REQUEST FOR PROPOSAL Payroll and Human Resource Software

REQUEST FOR PROPOSAL

The enclosed REQUEST FOR PROPOSAL (RFP) and accompanying Specifications are for

your convenience in submitting an offer for the enclosed referenced products and services:

Payroll and Human Resource Software

CLOSING DAY AND TIME : Sealed proposals will be received no later than:

5:00 P.M. CST, January 31, 2012

MARK ENVELOPE: "RFP Payroll and Human Resource Software”

RETURN PROPOSAL TO:

The Woodlands Township

Attn: Susan Welbes, Director of Human Resources

2801 Technology Forest Drive

The Woodlands, TX 77381

THE Woodlands Township appreciates your time and effort in preparing this proposal. Please

note that all proposals must be received at the designated location by the above deadline. Proposals

received after the deadline will not be considered for the award of the contract, and will be

considered void and unacceptable.

The Woodlands Township is very conscious and extremely appreciative of the time and effort you

have expended to submit an offer.

SECTION II - INSTRUCTIONS TO RESPONDENTS

1. PROPOSAL SUBMISSION ADDRESS and DEADLINE:

Completed proposals will be received in the Human Resources Office, The Woodlands

Township, 2801 Technology Forest Drive, The Woodlands, TX 77381 until the bid

submission deadline (January 31, 2012, 5:00 pm) as stated on the cover page. Respondents

are to mail their responses to The Woodlands Township, Attn: Susan Welbes, 2801

Technology Forest Drive, The Woodlands, Texas 77381. Respondents are cautioned to mail

proposals early, to allow for proposals to be received before bid submission deadline.

Proposal responses received after the closing time and date will be returned to the sender

unopened.

All proposals are required to be signed by an authorized representative of the entity

submitting the proposal. Proposals received unsigned will not be considered.

2. TAXES:

The Township is exempt from Federal Excise and State Sales Tax; therefore, tax must not be

included in the proposal price.

3. DEMONSTRATIONS:

Demonstrations or verifications of the Respondent's ability to provide these services, when

required, must be furnished free of cost to the Township.

4. ALTERING PROPOSALS:

Proposals cannot be altered, amended or withdrawn by the Respondent (Vendor) after the

bid submission deadline. Any interlineations, alteration, or erasure made before this

deadline, must be initialed by the signer of the proposal, guaranteeing authenticity.

5. PROPOSAL WITHDRAWAL OR REJECTION:

The Township reserves the right to withdraw the request for proposal for any reason or to

reject any or all proposals or parts of all or any specific proposal or proposals. The

Township further reserves the right to accept part or all of any specific proposals or

proposal, and to accept any proposal or proposals with or without trade-in.

6. PUBLIC INSPECTION:

Proposals are not available for public inspection until after the contract award. If the

proposal contains trade secrets and confidential information, then the proposal is not open to

public review even after the proposal award, provided that the Respondent has notified the

Township, in writing, that the proposal contains trade secrets and confidential information.

7. PROPOSALS RECEIVED LATE:

The Woodlands Township is not responsible for lateness or non-delivery of mail, carrier,

etc. to the Township, and the time and date recorded in the Human Resources Office shall be

the official time of receipt.

8. INCORRECT INSTALLATION:

Materials delivered or installed in error shall be removed or corrected at the successful

Respondent's expense.

9. PACKING, CRATING AND CARTAGE:

The cost of all special packing, boxing, crating, or cartage shall be included in the pricing

specified on the response unless otherwise specifically stated in the Township's request. At

the Township's option, all packing, crating, or other debris resulting from the delivery or set-

up of the commodity purchased shall be removed and properly disposed of by the successful

Respondent.

10. DESTINATION CHARGES:

The cost of all service and materials used in the original conversion/implementation of the

project shall be included in the quote provided by the Township. Subsequent charges for

labor, travel or upgrades shall be outlined in the proposal. This includes the delivery and

shipping cost of equipment and materials to be installed. The Township does not accept

C.O.D. or collect shipments.

11. TITLE/RISK OF LOSS:

The title and risk of loss of the equipment or materials shall not pass to the Township until

the Township actually receives, takes possession, and accepts the finished installation.

12. NEGOTIATIONS:

The Township reserves the right to negotiate all elements which comprise the proposal and

to accept or reject part or all of any proposal.

13. DEVIATION FROM SPECIFICATIONS:

Any deviations from specifications and alternate proposals must be clearly shown with

complete information provided by the Respondent. They may or may not be considered by

the Township.

14. UNIT PRICES AND EXTENSIONS:

If unit prices and their extensions do not coincide, the Township may accept the lesser

amount.

15. ASSIGNMENT:

The successful Respondent's rights and duties awarded by the contract may not be assigned

to another without written consent of the Township signed by the Township's authorized

agent. Such consent shall not relieve the assigner of liability in the event of default by the

assignee.

16. PROPOSAL AMBIGUITY:

Any ambiguity in the proposal as a result of omission, error, lack of clarity or non-

compliance by the Respondent with specifications, instructions and all conditions shall be

construed in the favor of the Township.

17. CHANGE ORDERS:

No oral statement of any person shall modify or otherwise change, or affect the terms,

conditions or specifications stated in the resulting contract. All change orders to the contract

will be made in writing and shall not be effective unless signed by an authorized

representative of the Township.

18. MODIFICATIONS AND AMENDMENTS:

The Township shall have the right to modify this order subject to an adjustment in the price

in accordance with the applicable provisions of the Purchase Order, if any, or pursuant to

mutual agreements. No agreement or understanding to modify this order shall be binding on

the Township unless it is in writing and signed by an authorized representative of the

Township.

19. LIENS:

The successful Respondent agrees to and shall indemnify and save harmless the Township

against any and all liens and encumbrances for all labor, goods and services which may be

provided under the Township's request, by seller or seller's vendor(s). Should the Township

requests, a proper release of all liens or satisfactory evidence of freedom from liens shall be

delivered to the Township.

20. PATENT INDEMNITY:

The successful Respondent hereby warrants that the use of the products and materials in this

agreement will not infringe on the rights of any patent, copyright, or registered trademark,

covering such materials. The successful Respondent agrees to indemnify and hold harmless

the Township for any and all costs, expenses, judgments and damages which the Township

may have to pay or incur.

21. GRATUITIES/BRIBES:

The Township may, by written notice to the successful Respondent, cancel this contract

without liability to the Respondent if it is determined by the Township that gratuities or

bribes in the form of entertainment, gifts, or otherwise, were offered or given by the

successful Respondent, or its agent or representative to any Township officer, employee or

elected representative with respect to the performance of the contract. In addition, the

successful Respondent may be subject to penalties stated in Title 8 of the Texas Penal Code.

22. HIGH TECHNOLOGY PROPOSAL:

This request for proposal (RFP) is classified as high technology under Texas State

Purchasing Law. As such, proposals are not available for public inspection until after the

contract award. If the proposal contains trade secrets and confidential information, then the

proposal is not open to public review even after the proposal award, provided that the

respondent has notified the Township, in writing, that the proposal contains trade secrets and

confidential information. All confidential information in the proposal must be clearly

indicated.

A. Although intended to be functional in nature, the requirements outlined in

this request for proposal represents the Township's desired specifications and

performance level. Respondents are invited to take exception to any of the

specifications; however, these must be noted and supported with written

documentation. When exceptions are taken, the Respondents are encouraged

to offer alternative solutions and/or additional features in their proposals.

B. The Township invites proposals from any qualified Respondent to ensure the

Township the best available products and system.

23. OPERATING MANUALS:

If requested by the Township, the Respondent shall provide a complete set of operational

instructions and descriptive literature for proper evaluation of the product proposed.

24. SPECIAL TOOLS:

In the event that special tools are required to operate or maintain the equipment installed, the

successful Respondent shall furnish these tools at no cost to the Township.

25. GUARANTEES AND WARRANTIES:

Each Respondent shall submit a complete breakdown of any warranties or guarantees

provided by the manufacturer or Respondent with the quote submitted.

26. EMPLOYEE TRAINING:

The successful Respondent shall provide on-site (or classroom, if applicable) instruction to

designated Township employees as required to operate the equipment purchased. The

Township will determine the appropriate amount and time of training needed.

27. INQUIRIES FROM RESPONDENTS:

Questions related to this RFP must be made in writing and directed to:

Susan L. Welbes

Department of Human Resources

The Woodlands Township

[email protected]

2801 Technology Forest Drive

The Woodlands, Texas 77381

Telephone #: 281-210-3821

28. PURCHASE ORDER:

A purchase order may be generated by the Township to the successful Respondent to initiate

Payroll/HR software conversion/implementation project. If so, the purchase order number

must appear on all billing documents.

29. COMPETITIVE SELECTION/EVALUATION FACTORS:

The successful Respondent will be selected on a rational basis. Evaluation factors outlined

below shall be applied to all eligible, responsive Respondents in comparing proposals and

selecting the successful Respondent. Award of a contract may be made without discussion

with Respondents after responses are received. Proposals should, therefore, be submitted on

the most favorable terms. The Township reserves the right to void the purchase order if the

successful Respondent has not performed within the date specified by the Respondent's

response.

30. PROPOSAL EVALUATION FACTORS:

Proposal evaluation factors include:

A. 40% Features, operating speed, quality of construction, warranty,

compatibility, flexibility, and durability of the proposed product,

including responsiveness to the attached questionnaire, completeness

and thoroughness of the software and supporting technology.

B. 20% Demonstrated Respondent's experience and technical support,

including repair staff, with the type of Payroll/HR software and

peripherals offered.

C. 20% Total evaluated cost.

D. 10% Proposed product recommendations from third parties. (References)

E. 10% Meeting the Township’s required deadline to go live with the project.

31. REVIEW COMMITTEE:

A response to this RFP will be reviewed and evaluated by Township staff from the

following departments:

• Finance/Payroll

• Human Resources

• Information Technology

• Purchasing

31. NEGOTIATIONS:

The Township reserves the right to require additional technical and pricing information and

negotiate all elements which comprise the Vendor's proposal to ensure that the best possible

consideration be afforded to all concerned.

*** The Township reserves the right to accept all or part of any proposal, to reject any or

all proposals, and to re-solicit for proposals. ***

32. RELEASE OF INFORMATION:

Only the name of the Respondents responding to this proposal shall be released after the

proposal deadline. Other information submitted by the Respondent shall not be released by

the Township during the proposal evaluation process or prior to contract award.

33. PAYMENT:

Payment to the successful Respondent will be as a lump sum payment after satisfactory

installation, as determined by the Township, and receipt of invoice or other billing

instrument used by the successful bidder.

34. MAINTENANCE AGREEMENT:

Should the Township accept the Respondent's maintenance offer, an agreement will be

negotiated at that time.

35. BRANDS or MANUFACTURER's REFERENCE:

The Woodlands Township has determined that the manufacturer's brand, if any, listed in the

specifications meets these specifications. This manufacturer's reference is not intended to be

restrictive, but descriptive of the type and quality the Township desires to purchase. Quotes

for similar manufactured equipment of like quality will be considered if the proposal is fully

noted with the manufacturer's brand name and model. The Township reserves the right to

determine products of equal value. Respondents will not be allowed to make unauthorized

substitutions after award is made.

36. COMPLETION TIME AND DATE:

The proposal must show the number of days required to convert existing data, train

employees and go live with the software at the Township's designated locations under

normal conditions.

37. RESPONSE INSTRUCTIONS:

The Township requests one (1) original and five (5) copies of your proposal. Your proposal

may be mailed or hand delivered to the address list on cover page of this Request for

Proposal. Proposals will not be accepted or considered if delivered via email.

38. FIRM QUOTES:

All proposals must include a statement that they are valid for a minimum period of one

hundred eighty (180) days from the RFP closing date.

39. DURATION OF CONTRACT:

The successful Respondent will be awarded a twelve (12) month contract effective the date

of award. All pricing must not increase throughout this twelve (12) month period. At the

Township's option, the contract may be renewed for up to four (4) additional twelve (12)

month periods. The service purchased under this agreement may be subject to price increase

at the time of each annual renewal based on the current Employment Cost Index for your

industry category as published by the U.S. Department of Labor, Bureau of Labor Statistics.

Any adjustment in pricing must be presented to the Township at least 60 days before the

expiration of the current agreement.

40. TERMINATION OF AGREEMENT:

The Township may terminate the contract by giving the Respondent written notice. Upon

delivery of such notice by the Township to the Respondent, the Respondent shall

discontinue all services in connection with the performance of this agreement and shall

proceed to cancel promptly all existing orders and contracts insofar as such orders or

contracts are chargeable to this agreement. As soon as practicable after receipt of notice of

termination, the Respondent shall submit a statement, showing in detail the goods

satisfactorily delivered and accepted by the Township under this agreement to the date of

termination. Any data stored off-site with the Respondent shall be returned in the most

efficient means possible for the Township. The Township shall then pay the Respondent

that portion of the prescribed charges.

BONDS

INSURANCE

BONDS:

 No bonds are required for this proposal.

INSURANCE:

 The successful bidder shall meet the minimum Texas State

Financial Responsibility Act requirements for the operation

of vehicle(s) used in the delivery of the item(s) purchased by

the Township. Specific requirements are outlined on Attachment II.

INDEMNITY:

 Respondent agrees to defend, indemnify and hold The Woodlands

Township, its employees, officers, and elected representatives,

whole and harmless against any and all claims for damages, costs

and expenses of persons or property that may arise out of, or be

occasioned by, or from any negligent act, or omission of Respondent,

or any agent, servant or employee of Respondent in the execution of

performance of this contract, without regard to whether such

persons are under the direction of Township agents or employees.

SECTION III - PROPOSAL FORMAT

REQUIRED SECTIONS

1. COVER LETTER:

This section should contain: The name and address of the proposing firm and the names

and telephone numbers of the individuals authorized to answer technical, price, and/or

contract questions. The cover letter must also be signed by an officer authorized to bind the

company.

Describe, in this letter, the technical experience level and certifications earned by the staff that

will be providing the Township's HR/Payroll software conversion/implementation service.

2. SUMMARY:

Include a summary which gives in brief, concise terms, and overview of your proposal.

3. FIRM BACKGROUND, PRINCIPAL OFFICERS, and PRIOR EXPERIENCE:

This section should state:

 The full name and address of the respondents’ organization and identify the parent

company if the respondent is a subsidiary. Specify the branch office or other

subordinate element which will perform, or assist in performing this work. Indicate

whether the respondent operates as a corporation, partnership, or individual. Include

the State in which the respondent is incorporated and/or licensed to operate, the date

of incorporation or licensing.

 Provide a listing of the principal officers of the company to include name, title, and

length of experience with the respondent organization. Provide prior year financial

statements, if available. Provide the same information for an entity which will

participate in this project through a joint venture or subcontract arrangement.

 This section should also:

Describe the proposed project organization and the position that the project

personnel will occupy within the organization. It should identify project personnel

by name and provide a detailed resume outlining his/her appropriate experience on

other similar projects. The respondent must supply resumes for all staff to be

assigned to the project. The Township reserves the right to terminate the contract

due to the removal of any key project staff which the Township believes would

negatively impact the successful completion of the project.

4. REFERENCES:

This section shall be used by the respondent to list a minimum of five (5) references using

the equipment proposed. The respondent should include the following minimum

information for each reference (“Attachment I” may be used for this purpose):

• Name of the company;

• Contact individual & telephone number;

• Major differences between the service provided the reference and the

service proposed to The Woodlands Township; and

• Length of time your firm has provided service to the reference.

5. OPERATIONAL SITE REFERENCES:

This section shall be used by the respondent to list a minimum of three (3) reference

sites. At least one (1) of the reference sites should be a site at which the respondent has

provided software and related support services and is currently operational. The respondent

should include the following minimum information for each reference:

- Using Agency

- Contact Individual

- System Description

- Major differences between operational system and proposed system

- Date of System installation

The Woodlands Township may, at its option, visit operating sites to observe the software

and systems in day to day use.

5. CONCLUDING REMARKS:

This section shall contain any Respondent elaboration regarding software philosophy,

hardware architecture, or other items of information which the Respondent feels important

to a clear understanding of the proposed system and services and/or the Respondent's

capabilities.

6. WARRANTIES AND BUYER's REMEDIES:

The Respondent shall provide specific descriptions of the warranties and of the remedies

available to the Township and the circumstances under which the warranties and remedies

shall be available.

7. TESTING AND ACCEPTANCE:

The Respondent shall outline intended testing procedures (addressing Township

participation) and terms for acceptance.

8. COST PROPOSAL:

The cost proposal will be laid out in distinct and separate sections. If Respondent offers

alternatives to purchasing the software, i.e. outsourcing, please lay out the cost proposal for

each option.

A. The cost of the software products proposed.

B. Hourly Rates for Labor during normal working hours and rates

for services rendered week-ends and after-hours.

C. Travel time charges (if any) and travel mileage rate.

D. Any Hardware Costs, if applicable.

E. Approximate Training Time.

G. Annual Support and Maintenance costs.

H. Time Frame for Implementation.

I. As examples of pricing, give estimates of cost involved for items

A - D for the following projects:

• Installing hardware, if applicable.

• Installing software, ensuring compatibility with all relevant

systems.

• Converting existing data.

• Training personnel to run systems.

• Completing successful “dry-run” of systems.

• “Going live” with systems.

SECTION IV - SPECIFICATIONS

Unless otherwise stated, all specifications listed are minimum requirements.

BACKGROUND:

The Woodlands Township is currently seeking proposals for Payroll/Human Resources software

services. The Woodlands Township is the governmental service provider of approximately 97,000

citizens, with 350 employees, plus an additional 390 seasonal employees. The Township has used

its current software since 2001. The Township is looking at other options for the payroll and human

resources software functions.

When we began this process, we asked ourselves:

What does The Woodlands Township want to accomplish with the Payroll/HR software?

Answer The Township wants to provide efficient and effective services with the

Payroll/HR software, making the best use of staff’s time. The Township

wishes to print requested reports, make time-sensitive changes, manipulate

employee data as effortlessly as possible, track employees’ time, and allow

managers and employees to use the software for self-service. An effective

Payroll/HR software will free personnel from task-oriented, manual efforts,

and provide time to proactively support employees and managers as they

perform their duties.

Where does The Woodlands Township see technology going in this area?

Answer From what’s been examined on the internet, in news and magazine articles,

and “word of mouth,” technology is changing almost daily with the

objective being faster and smoother in less time and with less effort, and the

Township wishes to be a part of the revolution in technology.

What can The Woodlands Township afford to have? What can the Township afford NOT to have?

Answer The Township understands that the services will not be free, but in this era

of “more for less” the Township MUST make better use of existing and

future technological advances.

Please complete the request for proposal:

Answer each element in as much detail as necessary to deepen our understanding of the services provided. To

eliminate misunderstandings, use complete sentences and avoid “understood” subjects and objects.

I. General Requirements

Response:

(Provide information or affirmative or negative and optionally discuss.)

The software provides for 10 concurrent users.

Respondent is a stable company with 8-10 years experience

in HR/Payroll software and services.

Software provides automated transaction processing based

on effective date and user rules.

Software provides rules-based system logic.

Software provides real-time paycheck generation for

manual checks.

Software will support document scanning.

The software workflow design will be event-triggered or

date specific, or rules based.

II. Software Vendor Information

Response:

(Provide information or affirmative or negative and optionally discuss.)

Provide vendor contact

(Name, title, address, phone, tax, email address).

Provide the company website.

Provide a Revenue/Income statement.

Employees (# US, # Southern region, # Texas)

Who are your target customers?

List your municipal and government customers.

(List agency, contact person, phone #, email)

Provide other company highlights.

(Awards, highlights, outstanding accomplishments, etc.)

III. Security and Back-Up

Response:

(Provide information or affirmative or negative and optionally discuss.)

The software will provide flexible user-defined security

down to the field level, or at a minimum to the module and

screen level.

The software will have 10 year data retention.

(Keep 5 years

current on system), and 5-year retention of System Rules

history showing the rules applicable at the time a particular

payroll was run and logic behind them for audit purposes.

The software will provide real time updating of data with

audit trail (user maintained documentation) without being

locked out if other transactions are occurring (i.e. payroll

being processed).

Software will provide validation edits for required

input fields.

Software will provide user-definable archive/purge

capabilities.

IV. Technology

Response:

(Provide information or affirmative or negative and optionally discuss.)

Provide information regarding your software’s

recommended or required platform: Township is currently

SaaS.

Provide information regarding your Internet Browser

interface.

Is your system an “open architecture?”

Discuss:

Application must be SaaS.

Software will provide Windows-format context will be

Internet Explorer.

Discuss remote access strategy which applies business and

security rules to users.

Software will provide real-time processing and reporting as

well as batch (flexibility to have either process as

requested by user).

Software system will provide Township staff the ability for

security administrators to see attempted breaches of

security via report or online alert to console operator.

The software will be ODBC Compliant

The vendor will offer turnkey Installation – software will

be furnished and supported.

Software will feature “drill down” in all modules.

Township would prefer directly from the application rather

than through 3

party.

System and software will allow download and import

capabilities to (existing) other modules, or systems.

VI. Modules to Include:

(Need to be fully integrated)

Response:

(Provide information or affirmative or negative and optionally discuss.)

Payroll

Software will have many reports built into system and

provide for additional easy report writing.

Reports will include: EEO, Affirmative Action, Worker’s

Comp, Employee Development, Training Administration,

Position Control, Leave and Vacation Tracking etc.

Software will include a Compensation module.

Software will be set for payroll run on bi-weekly basis.

Modules will include Benefits Administration. (Cobra,

Retirement, others)

Modules will include Off time accruals.

Modules will include a Report Writer (preferably one built

into the system)

Software system will allow Township staff the ability to

run a trial payroll by individual, group, or entire employee

base.

VI. Modules to Include (continued)

(Need to be fully integrated)

Response:

(Provide information or affirmative or negative and optionally discuss.)

Payroll

Software system will provide Township staff the ability to

run an employee inquiry search by alpha-numeric

character, SSN, ID number, location, division, department,

etc.

Software system will allow Township staff the ability to

run deduction ceilings based on dollar amount, maximum

limit, fixed percentages, or effective dating with user-

defined rules per employee.

Software will support flexible wage calculations including

shift differentials, upgrade pay, step-up pay, etc.

Software will support multiple overtime rules; this, in

addition to the standard overtime rule of hours worked

more than 40 in a week are eligible for overtime.

Software system will allow the ability to deduct and send

child support and/or other payroll deduction information to

the appropriate agency.

Software system will provide for retirement plan

calculations including 457(b) and 401(a) plans, by

effective dates, percent of participation by location, special

deferral before

retirement, including minimum and

maximum amounts, and maximum participation.

Software system will allow Township staff the ability to

have deductions or pay increases automatically applied

based on starting and ending dates rather than pay period.

Software system will allow Township staff the ability to

handle base units, i.e. for each hour worked; get a

simultaneously supporting incremental amount added to

base pay.

Software system will allow Township staff the ability to

handle standard Employee and Township paid deductions

with ceilings on retirement plans, catch-up contributions,

Section 125, and other areas.

Software system will have the capability to track special

executive benefits, auto allowance, etc.

Software will allow pre or post-tax wage earnings or

deductions.

Software system will allow Township staff automatic pay

processing for selected employees of earning types.

Software system will allow ACH deductions for a

minimum of ten accounts.

Software will be flexible enough to allow overrides on

scheduled deductions, taxes, earnings, at employee or pay

group levels.

VII. Human Resources Management

Response:

(Provide information or affirmative or negative and optionally discuss.)

Enable HR to generate multiple varied

reports easily

within the system, and provide the ability to easily create

custom reports using description fields and previews.

Software will maintain data on employee status, such as re-

hire, new hire, and whether position is a replacement,

newly created position, and indicate if position was created

by organizational change

System will provide unlimited optional fields for future

use.

System will provide position control, position requisition

tracking and job code tracking.

System will provide applicant tracking; track applicants by

requisition number, print batch reject letters, sort by

education/skills, etc.

System will provide Organizational Charting by

department, division and company.

System will maintain employee education background,

education level completed, schools attended, degrees

received, certification, etc.

System will record drug testing information and history;

test dates, results, dates of suspension, return to work, date

of termination, etc., with secured access.

System will support a merit increase program based on

category of performance rating.

System will set up different non-productive time

algorithms and provide the ability to track accrual, usage,

and balance of leave allotments.

System will provide FMLA leave eligibility and use

tracking with related reporting; will have the ability to

track intermittent leave as well as blocks of time.

System will provide Township staff the ability to flag

employees by leave type (i.e. unpaid time off, or FMLA

eligibility) for reporting and audit.

System will provide EEO/AA information, planning,

tracking and reporting.

VIII. Compensation

Response:

(Provide information or affirmative or negative and optionally discuss.)

System will provide salary

planning tool capable of

running scenarios for budget forecasting.

System will provide salary analysis and provide the ability

to review salaried employees by projected hours for salary

survey.

System will provide salary analysis and provide the ability

to review salaried employees by projected hours for salary

survey.

VIII. Compensation (continued):

Response:

(Provide information or affirmative or negative and optionally discuss.)

System will provide salary analysis and provide the

ability to review salaried employees by projected

hours for salary survey.

System will provide compensation structure support

and report salaries by position, grade, and quartiles

for each employee.

System will support a merit increase program based

on category of performance rating.

System will provide Township staff the ability to

enter multiple increases on a date with different

reasons coded and maintain history.

System will provide Township staff the ability to

track changes in job code and title, identify reasons

for merit and promotional pay increases, identify

demotions due to economic adjustments (salary

reductions), and voluntary personnel requests for

lower grade/step job classifications.

IX. Benefits Administration

Response:

(Provide information or affirmative or negative and optionally discuss.)

System will support the following benefits:

1. Basic Life

2. Accidential Dealth and Dismemberment

3. Paid Time Off (including vacation, sick, jury,

bereavement, and military).

4. Flexible Spending Account (FSA) – health and

dependent care.

5. Medical Plan

6. Dental Plan

7. Cobra Administration

8. HIPPA Administration (Cert of Coverage)

9. Retirement Plans (457b and 401a)

10. Vision Plan

11. Voluntary Life Insurance

12. Voluntary AD&D Insurance

13. Short Term Disability

14. Long Term Disability

15. Dependent Group Life Insurance

16. Tuition Reimbursement

System will provide user-defined rules tables to

establish plan parameters, eligible plan and particular

rules.

System will provide flexible reporting on all aspects

of employee benefits and status; retirement, disabled

employee benefits, length of benefit/time used,

reason, return to work dates, cause for separation, etc.

IX. Benefits Administration (continued):

Response:

(Provide information or affirmative or negative and optionally discuss.)

System will provide employee leave tracking, reporting by

leave type (vacation, sick, jury duty, FMLA, Military

leave, bereavement, etc.)

System will provide ability to produce a monthly letter to

each employee (system-generated) showing previous leave

balance, time accrued, time used and new balance for

vacation and sick leave or other balances.

System will provide Township staff the ability to generate

benefits statements.

System will provide worker’s compensation tracking.

System will provide Township staff the ability to track

dependents and dependent coverage eligibility.

System will provide Township staff the tools to facilitate

bill reconciliation with the insurance carriers.

System will provide Township staff the ability to

electronically report eligibility to third party administrators

and carriers.

System will allow Township staff the ability to track and

administer COBRA.

X. Self-Service Module

Response:

(Provide information or affirmative or negative and optionally discuss.)

The system will allow employees and managers to

access certain information without approval from

Human Resources.

The system will allow managers to run departmental

reports.

The system will allow employees to change their

address, tax withholding, direct deposit, and other

demographic information.

The system will allow employees to model their

paycheck based on changing tax status, salary, benefits,

etc.

The Self Service Module will be integrated into the

HR/Payroll software (same log-in, different security)

The module will allow employees to access their W-2

information online.

XI. Timekeeping

Response:

(Provide information or affirmative or negative and optionally discuss.)

The system will be user-friendly and allow employees to

easily track their work-time and off-

time, and allow

managers to approve their timesheets easily.

The system will be web-based and fully integrated into the

HR/Payroll software. (same log-in, different security)

The system will be highly adaptable – support web

clocking and time clocks, support different time off

accruals, etc.

The system will have reporting capabilities that can be

exported into Excel –

for example, managers should be

able to run reports showing when their employees are

scheduled off for a given month.

The system will be able to support a multitude of flexible

schedules and easily allow modifications to employee

schedules.

The system will allow employees to track time by duration,

by exception, and by actual time in/out.

The system will allow several levels of supervisors to

access employee timesheets: (example – Supervisor,

Manager and Director)

XII. Report Writer

Response:

(Provide information or affirmative or negative and optionally discuss.)

The report writer will be a user intuitive tool with

import/export capabilities to Excel or Word documents.

The report writer will use description fields and allow

previews of reports.

The writer will allow Township staff the ability to run

reports either online or batch mode. Staff will be able

to schedule batch reports based on date and time

parameters.

The report writer should be fully integrated into the

HR/Payroll system.

The report writer needs to accommodate varying skill

levels of end-users.

The writer will have a large number of standard

reports (which are customizable) within the built-in

report writer.

The writer will have “ad-hoc” query capabilities by

field, such as department, employee status, EEO code,

or workman’s compensation code.

The writer will allow for custom written report

templates to be shared among users.

XI. Implementation Vendor

Response:

(Provide information or affirmative or negative and optionally discuss.)

The vendor will assign experienced Project Management

and consultants to the client.

Transfer of knowledge to client throughout the process is a

basic tenet (and requirement) of the vendor.

Vendor must be able to tailor methodology to meet

client’s audit requirements.

Vendor will provide knowledge transfer on an

ongoing basis.

Vendor will be experienced with doing integration to

legacy systems.

Vendor will provide in-house training support.

XII. Miscellaneous

Response:

(Provide information or affirmative or negative and optionally discuss.)

Will Vendor provide a dedicated service

representative to The Township?

What is the service call response? Township requires

a response time of two (2) hours.

In reference to upgrades, improvements, etc., what

can we expect in the next year?

In reference to upgrades, improvements, etc. what can

we expect in the next 3-5 years?

How many hours of training are needed to implement

HR?

SECTION V - AUTHORITY TO QUOTE

PRICING INFORMATION:

+--

“I agree to meet the stated minimum requirements as set forth in theses specifications and any

documents attached for the total price listed.”

 If you have multiple service options available, please outline and price each option.

o Materials (software, hardware, peripherals, etc.)

 Please attach itemized price list and Identify any payment options, if any:

Approximate number of hours of training needed: ______________________________________

Labor per Hour:

8:00 am to 5:00 pm Monday thru Friday: ______________________________________

Evenings, Nights & Weekends: ______________________________________

Mileage Costs: ______________________________________

Travel Time Cost: ______________________________________

Installation, Implementation and Training Costs: ______________________________________

Annual Support and Maintenance Costs: ______________________________________

Other Relevant Expenses: ______________________________________

Estimated Time Frame for Implementation: ______________________________________

Respondent/Company Name:

___________________________________________________________

Authorized Representative:

__________________________________________________________

Signed:

___________________________________________________________

Title: ___________________________________________________________________________

Please provide the following:

Address: ________________________________________________________________________

City, State & Zip: _________________________________________________________________

Telephone: ______________________________________________________________________

Fax Number: _____________________________________________________________________

Est. Response Time After Receipt of Order: ___________________________________________

Date: ___________________________________________________________________________

Warranty, if applicable: (Please describe):

________________________________________________________________________________

ATTACHMENT I

REFERENCE:

Company Name:

Address:

Contact Person:

Telephone Number: ( )

Products/services Purchased by Reference:

Differences in Reference (product/service) and that Proposed to the Township:

Date Purchased: __

REFERENCE:

Company Name:

Address:

Contact Person:

Telephone Number: ( )

Products/services Purchased by Reference:

Differences in Reference (product/service) and that Proposed to the Township:

Date Purchased: __

ATTACHMENT II

INSURANCE

SECTION A:

Prior to the approval of this contract by the Township, the successful Respondent shall furnish a

completed Insurance Certificate to the Township, which shall be completed by an agent authorized

to bind the named underwriter(s) to the coverages, limits, and termination provisions shown

thereon, and which shall furnish and contain all required information referenced or indicated

thereon. THE TOWNSHIP SHALL HAVE NO DUTY TO PAY OR PERFORM UNDER THIS

CONTRACT UNTIL SUCH CERTIFICATE SHALL HAVE BEEN DELIVERED TO THE

TOWNSHIP.

INSURANCE COVERAGE REQUIRED

SECTION B:

The Township reserves the right to review the insurance requirements of this section during the

effective period of the contract and to require adjustment of insurance coverages and their limits

when deemed necessary and prudent by the Township based upon changes in statutory law, court

decisions, or the claims history of the industry as well as the Respondent.

SECTION C.

Subject to the Respondent's right to maintain reasonable deductibles in such amounts as are

approved by the Township, the Respondent shall obtain and maintain in full force and effect for the

duration of this contract, and any extension hereof, at the successful Respondent's sole expense,

insurance coverage written by companies approved by the State of Texas and acceptable to the

Township, in the following type(s) and amount(s):

TYPE AMOUNT

 Worker's Compensation Statutory

Employers Liability $100,000/500,000/100,000

NOTE: For building or construction projects, the successful Respondent shall meet the

minimum requirements defined in the Texas Workers' Compensation Commission

Rule 28 TAC §110.110 which follows this insurance attachment.

 Commercial General (public) Combined single limit for bodily

Liability insurance including Injury and property damage of

coverage for: $500,000 per occurrence or its

equivalent.

3. Comprehensive Automobile Combined single limit for bodily injury

Liability insurance, including and property damage of $500,000 per

coverage for loading and occurrence or its equivalent.

unloading hazards, for:

 Owned/leased vehicles

 Non-owned vehicles

 Hired vehicles

ADDITIONAL POLICY ENDORSEMENTS

The Township shall be entitled, upon request, and without expense, to receive copies of the policies

and all endorsements thereto and may make any reasonable request for deletion, revision, or

modification of particular policy terms, conditions, limitations, or exclusions (except where policy

provisions are established by law or regulation binding upon either of the parties hereto or the

underwriter of any of such policies). Upon such request by the Township, the Respondent shall

exercise reasonable efforts to accomplish such changes in policy coverages, and shall pay the cost

thereof.

REQUIRED PROVISIONS

The successful Respondent agrees that with respect to the above required (Comprehensive General

Liability and Comprehensive Automobile Liability insurance) insurance contracts and certificate(s)

of insurance will contain and state, in writing, on the certificate or its attachment, the following

required provisions:

 Name the Township and its officers, employees, and elected representatives as additional

insured, (as the interest of each insured may appear) as to all applicable coverage;

 Provide for 30 days notice to the Township for cancellation, non-renewal, or material

change; 10 days notice for workers' compensation coverage.

 All copies of the certificates of insurance shall reference the project name or bid number for

which the insurance is being supplied.

 The Respondent agrees to waive subrogation against the Township, its officers, employees,

and elected representatives for injuries, including death, property damage, or any loss to the

extent same may be covered by the proceeds of insurance;

 Provide that all provisions of this agreement concerning liability, duty, and standard of care

together with the indemnification provision, shall be underwritten by contractual liability

coverage sufficient to include such obligations within applicable policies.

 Provide for notice to the Township at the two addresses shown below by registered mail;

 For coverages that are only available with claims made policies, the required period of

coverage will be determined by the following formula: Continuous coverage for the life of

the contract, plus one year (to provide coverage for the warranty period) and an extended

discovery period for a minimum of 5 years which shall begin at the end of the warranty

period.

NOTICES

The Respondent shall notify the Township in the event of any change in coverage and shall give

such notices not less than 30 days prior to the change, which notice must be accompanied by a

replacement CERTIFICATE OF INSURANCE.

All notices shall be given to the Township at the following two addresses:

Susan Welbes

The Woodlands Township

2801 Technology Forest Drive

The Woodlands, TX 77381

Monique Sharp

The Woodlands Township

2801 Technology Forest Drive

The Woodlands, TX 77381

SECTION D.

Approval, disapproval, or failure to act by the Township regarding any insurance supplied by the

Respondent shall not relieve the Respondent of full responsibility or liability for damages and

accidents as set forth in the contract documents. Neither shall the bankruptcy, insolvency, or denial

of liability by the insurance company exonerate the Respondent from liability.

Addendum

General Information

The Township’s evaluation/implementation team will consist of employees from the Human

Resources, Payroll, Information Technology and Purchasing departments. We anticipate

that there will be approximately three (3) users of the payroll system, five (5) users of the

benefits area, and six (6) users of the HR system. The Township is a non-union

environment.

The Township’s federal identification number is 75-6000588. Since we are a municipality,

we report taxes for one State (Texas) and one locality. Our fiscal year runs from January 1

through December 31

st o

f each year. The Township currently runs twenty-six (26) pay

periods. Between 550 - 600 checks are processed bi-weekly (this number grows to 950 –

1000 during the summer months), and approximately 1000 – 1500 W-2 forms are generated

each year.

The Township has leave policies for Paid Time Off, vacation, and sick time, which should

be calculated automatically when an employee begins or terminates employment. Paid

Time Off is allowed to be taken prior to being earned, while vacation and sick time must be

earned before being taken. The current system also reduces vacation and sick time

automatically from the regular hours.

The Township allows direct deposit options for 1) net checking; 2) partial checking; 3) net

savings; and 4) partial savings. The Township runs bi-weekly time and attendance, 941

report, and ACH to banks. The Township runs monthly check reconciliation, Flex Plan, and

Work Force survey information. The Township runs quarterly reports for Texas Workforce

Commission (TWC), Internal Revenue Service (IRS) as well as the C3 report.

The following is a list of taxable earnings for the Township:



Regular Pay



Overtime



No Pay



Paid Time Off



PTO OT



Unpaid Time Off



Holiday



Holiday OT



Floating Holiday



Vacation



Vacation OT



Funeral



Sick



Jury



Double Time



Rideup Pay



Rideup OT



Prior Year PTO



Military



Shift Differential



Exempt Differential



Employee Referral



Incentive



Moving



Severance Pay



Retro Pay



Other Pay

The following is a list of deductions for the Township:



Bankruptcy Garnishments



Child Support



Earned Income Credit



Federal Taxes



Loan Payments



Medicare



Miscellanies



Social Security



Tax Garnishments



United Way

The Township has a comprehensive benefits system. The Township is self-insured.

Employees are eligible for benefits on the first of the month following employment.

Pre-tax benefit deductions consist of the following:



Dental



Dependent Group



Medical



Vision



457b Contributions



401a Contributions (Township match)



Critical Illness



Long Term Disability



Tax Garnishments

 FSA–Dependent Care Reimbursement

 Life/Accidental Death and Dismemberment

 Voluntary AD&D

(Employee, Spouse, Child, Family)



United Way

 FSA – Health Care Reimbursement

 Short Term Disability

 Voluntary Life

(Employee, Spouse, Child, Family)

Finally, the Township provides certain employees the following:

 Auto Allowance

 Short Term Disability Reimbursement

 Long Term Disability Reimbursement