NAPERVILLE PARK DISTRICT BUSINESS SERVICES DEPARTMENT

Transcription

1 NAPERVILLE PARK DISTRICT BUSINESS SERVICES DEPARTMENT REQUEST FOR PROPOSAL HRIS, Payroll, and Time & Attendance Management System Issue Date: May 21, 2010 Due Date: 10:00 a.m. (CST), June 11, 2010

2 REQUEST FOR PROPOSAL The Naperville Park District is seeking proposals for a District-wide, human resource information system, payroll, and time and attendance management system(s). Proposals will be accepted by the Business Services Department (Attention: Jeremy Link) until 10 A.M., local time, on June 11, 2010 at which time all proposals will be opened and publicly acknowledged. All proposals must be received prior to the date and time shown above. The Naperville Park District reserves the right to reject any and all submittals and to waive irregularities and informalities in the submittal and evaluation process. This RFP does not obligate the District to pay any costs incurred by respondents in the preparation and submission of a proposal. Furthermore, the RFP does not obligate the District to accept or contract for any expressed or implied services. Dated this 21th day of May, 2010 Jeremy Link Accounting Manager

3 Naperville Park District Request for Proposals Table of Contents Page I. General Information A. Purpose and Invitation to Submit Proposal 1 B. Description of District 1 C. Feature and Function List 1 D. Interpretation or Correction of Request for Proposal 3 E. Discussion of Proposal 3 F. Negotiations 3 G. Cancellation of Request 3 H. Incurred Costs 4 I. Award 4 J. Contract: Insurance Requirements & Quality Assurance 4 K. Additional Information 4 II. Terms and Conditions A. Proposer Qualifications 4 B. Items to be Submitted 5 C. Evaluation Criteria 5 D. Term 5 V. Appendix A 6

4 I. General Information A. Purpose and Invitation to Submit Proposal The District is requesting proposals from qualified firms to provide an HRIS, Payroll, and Time & Attendance Management System to enhance the District s current system. There is no expressed or implied obligation for the District to reimburse responding firms for any expenses incurred in preparing proposals in response to this request. During the evaluation process, the District reserves the right, where it may serve the District s best interest, to request additional information or clarification from proposers, or to allow corrections of errors or omissions. At the discretion of the Naperville Park District, firms submitting proposals may be requested to make oral presentations as part of the evaluation process. No subcontracting will be permitted. The proposal is a firm and irrevocable offer for ninety days. B. Description of District The Naperville Park District, created in 1966, is an independent municipal agency serving a community of 140,000+ residents. As a leader in providing recreation and park experiences that enrich the quality of life for our community, the District maintains and operates more than 2,500 acres overall comprised of more than 130 parks and facilities and serves approximately 60,000 participants each year through more than 900 recreational, arts and environmental programs and events for all ages. The District has nine (9) locations with time clocks. We currently have five (5) biometric clocks and four (4) regular time clocks. In 2009, the District had 104 benefit eligible positions, issued 1,172 W2 s and paid total Medicare wages of $8,353,064. Payroll is processed bi-weekly and during the peak season (June-August) the District processed a maximum of 732 paychecks and an average throughout the year of 443. C. Feature and Function List The Naperville Park District seeks HR, Payroll, and Time & Attendance services that include the functions noted below. Please indicate if the functions are included in the standard product, if customization is available, and if there is any additional costs associated with customization. 1. Recruiting and ability to track applicants 2. Track employee accident/ incident information 3. Standard EEO Reporting 4. Succession Planning Module 5. Ability to generate employee benefit reports that include employer s cost of benefits - 1 -

5 6. Employee Self Service that includes ability to: a. View YTD earnings b. View time off balances c. View individual check stubs d. Initiate time off requests e. Serve as employee document library f. Serve as an employee directory g. Request address change h. Register for in-house sponsored training i. Send outlook appointments for training/meeting registration 7. Manager Self Service that includes ability to: a. Track employee status changes b. View employee certifications and associated expiration dates c. Track employee compensation d. Track compensation vs. budget 8. Online job posting and applicant tracking module 9. Family Medical Leave Act tracking 10. Employee development and growth module that captures the following : a. Curriculum b. Instructional tools and materials c. Employee training attendance d. Track employee test results e. Ability to create and maintain learning paths f. Ability to see or report on employee skills gap analysis 11. Performance appraisal system that allows for: a. Multiple appraisal forms and self assessment tools b. Ability to create individual goals (work plan) and track percentage of completion 12. Ability to interface and import with/from other systems (if necessary) 13. Ability to automatically calculate and record a blended overtime rate for employees with overtime and multiple job codes. 14. Ability to perform budget forecasts 15. Access to g/l interface to change mapping if needed 16. Ability to run queries and customize reports 17. Ability to create a report containing payroll information to export to our financial software 18. Ability to generate IMRF (Illinois Municipal Retirement Fund) report per IMRF specifications 19. Time & Attendance software with the following features: a. Biometric clocks b. Regular time clocks c. Computer terminal to time stamp a punch d. Internet/web-interface e. Ability to have multiple rates for each employee - 2 -

6 f. Ability to have multiple supervisors for each employee g. Ability to calculate PTO balances in Time & Attendance Relative to your proposed solution, please provide a detailed description of the following items: 1. General discussion on the levels of security for your product 2. General discussion on system support (i.e. hotline, dedicated staff, escalation contact, etc.) 3. General discussion of implementation timeline and process 4. General discussion of payroll processing timeline 5. What training would be provided to staff directly involved with the implementation process? 6. What training (and format) would be provided to managers? D. Interpretation or Correction of Request for Proposals Proposers shall promptly notify the District of any ambiguity, inconsistency or error which they may discover upon examination of the Request for Proposals. Interpretation, correction and changes to the Request for Proposal will be made by written addendum. E. Discussion of Proposals The District may conduct discussions with any proposer who submits a proposal. During the course of such discussions, the District shall not disclose any information derived from one proposal to any other proposal. F. Negotiations The District reserves the right to negotiate specifications, terms and conditions which may be necessary or appropriate to the accomplishment of the purpose of this RFP. After a review of the proposals, and, possible oral presentations, the District intends to enter into contract negotiations with the selected vendor. These negotiations could include all aspects of services and fees. G. Cancellation of Request The District reserves the right at any time and for any reason to cancel this request for proposal or any portion thereof, to reject any or all proposals, or to accept an alternate proposal. The District reserves the right to waive any immaterial defect in any proposal. The District may seek clarification from a proposer at any time and failure to respond promptly is cause for rejection

7 H. Incurred Costs The District will not be liable, under any circumstances, for any costs incurred by respondents in replying to this RFP. I. Award It is the intent of the District to award a contract to the lowest responsible proposer meeting specifications. The District reserves the right to determine the lowest responsible proposer on the basis of an individual item, groups of items, or in any way determined to be in the best interests of the District. Award of the contract will be based on the following factors (where applicable) as well as the Evaluation Criteria listed in the Terms and Conditions section of this document: 1. Adherence to all conditions and requirements of the RFP specifications 2. Price 3. Qualifications of the proposer 4. Product appearance, overall quality, and results of product testing J. Contract: Insurance Requirements & Quality Assurance The Naperville Park District requires evidence of insurance coverage and proposes the use of a mutually acceptable contract format. K. Additional Information Should the proposer require additional information about this proposal, please Jeremy Link (jlink@napervilleparks.org) no less than seven (7) days prior to proposal opening date. II. Terms and Conditions A. Proposer Qualifications All proposers must be engaged in providing the services as outlined in these specifications, and must have been engaged in this field for a period of no less than five (5) years. Proposers must possess all required state and local licenses. The proposer personnel and management to be utilized in this service requirement shall be knowledgeable in their areas of expertise

8 B. Items to be Submitted Proposers shall submit with their proposals a completed price sheet (appendix A), a function and feature check list (as described on page 1 item C), and a reference sheet. Proposals lacking these completed forms may not be considered for award. C. Evaluation Criteria This contract will be awarded based on the following criteria as well as those listed in the Award item within the General Information section of this document. 1. Compliance with the requirements of the Request for Proposal 2. Experience, reliability, as well as qualifications of personnel proposed to service the District 3. Cost of processing equipment and software 4. Value added services 5. Similar services performed for other organizations of comparable size and type 6. Reporting capabilities offered to the District 7. Overall completeness, clarity and quality of the proposal 8. Interviews and information provided by references 9. Detailed demo of product D. Term This contract shall be in effect for three (3) years beginning January 1, The District reserves the right to renew the contract for two (2) additional years, subject to acceptable performance by the vendor. All implementation would begin during the third quarter 2010 with payment being made as the project progresses

9 Appendix A Fee Proposal Payroll Per Pay Charge Check Per Pay Charge Direct Deposit Wage Garnishment Deduction Wage Garnishment Payment New Hire Reporting Check Signing Check Stuffing Check Reconciliation Full Service Direct Deposit CD Payroll Reports G/L interface Filing all required tax forms and deposits Labor Distribution Report GTL Service Delivery of payroll Any other payroll costs: Human Resources Applicant Tracking/Module Human Resources Module Performance Appraisal Module Employee/Manager Self Service Module Any other HR costs Time & Attendance Biometric Clock Lease and Purchase (5) Regular Clock Lease and Purchase (4) Annual Maintenance Agreement Time & Attendance Software Employee/Manager Self-service Annual Costs Preparation of W-2 s W-2 CD Preview & Final - 6 -