<p>Request for Proposal (RFP) for HR/Payroll Legacy System Archive</p><p>Template provided by: Harmony Healthcare IT . HealthDataArchiver.com 53702 Generations Drive . South Bend, IN 46635 (800) 781-1044 . [email protected]</p><p>Thank you for downloading the Harmony Healthcare IT RFP template. This RFP template is intended to help healthcare organizations seeking an HR and/or Payroll legacy system archive. Instructions for using this template: 1. Carefully review the template adding, changing and deleting information as needed. Update items that are noted <INSERT X> with the appropriate information and remove the <INSERT> prompt. 2. Delete notes that are intended as instructions only. 3. Identify two or more vendors for RFP distribution:</p><p>Vendor 1: Harmony Healthcare IT 53702 Generations Drive South Bend, IN 46635 www.healthdataarchvier.com [email protected] (800) 781-1044</p><p>Vendor 2: ______</p><p>______</p><p>4. Complete the Cover Page and General Conditions prior to sending to vendors.</p><p>2 <INSERT Name of Organization and/or Logo></p><p>Request for Proposal:</p><p>Human Resources and Payroll Legacy System Archive</p><p><INSERT Date></p><p><INSERT Logo/Brand></p><p><INSERT Organization Name> <INSERT Address> <INSERT City, State Zip Code> <INSERT Point of Contact: > <INSERT Phone: (xxx) xxx-xxxx> <INSERT Fax: (xxx) xxx-xxxx> <INSERT Email: [email protected]></p><p>3 RFP for Legacy HR/Payroll System Archive <INSERT Organization Name> Request for Proposal</p><p>About <INSERT Organization Name>: <INSERT Organization Overview, number of locations, size, history, special goals, etc.> To meet the deadline for the initial approval, all responses to this RFP must be received electronically by 5:00 PM (EDT) on <INSERT Date>. All vendors intending to submit a response are requested to submit a letter of intent along with any questions they may have by <INSERT Date>. All questions from all vendors will be consolidated and answered in writing by 5:00 PM (EDT) on <INSERT Date >. Vendors will review the information posted and communicate any requested changes or updates in writing. Questions and completed responses should be sent to: <INSERT Point of contact> <INSERT Job Title or Role> <INSERT Contact Information></p><p>4 RFP for Legacy HR/Payroll System Archive RFP Scope:</p><p><INSERT Organization Name> is seeking a partner who can provide a vendor-neutral archiving solution so that the following system types may be decommissioned:</p><p><DELETE those system types not included in the scope of this RFP>  Human Resources  Payroll  Time and Attendance</p><p>DB DB # Beds or # of Vendor Product Version Platform Size Providers Employees</p><p>5 RFP for Legacy HR/Payroll System Archive RFP Timeline: Item Deadline</p><p>Release of RFP <INSERT Date></p><p>Intent to Respond and Written Questions Due <INSERT Date 1 week from previous date></p><p>Responses to Questions Posted <INSERT Date 1 week from previous date></p><p>Proposals Due <INSERT Date 2 weeks from previous date></p><p>On-site Demonstrations <INSERT Date></p><p>Vendor of Choice Selected <INSERT Date></p><p>Begin Implementation Activities <INSERT Date></p><p>Letter of Intent to Respond to RFP <INSERT Organization Name> asks that all vendors email a letter of intent declaring their intention to respond to this RFP by the given deadline. The e-mail should be sent to <INSERT Email Address> and received no later than <INSERT Date>. Please include the words "RFP: Intent to Respond" in the subject line. We encourage inquiries regarding this RFP and welcome the opportunity to answer questions from potential applicants. Please include any questions with your intent to respond.</p><p>Deadline for Response for RFP Interested vendors must submit an electronic copy of their proposed solution to <INSERT Email Address> by <INSERT Date and Time>. Submissions will be confirmed by reply email. Late proposals will not be evaluated.</p><p>6 RFP for Legacy HR/Payroll System Archive Submission Process and Requirements for RFP Responses shall be submitted in <PDF format> and sent using electronic mail. Send your response to: <INSERT Email Address> by the date and time specified above. Receipt will be acknowledged via email. Please include the words "RFP: Vendor Response" in the subject line. Vendors should organize their proposals as defined below to ensure consistency and to facilitate the evaluation of all responses. All the sections listed below must be included in the proposal, in the order presented, with the Section Name listed. </p><p>General Conditions for RFP <INSERT Organization Name> is not obligated to any course of action as the result of this RFP. Issuance of this RFP does not constitute a commitment by <INSERT Organization Name> to award any contract. <INSERT Organization Name> is not responsible for any costs incurred by any vendor or their partners in the RFP response preparation or presentation. Information submitted in response to this RFP will be kept private from other vendors. <INSERT Organization Name > reserves the right to modify this RFP at any time and reserves the right to reject any and all responses to this RFP, in whole or in part, at any time. </p><p>7 RFP for Legacy HR/Payroll System Archive Vendor and Product Profile Using the template below, please provide the requested information on your organization. Your response to a specific item may be attached to this section as an additional page if necessary.</p><p>Company Contact Information</p><p>Company Name</p><p>Street Address (Headquarters)</p><p>City, State and Zip Code</p><p>Main Telephone Number</p><p>Website</p><p>Primary Contact Information</p><p>Name</p><p>Job Title</p><p>Street Address</p><p>City, State and Zip</p><p>Telephone Number</p><p>Fax Number</p><p>Email Address</p><p>8 RFP for Legacy HR/Payroll System Archive Company Profile</p><p>How long has the company been in business?</p><p>Has your company acquired, been acquired, merged, or had any "change in control" events within the last five (5) years? (If yes, please provide details.)</p><p>Is your company planning to acquire, be acquired, merge, or have any "change in control" events within the next five (5) years? (If yes, please provide details.)</p><p>How long has the company provided HR and Payroll archiving?</p><p>How many customers do you currently serve?</p><p>What is your retention rate for each archiving client of the past three (3) years?</p><p>Total FTEs Last Year</p><p>Total FTEs This Year</p><p>What is the average tenure of personnel?</p><p>How much is spent on R&D?</p><p>Do you employ or utilize off-shore resources?</p><p>Please provide information on any outstanding lawsuits or judgments within the last five (5) years. Please indicate any cases that you cannot respond to as they were settled with a non-disclosure clause.</p><p>Product Information</p><p>Product name and version number</p><p>When is your next version release?</p><p>9 RFP for Legacy HR/Payroll System Archive Product Information</p><p>Describe product enhancements currently under development for release within the next 2 years.</p><p>Is the solution vendor neutral?</p><p>Does the solution store discrete data in addition to documents and images?</p><p>List the types of data that can be archived</p><p> Human Resources  Payroll  Time and Attendance  Other (Please explain)</p><p>Does the system support the archival of multiple data sources within the same system?</p><p>Is it a Client Server, ASP or Hosted model?</p><p>Can the system be virtualized?</p><p>How is the product licensed?</p><p>If licensed on a ‘user’ basis, please define a ‘user’ (FTE, MD, all clinical staff, etc…)</p><p>If licensed on a ‘workstation’ basis, please define a ‘workstation’ (computer, tablet, phone, etc…)</p><p>Are licenses concurrent or per user/workstation?</p><p>If licensed on an ‘employee’ basis, please define an ‘employee’ (Active, Terminated, Deceased, etc…)</p><p>Was the product (or any of its significant functionality) acquired from another company? If yes, please answer the following:</p><p>10 RFP for Legacy HR/Payroll System Archive Product Information  What was the original company’s name that developed the product or functionality?  What was the original product’s name?  What version did you purchase?</p><p>List any hardware required to run the application.</p><p>Is the database license included in the solution price?</p><p>List any additional third party software required to utilize the application and clarify whether they are included in the price of the solution.</p><p>Does the solution require any type of client (Citrix, Clientware, Cisco VPN, etc.)</p><p>List any security enhancements which must be accommodated on workstation s (e.g. active x controls enabled, dot net versions supported, registry modifications, etc.)</p><p>What applications are required or need to be installed on the client workstations?</p><p> Java  Flash  Adobe Reader  Microsoft Office  Antivirus  Other (Please explain)</p><p>Does the application include a reporting module?</p><p>Can we link the system to our existing enterprise reporting tool?</p><p>Describe the employee print and export process. Clarify the types of files that the </p><p>11 RFP for Legacy HR/Payroll System Archive Product Information system can produce. </p><p>Will there ever be a charge to copy, move, or retrieve employee data from the product in the future?</p><p>12 RFP for Legacy HR/Payroll System Archive Implementation Process Using the template below, please provide the requested information on your implementation process. Your response to a specific item may be attached to this section as an additional page if necessary. Data Extraction and Migration</p><p>Do you provide data extraction services from the legacy systems? </p><p>If so, please outline any requirements.</p><p>If not, please outline how the data shall be extracted from the legacy system and who should be responsible for these activities.</p><p>Do you have data specifications or formatting requirements that must be met prior to importing data into the archive? </p><p>If so, please provide a copy of the specification and describe how the exported legacy data will be converted into these formats. </p><p>Please outline any additional costs or concerns related to the extraction and migration of data from the legacy systems listed within this RFP. </p><p>Implementation and Training</p><p>What is the average implementation timeline for the types of systems included within this RFP?</p><p>Outline the vendor roles and responsibilities for a typical archive project.</p><p>Outline the customer roles and responsibilities for a typical archive project. </p><p>Describe your implementation process.</p><p>13 RFP for Legacy HR/Payroll System Archive Implementation and Training</p><p>Describe your testing and validation process.</p><p>What types of training are normally required/provided? Please describe each.</p><p> On-site  Remote  Video based  Web based  Documentation</p><p>Will a post go-live assessment be completed after a specified amount of time?</p><p>Future Archive Projects</p><p>Can additional data sources be added to the archive in the future? If so, please describe the process and outline any downtime that will be required. </p><p>Will all archived data sources be stored within the same application and database?</p><p>14 RFP for Legacy HR/Payroll System Archive System Support and Maintenance: Using the template below, please provide the requested information on your system support and maintenance. Your response to a specific item may be attached to this section as an additional page if necessary. System Support and Maintenance</p><p>How are support requests submitted?</p><p> Phone  Email  Customer Portal  Etc.</p><p>What are your hours of support (both staffed and after-hours/on-call)?</p><p>Do you provide any online support (self-help videos, knowledge center, etc.)</p><p>List any support severity levels with descriptions.</p><p>List response/resolution times for each severity level.</p><p>Describe your issue resolution tracking system</p><p>Do you utilize any off-shore resources for support?</p><p>Are future upgrades included?</p><p>15 RFP for Legacy HR/Payroll System Archive System and Data Security: Using the template below, please provide the requested information on your system and data security. Your response to a specific item may be attached to this section as an additional page if necessary. Application / Data Security</p><p>Does the product comply with all applicable HIPAA, HI-TECH and other security and privacy requirements? If not, please explain.</p><p>Does the product provide different levels of security based on User Role, Site, and/or other settings? Please describe.</p><p>Describe how the product secures data at both the application and database level.</p><p>Describe the system auditing and reporting tools as well as how activity logs are maintained. </p><p>Can the system integrate with Active Directory? If so, please describe how.</p><p>If data will be transported, please describe the transport process and security measures.</p><p>16 RFP for Legacy HR/Payroll System Archive Data Center Security</p><p>Data Center Physical Address</p><p>What tier level certification is the data center?</p><p>Describe the data center physical security</p><p>Describe the data center power supply and any redundancy</p><p>Describe the data center climate control</p><p>Describe the data center fire suppression system</p><p>Describe the data center connectivity and redundancy. </p><p>17 RFP for Legacy HR/Payroll System Archive Cost Estimate Template For each proposed product, please provide cost estimates based upon the information provided within this RFP and any additional details provided. Please use the following template, if possible—or attach a cost estimate proposal that includes answers to each question below.</p><p>One time implementation fees Product license fees: Click here to enter text. Implementation fees: Click here to enter text. Other fees (Please Explain): Click here to enter text. Total One-Time Fees: Click here to enter text.</p><p>Annual fees Support and Maintenance: Click here to enter text. Hosting: Click here to enter text. Other fees (Please Explain): Click here to enter text. Total Annual Fees: Click here to enter text.</p><p>Ten (10) year total cost of ownership Year 1 total Click here to enter text. Year 2 total Click here to enter text. Year 3 total Click here to enter text. Year 4 total Click here to enter text. Year 5 total Click here to enter text. Year 6 total Click here to enter text. Year 7 total Click here to enter text. Year 8 total Click here to enter text. Year 9 total Click here to enter text. Year 10 total Click here to enter text. Total Ten Year Cost Click here to enter text.</p><p>18 RFP for Legacy HR/Payroll System Archive</p>