City of Shawnee, Kansas

Payroll Services Provider/Human Resources

Information System Provider
Request for Proposal

June 11, 2013

Response Deadline: 2:00 p.m. CDT, June 28, 2013

City of Shawnee
11110 Johnson Drive
Shawnee, KS 66203

The City of Shawnee is requesting proposals for payroll processing services and Human Resources
Information System (HRIS) in one central system. Payroll processing services include licensing of
software and consulting services required to assist with implementation, conversion of existing data,
support, training, and maintenance.
All prospective responders will be afforded an opportunity to submit statements of qualifications in
response to this request and will not be discriminated against on the basis of race, religion, color,
national origin, age, sex, or disability in receiving consideration for an award of any contract entered
into pursuant to this Request.
This Request for Proposal (RFP) is an invitation by the City of Shawnee for Respondents to submit
an offer which may be subject to subsequent discussion. It is not a request for competitive bid.
Submittal of a proposal does not create any right in or expectation to a contract with the City of
Shawnee. The City of Shawnee reserves the right to reject any or all proposals and the City further
declares that it will incur no financial obligations for any costs incurred by any company in preparing
their proposal. Acquisition of any product is subject to City Council approval.
City Representative
The Project Manager overseeing this RFP is:
Debbie Kelly, Assistant Finance Director
City of Shawnee
11110 Johnson Drive
Shawnee, Kansas 66203
Phone: (913) 742-6261
E-mail:dkelly@cityofshawnee.org
The Project Manager shall be the point of contact for any matters related to this RFP. Questions
pertaining to technical, functional, operational, or contractual matters must be submitted in writing.
The Project Manager must receive all questions or requests for clarification concerning the meaning
or interpretation of this RFP in writing at least five business days prior to the submittal deadline.
The City may record its responses to inquiries and any supplemental instructions in the form of
written addenda. The City may mail written addenda before the date fixed for receiving the proposals
to all respondents for which the City has names and addresses. The City is not responsible for any
respondents failure to receive such addenda. Respondents shall contact the City to ascertain
whether any addenda have been issued. Failure to do so could result in an unresponsive proposal.
No oral explanation given to one respondent before the RFP opening shall be binding on other
respondents.
All respondents are expected to carefully examine the proposal documents. Any ambiguities or
inconsistencies should be brought to the attention of the City through written communication with the
Project Manager prior to the opening of the proposals.
Background
The City currently outsources payroll processing and time/attendance to ADP. The HRIS system is
an in-house Lotus Notes database. At this time, the two systems are integrated on a limited basis
using a manual export from ADP to Lotus Notes. The City is requesting a single integrated system
for payroll processing services as well as HRIS.
The City processes payroll biweekly for approximately 300 employees of which 275 are full time
benefit eligible. Approximately 150 seasonal employees are added every summer. There are two
public safety (Fire and Police) departments that have 24 hour operations. Currently, 100% of City
employees receive pay through direct deposit.

Scope of Services
Overview
The respondent will provide a web-based, hosted solution for processing the Citys bi-weekly payroll
and providing the Citys HRIS software. Overall, the City desires a comprehensive and integrated
HRIS/payroll solution to manage all aspects of the Citys human resources functions without the need
for duplicate data-entry.
Payroll Processing Services
The following payroll services and capabilities are required by the City:
Bi-weekly, quarterly, and annual reports on payroll information (i.e., check register, labor
distribution, etc.) in an electronic format.
Preparation of direct deposit files and checks for each payroll.
Checks to be delivered to the City by 3:00 p.m. on Wednesday prior to payday.
Submission of tax payments electronically on behalf of the City.
Completion of all quarterly tax returns on behalf of the City.
Preparation of all W-2s on behalf of the City.
Provide external online access for employees to access pay statements.
Provide custom reporting capability.
Time & Attendance
Provide integrated time and attendance
Ability to track time by multiple codes
Provide the ability to earn and use comp time
Provide reporting capabilities for supervisors
Leave accounting and reporting (vacation, sick, holiday, FLMA, military, disability, etc.).
HRIS Functionality
The HRIS software should include the following capabilities:
Maintenance of employee information.
Recruitment, applicant tracking and onboarding.
Ability to transfer employment applications into employee records.
Benefit open enrollment and interface with outside vendors.
Legal compliance (i.e., Healthcare Reform, ADA Compliance-Web, EEO-4, COBRA, FMLA,
etc.).
Maintenance of benefits information.
Web-based employee and manager self-service.
Maintenance of discipline and grievance information.
Implementation of mass changes to employee information and/or benefits (i.e., health
insurance premium changes as part of open enrollment, across-the-board pay increases).
Automatic notifications and alerts via e-mail (for example, alerts to supervisors prior to
performance evaluation due dates).
Work history, performance management, and competency management tools.
Training and certification tracking.
Workforce/Succession planning and organizational charting capabilities.
Reporting tools.
Salary and forecasting tools.
Integration with payroll processing.
Ability to produce benefit statements annually.
Technical Requirements
The payroll/HRIS software should meet the following requirements:
Web-based, hosted solution that can be accessed using Internet Explorer 6.0 or higher.
System should not require additional web application or add ons (ie Active X, JAVA).
Ability to establish security to designated personnel records and different areas by authorized
personnel only; secure encryption in order to reduce security risks.

Audit log that tracks changes to key data files and contains, at a minimum: original data, new
data, date of change, identity of changer, and all changes to security access.
Availability of detailed documentation and technical specifications including user manuals.
Maintenance and technical support for both installation and on-going user support available
between 8:00 a.m. and 5:00 p.m. Central Time, Monday-Friday, via toll-free telephone
number. Dedicated support team is preferred.
Documented business continuity plan to provide system and processing availability in the
event of a disaster or other unforeseen event.
Conversion of data from the Citys existing payroll/HRIS systems to the proposed solution.
Export and import data function.

Specifications for Proposal Submission

All respondents shall submit their proposal in the following format.
SECTION 1 TRANSMITTAL LETTER
Within the transmittal letter, the respondent must certify to the following minimum qualifications.
The respondent is a professional company that provides HRIS/Payroll solutions and is a
payroll processor.
The principal representative who will be responsible for the Citys account, as well as any
other necessary licensure and experience-based qualification standards, as applicable.
The letter must be signed by an individual authorized to contractually bind the company and
must state the name, title, address, phone number, fax and internet address of a contact
person who is authorized to provide clarification of the proposal if necessary.
SECTION 2 EXECUTIVE SUMMARY
Provide a brief (not to exceed 3 pages), non-technical, summary level description of the contents
of the proposal, your company and its capabilities.
SECTION 3 PROPOSED SOLUTION AND APPROACH
Description of Proposed Solution
Provide a description of respondents proposed solution to accomplish the specified scope of service
requirements. Describe the proposed approach to providing the City with desired functionality as
outlined in the Scope of Services previously defined. The proposed approach shall include a
description of:
a)
b)
c)
d)
e)
f)
g)
h)

A Project Plan to include tasks, milestones, deliverables and timeline for completion.
Project management methodology.
Summary of the functional requirements of the proposed HRIS/Payroll solution.
Security and controls.
Hardware and software requirements (if any).
Any necessary interfaces.
Internet based processes.
Implementation plan, including conversion of existing data; role of City staff and estimated
time required by City Staff.
i) Training to be provided.
j) Maintenance.
k) Technical support.
The respondents proposal shall answer all questions and provide all information requested below. If
the respondent is unclear about a question or request for information, respondent should respond,
indicating any assumptions made in developing the submitted information. If no response is provided,
the City will assume that the respondent does not desire to provide the related services. All
responses should be sufficiently detailed to demonstrate the respondent's expertise and capabilities
to provide the requested services.

Respondents Company Overview

History of your company, including major milestones in corporate development and personal
biographies of your company's principals.
Description of current ownership structure.
Location, function, and hours of operation for all offices in your company that will be involved
in servicing the Citys needs.
Audited financial statements of your company for the past two years.
Infrastructure
Provide a technical overview of the proposed cloud-based solution.
What equipment or software (if any) would the City need to purchase to convert to the
proposed solution? (The Citys computer network is a LAN/WAN system running Microsoft
Active Directory on primarily Microsoft Windows 2008 Servers. The proposed system would
be utilized by approximately 300 employees which are full time benefit eligible and
approximately 150 seasonal employees. The City environment consists of approximately 180
desktops, 100 Virtual Desktops, and 65 laptops. These machines all run either Windows 7
Pro or Windows XP Professional Edition and the Microsoft Office 2012 Suite.
What is the necessary bandwidth in order for the proposed solution to operate efficiently?
The Citys has two 10 MB internet connections for the employees to access a potential HRIS
Cloud system.
What is the normal transaction on-line response time the City can expect from your proposed
solution? What is the maximum response time the City can anticipate?
What are the options and requirements for connectivity to the proposed solution? What is the
typical bandwidth (peak and average) based on a representative company of comparable
size?
Is a test environment provided during implementation?
General Training
Describe how you would train the City on the use of your proposed solution and services.
Include associated costs, if any. Estimate the training resources required (both yours and the
Citys) to successfully train personnel for implementation.
Describe your approach to security administrator training.
How do you handle ongoing training for City employees?
How many hours do you estimate it takes to train a typical user by job function?
Following implementation, would there be a means to sign on to a training system from a
production workstation so that activity performed does not affect live accounts? If so, please
describe this feature.
On-Going Support
Describe your method of providing telephone support. Include location, organizational
structure and level of capabilities of support staff. If you have more than one location, detail
the area and level of support for each location. What is the typical hold time for an initial
support call? How many of your support calls are typically resolved during the initial call?
Do you provide e-mail, web-enabled access of other on-line support? What is the typical
turnaround time for e-mail or other on-line support?
Is it possible to receive support from your website? For example, do you have commonly
asked questions posted on your web site or the capability of real-time interactive support?
What will be the Citys cost for support?
Do you provide on-site support? If so, what will be the Citys cost of this support?
What is your escalation procedure for problems?
Describe your regular follow-up procedures for problem resolution.
How do you provide tracking of incidents and their resolutions? How will you provide for
tracking of City incidents and their resolutions for City use?

Operational Issues
Does the user have the capability to import and export data? Will this function and capability
be provided in the proposed solution provided to the City?
Describe the quantity and type of data that can be converted from the Citys existing
payroll/HRIS systems to the proposed software solution. Is there a separate fee for this
function? How accurate is the conversion?
Can the City download information from the proposed solution to common PC-based
packages such as Microsoft Office Suite?
Attach a list of standard reports available from the proposed solution. Provide a few examples
of available sample reports.
Describe ad hoc reporting and query tools available with the proposed solution. Detail costs
associated with development of custom reports or spreadsheets.
Describe forms printing capabilities within your proposed solution.
Does your proposed solution have the ability to automatically calculate retroactive pay
increases? If so, please describe the process. Also, is there a limit to how far in the past the
automatic calculation will work?
Describe your process for correcting payroll errors or omissions. How are additional
unscheduled payroll runs handled? What is the turnaround time for an unscheduled
paycheck? Can unscheduled payments be processed as a direct deposit payment?
Describe the process of the general ledger interface.
Does your proposed solution have the ability to generate employee letters?
Does your proposed solution have the ability to prepare and generate annual employee total
compensation statements? If so, please attach a sample.
Does your proposed solution have the ability to generate what if comparisons based on W-4
changes? Can this be done through employee self-service?
Does your proposed solution "lock" an employee record from being updated simultaneously
by multiple users?
Does your proposed solution provide for setting up reminders for process tracking?
Describe the length of time historical HR and payroll information is retained in your proposed
solution.
Does your proposed solution allow for future dating of HR and payroll changes?
Does your proposed solution work with alternative pay and time keeping such as the 7k
exemption (24 hour shifts) for fire service?
Does your proposed solution have the ability to document phone conversations or meeting
results?
Can your proposed solution assign separate general ledger accounts to different categories
of payroll based upon work or leave type and work location?
Can your proposed solution assign more than one pay rate and/or cost center allocation per
employee?
Does your proposed solution provide the capability to budget for payroll by position?
Describe the extent of your responsibility and capability in researching the correct taxability of
any new situations that should arise.
Describe the employee time and attendance system.
Describe the exception time entry and approval for employees and managers. Describe the
capability of your proposed solution to track sick, vacation, and other leave balances for
employees.
Security
What type of security does the proposed solution require for the user login and password?
Are password security parameters fixed within the system or configurable by agency
(password complexity, expiring passwords, age, reuse, previous passwords retention, etc)?
Describe the security surrounding the access and user profiles in the proposed solution.
Describe the levels of security in the system at user, location, device and application levels.
Can we limit the time keeping function to only originate within the City trusted network
(Internet Provider IP address limitation)?

Describe how the security of the product is either integrated with or segmented from the
Operating System Security.
Describe the overall process required to add/delete/modify accounts and passwords.
Describe the process and systems employed by your company to safeguard data accessed
or submitted by the City which reside on your network. (i.e. internal data security, backups
and disaster recovery provisions, and the encryption of data transfer and password
authentication and encryption).
Please provide availability (up time) of your cloud based solution and recourse if the
proposed solution would be unavailable for an extended period as well as your policies
regarding scheduled or emergency maintenance to your product.

SECTION 4 - PRODUCT LITERATURE / OTHER PUBLICATIONS:

Attach as exhibits any company product literature and other publications intended to respond to an
RFP requirement. Include reference to the document name and page in the technical proposal by
footnote.
SECTION 5 - GENERAL EXPERIENCE, QUALIFICATIONS, AND CAPABILITIES OF
RESPONDENT:
Provide an overview of the respondents experience rendering services similar to those requested in
this RFP. This overview shall include a description of the organization size, number of employees,
summary of experience in providing the services offered, including information regarding installations
of a similar size performed in the past 3 years. Provide a comparable overview of the experience of
any subcontractors that have been identified in this RFP. Describe the resources of the respondent
and any subcontractors identified in the response to this RFP that will be available to support this
contract.
SECTION 6 - CLIENT REFERENCES:
For the respondent and any primary subcontractor identified or joint venture member, provide a
minimum of three relevant client references, who will attest to the parties ability to provide services of
comparable size and complexity to those being proposed. The references must be recent (within the
last three years) and must identify comparable governmental entities for whom comparable services
have been provided. The name of each referenced client firm and the name and telephone number of
the person to contact at each firm are required. The City shall have the right to contact any reference
of its choosing as a part of the evaluation and selection process.
SECTION 7 - REPRESENTATIONS AND WARRANTIES:
The respondent shall represent and warrant that services to be provided are not in conflict with
contracts or obligations of the respondent or of its key personnel, including but not limited to,
covenants not to compete and obligations to maintain confidentiality of trade secrets.

Proposal Evaluation Process and Deadlines

For consideration to be given to any proposal submitted pursuant to this RFP, one (1) bound original
and an electronic version on CD or flash drive must be received by 2:00 P.M. on Friday, June 28,
2013 at the address listed below:
City of Shawnee
Attn: Assistant Finance Director
11110 Johnson Drive
Shawnee, Kansas 66203
Sealed proposals will be received until 2:00 p.m., Friday, June 28, 2013, at Shawnee City Hall,
11110 Johnson Drive, Shawnee, KS 66203 for Payroll Services/HRIS Provider.
Each proposal shall be in a sealed envelope, the outside of which is plainly marked "PR/HRIS RFP",
and addressed to the City of Shawnee, Attn: Debbie Kelly, 11110 Johnson Drive, Shawnee, Kansas
66203. Proposals received after 2:00 p.m., Friday, June 28, 2013 will be returned unopened.
Proposals submitted by facsimile or email will be rejected.
All proposals become the property of the City of Shawnee.
Any Contract that may be awarded in response to this Request for Proposals shall be selected and
offered at the complete and sole discretion of the City of Shawnee. The City of Shawnee reserves
the right to reject any or all proposals, to waive informalities or irregularities in proposals, and to
award a contract for any single facility or combination of facilities.
All proposal forms shall be properly executed by an officer of the firm making such proposal.
All prospective Respondents shall be responsible for routinely checking the City of Shawnee
(www.cityofshawnee.org) for issued addenda and other relevant information. City of Shawnee shall
not be responsible for the failure of a prospective Respondent to obtain addenda and other
information issued at any time, related to this RFP. Please note that a proposal will not be accepted
that does not contain an acknowledgment of all issued addenda.

CITY OF SHAWNEE, KANSAS

DEBBIE KELLY
Assistant Finance Director
dkelly@cityofshawnee.org
(913) 742-6261

Criteria for Selection

REVIEW ITEM

AVAILABLE
POINTS

I. Company Information

II. Solution Overview

35

III. Technical Overview

15

IV. Hosted Services

15

V. Services & Support

20

VII. Pricing

Recent Experience With Comparable

Municipalities or Governmental Entities

TOTAL POINTS

100

AWARDED
POINTS

Contract
The City anticipates entering into a contract with the respondent who submits the proposal judged by
the City to be most advantageous. The City anticipates awarding one contract but reserves the right
to award more than one if in the City's best interest.
The respondent understands that this RFP does not constitute an offer or a contract with the
respondent. An official contract or agreement is not binding until proposals are reviewed and
accepted by appointed staff, approved by the appropriate level of authority within the City and
executed by the parties. The terms and conditions of such contract shall meet the requirements of
this RFP, but the City reserves the right to negotiate any and all terms of the proposal. The term of
such contract shall be negotiated between the City and the successful respondent. The City reserves
the right to reject all proposals, to abandon the project, or to re-advertise for and solicit other
proposals. The City may, in its discretion, waive any informalities, technicalities and irregularities
contained in a proposal or in the manner of its submittal.
Respondents may withdraw their proposals by notifying the City in writing at any time prior to the
submission deadline. After the deadline, proposals shall become a record of the City and will not be
returned to the respondents. All proposals shall remain valid and binding upon the respondents for a
period of ninety (90) days following the proposal submission date. The City shall not be liable for
expenses incurred in connection with preparation of a response to the RFP.
Upon opening, proposals are subject to public disclosure consistent with Kansas law. Respondents
must invoke the exemptions to disclosure provided by law and must identify in the proposal the data
or other materials to be protected and state both the reasons why such exemption from public
disclosure is necessary and the legal basis for such exemption as outlined in the section Disposition
and Disclosure of Proposals.

Contractual Obligations
Contract Provisions
The City will consider utilizing a successful respondents standard contract subject to review and
approval of the City Attorney and inclusion of certain modifications. The City does require certain
minimum, standard provisions in all of its contracts. These provisions include but are not limited to:
(1) all contractual agreements shall be subject to, governed by and construed according to the laws of
the state of Kansas; (2) no limitation of vendor or consultant liability; (3) agreement and its terms shall
be subject to the Kansas Open Records Act (KORA) and absent a lawful exemption to the contrary,
shall be subject to public disclosure; (4) no assignment of contract without written consent of City; (5)
no amendment, modification or other change in contract terms except in writing with consent of both
parties; (6) standard insurance requirements; (7) termination for convenience provisions with the
notice provision negotiated; and (7) no mandatory arbitration, mediation or other dispute resolution.
Payments
The City will require a payment schedule based on defined and measurable deliverables which will be
negotiated with the successful respondent. Under no circumstances will payments be made in
advance of work performed. The respondent shall be required to provide a total not-to-exceed
amount for the project.
No payment for extra services shall be made unless services and their costs have been previously
authorized in writing and approved by the City as a written change order.
Additional Data
Any additional information which the respondent considers pertinent for consideration should be
included in a separate section of the proposal. In such event, the City will require a statement about
why the respondent feels its approach would be the most cost effective to the City.