HRIS / Payroll System

Agency: Town of Glastonbury
State: Connecticut
Type of Government: State & Local
NAICS Category:
  • 541214 - Payroll Services
Posted Date: Jul 21, 2021
Due Date: Jul 30, 2021
Solicitation No: RPGL-2021-19
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
HRIS / Payroll System
  • RFP Number: RPGL-2021-19
  • Start Date: 07/07/2021
  • Close Date: 07/30/2021 11:00 AM

The Town of Glastonbury will be accepting proposals from qualified individuals or firms to provide a fully integrated time-keeping, payroll, HRIS software solution.

Responses can be submitted at the following link: https://app.negometrix.com/buyer/2832 , under the RFP title “RPGL-2021-19 – HRIS / Payroll System”. Respondents will be required to create a profile before submitting their proposal. Step-by-step instructions on how to register as a vendor are available at this website:

https://help.negometrix.com/en/support/solutions/articles/9000177626-register-on-negometrix4

Select the following link(s) for related documents:

Proposal Documents

Attachment C: HRIS / Payroll System Requirements Checklist

Addendum No. 1

Attachment Preview

TOWN OF GLASTONBURY
REQUEST FOR PROPOSAL
HRIS / PAYROLL SYSTEM
RPGL-2021-19
DUE DATE AND TIME: JULY 30, 2021 by 11:00 AM
The Town of Glastonbury will be accepting proposals from qualified individuals or firms to
provide a fully integrated time-keeping, payroll, HRIS software solution.
Interested individuals and firms should obtain the complete RFP and related information from the
Town’s website at www.glastonburyct.gov. Responses to the Proposal must be submitted
electronically no later than the time and date indicated above. LATE PROPOSALS WILL NOT
BE CONSIDERED.
Responses can be submitted at the following link: https://app.negometrix.com/buyer/2832, under
the RFP title “RPGL-2021-19 – HRIS / Payroll System”. Respondents will be required to create
a profile before submitting their proposal. Step-by-step instructions on how to register as a vendor
are available at this website:
https://help.negometrix.com/en/support/solutions/articles/9000177626-register-on-negometrix4
The Town reserves the right to waive informalities or reject any part of, or the entire proposal,
when said action is deemed to be in the best interests of the Town.
An Affirmative Action/Equal Opportunity Employer. Minority/Women/Disadvantaged Business
Enterprises are encouraged to submit a proposal.
Mary F. Visone
Purchasing Agent
REQUEST FOR PROPOSAL
HRIS / PAYROLL SYSTEM
RPGL-2021-19
TABLE OF CONTENTS
Section I
Section II
Section III
Section IV
General Information
Background
General Intent
Existing Environment
Scope of Work
Specific Services
Project Coordination
Submission of Proposal
Term of Service/Time for Completion
Proposal Instructions
Evaluation Criteria
References
Selection Process
Timeline
Insurance Requirements
Indemnification
Page No.
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Attachments
Attachment A – Town of Glastonbury Response Page
Attachment B – Statement of Non-Collusion
Attachment C – HRIS / Payroll System Requirements Checklist
Page 2
REQUEST FOR PROPOSAL
HRIS / PAYROLL SYSTEM
RPGL-2021-19
SECTION I – GENERAL INFORMATION
BACKGROUND
Incorporated in 1693, The Town of Glastonbury is among Connecticut’s oldest municipalities, located
approximately 10 miles southeast of Hartford, the state’s capital city. The community is primarily
residential with high-quality economic development, a variety of housing opportunities and a population of
approximately 35,000. Glastonbury is well known for its excellent municipal management, outstanding
public education, historic character, open space and recreation opportunities, proximity to the Connecticut
River, and an exceptionally high quality of life.
The Town employs 380-580 employees, including 240 full-time, 140 part-time and fluctuating seasonal
staff. Most regular (non-seasonal) employees are not unionized, while approximately one-third are
represented by one of three labor organizations. Employees work in any of 11 locations throughout the
community, including Welles Turner Memorial Library, Riverfront Community Center, Youth and Family
Services, Police Department, Fire Department, Parks Garage, Water Pollution Control Plant, Bulky Waste
Facility/Transfer Station, Highway and Vehicle Maintenance Garage, Academy, and Town Hall.
GENERAL INTENT
It is the intent of the Town to select a Vendor to provide a fully integrated time-keeping, payroll, and HRIS
software solution capable of efficiently servicing the Town’s needs in the following areas:
Payroll processing and administration
Payroll reporting and tax filing
Budgeting of employee-related costs
Time and attendance
Applicant tracking/onboarding/offboarding
Background screening
HRIS
Benefits administration
Performance administration
Compensation administration
Compliance Reporting
SECTION II – EXISTING ENVIRONMENT
The Town currently administers payroll through an in-house process, on a bi-weekly basis, averaging
1,000+ paychecks, monthly, 12,000+, annually. While the vast majority of employees use direct deposit, a
small number prefer paper checks. In addition to applicable taxes, deductions taken include,
pension/retirement, health/dental/life insurance premiums, flexible spending account/health savings
account monies, union dues and garnishments.
Timekeeping is collected by departmental units a variety of ways, including, Excel spread sheets, paper
timesheets, and manual and digital time clocks. Each department communicates timekeeping and
attendance information to the central payroll processing function through inputs to the Town’s finance
system (Munis/Tyler Technologies).
Page 3
REQUEST FOR PROPOSAL
HRIS / PAYROLL SYSTEM
RPGL-2021-19
Using Munis, the Payroll Coordinator processes payroll, and maintains paid time off accruals. The
coordinator manually tracks attendance on Excel Spreadsheets for every employee.
The Police Department is the only department using an electronic scheduling, timekeeping and attendance
system. This system was recently implemented to address scheduling challenges presented by complex
collective bargaining rules concerning overtime and private duty assignments.
Other departments schedule staff, and request and approve time off manually; in most cases, this is
uncomplicated as the employee schedule is static.
FMLA is administered manually, using paper forms, notices and Excel spreadsheets for tracking. Inputs
are made manually to Munis and require a high degree of coordination between Payroll, Human Resources,
the department and the employee.
Workers’ Compensation is administered and tracked manually, using paper notices and Excel spreadsheets.
The Town provides supplemental pay to injured workers for a variable, limited period of time.
Administration requires a high degree of coordination between Payroll, Human Resources, the department,
the employee and the insurance carrier. As pension contributions are taken against WC income replacement
and supplemental earnings, the Town pays the injured employee directly and is reimbursed by the insurance
carrier, adding a layer of accounting complexity.
Benefit enrollment is typically done manually, although the Munis Employee Self Service platform has
been used to complete open enrollment electronically. Enrollments and changes are communicated
manually to the health, dental and life insurance vendors.
Currently the Town does not have an HRIS; Munis is used to collect employee data for the primary purpose
of processing payroll rather than for the purpose of Human Resources Management or compliance
reporting. Position Control has only recently been set up and is not being leveraged for any HRIS purpose.
Applicant tracking, until July 2020, was done manually. An outsourced electronic applicant tracking
system is now used for this purpose, and will be replaced by the new HRIS.
Onboarding is done manually with the plan to transition to the outsourced electronic applicant tracking
system in the next few months for this purpose, and will be replaced by the new HRIS.
Other HR functions currently done manually, include, performance management, benefits eligibility,
learning management, background screening, DOT drug testing and periodic department of motor vehicle
drivers’ license checks, OSHA reporting, Affirmative Action Planning, and others.
Page 4
REQUEST FOR PROPOSAL
HRIS / PAYROLL SYSTEM
RPGL-2021-19
SECTION III – SCOPE OF WORK
SPECIFIC SERVICES
The selected respondent’s solution shall perform the following:
1. HR/IS FUNCTIONALITY
a. Task management (assign tasks, track completion)
b. Push Reporting – scheduled reports to select users
c. Push Notifications – scheduled reminders
d. Customizable analytics dashboard
e. Reporting:
i. Standard
ii. Customized (ability to create own reports)
f. Job description repository
g. Position Control
h. Ability to tie required pre-/post-employment actions to job description (e.g., type of
background check, level of medical/physical review, job-specific training)
i. Ability to tie FLSA classification to job
j. License expiration notification/update
k. Compensation control (rates not set outside pay grade limits)
l. Compensation analysis (comparisons based on variety of demographic and employment
statistics)
m. Discipline repository
n. Survey capability
o. Personnel Action Forms:
i. System generated
ii. Tracking (status of approval)
iii. Auditing
p. Applicant Tracking/Onboarding:
i. Job Postings
ii. Job posting feeds to website, job boards
iii. “Knock-out question” screening
iv. Invitations to interviews and assessments
v. Interview results
vi. Assessment scoring
vii. Referral tracking
viii. Job offer generation
ix. Electronic onboarding – two way document sharing and signing
x. E-File I-9 capability
q. Background screening
r. Learning Management System:
i. Access to Respondent’s training programs, if applicable
ii. Ability to upload Town’s own training
iii. Ability to access other training content through web links
iv. Learning Management System for training regardless of source
s. Performance Management System:
i. Tasks/notifications
ii. Customizable rating tools and performance improvement plans
t. Labor Relations:
i. Notifications/reminders
ii. Record keeping
Page 5

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