RFP: 09-14 PRE-SUBMITTAL CONFERENCE · • Trapeze OPS Client, Version 13, IBM Maximo, 7.5.0, Coda UNIT4 NV v.12.000, Ceridian SourceTime 7.3.0 Current SORTA Technologies: TCP/IP

RFP: 09-14

PRE-SUBMITTAL CONFERENCE

Pre- Submittal Conference: HRIS & TAS

HUMAN RESOURCES INFORMATION

SYSTEM

&

TIME AND ATTENDANCE

SYSTEM


Welcome/Opening Remarks

• SORTA

– A political subdivision of the State of Ohio,

organized pursuant to §§306.30 et seq. of the

Ohio Revised Code.

– Also a grantee of the U.S. Department of

Transportation, Federal Transit Administration

(FTA).


SORTA

Organizational Structure


• SORTA Board of Trustees

• Chief Executive Officer/General Manager

1. Chief Operations Officer

2. Chief Financial Officer

3. Executive Director of Administration

4. Executive Director of Human Resources / EEO

Officer

5. Executive Director of Development/DBE Officer

6. Executive Director of Strategic Communications

7. Chief of Legal Affairs/Risk Management


SORTA

PROCUREMENT

WEBSITE


http://www.go-metro.com/doing-business/bid-opportunities

• View Current Procurement Opportunities

• Purchasing Department Personnel

• General Terms and Conditions with Federal

Clauses

• Other Important Items


PROCUREMENT PROCESS

AND

KEY REQUIREMENTS


• RFP is available by contacting Kunjan Dayal

• Proposers shall not rely upon verbal statements made

during the Pre-Submittal Conference or otherwise.

• All questions regarding this procurement must be

submitted in writing to Kunjan Dayal

• By e-mail to [email protected] (preferred); or

• By fax to (513) 632-7505

mailto:[email protected]




• During this presentation, please write questions on the

index cards provided.

• Attendees participating via phone must email their

questions to [email protected].

• After the overview of the Scope of Services, questions

will be collected and read aloud.


• Where possible, verbal answers will be provided.

• Responses to all questions will be issued to all Record-

Holders by written addendum.

• Responses to questions that require further research

will be included in the written Addendum.


Key Requirements

– Proposal Validity (120 calendar days)

– Proposal Format

• Submit in 2 volumes

• 1+5 copies of each volume + CD

• Volume 1, the Technical Proposal

• Volume 2, the Business Proposal


Key Requirements

Technical Proposal (Volume 1):

• Cover Letter

• Project Approach

• Firm Qualifications and Experience

• Staffing


Business Proposal (Volume 2):

• Cover Letter

• Insurance Certificates

• Certifications

• Exceptions to Contractual Terms

• Price Proposal


Evaluation Criteria

• Proposed Project Approach

• The firm’s staffing and availability of qualified personnel in the areas of project implementation, operation and reporting

• The firm’s qualifications and experience

• Price (inclusive of the base period of 5 years, and the 5-year option period)


Selection/Award Process

• Sealed Proposals (not Publicly Opened)

• Responsiveness Determination

• Selection Committee Evaluation

– Evaluate Proposals per Criteria


Selection/Award Process (continued)

• Competitive Range

• Responsibility Determination

• Presentation/Discussions (Optional)

• Final Competitive Range

• Negotiations


Schedule of Events (estimated)

RFP Issued March 4, 2014

Pre-Submittal Conference March 13, 2014

Last Day for Inquiries March 24, 2014

Proposal Due Date & Time April 11, 2014 – 2 PM

Anticipated Board Action June 17, 2014

Notice to Proceed July 1, 2014


WORK

SCOPE

OVERVIEW


Proposals may be submitted for:

Payroll/HRIS as an integrated product WITHOUT Time and Attendance

Time and Attendance as a stand-alone product

Payroll/HRIS AND Time and Attendance as an integrated product

Optional Services


OPTIONAL SERVICES (If not part of base product, proposals may

be submitted on the following “optional” services):

Employee self-service (e.g. for address changes, pay history, Form

W2 reprints, withholding changes, open enrollment)

Onboarding (new hire self-service and reporting)

Enterprise Learning Management (ELM)

Training Administration

Manage Competencies

Manage Labor Relations


The software/service must:

Be web-based, either remotely hosted as Software-as-a-Service (SaaS),

or locally hosted for operation on Microsoft Windows Server 2008 and MS

SQL Server 2008 R2.

Convert historical data (2004 forward) from Ceridian Latitude HRPR

and/or Ceridian SourceTime, including parallel testing prior to “go-live”

date

Provide adequate training for all users on new products (preferably a

combination of web-based, classroom, and one-on-one support teaching

methods).

Include a Service Level Agreement (SLA) that specifically details the

customer service benchmarks the proposer can commit to and the

specific remedy(ies) to SORTA in the event that the commitments are not

met.


Number of Employer Identification Numbers 1

Total Number of Employees ~875

Number of employees for Time and Attendance capturing ~190

Number of time clocks for Time and Attendance capturing 5

Number of W2s Issued ~1045

Payroll Processing Frequency Biweekly

Number of Locations 3

Number of state jurisdictions 3 (OH, KY, IN)

Number of local jurisdictions

9 (Cincinnati, Silverton,

Dearborn[IN], plus 6 Ohio school

districts)

Number of users of Payroll/HRIS ~15

Number of users of Time and Attendance software ~30


Current Technologies:

• TCP/IP Network, Routed Switch Network, 1000/100 Mb to the

desktop, Gigabit to the server

• Internet access is controlled by Astaro Firewall

• Multiple Windows 2008 Servers

• SQL Server 2008 Enterprise Database Server

• Novell Groupwise 2012 Email

• Windows 7 Desktop

• MS Office 2010

• Timeclocks: Accutime Series 4000

• Ceridian HPL (HR-Payroll Latitude) 5000.00043.56

• Ceridian SourceTime 7.3.0

Current Imports/Exports:

• Trapeze OPS Client, Version 13, IBM Maximo, 7.5.0, Coda

UNIT4 NV v.12.000, Ceridian SourceTime 7.3.0

Current SORTA Technologies: TCP/IP Network, Routed Switch Network, 1000/100 Mb to the desktop, Gigabit to the server Internet access is controlled by Astaro Firewall Multiple Windows 2008 Servers SQL Server 2008 Enterprise Database Server Novell Groupwise 2012 Email Windows 7 Desktop MS Office 2010 Timeclocks: Accutime Series 4000 Ceridian HPL (HR-Payroll Latitude) 5000.00043.56 Ceridian SourceTime 7.3.0 Current SORTA Imports/Exports: Trapeze OPS Client, Version 13, IBM Maximo, 7.5.0, Coda UNIT4 NV v.12.000, Ceridian SourceTime 7.3.0










• MS Office 2010







IMPORTANT NOTES:

1. Time and Attendance will serve a subset (approx. 190 employees) of the

employee population.

2. The “go-live” dates, are estimated as September, 2014 for Time and

Attendance and January, 2015 for Payroll/HRIS.










• MS Office 2010







PRICE OFFER:

1. Payroll/HRIS a. Product offered (Payroll/HRIS without Time and Attendance OR Payroll/HRIS and Time and Attendance as an integrated system).

If offering more than one product, use separate sheets of this table and

label them 1b etc.: 1. Product Offered

2. Name of product

3. SaaS or Locally Hosted:

4. Version

5. Licensing Requirements










• MS Office 2010







PRICE OFFER (continued):

TOTAL COST OF OWNERSHIP:

(the amount shown here shall cover the period from Contract award, Implementation, Go-Live thru the Base 5-years and Optional 5-years) 1. Implementation Charges

2. Training Charges

3. Monthly Recurring Charges, if any

4. Annual Fee, if any

5. TOTAL COST










• MS Office 2010







PRICE OFFER: 2. Time and Attendance a. Product offered (Time and Attendance as a stand-alone product OR Time and Attendance as part of an integrated system). If offering more than one product, use separate sheets of this table and label them 2b etc.: 1. Product Offered

2. Name of product

3. SaaS or Locally Hosted:

4. Version

5. Licensing Requirements










• MS Office 2010







TOTAL COST OF OWNERSHIP:

(the amount shown here shall cover the period from Contract award, Implementation, Go-Live thru the Base 5-years and Optional 5-years)

1. Implementation Charges

2. Training Charges

3. Hardware Price (5 Timeclocks)

4. Monthly Recurring Charges, if any


6. TOTAL COST

Proposer must attach a breakdown of above pricing showing prices in unit rates of each, per month, per year as the case may be. Further, if pricing is based on concurrent users, Proposer shall indicate one license and specify maximum number of users permitted.










• MS Office 2010







PRICE OFFER: 3. Optional Services a. Product offered (Select product[s] from Section 3D). If offering more than one product, use separate sheets of this table and label them 3b etc.: 1. Product Offered

2. Name of product

3. Version

4. Integrated product or stand-alone?










• MS Office 2010







TOTAL COST OF OWNERSHIP: The amount shown here shall cover the period from Contract award, Implementation, Go-Live thru the Base 5-years and Optional 5-years.

1. Implementation Charges

2. Hardware Price, if any

3. Training Charges

4. Monthly Recurring Charges


6. TOTAL COST

Proposer must attach a breakdown of above pricing showing prices in unit rates of each, per month, per year as the case may be. Further, if pricing is based on concurrent users, Proposer shall indicate one license and specify maximum number of users permitted.


QUESTIONS

&

ANSWERS


Adjourn

Documents

RFP: 09-14 PRE-SUBMITTAL CONFERENCE · • Trapeze OPS Client, Version 13, IBM Maximo, 7.5.0, Coda UNIT4 NV v.12.000, Ceridian SourceTime 7.3.0 Current SORTA Technologies: TCP/IP