HRIS Proposal
| Agency: | City of Bangor |
|---|---|
| State: | Maine |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD11622247599468984 |
| Posted Date: | Mar 1, 2024 |
| Due Date: | Mar 13, 2024 |
| Source: | Members Only |
HRIS Proposal
The City of Bangor invites qualified providers of Human Resources Information Systems (HRIS) to submit proposals for the City of Bangor's management of personnel-related data.
Due by 2:00 PM, Wednesday, March 13, 2024
General Information
Attachment Preview
Request for Proposals
HRIS Proposal
Proposal No. P24-37
Purchasing Department
262 Harlow Street
Bangor, ME 04401
207-992-4282
Issue Date: February 2, 2024
I. Introduction
The City of Bangor, Maine (population 31,684) invites qualified providers of Human
Resources Information Systems (HRIS) to submit proposals for the City of Bangor's
management of personnel-related data. The City desires to select a provider no later
than May, 2024. Depending upon the proposal selected and any necessary
transition, the City understands that the above referenced timeframe may need to be
adjusted by mutual consent.
II. General Information
Available on the City’s website at the following web address:
www.bangormaine.gov/proposals. By submitting a response to this solicitation, the
Proposer accepts the responsibility for downloading, reading, and bidding by the
terms and conditions set forth in the City’s “General Information for Vendors”.
In your proposal, please specify whether you currently have or are in the process of
developing a domestic violence policy. If you do not have such a policy, let us know
if you would like to receive a copy of the City of Bangor's policy as a reference.
III. Submission
For consideration, submit the proposal Bid Form, marked "Proposal No. P24-37:
HRIS Proposal", a completed Exhibit A, and your proposal by 2:00 P.M. on March
13, 2024.
Submission of documents can be completed by:
A. Emailing to bids@bangormaine.gov ; or
B. Hand Deliver in a sealed envelope, to 262 Harlow Street, Bangor, ME (back
entrance of building at City of Bangor entrance); or
C. US Post Office addressed to 73 Harlow Street, Purchasing Department, Bangor,
ME 04401; or
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HRIS Proposal
D. All Other Delivery Services addressed to 262 Harlow Street, City of Bangor,
Bangor, ME 04401.
All submissions should reference “Proposal No. P24-37: HRIS Proposal”.
Proposals will be publicly opened at the time stated above in the temporary Council
Chambers, 262 Harlow Street, Bangor, Maine (see Exhibit B - Meeting Location
Map).
A tabulation of all received Proposals will be posted on the City's website by 4:30
P.M. on the opening date. Visit www.bangormaine.gov/bidtabs for results.
IV. Questions
Any questions must be directed in writing to bids@bangormaine.gov no later than
4:30 P.M., Friday, February 23, 2024.
The City will provide a response by 4:30 P.M. on Friday, March 1, 2024. This
response will be in the form of an addendum, accessible on the City's website.
Notifications will be sent to the Registered Vendor List when new addenda are
released. To receive these updates, the City strongly encourages all potential
bidders to register as vendors at www.bangormaine.gov/vendorregistration.
V. Late Proposals
It is the responsibility of the Proposer(s) to see that their proposals have sufficient
time to be received by the Purchasing Department before the submittal deadline.
Any proposal, portion of a proposal, or requested proposal revision received at the
City Purchasing Department after the time and date specified, will be returned to the
Proposer unopened.
VI. Withdrawal of Proposals
No Proposer may withdraw their proposal for a period of ninety (90) days from the
date of opening. All proposals shall be subject to acceptance by the City during this
period.
To withdraw a proposal prior to the opening, the Proposer shall request the
withdrawal in writing. All costs associated with the withdrawal (i.e. mailing fees) will
be borne by the Proposer.
VII. Rejection
The City reserves the right to reject any proposals, waive any informalities or defects
in proposals, or accept a higher cost proposal if it is deemed to be in the best
interest of the City. The City also reserves the right to clarify information with the
successful Proposer.
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VIII. General Information
A. Before submitting a proposal, all prospective Proposers are encouraged to
carefully examine the proposal documents and inform themselves as to the
existing conditions and limitations under which the work proposed would be
performed.
B. Proposer(s) must comply with all State, Federal, and municipal laws. Before the
award of any contract, Proposer may be required to show they have the
necessary facilities, experience, ability, and financial resources to perform the
work in a satisfactory manner.
C. Proposals should provide a straight forward, concise delineation of the
capabilities proposed to satisfy the requirements of the City. Completeness and
clarity of content are requested. All brochures, presentations, and items
submitted in support of proposals, will become part of the final contract.
D. Members of a selection committee will carefully review all submissions and
select the most competitive proposals for further consideration. The committee
may then interview firms and make our selection based on the criteria listed in
Section: XI. Selection Criteria.
E. All Federal and State taxes must be excluded from the proposal price. Upon
request, a tax exemption certificate for the City of Bangor shall be furnished to
the successful Proposer.
F. The Bid Form, included with this request must be completed and returned for a
proposal to be considered.
G. Proposers are required to maintain the following insurance policies throughout
the life of the project and name the City of Bangor as an additional insured
where applicable:
1. Worker’s Compensation Insurance
2. Employer’s Liability Insurance
3. Comprehensive Automobile Liability
4. Commercial & General Liability
5. Professional Liability (Errors &
Omissions)
Statutory
$500,000 each accident
$500,000 disease – policy unit
$500,000 disease – each employee
$1,000,000 combined, single limit
per accident
$2,000,000 combined single limit
$4,000,000 aggregate
$2,000,000 combined single limit
$4,000,000 aggregate
IX. Background
The City of Bangor has approximately seven hundred (700) active employees on
average, but dependent upon the season or City operational needs (e.g., additional
staff for the summer golf season, Election Workers, or snow removal staff), the
number of active employees who might use an HRIS or for whom data would need to
be maintained, may rise to approximately one thousand one hundred (1,100). The
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City has a wide variety of work schedules, including more standard types (e.g., 40 or
20 hours per week), to more complex overnight and 2-day per week schedules for full-
time Fire Fighters.
A majority of the City personnel have not used an HRIS. The only exception is the
limited use of Kronos; primarily for time keeping purposes. A majority of the Human
Resources functions are managed by a financial system (Central Square FinancePro
5.2), email, Laserfiche (for document retention), or performed manually. The Central
Square software is nearing end of life and is anticipated to be replaced within the next
five (5) years. The City has a small Human Resources (HR) team of two (2) full time
and one (1) part time employee who currently manage data and HR functions. The
City is hoping to increase the efficiencies of its HR personnel, provide more accessible
self-service options for employees, and offer better access to information for
managers and supervisors regarding their employees.
The City’s Finance Department is currently responsible for processing payroll. While
the main focus of this request is for a system to support HR functions, it is recognized
that this often includes the payroll process, therefore, the Finance Department will
also consider options for payroll processing and payroll systems/modules if included
in proposals.
X. Proposal Content
All proposals must include the following information to be considered:
A. The address and telephone number of your firm’s office in, or nearest to, Bangor,
Maine. Please include your state of incorporation, how many years you’ve been
in business, and the names of any affiliates or any assumed business names
under which you do or have done business.
B. The name/title of the designated contact representative who would likely work
with City of Bangor staff.
C. The City would like to explore HRIS options based on the required and desired
elements as demonstrated in Exhibit A of this document. Additional relevant
options for consideration not referenced in Exhibit A, should be provided in the
Proposers bid packet. All Proposers are required to complete and submit
Exhibit A. The inability to meet a required function does not necessarily disqualify
a Proposer. Final determination of qualification based on available functions will
solely be determined by the City of Bangor.
D. The City will consider options for implementing an HRIS in sections/modules or in
system totality, depending on information received from Proposers. The City
requires any system to replace or integrate with currently used technologies (e.g.,
financial system (Central Square FinancePro 5.2, Kronos, and record retention
platform-Laserfiche) with capabilities to evolve and incorporate new systems in
the future.
E. Each proposal shall include a detailed section outlining the company's plan for
implementation including a detailed timeline, estimated hours provided by task to
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HRIS Proposal
be completed, and the names and positions of those who will be assigned to
coordinate the implementation, along with their education, experience, and other
relevant information.
F. Each proposal shall include a detailed cost section including costs for
implementation and ongoing costs (e.g., annual, monthly fees) broken down by
module/section as appropriate. Please include in detail, cost estimates for
maintenance, modifications, software upgrade charges, design, installation and
testing, third party and/or outsourcing costs (if any), and/or implementation of
additional modules in the future. Proposers should take care to clearly state the
total the City of Bangor can be expected to pay for implementation and
subsequent payments that will be charged. Proposers are required to complete
and submit the included Bid Form with their proposals. The Bid Form
should reflect the total cost of any base program and the total cost of each
applicable proposed module.
G. Describe all services that you anticipate providing for this project. Proposer must
include all hardware specifications necessary to implement and run the system in
a fully functioning environment at optimum performance, including the brand
name of hardware components used in your proposal and indicate whether this
selection is optional or required.
H. Include average response times to inquiries (technical support, update support,
etc.) during throughout processing and please give a general overview of
technical support offered and provided as part of this process.
I. Describe what security is in place to protect personally identifiable information as
well as information protected by Health Insurance Portability and Accountability
Act (HIPAA). Please describe any information regarding record retention
protections and measures.
J. Please include services you provide in regard to the Affordable Care Act employer
mandates and what is the additional cost (if any) associated with these services.
K. Provide a list of at least four references for whom you have provided services of
the type required by the City of Bangor over the last two years. For each
reference, provide the agency name, address, contact name, and contact phone
number or email address
L. Provide the addresses of all clients who have made claims against you within the
last five years; alleging a breach of contract or negligence in the performance of
services. Describe the nature and current status of the claims. Claims should be
disclosed regardless of whether they involved litigation, arbitration, or other formal
dispute resolution process. The disclosures required under this provision also
apply to any principals and key employees of the Proposer and affiliates of the
Proposer who will be assigned to provide services to the City of Bangor.
M. Please include information which demonstrates the capabilities and presentation
of your software to the extent possible.
N. Confirmation of compliance with all applicable accessibility requirements. The City
of Bangor is committed to using information and communications technology
(ICT) that is accessible to everyone. All ICT we purchase must be accessible to,
and usable by, individuals with disabilities and consistent with applicable laws
including:
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