Rfp - Consultant For Shared Employee Management System Software Assessment

RFP - Consultant for Shared Employee Management System Software Assessment

The Ottawa Shared Services Organization (OSSO) is pleased to invite you to respond to this Request for Proposal (RFP) for a needs assessment for EMS (employee management software) software. OSSO provides employee scheduling, payroll and Human Resource services to our clients, including recruitment/candidate tracking.

The primary objective of this project is to conduct a comprehensive assessment/audit of OSSO's existing scheduling, HR, and payroll systems. The consultant will review the current platforms in use, identify the needs of the existing systems, and determine if a single vendor can provide an existing integrated solution that meets the requirements. The consultant will assess and identify a potential single platform to streamline processes, reducing labor-intensive shift replacing, increasing efficiencies in human resources, and handling multiple pay rules while processing payroll. We are seeking not just a consultant but someone who strategically and proactively understands change management our growth and the needs of Not-For-Profit organizations.

OSSO is a not-for-profit organization set up by three organizations (OCL, OFP, and ORH) to provide financial services, human resources, Information Technology, and property management services. OSSO initially provided support to the three founding agencies, over the past year we have slowly increased our client base. We envision building up a successful shared services organization that is positioned for growth and will provide other not-for-profit organizations with the opportunity to benefit from its services in the near future.

OSSO as part of its Service Level Agreement(s) with its customers is to provide efficient cost effective services to its founding members and clients. In the future, as OSSO brings on customers, we anticipate that some clients will require full or partial support using an Employee Management System encompassing, Human Resources, Scheduling and Payroll.

We are looking to work collaboratively with the successful consultant to:

a. Review of Existing Platforms:

Conduct a thorough review and analysis of the current scheduling, human resources, and payroll platforms in use at each of the listed organizations (see Appendix A). Platforms in use are used to process: all aspects of payroll, staff scheduling/staff replacement, and HR – including recruitment, onboarding, leave management, and employee record/management.

Identify the strengths, weaknesses, and limitations of each platform.

Evaluate the level of similarities & functionality between the existing systems.

b. Needs Assessment:

Engage with key stakeholders from each organization, including staff members and management, to understand their requirements and pain points.

Identify the specific needs of the organizations and their employment agreements.

Determine the critical functionalities required for an integrated scheduling, HR, and payroll system.

c. Vendor Evaluation:

Research and identify potential vendors capable of providing an existing integrated solution to meet the needs identified from the needs assessment.

Assess the suitability of each vendor's platform based on the identified needs and requirements.

Evaluate vendor capabilities, including system scalability, customization options, and support services.

d. Cost Analysis:

Provide a detailed cost analysis for the implementation and maintenance of the integrated system.

Include upfront costs, ongoing licensing fees, support charges, and any other relevant expenses.

Identify any potential cost savings and return on investment (ROI) associated with the new system.

e. Recommendations:

Present findings and recommendations based on the assessment/audit results.

Advise OSSO on whether a single platform can effectively streamline processes and meet the identified requirements.

Propose an implementation roadmap, including a draft RFP for a system that meets the needs of OSSO and its customers.

Appendix A has a summary of the current environment for each organization.

Please keep proposals short (maximum ten pages), clear, and concise.Please include only the information that is required to address the questions included below.

Executive Summary

Provide a brief overview of the salient points of your bid

A.Corporate Experience, and Qualifications

Provide a brief overview of your organization, including:

·The type of organization (sole practitioner, corporation, etc.)

·A description of the services your organization provides

·Number of years the organization has been in business, as well as the number of years the organization has provided expertise in the services we are requesting

Methodology:

·Detailed description of the approach, tools, and techniques that will be used to conduct the assessment/audit.

·Description of how the consultant plans to engage with OSSO's staff and stakeholders.

Provide a brief description of your organization’s experience at providing comparable services to similar organizations, with a specific focus on other community organizations, preferably not-for-profit and shared services organizations. Also, include any work with non-profit or broader public-sector clients. Please include your availability to commence this project in September 2023, delivering the final report no later than March 1, 2024.

B.Solution

Provide succinct, clear, and sufficient information for each of the following questions:

1.Describe your proposed approach and solution, taking into account what you know of our service needs and current state assets.

2.How will you work with us to plan out this project?

3.How do you foresee working with OSSO and its founding members?

4.How will you take a proactive approach to working with us?

5.How and when will you communicate with us if you are selected?

6.What are the benefits of selecting you as a consultant?

7.What would be your typical service levels for an arrangement like this?

8.What is the escalation process for any service problems?

9.What do you consider the main risks of this project, and how will you manage them?

10. Please outline any value-added approaches or services you (could) provide.

C.Pricing

The budget for this project is $50,000

Submit pricing in a separate electronic file.

Include a detailed summary of estimated pricing. Include all information required for us to understand the Total Cost of the project. Please identify hours you anticipate spending on each phase of this project.

All rates shall be provided in Canadian Funds, inclusive of all applicable duties and fees, including HST if applicable.

D.References

Please provide three references for similar work for similar clients.For each reference, please provide:·

Client name

·Brief description of services provided

·Dates services provided

·Contact name and information

Following are the RFP process dates

·RFI release date – Friday, June 23, 2023

·Deadline for questions – Tuesday, July 11, 2023

·Addenda deadline, including answers to questions submitted – Monday, July 20, 2023

·Responses due – 12:00 noon, Friday, August 9, 2023

·Selection Date – estimated decision August 15, 2023

Responses to all questions will be provided to each consultant.OSSO reserves the right to extend the timelines at any point in time and to ask follow-up questions to any of the competing consultants.

We are aware that the vendors responding to this opportunity may have existing relationships with people at OSSO or the founding organizations.In order to maintain professionalism during this process, we request that all inquiries and communications related to the procurement and the procurement process are to be directed solely to the RFP Coordinator:

Nancy Worsfold

[email protected]

343.633.4702 x200

We will evaluate the responses based on multiple criteria and will select the best overall solution to fit its needs. OSSO and its founding organizations are not obligated to select the lowest-priced bidder, or any bidder at this time. All responses will be evaluated in the following areas:

·Completeness of solution

·Expertise and experience

·Value-added services

·Demonstrated customer service quality and support

·Previous relevant experience

·Financial considerations

·References