University of Central Arkansas



RFP UCA-19-010 Employee Benefits and Leave ManagementQuestions and Responses1.???????Are you interested in an 'off-the-shelf' or more custom software solution??Looking for the best solution for our situation so we are open to either or a combination.2.???????Is there an approved budget for this RFP???? Yes.3.???????If so, how much is the budget??????? $45,000-$50,000 but negotiable depending of cost savings going from a manual to an automated system.?4.???????We are a U.S based company with offices worldwide (8 offices-US, 5 Int’l). With that said, do you accept offshore development services for this project?????? Yes.?5.???????Will onsite visits be required during development?????? Yes.6.???????Is there an incumbent competing? Is there an internal team currently working on the development, or are you outsourcing current development?????? No.? We have a manual system outside what we get with Banner which is not much.?7.???????How long after the submission due date will you issue an award?????? Not sure but probably in November.?8.???????When are you expecting to engage with the vendor after the award has been given?????? Negotiable?9.???????What is the expected/needed "go-live" date of the project?????? Mid to late Spring 2019.??10.???Is the project scope listed in the RFP finalized?????? Yes.? However, once we learn about the vendor's capabilities there may be adjustments.11.???To the best of your knowledge, are there any circumstances that will cause you to:a.???????Cancel the RFP??? Nob.??????Not move forward with the winning bidder?? Noc.???????Lower the budget for the project?? Nod.??????Prolong the evaluation process or reissue the RFP?? No. Please note that this is to the best of our knowledge.? Sometimes things happen out of our control so I cannot say 100%.?12.???Will these questions be answered to vendors via email or will you release all asked questions via an addendum?Will be sent to the vendors and posted to our website13.???Is it possible to release answers, ‘first come, first serve’ so we can address the RFP more timely? Yes14. Must this software solution be hosted by the vendor? You can make a recommendation for either and/or both client or vendor hosted solutions in your response.??Respectfully,?Thyme GadsonTechnical Proposal WriterO: (954) 342-5676? ext. 1116F: (305) 832-5987Email:?Thymeg@See:?This is with regard to your requirement for RFP UCA-19-010?Employee Benefits and Leave Management System.Could you please help me with the following questions:1. Whether companies from Outside USA can apply for this??? ? (like,from India or Canada) The RFP is open to all companies regardless of their location.2. Whether we need to come over there for meetings? Yes.3. Can we perform the tasks (related to RFP) outside USA?? ? (like, from India or Canada) Some of the task may require performance at our location.4. Can we submit the proposals via email? No.?Best Regards!Christina MillerBusiness?Development?ManagerSeven OutsourcePhone:315-308-7852Fax: 315-702-0205Please confirm desired implementation kick-off date in proposal: Week of?January 1, 20192.???????Please confirm desired system live-date in proposal, for the platform to be accessible for employees: Week of?June 30, 20193.???????Of the 1,400 benefits eligible employees’ in-scope, does UCA have any Union populations?? No.4.???????How many non-benefits eligible employees does UCA have? Will these individuals need access to the new system and/or ACA hours-tracking?? Approximately 400 - 500 part time employees.? They are not eligible for employee benefits.? Maybe on ACA tracking.? We have an internal tracking system but are certainly open to better solutions.5.???????For ACA purposes, how many FEIN(s) does UCA have today?? One.6.???????The proposal requirements discuss Leave Management/FMLA system capabilities. bswift offers the ability to track and automate LOA scenarios related to benefits, however we do not offer a full-scale Leave system. Will UCA consider a partner that does not include this solution in their proposed offer?? Yes.7.???????Following proposal submissions, how many of the invited vendors does UCA anticipate down-selecting for finalist presentations?? 3-5.8.???????bswift is often one of the more expensive solution partners in the market for clients of this size and scope. Has UCA determined a ball-park budget for this project? A range will help us ensure that our pricing is in-line with the expectations at UCA.UCA has been allocated around $50,000.? However, that is a moving target depending on reducing our internal costs as we try and move form a manual, paper environment to an automated system9.???????The proposal states UCA is seeking a 1 year contract, with annual renewals up to 7 year maximum. bswift’s standard contract is a 3-year term. Would UCA consider an initial 3-year term agreement with the selected partner in this evaluation?? Open for discussion.Ethan Kaplan?| bswiftSales Executive10 S. Riverside PlazaChicago, IL 60606312.734.8763 (direct)877.9.BSWIFT (toll free)ekaplan@Thank you for giving Hodges Mace the opportunity to provide a proposal response to your RFP.? I had a call this afternoon with my internal team, and we have the following questions:?The RFP references “HCM” and subsequent questions.? We are providing a proposal for Benefits Administration only.? Please confirm you are not looking for a true Human Capital Management system.HCM was just an acronym used to emphasize the strong need to go from a manual operation to an automated system.? Benefits Administration is the focus.The RFP requires a signature from the UCA website.? Could you please clarify which form(s” are to be signed and submitted with our proposal responses? The only forms required to be signed at this point are those contained in this RFP. (See Sec. 4.0).The initial contract period is from?January 1, 2019 to June 30, 2019.? Is this RFP off cycle from your fiscal year (July 1-June30)? Due to the anticipated date for the contractor to commence performance on January 1, 2019, this contract will run January 1, 2018-December 31, 2018The proposal due date is indicated as?Wednesday, September 13?in one place, and?Wednesday September 12?in another.? Please confirm the correct date. Thursday September 13, 2018.?Clint BrownSenior Sales ConsultantHodges-Mace??Smarter Benefits / Atlantac: 678.936.8832clintbrown@Web??| ?Twitter??| ?LinkedIn??| ?YouTube?| ?Facebook?2017 Georgia Trend Magazine Best Places to Work2017 EBN Top 10 HR Tech Company to Watch?QuestionResponse/NotesCan you please clarify the due date? Within the insturction document there are two dates listed, September 12 and 13, 2018.September 13, 2018You mention several items within the RFP questions (i.e. call center) that aren’t included in your pricing template. Would you like these included in the line item pricing or can the pricing template can be expanded to include fees for all the additional services?Call center is not mandatory but we are looking at all options understanding that we may choose not to add this service depending on value and cost.Who is your benefits broker?Stephens, Inc, in Little Rock, AR# Benefit Eligible EmployeesApprox 1450# of unique eligibility groups Faculty which can be on a 9-month or greater appointment and staff, mostly of which are on a 12-month appointment.# Open Enrollment WindowsEach fall, around mid October to early November.# of covered Dependents1162# of employees electing coverage (health plans)1302# of Retirees eligible for benefits/# electing coverage62/31 (all pre 65)# COBRA Continuants3# FSA Participants 155# HSA Participants190Reimbursement Programs (# by type)??Healthcare Vendors (e.g. Med, Rx, Dent., Vis)Health – United Health CareRx – OptumDental – Arkansas Blue CrossVision – SuperiorLife and LTD – USAbleVoluntary Products – AllStateRetirement – TIAA, Arkansas Teachers, State of ArkansasVoluntary Benefit offerings and Vendors (e.g. Life Insurance, Critical Care, EAP, Disability) AllState – accident, cancer, STD, heart/stroke, universal life, and traditional lifeCurrent Open Number of Employees on LeaveFMLA – 61Number of Employees on Leave last yearFMLA - 66Annual Benefit Spend ??Would you like to us to quote ACA as part of the service? YesDawn E. Berryman?| Proposal ConsultantGlobal Proposal Consultant TeamAPMP Foundation Certified?Home Office, Ohio470.482.5463?officedawn.berryman@ ................
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