ATTACHMENT D: LOCATION OF WORKERS UTILIZED Web viewSuch insurance coverage shall be obtained from companies that are authorized to provide such coverage and that are authorized by

Request for Proposal

#1093-J17

Human Resource Information System

RFP Issue Date: July 28, 2017

Proposals are to be sent to: Partners Behavioral Health Management

Attn: Sandy Davis, Purchasing Agent

901 South New Hope Road

Gastonia, NC 28054

Contact Information: Telephone: (704) 842-6304

Email: [email protected]

Closing Date and Time: August 30, 2017, 5:00 pm

mailto:[email protected]

RFP Number: 1093-J17 Vendor:

FOR PARTNERS BHM USE ONLY: Offer accepted and Contract awarded this ____ day of _______________, 20____, as indicated on the attached

certification, by _______________________________________________.

(Authorized Representative of PARTNERS BHM).

Refer ALL Inquiries regarding this RFP to: Partners BHMSandy Davis, Purchasing Agent901 S. New Hope Rd.Gastonia, NC [email protected]

Request for Proposal #: 1093-J17Proposals will be publicly opened: August 31, 2017 @ 9:00 a.m.Contract Type: Open MarketRequisition Number: N/A

EXECUTION In compliance with this Request for Proposals, and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein. By executing this proposal, the undersigned Vendor certifies that this proposal is submitted competitively and without collusion (G.S. 143-54), that none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and that it is not an ineligible Vendor as set forth in G.S. 143-59.1. False certification is a Class I felony. Furthermore, by executing this proposal, the undersigned certifies to the best of Vendor’s knowledge and belief, that it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency. As required by G.S. §143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded because of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system. G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public Contract; or awarding or administering public Contracts; or inspecting or supervising delivery of the public Contract of any gift from anyone with a Partners BHM Contract or from any person seeking to do business with Partners BHM. By execution of any response in this procurement, you attest, for your entire organization and its employees or agents, that you are not aware that any such gift has been offered, accepted, or promised by any employees of your organization.Failure to execute/sign proposal prior to submittal shall render proposal invalid and WILL BE REJECTED. Late proposals cannot be accepted.

VENDOR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE

PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER:

VENDOR’S AUTHORIZED SIGNATURE: DATE: E-MAIL:

Offer valid for at least 60 days from date of proposal opening, unless otherwise stated here: ______ days. After this time, any withdrawal of offer shall be made in writing, effective upon receipt by Partners BHM.

ACCEPTANCE OF PROPOSALIf any or all parts of this proposal are accepted by Partners BHM, an authorized representative shall affix his/her signature hereto and this document and all provisions of this Request for Proposal along with the Vendor proposal response and the written results of any negotiations shall then constitute the written agreement between the parties. A copy of this acceptance will be forwarded to the successful Vendor(s)


Human Resources Information System Final 2017 RFP

7/27/17 Page 3 of 34


Table of Contents

GENERAL INFORMATION..............................................................................................................4

REQUEST FOR PROPOSAL DOCUMENT .........................................................................................4

NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS ..............................................4

CONTRACT PERIOD…………………………………………………………………………………………………………………. 5

RFP SCHEDULE .............................................................................................................................. 5

EXPRESSION OF INTEREST............................................................................................................. 5

QUESTIONS AND REQUESTS FOR CLARIFICATION ........................................................................ 5

PROPOSAL SUBMITTAL ................................................................................................................. 6

DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ........................................................................7

EVALUATION AND AWARD......................................................................................................... 8

METHOD OF AWARD ................................................................................................................... 8

CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS ......................................................... 8

PROPOSAL EVALUATION PROCESS ............................................................................................. 8

EVALUATION CRITERIA................................................................................................................ 9

VENDORS REPRESENTATIONS…………………………………………………………………………………………..……. 9

SCOPE OF WORK..........................................................................................................................10

TRANSITION ASSISTANCE............................................................................................................ 10

CONTRACT AND ADMINISTRATION............................................................................................ 11

CONTRACT ................................................................................................................................. 11

PROJECT MANAGER AND CUSTOMER SERVICE………………………….………………………………………….. 11

POST AWARD MANAGEMENT REVIEW MEETINGS .................................................................... 11

CONTINUOUS IMPROVEMENT……………………………………………………………………………………………….. 11

DISPUTE RESOLUTION……………………………………………………………………………………………………………. 11

CONTRACT CHANGES .................................................................................................................. 11

ATTACHMENTS

ATTACHMENT A: INSTRUCTIONS TO VENDORS ........................................................................ 12

ATTACHMENT B: GENERAL CONTRACT TERMS AND CONDITIONS .......................................... 15

ATTACHMENT C: CERTIFICATION OF FINANCIAL CONDITION................................................... 19

ATTACHMENT D: LOCATION OF WORKERS UTILIZED BY VENDOR ......................................... 20

ATTACHMENT E: IRAN DIVESTMENT ACT TERTIFICATION ..................................................... 21

HRIS SYSTEM REQUREMENTS…………………………………………………………………………………………….... 22


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1.0 GENERAL INFORMATION

Partners Behavioral Health Management is one of North Carolina’s Managed Care Organizations for mental health, substance use disorder, and intellectual and developmental disabilities treatment available through Medicaid, state, and county funding. Partners serves 8 counties and over 22,000 consumers, and employs approximately 450 staff.

Partners BHM is seeking proposals for a Human Resources Information System to include payroll, benefits, training, recruiting and compliance solutions. The objective of this project is to select and implement a new HRIS system to address current and future Human Resources and Finance departmental needs.

2.1 REQUEST FOR PROPOSAL DOCUMENTThe RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award. All attachments and addenda released for this RFP in advance of any Contract award are incorporated herein by reference.

2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONSIt shall be the Vendor’s responsibility to read the Instructions, Partners BHM’s terms and conditions, all relevant exhibits, attachments and any other components made a part of this RFP, and comply with all requirements and specifications herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes that may be issued about this RFP.

If Vendors have questions, issues, or exceptions regarding any term, condition, or other component within this RFP, those should be submitted as questions as outlined in the instructions of this RFP. If Partners BHM determines that any changes will be made because of the points raised, then such decisions will be communicated in the form of an RFP addendum. Partners BHM may also elect to leave open the possibility for later negotiation of specific components of the Contract that have been addressed during the question and answer period. Other than through this process, Partners BHM rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s proposal. This applies to any language appearing in or attached to the document as part of the Vendor’s proposal that purports to vary any terms and conditions or Vendors’ instructions herein or to render the proposal non-binding or subject to further negotiation. By execution and delivery of this RFP response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded. Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor’s proposal as nonresponsive.

If a Vendor desires modification of the terms and conditions of this solicitation, it is urged and cautioned to inquire during the question period, in accordance with the instructions in this RFP, about whether a specific, proposed language modification is acceptable to or will be considered by Partners BHM. Identification of objections or exceptions to the Partners BHM’s terms and conditions in the proposal shall not be allowed and shall have no effect. A Vendor may however, attach a separate page to its proposal, titled “Request for Proposed Modifications to Terms and Conditions,” and identify specific modifications that it requests Partners BHM to consider. Partners BHM will evaluate all proposals without regard to any proposed modifications. Once a proposal has been identified as the one for which an award recommendation has been made, but prior to approval of the recommendation, Partners BHM, in its sole and absolute discretion, may consider any proposed modifications attached to that proposal. Any modification(s) to the terms and conditions agreed to by Partners BHM will be identified in the Certification of Award. Any ambiguity, vagueness, inconsistency or conflict, either internal to such modification(s) or arising when read in conjunction with other portions of the Contract, shall be construed strictly in favor of Partners BHM. Only those proposed modifications identified in the award certification shall be part of the Contract, and Partners BHM may ignore all proposed modifications, accept one or more and ignore others, accept all or through negotiations prior to certification of award, agree to compromise language concerning one or more proposed modifications.


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By executing and submitting its proposal in response to this RFP, Vendor understands and agrees that Partners BHM may exercise its discretion not to consider all proposed modifications Vendor(s) may request.

Contact with anyone working for or with Partners BHM regarding this RFP other than the contact person named on the face page of this RFP, in the manner specified by this RFP, shall constitute grounds for rejection of said Vendor’s offer at Partners BHM’s election.

2.3 CONTRACT PERIOD

Maximum contract term of three (3) years

2.4 RFP SCHEDULEThe table below shows the intended schedule for this RFP. All dates are subject to modification by Partners BHM.

Event Responsibility Date and TimeIssue RFP Partners BHM July 28, 2017Expression of Interest Due Vendor August 7, 2017 by 5 p.m.Submit Written Questions Vendor August 11, 2017 by 5 p.m.Provide Response to Questions Partners BHM August 15, 2017 by 5 p.m.Submit Proposals Vendor August 30, 2017 by 5 p.m.Proposals Opened; Evaluated Partners BHM August 31, 2017 @ 2 p.m. & evaluated

2.5 EXPRESSION OF INTERESTAll Vendors desiring to participate in this RFP process shall file an expression of interest with the Purchasing Department by email directed to [email protected] by 5:00 p.m. Eastern Time on August 7, 2017.

2.6 QUESTIONS AND REQUESTS FOR CLARIFICATIONUpon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by 5:00 p.m. on August 11, 2017.

Written questions shall be e-mailed to [email protected] by the date and time specified above. Vendors should enter “RFP # 1093-J17: Questions” as the subject for the email. Question submittals should include a reference to the applicable RFP section and be submitted in the format shown below:

Reference Vendor QuestionRFP Section, Page Number Vendor question…?

The Department will only respond to those questions that have been submitted in writing by the date and time noted above. Responses to any inquiries regarding this RFP will be distributed to all vendors that have submitted an Expression of Interest.





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2.7 PROPOSAL SUBMITTALSealed proposals, subject to the conditions made a part hereof and the receipt requirements described below, shall be received at the address indicated in the table below, for furnishing and delivering those items or services as described herein.

Mailing address for delivery of proposalvia US Postal Service

Office Address for delivery by any other method (specialdelivery, overnight, or any other carrier)

PROPOSAL NUMBER: 1093-J17 Partners BHM901 S. New Hope RoadGastonia, NC 28054Attn: Sandy Davis, Purchasing Agent

PROPOSAL NUMBER: 1093-J17 Partners BHM901 S. New Hope RoadGastonia, NC 28054Attn: Sandy Davis, Purchasing Agent

IMPORTANT NOTE: All proposals shall be physically delivered to the office address listed above on or before the proposal deadline to be considered timely, regardless of the method of delivery. This is an absolute requirement. All risk of late arrival due to unanticipated delay – whether delivered by hand, U.S. Postal Service, courier or other delivery service – is entirely on the Vendor. It is the sole responsibility of the Vendor to have the proposal physically in the listed office by the specified time and date. The time of delivery will be marked on each proposal when received, and any proposal received after the proposal submission deadline will be REJECTED. Sealed proposals, subject to the conditions made a part hereof, will be received at the address indicated in the table of this Section, for furnishing and delivering the commodity as described herein.

All Vendors are urged to take the possibility of delay into account when submitting a proposal. Attempts to submit a proposal via facsimile (FAX) machine, telephone or electronic means, including but not limited to e-mail in response to this RFP, shall NOT be accepted.

All submissions, including any appendices, must be no more than twenty-five (25) double-sided pages in length including attachments. Three paper copies of the proposal shall be submitted.

a) P R O P O S A L m u s t i n c l u d e completed and signed version of EXECUTION PAGES, and signed receipt pages of any addenda released in conjunction with this RFP.

b) ATT ACHME NT C: CERTIFICATION OF FINANCIAL CONDITION

c) A T T A CHM E NT D : LOCATION OF WORKERS UTILIZED BY VENDOR

d) ATT ACHME NT E: IRAN DIVESTMENT ACT CERTIFICATION



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e) Re f eren c e s . Using the format shown below, Vendors shall provide at least three (3) references for which the Vendor has provided services of similar size and scope to those proposed herein. Partners BHM will only check references of a Vendor to determine whether the services provided are substantially similar in scope to those proposed herein, and whether each Vendor’s performance has been satisfactory.

COMPANY NAME CONTACT NAME TELEPHONE NUMBER

Submit your proposal in a sealed package. Clearly mark each package with: (1) Vendor name; (2) the RFP number; and (3) the due date. Address the package(s) for delivery as shown in the table above. If Vendor is submitting more than one (1) proposal, each proposal shall be submitted in a separate sealed envelope and marked accordingly. For delivery purposes, separate sealed envelopes from a single Vendor may be included in the same outer package. Proposals are subject to rejection unless submitted with the information above included on the outside of the sealed proposal package.

A L T E RNA T E P R O P O S A L S ( S E P A R A T E D O CU M E N T N O T INCLUD E D I N T HE P R O P OS A L I T SE LF ) : Ifnecessary, a list of Vendor issues or proposed alternative language concerning Partners BHM Terms and Conditions (see Section 2.2 NOTICE TO VENDORS REGARDING TERMS AND CONDITIONS for additional information).

Vendor may submit alternate proposals for various methods or levels of service(s) or that propose different options. Alternate proposals must specifically identify the RFP requirements and advantage(s) addressed by the alternate proposal and must be clearly marked with the legend: Alternate Proposal #__ for ‘name of Vendor’. Each alternate proposal must be for a specific set of services and must include specific pricing. If a Vendor chooses to respond with various service offerings, each must be offered with a separate price and be contained in a separate proposal document.

2.8 DEFINITIONS, ACRONYMS, AND ABBREVIATIONSa) BAFO: Best and Final Offer, submitted by a vendor to alter its initial offer, made in response to a request

by the issuing agency.b) CONTRACT LEAD: Representative of the Department who corresponds with potential Vendors in order to

identify and contract with that Vendor providing the greatest benefit to Partners BHM and who will administer the contract.

c) CONTRACT TERM: The Contracts entered into pursuant to this RFP has a potential Contract Terms of three (3) years plus all renewal contracts entered.

d) DEPARTMENT: Partners BHM Human Resources.

e) QUALIFIED PROPOSAL: A responsive proposal submitted by a responsible

Vendor. f) RFP: Request for Proposal

g) STATE: The State of North Carolina, including any of its sub-units recognized under North Carolina law.

h) VENDOR: Supplier, bidder, proposer, company, firm, law firm, corporation, partnership, limited liability company, lawyer, attorney, individual or other entity submitting a response to a Request for Proposal.



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3.0 EVALUATION AND AWARD

3.1 METHOD OF AWARDAll qualified proposals will be evaluated and awards will be based on the criteria identified below as applied to each proposal. Awards will be made to Vendors meeting the RFP requirements and providing the best value to Partners BHM as described below.

Partners BHM reserves the right to waive any minor informality or technicality in proposals received, and to reject any proposals that do not meet the specifications and requirements of this RFP.

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

During the evaluation period—from the date proposals are opened through the date the Contract is awarded—each Vendor submitting a proposal (including its representatives, sub-contractors and/or suppliers) is prohibited from having communication with any person inside or outside the using agency. Communication referring to the content of Vendor’s proposal or qualifications, the contents of another Vendor’s proposal, another Vendor’s qualifications or ability to perform the Contract, and/or the transmittal of any other communication of information that could be reasonably considered to have the effect of directly or indirectly influencing the evaluation of proposals and/or the award of the contract is prohibited. A V e n d o r n o t i n c o m p li a n c e w i t h t h i s pro v i s i on s h a l l be d i s q u a l i f i ed f r om Co n tra c t a w ar d , unless it is determined at Partners BHM’s discretion that the communication was harmless, that it was made without intent to influence and that the best interest of the agency would not be served by the disqualification. A Vendor’s proposal may be disqualified if its sub-contractor and supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance date of the procurement to the date of Contract award). Only those discussions, communications or transmittals of information authorized or initiated by the Department for this RFP or general inquiries directed to the purchaser regarding requirements of the RFP (prior to proposal submission) or the status of the Contract award (after submission) are excepted from this provision.

3.3 PROPOSAL EVALUATION PROCESSPartners BHM shall review all Vendor responses to this RFP to confirm that they meet the specifications and requirements of the RFP. Partners BHM reserves the right to waive any minor informality or technicality in proposals received, and to reject any proposals that do not meet the specifications and requirements of this RFP.

Partners BHM will conduct the following evaluation Process:

Proposals will be received from each responsive Vendor in a sealed envelope or package. All proposals must be received by Partners BHM Purchasing Agent not later than the date and time specified on the cover sheet of this RFP. At that date and time, the packages containing the proposals from each responding Vendor will be opened publicly and the name of the offeror and cost(s) offered will be announced. Interested parties are cautioned that these costs and their components are subject to further evaluation and a determination made as to which ones meet the specifications and requirements of this RFP. Such qualified proposals will be provided to the members of the evaluation team for consideration. The evaluation team will be comprised of Departmental employees representing Human Resources, Finance and IT.At their option, the evaluators may request oral presentations or discussion with any or all offerors for clarification or to amplify the materials presented in any part of the proposal. However, offerors are cautioned that the evaluators are not required to request clarification; therefore, all proposals should be complete and reflect the most favorable terms available from the offeror.Qualified proposals will be evaluated generally per strengths and weaknesses, completeness, content, ability, experience with similar projects, past performance of the Vendor and/or staff, and cost, all as demonstrated in the content of the Vendor’s proposal.

Specific evaluation criteria are listed in 3.4 EVALUATION CRITERIA, below.



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Vendors are cautioned that this is a request for offers, not an offer or request to contract, and Partners BHM reserves the unqualified right to reject all offers at any time if such rejection is deemed to be in the best interest of Partners BHM.

Partners BHM reserves the right to reject all original offers and request one or more of the Vendors submitting proposals within a competitive range to submit a BAFO, based on discussions and negotiations with Partners BHM, if the initial responses to the RFP have been evaluated and determined not to be in the best interest of Partners BHM.

Awards of Contracts to any Vendor does not mean that the other proposals lacked merit, but that, all factors considered, the selected proposals were deemed most advantageous and represented the best value to Partners BHM.

3.4 EVALUATION CRITERIAThe evaluation team will utilize evaluation criteria that can be divided into three primary categories: (1) technical capability; (2) managerial capability; and (3) competitiveness and reasonableness of cost. The Department is not required to select the lowest-cost proposal, but may select the proposals that demonstrate the best value overall, and that meet the objectives of this RFP.

Technical Capability includes but is not limited to resources for research and development practices and processes.

Managerial Capability includes but is not limited to: (1) past performance; (2) efficiency; (3) ability to meet schedules; (4) project organization; and (5) ability to respond to the needs of Partners BHM

Competitiveness and Reasonableness of Cost includes, but is not limited to: (1) general quality and completeness of response; (2) quality of work product; (3) the vendors’ commitment to diversity and inclusiveness; and (4) cost proposal.

INTERPRETATION OF TERMS AND PHRASES

This RFP serves two functions: (1) to advise potential Vendors of the parameters of the service being sought by the Departments; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. As such, all terms in the RFP shall be enforceable as Contract terms in accordance with the General Terms and Conditions. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable Contract conditions.

In determining whether proposals should be evaluated or rejected, the Evaluation Team will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the Department’s needs as described in the RFP. Except as specifically stated in the RFP, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the Department exercising its discretion to reject a proposal in its entirety.

4.0 VENDOR’S REPRESENTATIONSa) Vendor warrants that qualified personnel shall provide services under this Contract in a professional

manner. “Professional manner” means that the personnel performing the services will possess the skill and competence consistent with the prevailing business standards in the industry. Vendor agrees that it will not enter any agreement with a third party that might abridge any rights of Partners BHM under this Contract. Vendor will serve as the prime Vendor under this Contract, and Vendor shall be legally responsible for the performance and payment of any subcontractor(s) that may be approved by Partners



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BHM. Names of any third party Vendors or subcontractors of Vendor may appear for purposes of convenience in

Contract documents; and shall not limit Vendor’s obligations hereunder. Vendor will retain executive representation for functional and technical expertise as needed to incorporate any work by third party subcontractor(s).

b) If any services, deliverables, functions, or responsibilities not specifically described in this Contract are required for Vendor’s proper performance, provision and delivery of the service and deliverables under this Contract, or are an inherent part of or necessary sub-task included within such service, they will be deemed to be implied by and included within the scope of the Contract to the same extent and in the same manner as if specifically described in the Contract. Unless otherwise expressly provided herein, Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and Deliverables.

c) Vendor warrants that it has the financial capacity to perform and to continue to perform its obligations under the Contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this Contract; and that entering into this Contract is not prohibited by any contract, or order by any court of competent jurisdiction.

5.0 SCOPE OF WORK

Partners Behavioral Health Management is seeking proposals for a Human Resources Information System (HRIS). Functionality should include, but not be limited to payroll, time and attendance, recruiting, and training. This Request for Proposal (RFP) contains specific requirements to be met by the vendor’s proposed solution. The objective of this project is to select and implement a new HRIS system to address current and future Human Resource and Finance departmental needs. Vendors must respond based on the following:

Software Licensing and Installation

Implementation Services

Interface costs and support

Projected ongoing costs for upgrades and maintenance

5.1 TRANSITION ASSISTANCEIf the Contract is not renewed at the end of any term, or is canceled prior to its expiration, for any reason, Vendor must provide, for up to six (6) months after the expiration or cancellation of the Contract, all such reasonable transition assistance requested by Partners BHM, to allow for the expired or canceled portion of the services to continue without interruption or adverse effect, and to facilitate the orderly transfer of such services to Partners BHM or its designees. Such transition assistance will be deemed by the parties to be governed by the terms and conditions of this Contract, (notwithstanding this expiration or cancellation) except for those Contract terms or conditions that do not reasonably apply to such transition assistance. Partners BHM shall pay Vendor for any resources utilized in performing such transition assistance at the most current rates provided by the Contract for performance of the services or other resources utilized.



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6.0 CONTRACT AND ADMINISTRATION

6.1 CONTRACTUpon selection, negotiations will commence with the successful respondent to enter into Contracts setting forth the general terms that would govern any subsequent agreements for the services contemplated by this RFP. Should negotiations fail to result in Contracts, the Department shall have the right to terminate negotiations at any time thereafter.

6.2 PROJECT MANAGER AND CUSTOMER SERVICEThe Vendor shall designate and make available to Partners BHM a project manager. The project manager shall be Partners BHM’s point of contact for contract related issues and issues concerning performance, progress review, scheduling and service.

6.3 POST AWARD MANAGEMENT REVIEW MEETINGSThe Vendor shall meet with the Department designee for Contract Review Meetings on an as-needed basis at the request of Partners BHM. The purpose of these meetings will be to review project progress reports, discuss Vendor performance, address outstanding issues, review problem resolution, provide direction, evaluate continuous improvement and cost saving ideas, and discuss any other pertinent topics.

6.4 CONTINUOUS IMPROVEMENTPartners BHM encourages the Vendor to identify opportunities to reduce the total cost to Partners BHM. A continuous improvement effort consisting of various ideas to enhance business efficiencies may be discussed at the periodic Contract Review Meetings.

6.5 DISPUTE RESOLUTIONThe parties agree that it is in their mutual interest to resolve disputes informally. A claim by the Vendor shall be submitted in writing to Partners BHM’s Contract Lead for resolution. A claim by Partners BHM shall be submitted in writing to the Vendor’s Project Manager for resolution. The Parties shall negotiate in good faith and use all reasonable efforts to resolve such dispute(s). During the time the Parties are attempting to resolve any dispute, each shall proceed diligently to perform their respective duties and responsibilities under this Contract. If a dispute cannot be resolved between the Parties within thirty (30) days after delivery of notice, either Party may elect to exercise any other remedies available under this Contract. This term shall not constitute an agreement by either party to mediate any dispute.

6.6 CONTRACT CHANGESContract changes, if any, over the life of the Contract shall be implemented by Contract amendments agreed to in writing by Partners BHM and the Vendor.

Attachments to this RFP begin on the next page.



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ATTACHMENT A: INSTRUCTIONS TO VENDORS

1. R E A D, R E V I E W A N D C O M P L Y : It shall be the Vendor’s responsibility to read this entire document, review all enclosures and attachments, and any addenda thereto, and comply with all requirements specified herein, regardless of whether appearing in these Instructions to Vendors or elsewhere in this RFP document.

2. L A T E P R O P O S A L S : Late proposals, regardless of cause, will not be opened or considered, and will be automatically disqualified from further consideration. It shall be the Vendor’s sole responsibility to ensure delivery at the designated office by the designated time.

3. A CC E P T A N C E A ND R E J E C T I O N : Partners BHM reserves the right to reject any and all proposals, to waive any informality in proposals and, unless otherwise specified by the Vendor, to accept any item in the proposal. If either a unit price or an extended price is obviously in error and the other is obviously correct, the incorrect price will be disregarded.

4. B A S I S F O R R E J E C T I O N : Pursuant to 01 NCAC 05B .0501, Partners BHM reserves the right to reject any and all offers, in whole or in part, by deeming the offer unsatisfactory as to quality or quantity, delivery, price or service offered, non-compliance with the requirements or intent of this solicitation, lack of competitiveness, error(s) in specifications or indications that revision would be advantageous to Partners BHM, cancellation or other changes in the intended project or any other determination that the proposed requirement is no longer needed, limitation or lack of available funds, circumstances that prevent determination of the best offer, or any other determination that rejection would be in the best interest of Partners BHM.

5. E X E CU T I ON : Failure to sign EXECUTION PAGE in the indicated space will render proposal non-responsive and it shall be rejected.

6. O RDER O F P R E C E D E N C E : In cases of conflict between specific provisions in this solicitation, the order of precedence shall be (high to low) (1) any special terms and conditions specific to this RFP, including any negotiated terms; (2) requirements and specifications in Sections 4, 5 and 6 of this RFP; (3) Partners BHM General Contract Terms and Conditions in ATTACHMENT B: PARTNERS BHM GENERAL CONTRACT TERMS AND CONDITIONS; (4) Instructions in ATTACHMENT A: INSTRUCTIONS TO VENDORS; and (5) Vendor’s Proposal.

7. INF O R M A T I O N A ND D ES CRI P T I V E LI T E R A T U R E : Vendor shall furnish all information requested and in the spaces provided in this document. Further, if required elsewhere in this proposal, each Vendor must submit with their proposal sketches, descriptive literature and/or complete specifications covering the products offered. Reference to literature submitted with a previous proposal or available elsewhere will not satisfy this provision. Proposals that do not comply with these requirements shall be subject to rejection.

8. S U S T A I N A BILI T Y : To support the sustainability efforts of the State of North Carolina, for which Partners BHM complies, we solicit your cooperation in this effort. Pursuant to Executive Order 156 (1999), it is desirable that all responses meet the following:

All copies of the proposal are printed d o u b l e s i d e d . All submittals and copies are printed on recycled paper with a minimum post-consumer content of 30%. Unless necessary, all proposals and copies should minimize or eliminate use of non-recyclable or non-

reusable materials such as plastic report covers, plastic dividers, vinyl sleeves, and GBC binding. Three-ringed binders, glued materials, paper clips, and staples are acceptable.

Materials should be submitted in a format which allows for easy removal, filing and/or recycling of paper and binder materials. Use of oversized paper is strongly discouraged unless necessary for clarity or legibility.



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9. HI S T O RI C A LLY UND E R UT ILI Z E D BUS I N E S SE S : Pursuant to General Statute §143-48 and Executive Order#150 (1999), Partners BHM invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled, disabled business enterprises and non-profit work centers for the blind and severely disabled.

10. R E C I P R O C A L P R E F E R E NCE : G.S. §143-59 establishes a reciprocal preference requirement to discourage other states from favoring their own resident Vendors by applying percentage increases to any proposal by a North Carolina resident Vendor. The “Principal Place of Business” is defined as the principal place from which the trade or business of the Vendor is directed or managed.

11. C O N F ID E N T I A L INF O R M A T I O N : To the extent permitted by applicable statutes and rules, Partners BHM will maintain confidential trade secrets that the Vendor does not wish disclosed. As a condition to confidential treatment, each page containing trade secret information shall be identified in boldface at the top and bottom as “CONFIDENTIAL” by the Vendor, with specific trade secret information enclosed in boxes or similar indication. Cost information shall not be deemed confidential under any circumstances. Regardless of what a Vendor may label as a trade secret, the determination whether it is or is not entitled to protection will be determined in accordance with G.S. §132-1.2. Any material labeled as confidential constitutes a representation by the Vendor that it has made a reasonable effort in good faith to determine that such material is, in fact, a trade secret under G.S. §132-1.2. Vendors are urged and cautioned to limit the marking of information as a trade secret or as confidential so far as is possible.

12. NO P R O T ES T P R O C E D U R E : The protest procedures described in North Carolina Administrative Code, 01NCAC 05B .1519 do not apply to this RFP.

13. M I S C E L L A N E O US : Masculine pronouns shall be read to include feminine pronouns, and the singular of any word or phrase shall be read to include the plural and vice versa.

14. C O M M UNI C A T I O NS BY V E ND O RS : In submitting its proposal, the Vendor agrees not to discuss or otherwise reveal the contents of its proposal to any source, government or private, outside of the using or issuing agency until after the award of the Contract or cancellation of this RFP. All Vendors are forbidden from having any communications with the using or issuing agency, or any other representative of Partners BHM concerning the solicitation, during the evaluation of the proposals (i.e., after the public opening of the proposals and before the award of the Contract), unless Partners BHM directly contacts the Vendor(s) for purposes of seeking clarification or another reason permitted by the solicitation. A Vendor shall not: (a) transmit to the issuing and/or using agency any information commenting on the ability or qualifications of any other Vendor to provide the advertised good, equipment, commodity; (b) identify defects, errors and/or omissions in any other Vendor’s proposal and/or prices at any time during the procurement process; and/or (c) engage in or attempt any other communication or conduct that could influence the evaluation and/or award of the Contract that is the subject of this RFP. Vendors not in compliance with this provision may be disqualified, at the option of Partners BHM, from the Contract award. Only those communications with the using agency or issuing agency authorized by this RFP are permitted.

15. W I T HD R A W A L O F P R O PO S A L : A Proposal may be withdrawn only in a writing received by the office issuing the RFP prior to the time for the opening of Proposals identified on the cover page of this RFP (or such later date included in an Addendum to the RFP). A withdrawal request must be on Vendor’s letterhead and signed by an official of the Vendor authorized to make such request. Any withdrawal request made after the opening of Proposals shall be allowed only for good cause shown and in the sole discretion of Partners BHM.

16. INF O R M A L C O M M E N T S : Partners BHM shall not be bound by informal explanations, instructions or information given at any time by anyone on behalf of Partners BHM during the competitive process or after award. Partners BHM is bound only by information provided in this RFP and in formal Addenda issued through Partners BHM.



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17. C O S T F O R P R O P O S A L P R E P A R A T I O N : Any costs incurred by Vendor in preparing or submitting offers are the Vendor’s sole responsibility; Partners BHM will not reimburse any Vendor for any costs incurred prior to award.

18. VE NDOR’S R E PRE S ENT A TI V E : Each Vendor shall submit with its proposal the name, address, and telephone number of the person(s) with authority to bind the Vendor and answer questions or provide clarification concerning the Vendor’s proposal.

19. S UBC O N T R A C T IN G : Unless expressly prohibited, a Vendor may propose to subcontract portions of the work provided that its proposal clearly describes what work it plans to subcontract and that Vendor includes in its proposal all information regarding employees, business experience, etc. for each proposed subcontractor that is required to be provided for Vendor itself.

20. INS PE CTION A T VE NDOR’S S IT E : Partners BHM reserves the right to inspect, at a reasonable time, the equipment/item, plant or other facilities of a prospective Vendor prior to Contract award, and during the Contract term as necessary for Partners BHM’s determination that such equipment/item, plant or other facilities conform with the specifications/requirements and are adequate and suitable for the proper and effective performance of the Contract.

This Space is Intentionally Left Blank



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ATTACHMENT B: GENERAL CONTRACT TERMS AND CONDITIONS

1. PE R FO R M A N C E A ND D E F A U L T : If, through any cause, Vendor shall fail to fulfill in timely and proper manner the obligations under this agreement, Partners BHM shall have the right to terminate this Contract by giving written notice to the Vendor and specifying the effective date thereof. In that event, all finished or unfinished deliverable items under this Contract prepared by the Vendor shall, at the option of Partners BHM, become its property, and the Vendor shall be entitled to receive just and equitable compensation for any acceptable work completed on such materials. Notwithstanding, Vendor shall not be relieved of liability to Partners BHM for damages sustained by Partners BHM by virtue of any breach of this agreement, and Partners BHM may withhold any payment due the Vendor for the purpose of setoff until such time as the exact amount of damages due Partners BHM from such breach can be determined. Partners BHM reserves the right to require at any time a performance bond or other acceptable alternative guarantees from a successful Vendor without expense to Partners BHM.

In case of default by the Vendor, Partners BHM may procure the services necessary to complete performance hereunder from other sources and hold the Vendor responsible for any excess cost occasioned thereby. In addition, in the event of default by the Vendor under this Contract, or upon the Vendor filing a petition for bankruptcy or the entering of a judgment of bankruptcy by or against the Vendor, Partners BHM may immediately cease doing business with the Vendor, immediately terminate for cause all existing contracts Partners BHM has with the Vendor, and may debar the Vendor from doing future business with Partners BHM.

2. GO VE RN M E N T A L R ES T RIC T I O N S : In the event any Governmental restrictions are imposed which necessitate alteration of the material, quality, workmanship or performance of the items offered prior to their delivery, it shall be the responsibility of the Vendor to notify, in writing, the issuing purchasing office at once, indicating the specific regulation which required such alterations. Partners BHM reserves the right to accept any such alterations, including any price adjustments occasioned thereby, or to cancel the Contract.

3. A V A I L A B ILI T Y O F FUND S : All payments to the Vendor are dependent upon and subject to the availability of funds to the agency for the purpose set forth in this agreement.

4. T AXE S: Any applicable taxes shall be invoiced as a separate item.

a. G.S. §143-59.1 bars the Secretary of Administration from entering into Contracts with Vendors if the Vendor or its affiliates meet one of the conditions of G. S. §105-164.8(b) and refuses to collect use tax on sales of tangible personal property to purchasers in North Carolina. Conditions under G. S. §105-164.8(b) include: (1) Maintenance of a retail establishment or office, (2) Presence of representatives in the State that solicit sales or transact business on behalf of the Vendor and (3) Systematic exploitation of the market by media-assisted, media-facilitated, or media-solicited means. By execution of the proposal document the Vendor certifies that it and all of its affiliates, (if it has affiliates), collect(s) the appropriate taxes.

b. Partners BHM is NOT Sales Tax-Exempt. Vendor shall itemize sales tax on all invoices.

c. Prices offered are not to include any personal property taxes, nor any sales or use tax (or fees) unless required by the North Carolina Department of Revenue.

5. S I T U S : The place of this Contract, its situs and forum, shall be Gaston County, North Carolina, where all matters, whether sounding in contract or tort, relating to its validity, construction, interpretation and enforcement shall be determined.



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6. GO VE RN I NG L A W S : This Contract is made under and shall be governed and construed in accordance withthe laws of the State of North Carolina, without regard to conflict of laws rules.

7. P A Y M E NT T E R M S : Payment terms are Net not later than 30 days after receipt of correct invoice or acceptance of goods, whichever is later. The using agency is responsible for all payments to the Vendor under the Contract. Payment by some agencies may be made by procurement card, if the Vendor accepts that card (Visa, MasterCard, etc.) from other customers, and it shall be accepted by the Vendor for payment under the same terms and conditions as any other method of payment accepted by the Vendor. If payment is made by procurement card, then payment may be processed immediately by the Vendor.

8. A F FIR M A T I V E A C T I O N : The Vendor will take affirmative action in complying with all federal and State requirements concerning fair employment and employment of people with disabilities, and concerning the treatment of all employees without regard to discrimination by reason of race, color, religion, sex, national origin or disability.

9. IN T E LL E C T U A L P R O PE R TY IND E M N I T Y : Vendor shall hold and save Partners BHM, its officers, agents and employees, harmless from liability of any kind, including costs and expenses, resulting from infringement of the rights of any third party in any copyrighted material, patented or unpatented invention, articles, device or appliance delivered in connection with this Contract.

10. A D VE R T I S IN G : Vendor agrees not to use the existence of this Contract or the name of Partners BHM as part of any commercial advertising or marketing of products or services. A Vendor may inquire whether Partners BHM is willing to act as a reference by providing factual information directly to other prospective customers.

11. A CC E S S T O PE R S O N S A ND R E C O R D S : During and after the term hereof, the State Auditor and any using agency’s internal auditors shall have access to persons and records related to this Contract to verify accounts and data affecting fees or performance under the Contract, as provided in G.S. §143-49(9).

12. A SS I G N M E N T : No assignment of the Vendor’s obligations nor the Vendor’s right to receive paymenthereunder shall be permitted.

In no event, shall such approval and action obligate Partners BHM to anyone other than the Vendor and the Vendor shall remain responsible for fulfillment of all Contract obligations. Upon advance written request, Partners BHM may, in its unfettered discretion, approve an assignment to the surviving entity of a merger, acquisition or corporate reorganization, if made as part of the transfer of all or substantially all of the Vendor’s assets. Any purported assignment made in violation of this provision shall be void and a material breach of this Contract.

13. INSUR AN CE:

COVERAGE - During the term of the Contract, the Vendor at its sole cost and expense shall provide commercial insurance of such type and with such terms and limits as may be reasonably associated with the Contract. As a minimum, the Vendor shall provide and maintain the following coverage and limits:

a. Wo r k er ’s Compensation - The Vendor shall provide and maintain Worker’s Compensation Insurance, as required by the laws of North Carolina, as well as employer’s liability coverage with minimum limits of $500,000.00, covering all of Vendor’s employees who are engaged in any work under the Contract. If any work is sub-contracted, the Vendor shall require the sub-contractor to provide the same coverage for any of his employees engaged in any work under the Contract.

b. C o m m e r c ial G en e r al L ia bility – C o n t r a c t o r s h a l l m a i n t a i n a t i t s o w n e x p e n s e Commercial General Liability Insurance in an amount not less than $1,000,000 per occurrence limit/$2,000,000 aggregate limit for bodily injury, property damage, or personal injury.



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c. A u t om o bile - Automobile Liability Insurance, to include liability coverage, covering all owned, hired and non-owned vehicles, used in connection with the Contract. The minimum combined single limit shall be$250,000.00 bodily injury and property damage; $250,000.00 uninsured/under insured motorist; and $2,500.00medical payment.

d. Pr o f e s sio n al L i abili t y - Professional Liability Insurance in an amount not less than $1,000,000 per occurrence (if providing professional services)

REQUIREMENTS - Providing and maintaining adequate insurance coverage is a material obligation of the Vendor and is of the essence of this Contract. All such insurance shall meet all laws of the State of North Carolina. Such insurance coverage shall be obtained from companies that are authorized to provide such coverage and that are authorized by the Commissioner of Insurance to do business in North Carolina. The Vendor shall at all times comply with the terms of such insurance policies, and all requirements of the insurer under any such insurance policies, except as they may conflict with existing North Carolina laws or this Contract. The limits of coverage under each insurance policy maintained by the Vendor shall not be interpreted as limiting the Vendor’s liability and obligations under the Contract.

14. G E N E R A L I NDE M NI T Y : The Vendor shall hold and save Partners BHM, its officers, agents, and employees, harmless from liability of any kind, including all claims and losses accruing or resulting to any other person, firm, or corporation furnishing or supplying work, services, materials, or supplies in connection with the performance of this Contract, and from any and all claims and losses accruing or resulting to any person, firm, or corporation that may be injured or damaged by the Vendor in the performance of this Contract and that are attributable to the negligence or intentionally tortious acts of the Vendor provided that the Vendor is notified in writing within 30 days that Partners BHM has knowledge of such claims. The Vendor represents and warrants that it shall make no claim of any kind or nature against Partners BHM’s agents who are involved in the delivery or processing of Vendor goods to the State. The representation and warranty in the preceding sentence shall survive the termination or expiration of this Contract.

15. IND E PE N D E NT C O N T R A C T O R : Vendor shall be considered to be an independent contractor and as such shall be wholly responsible for the work to be performed and for the supervision of its employees. Vendor represents that it has, or will secure at its own expense, all personnel required in performing the services under this agreement. Such employees shall not be employees of, or have any individual contractual relationship with Partners BHM.

16. K E Y P E R S O N N E L : Vendor shall not substitute key personnel assigned to the performance of this contract without prior written approval by Partners BHM’s assigned Contract Lead. The individuals designated as key personnel for purposes of this Contract are those specified in the RFP or Vendor’s proposal.

17. S UBC O N T R A C T IN G : Work proposed to be performed under this Contract by the Vendor or its employeesshall not be subcontracted without prior written approval of Partners BHM’s assigned Contract Lead.



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18.T E R M I N A T I O N F O R C O N VE N I E N C E : Partners BHM may terminate this agreement at any time by ten (10) days’ notice in writing from Partners BHM to the Vendor. In that event, all finished or unfinished deliverable items prepared by the Vendor under this Contract shall, at the option of Partners BHM, become its property. If the Contract is terminated by Partners BHM as provided in this section, Partners BHM shall pay for services satisfactorily completed by the Vendor, less payment or compensation previously made.

19. C O N F ID E N T I A L I TY : Any Partners BHM information, data, instruments, documents, studies or reports given to or prepared or assembled by or provided to the Vendor under this agreement shall be kept as confidential, used only for the purpose(s) required to perform this Contract and not divulged or made available to any individual or organization without the prior written approval Partners BHM.

20. C A R E O F P R OP E R TY : The Vendor agrees that it shall be responsible for the proper custody and care of any property furnished it by Partners BHM for use in connection with the performance of this Contract or purchased by or for Partners BHM for this Contract, and Vendor will reimburse Partners BHM for loss or damage of such property while in Vendor’s custody.

21. P R OP E R T Y RI G H T S : All deliverable items produced for or as a result of this Contract shall be and become the property of Partners BHM, and Vendor hereby assigns all ownership rights in such deliverables, including all intellectual property rights, to Partners BHM; provided, however, that as to any preexisting works imbedded in such deliverables, Vendor hereby grants Partners BHM a fully-paid, perpetual license to copy, distribute and adapt the preexisting works.

22. C O M P L I A N C E W I T H L A WS : Vendor shall comply with all laws, ordinances, codes, rules, regulations, and licensing requirements that are applicable to the conduct of its business, including those of federal, state, and local agencies having jurisdiction and/or authority.

23. E N T IRE A G R EE M E N T : This Contract and any documents incorporated specifically by reference represent the entire agreement between the parties and supersede all prior oral or written statements or agreements. This RFP, any addenda thereto, and the Vendor’s proposal are incorporated herein by reference as though set forth verbatim.

24. S U R V I V A L: All promises, requirements, terms, conditions, provisions, representations, guarantees, and warranties contained herein shall survive the contract expiration or termination date unless specifically provided otherwise herein, or unless superseded by applicable federal or State statutes of limitation.

25. A M E N D M E N T S : This Contract may be amended only by written amendments duly executed by Partners BHM and the Vendor.

26. W A I VE R : The failure to enforce or the waiver by Partners BHM of any right or of breach or default on one occasion or instance shall not constitute the waiver of such right, breach or default on any subsequent occasion or instance.

27. F O RCE M A J E URE: Neither party shall be deemed to be in default of its obligations hereunder if and so long as it is prevented from performing such obligations as a result of events beyond its reasonable control, including without limitation, fire, power failures, any act of war, hostile foreign action, nuclear explosion, riot, strikes or failures or refusals to perform under subcontracts, civil insurrection, earthquake, hurricane, tornado, another catastrophic natural event or act of God.

28. E-VERIFY: North Carolina General Statute §143.133.3 prohibits Partners BHM from entering into contracts with contractors and subcontractors who have not complied with the requirement of Article 2 of Chapter 64 of the North Carolina General Statutes.



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ATTACHMENT C: CERTIFICATION OF FINANCIAL CONDITION

Name of Vendor:

The undersigned hereby certifies that: [check all applicable boxes]

The Vendor is in sound financial condition and received an unqualified audit opinion for the latest audit of its financial statements.

Date of latest audit:

The Vendor has no outstanding liabilities to the Internal Revenue Service or other government entities.

The Vendor is not the subject of any current litigation or findings of noncompliance under federal or state law.

The Vendor has not been the subject of any past litigation or findings of any past litigation or findings of noncompliance under federal or state law that may impact in any way its ability to fulfill the requirements of this Contract.

He or she is authorized to make the foregoing statements on behalf of the Vendor.

If any one or more of the foregoing boxes are NOT checked, explain the reason in the space below:

Signature Date

Printed Name Title

[This Certification must be signed by an individual authorized to speak for the Vendor]



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ATTACHMENT D: LOCATION OF WORKERS UTILIZED BY VENDOR

In accordance with NC General Statute 143-59.4, the Vendor shall detail the location(s) at which performance will occur, as well as the manner in which it intends to utilize resources or workers outside of the United States in the performance of this Contract. The State will evaluate the additional risks, costs, and other factors associated with such utilization prior to making an award. Please complete items a, b, and c below.

a) Will any work under this Contract be performed outside the United States? YES NO

If the Vendor answered “YES” above, Vendor must complete items 1 and 2 below:1. List the location(s) outside the United States where work under this Contract will be performed by the

Vendor, any sub-Contractors, employees, or other persons performing work under the Contract:

2. Describe the corporate structure and location of corporate employees and activities of the Vendor, its affiliates or any other sub-Contractors that will perform work outside the U.S.:

b) The Vendor agrees to provide notice, in writing to the State, of the relocation of the Vendor, employees of the Vendor, sub-Contractors of the Vendor, or other persons performing services under the Contract outside of the United States

YES NO

NOTE: All Vendor or sub-Contractor personnel providing call or contact center services to the State of North Carolina under the Contract shall disclose to inbound callers the location from which the call or contact center services are being provided.

c) Identify all U.S. locations at which performance will occur:

This Space is Intentionally Left Blank



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ATTACHMENT E: IRAN DIVESTMENT ACT CERTIFICATION

CERTIFICATION OF ELIGIBILITYUnder the Iran Divestment Act

As provided in G.S. 147-86.59, any person identified as engaging in investment activities in Iran, determined by appearing on the Final Divestment List created by the State Treasurer pursuant to G.S. 147-86.58, is ineligible to contract with the State of North Carolina or any political subdivision of the State. The Iran Divestment Act of 2015, G.S. 147-86.55 et seq.* requires that each Vendor, prior to contracting with the State certify, and the undersigned on behalf of the Vendor does hereby certify, to the following:

1. that the Vendor is not identified on the Final Divestment List of entities that the State Treasurer has determined engages in investment activities in Iran;

2. that the Vendor shall not utilize on any contract with the State agency any subcontractor that is identified on the Final Divestment List; and

3. that the undersigned is authorized by the Vendor to make this Certification.

Vendor: ___________________________

By: ______________________________________________ __________________________

Signature Date

_______________________________________________ __________________________

Printed Name Title

The State Treasurer’s Final Divestment List can be found on the State Treasurer’s website at the address https://www.nctreasurer.com/inside-the-department/OpenGovernment/Pages/Iran-Divestment-Act-

Resources.aspx, which will be updated every 180 days. For questions about the Department of State Treasurer’s Iran Divestment Policy, please contact Meryl Murtagh at [email protected] or (919) 814-3852.

* Note: Enacted by Session Law 2015-118 as G.S. 143C-55 et seq., but renumbered for codification at the direction of the Revisor of Statutes.

https://www.nctreasurer.com/inside-the-department/OpenGovernment/Pages/Iran-Divestment-Act-Resources.aspx

https://www.nctreasurer.com/inside-the-department/OpenGovernment/Pages/Iran-Divestment-Act-Resources.aspx



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HRIS SYSTEM REQUIREMENTSPartners Behavioral Health Management is seeking proposals for a Human Resources Information System (HRIS). Functionality should include, but not be limited to payroll, time and attendance, recruiting, and training. This Request for Proposal (RFP) contains specific requirements to be met by the vendor’s proposed solution. The objective of this project is to select and implement a new HRIS system to address current and future Human Resource and Finance departmental needs. Vendors must respond based on the following:

Software Licensing and Installation

Implementation Services

Interface costs and support

Projected ongoing costs for upgrades and maintenance

1 PBHM-Human Resources and Finance Departments–

HumPartners Behavioral Health Management Human Resources department is a 7-person department responsible for:

HR Management Recruiting Benefit Administration Leave Administration Worker’s Compensation Performance Management and Evaluations Job Descriptions Compensation Attendance

Partners Behavioral Health Management Finance department is a 10-person department, with 1 person responsible for:

Payroll Timekeeping

2 Current Systems Partners BHM organization utilizes

Great Plains Greenshades Relias Learning



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2.1 System Interfaces

The HRIS system must interface with Great Plains Relias Learning

3 Statement of Business Specifications

Note:SD – Standard Requirement is standard to application

software; no modification needed.MC – Moderate Change Application software will satisfy this

requirement with moderate modification.

SC – Significant Change Significant customization is needed to accomplish the stated objectives. Add on module is needed that will integrate with system.NA – Not Applicable Application software does not support requirement or optional requirement.

3.1 Functional Specifications

No. Description Detail SD MC SC NA Comments1. HR

Management functionality

System will have ability to cover many HR aspects from application to retirement. Ability to record basic demographic and address data, selection, training and development, capabilities and skills management, compensation planning records and other related activities. Furthermore, must retain historical data.



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2. Payroll functionality

System will have ability to automatically capture and process payroll. Ability to gather and record various salaries, wages, bonuses, OT, taxes and deductions all on one universal system. In addition, must be able to generate manual pay- checks. Must be able to create quarterly and yearly tax reports.Furthermore, must have capability for direct deposit feature and live check feature. Must have ability to allocate. Expectation is Payroll Outsourcing 3. Timekeeping

functionalityEmployees will have ability to clock in and out through the system and automatically sync with payroll all on one universal system. In addition, employees will be able to access the timekeeping system from their workstations.Furthermore, the timekeeping systemwill provide broad flexibility in data collection methods, labor distribution capabilities and data analysis features. Must have ability to allocate.

4. Attendance functionality

System will have ability to assign points based on attendance patterns all on one universal system.



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5. Attendance and leave accrual tracking

System will have ability to track attendance and leave accruals all on one universal system. Must be able to track and accrue multiple attendance and leave types for each employee.Employees will have ability to request leave through this system.

Job and Pay History Function

System will have ability to track historical data for employee pay and job histories.

6. Ad hoc report writing

System will have a robust reporting ability all on one universal system.

7. Integration with Great Plains

System will have ability to integrate with current system GP/GS, including alignment of general ledger numbering system. PBHM utilizes a general ledger system.

8. Integration with Relias Learning

System will have ability to integrate with current system Relias Learning



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3.2 Optional Requirements

No. Description Detail SD MC SC NA Comments1. Recruiting

softwareSystem will have ability to manage the entire recruiting process from creating vacant job requisitions to scheduling interviews and sending email alerts to onboarding to transferring data to the HRIS system.Furthermore, must have ability to recruit through online recruiting sites or publications, track applicant in system and retain historical data.Ability to automate hire and turndown process.

2. Employee self- service

System will have ability for employees to query data from the HRIS system and perform some



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transactions over the system (i.e. updating address, phone number, printing attendance record, etc.)

3. Benefits Administration and Open Enrollment

System will have ability to administer and track employees participating in benefit programs to encompass insurance, compensation, and retirement.System will have ability to communicate with 3rd party benefit programs to enroll employees and communicate back with HRIS system all online. System will have ability to generate benefit related reports on each individual. In addition, system will reduce the effort required by the HR department for benefit open enrollment through online enrollment.4. Benefits

MessengerSystem will have ability to communicate with 3rd party carriers about benefit updates or changes to employee benefits and will communicate back to HRIS system.

5. Performance Appraisal

System will have ability to systematically and periodically assess an individual employee’s job



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performance and productivity in relation to certain pre-established criteria and organizational objectives.Furthermore, must have ability to alert supervisors of upcoming performance appraisals and must have electronic steps to signing off on performance appraisal. In addition, must have ability to produce reports around completion rates. System must be able to retain historical performance evaluation data.

6. Position Control System will have ability to track actual staffing levels and costs over time. System will have ability to track positions separate from employee. In addition, system will have ability to track vacancies, integrate the hiring process into daily management of departments, prevent budget deficits and more accurately plan staffing and salary budgeting.

7. Leave Administration Tracking

System will have ability to track leaves of absences following State or Federal Leave laws. Furthermore, communicates



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with HR personnel when Leaves are close to expiring.

8. Job Descriptions System will have ability to electronically create and store job descriptions for each position.Furthermore, system will have ability to electronically send end user job description for electronic signature. System will have ability to retain historical data.

9. AD Integration System will have the ability to sync employee logins and person information with Active Directory.

10. SaaS Do you offer Software as a Service?

4 Technical Requirements

No. Description Comments

1. What are your recommended and minimum required storage and server specifications? Please provide details.

2. How is backup/recovery accomplished?

3. There must be a data dictionary or entity relationship diagram (ERD) available for custom reporting using third-party software.

4. Licensing must allow a separate test environment. Please describe any limitations of the test environment installation.



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5. Please describe the system capacity for expansion (growth, scalability).

6. Does the system require any other computer software of a specific type or from a specific provider? If so, please describe.

7. How often are updates released? Please provide details about updates - (i.e. system, critical, scheduled). How are updates to be administered?

8. Please describe the implementation process, including length of time.

9. Please describe all customization that is required to meet the specifications outlined in this RFP

5. Vendor Requirements

5.1 Supplier Profile

All vendors must give a comprehensive profile of their organization in the following format and order.

6.1 Organization

Please provide information as to whether the organization is independent or part of a larger conglomerate. If the latter, please provide details on the holding company.

Please provide corporate mission statement and strategic direction of the product. Also, please present the long-term plan for addressing emerging technologies.

Please provide information of any company that merged with or was purchased by the organization.

Please provide information of any alliance or affiliation that with which the organization partners (e.g., tool or equipment supplier, standard groups, industry groups).

Please provide information on the organization statistics (e.g., geographic distribution, market share, reputation, company highlights, etc.).

Please provide information on your organization’s performance against others in the industry.



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6 ProductProvide information on the products of the company:

All products being marketed

How long the products have been in the market

Compatibility of different products marketed

Who and where was the product developed

Platform the products are running

Connectivity strategy for product proposed

6.2 LocationDescribe the location and size of operations at the head office and any regional offices. For each location please state:

Number of employees by function (technical and non-technical).

Whether the offices are wholly owned subsidiaries of the main head office or if it is a third- party managed operation (VARs).

Indicate the office from where an implementation would be managed.

6.3 GrowthDescribe the manner in which the company has progressed since its inception. Please provide information:

The year when the company was first established. The place where the company was first established.

The size of the company per year since its inception in terms of locations and staff numbers and within this, the number of consultants.

If the company has been in operation for a number of years, please summarize up until the last five years, and then provide detailed information from this period.

The history in sales and consulting revenue over the last five years: product sales, personal -growth (local, regional and global)



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6.4 ExperienceDescribe the relative experience the vendor has in terms of an implementation of this size related to the business activity and distance from the most local regional office. Please provide information as to the experience of your consultants and retention rate of your key support people in the last two years.

6.5 Reference Sites‘Reference sites’ concerns the location and relative suitability of sites where the package is already implemented and is currently operational. Please provide:

For each reference sites, please provide the following:

Client company name

Client contact person

Client address (street, city, country, post code), email address, telephone and fax number

The package or module that was delivered

The date of the delivery

For reference locations, whose software applications most closely match PBHM requirements, please outline the business activities carried out at these sites and their use of your package. Please indicate the time period each site has been in operation with the designated package and the degree of customization that was required.

6.6 Other InformationPlease also provide us with any other information which you see as relevant, specifically any known weakness that the product has in terms of functionality or implementation/training requirements.

6 Maintenance and Support

Vendors are required to provide the following information related to the support and maintenance of the proposed solution.

Software maintenance charges and the spectrum of activities covered under such maintenance contracts (new release, bug fixes, etc.).

Software support availability (Help Desk, hotline, etc.) and duration for which they are available.

Response time to support inquiries from PBHM.

Standard hours during which support will be provided and out of hours’ support options and costs.



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Number of staff in the software support team.

Frequency at which new versions of the software are released.

Release date for the first version of the software.

8 Summary of Proposal

The RFP document must have a summary section containing the following information:

Name of the package(s) being offered, version number, etc.

Broad functional fit to the specifications in the Statement of User Requirements.

Application environment.

Approximate cost of implementation broken down by:

- Software Licensing and Installation

Application Software

- General Project Cost (consulting, travel expense, etc.)

- Installation

- Customization

- Maintenance and Support

Other Costs

Summary of Strengths of the Recommended SolutionIt is the vendor’s responsibility to highlight all costs related to the implementation of their solution. Key components that are required but not quoted for will be the responsibility of the supplier.



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8.1Compliance to user requirements

Vendors should set out clearly in their proposal all information requested. The proposal should follow the same numbering system as this RFP. Vendors should respond to each requirement with a SD (Standard), MC (Moderate Change), or SC (Significant Change) answer.

The definitions are as follows:SD Requirement is standard to application software no modification needed.MC Application software will satisfy this requirement with moderate modification (to be accomplished within two days)SC Significant customization (beyond two days) is needed to satisfy the requirement. Where a specific requirement cannot be fully met, or an alternative solution is proposed, comments should be included (e.g., the cost of basic tailoring, how much time is needed, etc.).

8.2 Cost

To assist PBHM in the evaluation and analysis of the costs associated with the proposal, vendors should present their pricing. It is expected for the vendor to provide the application software (including third party software wherever applicable), database integration services and consulting. The vendor may at their option include pricing for hardware as outlined in the requirements if applicable. Each heading should be expanded as required to show each item and clearly identify what is included within the associated charge. The charges should be separated into one-time costs and ongoing charges.

It is expected that all charges and costs applicable to this proposal will be included in this section including, for example: handling, transportation, installation, training, maintenance and support, software upgrade, tools, travel, accommodations, and any other item that could be interpreted as the real cost of procurement and any ongoing expenses due to the vendor. Costs are to be provided in US Dollars. Software costs should highlight the difference between standard core licenses, modules, and enhancement costs and third party software licenses. Wherever a vendor is supplying items of a different manufacturer, the manufacturer and model numbers must be indicated.

In this section, vendors are requested to provide details on the equipment required as a platform for the proposed system. PBHM requires that vendors provide estimates for the capacity and costs of all equipment for the proposed system.

Any charges applying to the proposal should be included with a full and itemized description. All costs and prices quoted in the proposal are assumed to be valid until implementation is completed

8.3 Contracts

The vendors must indicate nature of contracts and agreements. The information to be provided includes:

8.3.1 Payment terms - details of payment settlement options

8.3.2 Period for which the price quotes will hold (6 months preferred)

8.3.3 Guarantees against the system non-performance

8.3.4 Penalty clauses

8.3.5 Any other vendor constraints

Documents

ATTACHMENT D: LOCATION OF WORKERS UTILIZED Web viewSuch insurance coverage shall be obtained from companies that are authorized to provide such coverage and that are authorized by