Fayette County Public Schools Sealed Solicitation
Title: Human Resources Information System
Deadline: 1/30/2023 2:00 PM (UTC-05:00) Eastern Time (US & Canada)
Status: Awarded
Solicitation Number: 05-23
Description: Fayette County Public Schools is soliciting proposals for a Human Resources Information System.
Documents:
| Documents as of 1/2/2023 |
|---|
| RFP 05-23 Human Resources Information System.pdf |
Addition 1
Posted: 1/27/2023
Type of Addition: Addendum - Deadline extended until January 30
Overview: FCPS offices are closed on January 27 due to weather conditions. Since our offices are closed we have extended the deadline until January 30.
Deadline: 1/30/2023 2:00 PM
Addition 2
Posted: 2/2/2023
Type of Addition: In Review
Addition 3
Posted: 5/24/2023
Type of Addition: Award Information
Overview: Awarded to Powerschool
Documents:
Question 1
Posted: 1/11/2023
Question: Is the Cost Proposal a separate document from the Technical Proposal or all in the same document?
Response: They are separate documents.
Question 2
Posted: 1/11/2023
Question: When will the last Addenda be issued so we can plan for an Authorized Signatory to be available?
Response: It is anticipated that if any addendums are issued they would be issued by January 23.
Question 3
Posted: 1/13/2023
Question: Sno Questions 1 What is the current system/process being used for tracking and capturing the HR related information and data? 2 Have you attended any product demos already? 3 How are the financials being tracked and managed by City currently? Do you have a separate application/system for the same? Are you looking for Integration with that system 4 What is the user count who would be using the HR system? 5 Data Migration -What data elements and volume does City intend to migrate into the proposed new system ?? 6 Can you please clarify how many are Full Time Employees? And separately how many Part Time Employees? 7 What is the Planned Start date you are looking for? Do you have a specific timeline or phases in mind for this project? 8 Have you set aside a budget for this project? 9 What would be the percentage of involvement of the FCPS Staff in this project 10 "On Page Number 5, Sl. No. 25 states as ""To be eligible for a contract consideration with FCPS, all companies with nexus in Lexington, Kentucky must be current on all filings and payments of Occupational License and Net Profits Tax for Schools."" Kindly elobrate more on this as to what acutally it indicates?" 11 "On Page Number 10 it is mentioned the details of how to submit Hardcopy of the response as well as Online Submission of the response Is it necessery to submit Hardcopy and Online submission both or any one way of submission is sufficient" 12 "On Page Number 6 on Sl. No. 31 it is mentioned as ""Offerors are requested to submit proposals on FCPS official forms. Proposals submitted on company forms may be rejected."" Please elobarate on the meaning of FCPS Official Forms. And where to get them?" 13 Does the new HRIS system needs to provide interface to any third party applications currently in use by FCPS, If yes please provide us the details of the various applications in use 14 Have you set aside a budget for this project? 15 Considering COVID restrictions: Are there any requirements for onsite project team? Can the project be executed remotely? Can the implementation team work from remote locations (in US as well as Offshore) 16 Do you have an internal Organizational Change Management lead that can take care of organizational change impact and communications? 17 Are there any additional compliance requirements apart from the point covered in RFP that we should be aware of? 18 Do you have any specific requirements of reporting? 19 Do you plan to have a team dedicated for this project? Like PM, analysts and key SMEs? If yes, what percentage of involvement we can assume? 20 How many jobs openings do you post annually? How many applications are received? 21 Please highlight any specific challenges that you have today and would like to resolve/achieve with the new ERP system.
Response: 1 What is the current system/process being used for tracking and capturing the HR related information and data? Fayette County Public Schools is currently using Frontline Education. 2 Have you attended any product demos already? No 3 How are the financials being tracked and managed by City currently? Do you have a separate application/system for the same? Are you looking for Integration with that system FCPS does not require financial tracking software. 4 What is the user count who would be using the HR system? Approximately 30 staff members in Human Resources will use the HR system regularly. Approximately 200+ administrators will also access the system for application review and employee evaluation. 5 Data Migration - What data elements and volume does City intend to migrate into the proposed new system ? All current and former FCPS employee personnel files are stored electronically and must be migrated into the new HRIS. Evaluation data will also need to migrate if possible. 6 Can you please clarify how many are Full Time Employees? 5,600+ And separately how many Part Time Employees? 190+ 7 What is the Planned Start date you are looking for? The process will begin March 1, 2023. Do you have a specific timeline or phases in mind for this project? Timelines and phases will be determined in collaboration with the selected vendor. 8 Have you set aside a budget for this project? A current budget is allocated for an HRIS. 9 What would be the percentage of involvement of the FCPS Staff in this project Please provide clarification so we can respond accurately. District offices will include HR and Technology support. 10 "On Page Number 5, Sl. No. 25 states as ""To be eligible for a contract consideration with FCPS, all companies with nexus in Lexington, Kentucky must be current on all filings and payments of Occupational License and Net Profits Tax for Schools."" Kindly elobrate more on this as to what acutally it indicates?" If your business has a physical connection to Lexington, KY then you must be up to date on all Occupational License and Net Profits Tax for Schools 11 "On Page Number 10 it is mentioned the details of how to submit Hardcopy of the response as well as Online Submission of the response Is it necessery to submit Hardcopy and Online submission both or any one way of submission is sufficient" You can submit either way, both are not required. 12 "On Page Number 6 on Sl. No. 31 it is mentioned as ""Offerors are requested to submit proposals on FCPS official forms. Proposals submitted on company forms may be rejected."" Please elobarate on the meaning of FCPS Official Forms. And where to get them?" Official forms are the sections in the RFP document that need to be completed such as page 1 and 2. 13 Does the new HRIS system needs to provide interface to any third party applications currently in use by FCPS, If yes please provide us the details of the various applications in use The HRIS must interface with Tyler Technologies’ Enterprise Resource Planning (ERP, formerly Munis). 14 Have you set aside a budget for this project? A current budget is allocated for an HRIS. 15 Considering COVID restrictions: Are there any requirements for onsite project team? Can the project be executed remotely? Can the implementation team work from remote locations (in US as well as Offshore) A hybrid model of support is preferable and will include remote locations. 16 Do you have an internal Organizational Change Management lead that can take care of organizational change impact and communications? The district has an internal communications department. 17 Are there any additional compliance requirements apart from the point covered in RFP that we should be aware of? No 18 Do you have any specific requirements of reporting? Yes, the HRIS must have easily-accessible data reporting capabilities (e.g., applicant tracking, substitute fill rates, employee evaluation results). 19 Do you plan to have a team dedicated for this project? Like PM, analysts and key SMEs? If yes, what percentage of involvement we can assume? Data engineers, analysists, and HR staff will be involved with implementation and will continue to serve in other capacities as well. 20 How many jobs openings do you post annually? 1,400+ How many applications are received? 6,100+ 21 Please highlight any specific challenges that you have today and would like to resolve/achieve with the new ERP system. Please refer to the scope of work in the RFP. The end user experience (e.g., ease of mobile device access for applicants and hiring managers, functionality of document management, status tracking) is key.
Question 4
Posted: 1/13/2023
Question: What are your plans for managing employee professional learning and development?
Response: FCPS Human Resources will work with the selected vendor to plan and communicate logistics for professional learning for all employees. Professional learning may be delivered in various formats and must lead to successful implementation of the HRIS.
Question 5
Posted: 1/13/2023
Question: Can you please provide more specifics on what you want to accomplish with the integration with Absence Management?
Response: Absence management includes employee absence reporting, substitute requests and fills, and data reporting (e.g., daily, monthly, annually by individual schools and the district). Absence management must interface with Tyler Technologies’ Enterprise Resource Planning (ERP, formerly MUNIS).
Posted: 1/27/2023
Type of Addition: Addendum - Deadline extended until January 30
Overview: FCPS offices are closed on January 27 due to weather conditions. Since our offices are closed we have extended the deadline until January 30.
Deadline: 1/30/2023 2:00 PM
Posted: 2/2/2023
Type of Addition: In Review
Posted: 5/24/2023
Type of Addition: Award Information
Overview: Awarded to Powerschool
Documents:
Posted: 1/11/2023
Question: Is the Cost Proposal a separate document from the Technical Proposal or all in the same document?
Response: They are separate documents.
Posted: 1/11/2023
Question: When will the last Addenda be issued so we can plan for an Authorized Signatory to be available?
Response: It is anticipated that if any addendums are issued they would be issued by January 23.
Posted: 1/13/2023
Question: Sno Questions 1 What is the current system/process being used for tracking and capturing the HR related information and data? 2 Have you attended any product demos already? 3 How are the financials being tracked and managed by City currently? Do you have a separate application/system for the same? Are you looking for Integration with that system 4 What is the user count who would be using the HR system? 5 Data Migration -What data elements and volume does City intend to migrate into the proposed new system ?? 6 Can you please clarify how many are Full Time Employees? And separately how many Part Time Employees? 7 What is the Planned Start date you are looking for? Do you have a specific timeline or phases in mind for this project? 8 Have you set aside a budget for this project? 9 What would be the percentage of involvement of the FCPS Staff in this project 10 "On Page Number 5, Sl. No. 25 states as ""To be eligible for a contract consideration with FCPS, all companies with nexus in Lexington, Kentucky must be current on all filings and payments of Occupational License and Net Profits Tax for Schools."" Kindly elobrate more on this as to what acutally it indicates?" 11 "On Page Number 10 it is mentioned the details of how to submit Hardcopy of the response as well as Online Submission of the response Is it necessery to submit Hardcopy and Online submission both or any one way of submission is sufficient" 12 "On Page Number 6 on Sl. No. 31 it is mentioned as ""Offerors are requested to submit proposals on FCPS official forms. Proposals submitted on company forms may be rejected."" Please elobarate on the meaning of FCPS Official Forms. And where to get them?" 13 Does the new HRIS system needs to provide interface to any third party applications currently in use by FCPS, If yes please provide us the details of the various applications in use 14 Have you set aside a budget for this project? 15 Considering COVID restrictions: Are there any requirements for onsite project team? Can the project be executed remotely? Can the implementation team work from remote locations (in US as well as Offshore) 16 Do you have an internal Organizational Change Management lead that can take care of organizational change impact and communications? 17 Are there any additional compliance requirements apart from the point covered in RFP that we should be aware of? 18 Do you have any specific requirements of reporting? 19 Do you plan to have a team dedicated for this project? Like PM, analysts and key SMEs? If yes, what percentage of involvement we can assume? 20 How many jobs openings do you post annually? How many applications are received? 21 Please highlight any specific challenges that you have today and would like to resolve/achieve with the new ERP system.
Response: 1 What is the current system/process being used for tracking and capturing the HR related information and data? Fayette County Public Schools is currently using Frontline Education. 2 Have you attended any product demos already? No 3 How are the financials being tracked and managed by City currently? Do you have a separate application/system for the same? Are you looking for Integration with that system FCPS does not require financial tracking software. 4 What is the user count who would be using the HR system? Approximately 30 staff members in Human Resources will use the HR system regularly. Approximately 200+ administrators will also access the system for application review and employee evaluation. 5 Data Migration - What data elements and volume does City intend to migrate into the proposed new system ? All current and former FCPS employee personnel files are stored electronically and must be migrated into the new HRIS. Evaluation data will also need to migrate if possible. 6 Can you please clarify how many are Full Time Employees? 5,600+ And separately how many Part Time Employees? 190+ 7 What is the Planned Start date you are looking for? The process will begin March 1, 2023. Do you have a specific timeline or phases in mind for this project? Timelines and phases will be determined in collaboration with the selected vendor. 8 Have you set aside a budget for this project? A current budget is allocated for an HRIS. 9 What would be the percentage of involvement of the FCPS Staff in this project Please provide clarification so we can respond accurately. District offices will include HR and Technology support. 10 "On Page Number 5, Sl. No. 25 states as ""To be eligible for a contract consideration with FCPS, all companies with nexus in Lexington, Kentucky must be current on all filings and payments of Occupational License and Net Profits Tax for Schools."" Kindly elobrate more on this as to what acutally it indicates?" If your business has a physical connection to Lexington, KY then you must be up to date on all Occupational License and Net Profits Tax for Schools 11 "On Page Number 10 it is mentioned the details of how to submit Hardcopy of the response as well as Online Submission of the response Is it necessery to submit Hardcopy and Online submission both or any one way of submission is sufficient" You can submit either way, both are not required. 12 "On Page Number 6 on Sl. No. 31 it is mentioned as ""Offerors are requested to submit proposals on FCPS official forms. Proposals submitted on company forms may be rejected."" Please elobarate on the meaning of FCPS Official Forms. And where to get them?" Official forms are the sections in the RFP document that need to be completed such as page 1 and 2. 13 Does the new HRIS system needs to provide interface to any third party applications currently in use by FCPS, If yes please provide us the details of the various applications in use The HRIS must interface with Tyler Technologies’ Enterprise Resource Planning (ERP, formerly Munis). 14 Have you set aside a budget for this project? A current budget is allocated for an HRIS. 15 Considering COVID restrictions: Are there any requirements for onsite project team? Can the project be executed remotely? Can the implementation team work from remote locations (in US as well as Offshore) A hybrid model of support is preferable and will include remote locations. 16 Do you have an internal Organizational Change Management lead that can take care of organizational change impact and communications? The district has an internal communications department. 17 Are there any additional compliance requirements apart from the point covered in RFP that we should be aware of? No 18 Do you have any specific requirements of reporting? Yes, the HRIS must have easily-accessible data reporting capabilities (e.g., applicant tracking, substitute fill rates, employee evaluation results). 19 Do you plan to have a team dedicated for this project? Like PM, analysts and key SMEs? If yes, what percentage of involvement we can assume? Data engineers, analysists, and HR staff will be involved with implementation and will continue to serve in other capacities as well. 20 How many jobs openings do you post annually? 1,400+ How many applications are received? 6,100+ 21 Please highlight any specific challenges that you have today and would like to resolve/achieve with the new ERP system. Please refer to the scope of work in the RFP. The end user experience (e.g., ease of mobile device access for applicants and hiring managers, functionality of document management, status tracking) is key.
Posted: 1/13/2023
Question: What are your plans for managing employee professional learning and development?
Response: FCPS Human Resources will work with the selected vendor to plan and communicate logistics for professional learning for all employees. Professional learning may be delivered in various formats and must lead to successful implementation of the HRIS.
Posted: 1/13/2023
Question: Can you please provide more specifics on what you want to accomplish with the integration with Absence Management?
Response: Absence management includes employee absence reporting, substitute requests and fills, and data reporting (e.g., daily, monthly, annually by individual schools and the district). Absence management must interface with Tyler Technologies’ Enterprise Resource Planning (ERP, formerly MUNIS).