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Request for Information
for a
Human Resources Information Services (HRIS)
System
Nov 2012
Page 1 of 6
1 Purpose of this document
The purpose of this RFI is to identify preferred Submitters with the experience and resources to
effectively provide an integrated Human Resources Information Services (HRIS) system. It is
proposed the Submitters will have the ability to supply, install, configure, and train all staff in the
use of an HRIS system. The Submitters must be able to provide ongoing software support and be
able to potentially provide future professional services / software development.
Key drivers for this initiative are business efficiency, effectiveness and compliance with legislative
requirements. We are looking to more efficiently manage human resources activities to provide
personnel administration, strategy and performance.
2 Background
The Gisborne District Council (GDC) is a unitary authority and services an area of 83,600 km2 with
a population of 45,000. The GDC currently employs 320 staff.
The GDC is currently using Origen Technologies Ltd Payroll and Personnel modules alongside
several manual spreadsheet based solutions. Origen was first implemented in 2001.
Council sees value in working collaboratively with other organisations/user groups to share
knowledge and expertise, process workflows and software development.
This initial RFI process will determine a preferred Submitter selection. Council will then issue a
detailed Request for Proposal (RFP) to those Submitters and proceed with the evaluation and
selection of a preferred HRIS system.
Council will then work with the successful Submitter to develop a detailed project plan and
schedule to implement the HRIS system. It is anticipated this will occur in 2013.
3 Outline of HRIS requirements
3.1 In general, Council is looking for an integrated enterprise wide (core) HRIS system that will:
provide the ability to manage and analyse personnel data (human resources)
provide the management of employee work scheduling (rosters)
provide a system for employees to process attendance (time and attendance)
provide a system to record and deliver staff remuneration in compliance with statutory
requirements and good practice (payroll)
provide all internal and external reporting requirements on core activities
provide full auditing capabilities
provide system wide security based on access requirements
3.2 Council is also looking for efficiency gains through the use of complementary (add on)
HRIS services including:
provide integration with external systems such as Origen’s Enterprise System (integration)
providing user interaction with core activities (self service)
providing data warehousing and analysis capabilities (business intelligence)
providing the ability to automate business processes associated to the core activities
(workflow)
3.3 The Submitter providing the HRIS will:
have a relative and recent track record in implementing and supporting integrated HRIS
systems, preferably in local government
support an active user group to share development, ideas and expertise.
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4 Council systems
The majority of Gisborne District Council’s 320 staff are located in the main Fitzherbert St office in
Gisborne. The rest are located in several remote sites across the district connected over
council’s wide area network.
Councils file/print services are managed by Windows Server 2008 R2 and user authentication is
managed by Active Directory.
Origen Ozone is Council’s ERP system. It currently uses a Universe database (a full SQL version is
being developed) but includes Ozone Business Intelligence (BI), a SQL Server 2008 R2 data
warehouse used for query and reporting. Ozone has two core databases – contacts and
parcels. Most information relating to Council’s relationships with its citizens and ratepayers are
associated to these core databases. Ozone also holds existing organisation, personnel and
payroll information. Web services are the preferred method for integration with Ozone, key
consideration must be given to integration with Ozone’s organisation and financial modules.
Council is currently undertaking a PC replacement program and all PCs should be using
Windows 7 and Office 2007 at the time of implementation. Email is managed using Microsoft
Exchange Server 2007 with Outlook 2007 as the email client. Approximately 110 Wyse thin clients
running VMWare View will also be in use (Windows 7/Office 2007).
The intranet is built using the Sitecore Content Management System.
5 Submission information requested
Submitters are required to provide the following information in their response:
5.1 Company details, experience and track record
Including:
Relevant, recent experience in implementing enterprise HRIS systems (preferably in
local government or similar organisations)
software support services
staff skills and experience
future software / product road map
reference site(s) contact details
user group(s)
5.2 Core Activity requirements
Appendix 1 is a list of high level activity requirements for the HRIS. Submitters should
provide relevant information for each activity.
5.3 Additional Service requirements
Appendix 2 is a list of high level service requirements for the HRIS. Submitters should provide
relevant information for each service.
5.4 Core Activity indicative pricing
Estimates to fulfill core activity requirements should be based on 320 staff using the system.
Indicative pricing should be broken down by:
software
project management
data migration
consultancy
training
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disbursements
5.5 Additional Services indicative pricing
Price estimates to fulfill additional complementary requirements should be based on the
same staff numbers and price categories as in 5.4 above.
5.6 Appendices
Please provide relevant supporting documentation.
6 Submission terms and conditions
6.1 The submission of information will indicate that your company has agreed to abide by the
conditions set out in this RFI.
6.2 Gisborne District Council reserves the right to:
extend the time for lodgement of responses and/or to vary the timings and processes
for this RFI
invite new Submitter responses and/or reject any Submitter responses
clarify requirements/responses with all or individual Submitters
enter into discussions and/or negotiations with any one or more Submitters at any
time and upon any terms and conditions
6.3 Submitter responsibilities:
All costs associated with a Submitters participation in this evaluation process are the
sole responsibility of the Submitter.
Responses must be received by the required dates. Responses received after these
dates may be rejected and excluded from the evaluation process.
Combinations of solutions or joint submissions are acceptable, but details of all parties
and their key roles must be clearly indicated in the response. The responding
company must be the primary submitter and take sole responsibility for delivering
and supporting the offered solution. Council will only deal with the primary submitter
throughout the evaluation, selection, negotiation, implementation and post
implementation support phases of this process.
6.4 No advertisement, copy or statement relating to the submission, consideration, rejection or
acceptance of any submission shall be published in any newspaper, magazine, journal or
other medium without the prior approval of GDC.
6.5 All information contained herein is to be considered commercial in confidence. The
submitter must not disclose any confidential information to any other person without prior
written consent from GDC.
7 Submission format and delivery
7.1 RFI submissions must be received at Council no later than 4.00 pm, 23 November 2012.
7.2 Submissions will be accepted in hard copy or electronic form. Hard copy should be
addressed to:
REQUEST FOR INFORMATION: HRIS
Steve Neshausen
Gisborne District Council
15 Fitzherbert Street
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GISBORNE 4010
Electronic submissions should be sent via email to [email protected]
It is the responsibility of the submitter to ensure successful receipt of submissions
before the closing date/time.
8 Timetable
8.1 The following timetable is included to provide an overview of the process GDC will follow
to select preferred Submitters and the key milestone dates.
RFI issued 05/11/2012
RFI responses close (3 weeks) 23/11/2012
Evaluation of responses, preferred Submitters shortlist 03/12/2012
Shortlisted and unsuccessful Submitters notified by
phone 07/12/2012
RFP issued to preferred Submitters 14/01/2013
RFP responses close (3 weeks) 01/02/2013
Submitters product demo/ presentations, site visits
and/or reference calls Feb-Mar 2013*
Final selection and management approval Apr 2013*
Successful Submitter notified Apr 2013*
Contract development and signing May 2013*
Implementation phase starts Jul 2013*
* indicative timeframes only
9 Evaluation and Selection Process
9.1 Submissions will be evaluated using Weighted Attribute Method.
9.2 The evaluation process requires that each Submitter provide “attribute information”
relating to the Core activities and additional services determined by Council. Each
Submitter’s attributes will then be graded and weighted according to the criteria list
below.
9.3 The attributes and weightings are as follows:
Attribute Weighting
5.1 Company details, experience and track record 20%
5.2 Requirements (Core activity requirements Appendix 1) 40%
5.3 Requirements (Additional service requirements Appendix 2) 10%
5.4 Price (Core activity requirements Appendix 1) 20%
5.5 Price (Additional service requirements Appendix 2) 10%
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9.4 Having scored the responses a short list of preferred Submitters will be created. This is
expected to be five or less. All submitters will be notified of this process by phone call and
letter.
9.5 Shortlisted Submitters will be issued a detailed Request for Proposal (RFP). Proposal
responses will be required within 3 weeks of issue of that request.
9.6 Shortlisted Submitters will be asked to prepare a demonstration of their software to
management and staff. A detailed question and answer interview with the GDC HRIS
project team will also need to be scheduled. It is expected the demo/s would take one
day and the interview at least half a day.
9.7 The GDC project team will evaluate all information, including feedback from the
demonstrations.
10 Acceptance of Submission
10.1 Negotiations with any of the preferred Submitters does not imply nor commit Council to
proceeding to a signed contract. Council reserves the right to stop negotiations at any
time. Negotiations may then start with any other Submitters.
11 Contacts
11.1 All queries relating to this RFI should be directed to:
Steve Neshausen Mike Drummond
Email: [email protected] Email: [email protected]
Ph (06) 8672049 extn 5337 Ph (06) 8672049 extn 5424
11.2 Contact is only permitted with the staff listed above. Other contact with management or
other staff members without permission is not permitted and may result in your submission
being rejected.
Request for Proposal
Human Resources Information Services System (HRIS)
Page 6 of 6
12 Appendix 1
Core Activity Requirement
1. Human Resources
1.1 Recruitment
1.2 Personnel Administration
1.3 Performance Analysis
1.4 Performance Management
1.5 Training and development
1.6 Health and safety compliance
2. Payroll
2.1 Legislative compliance
2.2 Efficient and accurate administration, calculation and reporting
2.3 Reduce risk of payroll errors through electronic integration
2.4 Reduce risk of payroll errors through payment rules
2.5 Comprehensive leave analysis and liability recording
3. Rosters
3.1 Integrated and efficient employee work scheduling
4. Time and Attendance
4.1 Integrated and efficient time and cost recording
13 Appendix 2
Additional Services Requirement
5. Integration
5.1 Integrated information to provide an enterprise HRIS solution
6. Workflow
6.1 Integrated workflow engine to automate processes
7. Self Service
7.1 Efficiencies based on employee and management personnel access and reporting
8. Business Intelligence
8.1 Providing a framework for comprehensive data analysis to meet all reporting
requirements
