HomeMy WebLinkAboutAddendum 1 - RFP - 10001 Timekeeping, Payroll & HR Integration Solution for PFAAddendum 1 Page 1 of 3
ADDENDUM NO. 1
SPECIFICATIONS AND CONTRACT DOCUMENTS
Description of RFP 10001: Timekeeping, Payroll & HR Integration Solution for PFA
OPENING DATE: 3:00 PM MT (RMEPS Clock) August 7, 2024
To all prospective bidders under the specifications and contract documents described above,
the following changes/additions are hereby made and detailed in the following sections of this
addendum:
Exhibit 1 – Questions & Answers
Please contact Beth Diven, Buyer II, at bdiven@fcgov.com with any questions regarding this
addendum.
RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN
RECEIVED.
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970.221.6775
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Addendum 1 Page 2 of 3
EXHIBIT 1 – QUESTIONS & ANSWERS
1. Does PFA intend for the new provider to actually process the payroll for Poudre fire or would
the actual process of payroll still exist in JD Edwards or the current system that Fort Collins
uses for payroll?
No, we will use the City’s ERP system JD Edwards, and the City will still process
the payroll.
2. Are you open to a partial-component bid for the recruiting and onboarding software
associated with the HRIS functionality you seek to obtain?
o Although you seek an HR Integration Solution, there is no mention of recruiting
and onboarding in the Functional Requirements.
o If a recruiting and onboarding system is not a part of this RFP, please ignore the
remaining questions.
Yes, we are interested in all modules.
3. How many concurrently-posted jobs do you have on average at any given time?
One to three at the same time, but not limited to this number; this may expand in
the future.
4. How many new-hires do you make per year on average?
Up to 25; but not limited to this number.
5. How many HR users and non-HR users would register in the system?
3-4 HR Users; 10 non-HR Users; with room to add as growth allows.
6. How many onboarding forms are typically presented to a new-hire to complete on average?
15-20 forms, but not limited to this number.
7. Are you open to the direct purchase of an ATS and Onboarding System via a national co-
op contract vehicle (in which the system can be purchased without the need for an RFP --
and at a discount from public prices)?
No, we are not.
8. In functional requirements SCH.2 Can you provide an example of how the Fire Department
will use “Bus Route schedules that result in shift code assignment”.
NA- this question was added for possible inclusion of City interest, but is not a
firm requirement.
9. SCH.42 The system has the ability to schedule meals and breaks, as well as start and
end times.
Question, in Fire Suppression, staff generally work a continuous shift e.g. 24 hours where they are on paid status for the entire shift including meals and breaks. Can you provide a
use case of how this might be used in the Fire Department?
We have 56-hour and 40-hour employees; this would apply to 40-hour positions.
Addendum 1 Page 3 of 3
10. ADV.27 The system shall be able to accept Leave Balance data inbound from the ERP into
the Timekeeping System, such as
• Employee ID
• Leave Type
• Beginning Balance
• Hours Accrued
• Hours Taken
• Ending Balance
• Pay Period Accrual
(if the time keeping system takes over leave management, this is not needed).
Question: We plan to take over the accruals but would still propose this to capture opening
balances to save a good deal of data entry. Is that consistent?
We would provide the data feed of opening balances.