Human Resource and Payroll Scheduling and Tracking Services

The vendor is required to provide that human resource and payroll scheduling and tracking services covering the general functional areas and specific requirements described below in order to provide the city with the desired system.
- Our requirements include applying and tracking work rules, pay rules, employee certifications, and stipends for a city agency.
- The solution that will be chosen will include employee mobile access as well as the use of a telephonic automated response unit (“ARU”).
- Software provider’s general obligations:
• Propose a project schedule with significant milestones.
• Meet with key department staff to develop detailed system specifications.
• Identify minimum and desirable hardware requirements, if required, for department workstations and server(s).
• Identify all needed hardware and software components required to implement the HR tracking solution.
• Test all functional capabilities of the HR tracking system
• Install and configure the system.
• train each department’s acceptance testing group in use and administration of the system.
• Train local system administrators, and departmental and selected interdepartmental users, tailoring delivery of training to trainees’ computer literacy levels
• Provide user and administrator documentation.
• Meet with city project staff to provide progress reports and resolve issues.
• Maintain and support the HR tracking during and after implementation
• Ensure ability to update and/or migrate the system.
- Project management:
• Providing periodic updates to the work plan, as needed.
• Changes to the work plan are subject to approval by the city.
• Providing monthly updates to the project schedule in both printed format and in excel file format.
• Submitting monthly project status reports detailing progress toward fulfilling objectives in the work plan and the project schedule, and highlighting items on the critical path.
• Coordinating project resources and work so that milestones are met in an efficient manner.
• Tasks will be laid out to minimize implementation time and cost while taking into consideration resource and time constraints, such as city staff availability.
• The software provider and the city project managers will ensure that individuals performing tasks have appropriate skill levels.
• Attending periodic meetings as required by the city project manager.
- Implementation:
• The software provider must determine the city preferred modes of operation and preferred procedures.
• The selected software must be installed without interfering in any way with daily operations.
- Acceptance testing:
• On-site acceptance testing will include appropriate software provider and department staff, and will occur at a time agreeable to both the software provider and the city.
• User acceptance tests will test all system components according to the test plan section of the work plan and will be designed to simulate the respective department’s actual work environment.
• Tests conducted in the city environment shall not prevent the operation of existing systems or cause system interruptions unless previously approved by the it department.
- Training:
• All training required for successful implementation and operation of the new system must be provided as a part of the package price.
- Program source code and database design
• The city recognizes the proprietary nature of the software provider’s system and the software provider’s concerns over providing source code to customers.
• The city, however, must be assured that its investment in the system will be protected in the event that the software provider becomes unwilling or unable to support it.
• The city recognizes that these issues may have to be resolved by non-disclosure, escrow or other agreements between the software provider and the city.
• Any non-disclosure agreement would be subject to federal, state, and local laws requiring disclosure of public documents.
• All delivered components, the software provider shall provide the city with a machine-readable copy of all source code, build and support files.
• Includes code and help source files, batch and project files, libraries and other compile/link components.
• The software provider shall provide updated source files as program updates are released during the initial and subsequent warranty and technical support periods.
- Database design:
• Documentation of the design of the database shall be provided that completely describes both the logical and physical structure of the HR tracking database.
• The documentation shall define and describe the individual elements (files, tables, fields) and the relationships between them.
• Any portions of the database developed or modified specifically for the city shall be identified.
• This will permit city staff to develop complex custom reports.
- Support
• All vendors must be able to provide technical support during city working hours, Monday through Friday from 8:00 a.m. to 8:00 p.m.
• Eastern standard time, an after-hours call center number, and a service level agreement specifying appropriate response times that city can agree to for different levels of problems.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: March 07, 2025