June 14, 2017 To: All Vendors of Record Re: Addendum #1 All vendors are to accept the information contained herein as the official response of IPTC. TO ALL BIDDERS OF RECORD AND TO WHOM IT MAY CONCERN: This Addendum is being issued prior to the due date for receiving proposals. This Addendum forms a part of the Contract Documents and modifies the original Request for Proposal (RFP) as noted below and shall be incorporated into the Contract Documents. All other provisions of the RFP released May 25, 2017 with the exception of changes below, shall remain unchanged. This Addendum is issued in accordance with the provisions of Section 3 of the Request for Proposal document. All Proposals shall be based upon work as modified by this Addendum. Acknowledged receipt of this Addendum on the Acknowledgement of Addendum Form is required. Failure to do so may result in disqualification of the Bidder. This addendum addresses questions presented by bidders before the deadline to the submission of proposals for RFP 17-05-259 HR and Payroll System. 1. What is the planned Go Live date for the new solution? Mid 2018 2. Approximately how many W2 s does IPTC produce annually? 650 1
3. What time clock system does IPTC currently use? ADP Badge swipe with some employees using desktop 4. Is IPTC interested in a new Time Entry/Clock System? Yes 5. How many employees would be using the Time Clocks? Currently 250 6. How many employees (FTE) are paid/tracked at IPTC? 550 7. Can an editable version of the requirements be provided to facilitate the response? Only for Proposal Cost Offer Form and HR and Payroll System Requirements (Appendix A) will be on located in Attachment file on website, all other requirements inside RFP is no change. 2
8. Please advise if editable versions of Appendix A, the Proposal Cost Offer Form, and other forms to be completed will be provided? See answer for Question 7. 9. We are also wondering if IndyGo has a preferred response structure for the items found in Appendix A (i.e. standard functionality, configurable, customization, third party required, etc.)? Yes, Appendix A has been adjusted to allow for selection of response on each requirement, located in Attachment file on website (HR and Payroll System Requirements). 10. Please confirm the company name you prefer we use within the body of our RFP responses IndyGo vs. IPTC? Indianapolis Public Transportation Corporation 11. Section 1.5.47, would like further detail on this requirement? Guidelines for OSHA and HIPPA should be followed with any electronic file storage or reports. 3
12. Section 1.5.48, would like further detail on this requirement? Additional Federal PII Red Flag details can be found via the FTC website: https://www.ftc.gov/tips-advice/business-center/guidance/fighting-identity-theft-red-flags-rule-howguide-business 13. Section 1.15.5 Request further clarification on this requirement, is this requirement currently being met with the current product set? No, not met currently. The requirement is listed as Desired only. 14. Section 3.3.9 Is this currently being integrated today, or is this a new requirement? Currently being integrated today and is a requirement moving forward. 15. Section 3.3.14 Is this requirement currently being met with WFN and Enhanced Time? Requirement is currently being met. 4
16. Section 4.1 Applicant Tracking, do you use Applicant Tracking now? Yes this includes: Position Requisition, Self-Service for hiring managers, Tracking position vacancies, timeline tracking of position vacancies, EEO Tracking, Background Check Portal, Interphase with position posting boards: Career Builder, Indeed 17. Section 4.4 Performance Management System, how are you tracking this now? We use 5 part paper system with Merit Matrix Pay for Performance 18. How many employees are employed at IPTC (full time and part time)? 570 19. How many timeclocks will be required? Currently 3 20. What type of badge is used for the timeclock (proximity, magnetic, bar code, etc.)? Proximity 21. Does IPTC have interest in biometric options for the timeclocks? No 5
22. Number of users required for Payroll, HR & Time Tracking system? Approx 100 including managers and supervisors 23. What version of MS Office do you have, does this version consistent throughout organization? IPTC is currently using Office 2013 on a majority of devices moving to Office 2016 by the end of year. 24. 1.11.6: what kinds of transactions (read/write) are expected from other systems? Even though the product may have the ability to read/write, we strongly recommend restricting any such "write" transactions? Timekeeping is an import from Hastus, Payroll is an export into Dynamics AX. Both should be handled via.api or similar automated import/export functionality. 25. 1.12.3: Currently what 3rd party s/w application is being used for standard screen magnification? Standard Windows Accessibility functionality is used currently. 26. 1.12.4: Currently what 3rd party s/w application is being used for standard screen reading? Standard Windows Accessibility functionality is used currently. 6
27. 1.16.4: What kind of other systems that needed to be connected. Can you provide the one liner business purpose of those systems and technical structure (at least database, network connectivity etc)? Capability for File Upload from HASTUS and Microsoft Dynamics AX (ERP System), both have SQL technical structure 28. 1.16.6: In case downloadable record count exceeds 65K (limitation with Excel), then what other format would you prefer to use? PDF? Excel, CSV (comma delimited/tab delimited) and PDF 29. 1.16.16: What kind of scheduler do you use? autosys? What version? Hastus native and Dynamics AX native scheduler functionality, otherwise Business Objects is utilized. 30. 1.16.21: In addition to one account or range of accounts, do you also want to implement the combination of two or certain discreet values (chart of accounts from 100-199 and 207 or chart of accounts in 100, 109, 154, 208)? Ability to select from the IndyGo GL chart of accounts. 31. 1.16.26: What governmental entities you send reports to? How? Via email (manual or automated), s/ftp, upload etc? Affordable Care Act 1095 W2s to IRS Payroll tax to Federal Govt and State 941 Report 7
32. 2.1.2: In this point your requirement for timesheet entry via various methods are marked "D - Desirable". However, can you specify what methods are mandatory? In 2.1.1 you mentioned manual and badge clock entry as mandatory. Can you define "Manual time entry"? Manual Time Entry = Time and Attendance Screen for timesheet on Computer- Mandatory Time Clocks for Badge swipe Mandatory Upload Driver Time from Hastus 33. How many total employees are employed at the Indianapolis Public Transportation Corporation (referenced throughout as IPTC)? See #18 34. How many of these employees receive direct deposit? Approx 550 35. How many of these employees receive a live check? Approx 20 36. What pay frequencies does the Indianapolis Public Transportation Corporation have? How many employees are paid at those frequencies respectively? Weekly 460 Bi-Weekly 550 Weekly included in the Bi-Weekly total 8
37. What types of information and data needs to be integrated with Giro HASTUS? The need is to be able to download the drivers daily payroll in their timecards on a weekly basis. 38. From what I ve read, it appears that some employees (bus operators) are utilizing Giro HASTUS to clock in and out while others are using E-Time. Is this accurate? Correct 39. How many employees will continue to use Giro HASTUS to clock in and out? Currently about 350 expected to increase with Growth (Drivers) 40. Are accrual details, vacation, time off, and FMLA currently managed through Giro HASTUS? If so, how many and what types of employees are being managed through this system? No The new system chosen with be the system of records. The Payroll System will provide files to upload into HASTUS Paid Time Off and FMLA 41. What other work force management systems would we need to interface with? The new ERP system Micro Soft Dynamics AX HASTUS 9
42. Please define your interpretation of the word interface used throughout RFP document to describe the relationship between the chosen HRIS system and other work force management systems (including Giro HASTUS) Direct Link real time or File Upload Exports & Import 43. What is the method currently used for capturing employee raw punches? Web clock? Time Clock Hardware? Time Clock Hardware and Desk Top Computers 44. If Time & Labor Hardware is required, how many time clocks will be needed? 3 Currently with ability to expand. 45. What employee self-service functionalities will you require the time clock to provide? Badge Swipes 46. Do you allocate, track, and report labor dollars and hours against various cost centers for Labor Distribution purposes? Will you have a need for this moving forward with the chosen vendor? Yes for both. 10
47. How are timecards and timesheets currently approved? Online by Department Managers 48. How would IPTC like to handle time card approvals moving forward? Same Department Manager Approvals online 49. Would IPTC prefer or require employees to submit their own time cards for management or supervisor approval? Currently once saved time cards are available for approval If a submit process is required by a system, a workflow is needed. 50. What Benefit Capabilities do you need? Need to be able to put deduction tables for each benefit plan annually Self Service for Benefit Enrollment with levels of approval Must be able to include entire Benefit Plan in the Compensation Report 51. Would you like to initiate employee benefits open enrollment through our system, and have the plan and benefit elections connected directly with the carrier through our HRIS platform? Yes, we would like to initiate self-service including benefit enrollment with reports and file to enroll people with providers. Carrier system is probably not necessary. 11
52. How many employees are eligible for benefits? All employees with 30 hours/week. Basically all employees 53. Do you have HSA or FSA employee and employer contributions? If so, how many employees are contributing to either an FSA or an HSA? Would you like for the chosen vendor to handle these FSA and HSA contributions and deposits? HSA and FSA Total 120 54. How many child support and garnishments does IPTC currently have? Approx 125 55. Please describe the autonomy and responsibility for front-end hiring managers throughout the requisition management and candidate interviewing processes. Complete man power requisition Review Applications Select Candidates 56. On average, how many W2s are issued each year? How many are expected for the 2018 calendar year? 650 Current 850 expected in 2018 12
57. How many FEINs does the IPTC have? 1 58. When is the IPTC s Tax Year end? 12/31/XX 59. Are any locations in a state enterprise zone? 1 60. Are any IPTC locations in an Indian Reservation? No 13
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