow employees to access pay stubs, payroll history, W-2?

4 Allow employees to access vacation accruals and other benefit availability/eligibility?

5 Allow employees to view and update their direct deposit distributions and set effective dates?

6 Allow new hires to complete their onboarding before the start date and complete their I- 9, W- 4, address, direct deposit information, emergency contact and electronic document approval?

7 Offer the ability to recognize fellow co-workers for achievements?

O. MANAGER SELF SERVICE

• Describe how managers are limited to information for only their direct reports.

• Describe to what level access to information can be controlled (e.g., screen, field, etc.)

• Can managers run reports on the employee data that they have access to view?

• Can managers access on-line forms/checklists, etc.?

P. MOBILE ACCESS

• Do you offer a mobile app? What is included in the app?

• What operating systems are supported in the mobile app and which are best supported (Android, iOS, Windows Mobile, etc.)?

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• Did you develop your mobile app or was it developed by a third-party?

Q. TECHNOLOGY

• Is your product web based, or does it require a client installation?

• Describe in detail what part of your platform was developed in-house and what was acquired and adapted.

• How many administrators does your system allow?

• Are there any components that are loaded on the client, if applicable, that we would not have access to modify/view?

• Is your system architecture comprised of a single or multiple databases? Are there third parties?

• Describe the data storage and hosting environment and level of redundancy for data hosting.

DOES YOUR SYSTEM:

1 Provide a test environment? Yes No

2 Encrypt data at rest? Yes No

3 Retain employee records for a specific time? What is the time limit? Please explain in your Proposal.

Yes No

R. IMPLEMENTATION

• What is your process for effectively managing the implementation process?

• Provide an estimated time frame for completing initial implementation of your system.

• Describe the make-up of your typical implementation team. Who is the point of contact during implementation?

• How long does the implementation team stay with the client before transferring to customer service?

• Do you use subcontractors for any part of the implementation?

• How much history can be imported into your system?

• How do you approach implementation with poor or missing data?

• Is there a migration tool from test to production or are changes manually made in both places?

• Do you offer a service agreement or contract?

• Is the billing model…