SHERBURNE COUNTY, MINNESOTA
REQUEST FOR PROPOSALS
FOR
EMPLOYEE PERFORMANCE MANAGEMENT SOFTWARE
PURPOSE
This Request for Proposals (RFP) is issued on behalf of the Sherburne County Board of
Commissioners, Elk River, Minnesota for the purpose of soliciting proposals from
qualified vendors to obtain an employee performance appraisal and management
software.
GENERAL OVERVIEW
The County currently has 633 permanent employees. There are ten collective bargaining
units covering 60% of those employees. The existing performance appraisal practices are
not consistent throughout the organization and many were developed almost twenty years
ago. The employer intends to purchase software to facilitate creation and application of
an organization-wide performance appraisal system and process that is effective,
efficient, user friendly and facilitates an improved pay for performance compensation
model.
The project manager shall be the Human Resources Director. An advisory Steering
Committee will analyze the proposals and make recommendations regarding which
software will best meet the organizations’ needs. The Sherburne County Board of
Commissioners will make the contract award decision.
SCOPE OF SERVICE
Listed below are the system attributes to be addressed. Proposals should address each
item by number on the attached spreadsheet and state whether or not the proposed system
includes the functionality, does not include, or how the need will be fulfilled. The
response shall not exceed 20 single sided pages and be prepared assuming a “go live”
goal of December 1, 2014.
Required Attributes
A. Administration:
1. Allow the System Administrator(s) to assign views and data access to relevant
employee data for specific roles and users.
2. Allow multiple authorized users to access the same data at the same time.
3. Allow administrators to monitor timelines and evaluation progress at all levels of
the evaluation process.
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4. Provide an audit trail of evaluation process activity.
5. Ability to export data and reports for printing and/or storage within employee
personnel files.
6. Ability to support several different evaluation templates by position and/or
department.
7. Allow for real-time E-Signatures and Approval work flows.
8. Present only those functions and options appropriate to a person’s individual
role(s) when logging onto the system.
9. Support the ability to define workflows with approval and routing processes.
10. Provide “bank” of standards, dimensions, competencies, evaluation descriptions.
11. Support the ability to import and maintain job descriptions.
B. Security:
12. Data into and out of a hosted solution shall provide for a secure encrypted
transport.
13. Ability of automatic save and logoff after specified period of idle time.
14. Provide an overview of system security to ensure private data is protected.
15. Provide security such that employees and supervisors can view only their
specified data.
C. Technical:
16. Support the ability to implement into a Microsoft Active Directory Environment
for ease of user account administration.
17. Support customization and flexibility.
D. Functional:
18. Support customization and flexibility.
19. Provide a multi-rater feature.
20. Ability to alert evaluators to evaluation timelines via email.
21. Ability to create and track goals, development plans, performance plans and
journal entries.
22. Ability to allow users to attach files and documents in a variety of formats.
23. Support customization and flexibility.
24. Reporting capabilities include standard delivered pre-defined reports and custom
reports with the ability to print, save or export to other programs. Provide
samples of pre-defined reports.
25. Ability for editing features such as spell check, grammar check and formatting.
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Optional/Desirable Attributes
1) A vendor hosted system is desirable. Provide an overview of the hosting system
including data center location, backup, performance monitoring, security, and access
controls. If the system is not hosted, indicate required hardware and any other
necessary requirements.
2) Describe any customization services offered and provide pricing for each.
PROJECT INFORMATION
1) Provide information regarding identification of implementation project manager,
project manager responsibilities, set-up procedures and timelines, and user training
provisions.
2) Provide information regarding user documentation to be provided to those responsible
for the operation and support of the system as well as end-users.
3) Describe maintenance and support plan including procedures to resolve system
problems, support options available, and policy regarding future enhancements and
upgrades, including any additional costs.
4) Provide a list of current Minnesota clients, including contact information.
PRICING
Indicate costs as described below.
Implementation
1) Software license costs for 630 to 650 employees
2) Implementation, training, etc.
3) Project expenses – Other Costs
On-going Costs
1) Annual operations and maintenance costs
2) Additional costs for adding more employees
SELECTION CRITERIA
Extent to which the proposal meets the RFP’s functional and technical attributes.
Ability to navigate easily.
Project approach and management.
Training and documentation provided to administrators and end users.
Experience and qualifications including number of installations, preferably with
similar sized public sector organizations.
6) References, minimum of three with names, phone numbers and installation date.
7) Pricing
1)
2)
3)
4)
5)
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PROPOSAL REQUIREMENTS
All proposals must be submitted electronically by 2:00 P.M. central time on May 29,
2014 in PDF or MS Office format to roxanne.chmielewski@co.sherburne.mn.us
Sherburne County reserves the right, in its sole discretion, to select the firm based on the
County’s evaluation and review of the proposals and such other relevant information as
the County shall have before it, and based upon the County’s determination as to which
proposal best meets the County’s needs. Proposals may be rejected due to an incomplete
response to these RFP requirements.
ADDITIONAL CONSIDERATIONS
The Sherburne County Board of Commissioners reserves the right to reject any or all
proposals and the County further declares that it will incur no financial obligations for
any costs by any company in preparation of the proposal. The County reserves the right,
in its sole discretion, to select the firm based on the County’s sole evaluation and review
of the proposals and such other relevant information as the County shall have before it,
and based upon the County’s own determination as to which proposal best meets its
needs.
During the performance of any contract awarded as a result of this RFP, the contractor
agrees to the following: No person shall, on the grounds of race, color, creed, religion,
national origin, sex, age, marital status, public assistance status, veteran status, physical
disability, sexual orientation, or political affiliation be excluded from full employment
rights in, participation in, be denied the benefits of, or be otherwise subject to
discrimination under any program, service or activity under the provision of any and all
applicable federal and state laws against discrimination including the Civil Rights Act of
1964.
All data collected, created, received, maintained or disseminated or used for any purposes
in the course of execution shall be governed by the Minnesota Government Data
Practices Act. The designee for release of information shall be the Sherburne County
Human Resources Director.
The Contractor shall defend, indemnity and hold harmless the County against any and all
liability, loss, damages, costs and expenses incurred by the County as a result of the
Contractor’s acts or omissions.
It is agreed that nothing contained herein shall be constructed as creating or establishing
the relationship of co-partners or joint venture/enterprise between the County and the
Contractor for any purpose or in any manner whatsoever. The Contractor is to be and
shall remain as an independent contractor with respect to all services performed. Further,
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the independent contractor shall be responsible for its own taxes and benefits of its
employees and/or agents.
For further information contact:
Roxanne Chmielewski
Human Resources Director
Sherburne County Government Center
13880 Business Center Dr. NW
Elk River, MN 55330
Phone: 763/765-3008
Email: roxanne.chmielewski@co.sherburne.mn.us
Attachment: Attribute Spreadsheet
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