TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 2, 2013
COMMITTEE ON PROCUREMENT
Mr. Davis St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement for Contract 12-RFP-04, Human Resources Information System Including Payroll and Time Management, for Solution 1, Time and Attendance, with Workforce Software, LLC in an amount not to exceed $753,140.00, Account 201-50000-601170, Requisition1338209
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Workforce Software LLC, for Contract 12-RFP-04, Human Resources Information System Including Payroll and Time Management, for Solution 1, Time and Attendance.
The Human Resources and Finance Departments issued a request for proposal (RFP) to implement a human resources information system and automated time management solution for the District. The RFP was issued to solicit proposals for three solutions: Solution 1, Time and Attendance; Solution 2, Payroll and Human Resources Information System and Services; and Solution 3, Time and Attendance, Payroll and Human Resources Information System and Services, which combined Solutions 1 and 2.
The RFP entitled "Human Resources Information System Included Payroll and Time Management" was advertised on June 6, 2012, and proposals were received on August 17, 2012. Three hundred ninety-four firms were mailed advertisement and forty-five firms requested the proposal document. Six responses to the RFP were received from:
Automatic Data Processing (ADP) - Solution 1and 3
Kronos Incorporated- Solution 1
System Development Integration, LLC (SDI) - Solution 1
Terra Information Group, Inc. - Solution 3
The WFC Group, Inc. - Solution 1
Workforce Software, LLC - Solution 1
Oral interviews were held for all six proposers during October 15-18, 2012. Second interviews were held for the top four proposers during November 12-16, 2012. Site visits were requested for the top three proposers. On November 27, 2012 the Committee attended a site visit with the Art Institute of Chicago as a reference for the Workforce Software solution. Conference calls were held on December 3, 2012 and December 14, 2012 with United Gypsum as a reference for the WFC Group, implementation of Kronos software and with Illinois Consolidated School District 158 as a reference for ADP. There were no responses to the RFP for Solution 2 and the proposers for Solution 3 did not meet the Committee's requirements. As a result, the Committee decided to only move forward with Solution 1. The committee requested Best and Final Offers (BAFO) for Solution 1, Time and Attendance, from the top three proposers. The recommendation was reached that Workforce Software, LLC, proposed the most comprehensive, technically proficient and qualified package for the tasks defined in the RFP and provided the lowest cost.
Workforce Software, LLC will implement, host and maintain its EmpCenter suite using their Software-as-a-Service (SaaS) based deployment model that includes hosting services, data collection terminals and implementation services. EmpCenter suite is a web based solution that will electronically capture time and labor data using biometric terminals, webclocks and mobile functionality, and automate District pay rules. The solution also provides for labor scheduling, completely automates absence management including Family and Medical Leave Act (FMLA) and Military Leave, and utilizes business intelligence for analytics and reporting.
Workforce Software, LLC, is in the process of registering with the State of Illinois and is currently registered to do business in the State of Michigan. The Department of Procurement and Materials Management has received approval from the Executive Director to move forward with the recommendation to award.
The services will commence upon execution of a contractual agreement and ending December 31, 2017. It is expected that the solution will be implemented and deployed in year one followed by four years of maintenance and hosting services.
Appendix A will not be included due to the scope of work performed under this request for proposal.
Inasmuch as the firm of Workforce Software, LLC, possesses a high degree of professional skill, it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order and enter into an agreement per Section 11.4 of the Purchasing Act, in an amount not to exceed $753,140.00.
Funds for the 2013 expenditure in the amount of $443,540.00 are available in Account 201-50000-601170. The estimated expenditures for 2014 through 2017 are $77,400.00 per year. Funds for the 2014 through 2017 expenditures are contingent on the Board of Commissioners' approval of the District's budget for those years.
Requested, Jacqueline Torres, Clerk/Director of Finance, JT:mmv
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for May 2, 2013.