RFP 18-17

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The Houston Housing Authority (HHA), has issued this Amendment No. 1 to RFP 18-17 Human

Resource Management System (HRMS) for the purposes of:

1. Revising Section 4.0 Procurement Schedule in the original solicitation to read:

EVENT DATE

Date Solicitation Advertised

August 10, 2018

Deadline for the submittal of

written questions to

Purchasing@housingforhouston.com

3 P.M. CDT August 21, 2018

Deadline HHA will Post Answers

to written questions on

Housingforhouston.com

3 P.M. CDT August 24, 2018

Deadline for Sealed Responses

4 P.M. CDT September 7, 2018

Estimated Contract Award Date

October 2018

2. Answering the following questions that was submitted to HHA in writing:

Question 1: I understand the due date is August 31st, unfortunately that is a very tight turn-around

time. Would you please consider extending it another two weeks?

Answer 1: See the above revised due date for sealed responses.

2640 Fountain View Drive, Houston, Texas 77057 | 713.260.0600 | Tory Gunsolley, President & CEO Houston Housing Authority Board of Commissioners: LaRence Snowden, Chair | Phillis Wilson, Vice Chair

David E. Ruiz | Kristy Kirkendoll | Shondra E. Wygal | Tim Horan

Question 2: Has Houston Housing Authority participated in demonstrations or education sessions of vendor solutions that can address some of the solution outlined in the RFP? If so which vendors?

Answer 2: Yes, but HHA is not going to disclose this information due to this not being relevant to the RFP.

Question 3: Has Houston Housing Authority used content or services from a consulting company or membership organization to help create the RFP? If so which organizations or agency?

Answer 3: No.

Question 4: Will Houston Housing Authority use the services of an outside agency to help lead the selection process? If so who?

Answer 4: No.

Question 5: Has Houston Housing Authority performed any business process review for the processes included in the scope of the RFP prior to the release of this RFP? If so please describe the top five business processes that Houston Housing Authority believes should be redesigned.

Answer 5: Payroll, HR & Benefits, Applicant Tracking System, Time & Attendance Tracking, Outside Users accessibility.

Question 6: Has Houston Housing Authority worked with any consulting agency or membership organization to help identify business process improvements? If so who?

Answer 6: No.

Question 7: Please describe the budget range that has been approved or you feel would be acceptable for this project based on the scope of your RFP.

a) $1,000,000 - $1 ,500,000 b) $1,500,001-2,000,000 c) $2,000,001 - 2,500,000 d) Over 2,500,000

Answer 7: This information is not provided during an open competitive solicitation.

Question 8: Has Houston Housing Authority identified a project team that will support this project? How many full time equivalents will be dedicated to the project? Has Houston Housing Authority identified who these individuals will be?

Answer 8: We do not have a team at this time but will assign a team when a product is selected.

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Question 9: Does Houston Housing Authority own end user reporting tools or business intelligence tools that you would hope could be repurposed for use with your new HRMS product? If so what are they?

Answer 9: Yes, SSIS and Reporting Services.

Question 10: Based on the regular business calendar at Houston Housing Authority has your organization identified a proposed project timeline or phasing approach for the implementation of your solution that would work best for you? If so please outline at least start and go-live dates.

Answer 10: 90-days from date of award; effective December 15,2018.

Question 11: Is there a specific DBE participation goal for this project?

Answer 11: Refer to Attachment c. Specifically, Section IV. HHA'S Goal, on page 17 of26.

Question 12: How many employees does Houston Housing Authority have today?

Answer 12: See Answer No. 19.

Question 13: How many named users by department does Houston Housing Authority have today?

Answer 13: We have approximately 250 employees.

Question 14: Will the organization allow us to bid solely on the timekeeping requirements of this project? We are a "best of breed" Public Sector workforce management specialist with unique features not found in generic ERP timekeeping modules, and we interface to all popular HRiPayroll/ERP systems.

Answer 14: No.

Question 15: How many employees will be using the timekeeping system, for licensing purposes?

Answer 15: Refer back to Question No. 13.

Question 16: Does the organization want us to include a specific number of time clocks in our quote, or just include line item pricing?

Answer 16: Yes, we need four (4) time clocks. We would like to have additional quotes for additional clocks in case we elect more than four.

Question 17: What type oflD method is desired (biometric, proximity reader, mag-stripe reader)?

Answer 17: Biometric.

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Question 18: Do employees need to be able to change jobs, add project cost information, etc. directly at the clocking station?

Answer 18: Yes.

Question 19: Can you provide a breakdown of full time / Part time employees?

Answer 19: 249 Full-time; I Part-time; 84 exempt; 166 non-exempt.

Question 20: Does the Housing Authority know the # of clocks you plan to deploy?

Answer 20: Refer back to Question No. 16.

Question 21: Whether companies from Outside USA can apply for this? (Like from India or Canada)

Answer 21: Should have a local representative available to come to our site at no additional cost.

Question 22: Whether we need to come over there for meetings?

Answer 22: Refer to Question No. 21.

Question 23: Can we perform the tasks (related to RFP) outside USA? (Like from India or Canada)

Answer 23: Refer to Question No. 21.

Question 24: Can we submit the proposals via email?

Answer 24: No.

Question 25: Which system are you currently using for HRMS?

Answer 25: Refer to Question No. 29.

Question 26: Which system are you using for ERP and which system(s) will need to integrate with the new HRMS?

Answer 26: Refer to Question No. 29.

Question 27: How many user / concurrent user licenses are required?

Answer 27: Refer to question No. 13 .

Question 28: Do you have an anticipated budget for this initiative?

Answer 28: See Answer No.7.

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Question 29: What is your current Human Resources system of records that is being used by HHA?

Answer 29: VISTA, TimeClock Plus, Symphony Talent, Selerix.

Question 30: What is your current Time and Attendance system that is being used by HHA?

Answer 30: Refer to Question No. 29.

Question 31: What is your current Benefit Administration system that is being used by HHA?

Answer 31: Refer to Question No. 29.

Question 32: What is your current Recruiting Management software that is being used by HHA?

Answer 32: Refer to Question No. 29.

Question 33: What is your current Performance, Talent and Learning Management system that is being used by HHA?

Answer 33: We have a manual system that is done in house for our annual evaluation. We use an on-line system, HTVN, for annual education and Wonderlic for pre-employment testing.

Question 34: What is your current Payroll system that is being used by HHA?

Answer 34: Vista HRMS

Question 35: What is your current Reporting/Workforce Analytics?

Answer 35: See Answer No. 34.

Question 36: Do you use any third-party systems for integrations to benefits or onboarding?

Answer 36: Yes, Selerix.

Question 37: What are your integration components?

Answer 37: TimeClock Plus and Selerix.

Question 38: Is HHA flexible with 60% remote implementation option?

Answer 38: No.

Question 39: Is HHA flexible with Onshore/Offshore model?

Answer 39: Refer to Questions 21,22 and 23.

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Question 40: The expectation stated on section 3.1 , can we get more clarity on that as to what it means that the "operation of the HRMS should be complete within 60 business days of the award of the contract". Are you expecting the implementation to be completed within 60 days from the award of contract including Payroll? Is there a target go-live date that has been established already?

Answer 40: 12/15/2018

Question 41: Is HHA open for alternate proposal on schedule and sequencing? Example: Finance going live in parallel.

Answer 41: Yes, as long as it meets the go live date.

Question 42: Did HHA perform any Change impact analysis? If so can a copy be obtained?

Answer 42: No.

Question 43: Can HHA provide list of customizations, reports, workflows and Integrations in place?

Answer 43: No.

Question 44: Data Migration - Please provide key data volumes in all business areas.

Answer 44: Unsure.

Question 45: Is there an architecture diagram that HHA can share?

Answer 45: No.

Question 46: Does HHA currently own and use any testing tools?

Answer 46: HTVN and Wonderlic.

Question 47: How many test/dev environments are in place currently and what is the expectation around the test/dev environments going forward?

Answer 47: One testing environment and one developing environment. Our preference is to have a testing, development and testing environments separately.

Question 48: Is there any data masking in place currently for downstream refreshes?

Answer 48: Unsure.

Question 49: Is there any requirement for Single Sign on for the To-Be solution?

Answer 49: We currently do not have a Single Sign on requirement.

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Question 50: Please provide employee volumes & types of employees in the Organization vs. Full time / Part Time, Contingent Workers, Salaried / Hourly.

Answer 50: Refer to Question No. 19.

Question 51: How many types of payrolls does HHA have and what is the frequency of each payroll?

Answer 51: One (1) payroll that runs bi-weekly. We occasionally process terminations and bonuses which are not on the normal payroll run.

Question 52: Does HHA have any existing security policy document? If so can that be shared?

Answer 52: Yes, we do have security policies but not able to share at this time.

Question 53: What are the Monthly/Quarterly/Annual activities in place from Finance, HR and Payroll perspective?

Answer 53: We have various reports and activities.

Question 54: Does the implementation have any localization requirements?

Answer 54: Yes.

Question 55: What is the size of HR, Finance & Payroll User Base?

Answer 55: Refer to Question No. 19.

Question 56: What location do the Users primarily operate from?

Answer 56: Our corporate office in Houston, Texas; however, we are seeking a product that can provide remote access.

All other terms and conditions shall remain the same.

Date e in M. Coleman, MS, C.P.M. Pr urement Manager,

ouston Housing Authority

tit ...... A Fair Housing and Equal Employment Opportunity Agency. For assistance: Individuals with disabilities may contact the 5041ADA Administrator at 713-

260-0353, TTY 713-260-0574 or 504ADA@housingfiJrhouston.com

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