RFP HRIS System 2022

REQUEST FOR PROPOSAL FOR
HUMAN RESOURCES INFORMATION SYSTEM (HRIS) PROGRAM
INVITATION
The City of La Vergne is soliciting proposals for a full-service HRIS and SAAS software solution,
including payroll functions for approximately 260 employees. Details of the specific sections and
expectations are listed below. The City of La Vergne will consider only a secured cloud based
solution. Interested and qualified companies who have demonstrated their ability, at comparable
work, are invited to submit proposals.
Proposals will be accepted until June 17, 2022 at 2:00 p.m. central time. No proposals received
after closing will be accepted. A signed contract (attached to RFP) must be submitted with the
proposal for consideration. Submittals and requests for information relative to this Request for
Proposal should sealed and addressed to:
Andrew Patton, Director of Human Resources

City of La Vergne
5093 Murfreesboro Road
La Vergne, TN, 37086
apatton@lavergnetn.gov
GENERAL TERMS AND CONDITIONS

 Proposal price: The proposal price shall include all equipment, labor, materials, permit(s),
freight and required insurance to render the specified service(s).
 Delivery terms: As a matter of practice, the City expects vendor to ship any and all
deliverables FOB destination, freight prepaid and allowed. The City’s preferred delivery
terms, as described in the preceding sentence, are offered to the proposer as a condition
of award. If the City’s preferred delivery terms are unacceptable to the proposer, then
the proposer shall indicate on the Submittal Form its preferred delivery terms. Delivery
terms may be a factor in the City’s selection criteria. Delivery terms are non-negotiable
after award is made.
 Payment terms: As a matter of practice, the City pays for goods and/or services only after
receipt and acceptance by the City of all such goods and/or services as ordered, and only
after receipt of an accurate, proper, complete and itemized invoice for all such goods
and/or services as ordered, net thirty (30) calendar days from date of delivery and/or
completion/installation/rendering or date of invoice, whichever is later. The City’s
preferred payment terms, as described in the preceding sentence, are offered to the
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proposer as a condition of award. If the City’s preferred payment terms are unacceptable
to the proposer, then the proposer shall indicate on the Submittal Form its preferred
payment terms. Payment terms may be a factor in the City’s selection criteria. Payment
terms are non-negotiable after award is made.
 Applicable laws and regulations: All applicable federal and state laws, city ordinances,
orders, rules and regulations of all authorities having jurisdiction over the specified
service(s) shall apply to the quoted purchase price, and they will be deemed to be
included in this procurement solicitation the same as though they are written out in full
herein.
 Use of subcontractors: The proposer awarded the purchase may not subcontract any
service component of the award except as is indicated in its proposal. Requirements for
references and insurance shall apply to any subcontractor.
 Safe work area: The proposer awarded the purchase will be expected to utilize best
practices to minimize the risk of personal injury to the public, City personnel and
employees of the proposer and/or the proposer’s subcontractors, if any.
 Other documents to be required of the proposer recommended to be awarded the
purchase: See the accompanying “Instructions for Proposers” for a listing of other
documents to be required of the proposer recommended to be awarded the purchase.
 Damages: The proposer awarded the purchase shall be responsible for any damages it
causes in the course of performing the specified service(s), and shall repair or replace any
damaged property to the satisfaction of the City at the proposer’s own expense and at no
additional charge to the City.
 Terms and Conditions: By submitting its proposal, the vendor certifies that it has read and
accepts all terms, conditions and requirements of this solicitation, including the terms and
conditions identified and listed in the City’s Standard Procurement Terms and Conditions
attached hereto and hereby incorporated by reference.
 Refusal to honor submittal: If and after an award is made by the City, if the vendor refuses
to execute an agreement or contract or in any other way honor the terms and conditions
of its submittal, the City shall be entitled to seek compensation for its damages, which
may include the cost of conducting a new solicitation.
 Confidential and/or proprietary information; trade secrets. All contents of all submittals
are subject to public disclosure and shall not contain any confidential and/or proprietary
information and/or trade secrets. Further, by submitting its proposal, the vendor
indemnifies and holds the City of La Vergne harmless against any loss or damage,
including reasonable attorney fees it may incur as a result of the City’s reliance upon the
vendor’s representation that materials supplied by the vendor do not contain trade
secrets or proprietary information which is not subject to public disclosure.
DETAILED REQUIREMENTS
Please note:
 Proposers are required to submit, with their proposal, a detailed description of all
proposed products, items and/or services.
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 Any exceptions to this procurement solicitation shall be listed in detail in a separate
document to be prepared by the proposer. Such listing shall include a description of
exactly how such exceptions deviate from the City’s expectations as expressed and
implied by the procurement solicitation, and shall indicate why such exceptions should
be judged by the City to meet or exceed those expectations.
TERM OF AWARD
The services to be rendered pursuant to this procurement solicitation are to be offered for a term
of award of three (3) years, effective upon the effective date of any procurement agreement
resulting from this procurement solicitation as such procurement agreement is executed in full
by both parties. At any time after commencement but before or as soon as practicable after the
expiration of this term of award, the City and the firm may choose to exercise an option to extend
the term of award twice, each time for up to one (1) additional year, for a maximum possible
term of award of five (5) years total, provided: (a) that both parties consent to such an extension
at that time; (b) that the decision to exercise such an extension is memorialized in writing and is
executed by one or more authorized representatives of each party; (c) that the same terms and
conditions that apply to the original term of award shall also apply to such an extension, including
pricing; and (d) that if the consultant chooses not to consent to an extension to the term of
award, then it shall notify the City of that decision a minimum of six (6) months in advance of the
scheduled expiration of the term of award. Note that the City and the firm each specifically retain
the right, with or without cause, not to extend the term of the award.
SCHEDULE FOR THE RFP

 RFP distributed 5/17/22
 Responses to RFP Due 6/17/22 2:00pm central time
 Select program and begin implementation 7/5/22
GENERAL INFORMATION
All proposals and related materials become the property of the City of La Vergne and may be
returned only at its option.
City of La Vergne is not obligated to accept any proposal or to negotiate with any proposal. All
transactions are subject to the final approval of the City of La Vergne who reserves the right to
reject any or all proposals without cause for liability.
All costs directly or indirectly related to responding to this RFP (including all cost incurred in
supplementary documentation, information or presentation) will be borne by the proposer.
INSURANCE REQUIREMENTS
Before award of the procurement by the City, the proposer recommended to be awarded the
purchase shall provide one or more unexpired certificates of insurance providing evidence of the
following minimum types and limits of insurance coverage:
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1 Certificate Holder shall be listed as follows:
City of La Vergne
La Vergne, TN, 37086
2 Workers Compensation and Employers Liability coverages are not required for Tennessee employers with fewer than five (5) employees except
that employers in the construction business or trades (construction service providers) are required to carry Workers Compensation coverage unless
they are sole proprietors or partners with no employees.
If and when insurance coverage documented by the certificate(s) of insurance referenced above
expires before the expiration of any specified term of award, including any extensions thereto,
or the supply, delivery and acceptance of the ordered products and/or services, pursuant to this
procurement solicitation, then the proposer awarded the purchase shall immediately suspend
work or supply unless and until it provides one or more unexpired replacement certificates of
insurance that indicates the new date(s) of insurance coverage expiration and that meets or
exceeds the insurance requirements as specified above.
In the event that insurance coverage documented by the certificate(s) of insurance referenced
above is materially modified or canceled before the expiration of any specified term of award,
including any extensions thereto, or the supply, delivery and acceptance of the ordered products
and/or services, pursuant to this procurement solicitation, then the proposer awarded the
purchase shall, immediately upon learning of any such material modification or cancelation,
suspend work or supply and shall, within three (3) calendar days of such learning, notify the City
of any such material modification or cancelation.
The proposer awarded the purchase shall agree to impose the City’s insurance requirements
upon any subcontractors it utilizes for this procurement. Use of any subcontractor for this
procurement shall have been approved by the City in advance of that subcontractor commencing
work for this procurement.
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A. The Proposal (You must use our form provided on page 38 of this document.)
1. The Firm
a. Name and address of firm.
b. The name of the contact person that the City of La Vergne should contact for questions and
clarifications concerning your company’s proposal. Include phone number, fax number, and Email
address.
c. Organizational structure of the firm including subsidiaries, partnerships, or parent firm.
d. An explanation of your approach to problem resolution and how your firm will deal with problems
that may arise in the operational use of your software and/or time capturing devices. (e.g. is a third
party responsible for supporting timekeeping or benefits administration, or does your firm do it?)
e. What is the average size of your customer’s business/agency? Are there any outstanding lawsuits
against your company? If so, please explain
2. Proposed Solution
a. Please specify if you are proposing a single application for all in-scope modules or if you will be
proposing a portal based integrated solution that relies on interfaces between separate applications.
b. What differentiates your product from others in the marketplace?
c. Please indicate whether the in-scope modules were developed in-house, or if they were acquired.
If they were acquired, who are your partners?
d. How do you stay current on HR and Payroll changes?
e. Describe how your solution complies with all applicable federal, state and local laws, regulation or
ordinances, including DOL 207K rules for Police and Fire and DOL requirements for blended
overtime.
f. Describe the capabilities and expertise of your tax division.
g. What enhancements are planned for, in your product over the next three years?
3. References and Clients

a. Provide a representative listing of references that the City of La Vergne may contact. Please include
references where the firm has performed and completed engagements similar to this RFP, preferably
from local governments, and a brief (one or two sentences) description of the application provided.
Include the length of the relationship you have had with each client you use as a reference. Please
include contact information for each reference. Use a separate sheet for this request.
b. List all clients who are governmental agencies in the State of Tennessee.
c. List all clients who are local governments of similar size or larger (i.e. 250 to 400 employees serving
a population of approximately 40,000). Payroll firms must have experience with other municipalities
and local governments.
4. Security
a. Please describe the security features of your hosting center(s).
b. How is data encrypted in the application?
c. What third party testing in performance is done to ensure the integrity of the application’s security?
a. Provide a description of the firm’s disaster recovery plan.
d. Have you had any significant security breaches or failures in the last three years? If so, explain what
you have done to prevent future breaches or failures.
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5. Technical Proposal
Please provide a specific and affirmative response to each of the requirements set out in this RFP. Failure
to respond positively to any of the items may eliminate your proposal from any further consideration. Please
check all appropriate spaces as indicated to comply or not comply with each requirement listed in the
proposal.
a. Describe your software development cycle including frequency of releases, patches/hotfixes.
b. What are the minimum requirements to run your application?
c. How many concurrent users can your application support?
d. Please describe how your application is able to interface with our existing third-party application
(Local Government, ICMA, Paymentus, Vital Check, Truist Bank, and Benefit Brokers).
e. Can provide single sign-on using Windows Authentication?
f. Does your company undergo SSAE 18 Type II audits?
6. Talent Management & Applicant Tracking.

a. Please provide an overview of your recruiting & applicant tracking functionality.
b. How are jobs posted internally and externally?
c. Describe how background checks are initiated.
d. How do applicants apply for a position?
e. Explain how EEO data is collected and maintained.
f. Describe mobile functionality for applicants, recruiters, and hiring managers.
HOSTING/PRODUCT DEPLOYMENT
NOT
DESCRIPTION COMPLY COMPLY NOTES FROM BIDDER
1. SAAS Hosting Model
2. Describe security features of data center.
3. Is SSAE 18 Type II Compliant.
4. Regular backups are performed.
Clients are provided with additional
environments in addition to production
5.
environment (testing, sandbox, training,
configuration) please explain.
Describe how updates of the application
6.
are performed.
7. How often are upgrades released?
8. No cost to upgrades.
Client receives training following feature
9.
upgrades.
Client specific configurations are
10.
preserved during upgrades.
Documentation is provided with each new
11.
release of application.
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NOT
1. The cost of the software itself
A description of the travel schedule and
associated travel, lodging, meal. Or per
2. diem expenses for any of the firm’s staff
who will spend time working in
La Vergne, if any.
A description of the training expenses
3. assuming all training is held at the City of
La Vergne
Onsite training sessions shall be offered
for employees/users, HR, Payroll,
4.
managers and timekeeping
administrators.
Web Training may be in addition to onsite
5. training but cannot be the sole offering for
training.
Vendor shall supply online support or
6. help screens for common questions
related to data fields or reports
Vendor shall have a support center for
more complex questions which cannot be
7. handled by online help screens. The
support center shall be manned by fully
trained and knowledgeable staff.
8. Modules included
Recurring fees such as a yearly
maintenance agreement, customer
9.
support must be fully priced in a three-
year table.
10. Custom report fees.
One-time costs (inclusive of license,
11.
implementation, migration, and training).
The Cost Proposal
All costs must be included in your response. The City of La Vergne shall not entertain any claims for
extra costs not specifically stated in the proposal and agreed to in the contract.
A description of the services offered by the firm and the filling rates for these services in accordance with the
requested services as described in the RFP. Please check all appropriate spaces as indicated to comply or
not comply with each requirement listed in this section.
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NOT
Hiring Managers have access to submit
1.
job requisitions.
Recruiters can submit job requisitions on
2.
hiring managers’ behalf.
Approval process can vary by job
3. requisition (i.e. different approval process
for new headcount vs. replacement)
Job descriptions and details are pre-
4.
populated based on position.
Job description database can be
5. uploaded from current system Civic HR
(Civic Plus).
Provides a single point of contact for
6.
reviewing open job requisitions.
Hiring managers have visibility into only
7.
their own open requisitions.
Requisition details can be modified after
8.
creation.
Integrates with background screening
9.
services, HireRight
Provides consistent profile view for all
10.
candidates.
Users can download original copy of a
11.
candidate’s resume
Allows for an unlimited number of
12. statuses for candidates (i.e. new, in-
process, offered, declined, hired, etc.
Users can easily change candidate’s
13.
status, either one by one or by group.
Can search applicant database by key
14.
words.
Distinguishes between internal and
15.
external candidates.
Integrates and communicates
16.
automatically with job boards.
Job posting details can differ by job
17.
board.
Allows for configurable job application
18.
templates.
Allows administrators to define qualifying
19. (knockout) questions to automatically
reject ineligible candidates.
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Provides candidate portals for both
20.
internal and external candidates.
Applicants can find jobs using keyword or
21.
location-based searching
Applicants receive notifications on new
22.
open positions.
Provides multiple options for completing
application including: upload resume,
23.
manual entry, Indeed, LinkedIn profile,
etc.
Applicants are immediately visible after
24.
submitting job application
Prevents applicants from applying for the
25.
same job twice
Provides recruiters with visibility into prior
26.
and current candidates
Provides intelligent search and filtering
27.
capabilities to find candidates.
Provides configurable candidate email
28.
templates.
Ability to define and manage candidate
29.
shortlists.
Sorts candidates based on match with
30.
search criteria
Allows recruiters to move candidates
31.
across job requisitions.
Candidates can manage their own
32.
profiles.
Hiring/onboarding form is prepopulated
33. with data captured during recruitment
process.
Supports customizable offer letter
34.
generation, approval, and tracking
Automatically creates employee record
35.
upon hiring
Automatically begins the onboarding
36.
process upon hiring.
Retains submitted applicant material
37.
based on client retention schedules.
ONBOARDING
NOT
Onboarding site can have company
1.
logos.
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Ability for new hire to access the system
2. and start the onboarding process prior to
their first day.
Assign on onboarding partner to the new
3.
hire.
Ability to support a paperless onboarding
process with W-4, I-9 documents,
4. electronic signatures, and the generation
of the ongoing unique employee
identification number?
Ability to interface employee’s I-9 to e-
5.
verify for United States.
Ability to provide a wizard-based
checklist of activities that employees
6. need to perform to complete the
onboarding process (e.g. update marital
status, update address, submit W4, etc.)
Ability to perform onboarding activities in
7.
the mobile app.
Ability to send employee a reminder if
8. tasks are not completed in a timely
manner.
Ability for new hires to return and update
9. or correct their information after the initial
submission.
Ability to enroll in benefits during
10.
onboarding.
PERFORMANCE MANAGEMENT
NOT
System provides a central dashboard
1. view of all performance-related activities
Managers can delegate performance
2.
reviews to another manager.
Configurable review forms, rating scales,
and approval paths to mirror client-
3.
specific HR processes including self-
evaluations.
B. REQUIREMENTS
Please check all appropriate spaces as indicated to comply or not comply with each requirement listed in the
proposal in each section.
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HUMAN RESOURCES
NOT
1. Supports multiple administrators.
All client specific requirements can be
2. supported through configuration-not
customization.
Employee job history, pay history are
included in system conversion from
3.
existing Optima system, with effective
dates.
Allows an administrator to easily lockout,
4.
inactive, and reactivate user accounts.
Uses role-based security for determining
5. user privileges throughout the
application.
Allows for the configuration of an
6. unlimited number of security profiles
using role security.
Provides configurable rules for specifying
global password policy including:
 Require strong password using
combination of alpha, numeric,
and special character
combination of upper and lower
case
 Password expiration based on
configuration number of days
7.
 Requires employees resets
password on 1st login
 Lockout user after configurable
number of maximum login
attempts
 Ability to specify minimum
amount of time before a
previously used password can
be used
Provides tools for administrators to easily
8.
reset passwords.
Enables employees to change their
9.
password through self-service
10. All HR records are effective dated.
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Maintains employee demographic data
for all employee related details in a single
system of record including but not limited
to:
 Birth Date
 Employee Number
 Gender
 Original Hire Date
 Full Time Service Date
 Adjusted Hire Date
 Contact Information
11.
 Address
 Marital Status
 Dependents
 Emergency Contact
 Ethnicity
 Veteran Status
 Disabled Status
 Social Security Number
 Citizenship
 Language
 Tax definitions
Ability to maintain multiple rates per
employee per job and/or work
12.
assignments or temporary work
assignments
Maintain employee training/certification
13.
data.
Maintains data for all job-related details
including but not limited to:
 Pay grade
 FLSA status
 EEO code
14.  WC code
 Job Title
 Department Head/Executive
 Elected Official
 Retirees
 Full Time Equivalent
Stores history of job changes, pay
15.
changes, benefits changes
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Describe how Pay Grades and Salary
Ranges are established in the system.
Describe how pay grades and salary
16.
ranges or hourly wage ranges are
assigned to positions and describe how
positions are assigned to employees.
Tracks and reports on disciplinary
17.
actions.
Allows for employees to be seamlessly
18. transferred between departments, job or
work location.
Provides tool for creating mass updates
19.
to multiple employee records.
Supports an unlimited number of client
20. defined fields (custom fields for employee
record keeping
Supports future dated and retroactive
21. changes to employee records using
effective dating.
For all changes to employee records, the
application tracks what was changed,
22. who made the change, and when the
change was made and allows reporting
on changes.
Employee audit information is visible both
23. in-application and through a standard
report.
Maintain annual performance reviews
24. and coaching or disciplinary incidents
and documents
Support tracking and reporting
capabilities on completed performance
25.
appraisals, completed coaching or
progressive disciplinary incidents.
COMPENSATION MANAGEMENT
NOT
Ability to create comprehensive
1. compensation plans with multiple budget
types.
Supports the creation and maintenance
2. of salary grades/ ranges.
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Supports maximum wage or salary limits
3.
within each pay grade.
Supports the administration of bonuses
4.
and incentive pay.
Allows for incentive pay driven by
5.
performance results.
Provides configurable workflows and
6.
auditing for any changes.
Provides complete employee
7.
compensation history.
Provides individual Total Compensation
8.
Statements.
Effective dated updates to Payroll and
9.
HR.
Future date pay changes so HR does not
10. have to “hold” personnel action forms
with promotions or transfers.
ORGANIZATIONAL STRUCTURE
NOT
Provides for client defined organizational
1.
levels.
Allows clients to easily manage the
organizational hierarchy including the
2. ability to:
 Add new departments
 Performance realignments
Supports management structures
3. derived by the organizational hierarchy.
Supports direct employee to manger

4.
reporting relationships
Supports management structures
derived by organizational hierarchy and
5. direct employee to manager reporting
relationships in the same instance.
Supports an unlimited number of client

6.
locations.
Supports an unlimited number of
7.
departments.
8. Supports an unlimited number of jobs.
Uses effective dating for all changes
9.
made to the organizational hierarchy.
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Ability for users to create their own
organizational structure, including
10. departments, while attaching taxes, WC,
GL and earnings to the associated
departments.
SELF SERVICE
NOT
DESCRIPTION COMPLY COMPLY NOTES BY BIDDER
Supports self-service functionality.
Does this span across all
1.
modules/applications? Please provide
an overview of your mobile capabilities.
Employees can upload a photo of
2.
themselves to display in their HR record.
Employees can access links that launch
3. uploaded documents, email, or
hyperlinks.
Provides configurable forms and
workflows for employees to:
 Add/update address
 Add/update phone number
 Add/update email address
 Add/update emergency
4. contacts
 Update name
 Update marital status
 Update confidential information
such as birth date, gender,
disability status, ethnicity,
veteran status.
Employees must specify effective date of
5.
changes to personal information.
Employees can list multiple address
6.
types (home, PO Box)
Employees can have only one primary
7.
residence at a time.
Employees can list multiple phone
8.
numbers and email addresses.
9. Client can configure marital status types.
Employees can provide electronic
10.
signature for client specific HR policies.
Client can configure which HR forms
11.
employees have access to by role
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12. Employees can update their password.
Supervisors and Managers can delegate
13. their features to another user while they
are away.
Delegation of features users effective
14.
dating.
Application provides built-in messaging
capabilities to facilitate communication
across the organization. This includes
the ability to:
 Review messages
15.
 Send new messages
 Reply to messages
 Broadcast messages to multiple
users
 Forward messages
Application allows users to create
distribution lists for messaging based on
16.
HR and organizational properties (e.g.
all full-time employees at Site A)
Messaging distribution lists are
17. automatically updated as employees HR
records are updated.
Provides built-in alerting capabilities.
18.
Please describe.
Managers receive alerts of employee
19.
requests.
Managers can choose to receive alerts
20.
by SMS or email.
Managers can act on employee request
21.
directly from email.
WORKFLOW
NOT
DESCRIPTION COMPLY COMPLY NOTES TO BIDDER
Application offers built-in and
1.
configurable workflows.
Client can configure an unlimited
2. number of workflows for updating
employee HR information.
Application provides a user-friendly tool
3. for configuring workflows without the
need for vendor support or services.
Forms submitted through workflow and
4.
routed to the appropriate approver(s).
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Automatically sends email notice to
5.
approver regarding the request.
Automatically send email notice to
6.
initiator regarding approval.
Workflow engine can accommodate
7.
unlimited levels of approval.
HR or Payroll can reject a workflow if
details are incorrect or missing and the
8.
workflow engine sends a notification on
this.
Workflow engine can send different
notifications to various users at any
9. stage during the workflow (e.g. notify IT
that new hire requires laptop on
approval)
Workflows for the same type of data can
differ by role (e.g. new hire submitted by
10. manager requires approval but new hire
submitted by administrator does not
require approval).
Data updated across all functional areas
11. upon approval (i.e. does not require
interface to run to update payroll).
Administrators can view/cancel pending
12.
workflow transactions
Administrators can view a complete
13. history of completed and in process
workflows.
HIRING
NOT
1. How is an employee hired within the system?
E-Verify capabilities with integration to
2.
verification sites with no additional fees.
Provides configurable approval workflow
3.
for hiring candidates.
Automatically creates user accounts for
4.
new hires.
Employee data is available throughout
5. entire application upon approval with no
need for duplicate data entry.
Automatically generates employee
6. numbers for new ores based on client
defined numbering rules.
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Ability to enter new hire with a future dated
7.
start date.
TERMINATION
NOT
Accurately pro-rates salaries for
1. salaried/exempt hires starting or ending
employment mid-pay cycle.
How is an employee terminated within the
2. system? What automation does the
solution provide?
Once terminated, how are employee HR
3.
records maintained?
Terminated employees can access pay
4. stubs and W2 information through login or
mobile application.
Allows administrator to update terminated
5. employees’ records for example, address
changes.
Allows for configurable termination
6.
workflows.
Users can select from a list of configurable
7.
reasons for termination.
Users can view terminated employees’ HR
8.
records.
Users’ accounts can be automatically
9.
disabled upon termination.
PAYROLL
NOT
Is integrated with HRIS, TIMEKEEPING
1.
and BENEFITS
Ensures payroll accurately calculates all
2.
earnings, deductions and taxes.
Single application for payroll, and time and
attendance, but can run payroll without
3. time and attendance. (Able to run time and
attendance for some employee groups, but
not all)
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Calculates zero-to-net pay using the same
4.
rule engine.
Application does not require time data to be
5.
transmitted into payroll using an interface.
Administrators can immediately view the
6. complete zero-to-net impact of changes
made to time records.
Administrators can view a preview of their
7. entire payroll at any point during the pay
cycle.
Provides configurable, in application audit
8. reports for identifying potential issues.
Please explain.
Audit reports are updated as
adjustments/corrections are made to time
9. and attendance records, HR data, or
payroll without the need to wait for
interfaces or regenerate reports.
Any adjustments made in the pay grid can
be tracked, dated, and audited to see what
10.
user made changes and what changes
were made.
Allows for manual checks to be printed
11.
onsite.
Adjustments can be imported directly into
12.
the application from an XLS or CSV file.
System does not require adjustments be
13.
entered in batches.
System can calculate pay for a single
14. employee without the need to recalculate
the entire payroll.
Support retro pay calculations. Please
15.
describe.
Voids payroll checks by selecting the
16.
appropriate check.
Allows for payroll adjustments to correct
17. taxes to be posted to current or prior
quarter. Describe any additional fees.
18. employees in a single pay group for payroll
processing.
Supports multiple payroll administrators or
multiple HR administrators working in the
19.
pay group simultaneously, for payroll
processing.
19
Client can perform additional (off cycle) pay
20.
runs at no additional cost.
Please specify the average amount of time
21. your application requires to calculate
payroll per employee.
Supports exception-based pay for salaried
22. or fixed hourly employees, such as pay to
schedule.
Supports mid pay period adjustments to
23.
employee salary or hourly rate.
Supports generation of pay checks and/or
24.
direct deposit.
Validates routing number during direct
25.
deposit setup.
Handles direct deposit to multiple financial
26.
institutions.
27. Creates an ACH file for direct deposit.
28. Supports gross up calculations.
29. Supports Positive Pay
Vendor provides quarterly 941 tax
30.
services. Please describe.
Vendor provides year end W2, tax, ACA,
31. and all required year end services. Please
describe.
EARNINGS
NOT
Supports an unlimited number of earning
1.
definitions.
Clients can configure earning codes without
2.
the need for vendor support/services.
Client can specify taxability for each
3.
earning code.
4. Supports the calculation of taxable benefits.
Supports the calculation of nontaxable
5.
reimbursements.
Tracks, YTD, QTD, MTD and last payroll
6. amounts by earning type, by employee, by
legal entity department.
Handles employees with multiple rates of
7.
pay.
Allows clients to set-up limits/goals by
8.
earning definition.
20
DEDUCTIONS
NOT
1.
deduction definitions.
Clients can configure deduction codes
2. without the need for vendor
support/services.
Supports the calculation pre-tax and post-
3.
tax deductions.
Tracks YTD, QTD, MTD and last payroll
4. amounts by deduction type, by employee,
by legal entity, department.
Allows clients to set up limits/goals by
5.
deduction definition.
Allows deduction amount to be set at the
6. pay group level and/or at the individual
employee level.
Allows deduction frequency to be set up at
7. the pay group level and/or at the individual
employee level.
Allows deduction frequency to be set up at
8. the pay group level and/or at the individual
employee level.
Allows for an additional check to be
9. exempt from all deductions except for
taxes (employee buyout, PTO payouts).
Provides an expression builder for creating
10.
company specific deduction calculations.
Supports start and stop dates for
11.
deductions (effective dating).
12. Deduction cost users effective dating.
Allows client defined prioritization of
13.
deductions.
Deduction amounts can be adjusted or
14. overridden for an employee for a particular
pay run.
15. Supports calculation of garnishments.
Calculates garnishments based on various
16.
state and federal calculation rulings.
17. Supports garnishment vendor database.
Provides logic to properly calculate
18. multiple garnishments according to levels
of authority and rules of pay.
21
TAXES
Describe the tax resources and services provided to your customers. Do you provide full tax filing services to
include Federal filings, unemployment? Explain. How are tax updates handled?
NOT
Social Security and Medicare can be
separated so that Social Security can be
1.
turned off for specific employees or
groups.
Automatically updates employee tax
2. definitions based on changes to primary
residence.
Automatically updates employee tax
3. definitions based on changes to work
location.
Provides for all federal, state and local
4.
taxing jurisdictions for the United States.
Supports state and local reciprocity
5.
agreements.
Vendor handles all quarterly and year end
6.
payroll tax reporting, deposits and filings.
Provides all relevant end of year payroll
7. processing reports including W-2, 941,
1099s State, SUI and worksite reporting.
Vendor provides full year end services and
8.
W-2 print service.
9. Vendor mails out W-2’s.
Maintain tax rates within the proposed
10. system and provides automatic updates
without the need for client intervention.
Tracks YTD, QTD, and MTD taxes by tax
11.
type, by employee, by legal entity.
Supports one-time additional tax amounts
12.
and/or overrides.
Accommodates separate tax exempt
13.
controls for federal, state and local taxes.
Provides additional withholding fields for
14.
federal, state, and local taxes.
Allows for earnings to be taxed at different
15. tax rates (e.g. regular and supplemental)
on the same checks.
22
SELF SERVICE/TAXES
NOT
1. Supports total compensation statements.
Employees can provide add/update direct
2.
deposit information.
Employees can list multiple accounts for
3.
direct deposit.
Employees can specify percentage of pay
4. to be allocated to each direct deposit
account.
Employees can complete Federal and
State and W4s online and submit for
5.
approval according to configurable
workflow.
Employees can view online earning
6.
statement.
Online earning statement displays both
current and YTD values broken out by
7.
earning definition, deduction definition and
tax definition.
Employees can print earning statement
8.
directly from the application.
Employees can access unlimited number
9.
of historical earning statements.
Application provides online access to W-
10.
2s
Employees can print W-2 directly from the
11.
application.
Employees can access unlimited number
12.
of historical W-2s.
GENERAL LEDGER
The city currently utilizes Local Government Corp. for accounting and finance reporting. GL data from payroll
must be able to integrate with or import into Local Government Corp. systems.
NOT
Maps GL account numbers within your
1.
application.
GL setup tables are accessible by users to
2.
change at any time.
Accommodates exceptions to the GL
3.
mapping down to the employee level.
23
4. Creates GL accruals.
Adjustments are automatically posted to
5.
GL.
Supports unlimited length for GL codes (1-
6. xxx-xxx-xxxx-xxxxx)
7. No numbering restrictions to GL.
Department organizational setup can be
8. mapped to GL but does not need to match
GL.
BENEFITS AND ACA
NOT
Provides a single application for benefits,
1.
payroll and HR with no interfaces.
2. Benefit plans are effective dated.
Employee benefit enrollments are
3.
effective dated.
Allows for configuration of eligibility rules
4. based on employee demographic data
and employee information.
Allows for clients to configurable reusable
5.
eligibility rules.
Provides configuration options for
determining benefit plan waiting periods
6.
(i.e. effective day 1 or 1st of month
following one full month worked)
Supports configuration of different waiting
7. periods for different employee classes and
elected officials.
Provides configuration options for
8. determining when to end coverage if
employee is no longer eligible.
Unlimited number of dependents that can
9. be listed on employee records for each
option offered.
Specify maximum age of dependents for
10.
each option offered.
Multiple benefit plans and options can use
11.
the same payroll deduction.
12. Calculate imputed income.
Supports multiple types of life insurance,
13. long term disability, short-term disability,
and voluntary life coverage.
24
Supports an unlimited number of benefit
14.
plans and options.
15. Supports health savings accounts (HSA).
Changes made in the benefits module for
benefits deductions, health savings
16. account contributions all roll down to
payroll fields and direct deposit fields
without additional data entry.
Provides a user-friendly interface for
configuring benefit plans and enrollments
17.
without the need for vendor
support/services.
Supports deferred compensation plans
such as 457and 401(a). The City uses
18.
MissionSquare for 401(a), 457, and Roth
IRA.
Enforces employee and employer
19. contribution limits for deferred
compensation plans.
Provides configurable life events to
20.
automatically trigger reenrollment.
Includes an expression builder for
determining coverage amount (e.g. life
21. insurance covers the greater of $50,000 or
1x annual salary up to a maximum of
$120,000)
Provides a single screen that shows
22. employee benefits data at a glance with
drill down capabilities.
Supports unlimited number of carrier
23.
feeds.
Provides intuitive, online self-service tool
24. for employees to perform enrollments that
can be accessed from home.
Employees can view current benefits and
25.
related information during enrollment.
Client can specify a list of profile forms to
26. be updated during enrollment (e.g.
address, marital status, dependents).
Employee can only see options for which
27.
they are eligible.
Employee can choose to keep existing
28.
elections with no changes if eligible.
25
Employee eligibility is dynamically
updated based on information entered on
profile forms during enrollment (i.e. if
employee changes marital status from
29.
married to single during enrollment,
employee does not see any benefit
options that require the employee to be
married).
Employee can select to waive or decline
30.
benefits.
Client can configure whether or not to hide
31.
or display employer cost per election set.
Employee can view total per pay and
32. annual cost of elections as they make their
selection.
Employee enrollments can be made
33. subject to a configurable approval
workflow.
Client can use rich text editing options to
34. configure text to appear throughout the
enrollment wizard.
Client can provide hyperlink to benefit
35.
provider website.
Supports ACA administration including the
36.
year-end processes.
Allows clients to easily define dates for
37. measurement, administrative, and stability
periods for ongoing employees.
Allows clients to easily define dates for
38. initial measurement, administrative and
stability periods for new hires.
Automatically transitions employees from
39. initial periods to ongoing periods with no
manual intervention.
Allows for different period dates to be
configured for different groups of
40. employee populations (i.e. 6-month
measurement period for administrative
and stability periods of new hires.
Automatically transitions employees from
41. initial periods to ongoing periods with no
manual intervention.
Allows for different period dates to be
42. configured for different groups of
employee populations
26
Automatically determines benefit eligibility
based on average service hours over
43.
defined measurement periods. If yes,
please describe how this is accomplished.
Automatically distinguishes between
44. service and non-service hours for average
hour calculations
Provides benefits administrators with a
dashboard view that tracks which
45. employees have maintained, gained, or
lost eligibility over the course of a
measurement period.
Provides benefits administrators with
46. visibility into average hours per employee
over the course of a measurement period.
Allows benefits administrators to override
employees that lost coverage due to not
47. meeting hour’s threshold into benefits
eligible state (i.e. if an employee’s weekly
average hours were 29.9).
System requires administrators to select
48. from a list of defined reason codes when
overriding eligibility.
Overrides are tracked and can be reported
49.
on.
Application automatically updates
employee payroll information based on
50.
ACA benefit enrollments with correct
effective dates.
Administrators can track and report on
51. which employees have been offered
coverage.
Administrators can track and report on
52.
enrollment status by employee.
System has the ability to meet the
employer notices of exchanges
53. requirement under the ACA. If so, please
describe how this is accomplished. If so,
please describe how this is accomplished.
System will produce all required
54.
government reporting under the ACA.
27
REPORTING AND ANALYTICS
NOT
Provides standard compliance reports for
1.
EEO-4.
EEO4 report is upload-able to EEOC site
2.
without additional data entry.
3. Supports OSHA reporting.
Provides a library of standard reports
4.
across functional areas.
Standard reports include parameters that
5.
allow users to control the report output.
Users can continue to use the application
6.
while reports generate.
Application performance is not impacted
7.
by report generation
Reports can be downloaded to users’ PCs
in XLS or CSV Reports can be
8.
downloaded in PDF but must also be
available in XLS or CSV.
9. Reports can be generated on demand.
Reports can be generated for the current
10.
period or a historical period.
All reporting and analytics data is real-time
11.
across all functional areas.
Reporting and analytics data visibility
12.
respects the configured security model.
Supports client to be able to easily create
13. custom reports without specific technical
knowledge.
System provides a built-in ad-hoc report
14.
writing tool.
Ad-hoc reports can be created by any
15.
user-regardless of technical background.
Ad-hoc reports can be saved for reuse and
16.
edited if needed.
Provides in-application, configurable
17. dashboards for viewing summary
analytics.
Users can access multiple configurable
18.
dashboards.
Access to dashboards is controlled by role
19.
based security.
28
Reports, once configured, can be shared
20. within the application for other payroll and
HR users to run.
Analytics solution uses data from across
21. the application to provide actionable
insight to managers and administrators.
DOCUMENT MANAGEMENT
NOT
Ability to store and manage documents for
1. and about their employees in a single
system.
Ability to remain compliant with Generally
2.
Accepted Privacy Principles.
Provides access to a central repository of
3.
documents with flexible search options.
Employees can upload and access their
4.
own documents at any time.
Ability to specify acceptable file extensions
(i.e. jpg, pdf, doc). And set security
5.
permissions, which can be assigned to
each user role.
Employee documents are attached to the
same record used to capture all employee
6.
information, providing a single source of
data.
System provides safe, virus-free storage
7.
of documents.
HR department maintains PH (Personally
Identifiable Information) compliance by
8. identifying which documents contain
sensitive information and applying
enhanced security and access controls.
There are no size limitations for
9.
documents.
SCHEDULING/DOCUMENT MANAGEMENT
NOT
Schedules are generated in the
1.
application compliant with all labor laws.
Client has the ability to configure
2.
scheduling rules.
29
Client has the ability to configure the
3. severity of scheduling rules (i.e. warning
vs. hard stop).
4. Managers have ability to edit schedules.
System has the ability to schedule meal
5.
breaks.
System has ability to notify managers of
6.
errors or violations in the schedule.
Application has ability to handle on call
7.
shifts.
8. Employees can view their schedule.
9. Schedules can be reported on.
Schedule can integrate or work with third
party applications such as Vector
10.
(Crewsense) for emergency service
workers.
Holidays and PTO days are visually
11.
displayed on the schedule.
TIME & ATTENDANCE
NOT
Application includes all Federal and state
1. zero-to-gross pay rules out-of-the-box.
Please explain.
Application supports configurable rules for
defining complex, client specific
timekeeping and earnings rules, pay
premiums, on call, call back, dynamic
2. overtime and other premiums. See
attachment with earnings examples.
Please describe and be prepared to fully
demonstrate this capability to the City of
La Vergne.
Supports blended overtime (weighted
3. overtime) for any supplemental earnings
or bonuses.
Blended Overtime (weighted overtime)
calculations comply with DOL 207k rules
4.
for Police and Fire on 14 days and 28-day
work periods.
30
Blended overtime calculator includes look-
back features for situations where
supplemental pay or bonuses need to be
5.
calculated for more than one pay period.
Please be prepared to fully demonstrate
this capability to the city of La Vergne.
Supports Call Back pay calculations at
guaranteed overtime (1.5x), even when
6.
the employee has not worked the required
hours to meet the overtime threshold.
Can identify when Call Back is true
overtime and includes it in overtime
blending rules without compounding the
overtime calculation (as outlined in the
7. attachment of example scenarios). See
attachment with earnings examples.
Please describe and be prepared to fully
La Vergne.
Entries or changes made to employee
records, job titles, organization,
8. managers, supervisors all roll down to the
timekeeping module without additional
data entry.
Provides an intuitive interface for
9. configuring gross pay rules without the
need for vendor support/services.
10. Gross pay rules are effective dated.
Supports complex FLSA average overtime
11. calculations when the pay period is not the
same as the work period.
Provides a comprehensive audit trail of al
12.
changes made to time records.
Provides a user-friendly interface for
13. reviewing employee time and attendance
records.
Mangers/supervisors can view all their
employees’ time and attendance records
14. on a single screen for the entire pay period
without the need to scroll between days of
the week and/or employee.
Allows managers to easily identify and
15.
resolve exceptions. Please explain.
31
Supports programming to prevent time
stacking. For example, Employee works
36 hours in a workweek, may only apply 4
hours of PTO, not 8 hours of PTO. Sets
16.
limits or alerts for overage. Please
describe and be prepared to fully
La Vergne.
Provides filtering options to highlight
specific time and attendance records (i.e.
17.
show only absences, or time cards with
exceptions).
Supports an unlimited number of pay
18. codes and pay categories for tracking
employee time.
Supports multiple levels of labor allocation
including:
 Location
 Department
19.
 Job
 Pay code
 Pay category
 Project
Supports programming timekeeping for
20. special projects such as State Fair, FEMA
emergencies, grant related earnings, etc.
Provides multiple options for employee
21.
time capture. Please describe.
Employees can clock in and out using a
22.
mobile device.
23. Provides configurable rounding rules.
Allows managers to approve/authorize
24.
timecards.
25. Supports employee sign-off of timecards.
Allows for multiple levels of approval for
26.
time data.
Supports automatic approvals within
26.
company rules/limits.
Time records can be locked from further
27.
edits.
32
PTO
NOT
Client can configure an unlimited number
1.
of paid and unpaid time off reasons.
Supports complex rules for accruing leave
2.
balances. Please describe.
Time accruals and usage must match in
3.
HR and Timekeeping modules.
Provides configurable rules for how to
4.
carry over leave balances.
Supports PTO and Holiday rollover hours
5. to occur on a flexible date, depending on
when pay periods fall.
Provides user friendly interface for
6. submission and approval of time off.
Please describe.
Supports employee or supervisor user to
7. edit, cancel or delete a time off after
approval.
Provides users with onscreen altering if a
8. time off request exceeds the employee’s
available balance prior to submission.
Supports configuration of blackout periods
9.
for time off requests.
Provides configurable workflow for time off
10.
approvals.
Tracks submission date of all time off
11.
requests.
Tracks approved date of all time off
12.
requests.
Approved time off requests are visually
13. displayed on both employee and manager
view of the schedule.
Application can prevent managers from
scheduling employees during approved
14.
time off or during approved medical
leaves.
Employee balances are automatically
15.
deducted upon approval of time off.
16. Accrued balances are real time.
Timesheet is instantly and automatically
17. updated upon approval of time off without
the need for user intervention.
33
Provides alerting capabilities to notify
18.
approver of pending time off requests.
19. Can prevent negative time off requests.
Provides workflow for canceling pending
20.
and approved time off requests.
Supports FMLA and ADA leave tracking or
21. tracking time on any medical leaves, both
paid and unpaid statuses.
Supports salaried, exempt employees
moving into an unpaid status when all
accrued time has been exhausted (such
as may occur during an extended medical
22.
leave). The City needs to ensure that
employees are not automatically paid
when all accrued time has been
exhausted.
TIME & ATTENDANCE SELF SERVICE
NOT
Provides employees with online access to
1.
current, past and future schedules.
Schedules can be hidden from employees
2.
until they are posted or published.
Employees can view approved time off
3.
request on their schedule.
Employees can view company holidays on
4.
their schedule.
Employees can provide sign-off on
5.
timecards.
Employees can view shift details for each
6. day worked including:
Schedule time for each punch
7. Actual time for each punch Net Hours.
Allows for multiple methods of entering
8.
time.
Employees can view any changes made to
9.
their timecard.
Employees can provide comments on
10.
timecards for managers to see.
11. Employees can view all accrued balances.
Accrued balances in self service will match
12.
HR and Time & Attendance.
Employees can request time off. Please
13.
describe.
34
Application displays all accrued balances
14.
while requesting time off.
Application displays balances as of the
15.
dates of the request.
Employees are provided with onscreen
alerts if time off requests violate one or
16.
more configured rules (i.e. minimum
balance or blackout dates)
Employees can manage their availability
17.
online.
Employees can view full attendance
18.
history online.
Employees can convert earned overtime
19.
to Comp Time through self-service time.
C. IMPLEMENTATION
Please describe your implementation methodology and timeline. (you may attached an additional page if
needed)
a. Describe the typical implementation project team.
b. What are the typical client roles and responsibilities?
c. What are the keys to a successful implementation?
d. Please share any best practices.
e. What documentation is made available during and after implementation?
f. How do you coordinate the transition from implementation to ongoing customer support?
g. Please describe your available training offerings.
h. Do you have suggested training for employees, managers, administrators?
i. How is training delivered? On-site? Webinar?
35
D. SUPPORT
Please check all appropriate spaces as indicated to comply or not comply with each requirement listed in
the proposal.
NON
The vendor shall provide 24/7/365 support
1.
for the system
The vendor shall provide a dedicated
support representative(s) that the City
2. can contact. Call centers and automated
attendant telephone support are not
considered dedicated support.
What is the experience level of your
3. service and support personnel including
the average length of service?
4. Where are your support offices located?
5. How do clients submit issues?
The vendor shall have a response time of
6.
two hours or less on reported problems
How can clients track the status of support
7.
issues?
8. How are support issues escalated?
9. Do you offer in-application online help?
10. Please describe
E. USER EXPERIENCE
a. How your application is accessed (i.e. web browser, mobile, etc.)? Please list all available platforms.
b. Describe your customer support experience, dedicated support representatives, dedicated specialists
for payroll, time, HR, reporting, online chat, support center, tracking open tickets, etc.
c. Please provide an overview of how your user experience helps drive user adoption, even among non-
technical users. What are any unique aspects?
F. EVALUATION CRITERIA
In making its selection, the City of La Vergne will not only consider cost but also the proposal with the best
combination of attributes that provides the desired solution, in the opinion of the City. Consideration will be
given to the following criteria:
A. Vendor’s Qualifications and Experience
36
B. Client References
C. Vendor’s Technical Description

a. Single Application for all in-scope components
b. Ease of Conversion
c. Compliance with City’s timekeeping programming requirements, dynamic overtime, blended
overtime, Police and Fire 201K compliance and other special earnings policies
d. SAAS hosting, cloud-based solution
e. Full-Service Payroll, services include all payroll processing, direct deposit and printing of checks,
quarterly tax preparation and tax payments, tax filing, W2s, and year end.
f. Benefits administration capabilities
g. Single sign on
h. ACA compliance tracking and reporting
i. Price
G. COST PROPOSAL NOTE
As part of the evaluation process, vendor may be requested to demonstrate the system before a group
of staff. Any information gained during the presentation(s) may be used in the evaluation of your
proposal. Failure to honor this request may be grounds for rejection of your proposal with no further
consideration given to your proposal. The City is under no obligation or requirement to request vendor
presentations or to entertain vendor presentations. Respondents will not be reimbursed for costs that
they incur in preparing their RFP responses.
37
YOU MUST USE OUR FORMS
A. THE PROPOSAL
1. The Firm:
a. Name and Address of Firm: ____________________________________________________
_____________________________________________________________________________________
b. Contact Person Name, Phone Number, Fax Number and Email address:
_____________________________________________________________________________________
_____________________________________________________________________________________
c. Organizational structure of firm including subsidiaries, partnerships, or parent firm:
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
d. Explanation of your approach to problem resolution and how your firm will deal with
problems that may arise in the operational use of your software and/or time capturing devices. (e.g.
is a third party responsible for supporting time capturing devices or does your firm do it?)
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
e. What is the average size of your customer’s business/agency? Are there any
outstanding lawsuits against your company? If so, please explain.
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
38
2. Proposed Solution:
a. Please specify if you are proposing a single application for all in-scope modules or if you will
be proposing a portal based integrated solution that relies on interfaces between separate
applications.
_____________________________________________________________________________________
_____________________________________________________________________________________
b. What differentiates your product from others in the marketplace?
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
c. Please indicate whether the in-scope modules were developed in-house, or if they were
acquired. If they were acquired, who are your partners?
_____________________________________________________________________________________
_____________________________________________________________________________________
d. How do you stay current on HR and Payroll changes?
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
e. Describe how your solution complies with all applicable federal, state and local laws,
regulation or ordinances, including DOL 207K rules for Police and Fire and DOL requirements for
blended overtime.
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
39
f. Describe the capabilities and expertise of your tax division.
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
g. What enhancements are planned for, in your product over the next three years?
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
3. References and Clients:
a. Provide a representative listing of references that the City of La Vergne may contact.
Please include references where the firms has performed and completed engagements similar to this
RFP, preferably from local governments, and a brief (one or two sentences) description of the
application provided. Include the length of the relationship you have had with each client you use as
a reference. Please include contact information for each reference.
(Please attach this information on separate sheets of paper to be include in your bid packet)
b. List all clients who are governmental agencies in the State of Tennessee: ______________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
c. List all clients who are local governments of similar size or larger (i.e. 250 to 400
employees serving a population of approximately 40,000).
_____________________________________________________________________________________
_____________________________________________________________________________________
40
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
4. Security:
a. Please describe the security features of your hosting center(s).
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
b. How is data encrypted in the application?
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
c. What third party testing in performance is done to ensure the integrity of the application’s
security?
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
d. Provide a description of the firm’s disaster recovery plan.
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
e. Have you had any significant breaches of failures in the last three years? If so, explain what
you have done to prevent future breaches or failures.
_____________________________________________________________________________________
_____________________________________________________________________________________
41
_____________________________________________________________________________________
5. Technical Proposal:
a. Describe your software development cycle including frequency of releases, patches/hotfixes.
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
b. What are the minimum requirements to run your application?
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
c. How many concurrent users can your application support? ____________________________
d. Please describe how your application is able to interface with our existing third-party
application (Local Government Corporation, ICMA/MissionSquare, Paymentus, Vital Check, Truist
Bank, and Benefit Brokers).
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
e. Can provide single sign-on using Windows Authentication? Yes No
f. Does your company undergo SSAE 18 Type II audits? Yes No
6. Talent Management & Applicant Tracking:
a. Please describe an overview of your recruitment & applicant tracking functionality.
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
42
b. How are jobs posted internally and externally?
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
c. Describe how background checks are initiated.

_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
d. How do applicants apply for a position?
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
e. Explain how EEO data is collected and maintained.
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
f. Describe mobile functionality for applicants, recruiters, and hiring managers.
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Include any other information that would assist the City of La Vergne in evaluating your company’s
experience and ability to furnish the requirements of this RFP.
(Please attach this information on separate sheets of paper to be included in your bid packet)
43
7. A signature and title of an officer or other individual of your firm authorized to enter into pricing
and/or contracts on the firm’s behalf.
________________________________________ _________________________
Signature, Title Date
Please make sure you sign this sheet and include in your bid.
B. The Cost Proposal:
a. Total Cost of the Software $_____________________________________________________
b. A description of the travel schedule and associated travel, lodging, meal, or per diem
expenses for any of the firm’s staff who will spend time working in La Vergne.
(Please attach this information on separate sheets of paper to be included in your proposal packet)
c. A description of the training expenses assuming all training is held at the City of
La Vergne.
(Please attach this information on separate sheets of paper to be included in your proposal packet)
d. State the cost and description of any and/or all specialized equipment called for in the
proposal and the length of time of any warranty of the equipment. Separately state the cost per year
of extending the original warranty. Include the cost of leasing 14 standard time capturing devices.
Pricing for optional time capturing devices may be included provided the options are clearly marked,
including the option of leasing the time clock (PIN) devices.
(Please attach this information on separate sheets of paper, all pricing must be clearly itemized,
including description of items and warranty information)
e. Please include the names and addresses of any subcontractors and the portion of your
proposal to be assigned to them as part of your cost proposal. (e.g. Training will be performed by:)
____________________________________________________________________________________.
f. A description of any licensing, maintenance, and support fees associated with any
software employed in the proposed applications. These fees should be listed as follows:
$________________Total fees for implementation (One-time costs for above)
$________________Total fees for the first year. (Not including implementation)
$________________Total fees for a 3 year-period.
$________________Total fees for a 5-year period.

44
g. Summarize and total project costs as follows:
$_________________Implementation Costs (All One Time Charges are to be

Included for setup, startup, software, etc.)
$_________________Total costs for the first year. This is to include costs of any ongoing
annual costs. (Do not include implementation costs in this price.)
$_________________Total costs for a 3-year period. This is to include ongoing annual

costs.
$_________________Total costs for a 5-year period. This is to include all ongoing annual
costs.
h. Summarize and total all training costs as follows:

List all training expenses as described in section “B The Cost Proposal” sections b,
c, d, & e.
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Total Training Costs $_____________________________________________________
________________________________________ _________________________
Signature, Title Date
A signature and title of an officer or other individual of your firm authorized to enter into pricing
and/or contracts. This must be signed by an authorized representative.
MISCELLANEOUS NOTES:
1. One (1) Original and (1) copy must be included with this bid.
2. All blanks must be filled in throughout this RFP.
3. There are two (2) places for signatures in this packet. Every line must be signed or your proposal
will be considered as non-responsive.
4. Make sure all forms are returned in this bid packet.
5. Contract between City of La Vergne and Vendor must be completed and signed upon turning in
RFP. Contract is on pages 46 – 52.
45
CONTRACT BETWEEN
CITY OF LA VERGNE, TN
AND
_______________________________
This Contract is entered into on this _______ day of ___________________,

20___, by and between The City of La Vergne, a Tennessee Municipal Corporation, its
elected and appropriate officials, and employees (“City”) and ________________,
(“Contractor”). This Contract consists of this document and Exhibit A which is
incorporated herein by reference. To the extent there are any differences or conflicting
terms between the provisions of this Contract and the provisions of Exhibit A, the provisions
of this Contract shall control.
1. Purpose.
The purpose of this Contract is described in Exhibit A.
2. Term.
The term of this Contract is described in Exhibit A.
However, notwithstanding Exhibit A, in no event shall the term of this Contract last
more than five (5) years.
3. Compensation.
Compensation shall be as described in Exhibit A.
4. Copyright, Trademark, Service Mark, or Patent Infringement.
Contractor shall, at its own expense, shall defend any legal action which may be
brought against City to the extent that it is based on a claim that the products or services
furnished infringe a copyright, Trademark, Service Mark, or patent. Contractor shall
further indemnify and hold harmless City against any award of damages and costs made
against City by a final judgment of a court of last resort in any such legal action. City
shall provide Contractor notice in writing of the existence of such claim and full right and
opportunity to conduct the defense thereof, together with all available information and
reasonable cooperation, assistance and authority to enable Contractor to do so. City
reserves the right to participate in the defense of any such legal action. Contractor shall
have the right to enter into negotiations for and the right to effect settlement or
compromise of any such action, but no such settlement or compromise shall be binding
upon the City unless approved by the City’s mayor and where required the City’s board
of mayor and aldermen.
5. Termination—Breach.
Should Contractor fail to fulfill in a timely and proper manner its obligations under
this Contract or if it should violate any of the terms of this Contract, City shall have the
46
right to immediately terminate the Contract. Such termination shall not relieve
Contractor of any liability to City for damages sustained by virtue of any breach by
Contractor.
6. Termination—Funding.
Should funding for this Contract be discontinued, City shall have the right to
terminate the Contract immediately upon written notice to Contractor.
7. Termination—Notice.
City may terminate this Contract at any time upon sixty (60) days written notice to
Contractor.
8. Compliance with Laws.
Contractor agrees to comply with all applicable federal, state and local law and
regulations in its performance under this Contract.
9. Notices and Designation of Agent for Service of Process.
All other notices to the City shall be mailed or hand delivered to:
City Administrator
City of La Vergne
La Vergne City Hall
La Vergne, TN 37086
Notices to Contractor shall be mailed or hand delivered to:
Contractor designates the following as the Contractor’s agent for service of

process and will waive any objection to service of process if process is served upon this
agent:
47
10. Maintenance of Records.
Contractor shall maintain documentation for all charges against the City. The
books, records, and documents of Contractor, insofar as they relate to work performed
or money received under the Contract, shall be maintained for a period of three (3) full
years from the date of final payment and will be subject to audit, at any reasonable time
and upon reasonable notice by the City or its duly appointed representative. The record
shall be maintained in accordance with generally accepted accounting principles.
11. Monitoring.
The Contractor’s activities conducted and records maintained pursuant to this

Contract shall be subject to monitoring and evaluation by the City or its duly appointed
representative.
12. City’s Property.
Any of the City’s property, including but not limited to books, records and
equipment, that is in Contractor’s possession shall be maintained by Contractor in good
condition and repair, and shall be returned to the City by Contractor upon termination
of the Contract. All goods, documents, records, and other work product and property
produced during the performance of this Contract are deemed to be City’s property.
13. Modification of Contract.
This Contract may be modified only by written amendment executed by all parties
and their signatories hereto.
14. Partnership/Joint Venture.
Nothing herein shall in any way be construed or intended to create a partnership

or joint venture between the parties or to create the relationship of principal and agent
between or among any of the parties. None of the parties hereto shall hold itself out in
a manner contrary to the terms of this paragraph. No party shall become liable for any
representation, act or omission of any other party contrary to the terms of this paragraph.
15. Waiver.
No waiver of any provision of this Contract shall affect the right of any party
thereafter to enforce such provision or to exercise any right or remedy available to it in
the event of any other default.
16. Employment.
Contractor shall not subscribe to any personnel policy which permits or allows for
the promotion, demotion, employment, dismissal or laying off of any individual due to
race, creed, color, national origin, age, sex, or which is in violation of applicable laws
concerning the employment of individuals with disabilities, or otherwise in violation of law.
48
17. Non-Discrimination.
It is the policy of the City not to discriminate on the basis of age, race, sex, color,
national origin, disability, or other protected class in its hiring and employment practices,
or in admission to, access to, or operation of its programs, services, and activities. With
regard to all aspects of this Contract, Contractor certifies and warrants it will comply with
this policy. No person shall be excluded from participation in, be denied benefits of, be
discriminated against in the admission or access to, or be discriminated against in
treatment or employment in the City’s contracted programs or activities, on the grounds
of handicap and/or disability, age, race, color, religion, sex, national origin, or any other
classification protected by federal or state law; nor shall they be excluded from
participation in, be denied benefits of, or be otherwise subjected to discrimination in the
performance of contracts with the City or in the employment practices of City’s
Contractor.
18. Insurance.
During the term of this Contract, Contractor shall maintain liability insurance with
limits of not less than described in Exhibit A, as well as automotive and workman’s
compensation insurance policies. A certificate of insurance, in a form satisfactory to the
City, evidencing said coverage shall be provided to the City prior to commencement of
performance of this Contract. Throughout the term of this Contract, Contractor shall
provide an updated certificate of insurance upon expiration of the current certificate.
19. Contingent Fees.
Contractor hereby represents that Contractor has not been retained or retained
any persons to solicit or secure a City contract upon an agreement or understanding for
a contingent commission, percentage, or brokerage fee, except for retention of bona
fide employees or bona fide established commercial selling agencies for the purpose of
securing business. Breach of the provisions of this paragraph is, in addition to a breach
of this Contract, a breach of ethical standards which may result in civil or criminal
sanction and/or debarment or suspension from being a contractor or subcontractor
under City contracts.
20. Gratuities and Kickbacks.
It shall be a breach of ethical standards for any person to offer, give or agree to
give any employee or former employee, or for any employee or former employee to
solicit, demand, accept or agree to accept from another person, a gratuity or an offer
of employment in connection with any decision, approval, disapproval,
recommendation, preparation of any part of a program requirement or a purchase
request, influencing the content of any specification or procurement standard, rendering
of advice, investigation, auditing or in any other advisory capacity in any proceeding or
application, request for ruling, determination, claim or controversy or other particular
matter, pertaining to any program requirement of a contract or subcontract or to any
solicitation or proposal therefor. It shall be a breach of ethical standards for any
payment, gratuity or offer of employment to be made by or on behalf of a subcontractor
49
under a contract to the prime contractor or higher tier subcontractor or a person
associated therewith, as an inducement for the award of a subcontract or order. Breach
of the provisions of this paragraph is, in addition to a breach of this Contract, a breach
of ethical standards which may result in civil or criminal sanction and/or debarment or
suspension from being a contractor or subcontractor under City contracts.
21. Indemnification and Hold Harmless.
Contractor shall indemnify and hold harmless the City, its officers, agents and
employees from:
a. Any claims, damages, costs and attorney fees for injuries or

damages arising, in part or in whole, from the negligent or intentional acts or
omissions of Contractor, its officers, employees and/or agents, including its sub or
independent contractors, in connection with the performance of the Contract,
and,
b. Any claims, damages, penalties, costs and attorney fees arising from
any failure of Contractor, its officers, employees and/or agents, including its sub or
independent Contractors, to observe applicable laws, including, but not limited
to, labor laws and minimum wage laws.
c. Pursuant to Tennessee Attorney General Opinion 93-01, the City will

not indemnify, defend or hold harmless in any fashion the Contractor from any
claims arising from any failure, regardless of any language in any attachment or
other document that the Contractor may provide.
d. Contractor shall pay the City any expenses incurred as a result of

Contractor’s failure to fulfill any obligation in a professional and timely manner
under this Contract.
22. Attorney Fees.
Contractor agrees that, in the event either party deems it necessary to take legal
action to enforce any provision of the contract, and in the event the City prevails,
Contractor shall pay all expenses of such action including the City’s attorney fees and
costs at all stages of the litigation.
23. Assignment—Consent Required.
The provisions of this Contract shall inure to the benefit of and shall be binding
upon the respective successors and assignees of the parties hereto. Except for the rights
of money due to Contractor under this Contract, neither this Contract nor any of the
rights and obligations of Contractor hereunder shall be assigned or transferred in whole
or in part without the prior written consent of the City. Any such assignment or transfer
shall not release Contractor from its obligations hereunder. NOTICE OF ASSIGNMENT OF
ANY RIGHTS TO MONEY DUE TO CONTRACTOR UNDER THIS CONTRACT MUST BE SENT TO
THE ATTENTION OF CITY ADMINISTRATOR, CITY OF LA VERGNE, LA VERGNE CITY HALL, 5093
50
MURFREESBORO ROAD, LA VERGNE, TN 37086.
24. Entire Contract.
This Contract sets forth the entire agreement between the parties with respect to
the subject matter hereof and shall govern the respective duties and obligations of the
parties.
25. Force Majeure.
No party shall have any liability to the other hereunder by reason of any delay or
failure to perform any obligation or covenant if the delay or failure to perform is
occasioned by force majeure, meaning any act of God, storm, fire, casualty,
unanticipated work stoppage, strike, lockout, labor dispute, civil disturbance, riot, war,
national emergency, act of Government, act of public enemy, or other cause of similar
or dissimilar nature beyond its control.
26. Governing Law.
The validity, construction and effect of this Contract and any and all extensions
and/or modifications thereof shall be governed by the laws of the State of Tennessee.
Tennessee law shall govern regardless of any language in any attachment or other
document that the Contractor may provide.
27. Venue.
Any action between the parties arising from this agreement shall be maintained
in the courts of Rutherford County, Tennessee.
28. Severability.
Should any provision of this Contract be declared to be invalid by any court of

competent jurisdiction, such provision shall be severed and shall not affect the validity of
the remaining provisions of this Contract.
29. Effective Date.
This Contract shall not be binding upon the parties until it has been signed first by
the Contractor and then by the authorized representatives of the City and has been filed
in the office of the City’s Recorder. When it has been so signed and filed, this Contract
shall be effective as of the date first written above.
51
Signature Page:
THE CITY OF LA VERGNE, TENNESSEE: CONTRACTOR:
BY: BY:
Title: Mayor Title:
ATTEST: Sworn to and subscribed to before me, a

Notary Public, this the ____________ day of
______________________, 20______, by
BY: _________________________________, the
_________________________________ of
Title: City Recorder Contractor, who is duly authorized to
execute this instrument on the
Contractor’s behalf.
Notary Public
Commission Expires:
(SEAL)
52
DRUG-FREE WORKPLACE AFFIDAVIT
STATE OF )
)
COUNTY OF )
The undersigned principal officer of __________________________________, an employer of

five (5) or more employees, contracting with the City of La Vergne, Tennessee, to provide
_____________________________, hereby states under oath as follows:
1. That the undersigned is a principal officer of ___________________________________

________________________ (hereinafter referred to as the “Company”) and is duly
authorized to execute this Affidavit on behalf of the Company.
2. The Company submits this Affidavit pursuant to Tennessee Code Annotated § 50-9-113,
which requires each employer with no less than five (5) employees receiving pay who
contracts with the state or any local government to provide construction services or who
is awarded a contract to provide construction services or who provides construction
services to the state or local government to submit an affidavit stating that such employer
has a drug-free workplace program that complies with Title 50, Chapter 9 of the
Tennessee Code.
3. The Company is in compliance with Tennessee Code Annotated § 50-9-113.
Further affiant saith not.
_____________________________________
Principal Officer
STATE OF )
)ss.
COUNTY OF )
Before me personally appeared _________________________________ with whom I am

personally acquainted (or proved to me on the basis of satisfactory evidence) and who
acknowledged that such person executed the foregoing affidavit for the purposes therein
contained.
Witness my hand and official seal this ______ day of __________, 20___.
_____________________________________
Notary Public
My Commission Expires: _____________________.
53
TITLE VI COMPLIANCE SURVEY
The City of La Vergne intends to fully comply with the Tennessee Department of Transportation’s
policy regarding TITLE VI of the CIVIL RIGHTS ACT of 1964: 49CFT, PART 21: related statutes
and regulations to the end that no person shall be excluded from participation in or be denied the
benefits of, or be subjected to discrimination under any program or activity receiving federal
assistance from the U.S. Department of Transportation on the grounds of race, color, gender,
age, disability or national origin.
Please complete the following information and return this survey to us with your completed bid.
NAME OF OWNER / CONTRACTOR:
ADDRESS OF OWNER / CONTRACTOR:
COUNTY:
TYPE OF SERVICES PROVIDED:
NAME OF CONTRACT:
DATE AWARDED:
OWNER / CONTRACTOR EMPLOYEES

(Race / Gender) (Number in each category)
White Male ______ White Male ______

White Female ______ White Female ______
African-American Male ______ African-American Male ______
African-American Female ______ African-American Female ______
Hispanic Male ______ Hispanic Male ______
Hispanic Female ______ Hispanic Female ______
Native American Male ______ Native American Male ______
Native American Female ______ Native American Female ______
Asian-American Male ______ Asian-American Male ______
Asian-American Female ______ Asian-American Female ______
Other ____________ Male ______ Other ____________ Male ______
Other ____________ Female ______ Other ____________ Female ______
54
IRAN DIVESTMENT ACT
By submission of this bid, each bidder and each person signing on behalf of any bidder certifies,
and in the case of a joint bid each party thereto certifies as to its own organization, under penalty
of perjury, that to the best of its knowledge and belief that each bidder is not on the list created
pursuant to Tennessee Code Annotated §12-12-106.
SIGNATURE:
TITLE:
DATE
55

RFP HRIS System 2022

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RFP HRIS System 2022

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REQUEST FOR PROPOSAL FOR

HUMAN RESOURCES INFORMATION SYSTEM (HRIS) PROGRAM

Andrew Patton, Director of Human Resources

GENERAL TERMS AND CONDITIONS

SCHEDULE FOR THE RFP

3. References and Clients

6. Talent Management & Applicant Tracking.

The Cost Proposal

Supports direct employee to manger

Supports an unlimited number of client

BENEFITS AND ACA

TIME & ATTENDANCE

TIME & ATTENDANCE SELF SERVICE

b. What are the typical client roles and responsibilities?

c. What are the keys to a successful implementation?

d. Please share any best practices.

e. What documentation is made available during and after implementation?

g. Please describe your available training offerings.

h. Do you have suggested training for employees, managers, administrators?

i. How is training delivered? On-site? Webinar?

A. Vendor’s Qualifications and Experience

C. Vendor’s Technical Description

G. COST PROPOSAL NOTE

a. Name and Address of Firm: ____________________________________________________

c. Organizational structure of firm including subsidiaries, partnerships, or parent firm:

b. What differentiates your product from others in the marketplace?

d. How do you stay current on HR and Payroll changes?

3. References and Clients:

a. Please describe the security features of your hosting center(s).

b. How is data encrypted in the application?

d. Provide a description of the firm’s disaster recovery plan.

a. Describe your software development cycle including frequency of releases, patches/hotfixes.

b. What are the minimum requirements to run your application?

c. How many concurrent users can your application support? ____________________________

e. Can provide single sign-on using Windows Authentication? Yes No

f. Does your company undergo SSAE 18 Type II audits? Yes No

6. Talent Management & Applicant Tracking:

a. Please describe an overview of your recruitment & applicant tracking functionality.

c. Describe how background checks are initiated.

d. How do applicants apply for a position?

e. Explain how EEO data is collected and maintained.

f. Describe mobile functionality for applicants, recruiters, and hiring managers.

B. The Cost Proposal:

a. Total Cost of the Software $_____________________________________________________

$________________Total fees for implementation (One-time costs for above)

$________________Total fees for the first year. (Not including implementation)

$________________Total fees for a 3 year-period.

$________________Total fees for a 5-year period.

$_________________Implementation Costs (All One Time Charges are to be

$_________________Total costs for a 3-year period. This is to include ongoing annual

h. Summarize and total all training costs as follows:

Total Training Costs $_____________________________________________________

This Contract is entered into on this _______ day of ___________________,

The purpose of this Contract is described in Exhibit A.

The term of this Contract is described in Exhibit A.

Compensation shall be as described in Exhibit A.

4. Copyright, Trademark, Service Mark, or Patent Infringement.

8. Compliance with Laws.

9. Notices and Designation of Agent for Service of Process.

Notices to Contractor shall be mailed or hand delivered to:

Contractor designates the following as the Contractor’s agent for service of

The Contractor’s activities conducted and records maintained pursuant to this

12. City’s Property.

13. Modification of Contract.

This Contract is entered into on this _ day of _____________,

White Male White Male