Q) Is the reference to fixed price for a fixed hourly rate that includes travel and additional costs or is it a fixed total price for the services provided for the entire year including any over time that may be needed? A) It is a fixed total price for the services provided for the entire year including any over time that may be needed
Q) Does Lake County expect OCM (Organizational Change Management) resources to be onboarded in addition to PM? A) Yes, the County is switching from Oracle to Ultimate Software and we expect there to be organizational change management involved with the project management.
Q) Who is your current HRIS Payroll system provider? A) ORACLE
Q) Within the RFP, a statement is made that an RFP was issued in 2017 to select a vendor to implement a new system. Has a vendor been selected and notified, and if so, who is the vendor? A) ULTIMATE SOFTWARE/ULTIPRO
Q) Can you provide a copy of the HRIS/Payroll RFP that was issued in 2017? A) YES
Q) Does the scope of the HRIS Payroll system implementation include timekeeping, or is timekeeping considered a separate function? A) WE WILL IMPLEMENT TIMEKEEPING AS PART OF THE HRIS PAYROLL IMPLEMENTATION.
Q) What role does the County currently play in the payroll process (e.g., prep, then submit for cut, remit and reporting or do you just submit a file, the provider manages the rest of the process)? A)WE CURRENTLY USE ORACLE, WHO IS NOT A SERVICE PROVIDER. WE CURRENTLY COMPLETE THE ENTIRE PROCESS IN HOUSE.
Q) What role do you envision the County playing in the payroll process after the new system is implemented? A) ULTIMATE/ULTIPRO IS A PAYROLL SERVICE PROVIDER. OUR ROLE WILL BE DETERMINED BY THE REQUIREMENTS OF THE VENDOR.
Q) What changes do you see in interfaces once the new system is implemented (e.g., KBace, IntelliTime, Electronic Time Clocks)? A) WE PLAN ON USING ULTIPRO TIMECLOCKS AND REPORTING.
Q) What is the current timeline (including go-live date) for the HRIS Payroll system implementation? A) WE HOPE TO GO LIVE BY JANUARY 1, 2019
Q) With the new system, will you follow the same process, or will you leverage different methods to capture time? If different methods, which ones? A) WE WILL BE EXPLORING DIFFERENT METHODS AS PART OF THE PROCESS.
Q) Please provide a roster of reports you currently receive (title, format, and frequency)? A) WE CURRENTLY RUN REPORTS ON SEVERAL SYSTEMS.
Q) What will be different with your new system in terms of reporting? A) WE WILL JUST BE USING ONE SYSTEM AND STANDARD PAYROLL REPORTS.
Q) What role will your IT organization play in the implementation (e.g., drive, support, PMO)? A) IT WILL SIT ON THE EXECUTIVE COMMITTEE, HAS A PROJECT MANAGER ASSOCIATED WITH THIS PROJECT AND OTHER IT PROFESSIONAL WILL BE INVOLVED FOR SUPPORT AND CONVERSION ASSISTANCE
Q) How experienced is your team in terms of Payroll system conversions? A) WHILE WE HAVE INDIVIDUALS ON THE TEAM WHO HAVE PREVIOUSLY DONE PAYROLL CONVERSIONS WITH OTHER ENTITIES, THE COUNTY HAS NOT DONE A PAYROLL CONVERSION IN MORE THAN 15 YEARS.
Q) Has the County started to identify what any future county needs might be, and if so, can you elaborate what they are? A)NO
Q) For time and attendance, what process do you follow today – i.e., what methods do you currently use to capture time (timeclock, biometrics, mobile spp). What do you do today and will you do the same thing or leverage different methods of capturing time A) WE CURRENTLY USE TIMECLOCKS AND MANUAL ENTRY. WE PLAN ON OFFERING NEW WAYS TO CAPTURE TIME THROUGH ULTIPRO.
Q) Do you measure data quality? If so, how do you measure it, and where you are currently in terms of data quality? If not, how would you prefer to rate current data (e.g., on a Likert scale)? A) WE DO NOT CURRENTLY MEASURE DATA QUALITY OTHER THAN AUDITS
Q) Can you provide a summary of your staff in terms of the following:
How many employees are hourly versus salaried? A) APPROX. 700 SALARY; 2000 HOURLY
How do your employee progress through pay structures? A) WE ARE NOT SURE WHAT INFORMATION YOU ARE LOOKING.
Q) Please provide a list of your collective bargaining units, and the number of employees represented by each.
A) AFSMCE (Coroner)- 10
Local 150 (DOT)- 65
Local 150(PW)- 45
Local 150(FAC)- 21
Local 150 (HD)- 10
ICOP (SO ADMIN)- 17
ICOP (HD)- 10
ICOP (SO)- 157
Teamsters (Correction Officers)- 182
Teamsters (Correction Sgt)- 14
Teamsters (Correction LT)- 5
Teamsters (PO Sgt)- 17
Teamsters (PO LT)- 5
Q) Please share documents regarding your pay structures. A) WE ARE NOT SURE WHAT INFORMATION YOU ARE LOOKING.
Q) Are you expecting full-time, on the ground project management or is a virtual/hybrid model acceptable? A) ON-SITE AS NEEDED, VIRTUAL WHEN POSSIBLE
Q) Is the RFP allowed to be submitted via email? A) No
Q) Beyond the 6 addendum pages at the end of the document is there a format you would like the RFP submitted? Are we able to use our documents and customize based off the needs of Lake County? A) The submittal requirements are outlined within the RFP and yes the documents can be customized
Q) Do you have a new system picked for implementation or is Lake County also looking for assistance with system selection? A) Ultimate Software is selected already
Q) In addition to payroll, is Lake County planning on implementing any additional modules to the new HRIS system? A) Yes, possibly in the future
April 12, 2018
Q) What is the proposed implementation duration of the HRIS system? A) Jan 2019 no later than April 2019
Q) Can you provide the preliminary project plan provided by Ultimate Software Ulti Pro system? A) No, not at this time. This will be made available later in the procurement selection process if needed
Q) Can we submit exceptions to the County’s standard contract? A) Yes, as part of the exception process with this RFP
Q) Is the County willing to negotiate exceptions to the standard contract? A) Yes
Q) Can you clarify what services are expected related to Finance and Procurement Management? A) There are no expectations related to Procurement Management however the project manager may need to be aware of the financial aspect of the contract the County has with Ultimate Software.
Q) Would the County please elaborate on any additional business drivers for this opportunity beyond those identified in the RFP?
A) There are none.
Q) It is noted that the RFP references “the selection and implementation for various systems” as the intent. Which systems does the County intend to be selected and implemented as part of this project?
A) Ultimate Software/UltiPro
Q) The “Background” section indicates an RFP was issued for payroll services. Would the County confirm that is for “outsourced” payroll services? If so, what is the status of that procurement?
A) This is an outsourced SaaS agreement for a Payroll Services Provider. The procurement is complete and the contract is signed.
Q) The “Expectations of the Project Manager” section indicates various references to an HRIS system. Is that one of the systems the County expects to be selected and implemented as part of this project? If so, what is the status of that particular selection and implementation initiative?
A) Both Payroll and a basic HRIS implementation will be done with Ultimate Software/UltiPro.
Q) Related to the question above, would the County confirm the “HRIS Project Manager” is a County employee as opposed to a vendor project manager? If a vendor project manager, what software company is involved?
A) We have both an internal HRIS Project Manager and a Project Manager through Ultimate Software/UltiPro.
Q) Further under “Project Management,” reference is made to the effort of outsourcing payroll functions. Is this one of the selection and implementation projects the County expects as part of this initiative?
A) We will be converting our payroll processing and HR software from Oracle to Ultimate Software/UltiPro. This includes implementing UltiPro’s Human Resources; Payroll Administration; Tax Management and Compliance; Time, Attendance and Scheduling; and Benefits Administration; Time Clocks; Recruiting and Onboarding; Open Enrollment and Life Events.
Q) The Submittal Requirements section indicates proposers should indicate an “overall understanding of each project they are submitting for.” Would the County please clarify, by providing what may be a listing of available projects as well as a confirmation that proposers may propose on some, but not all?
A) This RFP is just for the Ultimate project.
Q) As it relates to the cost worksheet, would the County please clarify the following:
a. Both a total fixed-fee and a “proposed annual” cost are requested. Which would the County prefer? A) Please provide both
b. Would the County please clarify the specific software selection and/or implementation projects that make up this cost total? A) This RFP is just for the Ultimate project
c. For the basis of estimating implementation services, please provide an estimated timeline for each of the implementation projects. A) The RFP is looking for the project manager to make recommendations on implementation plans. The County would like to “go live” with the new system on Jan 2019 but no later than April 2019.
Q) Would the County please confirm whether there is a local preference for this initiative? If so, what weight will that preference have in the evaluation? A) This is not part of the evaluation criteria
Q) what payroll/HR system is it that you're moving to from your current Oracle EBS?
A) Ultimate Software Ulti Pro system
Q) Whether companies from Outside USA can apply for this? (like, from India or Canada) A) Yes, all proposals will be considered
Q) Whether we need to come over there for meetings? A) Yes, in person meetings will be required
Q) Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada) A) Some tasks may be performed remotely however several tasks will require in person interaction to be performed to the expectations of this RFP
Q)Can we submit the proposals via email? A)No, please follow the RFP submittal process outlined in this RFP