Request for Proposal RFP18-1005 Employee HRIS and Time ...

Request for Proposal RFP18-1005 Employee HRIS and Time Data Solutions Prepared by

Water District No. 1 of Johnson County (Kansas)

Issue Date: August 10, 2018

Last Date for Submission: August 31, 2018

WaterOne 2018 Request for Proposal RFP18-1005 - HRIS with Timekeeping

This RFP and Exhibits or any resulting solutions may not be shared with others outside the respondent’s organization without written consent of WaterOne, whether or not the proposal is accepted. of 18

Contents

Section 1 – Introduction and Background Information ................................................................................ 3

Definition of Current Need ....................................................................................................................... 4

Current Statue Architecture...................................................................................................................... 6

Future State Goals..................................................................................................................................... 6

Section 2 – Qualifications and Proposal Requirements ................................................................................ 7

Section 3 – Requirements ............................................................................................................................. 8

Section 4 – Time Line RESPONSE TIMELINE ................................................................................................ 11

Section 5 – Terms and Conditions............................................................................................................... 11

Section 6 – Pricing ....................................................................................................................................... 12

Section 7– Business Profile and Customer References ............................................................................... 12

Section 9 – Additional Information ............................................................................................................. 15

Exhibit A - K.S.A. 44-1030 ........................................................................................................................ 16

Exhibit B - INSURANCE REQUIREMENTS ................................................................................................. 17



Section 1 – Introduction and Background Information WaterOne is an independent non-profit public water utility which derives its authority, duties, and franchise as a water utility by Kansas Law, K.S.A. 19-3501, et seq. With an operating budget of $110,000,000, WaterOne serves a population of approximately 425,000 and encompasses approximately 272 square miles in Johnson, Wyandotte, and Miami Counties of Kansas in the greater Kansas City metropolitan area. WaterOne is governed by a seven-member elected Board which has the responsibility to establish, manage, purchase, construct, operate, maintain and have the exclusive control of the water supply and distribution facilities of the company. This Board serves four-year terms and is elected "at large”. WaterOne currently employs up to 387 full-time, 4 part-time, and 22 seasonal non-union employees. WaterOne has within its structure seven functional divisions which are: Customer Relations, Distribution, Finance, General Manager, Human Resources, Information Technology, Legal/Audit, and Production. The General Manager serves as the Chief Executive Officer. The remaining divisions are led by a director who reports to the General Manager. WaterOne has approximately 150 different positions covering a variety of technical, professional, administrative, labor, and trade disciplines. Approximately 20% of WaterOne full-time positions are exempt. WaterOne’s mission is to provide a safe, reliable, high-quality water supply with superior service and value. To fulfill this mission, specified employee work may be assigned and tracked via a work order or project number. Employees tracking work hours include exempt and non-exempt. All employees are based/assigned to one of the organization’s three facilities. Approximately 50% of WaterOne’s workforce (exempt and non-exempt) may complete work assignments at various locations throughout the service area which includes the majority of Johnson County KS and parts of Wyandotte County KS. To support this mission, many of our positions must respond to off-site locations (work-site, customer locations, business partners, and etc.). Often completion of tasks requires emergency response outside of established work schedules.

Definition of Current Need

Water District No. 1 of Johnson County (WaterOne) is soliciting proposal from qualified firms to provide software and implementation service for employee HRIS and/or time data collection solutions, and the integration of those solutions with WaterOne’s existing ERP, which is SAP, SuccessFactors Learning Management System (LMS), and ADP payroll provider.

Through this RFP, WaterOne is seeking to:

• Understand the current HRIS and time data collection offerings in the marketplace and the

capabilities and the price point of those offerings

• Understand the challenges faced by organizations comparable to WaterOne that have recently

implemented HRIS and time data collection solutions

• Learn about good and best practice approaches to implementing HRIS and time collection

solutions

• Select HRIS and employee time data solution (solution(s) may be from single or multiple

source/partner solutions)

WaterOne is requesting solutions on employee HRIS and/or time data collection solutions to manage: HR, benefits, payroll, recruiting, onboarding, performance, compensation, time and attendance, and track project hours worked for a workforce with diverse positions. Solutions should comply with federal, state and local laws and regulations concerning wage and hour. Currently SAP is the system of record as well as the HRIS, which includes work schedules as well as business rules for time calculation. Time is currently recorded in SAP and uploaded to ADP for payroll processing. SuccessFactors Learning Management System (LMS) was recently added. A detailed listing of desired functions is attached. Examples of anticipated functionality of HRIS and employee time data solutions are as follows:

1. HRIS -Tracking, recording, and reporting of employee life cycle to include, but not exclusive to:

a. HR b. Reporting and analytics c. Benefits (new and open enrollment, dependent management, etc.) d. Retirement data management e. Performance (appraisals, employee recognition, coaching/disciplinary, goal-setting) f. Talent Acquisition (applicant tracking, recruiting, onboarding) g. Payroll options and/or integration with existing ADP h. Compensation (increases, awards, bonus, allowances) i. Employee Actions (job movements, promotion, organizational assignment, etc.) j. Safety (OSHA recordable, incidents) k. Security data management based on position, level or individual assignment



l. Employee Self-Service (mobile options, view/change of personal data, benefit/dependent management, supervisor team data)

2. Timekeeping a. Electronic time collection device(s) b. Calculation of hours worked, including overtime c. Reporting capability d. Ability to integrate with SAP ERP and/or ADP payroll, and SuccessFactors LMS e. Compatibility to integrate with potential new ERP f. Mobile capabilities g. Ability to capture real time data h. Scheduling/forecasting functionality i. Ability to capture/assign project associated hours j. Flexibility for time entry including desktop, mobile, and separate device k. Ability for employee and supervisor to view hours worked l. Process for calculation and submission of hours worked m. Either separate accrued time management or ability to merge time-worked w/

existing accrued time management systems n. Ability to request, approve, and view accrued and leave times o. Attendance tracking options

3. Administrator and user training options 4. Implementation support 5. Mobile capabilities 6. Reporting options 7. Ability to migrate/integrate with existing ERP, or potential new ERP option



Current Statue Architecture

WaterOne maintains the following in its current architecture:

• SAP Business Suite, ECC 6.0 Enhancement Pack 8 (Work Management, Finance, Supply Chain, Water Billing)

• ESRI GIS 10.3.1

• SQL 2012 & 2014

• SharePoint 2010 Standard (Currently migrating to O365)

• Windows 2012 R2 Server OS

• Windows 10 on the desktop

• Office 2026

• Exchange O365

• Virtualized Server Environment

• ADP for calculating payroll and payroll relating reporting

• Proximity RFID identification/access cards

• WaterOne is currently not utilizing any time collection tools

Future State Goals

• WaterOne is interested in solutions/options including, but not limited to, wired and wireless time collection tools, such as PC/Web, badge card readers, mobile devices, biometrics, etc.

• The architecture should minimize the diversity of technology platforms, devices, solutions providers, and contracts to minimize the cost of integration and maintaining expertise.

• The solution should take advantage of guaranteed service availability and scalability of services such as cloud solutions and managed service providers.

• The solution(s) should integrate with existing Workforce Management System in SAP to improve and enhance cross-functional service delivery (e.g. time management, payroll, etc.), and have the flexibility of integration with future HRIS and/or ERP.



Section 2 – Qualifications and Proposal Requirements Providers will be evaluated on their approach to developing the EDRMS, qualifications and experience. Interested Providers should submit a description of their technical and professional credentials and descriptions of relevant experience and references as well as the costs for the referenced projects. The proposals will be evaluated on the following criteria:

Scope and Objectives

Implementation Approach

Past Performance and Experience

Functional and Features

Technical Features

Support and Maintenance

Cost

Please observe the following instructions in preparing responses to this RFP. Submit five (5) hard copies of your proposal to the contact address below. Submit one (1) digital copy of your proposal to the contact email address below. The Proposal answers should correspond with the Section numbers contained in this RFP. The following information is required in the Proposal:

1. Answers to address all portions of Section 3 of this RFP, Project Requirements. 2. All questions must be submitted in writing to [email protected]. Questions will be

answered according to the time line schedule.

3. Indication of agreement to Terms and Conditions (as stated in Section 5)

4. Pricing as required by Section 6, to be submitted in a separate PDF document using Exhibit D. Contract pricing shall remain valid for at least 6 months after the submission of Proposals. Provide expiration dates for Project Services and Post Go-Live Services.

5. Business profile and customer references (as required in Section 7).

6. Compliance and capability to meet the requirements of Exhibits A, B, C, and D listed in

Section 8, Additional Information. Indication of ability to meet requirements listed in Exhibit C, Functional and Technical Requirements, should be made directly on the spreadsheet provided for all 17 tabs of the document.

Proposals and any questions should be submitted, in accordance with Section 4, Timeline for Performance, to the designated WaterOne contact.

mailto:[email protected]



After evaluation of the Proposals, the Team will select the Provider, who in their opinion, is most responsive to the RFP; and, whose approach, experience and qualifications most nearly reflect the ability to achieve the objectives of WaterOne as expressed in the RFP.

WaterOne Contact

Mike Tripp, Purchasing Manager WaterOne 10747 Renner Blvd Lenexa, KS 66219 [email protected]

Oral responses by any WaterOne employee are not binding and shall not in any way be considered as commitment by WaterOne.

Section 3 – Requirements

The following are the submission requirements for this RFP: A. Understanding Your Solution

1. List of Solutions

Provide a list of your solutions and include the following information for each:

• Describe how the solution addresses the challenges of HRIS and/or Time and Attendance Management, particularly as it relates to time data collection

• Describe how the solution improves the business activities related to HRIS and time data collection

• Describe if solution is provided by single or as partnership with other providers

• Describe other challenges addressed by the solution

• Describe key features of the solution

• Describe distinctions between administrator vs. self-service processes • Describe how the solution addresses mobility

• Describe implementation options, processes, training, and timeline

• Describe how the solution addresses future enhancements, upgrades, or other changes to system configuration

• Describe how the solution is supported (e.g. directly by the vendor or by a third party).

• Describe ongoing administrator training, development, user groups available

• Describe how the solution leverages cloud technologies



• Pricing models and corresponding costs, including but not limited to the following details, distinguishing essential/foundational from optional:

o Descriptions of functions, features, and pricing/costs of appliances and other hardware, including annual support and maintenance, of purchased and/or leased equipment.

o Descriptions of the functions, features, and pricing/costs of software modules o Descriptions of the functions, features, and pricing/costs of cloud components

▪ Customization costs ▪ Cloud hosting fees ▪ License Fee ▪ Implementation costs ▪ Training costs (initial and ongoing options) ▪ Annual Maintenance ▪ Interface/feed development costs ▪ Monthly processing fees ▪ Monthly service fees ▪ Other monthly fees ▪ Other one-time fees ▪ Upgrade/enhancement/Configuration Change fees ▪ All third-party costs:

o Descriptions of the functions, features, and pricing/costs of professional services

including installation, configuration, and enhancements o Describe the frequency of upgrades o Describe any planned future versions, their anticipated feature set, and with

which platforms they will operate. o WaterOne has data sovereignty requirements for all data; WaterOne-owned or

controlled data must remain within the USA. While this may not have an impact on an initial on-premise implementation, it may be a consideration for a future migration to a hosted or cloud-based solution. Please explain your future path to the cloud as follows:

a) Brief roadmap of a recommended future pathway to a cloud solution in the 5-year timeframe, including as a minimum:

b) Any cost implications from proposed pricing c) Solutions are to be compliant with WaterOne’s data sovereignty

requirements. d) Any recommended interim steps to cloud deployment (i.e. hybrid, etc.)

Specify any feature/functions that would be gained or lost in a move to the cloud

e) Any IT infrastructure implications of a move to the cloud

2. Case Study Provide a case study that exemplifies the value of one or more of your HRIS and/or time data collection solutions.



3. Services

WaterOne requires that the selected vendor deliver all requisite professional services necessary to install, configure, and deploy the system. The vendor is also expected to transfer sufficient knowledge to WaterOne’s project team. The winning proponent shall be expected to provide the following professional services: a) Software Installation b) Software Configuration c) Integration d) Training e) Coaching

4. Implementation Approaches

Describe the implementation approaches typically used to implement your solutions in the following scenarios:

• Migration of SAP HCM and/or SAP ERP to your solution

• Migration of SuccessFactors LMS to your solution

• Migration of your solution to future ERP

• Implementation in environment where no time data collection devices exist

• Implementation/migration of data when time data collections devices are provided by other vendors

5. Integrations

Describe your business’ typical approaches to integration with other solutions, with which your solutions have been integrated.

6. Support and Maintenance

Describe the types of support and maintenance arrangements your business offers and provide examples of customers that have taken advantage of each. Also describe administrator support for customizable options.

7. Performance Management

List the performance indicators your customers typically track and how your solutions help customers measure and manage those metrics.

8. Solution Demonstration

Short listed vendors will be invited to engage with stakeholders from WaterOne to perform scripted demonstrations their products, services, and solutions. Demonstration may include your option as single source or combined with other products/vendors.



Section 4 – Time Line for Performance

WaterOne is not required to accept late submissions; or submissions which do not comply with the

requested format. Please be aware of the following dates. This event calendar is firm through

9/7/2018.

Posting of RFP August 10, 2018 Deadline for Questions August 20, 2018 Answers to Questions Distributed August 24, 2018 Due Date for Proposals September 7, 2018 5:00 PM NOTE: Staff is confirming the remaining dates for the process. An addendum with the adjusted timeline will be provided.

Section 5 – Terms and Conditions

1. WaterOne will pay as invoiced for specific deliverables within a negotiated term.

2. WaterOne will make the final decision for selection of the Vendor as a result of the comparison of Proposals and need not accept the lowest price. No contract is formed as a result of the selection. A contract between WaterOne and the Provider occurs only after a negotiated final Agreement and acceptance by the Board.

3. WaterOne may withdraw this RFP at any time without explanation or comment. WaterOne is under no obligation to accept any of the Proposals submitted.

4. WaterOne is not liable for any cost incurred by any Vendor as a result of participating in the RFP, formulating a Proposal, the evaluation process, or the negotiations prior to the final Agreement.

5. Any resulting contract must include provisions requiring compliance with K.S.A. §44- 1030 relating to prohibition against employment discrimination (Exhibit A).

6. WaterOne's insurance requirements must be met consistent with Exhibit B.

7. Any resulting contract will have a termination clause.



Section 6 – Pricing

WaterOne requires a "not-to-exceed amount" for the Provider entire performance. Any prices that are bundled or contingent upon other services should be noted in the pricing worksheet. Use Exhibit E to indicate project pricing. Specific rates for Services that may be outside the scope of this RFP, but recommended or requested by WaterOne, should be listed in Exhibit E. WaterOne reserves the right to request a "best and final" price. Pricing should be considered valid for 6 months after date of Proposal submission. Please submit pricing using as an email attachment in a PDF document, separate from the Proposal.

WaterOne is currently tax exempt and a certificate of exemption will be provided if necessary.

Section 7– Business Profile and Customer References

Include in the response a business profile of the Vendor including any partnerships or joint venture firms or individuals; and, a description of the training and experience of the Vendor's professional and technical staff assigned to the project.

WaterOne requests that each Proposal include the following information regarding the consulting

firm's client base:

1. Business History

Provide a brief history of your business including information regarding the founding of your business, acquisitions within the past 5 years, major shifts in direction, and changes in market position.

2. Firm Size and Locations Provide the following information, at a minimum, regarding the size and distribution of your company.

• Total number of employees

• Total number of locations

• Location and size (number of employees) of within the Kansas City Area

3. Current Implementations

Provide information about installations of your solutions that best align with the following criteria:



• Three (3) installations of your time data collection solutions including at least one installation that uses currently supported products

• At least one (1) installation of your time data collection solutions for a state or local government agency.

Information provided for each customer installation must include the following:

a) Approximate Number of Employees b) Approximate Number of Physical Locations c) Implementation Approach d) Length of Customer Relationship e) Description of Support and Maintenance Provided f) Integrations with other Workforce Management and Human Resource Management

systems

4. As a Solution Provider Describe the challenges of Time and Attendance Management in detail

and within the overall context of Workforce Management and explain how your company sees itself as a solution provider, helping customers address those challenges.



5. Range of Solutions Provided Provide a description and/or listing of the range of products and services provided by your business.

6. Implementation Approaches

Describe the implementation approaches typically used to implement your solutions in the following scenarios:

• Migration of SAP HCM and/or SAP ERP to your solution

• Migration of SuccessFactors LMS to your solution

• Migration of your solution to future ERP

• Implementation in environment where no time data collection devices exist

• Implementation/migration of data when time data collections devices are provided by other vendors

7. Integrations

Describe your business’ typical approaches to integration with other solutions, with which your solutions have been integrated.

8. Support and Maintenance

Describe the types of support and maintenance arrangements your business offers and provide examples of customers that have taken advantage of each. Also describe administrator support for customizable options.

9. Performance Management

List the performance indicators your customers typically track and how your solutions help customers measure and manage those metrics.



Section 9 – Additional Information

Provider must indicate ability to comply with the requirements of the following Exhibits: Exhibit A – §K.S.A. 44-1030

Exhibit B – Insurance Requirement

Exhibit C – Functional and Technical Requirements (please indicate capability to meet each requirement using this attached exhibit)

Exhibit D – Sample Software Support and Maintenance Agreement (successful Provider must have capability to meet the requirements of the attached Sample Agreement.)

Exhibit E – Pricing Sheet (please provide all pricing using the this attached exhibit)



Exhibit A - K.S.A. 44-1030

K.S.A. 44-1030 and Amendments Thereto

Pursuant to K.S.A. 44-1030 and amendments thereto * the contractor or seller agrees that:

a) the contractor or seller shall observe the provisions of the Kansas Act Against Discrimination and shall not discriminate against any person in the performance of work under the present contract or order because of race, religion, color, sex, disability, national origin or ancestry;

b) in all solicitations or advertisements for employees, the contractor or seller shall include the phrase "equal opportunity employer," or similar phrase approved by the Kansas Human Rights Commission;

c) if the contractor or seller fails to comply with the manner in which the contractor or seller reports to the Commission in accordance with the provisions of K.S.A. 44-1031 and amendments thereto, the contractor shall be deemed to have breached the present contract and it may be canceled, terminated or suspended, in whole or in part, by the contracting agency;

d) if the contractor is found guilty of a violation of the Kansas Act Against Discrimination under a decision or order of the Commission which has become final, the contractor shall be deemed to have breached the present contract and it may be canceled, terminated or suspended, in whole or in part, by the contracting agency; and

e) the contractor shall include the provisions of subsections (a) through (d) in every subcontract or purchase order so that such provisions will be binding against such subcontractor or vendor.

* The provisions of K.S.A. 44-1030 do not apply to a contract entered into by a contractor or seller, (1) who employs fewer than four employees during the term of such contract, or (2) whose total contracts with the purchaser do not cumulatively exceed $5,000 or more during the fiscal year.



Exhibit B - INSURANCE REQUIREMENTS

To insure quality performance of requested service, WaterOne has established standard insurance requirements to be met by Vendors. All insurance required by this document shall be obtained from insurance companies that are duly licensed or authorized to issue insurance policies for the limits and coverages required in the jurisdiction in which the Project is located. Insurance companies must have an A.M. Best financial rating of A- or better. Insurance certificates should be provided complying with the requirements set forth herein. I. Liability Insurance. Vendor shall purchase and maintain such liability and other

insurance as is appropriate for the Work being performed and furnished. The insurance shall provide protection from claims set forth herein which may arise out of or result from vendors performance and furnishing of the Work and Vendor’s other obligations under the Project description, whether it is to be performed or furnished by Vendor, any Subcontractor or Supplier, or by anyone directly or indirectly employed by any of them to perform or furnish and of the Work, or by anyone for whose acts any of them may be liable:

• Claims under workers’ compensation, disability benefits, and other similar employee benefit acts;

• Claims for damages because of bodily injury, occupational sickness or disease, or death of Vendor’s employees;

• Claims for damage because of bodily injury, sickness or disease, or death of any person other than Vendor’s employees;

• Claims for damages by personal injury which are sustained: (1) by any person as a result of an offense directly or indirectly related to the employment of such person by Vendor, or (2) by any other person for any other reason;

• Claims for damages because of bodily injury or death of any person or property damage arising out of the ownership, maintenance, or use of any motor vehicle.

• Claims for damages, other than for the services, because of injury to or destruction of tangible property wherever located, including loss of use resulting therefrom; and

II. General Requirements. The insurance required to be purchased and maintained by

Vendor shall: Include at least the specific coverages and be written for not less than the limits of liability specified herein or required by Laws or Regulations, whichever is greater; Include contractual liability insurance covering Vendors indemnity obligations under this contract;

• Vendor agrees to provide 30 days prior written notice to Owner should any insurance

coverage required by the contract be canceled, materially changed, or non-renewed.



A. Workers’ Compensation and Employers’ Liability Insurance. This insurance shall protect Vendor against all claims under applicable state workers’ compensation laws. Vendor shall also be protected against claims for injury, disease, or death of employees, which, for any reason, may not fall within the provisions of a workers’ compensation law. The policy shall include an “all states” or “other states” endorsement.

The liability limits shall be not less than: Workers’ Compensation: Statutory Employers’ liability $500,000 each accident

$500,000 disease-policy limit $500,000 disease-each employee

B. Commercial General Liability Insurance. . This insurance shall be occurrence type

and shall protect against claims arising from bodily injury or property damage arising out of performance of the Work. Coverage shall include WaterOne, its officers, directors, partners, employees, and agents as Additional Insureds.

The liability limits shall be not less than: Bodily injury and $1,000,000 combined single property damage limit for each occurrence

$2,000,000 general aggregate C. Professional Liability/Technology E&O Insurance. This insurance shall be written to

protect Vendor against errors and omissions, for coverage in an amount not less than:

$2,000,000 each occurrence $2,000,000 general aggregate

III. Indemnification. Vendor shall defend, indemnify, and also hold harmless Water District,

its Directors and employees against and from any and all causes of action, suits, demands, costs, claims, damages, losses, liabilities, obligations, fines and expenses (including but not limited to attorney’s fees), directly or indirectly arising out of or resulting from injury, illness, death, property damage or government order relating to the services of this Contract. This indemnification shall not apply if caused by the willful misconduct or sole negligence of the Water District.

Request for Proposal RFP18-1005 Employee HRIS and Time ...

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