REQUEST FOR INFORMATION HUMAN RESOURCE INFORMATION SYSTEM No. FY18-0002 Page 1 of 8
TABLE OF CONTENTS I. Summary... 3 II. Background... 3 III. Minimum Requirements... 3 IV. Timeline... 4 V. Contact... 4 VI. Submission Guidelines... 5 VII. Response Content... 5 VIII. System Demonstrations... 7 IX. RFI Withdrawal or Modification... 7 X. Reimbursement for RFI Preparation... 7 XI. RFI Limitations and Conditions... 7 XII. Waiver of Claims... 8 XIII Notice Regarding Illinois Public Records Laws... 8 Page 2 of 8
I. SUMMARY This Request for Information ( RFI ) is being issued by the Public School Teachers Pension and Retirement Fund of Chicago, commonly known as the Chicago Teachers Pension Fund ( CTPF or the Fund ) to invite Respondents to submit information about the Respondent s Human Resource Information System (HRIS) and payroll system solution and services. Pursuant to Section 306.2 of the Fund s Contract Administration and Procurement Policy (CAPP), this RFI is not a procurement method and will not result in a participant receiving a contract. Responding to the RFI is not a prerequisite to participate in a future procurement(s) and does not obligate CTPF to conduct a future procurement. This RFI is strictly for the purpose of gaining knowledge of systems, services, and providers available and should not be construed as a commitment or promise to acquire services or solutions offered by any Respondent. CTPF is seeking information from Respondents who meet the minimum requirements indicated in Section III of this RFI. All information should be provided in the format outlined in Section VII of this RFI. II. BACKGROUND Established by the Illinois State Legislature in 1895 as The Public School Teachers Pension and Retirement Fund of Chicago, CTPF administers a multi-employer defined benefit public employee retirement fund. CTPF is administered in accordance with Illinois Compiled Statutes (ILCS) Chapter 40, Articles 1, 17, and 20. CTPF is responsible for prudently managing the assets of the Fund and administering the benefits provided by the plan. CTPF is governed by a Board of Trustees made up of twelve (12) members. The Board of Trustees oversees the Fund s benefit programs, approves all benefits, makes investment decisions, and provides general operational oversight. As of June 30, 2016, the value of the Fund s net assets held in trust for pension benefits was $10.1B. CTPF has more than 63,000 active, inactive, and retired members; more than 28,000 of these members are retirees and/or survivors receiving monthly pension benefits. CTPF employs 91 full-time and 29 part-time employees and is headquartered in downtown Chicago. For more information about the Fund, please visit www.ctpf.org. III. MINIMUM REQUIREMENTS CTPF is seeking information about the system features and available services of qualified HRIS and payroll system vendors. The information provided will assist CTPF in learning about the types of solutions and services available if CTPF were to potentially issue an RFP in the future. You are invited to provide information in response to this RFI in the format described in Section VII if your company s solution and services meet the following minimum requirements: Page 3 of 8
Combined payroll and HRIS administration solutions in one system (for the purposes of this RFI, the term HRIS will refer to a combined payroll and HRIS administration solution in one system). System must have the capability to process payroll for the Fund s staff (currently 91 full-time and 29 part-time employees). Section VII(h) of this RFI asks various questions regarding the features of the payroll component. The Fund s payroll includes various complexities which any HRIS must accommodate. System containing the following HRIS modules, in addition to above-referenced payroll processing function: o Performance Management. o Talent Acquisition and Onboarding. o Reporting. o o Benefits and Compensation. Training (Preferred. Respondents can still submit information if their system does not contain a training module). IV. TIMELINE EVENT DUE DATE RFI Distribution to Respondents Tuesday, September 26, 2017 RFI Due Date Tuesday, October 10, 2017, 12:00 p.m. (CDT) System Demonstrations ( Demo ) at CTPF Offices, If Applicable (Demos will be requested at CTPF s discretion.) If applicable, occurring after October 10, 2017. V. CONTACT Any questions concerning this RFI must be directed to: Name(s) Address Becky Gonzales Contract and Procurement Administrator Chicago Teachers Pension Fund 203 North La Salle Street Suite 2600 Chicago, IL 60601-1210 Phone 312-604-1202 E-mail gonzalesr@ctpf.org Page 4 of 8
VI. SUBMISSION GUIDELINES In order to potentially provide a system Demo, at CTPF s sole discretion, your response to this RFI must be received via e-mail, in PDF format, by Becky Gonzales at gonzalesr@ctpf.org no later than 12:00 p.m. (CDT), on Tuesday, October 10, 2017. Paper submissions will be rejected as non-conforming. An e-mail confirmation will be sent to the Respondent upon receipt of the information. VII. RESPONSE CONTENT All information requested in the RFI must be addressed. Responses should follow the format below. Each section and subsection should be clearly indicated in accordance with the outline below. A. Cover Letter a. Provide a cover letter containing the information listed below along with a statement describing what constitutes a quality HRIS vendor and how Respondent meets those requirements. i. Date ii. Subject iii. Respondent s name iv. Respondent s address v. Respondent s phone number vi. Respondent s fax number vii. Contact s name viii. Contact s title ix. Contact s phone number x. Contact s e-mail address B. Questionnaire (please clearly label and answer the following questions) a. Firm s Background, Qualifications, and Experience i. Briefly describe Respondent s background, history, number of years in business, and ownership structure, including any parent, affiliated or subsidiary company, and any business partners. ii. Provide the size of your company. iii. What is your average client size and industries you serve? iv. Does your company use outside contractors for HRIS systems? If so, how and what vendors? b. General System and Service Questions i. What HR modules does your software offer? ii. Are your modules integrated? If yes, were they written in the same backend code? iii. What is your process for assistance/issue resolution? 1. What is your expected return time of service for issue resolution? 2. What hours is your service center open and available for client questions/issues? c. Performance Management i. Explain the features of your performance module. Page 5 of 8
1. Is there the capability to track ongoing performance of an employee through this module? How? 2. Does the system offer the capability to design and monitor a performance improvement plan? How? 3. What are your strongest performance management features? ii. Are administrators able to design and distribute performance reviews to whomever they wish? How? iii. Is logic embedded in the performance review questions? How? d. Talent Acquisition and Onboarding i. Does your recruitment feature allow for status changes, automatic e-mail responses, etc.? How? ii. Does your recruitment function integrate with a background screening module? How? iii. Does your recruitment function integrate with an onboarding feature? How? e. Training i. Does your platform offer built-in training? (trainings that are already created and can be viewed via the system) In what areas and format? ii. Does your platform allow administrators to track the status of distributed trainings? How? f. Reporting i. Do you offer custom reports? Please describe. g. Benefits and Compensation i. Does your system offer electronic signatures? For what purposes and by whom? ii. Does your system offer self-service for benefit enrollment, changes, etc.? Please describe. iii. Does your system offer market data research on compensation? Please describe. h. Payroll i. Does your software offer a payroll function? Please describe. ii. What types of reports can you pull for payroll purposes? iii. Can your system upload mass benefit enrollment or compensation changes all at once? iv. Is there a timecard feature where employees can clock in and out? v. Can PTO be tracked through the system? What and/or how many different types of PTO can be tracked? vi. Can the system calculate a two percent (2%) of employee salary pension contribution to be deducted from the employee s pay and a seven percent (7%) on employee salary pension contribution to be given by the employer based on 70 hours worked (bi-weekly) and stop at defined maximum for applicable employees? How is this done? vii. Can the system stop all deductions when a maximum is reached for all expenses (e.g. 403(b) contributions and FSA)? How is this done? viii. What would be the turnaround time for CTPF to receive a trial or draft payroll if we were to contact you with a request? Page 6 of 8
ix. With direct deposit to staff every other Friday, what would be the cut off time for items such as vacation payouts, Cost of Living Adjustments, merit increases, etc.? x. Is there the capability to process an extra payroll within the same day? xi. Do you offer a report by date/month with an employee s hourly breakdown? xii. Does your system have the capability to block social security deductions from some employee s pay? i. Exhibits and Attachments i. Respondent may include additional information or exhibits appropriate for CTPF s consideration. VIII. SYSTEM DEMONSTRATIONS Upon receipt of your information in response to this RFI, CTPF may contact you, at its sole discretion, to schedule a system Demo. CTPF reserves the right to see all, fewer than all, or no vendors for a Demo. To the extent applicable, any Demo meeting will not exceed approximately one hour in length and will occur on-site at the CTPF offices, 203 N. La Salle St, Suite 2600. At these meetings, Respondents must be prepared to provide a brief presentation demonstrating their HRIS solution and answer any questions regarding their Demo. Any Demos will be scheduled after October 10, 2017. IX. RFI RESPONSE WITHDRAWAL OR MODIFICATION Responses may be withdrawn or modified by a written or e-mail request prior to the RFI due date. CTPF may, by written notice to all Respondents, cancel, postpone, or amend the RFI prior to the due date. If CTPF decides that the revision or amendment will require additional time for response, the due date will be extended for all Respondents. X. NO REIMBURSEMENT FOR RFI RESPONSE PREPARATION CTPF will not reimburse any expenses incurred in responding to this RFI including the costs of preparing the response, providing any additional information, or conducting a Demo at CTPF s offices. CTPF reserves the right to retain all responses submitted and to use any ideas in a response for the purpose of issuing a future RFP. XI. RFI LIMITATIONS AND CONDITIONS A. This RFI does not commit CTPF to issue a future RFP or to enter into an agreement for an HRIS solution or service. CTPF does, however, reserve the right to use any information or ideas submitted in response to the RFI for the purpose of potentially developing and drafting a future HRIS RFP. Page 7 of 8
B. All materials submitted in response to this RFI shall be the sole property of CTPF. CTPF reserves the right to use any and all ideas submitted in response to this RFI. C. CTPF reserves the right to reject or to cancel, in whole or in part, at any time, any and all responses received. D. CTPF reserves the right to request additional documentation or information from Respondents. Requested information may vary by Respondent. CTPF may ask questions of any Respondent to seek clarification of a response to ensure the Respondent understands the RFI. XII. WAIVER of CLAIMS By submitting a response to this RFI, the Respondent agrees to waive any claim it has or may have against CTPF, its Board of Trustees, and/or CTPF officers, employees, and agents arising out of or in connection with the administration or evaluation of any response to this RFI, the waiver of any requirements under the RFI, and/or the acceptance or rejection of any RFI response. XIII. NOTICE REGARDING ILLINOIS PUBLIC RECORDS LAWS The information that you submit will be subject to the Illinois Freedom of Information Act (5 ILCS 140/) FOIA Act ). The FOIA Act provides generally that all records in the custody or possession of a public body are presumed to be open to inspection or copying. Any public body that asserts that a record is exempt from disclosure has the burden of proving by clear and convincing evidence that such record is exempt from disclosure. CTPF will determine, in its sole discretion, whether the materials are subject to public disclosure, if a request is made in accordance with the FOIA Act for materials submitted in response to this RFI. If CTPF denies a public records request based on a Respondent s representation that such information is proprietary, privileged, or confidential, respondent, by submission of a response to this RFI, agrees to reimburse CTPF for, and to indemnify, defend, save and hold harmless CTPF, its officers, Trustees, fiduciaries, employees, and agents from and against any and all claims, damages, losses, liabilities, suits, judgments, fines, penalties, costs, and expenses including, without limitation, attorneys fees, expenses, and court costs of any nature whatsoever (collectively, Claims ) arising from or relating to CTPF s complete or partial FOIA denial. By submitting your response to this RFI, you further agree to indemnify, save, and hold CTPF harmless from and against any and all Claims arising from or relating to CTPF s complete or partial disclosure of your response to this RFI if CTPF determines, in its sole discretion, that such disclosure is required by law, or if disclosure is ordered by a court of competent jurisdiction. Page 8 of 8