Request for Proposal
UpdatePosted 03/04/2008
The RFP which was posted on Friday inadvertantly left off the specific time at which we plan to hold the optional Pre-Submittal Conference. The Pre-Submittal Conference for prospective vendors will be held on Tuesday March 12th at the time and place shown below:
| Date: | March 12, 2008 |
| Time: | 9:00am PDT |
| Location: | County of Sonoma |
| Board of Supervisors Chambers | |
| 575 Administration Dr # 100A | |
| Santa Rosa, CA 95403 | |
| Map | |
Intent: Vendors who plan to submit a bid are recommended to attend the conference in person, and should e-mail the number and names of the person(s) who will be attending. This optional pre-submittal conference is intended as a general Question and Answer session. The purpose of this informal Pre-Submittal Conference is to allow vendors the opportunity to obtain clarification of the RFP, receive the responses to any previously submitted written questions and ask questions directly of the County staff to assist them in the preparation of their proposals. While a dial-in conference call number is not available, please be assured that all questions and responses will be shared with all vendors shortly after this session.
After the pre-bid conference, proposers will be required to submit any additional questions in writing before the close of business March 14, 2008 in order for staff to prepare written responses to all consultants. Written answers will be shared with all potential bidders. Questions are best received and most quickly responded to when sent via e-mail directly to us.
Sonoma County hereby requests proposals from qualified firms for software and implementation services for a Human Resource Management System (HRMS) to be provided in accordance with terms, conditions and specifications established in the Request for Proposal (RFP) document. The general scope for this project includes Human Resources (Personnel Administration), Benefits Administration, and Payroll.
About this RFP
The County initiated this project after an internal review demonstrated that existing systems and processes were unable to support the County’s short and long term goals. Specifically, the County found that it was unable to obtain a consistent and comprehensive view of employee, skill and position data, support flexible payroll processing or employee self-service functions, or provide support for user-defined queries and performance management initiatives. A goal of this project is to consolidate data and reporting of employee, benefit and payroll data through an integrated HRMS application. The County hopes to centralize and standardize some of these processes in an effort to gain efficiencies and provide better service to its employees.
A second goal is to give management and employees access to data through comprehensive and intuitive solutions. The County desires this goal since it is a plan to give managers and staff easier access to systems and to employ technologies and methods such as employee self-service.
The deadline to submit proposals is March 28, 2008 at 5:00 p.m.
Please read the following documents for more information.
RFP Documents
Request for Proposal (Includes Attachments 1-6)
- Attachment 4 — Software Reference Form (added 03/19/2008)
- Attachment 5 — Implementation Services Reference Form (added 03/19/2008)
- Attachment 6 — Third-Party Software Reference Form (added 03/19/2008)
- Attachment 7 — Technical and Functional Requirements
Acrobat File 
Excel File
- Attachment 8 — Cost Spreadsheets
Acrobat File Excel File
- Attachment 9 — Cost Summary by Phase
Acrobat File Excel File
- Attachment 10 — Staffing Matrices
Acrobat File Excel File
- Attachment 11 — Company Background
Acrobat File Excel File - Attachment 12 —County Professional Services Agreement version C (revised 03/19/2008)
- Technology Assessment Report (added 03/19/2008)
- RFP Questions & Answers (added 03/19/2008)
Information about doing business with the County can be found on the Purchasing Division site.
Rights and Regulations
Sonoma County reserves the right to accept any proposal and to negotiate an agreement with any proposer. The successful proposer will be required to comply with all applicable equal opportunity laws and Care & Controls.
Sonoma County reserves the right to reject any or all proposals, or to waive any defect or irregularity in a proposal. The County further reserves the right to award the agreement to the proposer or proposers that, in the County's judgment, best serves the needs of Sonoma County.
All Proposers submit their proposals to the County with the understanding that the recommended selection of the review committee is final and subject only to review and final approval by the Department Director (via delegation) or the Board of Supervisors.
Upon submission, all proposals shall be treated as confidential documents until the selection process is completed. Once the selections are made, all proposals shall be deemed public record. In the event that a proposer desires to claim portions of its proposal exempt from disclosure, it is incumbent upon the proposer to clearly identify those portions with the word "Confidential" printed on the top right hand corner of the page. The County will consider a proposer's request for exemptions from disclosure; however, the County will make a decision based upon applicable laws. An assertion by a proposer that the entire proposal, or large portions, is exempt from disclosure will not be honored.
Lobbying
Any party submitting a proposal or a party representing a proposer shall not influence or attempt to influence any member of the selection committee, any member of the Board of Supervisors, or any employee of the County of Sonoma, with regard to the acceptance of a proposal. Any party attempting to influence the RFP process through ex-parte contact may be subject to rejection of their proposal.
To express your interest in the RFP process, please use our eSubscribe service and we will notify you when the opening date is announced.