2014 RFP Payroll Personnel_Final

8/11/2019 2014 RFP Payroll Personnel_Final

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Request for Proposal

Process and System Solution forHuman Resource Management

Payroll / Personnel

City of Rochester

Issue Date: August 29th2014Due Date: October 10

th2014


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NO RESPONSE FORM

If you choose not to respond to this Request for Proposals, please email this form back to

City of Rochester at your earliest convenience, to the attention of:

Gregory Luna, RFP CoordinatorCity of Rochester, Public Safety Building

185 Exchange Blvd., Suite 530Rochester, NY 14614-2162

E-Mail:[email protected]

RFP

Process and System Solution for Human Resource

Management Payroll / Personnel for the City of Rochester.

Company:

Address:

Contact:

Contact Phone:

Email:

Reason for No-Response:

Project capacity.

Cannot quote competitively.

Cannot meet delivery requirements.

Cannot meet specifications.

Do not want to do business with City of Rochester.

*Other:

*Other reasons for not responding might include insufficient time to respond, do not offer productor service, specifications too stringent, scope of work too small or large, unable to meetgovernment insurance requirements / regulations, cannot meet delivery or schedule requirements,etc
mailto:[email protected]:[email protected]:[email protected]:[email protected]


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TABLE OF CONTENTS

SECTION 1 Project Background and RFP Process ................................................... 41.1 Request For Proposal ............................................................................................................... 41.2 Community Profile................................................................................................................... 51.3 Scope of Project ....................................................................................................................... 7

1.4

RFP Process and Procedures .................................................................................................... 9

1.5 Questions and Requests for Clarification and RFP Addenda ................................................ 101.6 Transmittal Letter................................................................................................................... 101.7 Proposal Submission .............................................................................................................. 10

SECTION 2 Schedule of Events .............................................................................. 122.1 Timetable of Events ............................................................................................................... 122.2 Description of Events ............................................................................................................. 12

SECTION 3 Guidelines for Proposal Content and Structure ................................... 153.1 Executive Summary ............................................................................................................... 153.2 Company Background Information ....................................................................................... 153.3 Detailed RFP Responses ........................................................................................................ 19

3.4 Terms and Conditions ............................................................................................................ 27

SECTION 4 Evaluation Criteria ............................................................................... 284.1 Degree of Fit .......................................................................................................................... 284.2 Project Management Methodology and Implementation Plan............................................... 294.3 Installation/Training Track Record ........................................................................................ 294.4 Scripted Demonstrations and Gap Analysis .......................................................................... 294.5 On-Going Support Capability ................................................................................................ 294.7 Project/Lifecycle Cost ............................................................................................................ 294.8 Minority/Women Owned Business (M/WBE)....................................................................... 29

SECTION 5 Infrastructure and Information Systems Environment ........................ 30

5.1

Network Environment ............................................................................................................ 30

5.2

Servers and Database Environment ....................................................................................... 30

5.3 Desktop Environment ............................................................................................................ 305.4 Mainframe Environment ........................................................................................................ 305.5 Geographic Information Systems (GIS) Environment .......................................................... 305.6 Process and System Integration Environment ....................................................................... 31

SECTION 6 Process & System Automation Requirements ..................................... 346.1 Management of Government Resources Human Resource Management .......................... 31

SECTION 7 Technical Requirements .................................................................... 2317.3 Architecture.......................................................................................................................... 2317.4 Data Requirements ............................................................................................................... 232

7.5

System Administration, Security and Audits ....................................................................... 2337.6 System Interfaces ................................................................................................................. 234

SECTION 8 City Of Rochester Agreement for Professional Services.................... 239

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SECTION 1 Project Background and RFP Process

1.1 Request For Proposal

Date of Issue: August 29th2014

Proposal Due Date: October 10th2014

The City of Rochester, New York (the City) is seeking proposals from vendors(Vendor) specializing in the design and implementation of a Process and SystemSolution for Human Resource Management Payroll / Personnel for the City ofRochester. It is the Citys desire to procure a solution that meets its process and systemrequirements and is as close to a standard off-the-shelf, enterprise oriented, and service-proven system as possible.

City policy provides for additional weighting of proposals for firms that are locatedwithin the City of Rochester (additional 10% weighting) and/or that meet the CitysM/WBE goals (additional 10% weighting). Vendors are encouraged to describe in theproposal their ability/intent to meet the City location and M/WBE goals.

This RFP has been prepared to provide general information, background, and proposalrequirements. Please verify by email that you have received the RFP document (sent inAdobe Acrobat PDF format) within 2 business days. If the document you have receivedis incomplete, please contact the Citys RFP Coordinator:

Gregory Luna, RFP CoordinatorInformation TechnologyPhone: 585-428-6024Email: [email protected]

The identified RFP Coordinator is the sole point of contact regarding this RFP from thedate of distribution until the selection of the successful vendor.

In addition to indicating the contents expected in a proposal, this RFP is intended togenerally describe the terms and conditions of an agreement to be entered into by aresponsible vendor and the City of Rochester and to assist prospective vendors indetermining whether or not to participate in this RFP.

As a result of this RFP, the City of Rochester intends to enter into a contract with theselected vendor(s) to conduct both the Design and Implementation of a Process andSystem Solution for Human Resource Management Payroll / Personnel. It is the Citys

intent to enter into an agreement with the selected vendor for implementation of theproject.

However, this does not commit the City to conclude an agreement for these services. TheCity of Rochester reserves the right, in its sole discretion, to (a) accept or reject in part orin its entirety any proposal received as a result of this RFP if it is in the best interest ofthe City to do so; (b) enter one or more agreements with one or more qualified vendors if

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necessary to achieve the objectives of this RFP and if it is in the best interest of the Cityto do so.

The responsibilities of the City are clearly defined in this RFP. The vendors respondingto this RFP shall not make any assumptions about participation by the Citys technicalpersonnel in the project.

1.2 Community Profile

1.2.1 City of Rochester:

The City of Rochester, New York covers approximately 37 square miles, has apopulation base of 210,000 citizens, and is located in Monroe County, New York. TheCitys budget can be found by clickinghere.

1.2.2 Services for Citizens (SC)

The following services are provided to City Customers and Constituents.

Business & Housing Development

Licensing, Code Enforcement & Compliance

Public Safety

Community and Social Services

Education, Youth Development & Workforce Training

Environmental Services

1.2.3 Support in Delivery of Services (SDSC)

The following services are provided which support the delivery of services to CityCustomers and Constituents.

Internal Control and Oversight

Investment Planning and Budgeting

Revenue & Taxation

Communications, Public Affairs & The Customer

City Council Relations

Legal Regulatory Compliance

1.2.4 Management of Government Resources (MGR)

The following services are provided which support the Management of CityGovernment Resources.

Administrative Management

Financial Management

Supply Chain & Asset Management

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Human Resource Management

Information and Technology Management

1.2.4.1 Human Resource Management

The following types of services are provided which support the Management of City

Government Resources for Human Resource Management.

HR Strategy and Planning

Organization and Position Management

Personnel Management

Benefits Management

Compensation Management

Customer Services

Labor Relations

Employee Development and Performance Management

HR Information Analytics

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1.3 Scope of Project

The City is requesting proposals for the design and implementation of a solutionthat will improve the efficiency and effectiveness of Human ResourceManagement Payroll / Personnel processes, while ensuring the accurate andtimely payment to employees, vendors, and tax authorities. The City has two

alternating bi-weekly payrolls, one for Fire and Police and one for civilian bi-weekly. The City also has a weekly payroll encompassing all City departmentsinclusive of part-time and seasonal employees.

Demographics and Statistics Number

(approximate)

Additional Information

Total Employees 3,600

Full Time Employees 2780

Part Time Employees 650

Seasonal/Temporary 160Bi-weekly Civilian Employees 1380

Weekly Employees 940

Police Union Employees 710

Fire Union Employees 550

City Departments 12

Unions 5 1. AFSCME Local 16352. Rochester Police Locust

Club, Inc.3. International Association

of Firefighters, Local 10714. International Union of

Operating Engineers,Local 832-S

5. Civil Service EmployeesAssociation, Local 828

Total City Budget $499,950,200

W2s Issued 4226

Annual Payroll $200,000,000

Once the final vendor has been selected, the City will work with the vendor to developthe most cost effective procurement and installation strategy. The City may select morethan one vendor in the event that a single vendor cannot meet all requirements for theprocurement and installation of the solution.

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1.3.1 Project Objectives

The primary objectives for this project are:

Evaluate and select a Vendor for a new Human Resource Management Payroll/Personnel solution

Align all City Departments under a service delivery Enterprise Architecturemodel, which enables the development of cross-functional and standardizedprocesses. With this model, the expected outcomes will be the realization ofprocess efficiencies by eliminating redundant processes and systems andimproved data transparency and integrity.

1.3.2 Phased Deployment Strategy

The City is seeking automated alternatives to current Human Resource and Payrollprocesses. The complete program will procure and install a Process and System Solutionfor Human Resource Management in the functional areas defined below and in section

5.6.1 Enterprise Process Architecture Human Resource Management. The process &system is proposed to be implemented using the following phased deployment strategy:

Phase 1 Core Processes Payroll / Personnel

Service Process Area

Organization and PositionManagement

Job Classification and Specification

Personnel Management Hiring

Personnel Management Personnel Record Updates

Benefits Management Enrollment

Benefits Management Benefits AdministrationCompensation Management Regular (On-Cycle) Payroll

Processing

Compensation Management Special (Off-Cycle) PayrollProcessing

Compensation Management Compliance and Reporting

Future Phases -Non-Core Processes

Service Process Area

Compensation Management Other Compensation

Organization and PositionManagement

Organization Evaluation andAdministration

Personnel Management Recruitment

Personnel Management Separation

Benefits Management Benefit Claim Administration

Benefits Management Compliance & Reporting

Customer Service All Services

Labor Relations Discipline (non-Union)

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Employee Development andPerformance Management

Learning Management

Employee Development andPerformance Management

Safety Administration

HR Information Analytics Organization and PositionManagement

HR Information Analytics Personnel Management

HR Information Analytics Benefits Management

HR Information Analytics Compensation Management

1.4 RFP Process and Procedures

Throughout the entire RFP process, the following guidelines and procedures willapply: The City of Rochester must receive all proposals by October 10

th2014at

5 PM (EST). The City of Rochester reserves the right to reject any proposalreceived after this date. All submitted proposals must be valid through one yearpast due date. The City of Rochester maintains the right to discontinue the RFPprocess with any vendor at any point in time.

The City of Rochester will notify in writing any vendor discontinuedfrom the RFP process.

Vendors shall promptly respond in writing to the City of Rochester withadditional inquiries. Please see Section 1.5below for specific instructionson submitting questions and requests for clarification.

The City of Rochester is under no obligation to award a contract to anyvendor.

No procedure is in place within this process for reconsideration of avendor after a choice has been made, and the City of Rochester need give

no reason for the selection or rejection of any vendor. If your RFP response is accepted, the City of Rochester requires the

parties to enter into a Professional Services Agreement prior to thecommencement of any work. The RFP and RFP responses may form partof said agreement but will be subject to the terms and conditions of theagreement between the City of Rochester and the vendor as set out inSection 3.4.

Participation in the RFP process is the vendors sole decision. Although theCity of Rochester intends to adhere to the process as stated herein, the City ofRochester reserves the right to modify the process, requirements, and/ortimetable. The City of Rochester assumes no liability for costs or damages

incurred by the vendor during or resulting from this RFP process.

The City of Rochester reserves the right to:

Reject any and all proposals received in response to this RFP.

Investigate the vendors qualifications, financial stability, and ability toperform the required services to successfully implement the vendorsproposed solution within the City of Rochester.

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Request additional information deemed necessary for the properevaluation of the vendors proposal.

Waive or modify any informal or immaterial deficiency in a proposalafter prior notification to the vendor.

If you have any questions concerning the above RFP process andprocedures, please see Section 1.5 below for specific instructions onsubmitting questions and requests for clarification regarding the RFPprocess.

1.5 Questions and Requests for Clarification and RFP Addenda

Questions that arise prior to or during proposal preparation must be submitted in writingor via emailto the Citys RFP Coordinator pursuant to instructions in Section 1.1 of thisRequest for Proposals. Questions and answers will be provided to all Vendors who havereceived RFPs and must be acknowledged in the RFP response. No contact will beallowed between the Vendor and any other member of the City with regard to this RFPduring the RFP process unless specifically authorized in writing by the Citys RFPCoordinator. Prohibited contact may be grounds for Vendor disqualification.

In the event it becomes necessary to revise any part of this RFP, addenda will beprovided to all that received the original RFP.

1.6 Transmittal Letter

The vendor must submit a transmittal letter along with the proposal. Theletter is an acknowledgement by the vendor that its attached proposal isthe vendors official response to the City of Rochester RFP. The lettermust state that all information contained in the proposal is factually trueand accurately meets the response criteria of all RFP sections. An

authorized officer of the vendors firm must sign the transmittal letter.

1.7 Proposal Submission

1.7.1 Submission of Sealed Proposals

All proposals and accompanying documentation will become the propertyof the City of Rochester and will not be returned. Each vendor shouldprovide 10 hard copies and one soft copy on DVD for use by the City ofRochester.

Complete responses are to be packaged, sealed and submitted to the Cityof Rochester and should be addressed to:

Gregory Luna, RFP CoordinatorCity of Rochester - Information TechnologyPublic Safety Building185 Exchange Blvd., Suite 530Rochester, New York 14614

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The due date is October 10th

2014 at 5 PM (EST).

All proposals must have a label on the outside of the box or packageitemizing the following information:

PROPOSAL ENCLOSEDDue: __________________(Preferably bold, large print, all capital letters)

If sending multiple boxes, please mark each one, X of Ywhere X is thebox number and Y is the total number of boxes.

1.7.2 Liability for Proposal Preparation Expense

The City of Rochester is not liable for any costs incurred by a Vendor inthe preparation and production of a proposal.

1.7.3 Proposal Security

The content of each Vendor's proposal will be held in strict confidenceduring the evaluation process, and no details of any proposal will bediscussed outside the evaluation process.

1.7.4 Record Disclosure/Confidentiality of Proprietary Records

Vendor hereby agrees that all documents furnished shall be subject topublic disclosure by the City of Rochester in the normal course ofbusiness in accordance with the requirements of the Public Officers Law,Article 6, except for proprietary information the disclosure of which

would cause substantial injury to the competitive position of Vendor'senterprise. Information relating to Vendor price submissions, includingcommercial, book or list pricing, applicable discounts or final price andlike information, shall not be entitled to confidentiality protectionwhether or not submitted or designated as proprietary by the Vendor.Vendor may otherwise preserve proprietary rights as to confidential orbusiness process information in accordance with procedures establishedunder Section 89, Public Officers Law, provided that: (i) Vendor shallinform the City prior to submission of its information, in writing, thatsuch records are going to be furnished, are proprietary and are not to bedisclosed; (ii) said records shall be sufficiently identified; and (iii)

Vendor shall inform City of Rochester the reasons why the informationshould be exempted from disclosure; and (iv) designation of said recordsas exempt from disclosure is reasonable and accepted by the City.

1.7.5 Tax Provisions

Purchases made by the City of Rochester are exempt from New YorkState and local sales tax and federal excise taxes, but the City ofRochester is not exempt from paying unemployment insurance or federal

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The vendor and the City of Rochester will negotiate a beneficial agreement to ensure aproductive partnership. The selected vendors response to this RFP will form the basis ofthese negotiations and may be considered part of the final agreement.

The City of Rochester has attached its standard Professional Services Agreement (PSA)which will be the basis for the binding contract between the vendor and City ofRochester. The vendor license agreement and statement of work (defined as contract)will be attachments to this PSA. Each vendor(s) contract shall minimally cover the

following areas:

License fees for use of any software or associated tools, to be scheduled inaccordance with the implementation functionality, and fixed at time of contract, toremain unchanged for a period of three years following the final implementationphase.

Consulting/training/implementation plan with associated costs and with aprovision to guarantee meeting plan milestones.

Statement concerning the City of Rochesters access to Source Code and escrowprotection.

Provision for the ability to add additional users at any location and point in time.

Annual product maintenance costs tied to a base expenditure and a controlledpercentage increase over the lifetime of use by the City of Rochester.

Payment milestones tied to the successful implementation of the vendorsproposed solution and distributed over an analysis, development/testing, training,production lifecycle.

No additional license fees will be charged for training, development and businesscontinuity based environments.

Any database or other software licenses required must be clearly identified inproposal.

No binding agreement between the vendor and the City of Rochester will be establishedor inferred until a final PSA, including all terms and conditions, has been signed. In theevent of any conflict between this RFP, the vendor response, and the final PSA, the termsof the final PSA will take precedence.

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3.2.1 Brief Historical Summary

The vendor must provide a brief historical summary of the vendors company.Areas to be covered include:

Overall Vision and Mission.

Financial history of the company covering the last three years. Attach the mostrecent copy of your latest financial statements prepared by an independent

certified public accountant in accordance with generally accepted accountingprinciples. Also include the following information: current balance sheet,statement of revenues and expenses, statement of cash flows, and appropriatenotes to these documents. 501.3.c organizations must submit their most recentForm 990.

Three-year history of research and development spending as a percentage ofrevenue.

Company USA locations and associated staffing/functional organizationsrepresented at each location.

General background and current information about the company and keypersonnel.

Strategic company direction and how this direction will benefit the City ofRochester by referencing specific sections of the City of Rochester RFP.

Current customers.

Additional information useful for the City of Rochester evaluation process.

3.2.2 Vendor Information

In this section each vendor will provide information on your company. Please respondwithin the format provided. This will ensure that all information is provided and willfacilitate our use of the information.

Question Vendor Response

Official Name of Company

Headquarters Address

Telephone Number

Fax Number

Federal Tax ID Number

Names under which the business hasoperated within the last 10 years.

Contact Name for questions concerning

RFP response.Contacts Telephone Number

Contacts e-mail address

Is company authorized and/or licensedto do business in the State of NewYork?

YES or NO

Does your company have an office inthe City of Rochester or County ofMonroe?

YES or NO

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Question Vendor Response

Company Ownership Public or PrivateIf Private, list primary owners andtheir percentage ownership.

If Public, list stock trading symboland market which it is traded.

Has corporate ownership changedin the last 5 years? If so, provide

details.

YES or NO

Has the company purchased anyother companies or divisions ofcompanies in the last 5 years? Ifso, provide details.

YES or NO

Has the company or any of itsprincipals defaulted on any municipalcontracts in the past 5 years? If so,provide details.

YES or NO

Please provide details on any lawsuitsinvolving the company that are

currently pending or occurred in thepast 5 years.

Has your company ever been declaredbankrupt or filed for protection fromcreditors under state or federalproceedings? If so, state the date,court, jurisdiction, amount of liabilitiesand amount of assets.

YES or NO

Is your Company currently on theapproved NYS Contract list? If yes,identify contract services.

YES or NO

Is your Company a Minority or WomenOwned Business Enterprise (M/WBE)?

YES or NO

3.2.3 Vendor Customer References and Financial Condition

All Vendors are required to provide the names of at least five customer referencessimilar in size to the City of Rochester with which you have conducted businessfor the last three years. At least three of which being government organizationsand one customer with more than one bargaining unit (Labor Unions). Alsoinclude the name of an appropriate contact person in each organization. These

references should be customers for which the Vendor has designed and/orimplemented a solution of similar size and scale.

The vendor should describe their installed base of clients including the following:

Total number of clients currently utilizing systems similar to the proposedsolution.

Clients that are currently undergoing implementation.

Clients that have been fully implemented and live for minimally 1 year.

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3.3 Detailed RFP Responses

3.3.1 Assumptions

The vendor must clearly define any assumptions made in preparation of this RFPproposal.

3.3.2 Advantages of Proposed Solution

The vendor should describe the proposed advantages to the City of Rochester and howthese relate to the Citys overall project scope.

3.3.3 Project Costs and Pricing Options

The vendor must detail its pricing and payment terms in line with the project deliverablesand milestone dates provided in the recommended implementation plan. The proposalmust provide a detailed breakdown of charges for each service, product, and license,whether offered directly or indirectly through a third party. An explanation of how cost

overruns will be treated in the event of targets not being met must accompany thisquotation. If applicable, the Vendor should provide for multiple pricing options (i.e.enterprise, concurrent users, named users, etc.) and detail each of the options.

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On Premise System or ASP (Core Processes)

Estimated Project Costs

Project CostsImplementation

Costs

PostImplementationCosts (5 Years)

DescribeLicensing Options

Hourly or FixedCost?

Comment

License Fees

Implementation Services

- Training

- Project Management

- System Configuration andSetup

- Travel

- SystemDevelopment/Interfaces

- System Data Migration

Total Project Costs

Ongoing Costs

Maintenance and Support Costs

24X7

8:00 AM 5:00 PM (M-F)

8:00 AM 5:00 PM (M-S)

Hosting Costs (Optional for ASP)

Other Costs

Hardware and Server Costs

Database Licensing/maintenance

Recommended Time Clocks

Implementations services forUpgrades

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On Premise System or ASP (Non-Core Processes)



Costs




Comment

License Fees


- Training



- Travel



Total Project Costs

Ongoing Costs


Support: 24X7

Support: 8:00 AM 5:00 PM (M-F)

Support: 8:00 AM 5:00 PM (M-Sunday)

Hosting Costs (Optional for ASP)

Other Costs




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SaaS (Core Processes)



Costs




Comment

License Fees


- Training



- Travel



Total Project Costs

Ongoing Costs


Support: 24X7

Support: 8:00 AM 5:00 PM (M-F)Support: 8:00 AM 5:00 PM (M-Sunday)

Hosting Costs(Include setting up new users,managing security, configuringworkflows, filing the IRS form 941,printing W-2s processing payroll,and other tasks.)

Other Costs




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SaaS (Non-Core Processes)



Costs




Comment

License Fees


- Training



- Travel



Total Project Costs

Ongoing Costs


Support: 24X7

Support: 8:00 AM 5:00 PM (M-F)

Support: 8:00 AM 5:00 PM (M-

Sunday)Hosting Costs(Include setting up new users;managing security, configuringworkflows, filing the IRS form 941,printing W-2s processing payroll,and other tasks.)

Other Costs




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3.3.4 Degree of Fit

The Process & System Automation Requirements (see Section 6 Process & SystemAutomation Requirementsand Section 7 Technical Requirements) must be completed,with reference comments made to describe what functionality CANNOT be delivered inthe current version of the proposed solution and what will be required to address thegap(s). The Process & System Automation requirements are organized based on theCitys Enterprise Process Architecture and grouped by service, process and procedure.

The detailed requirements are ordered under each procedure. Presentation order shouldnot be interpreted as the order of importance.

3.3.5 On-Going Support

Training and Helpline locations must be identified along with Sales offices. Thevendor should describe its various support options and recommend the preferred supportoption for the City of Rochester based on its proposed solution.

The following values should be used in response to each individual specification.

Place a Y in the response column if this is a standardfeature / function offered inyour base system price to the City. For this response, the City will hold the vendorresponsible for delivering that feature or function in its proposed package.

Place a Zin the response column if this is not a standard feature / function but thevendor is willing to include this feature at no additional cost.

Place an Min the response column if this is not a standard feature / functionbut thevendor is willing to include this feature at an additional cost.

Place an N in the response column if this is not a standard feature / function.

Requirements therefore cannot be provided.

Place a T in the response column if this feature / function will be provided by athird party.

Xrf Enter reference code number where a comment has been entered to provideadditional clarification to the response

Reference

#

Requirement Response

(Y,Z,N,T)

Xrf

3.3.5.1 Toll Free Support Phone Number3.3.5.2 24x7 Support

3.3.5.3 Software/Application Support

3.3.5.4 Remote diagnostic support software

3.3.5.5 Remote diagnostic support hardware

3.3.5.6 Documented escalation procedures

3.3.5.7 Dedicated Tier 2 (Mid-Level expertise) support staff

3.3.5.8 Dedicated Tier 3 (Senior-Level expertise) support staff

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The vendor is responsible for providing to the City of Rochester a proposed Design andImplementation plan. This plan will adhere to the City of Rochester timelines and willinclude any and all associated consulting work either by the vendor or a third party. Theimplementation plan will be reviewed as part of the selection process. The vendorsproposed implementation plan must include:

Implementation methodology and approach include examples of deliverables

Project Management, communications, Change Management and reporting Business process re-engineering and system configuration

Hardware and software training and development of standard procedures

Overall project schedule with detailed timeline

Proposed number of Vendor consultants and resumes for each detailing theirqualifications and experience relevant this implementation

Identification of certified M/WBE firms to be included in Vendors project teamand description of the work they are to perform

Expected deliverables and assumptions

Required skill sets to ensure that the City can perform future maintenance supportand release upgrades with minimal to no vendor consulting.

Other areas critical to project success not defined above.

The vendor must describe in detail how it will assist the City of Rochester inaccomplishing the above areas. The vendor must provide the proposed number of onsitepersonnel, and include information on the individuals relevant training, experience andqualifications in their resumes. The City of Rochester implementation team, which willbe responsible to manage this project the entire engagement, reserves the right to requestdifferent people if the selected individuals do not meet or perform to our expectations.

3.3.10 Strategic Direction

The vendor should describe its current technological and business functionalityenvironment as well as any strategic direction determined critical to the vendors longterm success and viability in the marketplace. This analysis should include a descriptionof how this implementation or project fits into the Vendors strategic business plan andmust answer the following questions:

What differentiates the vendor from its competitors?

Why should the City of Rochester select and implement the Vendors integratedbusiness systems versus that of other vendors?

3.3.11 Annual Reports

Please provide documentation to include recent annual reports or comparabledocumentation if company is privately held as noted in 3.2.2 and 3.2.3.

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3.4 Terms and Conditions

3.4.1 Acceptance of the Proposal

The City of Rochester reserves the right to reject any proposal. The RFP should not beconstrued as a contract to purchase services and the City of Rochester shall not beobligated in any manner until a written agreement relating to an approved proposal hasbeen duly executed.

3.4.2 Proposal Revisions

Proposal revisions must be received prior to the proposal submission/closing date andtime.

3.4.3 Financing of Proposals

Respondent is solely responsible for any and all costs associated with preparing andsubmitting proposals and such costs will not be borne by the City of Rochester.

3.4.4 Acceptance of RFP Conditions

Receipt of proposal by the City of Rochester will be considered acceptance of the RFPterms and conditions by the Respondent, and will be incorporated into the Respondentsproposal.

3.4.5 Subcontracting

Subcontracting is permitted for some requested services as a condition of the anticipatedcontract for service. Proposed subcontractors must be listed in the proposal.

City policy provides for additional weighting of proposals for firms that are locatedwithin the City of Rochester (additional 10% weighting) and/or that meet the CitysM/WBE goals (additional 10% weighting). Vendors are encouraged to describe in theproposal their ability/intent to meet the City location and M/WBE goals.

3.4.6 Warranty

Respondent represents and warrants that it is available to perform the services outlined inits proposal and furthermore that it is under no conflicting obligations that may interferewith its duties to the City of Rochester because of work it may have undertaken withothers if its proposal is accepted.

3.4.7 Negotiation Delay

If an agreement cannot be negotiated within fifteen business days of notification to thedesignated Respondent, the City of Rochester, may, in its sole discretion, terminatenegotiations with that Respondent and either negotiate an agreement with anotherRespondent of its choice or choose to terminate the RFP process and not enter into anagreement with any of the Respondents.

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3.4.8 Funding and Vendor Selection

The implementation of the selected proposal is dependent upon funding and vendorselection for the work set forth in the proposal being approved by the Rochester CityCouncil. Approval will be requested in a City Council meeting following conclusion ofnegotiations for the professional services agreement.

3.4.9 Indemnification

Respondent hereby indemnifies and holds the City of Rochester harmless for and againstany and all claims, losses, damages, costs, expenses, and other actions made, sustained,brought, threatened or prosecuted in any manner based upon or arising from anycommunication or action by Respondent in the proposal or purported performance of theagreement herein, or claims relating to the infringement of copyrights, trademarks, tradesecrets, patents, or any other confidential information or intellectual property of another.

3.4.10 Termination

The City of Rochester may terminate this proposal at any time for any reason whatsoever

and is not obligated to accept the lowest vendor bid proposal.

3.4.10 Proposal Withdrawal

Prior to the proposal closing date, a submitted proposal may be withdrawn by Respondentby submitting a written request to the City of Rochester contact named in the RFP. Allsuch requests must be signed by a duly authorized representative of the Respondent.

3.4.11 Ownership

All documents submitted by Respondents shall become the property of the City of

Rochester.

SECTION 4 Evaluation Criteria

The City of Rochester will review all proposals, rank each vendor based on the criterianoted below and select the preferred vendors to be considered for further evaluation.Vendors will be notified in writing, on or before November 14th2014 if they have beenselected for further evaluation.

4.1 Degree of Fit

Each proposal will be reviewed to determine the proposed solutions degree of fit to theCity of Rochesters functional requirements (see Section 6 Process & SystemAutomation Requirements and Section 7 Technical Requirements). Included in thisreview will be the flexibility of the proposed solution to adapt to potential changes tobusiness process and requirements in the future.

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4.2 Project Management Methodology and Implementation Plan

The City of Rochester will review the Vendors project management strategy andmethodology to determine its ability to successfully manage this project (see Section3.3.9). The training, experience and qualifications of the proposed consultant team willbe major criteria in the selection of a Vendor. In addition, a survey of the customerreferences provided by the vendor will be used to verify the vendors capability ofsuccessfully managing this project.

4.3 Installation/Training Track Record

The City of Rochester requires each proposal to include references of clients that haveimplemented solutions similar to the Vendors proposed solution over a similartimeframe (see Section 3.2.3- Vendor Customer References and Financial Condition).The City of Rochester will perform a survey with these references to determine theVendors capability to deliver on the proposed solution design and implementation plan.

4.4 Scripted Demonstrations and Gap Analysis

After an initial evaluation for Degree of Fit, Project Management Methodology andImplementation Plan, Installation/Training Track Record and On-Going SupportCapability and Project/Lifecycle Cost, the top four ranked Vendors will be invited toparticipate in scripted demonstrations of their proposed solution. These Vendors will befurther evaluated on their ability to demonstrate the solution and how well it meets thestated requirements based on the process and procedures listed in the Process &System/Automation Requirements (see Section 6 Process & System AutomationRequirements)and Technical Requirements (see Section 7 Technical Requirements).Each of these vendors will also be evaluated on the ability to demonstrate how alternativegap solutions will be used to resolve or mitigate gaps in functionality.

4.5 On-Going Support Capability

The City of Rochester will review the Vendors capability to provide on-going productsupport and services after successful implementation of the proposed solution (seeSection 3.3.5 On-Going Support). .

4.6 Project/Lifecycle Cost

Each vendor will be evaluated on the project lifecycle economics (costs and delivery ofbenefits) based on the one time startup cost, the annual operating cost, the five year total

cost and an evaluation of the Vendors License Agreement and Maintenance Agreement.

4.7 Minority/Women Owned Business (M/WBE)

City policy provides for additional weighting of proposals for firms that are locatedwithin the City of Rochester (additional 10% weighting) and/or that meet the Citys

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GIS Server: Esri ArcGIS for Server Enterprise Advanced 10.2, with separateproduction and test environments, running on Windows Server 2012.

Enterprise Geodatabase: Esri ArcSDE 10.2, in SQL Server 2012, using DirectConnect.

Enterprise Geodatabase Schema: Esri LGIM (Local Government InformationModel) wherever possible.

Web Applications: Self hosted GIS Web applications are built usingHTML/Javascript (not Silverlight or Flex.) Wherever possible, LGIM-

compliant web applications are used. An ArcGIS Online for Organizationsaccount is available.

5.6 Process and System Integration Environment

The City of Rochester currently utilizes a combination of Internally Developed & VendorPurchased COTS solutions to support its Enterprise Process Architecture.

5.6.1 Enterprise Process Architecture City-wide

The City of Rochesters Enterprise Process Architecture (referred to hereafter as EA) is ablueprint which at the highest layer represents all of the Services the City provides to itsCustomers and Constituents. It is utilized to align City Departments around optimizedcross-functional processes and ensures data integrity and consistency.

The City of Rochester IT Department seeks to model its Application and Informationsolution environment around this EA. This environment includes a compliment of bothInternally Developed and Purchased solutions.

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5.6.1 Enterprise Process Architecture Human Resource Management

5.6.2 Internally Developed Solutions

The City of Rochester has several internally developed solutions which support thefollowing major Services under the EA. The majority are mainframe applicationsdeveloped in CICS using a 4GL tool called UFO and some in MS Access and other rapidapplication development tools and xBase languages like DataEase or Foxpro.

Some examples include:

Business & Housing Development Housing Management

Licensing, Code Enforcement & Compliance

Public Safety - RPD

Community and Social Services Neighborhood Preservation, Parks &Recreation

Environmental Services Infrastructure Management, Clean Up Services, UtilityServices, Work Order Management

Property Valuation & Taxation

Financial Management Collections and Receivables

Human Resource Management HRS and Payroll

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5.6.3 Purchased Solutions

The City of Rochester has several purchased solutions, which are SQL Server based andsupport the following major Services under the EA.

Some examples include:

Business & Housing Development Document Management

Public Safety Records Management Community and Social Services Parking Access and Revenue Control

Environmental Services Route Optimization

Communications, Public Affairs & The Customer Customer RelationshipManagement, Call Center/Case Management

Human Resource Management Employee Portal and City Website, ApplicantTracking and Recruitment, Time and Attendance, Safety Compliance

Financial Management Procurement, Collections, Financials & AssetManagement

SECTION 6 Process & System/Automation Requirements

The following sections describe the key processes, procedures and systemfeatures/functionality that will be required to deliver the Citys new Human ResourceManagement Payroll / Personnel Process and System Solution.

The Process & System Automations Requirements section is organized in the followingway:

The first level of the section (6.x) identifies the Service Area and Service Type(i.e. MGR Management of Government Resources Human ResourceManagement) per the Citys EA (see section 5.6.1).

The second level (6.x.x) identifies the Service and Process Area, which representsa group of related processes which support delivery of the Service per the CitysEA.

The third layer (6.x.x.x) identifies the Process for this project within the ProcessArea and is defined.

The fourth layer (6.x.x.x.x) identifies the Procedures executed within the Process.A procedure is defined as a step in the process and it describes what is being doneat that point in the process. It does not say how it is accomplished and it may be a

manual step or it may in some way be automated by a vendors software solution. The fifth and final layer describes the Functional Requirements for that procedure.

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The following values should be used in response to each individual specification.

Place a Y in the response column if this is a standardfeature / function of thesolution/system offered in your base system price to the City. These features must becurrently in use at other client sites, and no user programming or use of a supplied reportwriter is required. For this response, the City will assume that the specification is met bythe package, the requirement can be demonstrated by the Vendor, and will hold thevendor responsible for delivering that feature or function in its proposed package.

Place a Zin the response column if this is not a standard feature / function of thecurrent release of the solution/systembut the vendor is willing to customize/configurethe system/solution to include this feature at no additional cost or the feature /function will be available in the next releaseof the solution/system.

Place an Min the response column if this is not a standard feature / functionof thecurrent release of the solution/system but the vendor is willing to customize/configurethe system/solutionto include this feature at an additional cost.

Place an N in the response column if this is not a standard feature / function even

with custom modifications and is not in the next release of the solution/system.Requirements therefore cannot be provided.

Place a T in the response column if this feature / function will be provided by athird party.

Place a N/A in the response column if the requirement does not apply(i.e. certaintechnical requirements for hosted solutions)

Xrf Enter reference code number where a comment has been entered to provideadditional clarification to the response.

Column Title Description

Reference #The reference number is a number that is used for referencepurposes only. They are not in sequential order of importance.

Requirement

In this column is where the functionality requirement is locatedthat the vendor must provide a response to in the Responsecolumn.

Response

(Y,Z,M,N,T)

Enter in this column a value listed above for each individualspecification.

Xrf Enter in this column a reference code number where a commenthas been entered to provide additional clarification to the response.

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6.1 SERVICE - MGR - Human Resource Management

6.1.1 PROCESS AREA - Organization & Position Management - Job Classification

and Specification

6.1.1.1 PROCESS - Job Specification Administration

The purpose of this process area is to design, develop, and implement organizational andposition structure that outline requirements and competencies in a framework that bothadvances the city's mission and serves city's human capital needs. The Job Specificationoutlines the duties and qualifications for each position as an input to PositionClassification consistent with Civil Service guidelines leading to PositionCreation/Abolishment. Ensure job creation, classification and specification processes arecompleted according to applicable laws, contractual agreements, administrativepolicies/procedures, and budgeted table of organization.

6.1.1.1.1 PROCEDURE - Review Job SpecificationThe purpose of this procedure is to conduct an internal review of existing jobspecifications to ensure accuracy and identify if updates are required.

Reference # Requirement Requirement Type Response(Y,Z,T,N)

Xrf

6.1.1.1.1.1 The ability to electronicallynotify defined users once a JobSpecification has passed adefined time frame

ProcedureRequirement

6.1.1.1.1.2 The ability to generate a reportbased on Job SpecificationReview dates

Reporting

6.1.1.1.1.3 The ability to electronicallytrack and notify reviewers ofJob Specification Reviewprocess

DecisionCriteria/BusinessRule

6.1.1.1.1.4 The ability to electronicallycreate and edit JobSpecifications

Business Form/UserInterface

6.1.1.1.2 PROCEDURE - Initiate Job Specification Request

The purpose of this procedure is to initiate a Job Specification Request for a new job orupdate to an existing job specification. Job Specification refers to the specific duties andresponsibilities for a particular position.


Xrf

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6.1.1.1.2.1 The ability to create andcomplete an electronic JobSpecification request.


6.1.1.1.2.2 The ability to electronicallycapture the job specificationrequest, with the ability tocustomize the job specification

template to capture specificrequired information.


6.1.1.1.2.3 The ability to electronicallysend the Job Specificationrequest to initiatecreations/revisions


6.1.1.1.3 PROCEDURE - Create Draft Job Specification

The purpose of this procedure is to draft proposed job specifications to be reviewed by

appropriate business partners, in preparation for an internal review.Reference # Requirement Requirement Type Response

(Y,Z,T,N)Xrf

6.1.1.1.3.1 The ability to create commentsin the job specification requestwithout changing thedocumentation


6.1.1.1.3.2The ability to electronicallytrack and update status of JobSpecifications under Review


6.1.1.1.3.3 The ability to generate an audittrail of all changes made to ajob specification request (whenand by whom they were madeby)

Reporting

6.1.1.1.4 PROCEDURE - Update Job Spec Status

The purpose of this procedure is to update the Job Specification Status


Xrf

6.1.1.1.4.1 The ability to electronicallyupdate existing jobspecification status


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6.1.1.1.5 PROCEDURE - Suggest Job Specification Revisions

The purpose of this procedure is to review a draft Job Specification and providecomments and feedback for modification.


Xrf

6.1.1.1.5.1 The ability to workflow jobspecification changes to

appropriate users


6.1.1.1.6 PROCEDURE - Incorporate Revisions

The purpose of this procedure is to update the draft Job Specification based on thereviewers' comments and supply to the Civil Service Admin unit.


Xrf

6.1.1.1.6.1 The ability to electronically

edit the Job Specificationdocuments and associatedforms

Procedure

Requirement

6.1.1.1.6.2 The ability to reviewcomments made within thedocument by other users


6.1.1.1.6.3 The ability to automaticallyroute Job Specifications


6.1.1.1.7 PROCEDURE - Prepare for Civil Service Review

The purpose of this procedure is to complete the package of information to be presentedto the commission, including the 'abstract' (high level overview of changes).


Xrf

6.1.1.1.7.1 The ability to electronicallysend final proposed JobSpecification to designateduser


6.1.1.1.7.2 The ability to print jobspecification and associatedforms

Reporting

6.1.1.1.7.3 The ability to create, print andelectronically send a JobSpecification summary report

Reporting

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6.1.1.1.8 PROCEDURE - Notify Job Spec is Adopted or Denied

The purpose of this activity is to notify the participants of the decision of the CivilService Commission meeting


Xrf

6.1.1.1.8.1 The ability to store the life of a

job specification description

Procedure

Requirement

6.1.1.1.8.2 The ability to electronicallynotify designated users ofapproval/rejection


6.1.1.1.9 PROCEDURE - Publish Job Specification

The purpose of this procedure is to publish the Job Specification record in the applicanttracking and recruitment (SIGMA) system and upload it to the employee portal.


Xrf

6.1.1.1.9.1 The ability to export final JobSpecification documents inmultiple formats to designatedinternal and externallocations/people (Word, RTF,PDF)


6.1.1.2 PROCESS - Position Classification AdministrationThe purpose of this process is to classify or reclassify a city position from Citydepartment requests. Classification refers to where a position fits within the broaderorganizational structure. The Job Specification outlines the duties and qualifications foreach position as an input to Position Classification consistent with Civil Serviceguidelines leading to Position Creation/Abolishment.

6.1.1.2.1 PROCEDURE - Initiate Classification Request

The purpose of this procedure is to initiate a request for Classification / Reclassification

of a City Position. Classification refers to where a position fits within the broaderorganizational structure.


Xrf

6.1.1.2.1.1 The ability to allow designatedusers to request a change to anexisting classified position(position classification include


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job title, job description, wagerate, department, bureau andappropriate budget associations(organization/object and fund).

6.1.1.2.1.2 The ability to allow designatedusers to attach documents tothe classification request.

Security (UserPermissions/Access,Compliance)

6.1.1.2.1.3 The ability to allow designatedusers to request an existingclassified position beabolished.


6.1.1.2.1.4 The ability to allow designatedusers to request the creation ofa newly classified positioninformation includes job title,job description, wage rate,department, bureau, MUNISorganization code, sub-bureau

and appropriate budgetassociations (org/obj).


6.1.1.2.2 PROCEDURE - Make Classification Request Decision

The purpose of this procedure is to approve/deny a Less Than Full Time/Permanentclassification request; or make recommendations to the Budget Director about the FullTime/Permanent classification request.


Xrf

6.1.1.2.2.1 The ability to provideelectronic workflow to routeand approve personnel requeststo the designated users.


6.1.1.2.2.2 The ability to automaticallyassign unique identifying codesto each submitted personnelaction request based onbusiness rules (e.g. alpha-numeric tied to budget year)


6.1.1.2.3 PROCEDURE - Update Status

The purpose of this procedure is to capture the Budget decision of a positionclassification request.


Xrf

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6.1.1.2.3.1 The ability to provideelectronic workflow to routeand approve positionclassifications requests.


6.1.1.2.3.2 The ability to provide a textfield for users to entercomments and notes.


6.1.1.2.3.3 The ability to flag positionclassifications requests that areon hold, incomplete.


6.1.1.2.3.4 The ability to override positionclassification requests andmake edits


6.1.1.2.4 PROCEDURE - Inform Department of Decision

The purpose of this procedure is to inform City departments that their classification

request has been put on-hold or denied. Possible types of reasons: out-sourcing serviceagreements, pending funding, budgetary, or timing. Departments next steps depend onthe type.


Xrf

6.1.1.2.4.1 The ability to electronicallyworkflow positionclassification decision toappropriate users


6.1.1.2.5 PROCEDURE - Route Position Classification for Approval

The purpose of this procedure is to route full time permanent classification/requisitionrequests to Hiring Freeze Committee (Budget Director, Director of Human Resources,Staffing Manager, Mayor)


Xrf

6.1.1.2.5.1 The ability to electronicallyview the Civil Service Eligiblelist, Preferred list, transfer list


6.1.1.2.5.2 The ability to integrate withexternal systems holdingdifferent lists and information

SystemInterface/DataIntegration

6.1.1.2.5.3 The ability to provideelectronic workflow to routeposition classification requests


6.1.1.2.5.4 The ability to generate report Reporting

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of recommendations and nonrecommendations

6.1.1.2.6 PROCEDURE - Recommend Classification Request

The purpose of this procedure is for approved authorities to review the draftClassification change request for comments, questions, and approval.


Xrf

6.1.1.2.6.1 The ability to electronicallyworkflow positionclassification recommendationsto next approvers


6.1.1.2.6.2 The ability to electronicallyapprove or deny classificationrequests and deactivate thosethat have been denied.


6.1.1.2.7 PROCEDURE - Approve/ Deny Request

The purpose of this procedure is to approve or deny the proposed position classificationrequest and provide departments with mayoral approval to move forward with creatingthe new position, filling budgeted vacancy.


Xrf

6.1.1.2.7.1 The ability to provide

electronic notification todesignated users (e.g. staffing,department heads, and budget)

Procedure

Requirement

6.1.1.2.8 PROCEDURE - Notify Departments of Mayor's Determination

The purpose of this procedure is to communicate the Mayors determination to theappropriate department(s), ensuring they are aware and can take the appropriate nextsteps.

Reference # Requirement Requirement Type Response

(Y,Z,T,N)

Xrf

6.1.1.2.8.1 The ability to electronicallynotify all required parties


6.1.1.2.8.2 The ability to electronicallyworkflow PARFS


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6.1.1.2.9 PROCEDURE - Summarize Classification Package

The purpose of this procedure is to incorporate additional documentation into theclassification/reclassification request package to be sent to the Civil Service Committeefor review.


Xrf

6.1.1.2.9.1 The ability to automaticallygenerateclassification/reclassificationClass Log for Civil Servicemeeting


6.1.1.2.9.2 The ability to electronicallyworkflow positionclassification requests(including attached supportingdocuments to Civil ServiceAdmin unit)


6.1.1.2.9.3 The ability to electronicallypopulate position classificationrequests based on businessrules (required fields to bedefined by users)


6.1.1.2.10 PROCEDURE - Prepare for Civil Service Review

The purpose of this procedure is to compile documentation for approved Classification

change requests to be reviewed by the Civil Service Commission.Reference # Requirement Requirement Type Response

(Y,Z,T,N)Xrf

6.1.1.2.10.1 The ability to generate lettersnotifying employees ofpending reclassifications.


6.1.1.2.10.2 The ability to attach electronicdocuments to positionclassifications.


6.1.1.2.11 PROCEDURE - Document Approved/ Rejected Classification

The purpose of this procedure is to document the results of the Civil Service Commissionreview of a proposed Classification change request.


Xrf

6.1.1.2.11.1 The ability to provide a text Procedure

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field for entering notes andcomments

Requirement

6.1.1.2.11.2 The ability to electronicallynotify designated users


6.1.1.2.11.3 The ability to electronicallyworkflow the classification

decision and automaticallyupdate

DecisionCriteria/Business

Rule

6.1.1.2.11.4 The ability to restrict access oncomments such as denotingthem as private/internal vs.general


6.1.1.2.12 PROCEDURE - Notify Request is Approved/On-Hold

The purpose of this activity is to notify City Departments of decisions made regarding

approved and rejected Position Classification requests.


Xrf

6.1.1.2.12.1 The ability to electronicallynotify designated users ofposition classification status


6.1.1.2.12.2 The ability to electronicallyworkflow updates to all relateddata capturing positionclassification information (e.g.

Cert list, postings, positionaction requests)


6.1.1.2.13 PROCEDURE - Submit Position Classification Change to Local CivilService Commission

The purpose of this procedure is to request of the local Civil Service Commission theapproval to change jurisdictional class associated with the position.


Xrf

6.1.1.2.13.1 The ability to pre populateclassification information (e.g.position name/title,department, number ofpositions, salary) to be defined


6.1.1.2.13.2 The ability to provide a textfield for entering notes and


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comments

6.1.1.2.13.3 The ability to electronicallyattach documents to requests


6.1.1.2.13.4 The ability to electronicallytrack status of requests

Reporting

6.1.1.2.14 PROCEDURE - Submit Position Classification Change to New York

State Civil Service

The purpose of this procedure is to request of the New York State Civil ServiceCommission the approval to change jurisdictional class associated with the position.


Xrf

6.1.1.2.14.1 The ability to electronicallysubmit appendices to NewYork State Civil Service

Commission.


6.1.1.2.14.2 The ability to pre populateclassification information (e.g.position name/title,department, number ofpositions, salary) to be defined


6.1.1.2.14.3 The ability to provide a textfield for entering notes andcomments


6.1.1.2.14.4 The ability to electronicallyattach documents to requests


6.1.1.2.15 PROCEDURE - Notify of New York State Civil Service Commission

Determination

The purpose of this procedure is to share the New York State Civil Service Commissiondecision regarding the position classification request with key stakeholders as necessary.


Xrf


notify designated users/groups

Procedure

Requirement

6.1.1.2.15.2 The ability to electronicallyworkflow decisions and updatethe job class code


6.1.1.2.15.3 The ability to electronicallyupdate any active employeewith approved job class code


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based on business rules.

6.1.1.2.15.4 The ability to electronicallyflag specified job class forfuture updates


6.1.1.2.16 PROCEDURE - Update Position Classification

The purpose of this procedure is to utilize the determination of the New York State civilservice commission to make the appropriate system updates to the impacted position.


Xrf

6.1.1.2.16.1 The ability to apply electronicworkflow for updating positionclassification


6.1.1.2.16.2 The ability to automaticallyupdate the position availability

report when a new position hasbeen created/classified.

Reporting

6.1.1.2.16.3 The ability to electronicallyview in real time the positionavailability report.

Reporting

6.1.1.2.16.4 The ability to apply user accessrestriction.


6.1.1.2.16.5 The ability to electronically prepopulate the job class code.


6.1.1.2.16.6 The ability to automaticallygenerate new position number.


6.1.1.2.16.7 The ability to enter start andend date of a position


6.1.1.3 PROCESS - Position Action Administration (Position Create / Abolish)

The purpose of this process is to add or remove City positions from the operating budgetand the corresponding table of organization detailing all city positions, titles and theirstatus. Note that this process differs based on whether it is being completed during the

annual budget process or during the fiscal year.

6.1.1.3.1 PROCEDURE - Submit Abolish Only Request

The purpose of this activity is to submit a request to initiate the process of abolishing acity position.

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Xrf

6.1.1.3.1.1 The ability to electronicallysubmit request to abolishposition


6.1.1.3.2 PROCEDURE - Submit Position "Early" Creation Request

The purpose of this activity is to submit the required information in order to initiate theprocess of early create for a city temp or seasonal position.


Xrf

6.1.1.3.2.1 The ability to electronicallysubmit the request for creatingor abolishing a position


6.1.1.3.2.2 The ability to provide

workflow approvals forposition creation request.

Decision

Criteria/BusinessRule

6.1.1.3.2.3 The ability to pre-populate thejob classification log (to bedefined)


6.1.1.3.3 PROCEDURE - Submit Create / Abolish Enactment

The purpose of this procedure is to initiate a Create / Abolish Enactments for a Cityposition.


Xrf

6.1.1.3.3.1 The ability to allow designatedusers to electronically enterchanges proposed in aclassification request.


6.1.1.3.3.2 The ability to workflowchanges to designated users forapproval.



view position availability inreal time based on budgetarytable of organization.

Business Form/User

Interface

6.1.1.3.3.4 The ability to electronicallytrack positions whetherbudgeted or not budgeted.


6.1.1.3.3.5 The ability to allow existing Business Form/User

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titles to be abolished. Retainall information and historyassociated with job title butmark as abolished and preventany employee from occupyingjob title.

Interface

6.1.1.3.3.6 The ability to allow new titles

to be created with anassociated job description, jobclass, wage rate, unionassociation, bureau, sub-bureauand appropriate budgetassociations(organization/object and fund).

Business Form/User

Interface

6.1.1.3.3.7 The ability to associatebudgeted funds for a position.



workflow position create orabolish appropriate approver

Business Form/User

Interface

6.1.1.3.4 PROCEDURE - Approve Create / Abolish Enactment

The purpose of this activity is to obtain approval from the Budget Director for a PositionCreate / Abolish Enactment.


Xrf

6.1.1.3.4.1 The ability to allow designatedindividuals to reject or approveclassification changes


6.1.1.3.4.2 The ability to electronicallycapture create/abolish form tobe defined.


6.1.1.3.5 PROCEDURE - Update Status

The purpose of this activity is to update the status of Budget approval for a Position

Create / Abolish Enactment.


Xrf

6.1.1.3.5.1 The ability to electronicallyworkflow the approval processfor position create/abolishrequests to appropriatedesignated individuals.


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6.1.1.3.5.2 The ability to generatecreate/abolish form in TaggedImage File format.

Reporting

6.1.1.3.6 PROCEDURE - Approve Create / Abolish Enactment

The purpose of this activity is to obtain approval from the DHRM Director for a Position

Create / Abolish Enactment.


Xrf

6.1.1.3.6.1 The ability to electronicallyworkflow position create orabolish to appropriate approver


6.1.1.3.7 PROCEDURE - Approve Request - Abolish Only

The purpose of this activity is to obtain approval from the Director of Human Resources,Budget Director and Mayor and for an abolish only request.


Xrf

6.1.1.3.7.1 The ability to electronicallyworkflow position create orabolish appropriate approver


6.1.1.3.8 PROCEDURE - Approve Early Create Request

The purpose of this procedure is to approve a Position Early Create request.


Xrf

6.1.1.3.8.1 The ability to providecapability for electronicsignature


6.1.1.3.8.2 The ability to electronicallypopulate early create request


6.1.1.3.8.3 The ability to electronicallyworkflow for approval


6.1.1.3.9 PROCEDURE - Distribute Create / Abolish Enactment

The purpose of this activity is to distribute the completely signed Create / AbolishPosition Enactment of newly created / abolished positions.

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Xrf

6.1.1.3.9.1 The ability to electronicallyview all approvals


6.1.1.3.9.2 The ability to electronicallynotify designated users


6.1.1.3.9.3 The ability to automaticallyupdate position availabilitybased on defined procedurerules


6.1.1.3.9.4 The ability to electronicallyview enactments by designatedusers.


6.1.1.3.9.5 The ability to prompt theRequisition process/request tofill.


6.1.1.3.10 PROCEDURE - Create/ Abolish City Position

The purpose of this activity is to create or abolish a City position in the HRS system.


Xrf

6.1.1.3.10.1 The ability to electronicallyupdate/view positionavailability based on the

budgeted table of organization.


6.1.1.3.10.2 The ability to disallow abolishof occupied positions.



6.2.2 PROCESS AREA - Organization & Position Management - Organization

Evaluation & Administration

6.2.2.1 PROCESS - Organization Evaluation & Administration

The purpose of this process is to assess, develop, implement and control the City'sorganization and position structure, which is governed by the City's Budget, positionrequirements and competencies, in a framework that both advances the City's mission and

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serves city's human capital needs.

6.2.2.1.2 PROCEDURE - Assess Organizational Impact

The purpose of this process is to assess the impact that the proposed personnel budgetwill have on the organization and to aid in the development of the organization andposition management program. This program establishes the Organizational structure(i.e. Departments, Bureaus, Sub-bureaus), the positions within the organization and the

salary schedules for all positions.Reference # Requirement Requirement Type Response

(Y,Z,T,N)Xrf

6.2.2.1.2.1 The ability to assess the impactthat the proposed personnelbudget will have on theorganization and to aid in thedevelopment of theorganization and positionmanagement program.


6.2.2.1.2.2 The ability to electronicallypost initial recommendedorganizational improvements


6.2.2.1.2.3 The ability to electronicallyscan and store grant documents


6.2.2.1.3 PROCEDURE - Develop Organization and Position Management

Program

The purpose of this procedure is to create and update organizational tables and positions

based on projections or other pre-defined criteria (i.e. contract changes, wage increases,etc.)


Xrf

6.2.2.1.3.1 The ability to automaticallycreate and updateorganizational tables andpositions based on projectionsor other pre-defined criteria(i.e. contract changes, wage

increases, etc.)


6.2.2.1.3.2 The ability to associate abudget code to all positionsdefined in the organization andposition management program


6.2.2.1.3.3 The ability to provide completeintegration between budgetingand human resources


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processes, position and budgetcontrol

6.2.2.1.4 PROCEDURE - Propose Organization and Position ManagementProgram

The purpose of this procedure is to propose and seek approval of the Organization and

Position Management program. This program establishes the Organizational structure(i.e. Departments, Bureaus, Sub-bureaus), the positions within the organization and thesalary schedules for all positions.


Xrf

6.2.2.1.4.1 The ability to propose and seekapproval of the Organizationand Position Managementprogram


6.2.2.1.4.2 The ability to automate

workflow approvals andnotifications to pre-definedstakeholders

Decision

Criteria/BusinessRule

6.2.2.1.4.3 The ability to electronicallyattach support document to theproposal


6.2.2.1.5 PROCEDURE - Approve/Reject Organization and Position ManagementProgram

The purpose of this procedure is to approve or reject the Organization and PositionManagement program.


Xrf

6.2.2.1.5.1 The ability to approve or rejectthe Organization and PositionManagement program


6.2.2.1.5.2 The ability to automateworkflow approvals andnotifications to pre-definedstakeholders


6.2.2.1.5.3 The ability to provide a textfield for entering notes andcomments supporting decision


6.2.2.1.6 PROCEDURE - Publish Organization and Position Management

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Program

The purpose of this procedure is to publish and make available for use Organization,Position and Salary tables


Xrf

6.2.2.1.6.1 The ability to publish andmake available for use

Organization, Position andSalary tables


6.2.2.1.6.2 The ability to restrict creationor fulfillment of positions priorto the approval of theOrganization, Position andSalary tables


6.2.2.1.6.3 The ability to provide completeintegration between budgetingand human resources

processes, position and budgetcontrol



6.3.3 PROCESS AREA - Personnel Management - Recruitment

6.3.3.1 PROCESS - Exam Development

The purpose of this process is to develop exams to be used for the Exam Administrationprocess.

6.3.3.1.1 PROCEDURE - Initiate Exam Need

The purpose of this procedure is to initiate the request or need for an exam to bedeveloped.


Xrf

6.3.3.1.1.1 The ability to electronicallyselect exam dates


6.3.3.1.2 PROCEDURE - Develop Exam

The purpose of this procedure is to develop an exam for a City position that needs therequirements of New York Civil Service.

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Xrf

6.3.3.1.2.1 The ability to upload exammaterials online


6.3.3.1.2.2 The ability to electronicallyaccess exam


6.3.3.2 PROCESS - Exam Administration

The purpose of this process is to publish and administer a civil service exam for an openCity position. Process participants ensure all recruitment efforts are completed accordingto applicable laws, agreements, contractual agreements (etc), administrativepolicies/procedures.

6.3.3.2.1 PROCEDURE - Initiate Exam

The purpose of this is to announce the vacancy or upcoming exam for a City position.


Xrf

6.3.3.2.1.1 The ability to electronicallyselect exam dates


6.3.3.2.2 PROCEDURE - Submit Exam Application

The purpose of this procedure is for a candidate to apply for a City position bycompleting an exam application.


Xrf

6.3.3.2.2.1 The ability to allow onlinesubmissions of examapplications via the City website.


6.3.3.2.2.2 The ability to automaticallycreate an applicant record forthe individual applying.


6.3.3.2.2.3 The ability to scan and attach

hard copy application,supporting documents intopersonnel record

Business Form/User

Interface

6.3.3.2.2.4 The ability to provideelectronic workflow forreview, approve, or rejectveterans credit by designatedindividuals


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6.3.3.2.2.5 The ability to calculateveteran's credit based ondefined business rules


6.3.3.2.2.6 The ability to assign ajurisdiction code to applicantrecord based on cross filerapplication.


6.3.3.2.2.7 The ability to generate reportsin various formats (excel, pdf,csv, rtf, etc)

Reporting

6.3.3.2.2.8 The ability to generate a reportbased on selected criteria suchas applicants requestingIndividualized Education Plan(IEP).

Reporting

6.3.3.2.2.9 The ability to generateelectronic notification letter to

candidate of IEP approval orrejection.

DecisionCriteria/Business

Rule

6.3.3.2.3 PROCEDURE - Qualify or Disqualify Candid

2014 RFP Payroll Personnel_Final

Documents