Massachusetts Port Authority A D D E N D U M. Request for Proposals for:

Transcription

1 Massachusetts Port Authority A D D E N D U M To Request for Proposals for: Integrated Human Resources Management System, Time and Attendance System, and Payroll System June 9, 2017 Interested vendors were asked to Massport any questions related to the above RFP by May 31, Below please find responses to questions received by that date. This addendum is being provided to vendors that downloaded the RFP. 1. Are there company registration or any other requirements before RFP submission? There is no registration or other requirements in advance of submitting a proposal. 2. Would Massport provide Exhibits A and B? Exhibits A and B refer to sections of a proposal which the vendor would prepare and include in their proposal. Exhibit A would pertain to the proposed scope of services and Exhibit B would pertain to the proposed schedule for compensation/costs. 3. What is the breakout of full-time and part-time employees? Currently, full-time: 1,250; part-time: 28; State Police: 131; and varying numbers of temporary employees and students. 4. Do part-time employees receive benefits of any kind? Yes, same as full-time employees. 5. Do retirees interact with the system? No, they do not. 6. Are any payments made to retirees through the system? No, a separate system exists for that purpose. 7. Clarification is sought on the proposal due date. Proposals related to this RFP are due on July 13, What is the best manner to respond to the requirements listed in Exhibits D, E and F? Is it possible to get these documents in an editable format? Concise and clear responses are best. A copy of the RFP document in MS Word format is provided as an attachment to this addendum. 9. Will Massport accept proposals from Best of Breed solution providers in their services, or is Massport looking for all-in-one solutions?

2 Massport prefers a comprehensive, single vendor solution. However, if one does not exist as such, we will consider individual component solutions. 10. Would Massport provide additional information on the non-technical audience mentioned in the RFP (titles, lines of business, etc.)? The Selection Committee is comprised of employees from all Massport business lines (aviation; maritime; and real estate/development) and will include technical and nontechnical roles, including users of the software as well as managers for whom the system will be used for planning and administrative purposes. 11. Would Massport provide the current status of its on-prem vs cloud environments (%) and/or are the references to current hosted environments on-prem, hybrid or cloud? Currently, approximately 15% of our systems are off-prem, cloud or hosted systems. 12. Would Massport designate an additional date for vendors to ask additional questions during the RFP response time? No, as listed in the RFP, the deadline for receipt of questions from vendors was May 31, Does Massport have an approved budget for this project? Yes. 14. Would Massport provide a prioritized list of the HR modules listed in this RFP? While all of the modules are important to Massport, the order presented in the RFP (p. 5) is essentially prioritized. 15. Would Massport provide the organization s HCM current technology landscape for the following functions/systems: financial system; current payroll/hris system; current time & attendance/time clock system; benefit system; and talent management (recruiting/onboarding) system? The current technology landscape for the functions/systems mentioned is as follows: Financials Payroll HRMS Time & Attendance/Clock Benefits Talent Management On Prem, web/dbms-based Cloud-based On Prem, web/application/dbms-based On Prem, web/application/dbms-based Integral with HRMS Cloud-based 16. Describe the functional and technical team resources that Massport will commit to this project? The team will consist of a technical and functional system manager (HRMS, TAS, Payroll, Recruiting), a Payroll Manager, general users, and senior managers. 17. How should proposers respond to the HRMS, TAS, and PR functions outlined on page 5 and 6 of the RFP?

3 Proposers should respond to the HRMS, TAS and PR functions outlined on pages 5 and 6 of the RFP as detailed in and under section 3.0 (Proposal Submission) of the RFP. 18. Are there any additional functionality requirements that need to be addressed in our response? Not at this time. 19. HRMS: Would Massport describe its existing position contact process? Jobs/positions are assigned to employees in the HR system. What types of benefits need to be administered? Health and wellness benefits such as medical, dental, life insurance, long term disability, flexible spending. Would Massport provide more detail on the types of Safety and Health programs they currently manage? We currently do not use this module in the HR system. Are there any new programs the new HRMS system will be required to manage? No. In addition to the reports outlined in Appendix F, would Massport provide examples of specific HRMS reports and ad hoc queries needed? We would be interested in learning about your reporting tool. 20. TAS: Would Massport provide examples of specific rules that the new TAS system needs to configure? Please see below. What specific trends will Massport need to analyze? Please see below. In addition to the reports outlined in Appendix F, would Massport provide examples of specific TAS reports and ad hoc queries? Please see below. A. Trending reports requested Employees who use Sick Hours before/after the weekend, based on schedule. (Weekend may not always be Saturday/Sunday combination). B. Sample Pay Rule and Accrual Rule Configuration Sample Pay Rule for Union Employee Define the Pay Period Sunday to Saturday Hours count towards the day where the majority of hours are worked Define Rounding Rules IN punch up to 15 minutes early, round to scheduled In IN punch 16+ minutes early, round to previous hour OUT punch up to 7 minutes late, round to scheduled Out OUT punch 8+ minutes late, round to next hour Hours over 8 in a day are OT 1.5 approval is required prior to payment Hours over 40 in a week are OT 1.5 approval is required prior to payment Align early punches up to 4 hours to the scheduled start time for the closest schedule Align late punches up to 4 hours to the scheduled out time for the closest schedule No deduction for lunch 2 Hour Bonus for 8 hours worked on a holiday (4 hours for Thanksgiving, 8 hours for Christmas) Employee must work scheduled day before, holiday, scheduled day after the holiday to receive the bonus o Hours granted in this holiday bonus do not count toward the calculation of overtime

4 Sample Accrual Rule for Union Employee Consecutive Hour Bank o Hours granted for 24 consecutive hours worked between 1/1 and 10/31 Must be used by 12/31 o 8 hours granted for 24 consecutive hours worked between 11/1 and 12/31 Balance to be paid in first pay of the year Hours held in a Sick Bank no additional accrual o Paid at retirement at a specified rate o Forfeited for all other terminations Compliance with Mass Sick Massport rate of 1.73 hours granted for every 30 hours worked o Accrues during Wait Period of 1 st 90 days of regular employment o Available for use beginning on day 91 o Grant occurs once a week on Saturday o Maximum hours per year = 120 Allow for donated sick time to ignore the accrual limit Vacation accrues and granted on the 1 st for hours worked in the previous month. Grant forfeited if Unworked hours exceed 16 in the month. o Years hours annually o Years hours annually o Years hours annually o Years hours annually Leave Tracking o FMLA bank and tracking o MMLA bank and tracking o Military Reserve bank and tracking o Other leave type tracking C. Other - Miscellaneous Please provide an example of how accruals can be granted based on pro-ration. For example, can one rule be applied to a union employee who works 32 hours and another who works 40 (with 40 being the standard), or do separate standard hours require separate accrual rules? Example of the 120 annual vacation grant between years 5 and 9: Standard hours per week /40 * 120 / 12 = 10 per month when an employee has standard hours of 40 Standard hours per week/40 * 120 / 12 = 8 per month when an employee has standard hours of 32 D. Ad Hoc Query There is no Ad Hoc Query capability against the Time and Accounting system, except in very limited cases in HR and Labor Relations. They are able to report via Crystal Reports and an ODBC connection.

5 Sample custom reports (Visual Studio) available in the application to most managers. These are the reports run most often. Union Time Detail Report Custom Report howing hours worked by Job for a selected time period Overtime Justification Report Custom report showing approved Overtime for selected departments and time periods. Overtime is reported in one account in the general ledger, so this report provides the reason (identified by Comment), grouped by overtime category. State Police Billing Report(s) This is a sample of a series of reports showing hours worked and anticipated cost for a variety of State Police Details and Overtime, used by Aviation Budget for charge-backs or cost control. Rate is not maintained in the T&AS, so the cost is based on a reporting table created and overwritten on a weekly basis based on data extracted from the HR system.

6 21. PR: What financial system will the new payroll system need to integrate with? Massport s core financial system is Oracle s PeopleSoft suite. In addition to the reports outlined in Appendix F, would Massport provide examples of specific PR reports and ad hoc queries needed? Payroll typically uses standard reports, i.e., Payroll Register in various forms (current, MTD, QTD, YTD), Deduction Registers and Earnings Registers. What would be important is the ability to export these types of reports to csv or excel files. There are also standard Quarterly Wage and Tax Registers and Year End Registers, pay statements and W-2 forms. Ad hoc reports would be centered around specific reporting that cannot be generated from any of the various registers. We have a couple of reports that are sent to Massport s Retirement Department to reconcile retirement withholdings. It will be important for there to be a facility to export data from the HR system for auditing and interfacing to other systems. Three specific exports are the Commonwealth s Open Checkbook application, the Commonwealth s Retirement system, and the Massport Retirement system. 22. Would Massport provide scoring details or percentages to the evaluation criteria outlined in section of the RFP? Percentage values are not attributed to evaluation criteria; therefore, such information is not available. 23. HR: How many worksite/locations does Massport operate? How many positions do you have? There are currently seven locations where Massport employees are stationed. How many jobs do you have? There are 1,250 full-time and 28 part-time employees and varying numbers of temporary employees and students. The system also includes approximately 131 State Police that are on Massport s payroll and stores information on 300+ detail officers who occasionally work at Massport. How are job grades structured? Job grades are identified by levels for

7 administrative employees while unionized employees have steps based upon their contracts. Do you allow employees to work multiple jobs/positions? Employees can work out of class, but they do not hold multiple positions at the same time. Does Massport have security requirements on who can enter data for Human Resources? Massport does have security requirements on who can enter HR-related data and includes specific roles within specific departments. Does Massport attach a budget to its positions? Currently, Massport does attach position information to its annual operating budget. How many absence plans are offered? We are not certain of the intent of this question. 24. Payroll: How many legal tax reporting entities/units? (legal employees, FEINs)? Payroll pays under one FEIN. Other than Massachusetts, what other states do you pay in? Massachusetts only. Do any states require city or local taxing? There is no local taxation in Massachusetts for payroll earnings. Of the approximately 1,300 employees, how many are exempt, non-exempt, hourly? All employees are paid hourly with mandatory hours for payment every week. Does Massport pay non-employees (i.e., contingent workers/independent contractors, pensioners, recruiters, surviving spouses)? No, although there is a small number of Retirement Board members who receive a small stipend on a regular basis. How many employees belong to the nine collective bargaining units within Massport? More than 50% of the employees are union members. Do you have employees that can be paid for more than one regular payroll at the same time? All employees are paid under the same payroll company. Other than paycheck, how many other payment methods does Massport utilize, please list? The majority are direct deposits. Do terminated employees receive any payments after termination? On occasion, employees are paid after termination when Massport equipment is returned. What is your current payroll costing structure (data fields)? Driven by GL. Is the same structure used for all payrolls processed within Massport? One payroll. And does it concur/align to the Massport GL financial accounting structure? Yes. Is costing done by employee s job or position? Driven by department with override at the employee level. Does Massport do tax reporting and filings internally or is it being outsourced to a third-party service provider? Outsourced. If yes, which providers are used and for what services? Payroll vendor. Is tax reporting rolled up to one common paymaster/tax group or are each of your legal tax entities filed and reported individually? We only have one payroll company, so there is only FEIN for tax filing. 25. Benefits: How many benefits programs does Massport have? 12. In addition to health, STD, LTD, retirement, life, flexible spending, would you list any additional benefit plans that Massport provides? Vision, Business Travel Accident, EAP, Dental, Transportation, Offer Wellness program. Is the current billing system administered by a third party vendor? No. If so, please list. Do you have inbound and outbound interfaces with your carriers? No. If so, how many and what type? How many sick accrual plans do you administer? One. How many vacation accrual plans do you administer? Ten. When is your open enrollment period? April/May. Is it the same for all benefits? Yes. How many absence plans do you have? We are not certain of the intent of this question. Is accrual required for each plan? No. Do you offer pre-tax and aftertax benefit plans? Yes. If so, provide list of plans. Pre-tax include Medical, Dental, Vision, Flex Plans, Retirement. All others are after-tax. Do you offer any imputed benefit plans? Yes. Do

8 you require a waiting period for benefits? Yes. No. Do you require domestic partner processing? 26. Do you have any preference about hosted, cloud, or hybrid solution? Is there any strategy or policy guidelines in your organization that may be helpful to suggest the most optimal solution? Currently, either a cloud or hybrid (cloud on prem) solution is preferred; however, all proposals will be carefully considered. Massport is currently evaluating hosting, cloud and hybrid solutions; however, no strategy or guideline documents currently exist. 27. The RFP has requested both implementation services and software costs as part of the pricing proposal and many times the software vendor and system integration vendors are different. Is it binding for all system integrators to provide the software license cost as part of the RFP response? Is Massport open to considering separate cost proposals, one from the software supplier and the other from the system integrator for implementation and support services? Massport is open to considering separate cost proposals (software and SI) if they are bundled together and submitted as a single package so that it is clear what the cost will be for the entire project. 28. Are there any specific project timelines or any blackout dates that we should be aware of while proposing the schedule? Currently, no; however, the selected proposer will be expected to work with the system users, supervisors and managers to ensure a smooth transition which may require reasonable schedule adjustments. 29. RFP indicates 30 existing interfaces based on batch data interface. Do you have guidelines for future integration methodology? Any preferences on the use of middleware or integration technology which you are already using as part of your existing IT solution landscape? There are currently no preferences on the use of middleware or integration technologies. 30. The RFP has requested both a fix priced price for implementation milestones and hourly rates for resources. Can you confirm if both of these are mandatory? Yes, both are required.