James City County Purchasing Office 101-F Mounts Bay Road, Ste. 300 Williamsburg, VA 23185 Phone: (757) 253-6644/6646 Fax: (757) 253-6753 Email:[email protected] http://www.jamescitycountyva.gov/purchasing/index.html http://www.edline.net/pages/WJCC/Departments/Finance/Purchasing__Bids___Awards JAMES CITY COUNTY, VIRGINIA REQUEST FOR INFORMATION No. 14-6469 Title: Public School Division Human Resource and Financial Management Information Systems Issue Date: April 11, 2014 Due Date: Responses to be received in the Purchasing Office no later than 2:00 pm, May 2, 2014 Submit: Original and Five (5) copies Inquiries: Kitty Hall, VCO Purchasing Director T: (757) 253-6644/6646 This public body does not discriminate against faith-based organizations. PROPRIETARY INFORMATION YES ( ) NO ( ) Trade secrets or proprietary information is hereby submitted and identified. Reasons for protection and exclusion from the Virginia Freedom of Information Act (2.2 et seq.) is set forth below. (Additional sheet may be added if necessary.) ________________________________________________________________________ ________________________________________________________________________ Firm Name:___________________________________________________________________ State Corporation Commission No.#: ________________________________________________ Address:_____________________________________________________________________ City/State/Zip:_________________________________________________________________ Telephone:___________________________________FAX:____________________________ Email:_____________________________________________________________________ Print Name:___________________________________Title:____________________________ Signature_____________________________________Date____________________________ Williamsburg-James City County Public Schools REQUEST FOR INFORMATION 14-6469 Public School Division Human Resource and Financial Management Information Systems I. PURPOSE Williamsburg-James City County Public Schools (WJCC) is interested is seeking information regarding integrated human resource and financial management information systems. The system currently utilizes a commercial SaaS model and is interested in learning of other systems, solutions, and models that may be available. The purpose of issuing this Request for Information (“RFI”) is to: a) determine the level of market interest; b) obtain information on potential new technologies or approaches; c) obtain recommendations that would enhance the success of a future procurement opportunity for this project; d) obtain high-level cost estimates for planning and budget purposes; and, e) provide the industry with an opportunity to comment on the potential procurement opportunity. Any qualified vendor interested in providing services, should prepare information in compliance with the specifications described in this RFI. II. BACKGROUND WJCC is a public school division serving both the City of Williamsburg, Virginia and the neighboring James City County. The school division has a total student population of approximately 11,300 and includes three high schools, three middle schools, nine elementary schools, an Operations Center and the School Board Office. WJCC is interested in an integrated system that will allow for HR tracking from initial application through retirement of employees, as well as financial capabilities to include budget management, procurement, disbursements, fixed asset, general ledger and payroll. The system should include fail-over capabilities and built-in redundancies to prevent data loss and down-time in the event of failures. The system should also be easily configurable and accessible for IT staff with built-in capabilities for sending & receiving of data to/from other systems, such as our Student Information System, Novatime timekeeping system, and Sub-finder system. Other considerations include: - Workflow Processing - LDAP (Active Directory) integration - SIF Compliant (or similar data interface capabilities) - Windows environment - Built-in reports with easy report generation and ability to export to Word or Excel - Minimal administration overhead for staff - Easy report generation/modification capabilities The financial system should have the general capabilities listed below: • Budget management – ability to track multiple years of budget and produce multiple scenarios based upon identified assumptions. • Procurement – workflow processing from requisition with pre-encumber capability through purchase order encumbrance and relief. • Disbursements – includes electronic payment options and interface with State procurement card system. • Cash receipts and accounts receivable • Fixed assets – ability to choose depreciation method • General ledger – including bank reconciliation, project management accounts that span multiple years • Payroll – ability to process multiple contract day and month types and ensure adequate position control RFI: 14-6469 Human Resource and Financial Management Information System The Human Resources system should have the general capabilities listed below: • Integrated applicant tracking, leave tracking, and licensure tracking. • Timekeeping and substitute systems built-in or capabilities to exchange data with current systems. • Online benefits information. • Employee self-service functions. WJCC is seeking input from vendors about current and future trends in the industry. III. RESPONSES Interested parties are invited to respond to this RFI by submitting a response to WJCC. Responses should include ideas, information and recommendations that could result in a clarification of the requirements, cost-saving opportunities, and the identification of potential problem areas with this initiative. Respondents are requested to provide a concise and focused response to this RFI. Responses are requested in the following format: a) Brief company profile. b) Name of a key contact person, including telephone number, fax number and email address c) Brief description of firm’s interest, past experience and views on current capabilities d) Proposed current and future components of any HR/Finance system e) Please list any potential problems or risks that WJCC may encounter during this project and provide any ideas or suggestions about how they should be addressed. f) Best estimated price range to provide equipment and services g) Time frame to install and implement a system h) Other information specific to the nature of this RFI and deemed important by the respondent i) Type of Technology used for solution (SQL, Oracle, SaaS vs. local server, etc). Including but not limited to database types, code base, browser requirements, telecomm requirements, as well as other methods implement the proposed solution. j) A brief statement of your company’s interest in providing a demonstration of your solution at WJCC’s main office located in Williamsburg, Va. If so: o WJCC cannot reimburse any cost to the vendor associated to providing a demonstration; o What supporting needs will you have (ie – internet connection, phone system, etc.); o Estimated amount of time needed for your presentation. Please include the following information when describing the solution, and include discussion regarding: o Technical foundation (database, OS, HW requirements, web-based or client software, etc.) o Modules and capabilities o Supporting data needs (ie – interface to our student information system which is Edupoint’s Synergy) o User interface and training needs o Division support effort required to maintain the solution In the event that sufficient information is received, the division may, but is not required to, issue a competitive solicitation. This RFI is not a competitive solicitation and no contract award shall result. This RFI will not be used to evaluate, rank or select vendors, nor will it be used to pre-qualify or screen vendors for a subsequent competitive solicitation process, if any. If a subsequent competitive solicitation is issued, WJCC is under no obligation to advise any firm responding to this RFI. Vendors are advised to monitor WJCC’s website (www.wjcc.schools.org) for any such opportunities, which will be open to all vendors regardless of whether or not a response to this RFI has been submitted. Page 2 of 3 RFI: 14-6469 Human Resource and Financial Management Information System WJCC will not pay for the preparation of any information submitted or for use of that information. WJCC reserves the right to utilize any information submitted in its best interest without any obligation, liability, or consideration on the part of the division. Ownership of all data, materials and documentation originated and prepared for WJCC pursuant to this RFI shall belong exclusively to WJCC and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by a firm shall not be publicly disclosed under the Virginia Freedom of Information Act; however, the firm shall invoke the protection of this section prior to or upon submission of the data or other materials and must identify the data or other materials to be protected and state the reasons why protection is necessary. Disposition of the proprietary materials after the RFIs are reviewed should be stated by the firm. Firms should indicate on the Cover Sheet the portions of their response that are proprietary and return the signed Cover Sheet with their submission. Please list the page number(s) and reason(s). Page 3 of 3 .