RFP HR 23_20 HRIS.pdf

City of Norcross HR Department

REQUEST FOR PROPOSALS

HUMAN RESOURCE INFORMATION SYSTEM

RFP HR 23-18

REQUEST FOR PROPOSALS

INSTRUCTIONS:

The proposal package should be clearly marked “RFP HR 23-18 – HUMAN RESOURCE INFORMATION SYSTEM” on its face and submitted by 11:00 a.m. on November 3, 2023, to the address below. Please submit two printed copies and one electronic copy (USB) of your RFP package to:

Camille Washington

HR Department

65 Lawrenceville Street Norcross, GA 30071

Both printed and electronic copies must contain the same information.

Please submit questions/requests via e-mail only to the HR Director at camille.washington@norcrossga.net by 5:00 p.m. on October 20, 2023.

No proposal will be received or accepted after the above specified date and time. Submissions received after the designated date and time will be deemed invalid and returned unopened to the firm.

No proposal may be withdrawn within thirty (30) days after the proposal opening and all proposals shall remain firm during this period. Requests for withdrawals must be submitted in writing.

We appreciate your interest in the City of Norcross!

mailto:camille.washington@norcrossga.net

RFP/RFQ CHECKLIST

The 10 Most Critical Things to Keep in Mind When Responding to an RFP/RFQ for the City of Norcross

1. Read the entire document. Note critical items such as: mandatory requirements;

supplies/services required; submittal dates; number of copies required for submittal;

funding amount and source; contract requirements (i.e., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

2. Note the City of Norcross’ staff member’s name, address, phone numbers and e-mail address. This is the only person you are allowed to communicate with regarding the RFP/RFQ and is an excellent source of information for any questions you may have.

3. Attend the Pre-Proposal webinar if one is offered, these conferences provide an opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify the City of any ambiguities, inconsistencies, or errors in the RFP/RFQ.

4. Take advantage of the “question and answer” period. Submit your questions by the due date listed in the Schedule of Events and view the answers given in the formal “addenda” issued for the RFP/RFQ. All addenda issued for this RFP/RFQ will be posted on the City’s website and will include all questions asked and answered concerning the RFP/RFQ.

5. Follow the format required in the RFP/RFQ when preparing your response. Provide point‐ by‐point responses to all sections in a clear and concise manner.

6. Provide complete answers/descriptions. Read and answer all questions and requirements. Do not assume the City or Evaluation Committee will know what your capabilities are or what items/services you can provide, even if you have previously contracted with the City. Evaluations are based solely on the information and materials provided in your response.

7. Use the forms provided, i.e., reference form, sample budget form, certification forms, etc..

8. Check the City website for RFP/RFQ addenda. Before submitting your response, check the City website at https://www.norcrossga.net/bids.aspx to see whether any addenda were issued for the RFP/RFQ.

9. Review and read the RFP/RFQ document again to make sure that you have addressed all requirements.

10. Submit your response on time. Note all the dates and times listed and be sure to submit all required items on time. Late and incomplete responses are never accepted.

This checklist is provided for assistance only and should not be submitted with Company’s Response.

https://www.norcrossga.net/bids.aspx

1.0 INTRODUCTION

The City of Norcross HR Department is looking to adopt a Human Resource Information System (HRIS) that will replace our current manual recruiting and onboarding process.

Must be able to integrate with other existing City software programs such as Tyler Technologies (Incode).

1.1 PROJECT SCOPE

There are four categories that will be needed to make this a viable solution for the City of Norcross. (1) Insight/Recruitment (2) Performance Management (3) Onboarding/Offboarding (4) Learning/Training.

Insight/Recruitment – A module that serves as an applicant tracking solution, designed for organizations to attract and hire high‐quality candidates efficiently and equitably. Seamlessly post to multiple job boards from one location.

Monitor job posting health to determine when more advertising is needed. Built‐ in analytics for EEO reporting and customize scoring rules to rank candidates.

Performance – A performance management module that can assist with user‐ friendly tools that automate processes, provide detailed data reports, and create more transparency. The module should also improve manager/employee relationships while improving performance. Deliver feedback to drive employee success. Delivers valuable reporting to make inform workforce decisions.

Onboarding – A module that provides powerful, user‐friendly tools that enable existing staff to be more effective and new hires to be prepared and productive from day one. A consistent and positive onboarding experience can be the difference‐maker between losing and retaining quality candidates. Ability to upload photos and videos to introduce new employees to team members and leadership. The same applies for offboarding, when an employee resigns/terminated, an automated process to expedite the expedite the exit interview.

Learning/Training – A module that automates manual tasks to save time, reduce errors, streamline benefits processes, and increase operational efficiency. Allows the HR staff to choose from various detailed employee data reports and configure them to meet our organization's needs. Assign courses to employees, and entire departments. The module should also focus on online employee training to cultivate growth, promote excellence, and improve retention.

1.2 SPECIFICATIONS

This project will consist of the above scope of work. The HR Department is looking to adopt an HRIS system that will replace our current manual recruiting and onboarding process.

1.3 SCHEDULE OF EVENTS

See Appendix A for the detail Schedule of Events.

1.4 RESTRICTIONS ON COMMUNICATIONS WITH STAFF

All questions about this RFP should include the company name and the referenced RFP section in the following format:

Company Name

1. Question Citation of relevant section of the RFP

2. Question Citation of relevant section of the RFP

1.5 PROPOSAL SUBMISSION INSTRUCTIONS

1. Introduction – Establishing basic information.

a. Cover Letter – Indicating interest and identifying a point of contact

b. Firm Information – Including office locations, size, and contact

c. Organizational Chart – Showing team structure and personnel

d. Resumes – Resumes for key personnel on the project

2. Experience & Qualifications – Showing proof of understanding of scope of work and submitting all required information/deliverables required in Section 1

a. Include a summary of 3 projects of similar size/scope within the past

5 years, with a reference for each project.

3. Implementation Plan – Compliance with Scope of Work including system demo and timeline.

4. References – Please use attached reference form.

Please provide accurate information and inform your references that the City of Norcross will follow up to perform reference checks. It will affect your scores if we are not able to contact your references, or they do not respond in time.

The City of Norcross will not serve as a reference, in the event that your Company worked with the City of Norcross previously.

Alternatively, Proposers are welcome to provide three (3) reference letters where they provided the same or similar services. Reference letters must be on official letterhead and signed by the point of contact of the agency where the service was performed.

5. Cost Proposal – In a separate envelope.

1.6 EVALUATION CRITERIA

The proposal evaluation will be made on the following criteria:

The City may schedule interviews with the top-scoring firms.

Evaluation Criteria Max Score Experience & Qualifica�ons 35 Implementa�on Plan 25 Cost Proposal 25 References 15 Total 100

2.0 GENERAL CONDITIONS

PROPOSERS ARE ADVISED TO THOROUGHLY UNDERSTAND THE GENERAL CONDITIONS

AND SPECIAL PROVISIONS, PRIOR TO SUBMITTING THEIR PROPOSALS.

2.1 QUALIFICATIONS

2.1.1 Proposals will be considered only from experienced and well‐equipped

Vendor(s) engaged in work of this type and magnitude.

2.1.2 Proposers may be required to submit evidence setting forth qualifications which entitle their company for consideration as a responsible Vendor. A list of work of similar character successfully completed within the last five years may be required, which lists the location, size, and scope for use on this work. Before accepting any proposals, the City may require evidence of the Vendor’s financial ability to successfully perform the work to be accomplished under the contract.

2.1.3 Proposers must provide their own materials and labor for this contract.

2.2 AUTHORITY TO SIGN

2.2.1 Proposers must ensure that the legal proper name of their firm and/or corporation is printed or typed as appropriate on all documents.

2.3 RIGHTS RESERVED

2.3.1 The City of Norcross reserves the right to reject any or all proposals, to waive informalities or to re‐advertise. It is understood that all proposals are made subject to this agreement, and that City of Norcross reserves the right to decide which proposal(s) it deems the most qualified. In arriving at this decision, full consideration will be given to the experience and qualifications of the Proposer, work of this type successfully completed and past performance with the City of Norcross.

2.3.2 Any unauthorized additions, conditions, limitations, or provisions attached to the Proposal shall render it informal and may be cause for rejection.

2.4 AWARD OF CONTRACT

2.4.1 The contract will be awarded to the most qualified firm whose proposal will provide the best value and be the most advantageous to the City, experience, technical considerations, cost, and other factors considered. The City is to make the determination.

2.4.2 Prior to award of the Contract, the successful Proposer will be required to submit a schedule to the City, demonstrating the Proposer’s ability to commence and proceed in a timely manner. A Proposer’s failure to demonstrate the ability to proceed as required may result in contract cancellation.

2.4.3 Failure to demonstrate the ability for contract execution and progression will result in, at the City’s discretion, contract cancellation or re‐advertising of any and/or all these contracts.

2.5 PRODUCTION REQUIREMENTS

2.5.1 Time is of the utmost importance of this project. The successful Proposer will be required to commence work within ten (10) calendar days from the receipt of the Notice to Proceed and must carry on with utmost diligence to complete the work according to the specifications in the RFP.

2.6 PRICES AND INVOICING PROGRESS PAYMENTS AND RETAINAGE

2.6.1 Payment shall be provided based on the cost schedule provided in Vendor’s response. Vendor shall submit an invoice with NET 30‐day payment terms for services performed for the City of Norcross under the terms of the executed contract. The invoice shall be directed to Camille Washington, HR Director at camille.washington@norcrossga.net.

The invoice shall contain a complete itemization of services, the total amount due, invoice number, invoice date, the designated project number, if applicable, and the City of Norcross’ Purchase Order Number. After work has commenced, progress payments shall be made monthly, based on the value of work completed as provided in the contract documents plus the value of materials and equipment suitably stored, insured, and protected at the site(s), less retainage.

2.6.2 The City shall retain a maximum of 10% of each progress payment; provided, however, when 50% of the contract value including change orders and other additions to the contract value provided for by the contract documents is due and the manner of completion of the contract work and its progress are reasonably satisfactory to the City, the City shall withhold no more retainage. At the discretion of the City and with the approval of the Contractor, the retainage of each subcontractor may be released separately as the subcontractor completes their work.

2.7 NON-COLLUSION

2.7.1 Vendor(s), by submitting a proposal, certify that the accompanying proposal is not the result of, or affected by, any unlawful act of collusion with any other person or company engaged in the same line of business or commerce, or any other fraudulent act punishable under Georgia or United States law.

2.8 MATERIALS

2.8.1 Unless otherwise specified in the Contract, Vendor shall provide and assume full responsibility for all services, materials, equipment, labor, and all other facilities and incidentals necessary for the completion of the Work.

2.8.2 All materials and equipment incorporated into the work shall be of good quality, except as otherwise provided in the Contract. All special warranties and guarantees required by the Specifications shall expressly run to the benefit of the City.

2.9 CONTRACT REQUIREMENTS

2.9.1 The successful Vendor is required to do the following within ten (10) days of

Notice:

2.9.1.1.1 Return to the City contract documents executed by the authorized representative attested by the corporate secretary treasurer.

2.9.1.1.2 Provide Insurance Certificates as specified in the RFP documents.

2.9.2 Failure to execute the Contract or furnish satisfactory proof of carriage of the insurance required within ten days after the date of Notice of Award of the Contract may be just cause for the annulment of the award and for the forfeiture of the RFP guaranty of City of Norcross, not as a penalty, but as liquidation of damages sustained. At the discretion of the City, the award may then be made to the next most qualified Vendor, or the work may be re‐advertised or constructed by City forces.

2.10 SCHEDULE

2.10.1 Schedule: The Vendor shall provide to the HR Director a schedule of activities at camille.washington@norcrossga.net. The schedule must be presented at least seven (7) days prior to work commencing in order to notify residents and/or businesses.

APPENDIX A

SCHEDULE OF EVENTS

Event: Date:

Release of RFP October 6, 2023, at 9:00 a.m.

Deadline for Written Questions October 20, 2023, at 5:00 p.m.

Proposals Due Nov. 3, 2023, at 11:00 a.m.

Proposal Evaluation TBD

Contract Award (On/about) TBD

APPENDIX B

REFERENCES

Please complete attached reference form and provide accurate information for each reference. Please inform your references that the City of Norcross will follow up to perform reference checks. It will affect your scores if we are not able to contact your references, or they do not respond in time.

The City of Norcross will not serve as a reference, in the event that your Company worked with the City of Norcross previously.

Alternatively, Proposers are welcome to provide three (3) reference letters where they provided the same or similar services. Reference letters must be on official letterhead and signed by the point of contact of the agency where the service was performed.

APPENDIX C

COST PROPOSAL

In a separate envelope, please include a cost proposal.

APPENDIX D

PACKET CHECKLIST

PROJECT: ________________________________________________________

DATE: ___________________________________________________________

Please use this checklist to ensure you have properly completed all forms and requirements.

You must complete and attach this checklist to your proposal packet. Failure to do so may you render ineligible for consideration.

_______ Packet Checklist (attached to proposal package)

_______ Two Hard Copies & One Electronic Copy of Proposal Package (including completed appendices and all required forms)

_______ Certificate of Liability Insurance

_______ E‐Verify Contractor & SAVE Affidavits

_______ Mail or deliver to:

Attn: Camille Washington, HR Director City of Norcross 65 Lawrenceville Street Norcross, GA 30071 https://www.norcrossga.net/865/E-Verify-SAVE