1m1cfg17uymgfs8bh2rxuwc5vq- · Web viewManagement System. RFP # ... Identify the number of personnel by department (support, development, training, sales, ... Are Manual payments allowed?

Request for ProposalHuman Capital Management System

RFP #18-005Pursuant to General Statutes of North Carolina, Charter 143 Article 3 and 8, subject to the conditions

and specifications herein, Vendors are invited to submit proposals.

Responses to this Request for Proposal will be received by Alliance Behavioral Healthcare until Tuesday, April 17, 2018 3:00 p.m. EST

Responses shall be submitted to: [email protected]

Table of Contents

INTRODUCTION................................................................................................................................... 1Questions.............................................................................................................................................2Addendums …………………………………………………………………………………………………………………………………….2General Comments..............................................................................................................................2Submittal Instructions..........................................................................................................................2Technical Proposal...............................................................................................................................3A. GENERAL RESPONSE........................................................................................................................31 – Required Forms..............................................................................................................................32 – Introductory Letter and Executive Summary..................................................................................43 – Financial Performance...................................................................................................................44 – Qualifications and Experience........................................................................................................45 – Your Product and Approach...........................................................................................................46 – Invoice and Procedure................................................................................................................... 57 – Conflict of Interest......................................................................................................................... 5

8 – Business Continuity Plan................................................................................................................5B. SOFTWARE OVERVIEW.................................................................................................................... 51 - Application....................................................................................................................................62 - Data Warehousing........................................................................................................................53 - User Interface................................................................................................................................74 - Documentation............................................................................................................................. 75 - Source Code.................................................................................................................................. 76 - Customization...............................................................................................................................77 - System Interfaces..........................................................................................................................78 - Installations...................................................................................................................................89 - Security......................................................................................................................................... 8

C. APPLICATION FUNCTIONALITY.........................................................................................................81 - Human Resources......................................................................................................................... 92 - Enterprise Structure.................................................................................................................... 113 - Position Control/Organization.....................................................................................................114 - Compensation Management.......................................................................................................125 - Employee Relations.....................................................................................................................146 - Performance Management.........................................................................................................157 - Succession Planning.................................................................................................................... 168 - Recruiting and Applicant Management......................................................................................169 - Onboarding................................................................................................................................. 1910 - Benefits..................................................................................................................................... 2111 - Compliance............................................................................................................................... 2712 - Time Management....................................................................................................................2813 - Payroll & Earnings.....................................................................................................................3014 - Tax Filing...................................................................................................................................3815 - Employee & Manager Self-Service............................................................................................3916 - System Administration..............................................................................................................4117 - Workflows.................................................................................................................................4318 - Records & Reporting................................................................................................................. 4419 - System Security.........................................................................................................................4620 - Customization........................................................................................................................... 49

D. IMPLEMENTATION........................................................................................................................ 491 - Approach.....................................................................................................................................492 – Data Conversion.........................................................................................................................493 - Project Plan.................................................................................................................................504 - Education and Training...............................................................................................................505 - Staffing........................................................................................................................................50

E. MAINTENANCE AND SUPPORT......................................................................................................511 - Software Support........................................................................................................................ 512 - Warranty Period..........................................................................................................................51

F. THE COST PROPOSAL.....................................................................................................................511 - Pricing Strategy...........................................................................................................................522 - Software Maintenance................................................................................................................52

3 - Implementation Support.............................................................................................................52G. EVALUATION AND AWARD CRITERIA

1 –Evaluation Process2 –Evaluation Criteria2 –Award of Contract

FORMS…….…………………………………………………………………………………………………………………………………... 55

INTRODUCTIONAlliance Behavioral Healthcare, known as Alliance, was founded in 2012 and operates as a public Local Management Entity (LME) and Managed Care Organization (MCO) responsible for over 200,000 Medicaid eligible North Carolinians with mental illness, intellectual developmental disabilities, and substance use disorders across Wake, Durham, Johnston and Cumberland counties in North Carolina. Alliance is a quasi-political subdivision of the State of North Carolina.

Number of Employer Identification Numbers - 1Number of Locations - 5Number of Employees - 500-750 (Full time, Part time, Pro re nata/as needed)Payroll Processing Frequency - BiweeklyNumber of W2’s Issued - >500Number of 1099’s Issued - <20Financial General Ledger System - Great Plains (GP)

Alliance Behavioral Healthcare is seeking a Human Capital Management System comprised of application software/hosting configuration, interoperability, consulting, project management, implementation, training, documentation, and customer support.

EXPECTED RFP SCHEDULE

Advertisement for Bids Tuesday, March 6, 2018

Vendor Questions Due Tuesday, March 20, 2018 3:00PM EST

Questions/Answers Posted(As an addendum) Tuesday, April 3, 2018 3:00PM EST

Proposals Due Tuesday, April 17, 2018 3:00PM EST

Evaluations of ProposalsVendor demonstrations may be requested April, 2018-May, 2018

Tentative Award Announcement End of May, 2018

Anticipated Contract Start Date End of June, 2018

No pre-bid vendor conference will be held in conjunction with this RFP.

QUESTIONS

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Any Vendor requiring clarification of any section of this RFP or wishing to comment or take exception to any requirements or other portions of the RFP must submit specific questions in writing no later than Tuesday, March 20, 2018 3:00 p.m. EST. Questions shall be e-mailed to [email protected]. Any objection to the RFP or to any provision of the RFP that is not raised in writing on or before the last day of the question period is waived.

ADDENDUMSEvery effort will be made to have responses posted on the Alliance website: http://www.alliancebhc.org/in the form of an addendum by Tuesday, April 3, 2018 3:00 p.m. EST, contingent on the number and complexity of the questions.

GENERAL COMMENTSBy submitting a proposal, vendors acknowledge that Alliance reserves the right to reconsider any proposals at any phase of this procurement process. Alliance also reserves the right to meet with select vendors at any time to gather additional information.

Alliance will not be held responsible for the failure of any email delivery service to deliver a proposal response. It is solely the Vendor’s responsibility to: (1) ascertain that they have all required and necessary information, documents and addenda, prior to submitting a response; (2) ensure that the response is received to the correct email address on or prior to the date and time listed. Late responses, regardless of delivery means, will not be accepted. Submittals received by hand delivery, telephone, or facsimile will not be accepted; and (3) Alliance Behavioral Healthcare reserves the right to reject any and all submittals or any portions thereof.

Alliance reserves the right to cancel, issue amendments or modify this RFP to correct any errors or to clarify requirements. Alliance will post all communication regarding this RFP on its website http://www.alliancebhc.org. Any changes, amendments, or clarifications will be made in the form of written responses to Vendor questions, amendments, or addenda issued by Alliance on its website. Vendors should check the website frequently for notice of matters affecting the RFP.

SUBMITTAL INSTRUCTIONSVendors shall submit a response electronically (via email) to [email protected]. Vendors will receive a return email confirmation of receipt.

Email responses shall be labeled in Subject Line and in Introductory Letter as:RFP #18-005 Human Capital Management System

When responding to this RFP, please follow all instructions carefully. Proposals must address all the questions and requirements of the RFP in the order and format specified in each section. It is the Vendor’s responsibility to ensure its proposal is submitted in a manner that enables the Evaluation Team to easily locate all response descriptions and any exhibits or attachments for each requirement of this RFP.

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The RFP is provided as a protected Microsoft MS Office Word document. Sections of the RFP are unprotected allowing for Responders to provide information directly into this document.

If the Responder is providing attachments, it is important to specify the associated Section and Tab number directly on the attachment.

All submissions shall be in Adobe pdf format readable by a currently supported version of MS Office software.

Email responses to this Request for Proposal will be received by Alliance Behavioral Healthcare until Tuesday, April 17, 2018 3:00 p.m. EST

Responses shall be submitted to: [email protected]

Alliance Behavioral Healthcare is a political subdivision of the State of North Carolina, pursuant to NC General Statute Charter 122C; therefore, Alliance is subject to the NC Public Records Act, NC General Statute Chapter 132.

Responses to the RFP are subject to applicable Public Records Act provisions. If a vendor would like to maintain the confidentiality of its RFP submission to Alliance, it must comply with NC General Statute 132-1.2: Confidential information subsection (1), which reads in pertinent part:(1) Meets all of the following conditions:

a. Constitutes a "trade secret" as defined in G.S. 66-152(3).b. Is the property of a private "person" as defined in G.S. 66-152(2).c. Is disclosed or furnished to the public agency in connection with the owner's performance of a

public contract or in connection with a bid, application, proposal, industrial development project, or in compliance with laws, regulations, rules, or ordinances of the United States, the State, or political subdivisions of the State.

d. Is designated or indicated as "confidential" or as a "trade secret" at the time of its initial disclosure to the public agency…

TECHNICAL PROPOSAL

A. GENERAL RESPONSE INFORMATIONThe Technical Proposal addresses all requirements specified in the RFP under the following Tabs. Proposals must include all of the information set forth and shall be organized and submitted appropriately, responding to all information requested.

1 – Required Forms This Tab includes the following required forms:

a. Non-Collusion Affidavit-Attachment Ab. Alliance Vendor Profile-Attachment Bc. Alliance EFT Authorization Form-Attachment Cd. W-9 Form-Attachment De. Addendum Acknowledgement, for any addendums issued-Attachment E

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The expectation is the forms would be printed, filled in (handwritten is acceptable), signed, and returned with entire submittal in a pdf document.

2 – Introductory Letter and Executive SummaryProvide an informative, narrative Introductory Letter highlighting the Vendor’s capabilities and services, and additional information as noted here. Identify the number of personnel by department (support, development, training, sales, and administration). If outside services are an integral part of the operation (i.e., contract programmers/consultants), describe their typical responsibilities and if they are outsourced outside of the United States. This is especially important relating to any support services.

Submit any organization information, such as awards received, and/or minority business information/status.

Submit a brief statement of history including ownership, mergers/acquisitions, business partnerships, and other significant business events. Vendors should also identify the approximate date of initiation of their Human Capital Management solution implementation and support business.

3 - Financial Performance Submit annual reports and financial statements for the past three (3) years. If this cannot be done, summarize highlights of financial performance over the past three years (specifically, total revenues, revenue growth and net profit). Disclose any pending acquisitions (i.e., companies being acquired, companies acquiring your organization, products being acquired, etc.).

4 - Qualifications and ExperienceUnder this tab, include three or more references for the services typically performed by the Vendor over the past three (3) years. Include company name, project contact name, email address and telephone number.

Identify the Project Manager and key personnel to be assigned to the project. Describe the experience level of the Project Manager and all Lead Functional consultants. All key personnel staff identified in the proposal must be available for the project at the start of the project and any change in staffing will be discussed with and approved by Alliance prior to the implementing any staff changes. Alliance reserves the right to approve all personnel working on Alliance projects.

5 - Your Product and Approach Briefly describe the main features of the product/solution that the Vendor is offering. Highlight the innovative aspects of the Vendors product. What does the Vendor consider the most important features?

Under this Tab include a description of activities, such as the project methodology and timeline for project completion, etc. The Vendor should also include its plan for managing the work requirements requested, including change management experience and how the Vendor would ensure business continuity during the implementation and proposed plans to ensure project success

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Describe future development plans and a 5-year roadmap for feature and platform upgrades of the Vendor’s proposed solution. Describe this product’s position on the planned product lifecycle.

6 – Invoice Procedure Describe the Vendor’s invoicing procedure. Include documentation identifying:

a. All Vendor fees. b. Payment terms. c. Any payment discounts that the Vendor’s company offers, i.e., 2% 10 days – net 30; or 5% 7

days – net 30, and identify the duration of the discount.

7 - Conflict of InterestDescribe any involvement that the Vendor, its employees, or its owner(s) has that may constitute a conflict of interest.

8 - Business Continuity PlanProvide a copy of the current Business Continuity plan and Disaster Recovery plans for the organization and specifically for the proposed solution.

B. SOFTWARE OVERVIEW 1 - Applications

a. If the solution allows or requires the purchase of individual modules, identify the modules currently available for installation, the versions available and supported and the frequency of software releases and upgrades.

b. Are multiple versions of the solution supported? If so, how does the existence of multiple versions affect upgrades?

c. Does the Vendor require that upgrades be implemented within a specific timeframe?

Server Side:d. Please describe the structure of the Vendor’s application, specifically, describe the operating

system platform(s) supported and the database platform(s) supported.

e. List any additional 3rd party applications necessary to meet the functionality requested.

f. If the application is supported under the Microsoft platform, how quickly is the application tested against Microsoft updates, patches, hot fixes, and operating system upgrades?

g. Please describe the maintenance process for minor version releases, major version releases, patches and/or hot fix updates and the frequency of each; provide sample documentation that is included with each release, and the Vendor’s record of meeting scheduled release dates.

h. How is feedback solicited from clients and incorporated as enhancements to the solution? This should include details of the process and any user group models that are in place for this solicitation.

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Client Side: Please describe the client application/user interface. i. Are there independent upgrades and/or patches separate from the server application?

j. How does the client application connect to the Server application?

k. Please describe the maintenance process for minor version releases, major version releases, patches and/or hot fix updates and the frequency of each. Please provide sample documentation that is included with each release, and the Vendor’s record of meeting scheduled release dates.

l. Describe how the solution is imbedded on client internet and intranet sites.

2 - Data Warehousing Describe access methods to the data for downstream applications such as a data warehouse:

a. Please specify what Application Programming Interfaces (APIs) are available and describe their supported framework.

b. If API’s are available, please provide detailed documentation for all of the functionality available through the API.

c. If this is a hosted solution, describe how Alliance can access Alliance data through means other than the user interface. Please include information about any required tools that can be utilized to extract data from the system for integration into other CLIENT applications or Alliance’s existing data environments.

d. Provide a detailed schema with metadata, data dictionary (indicating required vs. optional fields) and data flow diagram for the application database. Alliance highly recommend a detailed response.

e. Please describe standards, methodology (including frequency) in place for passing data to downstream reporting databases such as a data warehouse.

f. Does the vendor provide creation and update time/date stamps on all tables to allow for incremental data extraction. If not available, describe alternative means for downstream incremental processing.

g. Does the Vendor offer the ability to access any and all data elements for downstream processes?

h. Does the Vendor offer the ability to generate custom user defined fields that are accessible for extraction and reporting purposes?

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i. Please describe methods used to provide audit information on inserted, updated and deleted records.

j. Does the Vendor provide encryption and masking for key fields such as SSN, salary, etc. to protect confidential employee information?

3 - User Interface a. Please describe the user interface employed by the application software.

b. Please describe how users navigate through the applications: pull-down menus, standard menus, jump keys, quick commands, etc.

c. Does the application allow a single user to concurrently work in multiple sessions (browsers)?

4 - Documentation a. Please describe documentation available to users and Technical Staff and provide relevant

sample documentation.

b. Please describe documentation available to system administrators for product support, end-user training, major and minor releases or upgrades, patch/or hot fix releases and operating system upgrades.

c. Indicate if documentation is integrated with the Vendor’s product, on-line and not integrated, or hard copy.

5 - Source Code a. Will Alliance acquire source programs?

b. If not, what arrangements have been made to supply current users with rights to software and related documentation in the event the Vendor ceases business?

6 - Customization Identify the Vendor’s policy regarding customization of source code.

a. If it is allowed, describe the Vendor’s approach including design, development, testing, upgrades, documentation, and pricing structure.

b. Describe any features or capabilities that allow the systems to be customized without changing source code (i.e., screen designers, template builders, etc.).

7 - System Interfacesa. What methods are available to load existing historical data into the Vendor’s solution? Please

document methods and supported formats available for data transfer.

b. What other methods and file formats are supported for data exchange?

c. How is secure data transmission supported by the Vendor’s organization?

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d. If the proposed solution is Software as a Service (SaaS) product, how does the product encrypt or mask key fields such as SSN, salary, etc. to protect confidential employee information?

e. Does the solution provide for data encryption for data at rest? What methodology is used for data protection?

f. Does the proposed solution provide near real time data access to the production or to a replicated data source? Will Alliance be able to develop Extract, Transform, Load (ETL) processes or use APIs to access or extract Alliance data without using the User interface?

g. Please include information or any tools that would need to be used to extract data from the system for integration in other Alliance applications or data environments.

8 - Installations a. Identify the number of installations where the Vendor solutions are operational. Indicate which

applications, modules, and versions are in use, or are being supported.

b. Describe the installation process. Include any options for technical assistance, support, or consulting that are typically required.

9 - Security a. If the application is supported by the Microsoft Windows Operating System, has it been tested

to function with the High Security Template provided by Microsoft?

b. Does the application comply with Federal privacy regulations, including HIPAA, Hi-Tech and 42 CFR Part 2 as applicable?

C. APPLICATION FUNCTIONALITYThe charts below profile desired key features of the software solutions so the Vendor may indicate the compatibility of the Vendor’s proposed software with Alliance’s requirements.

Please use the following matrix as a key for responding to the functionality tables in the RFP.

Response Code DescriptionY – Existing Core Feature is delivered as standard core function of the software and can be

demonstrated by the Vendor.M- Module Additional Module available beyond the standard core.F - Future Feature is not currently included but will be available in a future release.

Please indicate time frame period (e.g., 12 months).C - Customer Customization Not included. Tools are provided for customization at no additional cost.V - Vendor Customization Not included. Vendor provides customization at an additional cost.T - Third Party Feature is provided by a third party partnering arrangement. Indicate any

preferred partner agreements.N - Not Available Requirement cannot be met.

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If customization (vs. configuration) is necessary, it should be clearly noted by indicating estimated hours to customize Enterprise Hybrid Cloud (EHC) in the Vendor comment column.

Feel free to use as much space as needed in the comments area to tell Alliance about the Vendor’s functionality and how it differentiates your product from your competition’s product.

Also, feel free to add supplements to this RFP to compliment any questions the Vendor has identified that need further detail. Mark all exhibits, attachments or supplements with corresponding Tab number or id number.

1 – Human Resources Is this solution integrated with the payroll solution? Please explain.

ID Requirements Response Code Comments

1a Provide on-line support/instructions for completion of routine tasks.

1bEstablish new organizational entities (e.g., companies, cost centers, and other variables) with no IT or programming required.

1cAdd/change organizational entities and easily/effectively transfer employees within and/or across them.

1d Generate, identify, and track employees by unique employee number.

1e

Maintain employee demographic data for all employment-related details (e.g., birth date, employee number, gender, hire date, contact information, etc.).

1f Allows employees to enter and maintain information as determined by administrators

1g Maintain Equal Employment Opportunity (EEO) and I-9 related data.

1hMaintain marital, family, and dependent/beneficiary related and tax-related elections.

1i

Maintain historical data for current/former employees (e.g., names, dates of employment, job/assignments, performance ratings, status, pay, etc.).

1jMaintain audit trails of employee file and data updates by date, time, origin of update and employee making the change.

1k Maintain audit trails of employee record access if no changes are made.

1l Maintain education, license and certification data.

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1m Maintain Driver License data

1nProvide notifications of license/certification expiration to individual employee and in aggregate to administrators.

1oMaintains multiple education information per employee such as schools attended, dates of attendance, degrees, and courses of study.

1p Establish jobs/roles and all relevant details.

1qMaintain data for all job-related details (e.g., grade, exemption status, EEO code, W/C code, salary, classification, etc.).

1rMake simultaneous changes to large employee groups (e.g., new hires, salary changes, transfers).

1sEnable effective/future scheduling/dating of pending transactions/events without impacting current data, and maintain transaction history.

1t New hire documentation automatically routes approval based on company’s hierarchy.

1u Create custom forms/workflows for approvals

1v Routes job/salary changes electronically for approval based on user-defined approvals.

1wRole based access to allow Managers to view and change employee information with approval workflow.

1x Managers can submit new hire documentation.1y Managers can run reports.

1z Managers can create ad-hoc reports based on security access/role-based permissions.

1aa Managers can view employee training and employment records.

1ab E-mail or text alerts can be generated based on system or user defined events.

1acCustom user groups can be created by administrators and managers for e-mail/text alerts

1adData/transactions submitted by managers automatically validate for accuracy and completeness.

1ae Life-to-date history on all employee fields.1af Retains employee status code history.Does the system track the following data? 1ah Skill code1ai Skill description1aj Experience level

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1ak Proficiency level1al Last date skill used

1amEmployee licenses and certification and expiration dates.

1anTracks employee professional associations. Specify limit.

1ao No limit to historical data captured.1ap Unlimited user defined fields.

2 - Enterprise Structure


2a Provides for client defined organizational levels

2bProvides Web portal communication to all active employees in the organization

2cProvides a Mobile application to all active employees in the organization

2dSupport for Single Sign On (SSO) and integration with the corporate Active Directory solution and security certificates for all employees.

2eProvides for the posting of company specifics, such as handbook and forms, in the Web portal

Provides employee searches by:2f Employee Number2g Last Name & First Name2h Organizational Level2i Location2j Status2k Job2l Pay Group2m Department Manager2n Position Number2o Key words2p Customizable field

3 - Position Control/Organization

Explain how/if the Vendor’s system creates organization charts.

Describe how the Vendor’s system maintains employee “report to” data.

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Does the Vendor’s system maintain the ability to track the position and employee history for reorganizations, promotions, etc.?


3a Structured for position control3b Can change the status of positions for budgeting

3c Can add/edit/archive positions and related information

3d Automatically associates employee to position upon hire

3e Structures the organizational chart based on the reporting relationships defined for each employee.

3f Establishes new organization entities (i.e., divisions, cost centers, etc.) without vendor professional services.

3g Adds/changes organization entities and easily transfers employees within and/or across Divisions, Departments, etc.

3h Provides an on-line organization chart or Provides the ability to establish exports to create organization charts for:3i Locations3j Supervisors 3k Departments and Divisions3l Provides ability to export data to an organization

charting application.3m Generates organization chart without requiring

the user to make any changes.3n Provides ability to create more customized

export templates without Vendor professional services.

4 - Compensation Management

Please provide a brief overview of how compensation management is handled in the Vendor’s solution.

Please explain how pay changes are entered in the solution.

Please explain how salary range/grade changes are made in the solution and how these changes are reflected in the job data.

How will the Vendor’s solution assist the Alliance organization with effective decisions regarding future compensation? Does the Vendor’s solution support “What-if” modeling and forecasting for compensation analysis based on historical or future trends?

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ID Requirement Response Code Comments

4a Provides complete employee compensation history.

4b Has no limit to the number of steps in a salary progression.

4c Has no limit to the number of salary grades.

4d Enables appropriate users to update salary grades using role-based permissions.

4e Establishes and maintains salary structure and ranges by grade, location, and other factors.

4f Calculates and maintains annual incentive ranges and actual amounts paid.

4g Maintains pay history for merit, annual incentives, and long-term incentives.

4hEnables date-driven salary changes (allowing past and future changes). Future changes do not impact current salary data.

4i Includes retroactive pay calculation and payment.

4jFacilitates base, annual, and long-term incentive decisions by managers that remain within established/pre-defined ranges.

4kAutomatically updates employee base salary, annual and long-term incentive amounts with approved amounts.

4l Provides total compensation views/reports to employees with printing capabilities.

4m Automatically calculates shift differentials and job premiums.

4n Tracks employees with multiple pay rates.

4o Automatically calculates comp-ratio and percent in range.

4p Includes merit matrix to help with salary planning.

4q Facilitates an automated process for annual increases.

4r Provides budget worksheets to assist managers in compensation planning.

4s Provides the ability to accommodate base as well as non-base salary components.

4tProvides the ability to include performance factor as a component of the merit guideline matrix.

4uAllows managers to view summary data and analyze salary budget information for their departments.

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Allows managers to assign salary increases based on:4v Dollar amounts4w Percentages4x Combination of dollar and percentages

4yAllows managers to create “what if” employee scenarios to ensure that increases do not exceed the department salary budget.

4z

Allows managers to apply “across the board” salary increases for a department with defined approval workflow prior to updating current data.

4aa

Allows managers to allocate different percentages and/or dollar amounts to different employees with defined approval workflow prior to updating current data.

4abAssigns multiple salary increases to one employee (e.g., cost of living and merit increases).

4ac Allows rate changes and increases to be effective-dated for payroll processing.

5 - Employee RelationsPlease describe how disciplinary actions are recorded in the system.

Please describe system capabilities to track grievances.


5a Progressive disciplinary actions can be tracked and reported.

5bManagers and Human Relations (HR) staff can record the type of action taken (i.e., written warning, verbal warning, and termination).

5c Managers can upload and attach appropriate supporting documentation to employee records.

5d Records required follow-up steps and the time frame for completion.

5e Prompts for time frame input or allows customization.

5f Sends e-mail/text reminders for disciplinary action follow-ups or employee responses.

5g Reporting showing disciplinary action upcoming or past due events.

5h Schedules review of employee response to actions.

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5i Grievances can be uploaded and viewed in summary format.

5jTracks the date and type of grievance (i.e., inequality, unfair pay, and unfair working conditions, EEO).

5k Sends e-mail/text reminders for grievance follow-ups or employee responses.

5l Tracks outcome of the grievance and the date it was closed.

6 - Performance Management

Please describe the Vendor’s performance appraisal feature.

Describe how the system can provide real time monitoring of performance appraisals.

Describe the level of customization of Performance appraisals.


6a

Delivers a configurable “out-of-the box” performance management process (i.e., goal setting, feedback gathering, review, performance summary).

6b

Solicits performance feedback from multiple reviewers (i.e., subordinates, directors, other managers, peers). Exchange data between multiple users simultaneously.

6c Ability for reviewers to attach supporting documentation.

6d Saves work in process, draft review, and return to complete.

6eTracks performance review status and dates (i.e., complete, incomplete).

6fMaintains performance feedback and ratings history.

6gEnables reporting and analysis of performance ratings for various employee groups (i.e., by job, manager, location).

6hIntegrates with training and succession management applications and processes (e.g., learning plans/career planning).

6iProvides e-mail status updates, reminders of upcoming and overdue notices throughout the process.

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6j Administrators can view the status of the review process at any time.

6kAdministrators can assign different review forms for different employees within the same review cycle.

6l Administrators can set performance review time periods.

6m Delivered with standard competencies and objectives.

6n Employees can complete self-evaluations.

6o

Historical reviews can be accessed easily by managers or administrators; higher-level supervisors can view all appraisals within their chain of command.

6pReview results are automatically updated in the system for processing pay increases and reporting.

6qAppraisal steps can be easily defined by administrators. Different employee groups can have different appraisal steps.

7 - Succession Planning

Please describe how employee development and succession planning are accommodated in the Vendor’s system.

Describe how the employee development feature integrates with performance management.


7a Tracks core competencies associated with next/future job.

7b Flags employees that are recommended for a specific job.

7c Tracks the date an employee will be ready for the next position.

7d Managers can create a development plans to prepare the employee for advancement.

7eTracks multiple language proficiency information including speaking, reading, and writing, for each employee.

8 – Recruiting and Applicant ManagementProvide a brief description of the Vendor’s recruiting and applicant tracking system.

Describe the Vendor’s candidate pre-screening or qualification process.

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What job boards are supported with the Vendor’s product? Describe how jobs are posted to Internet job boards.

How is an applicant transitioned to an employee in the Vendor’s system? If the systems are integrated, describe the file transfer process.

How does the internal candidate experience differ from the external candidate experience?


8a Communicates automatically with job boards. 8b Has internal and external job portals

8c

Internal and external job portals can be imbedded in company Internet site and company intranet site with effective dates (open and close).

8d Has a requisition library of job templates that can be utilized when creating requisitions.

8eTracks expenses by applicant/candidate and position level and associate them with a specific requisition or a general recruiting activity.

8f Sends automatic responses, notifications, e-mails, or texts to applicants/candidates.

8g

Allows administrators to customize verbiage on the e-mail messages (including confirmation acknowledgement and job filled) to external and internal applicants/candidates

8hAllows users to e-mail potential interview times, applications, corporate material, and job opening status.

8i Provides a library of standard communication correspondence for printing and distribution.

8j

Integrates seamlessly with standard e-mail systems (Microsoft Exchange/Outlook for applicant/candidate activity for hiring managers and recruiters.

8k Sends calendar events to Outlook.

8lAllows administrators to schedule interviews, notify interviewers of times, locations and topics to cover.

8m Distinguishes applicant/candidate status for internal or external candidates.

8n

Allows hiring manager/recruiter to request additional materials from applicant and allows applicant to upload requested materials and attach to application.

8o Has history that consists of one candidate

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record with all the associated recruiting activity regardless of the number of requisitions.

8p Resume/application is maintained in the system.

8q Allows Administrators to customize job applications

8r Resume pre-populates application.

8s Allows applicants/candidates to modify or replace their existing resume.

8tAllows hiring managers to update interview question templates and sends notification to recruiter.

8u Maintains historical versions of interview question templates

8v Administrators can limit candidates that hiring managers can view.

8w Hiring managers and recruiters can track applicant/candidate status.

8xHiring managers and recruiters can communicate with applicants/candidates via e-mail/text

8y Hiring managers and recruiters can view communication history

8z Hiring managers and recruiters can report on communications

8aa View multiple recruiter schedules

8ab Hiring managers and recruiters can view and print assessments of applicants/candidates

8acHiring managers and recruiters can view and print applicant/candidates job history, qualifications and resume

8ad Hiring managers and recruiters can record interview notes

8aeHiring managers and recruiters can enter additional applicant /candidate information if needed

8afSearches applicants/candidates based on a variety of criteria (e.g., location, skills, prior employers, zip code, and key words).

8agHas embedded workflow for approvals based on company-defined process including requisition approval, offer approval, and new hire approval.

8ahSystem ranks candidates based upon positions identified, minimum and preferred qualifications.

8ai Allows hiring managers to attach documents to an applicant/candidate record.

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8aj Allows administrators to create behavioral interview question sets per job opening

8akAllows administrators to determine which fields are required for completion by applicant/ candidate and/or recruiters/hiring managers.

8alAllows administrators to establish access levels in the system by role (i.e., administrator, recruiter, hiring manager).

8am Assigns requisition numbers automatically or allows manual entry.

8an Allows users to enter and access secure Notes.

8aoIntegrates with third-party screening services including: criminal background check, drug testing and assessments.

8apAllows applicant/candidate to choose if he/she would like to be alerted when a future position becomes available based on qualifications.

8aq Generates offer letters containing all compensation options to applicant/candidate

8ar Job postings track the requisition number, status and reason for the opening

8asJob postings include employment information including FLSA type, salary range, and full/part time indicator.

8at Job posting include minimum education, experience, and skill requirements.

8au Assists with the creation of job descriptions.8av Location information included in job posting.

9aw Requisition automatically closes when new hire selected

8ax Generates reports on metrics such as Time to Fill by time, hiring manager, department, etc.

8ayGenerates reports on all fields that exist in the database, including referral sources, voluntary responses for EEO and veteran, etc.

8azData is accessible for extraction to feed other reporting solutions/data warehouse as appropriate.

9 – OnboardingPlease provide a brief overview of the Vendor’s onboarding solution.

19

20

21


9a Ability to predefine workflows and workflow tasks that vary according to the job being filled.

9bAbility to delegate a proxy or change the owner for any specific task; ability for higher-level supervisors to perform tasks of hiring manager.

9c

Ability to track expected lead times vs. actual lead times to assist in planning (e.g., to determine the lead times for telephone provision is 72 hours).

9d Ability to output a well formatted completed form to hard copy print.

9e

Ability for hires to return and update or correct their information after the initial submission. Maintains history and audit reporting capabilities.

9f Ability to provide task response and status via email reply.

9g Ability to measure the performance of the onboarding process.

9h

Ability to vary the onboarding process workflow according to multiple candidate and job factors- employee type, business unit, job function, country and state, etc.

9iAbility to monitor the overall status of the onboarding process, providing a clear indication of “new hire readiness.”

9j Ability to make completion of one task a firm prerequisite to the initiation of other tasks.

9k

Ability for the hiring manager to enter all required data on behalf of the contingent worker, with defined approval workflow prior to updating current data.

9l Ability to pre-populate form fields using data provided by applicant tracking system.

9m Ability to brand the forms and pages seen in the new hire portal or page flow.

9nAbility to automatically notify other areas within the organization of new hire (IT, security, payroll, etc.).

9o

Ability for HR and manager new hire/rehire to create/access checklist, by job, with check-off ability as tasks are completed (e.g., offer letter has been sent and received).

9p

Ability to automatically notify new hire of activities he/she needs to complete and then send reminder if he/she does not complete these in a timely manner; ability to set the completion timeframe.

9qNew Hire portal that supports form completion and electronic signatures to facilitate completion of pre-employment forms.

9r

Ability to enter new hire before start date (effective dating) and new person will not appear on org charts or as an active employee until effective start date.

9sAbility to click a button to hire the person, and data is automatically routed to payroll, benefits,

10 – Benefitsa. Insurance/Flexible Spending Account (FSA)How does the Vendor’s system handle benefits administration?

Explain how the Vendor’s system facilitates reporting to third party vendors such as benefit providers.

Does the benefit data automatically populate in payroll? Is it real-time or a batch process?

Does the Vendor’s system have a module to maintain Worker’s Compensation Claims, Costs, tracking lost time, restrictions, legal reporting requirements, regular reporting, etc.?

Does the system allow for uploading of supporting documentation?

Describe the system capabilities for online benefits enrollment (e.g., eligibility rules, tenure or grade level based premiums, plan dates).

Is workflow associated with benefit enrollment and life event changes?

Please describe the life events that come standard without configuration.

Describe how the available life event options are established and maintained in the Vendor’s system.


10a Provides total integration between benefits and payroll.

10b Maintain calculations and limits in compliance with federal legislation.

10c Assigns different benefit packages to different groups of employees based on eligibility rules.

10d Establishes benefit/deduction plans with multiple types and options.

Supports effective dated:10e Benefit/deduction plans10f Employee benefit/deduction plan enrollment10g Employer benefit/deduction plan enrollment

10h Updates benefit/deduction plans based on employee status change.

10i Tracks “waived” benefit/deduction plans.

10jAssigns a rate schedule to apply new rates with future effective dates for the new plan year.

10kWithout writing a separate program, automatically updates premiums for age/salary driven benefit calculations.

10l Automatically enrolls employees in required plans.

10m Automatically cancels specified employee benefits upon termination.

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10n Automatically sends separating employee notification of termination.

10o Allows customization of notification letter(s).

10pAllows benefit costs to be set up for the new year while continuing processing for the current year.

10q Tracks and maintains information for dependents and beneficiaries.

10r Tracks and reports workers’ compensation claims.

10s Facilitates reporting to third-party vendors such as benefit providers.

10t Supports multiple file outputs-custom delimited, csv, fixed length.

10uProvides one screen that shows employee data (“benefits-at-a-glance”), without having to scroll through multiple screens.

10v Defines and maintains benefit/deductions for the employee and employer

10w Includes automated schedules for benefits/deductions.

10x Supports benefit/deduction goals and limits.

10y Supports “catch up” contributions on deferred compensation plans.

10z Sends EE alert based on EE age for 401k catch up eligibility

10aaRecovers benefit/deduction amounts that have been put into arrears by automatically deducting on next check

10ab Supports multiple arrear types.

10ac Includes defined start and stop dates for benefit/deduction.

10ad Processes one-time benefit/deductions.

10aeRestricts participants from receiving more than the annual limit for reimbursement accounts including 457(b) and 401(k).

10af Includes pre-tax and post-tax benefits/deductions.

10ag Supports a designated default amount for each deduction code.

10ah Supports multiple types of life insurance, long-term disability, and short-term disability.

10aiSupports payroll deduction for employee paid insurance policies (cancer, accident, catastrophic illness, etc.)

Open Enrollment/Life Event Changes:

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10aj System provides next-year enrollment capability while in current year.

From a Web browser, employees can:10ak View current benefits and related information.

10al Compare current benefits to the new benefits employees may choose to elect.

10am Compare the cost of current versus new benefits.

10an View a summary of selected benefits and total cost.

10ao Make benefit elections from a list of eligible benefits.

10ap Keep existing benefit elections with no changes.

10aq Modify existing benefit elections.10ar Waive or decline benefits.

10as Review, add, modify and remove dependents and beneficiaries.

10at Review benefits and summary description documents.

10auLink to benefit plan provider Web sites for additional information to help in making informed benefit and provider choices.

10av

Save “in progress” enrollments and then later return to modify choices, make additional elections and complete the enrollment process.

10aw Make life event (e.g., baby, marriage) benefit changes.

Within the system, Administrator can:

10ax Describe benefit plans and include specific plan details.

10ay

Include customized messages to employees on enrollment pages, (e.g., new benefit notifications, additional instructions, deadlines for completion, disclaimer for those employees who decline a benefit).

10az Specify the display order in which each benefit plan is viewed by the employee.

10baIdentify required and optional activities that designate an active versus passive enrollment.

10bb View the statuses of all enrollments.10bc Drill into benefit groups and plans to check

specific enrollment information such as a list of employees whose enrollments are

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completed, in progress, or not yet started.10bd Add or modify employee elections.

10be Send due date reminders using an integrated e-mail feature.

10bf

Use a “manage paperwork” feature to track requests for additional information or paperwork (e.g., proof that a dependent is enrolled in school, required Evidence of Insurability form).

10bgCreate Internet links to benefit plan provider Web sites so employees can obtain additional details to help them make informed choices.

10bhAttach enrollment worksheets for employees to use when making life event benefit changes.

10bi

Report and track benefits-related information and activities as they relate to new hires, benefit group changes, dependents, session setup, employee elections, and terminations.

10bj

Export employee enrollment data (e.g., 401(k) plan), to a ready-to-send file that can be transmitted to appropriate plan providers or third party administrators prior to the plan effective date. Support for multiple file layouts such as custom delimited, .csv, fixed length

10bk Supports default benefits, which can be set up for new hires.

10bl Supports unique enrollment dates for each benefit plan.

10bmProvides ability to report life event (e.g., marriage) and allow “eligible” changes to benefit elections.

10bn Allows updates to dependent information for life events.

10bo Supports life events processed through the employee self-serve function of the system.

10bpProvides online ability to make life event changes (marriage, birth of a child, death, divorce).

10bqAutomatically prompts “eligible” changes to benefit elections when life event change made.

10br Allows removing a dependent.

10bs Alerts student status end date to employee and employer

Flexible Spending Account (FSA):

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10bt Supports flexible spending accounts (FSA).Display flexible spending account information such as:10bu Displays Plan information 10bv Displays Balance of funds in account (s)

10bw Displays History of transactions for reimbursements

10bx Includes minimum check option for FSA.10by Supports employee enrollment.10bz Allow uploading of supporting documentation

10ca Enrolls employees in FSA plans through benefits open enrollment.

10cb

Maintains two open plan years so reimbursements can be paid from one year, while beginning claims processing for the new benefit year.

10ccProvides report of remaining balances after grace period ends, for Accounting adjustment in the GL.

10cdRestricts participants from receiving more than the annual contribution election limit for reimbursement accounts.

b. 401(K)/Pension

ID Requirement Response Code

Comments

10ce

Describe how your system exports 401(k) and Pension enrollment/change data to a ready-to-send file that can be transmitted to record keeper/trustee on a bi-weekly basis or at initial enrollment.

10cf Describe how the Vendor manages 401(k) changes from third-party vendors.

10cg Supports multiple file formats for data exchange (custom delimited, .csv, fixed length.

10chWhat types of information has the Vendor provided to third-party vendor regarding address changes, terminations, etc.?

10ci

Explain how the Vendor’s system will enable Alliance to handle employee loans against 401(k) plans, including repayment through payroll deductions.

10cjHow will the system notify Alliance that an employee has an unpaid loan balance at termination?

10ck Explain how the Vendor’s system handles maximum IRS allowable annual contributions.

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How is this maximum changed as IRS maximums change?

10cl

Describe how the Vendor’s system calculates IRS maximum allowable contributions when participant chooses to contribute in both pre-tax and after-tax plans.

10cmDescribe how calculations for “employer portions” are established and managed in the system.

10cn How are “catch up” contributions handled in the Vendor’s system?

10coDescribe how 401(k) contributions, sent to Alliance’s record keeper/trustee, are reconciled.

c. Leave Explain how the Vendor coordinates and manages FMLA with Short Term Disability (ST) management.

Describe how the Vendor’s system monitors Workers’ Compensation and the related leave of absence.


10cp Supports multiple leave types.

10cq Supports maximum duration of leave types and combined leaves, i.e. FMLA to PL, etc.

10crCan accommodate client benefit premium collection process when employees are on leave without pay

10cs Tracks the approved date when the employee’s leave of absence is expected to start.

10ct Tracks the approved date when the employee is expected to return from the leave.

10cu Tracks and reports cumulative FMLA/PL time taken.

10cv Supports notification of Open Enrollment to employees on Leave of Absence.

10cw Maintains leave of absence (LOA) history.10cx LOA history is viewable by employee.

10cy Calculates the planned duration, based on expected end and expected start dates.

10czSupports workflow approval processes for leave requests initiated by employees or managers.

10daDisplays warning message during pay processing if time entered exceeds the leave balance.

10db Does not allow employee to enter time on

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timesheet when hours will exceed available bank.

10dcPrompts employee to choose different leave bank when hours entered exceed available bank.

10dd Leave plans can be configured to accrue based on length of service and user defined rates.

Leave plans can be configured to accrue based on user-defined frequencies:10de Per number of days10df Per number of weeks10dg Per number of months10dh Per number of years10di Per fixed date10dj Per included hours10dk Per included earnings10dl Per pay period10dm Per customer defined rules

10dn Leave plans can be configured to adhere to user-defined carryover rules.

10do E-mail notifications when leave approaches user-defined carryover rules.

10dp Allows leave balances to be transferred to another leave type based on user-defined rules

10dq Supports unlimited types of leave.10dr Employees can view leave plan balances.10ds Employees can view accrual rates10dt Employees can request leave.10du Manager can view leave plan balances.

10dv Managers can view and approve pending employee leave requests.

10dw Managers cannot approve requests that would result in Employee exceeding leave balances.

10dx Ability to have multiple leave rules based on the state in which the employee works.

11 – ComplianceAs human resource regulations change, how does the Vendor ensure that Vendors clients stay in compliance?


11a Changes to compliance requirements are

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maintained and updated by HRIS vendor.

11bAll compliance reporting can be generated for current periods and historical periods.

11c Allows selection of either EEO-4 or EEO-1 report.

11d Provides OSHA 300 and OSHA 301 reporting11e Allows Multi-Worksite Reporting

11fAutomatic notification of I-9 expiration/visa expiration.

11gCOBRA qualifying events are automatically triggered based on employee transactions.

11hCOBRA letters can be generated from the system.

11iTracks accommodations made to support the American with Disabilities Act (ADA).

11j Tracks ADA and disability information.

11k Provides military and veteran status for employees.

11l Includes affirmative action compliance features.

11m Provides HIPAA support.

11p Includes state-mandated “New Hire” reports (for child support payment tracking).

11q Updates from HRIS vendor when federal/state/local regulations change.

12 – Time ManagementPlease describe the Vendor’s Time and Attendance functionality.

Describe how an out-of-cycle check is calculated and processed. Are Manual payments allowed?

Describe how time without pay and partial pay are calculated by the Vendor’s system. Include exempt and non-exempt.

Describe how pay is calculated for new hires and terminations.

Describe how adjustments to exempt salaries are calculated, particularly partial pay.


12a Automatically populates timesheets with holidays entered at beginning of year.

1. 12b Unlimited number of user defined

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time/earnings codes

2. 12c Includes the definition and application of complex pay rules based on timesheet details.

3. 12d Date effective recording of all timesheet- and employee-related data.

4. 12e Can maintain and modify any and all complex pay rules without vendor intervention.

5. 12fAllow group change capabilities to modify common elements in a group of employee timesheets.

6. 12g Employees can enter hours using on-line timesheets.

7. 12hTimesheet values can be adjusted by week and selected days within a week by authorized users.

8. 12i Provides a comprehensive audit trail of all changes made to the timekeeping records.

9. 12j Tracks both standard and actual hours by activity code for analysis purposes.

10. 12k Allow the viewing of overtime by employee(s) by time period.

11. 12l

Includes various types of payroll lockdown dates to freeze timesheet edits for payroll processing (i.e. supervisor lockout date, hands-off date, etc.).

12. 12mAllow a fully reconciled payroll, labor and job activity information captured and maintained within the application

13. 12n Allow the tracking of labor metrics (includes project, job, department and location).

14. 12o Allows real-time alerting of immediate time and attendance events

15. 12p Allow on-line edits to daily timesheets by employee and by authorized users.

16. 12q Allow real time access to activities and related costing information.

17. 12r Allow the validation of absence codes against associated leave balances.

18. 12s Allow for absence tracking with year at a glance scoring and analysis.

19. 12t Allow for the viewing employee attendance data for a given year.

20. 12uAllow employees to request time off, tracks status with dynamic validation against time off business rules.

21. 12v Allow the employee to view their timesheet

30


along with weekly hours and costs.

22. 12wAllow for non-technical personnel to generate standard reports via a web-based, wizard-style interface.

23. 12xAllow scheduled reports to run automatically and be distributed to specific users/distribution lists, via email or other means of distribution.

24. 12yAllow for the building, modification and maintenance of custom reports by non-technical employees.

25. 12z Allow for the reporting of hours worked/dollars earned by employee by selected date range.

26. 12aa Allow the reporting of employee leave balances totals.

27. 12ab Allow reports to be created by copying an existing report and modifying it.

28. 12ac Allow for the routing of exception report results to supervisors.

13 – Payroll & Earningsa. PayrollDescribe the Vendor’s application’s payroll functionality and how it integrates with other module(s).Explain how the Vendor’s system will enable us to pay multiple earnings that are taxed differently, but paid on the same paycheck (e.g., regular wages taxed based on the W4 and bonus wages taxed at the supplemental rates on one paycheck).

Can specific earnings be scheduled for a specific payroll cycle?

How does the Vendor’s product recover deduction amounts that have not been withheld from an employee’s pay?

Describe the payroll gross-to-net process. Include manual checks.

Describe situations that cause down time for other areas of the application when payroll is processing.

Describe the audit process for each payroll.

How are unscheduled payrolls handled?

Describe payroll and year-end processing.

Describe the Vendor’s adjustment process for a typical payroll. How are quarter-end and year-end adjustments processed?

Are all custom payroll reports available to view during payroll processing? Please explain.31

What is the process if payrolls need to be re-run multiple times?

Is there a limit to how many times payroll can be re-run?

Is data synchronizing necessary for payroll processing? Why?

Can you reprint checks if a printer or something else errors?


13a

Ensures payroll system reflects appropriate earnings and deduction codes based on company benefits and compensation structures.

13bAllows system to be set-up to receive and manage voluntary initiatives such as United Way.

13c Provides online help in application for end-users.

13d Provides online help in application for administrators.

13e Provides “wizards” to walk users through completing tasks.

13f Provides a “test” system for administrators to test new features and potential changes.

13g Provides an unlimited number of earnings codes

13hPays various earnings types (e.g., severance or bonus) after an employee is terminated in system.

13i Provides automatic gross up calculation for earnings.

13j Allocates earnings by different organizational levels.

13k Delivers all federal, state and local earnings tax categories.

13l Calculates and initiates off-cycle/special payments (e.g., signing bonus, annual bonus).

13m Delivers an expression builder to create company specific earnings calculations.

13n Allows earnings to be scheduled in the payroll calendar.

13o Specifies start and stop dates for earnings.

13pDifferentiates which earnings to include/exclude from other calculations (e.g., shift, deferred compensation).

13q Earnings codes are specific for different types

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or groups of employees (e.g., part time or executive).

13rTracks YTD amounts, by earnings type, for unlimited number of years in check detail history.

13sTracks YTD hours worked, by hour’s type, for unlimited number of years in check detail history.

13t Supports the calculation of taxable fringe benefits.

13u Supports the calculation of imputed income.

13v Provides ability to enter non-taxable reimbursements.

13w

Automatically imports Reimbursements (Travel, Licenses) to Payroll process if module is integrated in system, or accepts upload file from outside system, and automatically enters to Payroll process, and codes for GL.

13x Handles employees with multiple rates of pay.13y Calculates various shift/holiday premiums.

13z Accurately pays shift premium for employees who work multiple shifts/holidays.

Overtime calculations include:13aa Time and a half13ab Double time13ac Triple time

13ad Calculates co-efficient overtime on the payroll input screen.

13ae Distinguishes between regular and premium wages for workers’ compensation.

Automatically accumulates hours and earnings by:13af Fiscal year-to-date13ag Calendar Year-to-date13ah Quarter-to-date13ai Month-to-date13aj Last payroll

13ak Employees can view YTD earnings through employee self -service.

13al Define hours per week by employee or job level.

b. Deductions/BenefitsDescribe the integration between benefits and payroll.

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When a change is made to an employee’s benefit election (e.g., single to family coverage), how is the deduction amount changed in payroll or other outside systems?


13am Provides an unlimited number of deduction codes.

13an Calculates garnishments based on the state and federal calculation rulings.

13ao Stores other relevant garnishment data at the deduction level (e.g., case number, payee).

13ap Delivers logic to properly calculate multiple garnishments.

13aq

Sends garnishment, child support, 529 accounts and/or other payroll deduction information to Vendor’s accounts payable for separate check processing.

13ar Delivers all federal, state and local deduction/benefit tax categories.

13as Accommodates one-time deductions.

13atAutomatically suspends voluntary deductions when EE on Leave being paid from Voluntary Insurance (e.g. Short Term Disability).

13au

Automatically adjusts calculation of Pension & 401k when EE also using Leave bank (40%) while being paid by Short Term Disability Insurance.

13av Delivers an expression builder to create company specific deduction calculations.

13aw Allows deductions to be scheduled in the payroll calendar.

13ax Allows client-defined prioritizing of deductions.

13ay Supports start and stop dates for deductions.

13azAutomatically cancels specified employee deductions upon termination based on company business rules.

13baIncludes a rate table at the company level for benefit deduction amounts, so they are not manually entered on each employee.

13bb Allows start and end dates for rate tables.

13bcDeduction cost can be entered for the new year, while continuing processing for the current year

13bdDeduction codes are specific for different types or groups of employees (e.g., part time or executive).

13be Tracks YTD amounts, by deduction type, for unlimited number of years in check detail

34


history.

13bf Allocates deductions by multiple organizational levels.

13bg Maintains unlimited history of all deduction changes.

Automatically accumulates deductions by:13bh Fiscal-year-to-date13bi Calendar Year-to-date13bj Quarter-to-date13bk Month-to-date13bl Last payroll

13bm Allows employees to view YTD deductions through employee self-service.

c. Payroll Processing


13bn Run supplemental payrolls at any time.Provides for pay data entry by:13bo Employee online13bp Manager online13bq Batch uploads

13br Import from third party time and attendance solution

13bs Exception-based (e.g., salaried or fixed hourly employees).

13btPerforms gross-to-net calculations per employee per check, which are immediately viewable.

User can override an employee’s pay check by entering or changing:13bu Tax Frequency

13bv Method of payment (e.g., check vs. direct deposit)

13bw Rate of pay13bx Hours13by Earnings13bz Deductions13ca Deduction arrears13cb Taxes

13cc Allocation fields (e.g., dept., job, project, location)

13cd Performs gross up calculations

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13ce Allows for an unlimited number of checks issued to an employee per payroll processing.

13cf

When preparing multiple checks for an employee during a payroll process, options exists for direct deposit or live check as well as the ability to exclude or process deductions.

13cg Provides pre-check registers and audit reports prior to processing payroll.

13ch Allows manual checks to be printed onsite.

13ciVoids payroll checks by selecting the appropriate check; changes should be applied to applicable quarter’s totals.

13cj Provides capability to re-run selected steps of the payroll process.

13ck Provides for check reconciliation.Using Web browser, administrators can run the entire payroll process including:13cl Collect employee time 13cm Open payroll13cn Calculating pay (including gross-to-net)13co Pre-check preview and editing 13cp Check payroll processing status

13cq Generating pay checks and/or direct deposit advises

13cr Payroll reporting13cs GL reporting 13ct Post payroll13cu Close payroll13cv Update deduction goal amounts13cw Perform check reconciliation13cx Tax filing

d. Check ManagementDescribe how the Vendor’s customers process and print a check locally at the customer’s site.


13cySupports different types of payment methods (e.g., direct deposit, live check, etc.).

13cz Supports printing checks in any order, which

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may differ from payroll registers.13da Supports unlimited check detail history.

13db Provides online pay statements to employees, without creating paper statements.

13dc Allows Paid Time Off and Accrued Absent Time (AAT) information to be on pay statement.

13dd Supports paying employees from different bank accounts.

13de Creates an ACH file for direct deposit.

13df Allows customer to rerun ACH file to include adjustments.

Voided Checks

13dgProvides ability to void checks by number and reversals be immediately fed to the general ledger.

13dh Provides ability to enter multiple check voids by range.

Direct Deposits

13di Handles direct deposit to multiple financial institutions in various federal reserve districts.

13dj Allows for an unlimited number of checks issued to an employee per payroll processing.

13dk Allows manual checks to be printed onsite.

e. Labor AllocationExplain how the proposed system would allocate by different organizational levels and projects.

Describe how the proposed system handles employees with multiple rates of pay and department or cost center assignments. How would employees with multiple jobs be handled?


System provides for an unlimited number of the following:13dl Divisions13dm Departments13dn Units13do Locations13dp Cost centers13dq Job Titles13dr Supervisors13ds Locations13dt GL base accounts

37


13du Tracks an unlimited number of labor distributions in history.

13dv Allows at least 4 number client defined organizational levels.

13dwSupports a multi-tier labor allocation (e.g., allocation on different fields, department, job, location).

Reports can be created with actual cost allocations including:13dx Earnings 13dy Employee deductions13dz Employee taxes13ea Net pay13eb Employer deductions13ec Employer taxes13ed Workers’ Compensation premiums

13eeSupports the creation of labor allocation files with user-defined timeframes (e.g., 1 payroll period or 7 payroll periods).

13ef Allows actual labor allocations to be fed into General Ledger.

13eg Creates labor allocation reports.

f. General LedgerIdentify general ledger and financial systems that interface with the Vendor’s software.

Can data be exported to excel for editing capabilities?

Is there a limitation to length, character segments of General Ledger number?


13eh Maps GL account numbers within the Vendor’s payroll system.

13ei Provides for export to Accounting system software

13ejAccommodates multiple GL segments and can be printed separately or all together on reports.

13ek GL setup tables are assessable by users to change at any time.

13el Effective start dates and end dates can be set on GL setup tables.

13em GL distribution report or file can be created for

38


a user-defined period.

13en An exception to the GL mapping is accommodated down to the employee level.

13eo Creates GL accruals.

13epGL account numbers can be changed by the user and the GL can be rerun for specified pay period(s)

13eq Immediate availability of GL data when the payroll is posted to history.

13er GL historical data is accessible to user.

13es Adjustments (e.g., manual and void checks) are automatically posted to GL.

13et GL feature includes tools to export data in a user specified format.

13eu Provides an ad hoc query tool for reporting on GL data.

13ev Provides an OLAP tool for reporting on GL data

14 – Tax FilingDescribe tax resources provided to the Vendor’s customers on tax regulations at the federal, state, and local levels? What tax updates, if any, are provided and how are these updates received?


14aProvides for all federal, state and local taxing jurisdictions within the United States and its territories.

14b Supports tax calculations of lived-in versus worked in state and local payroll taxes.

14c Supports state and local reciprocal agreements.

14dProvides all relevant end of year payroll processing reports, including W-2, 941, 1099s, State, SUI, and worksite reporting.

14e Provides full payroll tax deposits and filings.14f Vendor can provide a print service for W-2s.

14g Supports client with preparing tax deposits and filings internally.

14h Allows employees to view/print their own W-2.

14i Supports federal, state and local supplemental wage taxation.

14j Allows earnings to be taxed at different tax

39


rates (e.g., regular and supplemental) on the same check.

14k Delivers all wage tax categories for wages reported (e.g., W-2, 1099).

14l Maintains tax rates within the proposed system.

14m Maintains a history of tax tables by change date.

14n Employees can change W-4 information via a Web portal.

14o Managers can change employee W-4 data via a Web portal.

14p Tax documents (e.g., signed W-4, I-9) can be attached to an employee’s record.

14q Provides a payroll tax reconciliation tool.

14r Tracks YTD taxes, by tax, type for an unlimited number of years in check detail history.

14sTracks YTD taxable wages, by tax type, for an unlimited number of years in check detail history.

14t Accommodates separate tax-exempt controls for federal, state, and local taxes.

14u Provides additional withholding fields for federal, state, and local taxes.

14v Supports one-time additional tax amounts in payroll processing.

14w Allows payroll adjustments to correct taxes to be posted to current quarter.

14x Allows payroll adjustments to correct taxes to be posted to a prior quarter.

15 – Employee & Manager Self-Servicea. Employee Self-ServiceDescribe the Vendor’s application employee self-service functionality. What are the major features?

Is this application integrated with the main HRIS application?


15a Employees can view communications posted from administrators.

Employees can access links that can launch:

15b Documents (forms may be saved and/or printed).

15c Websites

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15d E-mails

15eEmployees can model their paycheck for changes including deductions, marital status, and exemptions.

Employees can view and/or update personal information including:15f Name15g Address15h Phone numbers15i Emergency contacts15j Educational background

15k Employees can view their status and key dates.

15l Employees can view company property assigned to them.

15m Employees can view EEO/I9 information.Employees can view job information including:15n Job code and title15o Date and time in job 15p Compensation15q Supervisor15r Organizational levels15s Job history including change reasons15t Performance review history15v Salary history15w Licenses15x Skills15y Tests15z AwardsEmployees can view unlimited pay history including:15aa Net pay15ab Hours by code15ac Earnings by code15ad Deductions by code15ae Taxes by code15af Direct deposit distribution

15ag Employees can view current and previous year-to-date totals.

15ah Employees can download and print their W-2.

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15ai

Employees can designate that the electronic copy of the W-2 is the only copy that they require.

Employees can view benefit information including:15aj Current benefit elections15ak Employer contributions by code15al Beneficiaries and dependents15am Leave accruals and balances15an Participate in an electronic open enrollment15ao View all eligible plans15ap View the costs associated with these plans15aq Choose their benefit plan and coverage option15ar Request time off

15as Employees can update current benefits coverage based on qualifying life events

15at Employees can view documents attached to their employee record.

b. Manager Self ServiceProvide an overview of the features available through the manager self-service.

Describe the integration between the Vendor’s self-service application and the HRIS/payroll software.

Describe to what level access to information can be controlled (e.g., screen, field, etc.).


15au Managers have access to the entire employee self-service capability.

15av Managers can search for employees by name or employee number.

Managers can view and/or modify the following information:15aw Employee personal information15ax Employee job information15ay Employee job history15az Employee compensation history15ba Educational background15bb Licenses and certifications15bc Performance reviews

15bd Begin requisition process to create job openings

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15be Review and approve leave requests.

15bf Update organization information (e.g., department, division, and supervisor).

15bg Attach documents to an employee record

15bh Establish whether attached documents are viewable by the employee

15bi Begin termination workflow process.15bj Access on-line forms/checklist, etc.

16 –System Administration


16a Offers role-based security (system access based on an individual’s role within the organization).

16b Allows password reset by administrators.

16c Allows users to have more than one security profile.

16d Offers the ability to copy roles when creating them.

16e Includes built-in workflow.

16fIncludes a Web business rules feature that enables administrators to view and edit entries in code and description tables.

16g

Includes a company communications posting feature that enables you to make company information available 24 x 7 to users via the Web.

16hIncludes the ability to upload and securely share documents such as Microsoft Word documents, Excel spreadsheets, and PDF files.

16i

Offers a page-linking tool that allows users to create hyperlinks from your portal to external Web sites, other products or other Web pages (e.g., link to your benefits network).

16jIncludes the ability to designate whether page links will appear inside the product framework or be launched in a second browser.

16k Includes the ability to customize the color scheme for your Web pages.

16l Includes the ability to re-brand the Web pages (i.e., use your own logo).

16mIncludes the ability to add your own menu items and Web pages, and still be contained within the system’s security framework.

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16n Includes the ability to establish user-defined fields on Web pages.

16o Offers the choice to display or not display user-defined fields on employee Web pages.

16p

Designates different levels of ability to manage system administration activities, from a super user with all rights, to users with lesser degrees of system administration access.

16qGenerates data-driven user names and passwords to increase the options for creating Web user login names and default passwords.

16r Allows you to view user login activity.

16s Activates new Web users automatically or manually.

16t Sends welcome email to new employees with log in information.

16u Terminated employees’ Web access inactivated automatically or manually.

16v Resets user passwords.

16wRequires strong passwords (case sensitive). Define password options in the event SSO is not available.

16xRequires that passwords expire based upon a number of days designated by the system administrator.

16yRequires that passwords for a given user are always different by maintaining password history.

16z Stores and displays password hints to help remind users of their passwords.

16aa Uses a mass password reset to change the default password for one or all users.

16ab Ability to secure at a field level.

16ac Ability to audit who has viewed/changed items in the system.

17 – WorkflowsPlease describe the workflow setup including where custom programming is required.

Do you supply any predefined workflow processes? If so, how many are delivered as standard?

How much flexibility does client have in building workflows?

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17a Provides built-in approvals for a hierarchy (multiple levels) of approvers.

17bProvides for approval by role, where anyone who is assigned the role can approve incoming requests.

17c Allows the re-allocation or delegation of tasks from one approver to another.

17d Allows the assignment of observers and e-mail recipients to workflow processes.

17eAutomatically send e-mail notices to approvers to inform them that they have a request that requires attention.

17fAutomatically sends e-mail notices to the initiator of a request to let him/her know it has been approved.

17gAllows users to view outstanding workflow transactions in various states such as pending or complete

17hAllow out of the office delegations to automatically manage workflows during an individual’s absence

17i Allow users to cancel pending workflows (e.g., when an employee leaves the company).

17j Provides wizards to walk managers through work event processes.

17k Uses audit trails to capture all modifications to employee information.

17l Captures the date and time when a request was approved.

17m Captures who approved a request.

17n Captures approver comments associated with a request.

17o Performs real-time updates to employee information.

17p Allows users to make date-sensitive changes, which are applied on the desired date.

17q Allows users to view summary statistics about all workflow activity.

17r Allows workflow e-mail messages to be customized.

17s Displays warning and error messages to users in relation to requested changes.

18 – Records & ReportingA. HistoryFor archived records, what is the retrieval time?

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How is system performance affected by the growth of the historical records?


18aProvides a narrative history (e.g., for disciplinary actions, grievances, exit interviews).

18b Provides point-in-time reporting capability.18c All historical data is viewable.18d All historical data is reportable.Maintain unlimited history on the following:18e Job information18f Salary and wage data18g Evaluation and performance data18h Career, skills and education18i Training information18j OSHA and workers’ compensation data18k Organizational changes18l Employee status18m Benefit elections18n Pay check details18o Earnings detail18p Deduction detail18q Tax detail18r Archives older historical records.18s Can bring firm history from prior software.

B. ReportingProvide a brief overview of the Vendor’s reporting tools and how they are integrated with the HR and payroll system.

Does the Vendor’s system have point-in-time reporting capabilities? Please describe

Describe the ad-hoc report writer that is delivered with the Vendor’s software.


18t Provides standard report capabilities.18u Provides Management dashboards18v Provides ability to schedule standard reports.

18w Provides access to unlimited years of check and schedule history.

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18x

Provides flexibility for defining selection criteria, date ranges, sorting and grouping options, and report output enabling users to tailor information to their specific needs.

18y Provides ability to set up and run batch reports.

18z Provides ability to access reports area from within the system.

18aa Provides user-friendly, graphical user interface for accessing and running reports.

18ab Provides point-in-time reporting capabilities.18ac Provides integrated ad hoc report writer.

18ad Generates reports on all fields that exist in the data dictionary.

18ae Allows for incorporation of graphics such as logos.

18af Provides easy-to-use report catalog; user is not required to understand the database design.

18agPresents data in a way that makes it easy for users to navigate within a database and assemble reports.

18ah Provides ability to change field names.

18ai Provides “open” system so that it can be used with other report writer tools.

18aj Provides managers with standard pre-formatted reporting functionality.

18k Managers can run reports on live data18al Managers can select report criteria at run time

18am Data on reports is filtered by the manager’s security (filtered security setup).

18an Report results can be stored

18ao Managers can view and reuse a previously stored report

18ap Managers can select a report sort order18aq Manager can select a report group order18ar Manager can select report page breaks18as Managers can set expiration dates for reports18at Managers can output reports in PDF format18au Managers can output reports in Excel format18av Ad hoc reports can be scheduled

C. DatabaseWhat databases does the Vendor’s application support?

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Does the Vendor’s system allow backups with no downtime? Does it allow backups to be unattended? When are backups completed i.e. time of day?

Describe the ease and flexibility for extrapolating data, and maintaining and creating sub-files and macro-processes.

Does the Vendor provide its clients with a data dictionary?

How does the Vendor’s application handle multi-user contention or concurrency?

19 – System SecurityAlliance Behavioral Healthcare is looking for explicit detailed, technical responses to the following regarding SaaS solutions. Please provide the Vendor responses in the Comments section in the table below, using as much space as necessary to fully comment on a statement or answer a question.

ID General Security Comments

19a

Alliance Behavioral Healthcare reserves the right to periodically audit the infrastructure hosting the Alliance Behavioral Healthcare Management System application to ensure compliance with Alliance Behavioral Healthcare policies and standards. Non-intrusive network audits (basic port scans, etc.) may be randomly performed without prior notice. More intrusive network and physical audits may be conducted on site within 24-hour notice.

19b

Please provide documentation with the proposed architecture that includes a full network diagram of the potential Alliance Behavioral Healthcare Management System application environment, illustrating the relationship between the environment and any other relevant networks, with a full data flowchart that details where the potential Alliance Behavioral Healthcare Management System data would reside, the applications that manipulate it and the security thereof.

19c

Please tell Alliance about the Vendor’s organizations ability to immediately disable all or part of the functionality of the application should a security issue be identified.

ID Physical Security Comments

19d

Would the equipment hosting the application for Alliance Behavioral Healthcare be located in a physically secure facility, which requires, at a minimum, badge access?

19e Would the infrastructure (hosts, network equipment, etc.) hosting the Alliance Behavioral Healthcare

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Management System application be located in a locked cage-type environment?

19f

Alliance Behavioral Healthcare must have the final approval of who is authorized to enter any locked physical environment, as well as access to the Alliance Behavioral Healthcare application infrastructure.

19g

Please disclose, by name and title, who in the Vendor’s organization would have access to the environment hosting the application for Alliance Behavioral Healthcare.

19h

Alliance Behavioral Healthcare requires that a SaaS disclose their SaaS background check procedures and results to grant approval for use of a SaaS.

Describe in detail the Vendor’s background check procedures.

ID Network Security Comments

19i

Indicate whether the network hosting the application is physically isolated from any other network or customer.

If the network hosting the application is not physically isolated from any other network or customer, please describe the configuration settings confirming data and processing segregation.

19j

Describe how Alliance Behavioral Healthcare users will connect to the solution.

If connection will be via a private circuit, such as frame relay, then that circuit must terminate on the Alliance Behavioral Healthcare extranet and the operation of that circuit will come under the procedures and policies that govern the Alliance Behavioral Healthcare Business Partners.

OR

If connection will go over a public network such as the internet, appropriate firewalling technology must be deployed by the SaaS vendor, and the traffic between Alliance Behavioral Healthcare and the SaaS must be protected and authenticated by cryptographic technology.

ID Host Security Comments

19k

Describe how and to what extent the host operating systems (Unix, NT, etc.) comprising the Alliance Behavioral Healthcare Management System application infrastructure has been hardened against attack.

19l Provide a listing of current patches on hosts, including

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host OS patches, web servers, databases and any other material application.

19m Indicate how and when notification for security patches for the applications will be provided.

19n Describe in detail the Vendor’s processes for monitoring the integrity and availability of your hosts.

19o

Describe in detail the Vendor’s password policy for the Alliance Behavioral Healthcare Management System infrastructure, including minimum password length, password generation guidelines, and how often the passwords are changed.

19pDoes the solution generate all user accounts and provide a one-time password, which must be changed at the first logon?

19q

Does the solution provide information on the account generation, maintenance and termination process for both maintenance and user accounts?

Include information about how an account is created, how account information is transmitted to the user, and how accounts are terminated when no longer needed.

ID Web Security Comments

19r

At Alliance Behavioral Healthcare’s discretion, the SaaS provider may be required to disclose the specific configuration files for any web servers and associated support functions (such as search engines or databases).

19s Identify all of the SaaS application tools

19t

Provide documentation for Quality Assurance testing and web code review for the Alliance Behavioral Healthcare Management System application we will be using.

ID Cryptography Comments

19uIndicate whether the Alliance Behavioral Healthcare Management System application infrastructure will use any non-standard cryptography.

19v Do the algorithms used by the application have the strength to equate to 168-bit Triple DES?

19w

Alliance Behavioral Healthcare requires that any connections to the solution utilizing the Internet must be protected using any of the following cryptographic technologies: IPsec, SSL, SSH/SCP or PGP.

Identify the cryptographic technology that will be used in the Alliance Behavioral Healthcare Management System application.

19x Indicate if the Alliance Behavioral Healthcare Management System infrastructure application will

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require PKI.

20 - Customization Describe the delivered tools and methods required to customize the Vendor’s application. Can Alliance perform these customizations or does the vendor need to modify the system?

Describe customer configuration vs. vendor customization for product.

Can Alliance customize the look and feel (e.g., logos and colors) in the Vendor’s application?

How are customizations preserved during product updates?

What is the effect of future upgrades on Alliance customizations?

Explain the ability to configure data entry screens and to create new inquiry screens and the ability to add user defined fields or dropdown options.

D. IMPLEMENTATION In this section, Vendor is requested to identify implementation and training resources, and illustrate a successful implementation methodology.

1 - Approach Please identify the Vendor’s implementation methodology and describe the nature of the Vendor’s implementation assistance with brief comments on the following topics:

Process review and redesign• Project Planning • Project Scheduling (include project timeline)• Personnel assignment by role• Project planning & control / project management approach• Software customization• Orientation and training• System testing• User acceptance Implementation• On-going support – please provide available examples of on-going support

2 - Data Conversion Provide a detailed explanation of any tools the Vendor have available for conversion of data as well as a detailed explanation of the Vendor’s conversion methodology.

Provide examples of systems the Vendor has converted from in past engagements including amount of data converted, time to convert etc.

Are there any limitations on the conversion of data from existing systems into the Vendor’s system? If yes, please explain in detail what those limitations are.

What edit capabilities does the Vendor employ to prevent the conversion of bad data and what visibility into the data captured in those edits does the Vendor provide?

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3 - Project PlanSubmit a sample project plan that identifies the Vendor’s methodology in implementing Alliance’s solution. The plan should identify the scope and level of effort (in hours or days) required of Vendor personnel, CLIENT project team, and end users. Preferably, a summary in MS Project.

4 - Education and TrainingDescribe the Vendor’s approach to user training. This should include approach (train the trainer, classroom, etc.), location of any classes, and training materials used.

If formal education facilities and/or programs are offered, the recommended courses and corresponding costs should be specified. In addition, the Vendor is requested to submit education catalogs, if available, indicating syllabus, course dates, location, and tuition costs.

Please include training plan for 500+ current employees, 80+ Supervisors, and ongoing for new hires, new Supervisors, and refresher courses. Also, training for System Administrators in HR and Payroll Depts.

What will be provided for technical support training (method, type, venue)?

Is there a test database utilizing real data available for future new employee training?

5 - StaffingOutline the staffing considerations involved with implementing the Vendor’s solution. List the specific roles and the number of full and part-time equivalents the Vendor would expect to fill those roles under normal circumstances. Please include all relevant resources (staff, administration, support, Information Service, etc.), the number of years that they have been with the company, the number of years that they have been implementing this particular software and the number of years that they have been working in a healthcare environment.

Please provide a recommendation on what staff Alliance Behavioral Healthcare will need internally to help support the solution. What internal staff is needed (please provide specific roles or skill level)? How will internal staff interact and collaborate with the Vendor for support?

E. MAINTENANCE AND SUPPORTIn this section, Vendor is requested to describe its ongoing support of the installation and system users.

1 - Software Support a. Describe the Vendor’s maintenance/support policy in terms of key features. Describe

alternative support packages, if any. Address maintenance/support functions in the context of the following topics and any others that may be pertinent:• Trouble line for problem call-in• Initial installation and configuration• Remote dial-in diagnostics• On-site, local support

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• Software release/fix down loading process• Response time guarantees• User groups and newsletters• Controlled change request process• Use of Internet for problem reporting and management

b. Indicate whether application software updates are distributed on a scheduled basis. Please also indicate the method of communication.

c. Does Alliance need to purchase a maintenance contract? How much, what type of maintenance will be included in original contract?

2 - Warranty Perioda. Describe provisions of the software warranty, including the term of such provisions and when

the warranty period begins, with respect to modular software, by module.

b. What are the Vendor is consulting rates for customization?

F. THE COST PROPOSALThe Vendor must include and complete all tabs of the Cost Proposal in a clear and accurate manner. It is the responsibility of the Vendor to clearly identify all costs associated with any item or series of items in this RFP. Costs that are not clearly identified will be borne by the Vendor. Prices quoted must be held firm for minimum of ninety (90) days.

1 - Pricing StrategyIndicate the basis of the Vendor’s software pricing strategy (i.e., based on number of staff, number of performance management modules, etc.). If software is assembled from multiple vendor sources, this should be identified. If there is an additional cost for non-production system (such as a test system), please identify that as well.

2 - Software Maintenance - Costs Identify annual cost and the basis on which adjustments are made to ongoing software maintenance charges as well as any expected increases projected for the next five years.

3 - Implementation Support - Costs Implementation and support fees are to be identified. Address the flat fee or hourly cost of the following and provide an estimated total cost to Alliance based on experience with other like implementations:

Add cost lines as necessary.

One time feesOne time/Initial implementation fees:Training fees:

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One time feesConsulting fees:

Initial year costs-include all fees for license, use, access, etc.For x users:For each additional user:Provide the pricing algorithm used to calculate this cost.

Ongoing annual costs-include all fees for maintenance & operations (M&O), support, software, hardware, use, access, etc.

For x users:For each additional user:

Provide the pricing algorithm used to calculate this cost. Also, provide the Vendors policy regarding price increases.

Five (5) year cost of ownershipIndicate the estimated TCO ("total cost of ownership") for the product over a 5 year period.

Additional Costs (if any)Training CostsMonthly Hosting FeesMonthly Processing FeesMonthly Services FeesOther Monthly FeesAll Third Party CostsProject Management

Process re-design Software modifications (custom programming)

On-going support Provide examples of potential support issuesTravel, per diem and any other expenses associated with the delivery and implementation of the proposed items must be included in the Vendor’s costs.

G. EVALUATION AND AWARD CRITERIA

1 – Evaluation ProcessBids will be examined promptly after opening and award will be made at the earliest possible date. System demonstration may be requested of finalists. Bids may be withdrawn by written notice.

2 – Evaluation CriteriaAlliance will evaluate proposals based on the following:

Evaluation Criteria

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Functional RequirementsIntegration of SystemTechnical FitRisk/SecurityCostImplementation and Training ProcessAdditional Functionality for Future Expansion

Alliance may require finalists to conduct a software demonstration of their proposed HCM product along with all proposed third party product(s) components. The head of the Evaluation Committee will schedule requested demonstration(s). Representatives of the Vendor shall conduct the software demonstration. The software demonstration of any other proposed third-party application software solution components, where the software Vendor is not the Vendor, may be conducted by representatives of the software Vendor of that software component, under the direction of the Vendor. The Vendor shall demonstrate all of the requirements identified. Alliance will provide a meeting room with Internet access. All other resources required for the software demonstration shall be the responsibility of the Vendor. Vendor shall confirm in writing any substantive oral clarification of, or change in, their proposal made in the course of discussions during the software demonstration and validation workshop. Any such written clarification or change shall become part of the Vendor’s proposal.

3 - Award of ContractAlliance reserves the right to award to a single Responder that submits the best overall proposal as determined by Alliance on the basis of the evaluation factors included in the Request for Proposals. Price shall be considered, but shall not be the sole determining factor.

Once the proposals are ranked and the most qualified firm(s) are determined, Alliance may conduct further negotiations, and/or request presentations from firm(s) to further assist in the clarification of information and selection process. Per NCGS 143-129.8(c), Negotiations allowed under this section shall not alter the contract beyond the scope of the original request for proposals in a manner that: (i) deprives the Vendors or potential Vendors of a fair opportunity to compete for the contract; and (ii) would have resulted in the award of the contract to a different person or entity if the alterations had been included in the request for proposals.

Proposals submitted under this section shall not be subject to public inspection until a contract is awarded.

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Non-Collusion Affidavit - Attachment A

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Alliance Vendor Profile Form – Attachment B

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Alliance EFT Authorization Form - Attachment C

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W-9 Form - Attachment D

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Addendum Acknowledgement - Attachment E(Used if any addendums are issued)

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