Software and Implementation Services for a HCM Addendum #1- Dated 10/10/23
| Agency: | Santa Cruz County |
|---|---|
| State: | California |
| Type of Government: | State & Local |
| Category: |
|
| Posted: | Oct 10, 2023 |
| Due: | Dec 1, 2023 |
| Solicitation No: | 23P3-001 |
| Publication URL: | To access bid details, please log in. |
| Description: | Reference #: | Contact: | Due Date & Time: | Awarded To: |
| 23P3-001 |
Shauna Soldate Shauna.Soldate@santacruzcountyca.gov |
December 01, 2023 by 5:00 PM, Pacific Time |
Attachment Preview
COUNTY OF SANTA CRUZ
RFP# 23P3-001 Software & Implementation of HCM
Page 1
COUNTY OF SANTA CRUZ
General Services Department
Purchasing Division
701 OCEAN STREET, SUITE 330, SANTA CRUZ, CA 95060-4073
(831) 454-2210 FAX: (831) 454-2710 TDD: 711
______________________________________________________________________
Request for Proposal (RFP) #23P3-001
FOR
Software and Implementation Services for a Human Capital Management (HCM)
Software Systems Environment
Optional
Pre-Proposal
Web Conference
Question Deadline
Submittal Deadline
Submittal Location
Contact Person
11:00 AM, Pacific time, September 27, 2023
(Reach out to Contact Person to receive access link)
5:00 PM; Pacific time, October 6, 2023
Submit questions by email to Contact Person
5:00 PM, Pacific Time, December 01, 2023
Proposal must be submitted by this Deadline.
General Services Department - Purchasing Division
701 Ocean Street, 3rd Floor, Room 330
Santa Cruz, CA 95060
Shauna M. Soldate, Senior Buyer
Email Shauna.Soldate@santacruzcounty.us
Phone (831) 454-2526
Fax (831) 454-2710
COUNTY OF SANTA CRUZ
RFP# 23P3-001 Software & Implementation of HCM
TABLE OF CONTENTS
Section
Section Title
1
Invitation
2
Instructions to Respondents
2.1 Preparation of Proposal
2.2 RFP Documents
2.3 RFP Process Schedule
2.4 Submission of Proposal
2.5 Public Opening of Proposal
2.6 Multiple Proposals
2.7 Late Responses
2.8 Point of Contact
2.9 On Site Inspection
2.10 Non-Collusion Declaration
2.11 References
2.12 Proposal Evaluation Criteria
2.13 Cost of Service
2.14 Reservations
2.15 Notification of Withdrawal of Proposal
2.16 Interpretation
2.17 Pre-Award Conference
2.18 Execution of Agreement
2.19 Respondent Responsibility and Performance
2.20 Respondent Qualifications
2.21 Addenda
2.22 Proprietary Information
2.23 Protest and Appeals Procedures
2.24 Local Vendor Preference
3
Statement of Work
3.1. Scope
3.2. General Requirements
4
Standard Terms and Conditions
4.1 Purpose of Contract
4.2 Term of Contract
4.3 Amendment
4.4 Termination
4.5 Assignment
4.6 Licenses, Permits, and Certifications
4.7 Compliance with Laws
4.8 Acknowledgement
4.9 Inclusion of Documents
4.10 Presentation of Claims
4.11 Off-Shore Outsourcing of Services
4.12 Force Majeure
4.13 Severability
4.14 Controlling Law
4.15 Indemnity and Insurance Requirements
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COUNTY OF SANTA CRUZ
RFP# 23P3-001 Software & Implementation of HCM
Section
Section Title
Page 3
Page(s)
4
Standard Terms and Conditions (continued)
4.16 Default
23
4.17 Independent Contractor Status
23
4.18 Equal Employment Opportunity
25
4.19 Retention and Audit of Records
26
4.20 Data Security and Privacy- Protected Information 26
5
Proposal Response Format
27
6
Attachments and Exhibits
Exhibit A
Respondent Fact Sheet
30
Exhibit B
Non-Collusion Declaration
32
Exhibit C Insurance Requirements
33
Exhibit D Protest and Appeals Procedures
35
Exhibit E
Local Vendor Preference
37
Attachment 1 – Proposal Response Forms
38
Attachment 2 – Functional and Technical Requirements
39
Attachment 3 – Cost Worksheet
40
Attachment 4 – Cost Narrative
41
COUNTY OF SANTA CRUZ
RFP# 23P3-001 Software & Implementation of HCM
SECTION I.
INVITATION
Page 4
The County of Santa Cruz invites sealed proposals for Software and Implementation Services for
a Human Capital Management (HCM) Software Systems Environment from fully licensed,
insured, bonded, certified contractors to furnish all labor, tools, equipment, and incidentals
required to provide Software and Implementation Services for a Human Capital Management
(HCM) Software Systems Environment for the County of Santa Cruz.
Established in 1850 as one of the state’s original 27 counties, the County of Santa Cruz was
originally called Branciforte. The name was later changed to Santa Cruz, which is “holy cross” in
Spanish. The County of Santa Cruz geographically is the second smallest county within the State
of California, yet it has one of the largest unincorporated area populations. The 2020 estimated
population for the County of Santa Cruz by the U.S. Census Bureau was 270,861. The County
encompasses an urban service area of 440 square miles.
The overall goal of this project is to take advantage of the newest technology and harness
efficiencies by reviewing business processes and implementing technology to enhance existing
business processes performed by the County departments. The County is planning to replace its
current software systems environment with a new system or combination of software systems,
and to adopt systems functionality to support core processes. In doing so, the County seeks to
address several challenges in the current environment, and gain future efficiencies, including, but
not limited to:
• Key Objectives and Outcomes:
o Enhance operational effectiveness by making more timely, accurate, and complete
information available to the County personnel
o Robust reporting capabilities, including but not limited to ad hoc reporting,
executive reporting, and configurable reports
o Enhance ability to handle the County’s personnel budget process, Personnel
Action Forms, employee information including but not limited to certifications,
leaves, and hours worked
o Increase productivity by eliminating redundancy and unnecessary tasks
• Primary Challenges in the Current Environment
o The reconciliation of County employee schedule to hours charged each quarter
requires a third-party system. The County allocates the reconciled hours each
quarter to grant claims and expenditures.
o To update personnel budget information, the County must manually review
documents from payroll and negotiated MOUs to help ensure information is valid
and calculated correctly.
o The current system lacks key reporting capabilities, making it challenging to
monitor metrics, the County currently relies on other tracking methods, including
custom in-house reporting or MS Excel spreadsheets.
COUNTY OF SANTA CRUZ
RFP# 23P3-001 Software & Implementation of HCM
SECTION 2.
INSTRUCTIONS TO RESPONDENTS
Page 5
2.1 Preparation of Proposal
Respondents shall submit the completed Request for Proposals (RFP) with appropriate
attachments or explanatory materials. All attachments shall be identified with the
Respondent’s name, RFP number and page number. No oral, telegraph, telephone,
facsimile, electronic responses or photocopies will be accepted. Proposals must be
completed in ink, typewritten, or word-processed.
2.2 RFP Documents
Refer to Section 5 - Official Proposal Form.
2.3 RFP Process Schedule
a. The following is an anticipated RFP and engagement schedule. The County may
change the estimated dates and process as deemed necessary.
The proposed schedule for the submittal reviews and notification is as follows:
Activity
Date
BOS Approval
09/12/23
Advertise RFP - Sentinel (2 dates, 1 week
09/12/23
apart)
09/19/23
Release RFP
09/12/23
Optional Pre-Proposal Web Conference
09/27/23
Question Deadline
10/06/23
Dissemination of Answers
10/13/23
Deadline for Submittals
12/01/23
Shortlisted Vendors Notified
Week of 01/08/24
Pre-Demonstration Web-Conference
Week of 01/15/24
Vendor Demonstrations
Week of 02/05/24
Tentative Award
February 2024
Contract Negotiation
February-March 2024
Board Approval of Contract
April 2024
b. Optional Pre-Proposal Web Conference
Proposers may attend the Optional Pre-Proposal Web Conference on Tuesday,
September 27, 2023, at 11:00 AM Pacific Time (PDT). To receive a link to the
Optional Pre-Proposal Web Conference, vendor must contact
Shauna.Soldate@santacruzcounty.us by 5:00 PM on September 26, 2023 to
receive an invitation link. No minutes will be recorded.
During the Pre-Proposal Web Conference, County representatives will attempt to
answer questions that can be immediately answered; however, verbal responses
made at the Pre-Proposal Web Conference will be non-binding on County. To
formalize, Proposer must submit questions in writing to the Buyer following the Pre-
Proposal Web Conference. The Buyer will disseminate written questions and
answers in the form of an addendum.
This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation.
For more information, please visit the Publication URL Web page.
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