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REQUEST FOR PROPOSAL
The University of Texas Health Science Center at Houston
RFP No.: 744-1116 Performance & Talent Management
Software Application
PreBid Meeting: Tuesday, April 12, 2011 @ 10:00 AM CST
Bid Submittal Deadline: Monday, May 2, 2011 @ 2:00 PM CST
HUB Plan Submittal Deadline: Monday, May 2, 2011 @ 2:00 PM CST
Prepared By:
Michael K. Ochoa, C.P.M., Purchasing Contracts Administrator
The University of Texas
Health Science Center at Houston
1851 Crosspoint, OCB 1.160
Houston, Texas 77054
Michael.Ochoa@uth.tmc.edu
March 30, 2011
-i-
TABLE OF CONTENTS
SECTION 1: INTRODUCTION ..................................................................................................... 1
SECTION 2: NOTICE TO PROPOSER........................................................................................ 5
SECTION 3: SUBMISSION OF PROPOSAL ............................................................................... 9
SECTION 4: GENERAL TERMS AND CONDITIONS ................................................................. 11
SECTION 5: SPECIFICATIONS AND ADDITIONAL QUESTIONS ............................................. 12
SECTION 6: PRICING AND DELIVERY SCHEDULE ................................................................. 37
Attachments:
APPENDIX ONE: PROPOSAL REQUIREMENTS
APPENDIX TWO: SAMPLE AGREEMENT
APPENDIX THREE: HUB SUBCONTRACTING PLAN
APPENDIX FOUR: CAMPUS MAP
APPENDIX FIVE: ACCESS BY INDIVIDUALS WITH DISABILITIES
APPENDIX SIX: ELECTRONIC AND INFORMATION RESOURCES ENVIRONMENT
SPECIFICATIONS
SECTION 1
INTRODUCTION
1.1 Description of University
Founded in 1972, The University of Texas Health Science Center at Houston (UTHSC-
H) is one of the fifteen component Universities of The University of Texas System.
UTHSC-H is the most comprehensive academic health center in Texas, and is
comprised of the following buildings & schools:
Medical School (MSB) - 6431 Fannin Street
Medical School Expansion (MSE) – 6431 Fannin Street
Cyclotron Building (CYC) – 6431 Fannin Street
Dental School (DBB) - 6516 M.D. Anderson Boulevard
School of Public Health (SPH) - 1200 Pressler Street
School of Nursing (SON) – 6901 Bertner Avenue
School of Health Information Sciences (SHIS) - 7000 Fannin Street
Graduate School of Biomedical Sciences (GSBS)– 6655 Travis Street
Biomedical & Behavioral Sciences Building (BBS) – 1941 East Road
Institute of Molecular Medicine (IMM) – 1825 Pressler Street
Harris County Psychiatric Center (HCPC) - 2800 South MacGregor Drive
Operations Center Building (OCB) -1851 Cross Point Avenue
University Center Tower (UCT) - 7000 Fannin Street
Professional Building (UTPB) - 6410 Fannin Street
UTHSC-H combines biomedical sciences, behavioral sciences, and the humanities to
provide interdisciplinary activities essential to the definition of modern academic health
science education. UTHSC-H is committed to providing health professional education
and training for students, and is dedicated to providing excellence in research and
patient care, which is offered through its clinics, Memorial Hermann Hospital System (its
primary teaching hospital), and other affiliated institutions. UTHSC-H is a major part of
the concentration of medical schools, hospitals and research facilities generally referred
to as the Texas Medical Center.
The University of Texas Health Science Center at Houston System has nearly 4,500
employees and approximately 3,600 students. As a component of the University of
Texas System, UTHSC-H is subject to the “Rules and Regulations of the Board of
Regents of the University of Texas System for the government of The University of
Texas System.”
1.2 Background and Special Circumstances
The mission of the Human Resources Department, as a strategic partner, is to recruit,
develop, and retain the high-caliber diverse workforce necessary for The University of
Texas Health Science Center at Houston to achieve its mission and goals.
1.3 Objective of this Request for Proposal
The purpose of this RFP is to review and select a vendor to provide, implement, and
host performance and talent management software that will seamlessly integrate with
our PeopleSoft system to support UTHealth’s business objectives to elevate
RFP 744-1116 PERFORMANCE & TALENT MANAGEMENT SOFTWARE
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performance and manage our talent effectively. UTHSC-H requires a performance and
talent management system with a user-friendly, intuitive interface for our employees,
managers and administrators that will support Joint Commission requirements for
capturing job descriptions, competencies aligned to each position and required training
completions for each job. The system implemented must be flexible enough to support
over 7,000 employees of varying types along with the needs of different schools and
organizations. At the same time, the system needs to streamline and create efficiencies
in all aspects of UTHSC-H’s performance/talent management processes. Vendor must
have the capability to implement in phases, turn on functionality and scale product based
on business requirements. UTHSC-H must implement a new performance system for
our Harris County Psychiatric Center within the next 6 to 9 months to replace their
current system which is being retired to ensure that they remain compliant with Joint
Commission requirements. Due to limited resources, the selected solution should
require minimal IT involvement and minimal maintenance once implemented. UTHSC-H
also requires the solution to be easy to administer and maintain providing UTHealth the
ability to modify the system itself (see requirements for further details).
Business Objective
1. Implement a performance and talent management system that will allow
UTHealth to attract, retain, develop, and reward employees in an efficient and
effective manner.
2. Implement at performance management system that provide employees with:
a. A clear understanding of job expectations
b. Regular feedback about performance
c. Advice and steps for improving performance
d. Rewards for good performance
3. Provide managers with:
a. A single electronic system to capture performance goals as aligned to
business requirements and job responsibilities
b. Ability to cascade goals to employees in their organization
c. Provide tools and resources to improve the quality of performance plans
and performance assessments
d. Ability to capture feedback on an ongoing basis
e. Ability implement and monitor performance improvement plans
f. Ability to align rewards to performance
g. Ability to capture peer and customer feedback on employees
4. Provide UTHealth with better information to make better decisions regarding its
human capital assets.
5. Improve processes, reduce costs and decrease time required to manage
employee performance.
6. Provide UTHealth with a single system to management and track performance
plans, goal setting, performance appraisals, performance improvement plans,
and development plans.
RFP 744-1116 PERFORMANCE & TALENT MANAGEMENT SOFTWARE
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7. Provide a tool that helps improve performance by improving the quality of
performance feedback.
8. Provide a tool to capture and report performance and behavioral issues on an
ongoing basis to support employment decisions and cases.
9. Provide a tool that allows employees to maintain a profile that can be used for
talent management, succession planning and rotating talent across the
organization. Profile includes employee career aspiration information.
Business Case
An organization’s most valuable resource is its employees. In order for an organization
to grow, compete, overcome challenges, get results and succeed, it must have the right
talent in the right place at the right time. To understand the skills and capabilities within
the organization, the talent gaps exist, and then develop a strategic plan to address their
talent needs, a company must have a comprehensive talent management and
performance management system that allows it to capture employee job and
performance information, align employee performance to organizational goals, improve
performance, establish development plans, analyze the workforce, establish talent
management and workforce plans, and reward employees based on performance.
Currently UTHealth does not have a universal electronic system to automate and
streamline talent and performance management that captures required skills,
competencies and performance requirements aligned to business objectives, to track
and manage performance. We have no visibility to skill gaps and talent gaps that exist
across the organization. Nor do we have the information we need to make strategic
decisions regarding our workforce.
Problems of Not Having a Performance and Talent Management System
Not compliant with Joint Commission and other regulatory requirements
No visibility skill and talent gaps
No visibility to low and high performers
No consistent method or process for setting expectations and evaluating
performance
No ability to ensure that poor performance is being addressed and high
performers are being rewarded
The Benefits of Having a Performance Management System
Automates and reduces time and effort associated with managing performance
Ability to identify quickly and efficiently talent gaps across the organization
Ability to cascade performance goals and align performance to business
objectives
Ability to capture ongoing performance feedback
Create an audit trail of discoverable documents to ensure the legality of
evaluations, comply with industry-specific regulations, and support legal actions
RFP 744-1116 PERFORMANCE & TALENT MANAGEMENT SOFTWARE
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Provides us with the knowledge we need to ensure that if workforce actions are
required we retain the best talent and exit low performers
1.4 Group Purchase Authority
Texas law authorizes institutions of higher education (defined by Section 61.003,
Education Code) to use the group purchasing procurement method (ref. Sections
51.9335, 73.115, and 74.008, Education Code). Additional Texas institutions of higher
education may therefore elect to enter into a contract with the successful Proposer under
this RFP.
RFP 744-1116 PERFORMANCE & TALENT MANAGEMENT SOFTWARE
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SECTION 2
NOTICE TO PROPOSER
2.1 Submittal Deadline
University will accept proposals submitted in response to this RFP until 2:00 PM, CST on
Monday, May 2, 2011 (the “Submittal Deadline”).
2.2 University Contact Person
Proposers will direct all questions or concerns regarding this RFP to the following
University contact (“University Contact”):
The University of Texas Health Science Center at Houston
Procurement Services
1851 Crosspoint, OCB1.160
Houston, TX 77030
Michael.Ochoa@uth.tmc.edu
University specifically instructs all interested parties to restrict all contact and questions
regarding this RFP to written communications forwarded to University Contact.
University Contact must receive all questions or concerns no later than 10:00 AM CST
on April 25, 2011. University will have a reasonable amount of time to respond to
questions or concerns. It is University’s intent to respond to all appropriate questions and
concerns; however, University reserves the right to decline to respond to any question or
concern.
2.3 Criteria for Selection
The successful Proposer, if any, selected by University in accordance with the
requirements and specifications set forth in this RFP will be the Proposer that submits a
proposal in response to this RFP on or before the Submittal Deadline that is the most
advantageous to University. The successful Proposer is referred to as the “Contractor.”
Proposer is encouraged to propose terms and conditions offering the maximum benefit
to University in terms of (1) services to University, (2) total overall cost to University, and
(3) project management expertise. Proposers should describe all educational, state and
local government discounts, as well as any other applicable discounts that may be
available to University in a contract for the Services.
An evaluation team from the University will evaluate proposals. The evaluation of
proposals and the selection of Contractor will be based on the information provided by
Proposer in its proposal. University may give consideration to additional information if
University deems such information relevant.
The criteria to be considered by University in evaluating proposals and selecting
Contractor, will be those factors listed below:
RFP 744-1116 PERFORMANCE & TALENT MANAGEMENT SOFTWARE
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2.3.1 40% - the Proposer’s Functional Capabilities, Market Profile and, Return on
Investment,
2.3.2 30% - the Proposer’s Technical Requirements and Project Services,
2.3.3 30% - the reasonableness of the Proposer’s fee.
In accordance with Section 2254.027, Government Code, if other considerations are
equal, University will give preference to a contractor whose principal place of business is
in the State of Texas or who will manage the Agreement wholly from an office in the
State of Texas.
2.4 Key Events Schedule
Issuance of RFP March 30, 2011
Pre-Proposal Conference Tuesday, April 12, 2011 @ 10:00 AM CST
(ref. Section 2.6 of this RFP)
Deadline for Questions/Concerns Monday, April 25, 2011 @ 10:00 AM CST
(ref. Section 2.2 of this RFP)
Submittal Deadline Monday, May 2, 2011 @ 2:00 PM CST
(ref. Section 2.1 of this RFP)
2.5 Historically Underutilized Businesses
2.5.1 All agencies of the State of Texas are required to make a good faith effort to
assist historically underutilized businesses (each a “HUB”) in receiving contract
awards. The goal of the HUB program is to promote full and equal business
opportunity for all businesses in contracting with state agencies. Pursuant to the
HUB program, if under the terms of any agreement or contractual arrangement
resulting from this RFP, Contractor subcontracts any of the Services, then
Contractor must make a good faith effort to utilize HUBs certified by the
Procurement and Support Services Division of the Texas Comptroller of Public
Accounts. Proposals that fail to comply with the requirements contained in this
Section 2.5 will constitute a material failure to comply with advertised
specifications and will be rejected by University as non-responsive. Additionally,
compliance with good faith effort guidelines is a condition precedent to awarding
any agreement or contractual arrangement resulting from this RFP. Proposer
acknowledges that, if selected by University, its obligation to make a good faith
effort to utilize HUBs when subcontracting any of the Services will continue
throughout the term of all agreements and contractual arrangements resulting
from this RFP. Furthermore, any subcontracting of the Services by the Proposer
is subject to review by University to ensure compliance with the HUB program.
2.5.2 University has reviewed this RFP in accordance with Title 34, Texas
Administrative Code, Section 20.13 (a), and has determined that subcontracting
opportunities are probable under this RFP.
2.5.3 A HUB Subcontracting Plan (“HSP”) is required as part of Proposer’s proposal.
The HSP will be developed and administered in accordance with University’s
Policy on Utilization of Historically Underutilized Businesses attached as
APPENDIX THREE and incorporated for all purposes.
RFP 744-1116 PERFORMANCE & TALENT MANAGEMENT SOFTWARE
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Each Proposer must complete and return the HSP in accordance with the terms
and conditions of this RFP, including APPENDIX THREE. Proposers that fail to
do so will be considered non-responsive to this RFP in accordance with Section
2161.252, Government Code.
Contractor will not be permitted to change its HSP unless: (1) Contractor
completes a newly modified version of the HSP in accordance with the terms of
APPENDIX THREE that sets forth all changes requested by Contractor, (2)
Contractor provides University with such a modified version of the HSP, (3)
University approves the modified HSP in writing, and (4) all agreements or
contractual arrangements resulting from this RFP are amended in writing by
University and Contractor to conform to the modified HSP.
2.5.4 Proposer must submit two (2) originals of the HSP to University at the same time
it submits its proposal to University (ref. Section 3.2 of this RFP.) The two (2)
originals of the HSP must be submitted under separate cover and in a separate
envelope (the ―HSP Envelope‖). Proposer must ensure that the top outside
surface of its HSP Envelope clearly shows and makes visible:
2.5.4.1 the RFP No. (ref. Section 1.3 of this RFP) and the Submittal Deadline
(ref. Section 2.1 of this RFP), both located in the lower left hand corner
of the top surface of the envelope,
2.5.4.2 the name and the return address of the Proposer, and
2.5.4.3 the phrase ―HUB Subcontracting Plan‖.
Any proposal submitted in response to this RFP that is not accompanied by a
separate HSP Envelope meeting the above requirements will be rejected by
University and returned to the Proposer unopened as that proposal will be
considered non-responsive due to material failure to comply with advertised
specifications. Furthermore, University will open a Proposer’s HSP Envelope
prior to opening the proposal submitted by the Proposer, in order to ensure that
the Proposer has submitted the number of completed and signed originals of the
Proposer’s HUB Subcontracting Plan (―HSP‖) that are required by this RFP. A
Proposer’s failure to submit the number of completed and signed originals of the
HSP that are required by this RFP will result in University’s rejection of the
proposal submitted by that Proposer as non-responsive due to material failure to
comply with advertised specifications; such a proposal will be returned to the
Proposer unopened (ref. Section 1.5 of APPENDIX ONE to this RFP). Note: The
requirement that Proposer provide three originals of the HSP under this Section
2.5.4 is separate from and does not affect Proposer’s obligation to provide
University with the number of copies of its proposal as specified in Section 3.1 of
this RFP.
Please note the HSP can be reviewed by the Manager of the HUB and
Small Business Program up to 24 hours before the HSP is due. THIS IS
STRONGLY ENCOURAGED to ensure compliance with HSP guidelines.
Failure to meet guidelines outlined in the HSP will result in disqualification
of your proposal.
IF THE PROPOSER SUBCONTRACTS ANY OF THE WORK ASSOCIATED
WITH THEIR PROPOSAL, SECTION 6 OF THE
RFP 744-1116 PERFORMANCE & TALENT MANAGEMENT SOFTWARE
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HSP MUST BE ENTIRELY COMPLETED. It is recommended that ALL HSPs
where the Proposer is subcontracting be reviewed by the HUB manager 7
DAYS prior to the HSP due date, thus allowing for correction and
compliance with Section 6 of the HSP.
2.5.5 For questions regarding the HUB Subcontracting Plan – contact:
Nina Lahasky, HUB Manager
1851 Crosspoint, OCB 1.160
Houston, Texas 77054
Phone: (713) 500-4862
Fax (713) 500-4710
E-mail: Nina.Lahasky@uth.tmc.edu
2.5.6 HUB Subcontracting Plans will be evaluated on Monday, May 2,
2011. An email will be sent to all Respondents indicating those
plans that passed and failed. At that time, the bids with a
passing HUB Subcontracting Plan will be opened.
2.6 Pre-Bid Conference
University will hold a pre-bid conference at 10:00 AM CST on Tuesday, April 12, 2011, in
Room UCT1505C of the University Center Tower Building (ref. APPENDIX FOUR
Campus Map) located at 7000 Fannin, Street, Houston, Texas 77030. The pre-bid
conference will allow all Proposers an opportunity to ask University’s representatives
relevant questions and clarify provisions of this RFP.
RFP 744-1116 PERFORMANCE & TALENT MANAGEMENT SOFTWARE
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SECTION 3
SUBMISSION OF PROPOSAL
3.1 Number of Copies
Proposer must submit a total of seven (7) complete and identical copies of its entire
proposal and a complete and identical copy of its entire proposal on CD-ROM. An
original signature by an authorized officer of Proposer must appear on the Execution of
Offer (ref. Section 2 of APPENDIX ONE) of at least one (1) copy of the submitted
proposal. The copy of the Proposer’s proposal bearing an original signature should
contain the mark “original” on the front cover of the proposal.
3.2 Submission
Proposals must be received by University on or before the Submittal Deadline (ref.
Section 2.1 of this RFP) and should be delivered to:
The University of Texas Health Science Center at Houston
Procurement Services
1851 Crosspoint, OCB1.160
Houston, TX 77054
Attn: Michael K. Ochoa, C.P.M., Purchasing Contracts Administrator
3.3 Proposal Validity Period
Each proposal must state that it will remain valid for University’s acceptance for a
minimum of One Hundred Twenty (120) days after the Submittal Deadline, to allow time
for evaluation, selection, and any unforeseen delays.
3.4 Terms and Conditions
3.4.1 Proposer must comply with the requirements and specifications contained in this
RFP, including the Agreement (ref. APPENDIX TWO), the Notice to Proposer
(ref. Section 2 of this RFP), Proposal Requirements (ref. APPENDIX ONE) and
the Specifications and Additional Questions (ref. Section 5 of this RFP). If there
is a conflict among the provisions in this RFP, the provision requiring Proposer to
supply the better quality or greater quantity of services will prevail, or if such
conflict does not involve quality or quantity, then interpretation will be in the
following order of precedence:
3.4.1.1. Specifications and Additional Questions (ref. Section 5 of
this RFP);
3.4.1.2. Agreement (ref. APPENDIX TWO);
3.4.1.3. Proposal Requirements (ref. APPENDIX ONE);
3.4.1.4. Notice to Proposers (ref. Section 2 of this RFP).
RFP 744-1116 PERFORMANCE & TALENT MANAGEMENT SOFTWARE
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3.5 Submittal Checklist
Proposer is instructed to complete, sign, and return the following documents as a part of
its proposal. If Proposer fails to return each of the following items with its proposal, then
University may reject the proposal:
3.5.1 Signed and Completed Execution of Offer (ref. Section 2 of APPENDIX ONE)
3.5.2 Signed and Completed Pricing and Delivery Schedule (ref. Section 6 of this
RFP)
3.5.3 Responses to Proposer's General Questionnaire (ref. Section 3 of APPENDIX
ONE)
3.5.4 Signed and Completed Addenda Checklist (ref. Section 4 of APPENDIX ONE)
3.5.5 Responses to questions and requests for information in the Specifications and
Additional Questions Section (ref. Section 5 of this RFP)
3.5.6 Signed and completed originals of the HUB Subcontracting Plan or other
applicable documents (ref. Section 2.5 of this RFP and APPENDIX THREE).
RFP 744-1116 PERFORMANCE & TALENT MANAGEMENT SOFTWARE
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SECTION 4
GENERAL TERMS AND CONDITIONS
The terms and conditions contained in the attached Agreement (ref. APPENDIX TWO) or, in the
sole discretion of University, terms and conditions substantially similar to those contained in the
Agreement, will constitute and govern any agreement that results from this RFP. If Proposer
takes exception to any terms or conditions set forth in the Agreement, Proposer will submit a list
of the exceptions as part of its proposal in accordance with Section 5.3.1 of this RFP.
Proposer’s exceptions will be reviewed by University and may result in disqualification of
Proposer’s proposal as non-responsive to this RFP. If Proposer’s exceptions do not result in
disqualification of Proposer’s proposal, then University may consider Proposer’s exceptions
when University evaluates the Proposer’s proposal.
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SECTION 5
SPECIFICATIONS AND ADDITIONAL QUESTIONS
5.1 General
The minimum requirements and the specifications for the Services, as well as certain
requests for information to be provided by Proposer as part of its proposal, are set forth
below. As indicated in Section 2.3 of this RFP, the successful Proposer is referred to as
the “Contractor.”
5.2 Not Used.
5.3 Questions Specific to this RFP
Proposer must submit the following information as part of Proposer’s proposal:
5.3.1 If Proposer takes exception to any terms or conditions set forth in the Agreement
(ref. APPENDIX TWO), Proposer must submit a list of the exceptions.
5.3.2 In its proposal, Proposer must indicate whether it will consent to include in the
Agreement the “Access by Individuals with Disabilities” language that is set forth
in APPENDIX FIVE, Access by Individuals with Disabilities. If Proposer
objects to the inclusion of the “Access by Individuals with Disabilities” language in
the Agreement, Proposer must, as part of its proposal, specifically identify and
describe in detail all of the reasons for Proposer’s objection. NOTE THAT A
GENERAL OBJECTION IS NOT AN ACCEPTABLE RESPONSE TO THIS
QUESTION.
5.3.3 In its proposal, Proposer must respond to each item listed in APPENDIX SIX,
Electronic and Information Resources (“EIR”) Environment Specifications.
APPENDIX SIX will establish specifications, representations, warranties and
agreements related to the EIR that Proposer is offering to provide to University.
Responses to APPENDIX SIX will be incorporated into the Agreement and will
be binding on Contractor.
5.4 Additional Questions Specific to this RFP
A. Market Profile
5.4.1. Market Penetration
a. Describe your target market and the market penetration for your products.
b. How many clients do you currently have?
c. Identify the current version for your product(s). How many customers are using
the current version(s)?
d. Describe clients similar to us either from an industry or product requirement
perspective.
e. How does your application compare to those of your competitors’?
RFP 744-1116 PERFORMANCE & TALENT MANAGEMENT SOFTWARE
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f. How will your product maintain its place in the market?
5.4.2. Customer References
a. Provide some examples of situations where you have sold additional products,
services, and licenses to your installed customer base.
b. Please provide three customer references that we may contact regarding the
successful implementation and use of your solution. Customer reference
should include company name, reference contact, address, phone number,
industry, description of solution, number of users, and date implemented.
5.4.3 Product Innovation
a. In addition to your staff of software developers and product managers, do you
have a dedicated team that is specifically focused on producing innovative and
cutting-edge enhancements to your current offerings? Describe.
5.4.4 Solution Overview
a. Please provide a high level overview of your solution.
B. Functional Capabilities
INSTRUCTIONS FOR SECTION B.
In completing your response, indicate whether your solution meets the functional
requirements that we have defined. Comments should be used to clarify the
response, or to explain why a requirement cannot be met. Also, indicate for each
question whether the function is Standard or Customized.
5.4.5 General
a. Does your system offer full integration across the performance & talent
management suite? Please describe.
b. If so, is your entire solution suite integrated across the following areas:
* One Consolidated/shared database
* Common & consistent user Interface
* Common permission model
* Common workflow model
* Common reporting & analytics framework
* Common competency management
* Common employee profile management
* Contextual integration points in ALL modules
c. Does your system allow the creation of an employee profile that employees can
update directly to share information about themselves with colleagues in the
organization? Shared information might include work experience (within
company or previous employer), educational background, special
awards/certifications, career interests, foreign languages spoken, and other
information types defined by the organization.
RFP 744-1116 PERFORMANCE & TALENT MANAGEMENT SOFTWARE
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d. Does the system include an organizational chart with support for drilling up or
down the hierarchy to view individuals at multiple levels?
e. Does the system provide an interactive "portal-like" home page that provides
users with targeted information specific to the user and about talent management
processes? This page should also serve as a gateway to accessing the entire
suite solution.
f. Can the home page be tailored to suite specific needs of users (i.e. portals can
be collapsed and rearranged by drag-and-drop by user)?
g. Does the system include an easy to use "to do list" that summarizes all of the
talent management tasks (with due dates) that a user needs to complete across
ALL talent management processes, for the relevant products purchases.
h. Does the system support drill down capability from the to do list to the relevant
part in the application to perform the task?
i. Does your system support multiple-languages such as English (US), Chinese,
and Spanish? What languages are supported?
j. Are product updates immediately delivered in multiple languages when released?
k. Does the system support a customer-branded Welcome portlet?
l. Does your organization include a professional services department that assists
with the implementation of the product?
m.Does your organization provide on-going technical support?
n. Does your organization provide monthly product enhancements to your
software?
o. Are upgrade costs to get to your latest software release included in pricing?
p. Are all or a significant majority (over 90%) of your customers on your most
current release?
q. Do you offer fixed bid implementation pricing? Is it guaranteed?
r. Can your typical implementation be completed in 3 months or less?
s. Do your customers have access to an active and engaged online customer
community to solicit help and get resources?
t. Does the system include a scorecard-style summary of each employee
summarizing of all essential attributes and performance metrics? Can you
enforce permission to authorized users only?
u. Does the system offer employee self-service? If so, what elements can an
employee update/access?
v. Does the system offer Manager self-service? If so, what elements can a
Manager update/access?
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w. What manager/workflow hierarchy does the system use? Can it be different
depending on the function (reviews vs. development for example)?
x. Does the system support electronic signatures?
y. Does the system have a repository for retaining and accessing documents for
employees who have left the company, or have been terminated?
z. Does the system support a secure bidirectional integration with HRIS systems to
keep information synchronized frequently?
aa.Can the system be implemented in a modular/phased approach?
bb.Do offer spell checker functionality for your modules including
performance management, goal management, development management,
employee profiles?
5.4.6 Performance Management
Performance Review Process
a. Does the system support a process flow for performance reviews?
b. Does the system offer the flexibility to configure performance reviews giving
organizations the ability to decide specific document sections and what types of
information to capture?
c. Does the system offer flexibility for managers to schedule off-cycle performance
evaluations?
d. Does the system support objectives-based performance reviews?
e. Does the system support competencies-based performance reviews?
f. Does the system support different types of performance reviews (i.e. capturing
different type of information) as needed by different lines of business or
departments?
g. Can the system capture all competencies from the employee's job level into the
performance review?
h. Does the system support Manager Assessments?
i. Does the system support employee Self-Assessments?
j. Does the system support third party Assessments or feedback?
k. Does the system integrate existing goal plans?
l. Does the system support configurable rating scales, both numerically based and
qualitative?
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m. Does the system allow for multiple rating scales per review (i.e.. numeric for
goals and completed vs. not completed for training, etc.)
n. Does the system support ratings by behavior?
o. Does the system support rating different review section by weights (e.g.
competencies 50%, goals 30%, core values 20%)?
p. Does the system incorporate comments from multiple reviewers?
q. Does the system have a summary section on the review form with the ability to
track significant performance gaps both positive and negative?
r. Does the system automatically calculate an overall evaluation score?
s. Can managers override the system calculated overall score?
t. Does the system offer simplified rater functionality that allows managers to rate
employees while easily managing the overall score?
u. Does the system include an employee change engine that allows reviews to be
transferred between managers when employees change roles or departments?
Can this process be automated based on customer defined rules?
v. Does the system provide a summary view for all managed employees with
ratings in each competency for comparison?
w. Does the system support electronic signatures?
x. Does the system offer off-line capabilities to complete performance reviews?
y. Does the system integrate with Outlook, Google Calendar or other calendaring
systems to place reminders on users' calendars?
z. Does the system have the capability to send out reminders that evaluations need
to be completed?
aa. Does the system provide an audit trail?
Manager Tools
bb. Does the system include a writing assistant to help manager’s complete reviews?
cc. Does the system offer a coaching advisor that helps managers give advice to
employees?
dd. Does the system offer the ability for managers to stack rank all direct reports in
one view against competencies?
ee. Does the system provide a legal scan to detect inappropriate language?
ff. Does the system have the ability to capture one-off, ad hoc notes in regards to
an employee’s performance (throughout the year) and make them easily
available while completing performance reviews?
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gg. Does the system include a graphical "progress meter" that lets managers and
employees know the "estimated time to complete the review" based on work
completed by the manager or employee on the performance review?
Competency Libraries
hh. Does the system include a pre-populated competency library with many of the
industries most commonly used competencies at no additional cost?
ii. Does the system support defining competency "expected ratings" by specific job
role that can be used to benchmark employee and organizational performance?
jj. Does the system support competency libraries from third party vendors?
kk. Does the system support customer specific competency libraries?
ll. Do you offer industry specific competency libraries and job descriptions? If so, is
there an additional fee?
mm. Do you have a library of healthcare specific competency libraries and job
descriptions? If so, is there an additional fee?
Calibration
nn. Does the application support calibrated ratings and pay across the organization?
oo. Can Calibration subjects and participants be selected from an organization chart
across multiple groups?
pp. Can managers compare and potentially adjust the Performance Ratings of
respective staff members to ensure sufficient differentiation in employee
performance levels across the enterprise?
qq. Does the application support drag and drop of employees into appropriate talent
pools to force distribution curves?
Supported Integrations
rr. Can the business goals associated with each employee integrate with the
performance management process?
ss. Are 360 degree reviews accessible during the performance management
process?
tt. Can performance information integrate with the compensation planning process
to assist in rewarding employees appropriately?
uu. Can customer-selected performance information be easily accessible for
succession/talent planning needs?
vv. Can development goals/plans be accessible during the performance planning
process?
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ww. Can the job description and competencies that incumbents are evaluated
against be used to create requisitions for recruiting?
Performance Management Reports
xx. Does the system provide reporting of reviews by status?
yy. Does the system provide insight to distribution of ratings across an organization
or team?
zz. Does the system support reporting organizational (or departmental) goal
performance by category to support deploying methodologies such as Balance
Scorecard?
aaa.Can the system plot employee performance against "how" that
performance was attained (i.e. core values, skill levels) to identify high
performers aligned well with corporate culture.
bbb.Does the system support side-by-side comparison of average ratings
against prior periods for both goals and competencies?
ccc.Does the system provide easy competency rating and gap analysis for
the most common competencies across an organization?
ddd.Can the system automatically identify the ten largest competency gaps in
an organization or department, including negative gaps (blind spots) or positive
gaps (hidden strengths)?
5.4.7 Goal Management
a. Does the system support multiple goal plans for different years? How many
years?
b. Does the system support different goal plan layouts for different lines of
businesses?
c. Can users tailor the appearance of their goal plans so they can choose the most
relevant fields of information to display based on what they are trying to
accomplish?
d. Does the system allow goal import?
Goal Library and SMART Goals
e. Does the system include a pre-populated library of S.M.A.R.T. goals that users
can browse (by role) and use as templates/examples to create more effective
goals? How many are provided? Is it provided at no additional cost?
f. Do you offer a healthcare specific goal library for clinical and non-clinical
positions? If so, is there an additional cost?
g. Is the S.M.A.R.T. goal library available to both managers and employees?
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h. Does the system support creating, modifying and managing custom online
libraries of best practice S.M.A.R.T. goals that can be made available to users?
i. Does the system include a S.M.A.R.T. goal wizard that helps employees set
S.M.A.R.T. goals by guiding them through an intuitive step-by-step process?
Goal Tracking
j. Does the system allow employees and managers to create their own goals,
including the ability to define and track the following goal information: Goal
Description, Goal Measurement Statement, Due Date, etc.?
k. Can users chose to make certain goals "private" so that they are not visible by
others in the organization?
l. Does the system allow the organization to create custom fields that can be used
to track very targeted information?
m. Does the system provide a graphical summary (i.e., includes charts/graphs with
date and status filters) of an employee's goals so that he/she can view progress
at a glance? Please provide screen shot.
n. Does the system support goal weighting?
o. Does the system track progress of goals via intuitive visual indicators?
p. Does system support full goal cascading? Full goal cascading is defined as
being able to push (i.e. copy) a person's goal form his/her goal plan to another
person's goal plan AND allow changing/tailoring the goal description as the goal
is cascaded so that a link is retained between the two goals while allowing
tailored goal descriptions.
q. Can Goals be aligned between users?
r. Does the system have a goal audit history?
s. Does the system integrate with Outlook, Google Calendar or other calendaring
systems to place reminders for goal due dates on users' calendars?
t. Can you create a goal plan based on goals from a prior year's plan?
Advanced Goal Management
u. Can you create and assign specific tasks to goals and track their status?
v. Can you create and assign milestones to goals and track their status?
w. Does the system support group goals where a group of employees share a
common goal where only one person can edit and control the goal status that
applies to all employees sharing the goal?
x. Does the system support "calculated goals". These are goals whose score on
the performance review is automatically calculated based on goal
progress/metrics or weighting.
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Supported Integrations
y. Is integration with performance management supported?
z. Is integration with 360 degree reviews supported?
aa. Is integration with compensation planning supported?
bb. Is integration with career & development planning supported?
Goal Management Reports
cc. Does the system provide goal related reports?
dd. Does the system have a goal status chart?
ee. Can managers drill-down into a goal status chart to see the specific goals and
their employees in a given status and email them in one click?
ff. Does the system have a goal distribution chart?
gg. Does the system have a goal completion rate chart?
hh. Does the system have a goal due range chart?
ii. Does the system provide a sortable goal listing?
jj. Does the system reflect goal alignment status?
5.4.8 360 Degree Reviews / Multi-Rater
a. Does your system support configurable workflow and routing maps for the 360
degree review process?
b. Can managers launch 360 reviews off cycle from the performance review
process or on an ad hoc basis?
c. Can 360 degree reviews support competency assessments?
d. Can 360 degree reviews incorporate assessments against business
objectives/goals?
e. Can 360 degree review forms be automatically populated with the correct goals
and competencies, based on a user’s goal plan and specific job role?
f. Does the system allow managers to select which objectives, competencies, and
behaviors the raters are authorized to rate?
g. Does the system offer ability to evaluate employees against other non-
competency criteria such as questions?
h. Does the system support configurable rating scales, both numerically based and
qualitative?
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i. Does the system offer ratings by behavior?
j. Does the system provide a way to create and approve a rater list?
k. Can both managers and employees select raters for a 360 degree review? Does
the system prevent the employee from changing the manager’s selections?
l. Can raters choose to decline a review?
m. Does the system support named and/or anonymous reviews?
n. Can external participants (customers, partners, vendors, etc.) be easily added as
a raters for a subject of a 360 degree review?
Manager Tools
o. Does the system include a writing assistant to help manager’s complete reviews?
p. Does the system offer a coaching advisor that helps managers give advice to
employees?
q. Does the system provide a legal scan to detect inappropriate language?
r. Does the system have the ability to capture one-off, ad hoc notes in regards to
an employee’s performance (throughout the year) and make them easily
available while completing performance reviews?
s. Does the system include a graphical "progress meter" that lets the rater know the
"estimated time to complete" the 360 based on work completed so far?
Supported Integrations
t. Do 360 degree reviews use the same competency libraries used in performance
reviews?
u. Can 360 degree reviews be accessed from within performance reviews?
v. Can managers create development goals in one click while reviewing employee
360 results? Are development goals automatically added to employees'
comprehensive development plans?
w. Can employee goals be automatically included for assessment into a 360 degree
review form?
360 Reports
x. Can 360º review results be displayed in an interactive and dynamic detailed 360
report? (i.e., not just a static PDF report file) Please provide a screen shot.
y. Can 360º review results be displayed in a graphical summary view with the ability
to filter by rater category (i.e. manager, peer, etc)? Please provide a screen shot.
z. Can the solution generate a gap analysis that is based on 360º review results?
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aa. Do results of 360º reviews show hidden strengths for manager ease in building
mentoring programs ?
bb. Do results of 360º reviews show blind spots for manager ease in developing
action plans for improvement?
cc. Does the system offer flexible views to all employees (e.g. All, All but self, Peers,
etc.)?
dd. Does the system offer dashboards that allow you track the status of the 360
degree review process to ensure adequate completion? Please provide a screen
shot.
ee. Does the system provide insight to distribution of ratings across an organization
or team?
ff. Does the system provide easy competency rating and gap analysis for the most
common competencies across an organization?
gg. Can the system automatically identify the ten largest competency gaps in an
organization or department, including negative gaps (blind spots) or positive gaps
(hidden strengths)? If not, how many?
5.4.9 Learning & Development
Development Planning
a. Does the system offer Individual development plans (IDP) that can they be
maintained year round and independent from the performance review process?
b. Can employees create and maintain actionable development goals on their own?
(self-selection)
c. Does the system facilitate development of short and long term career
development goals?
d. Does the system allow the organization to create custom fields that can be used
to track very targeted development information?
e. Does the system support creating and tracking detailed learning activities to
provide clear insight into dev goal progression and timing?
f. Can users create private development goals?
g. Does the system integrate with Outlook, Google Calendar or other calendaring
systems to place reminders on users' calendars for dev goal deadlines?
h. Does the system include an internal catalog to store various learning activities
(courses, on the job training, shadowing, etc) that employees can choose to help
them achieve development goals?
i. Does the system allow grouping development goals into categories (i.e.
"Development Goals", "Employee Coaching Goals", etc.)
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Career Pathing
j. Does the system provide methods to explore different career paths? (e.g. Career
Worksheet)
k. Does the system allow the employee and manager to select multiple future
roles/positions of interest and add them to their career worksheet so they can
track development against these roles?
l. Does the system show employees and managers which specific competencies
require further development for them to reach a proper readiness level for a
specific future role?
m. Does the system allow employees and managers to add development goals
directly from the career worksheet to develop the specific competency
requirements for future roles?
n. Does the system provide contextual resources that employees can use to bridge
development gaps towards meeting required readiness levels for future roles?
o. Can employees initiate (at any point) a role readiness assessments for future
roles of interest that will be routed to managers so they can provide their
assessment of the employee's readiness for a future role?
Supported Integrations
p. Does the system integrate with performance management so that managers and
employees can rate competencies in order to evaluate future role readiness?
q. Does the system include a development planning wizard that can be accessed
from within the performance review to step a manager through creating
development goals for ALL performance gaps surfaced in the review?
r. Does the system integrate with 360 degree reviews so that managers can add
development goals to an employee's development plan directly from the 360
summary report as they review employee 360 results?
s. Does the system integrate with succession planning so that managers can
search for successors based on the future roles of interest that employees have
placed on their career worksheets?
t. Does the system integrate with succession planning so that managers have "in-
context" access to links that show employees' development goal plans and
career worksheets while evaluating employee "performance and potential" on a
9-box chart?
5.4.10 Compensation Management
a. Does your Compensation Management solution support promote a Pay for
Performance culture? If yes, how?
b. Does the system integrate performance information with compensation planning
to ease rewarding for performance? If so, how?
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c. Does the system assist in rationalizing, and normalizing compensation across the
organization?
d. Does your Compensation Management solution support the following
components of compensation planning? Salary / Merit? Short Term
Incentives / Bonus?
e. Does the system integrate with external HRIS and compensation systems (e.g.
PeopleSoft, ADP, etc.)? What HRIS systems have you successfully integrated
with? What does it require? What type of interface?
Compensation Administration
f. Can the following year-to-year compensation administrative needs be managed
by the customer?
Import Employee/Compensation Data
Import Pay Grades
Modify Merit Guidelines
Mass Generate Compensation Plans
Mass Generate Compensation Statements
What would this require? How would it be accomplished? What type of
interface?
g. Are multiple security levels supported for administering compensation plans?
(e.g. System/Compensation Administrator, Compensation Analyst, HR
Generalist, HR Service Center, and Supervisors)? How much maintenance
would this require?
h. Can the application support focal, anniversary, and other rolling cycles based on
other criteria?
i. Can Compensation Plans be configured with workflow rules? Can workflow be
configured for executive approval (or rejection) of all increases and awards?
j. Does your application offer multiple budget allocation methods? Does it
accommodate different funding sources and account codes?
k. Does your application provide the ability to track allocations against budgets
throughout the compensation cycle? If so, how?
l. Can the system display guidelines & recommendations based on rules set by the
administrator?
m. Does your application provide designated users with the ability to submit
compensation recommendations for approval?
n. Does your application provide the ability for System Administrators/HR Managers
to set restrictions on budget and increase overrides?
Salary Planning
o. Are compensation guidelines (enforced or recommended) based on the
following?
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* Performance Rating
* Compa-ratio / range penetration
p. Does the system track effective dates?
q. Can salary matrices/pay structures be configured?
Bonus Planning
r. Does your application support bonus capabilities / short-term Incentives tracking?
If so, how?
s. Does your systems support Bonus Plans that link employee performance ratings
and goal achievements with bonus awards? If so, how?
t. Does your system support multiple bonus categories (e.g. individual, team,
company)? If so, how?
u. Does the system track achievement of performance objectives that can be used
to calculate bonus payout? If so, how?
Reporting
v. Please describe the Compensation Management reports available with your
system.
w. Are Compensation dashboards/portlets provided? Please describe them. Please
provide examples.
x. Does the system support roll-up & executive review?
y. Can compensation data be extracted and integrated with our internal HRIS and
Compensation system? If so, how?
Variable Pay
z. Does the system offer multiple-plan bonus program support?
aa. Does the system offer multiple payout support? Step scale model?
Interpolation?
bb. Does the system allow employee performance evaluations to integrate with
bonus plans? If so, how?
cc. Does the system offer wizard-based process configuration?
dd. Can the system produce reports & validation checks on data during
configuration?
ee. Does the system Supports financial modeling & “what if” scenarios?
ff. Does the system give bonus calculation previews?
gg. Does the system support tracking and comparison?
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* Business goal targets
* Forecasts
* Results
hh. Does the system support threshold minimums and bonus caps?
ii. Can we modify existing Bonus Plans? Add new ones? Please describe how this
is managed in your system.
5.4.11 Employee Profile
a. Please describe how we can compare existing employees for talent planning
needs.
b. Does the system include a one stop, integrated scorecard that shows all relevant
employee information in one view? Please provide screen shot.
c. Does the system support a searchable employee profile?
d. Can line managers and talent managers build search criteria against profile
background information to find employees for specific talent planning needs?
e. Can line managers and talent managers build search criteria against
competencies to find employees for specific talent planning needs? Can the
competencies be required and/or include a minimum score?
f. Can line managers and talent managers build search criteria on other employee
information such as talent flags?
g. How can managers quickly compare and assess employees in search results for
talent decision needs?
h. Can we include customer-defined data specific to our organization? If so, can
that data be imported to ease in populating employee profiles?
i. Please describe your security permissioning model to control who can
access/modify/view employee profiles.
j. Can we track certifications, licenses, and other professional credentials? (ex.
Joint Commission Requirements, PHP)
Collaboration and Social Networking
k. Can employee profiles be populated via employee and manager self-service?
l. Can employee profiles be populated via imported data?
m. Does your system support employee photos? Can these be uploaded easily?
n. Does your system support the ability for employees to upload and view
documents against their profile?
o. Does your system support the ability to link documents against the employee's
profile?
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p. Does your system support the ability for us to maintain the layout of the
Employee Profile content?
5.4.12 Job Description Manager
a. Can Job Descriptions be created for every role in our organization?
b. Do you have a bulk import feature to upload job descriptions?
c. Is the format of the Job Description configurable? Describe.
d. Do you provide a competency library with your system?
e. Can customers import and manage competency and skill libraries?
f. Can competencies and skills be mapped directly to a role, based on the specific
requirements of the job?
g. Can proficiency levels be defined for each competency?
h. Can competencies be weighted?
i. Can expected performance ratings for each competency be set?
j. Can Job Descriptions be integrated with the Performance and Competency
Assessments?
k. Can Job Competencies be auto-populated in an employee’s assessment form?
Advanced Job Description Manager
l. Can your solution dynamically generate Performance Profiles?
m. Can Job Description and Job Roles be linked to an individual employee?
n. Can Job Description and Job Roles be auto-populated based on mappings?
o. Can your solution allow a user to edit a specific Performance Profile, without
affecting any other Performance Profiles?
p. Can users add or remove additional content to/from the Job Description
(individual employee)?
q. Can users add or delete a Competency (individual employee)?
r. Does your solution expedite and facilitate the workflow and approval process?
s. Does your solution provide comprehensive versioning for ensuring compliance
and internal tracking?
t. Does you solution support versioning for all approved edits?
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u. Does your system generate email alerts when performance profile changes are
not in synch with HR policy?
v. Can a user select a specific (based on user’s discretion) version of the
Performance Profile for performing the Assessment/Evaluation?
w. Can Competency Assessments be created based on a particular version?
x. Can a Performance Evaluation be executed based on a particular version?
C. Technical Requirements
5.4.13 Architecture Overview
a. The Performance & Talent Management solution must be housed on the
contractor’s secure external web-based server and must be available as an on-
demand solution.
b. Describe the application architecture.
c. Describe the system’s physical security and connectivity.
d. Provide information on web, application, and database server requirements.
e. What database does your system utilize?
f. Please describe how your system archives its data. What is the defined period
that is archived?
g. Describe how your system can scale to meet the demands associated with
customer growth and increased system usage.
h. Is your system accessible 24/7/365?
i. Does your solution provide an administrative user interface? Please provide
examples.
5.4.14 System Integration
a. Does your product integrate with PeopleSoft HCM? If so, what method does
your software use to integrate with PeopleSoft HCM? Describe in detail user
processes and/or automated process that are used to manage this
integration.
b. What is your process for ensuring your product is compatible with new
PeopleSoft updates?
c. Data import: Describe the capabilities of your product to allow for direct imports
to and from external databases and lists (specifically to/from MS Access, SQL
tables, excel spreadsheets).
d. Describe your products recommended product platform. Are there technology
requirements for your product? (specific computer type or server situations that
University would have to support).
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5.4.15 System Performance
a. What level of system availability do you guarantee?
b. Explain how you monitor system performance. Do you utilize intrusion
detection?
c. Describe the scalability of the system.
5.4.16 Security
a. Can you provide the customer with a third party Security Audit report, e.g. SAS
70 Type II, annually?
b. Describe your process to fix security vulnerabilities reported by the customer.
c. Describe your policies regarding physical access to the data center.
d. Describe your security protocols to ensure data security and integrity.
e. Describe your policies regarding system access controls.
f. Describe the user authentication process (password, PIN etc.).
g. Does the system assign unique user IDs to users?
h. Does the system utilize SSL technology?
i. Does your solution support LDAP integration?
j. Does your system have session time out and alerts before the session is
disconnected?
k. How does your system address the issue of forgotten passwords?
l. What level of encryption (particularly for password) is available in your system?
m. Does the system protect customer data using proper encryption during
transmission and at rest?
n. Can role-based security profiles (eg HR Administrator, System Administrator) be
configured?
o. Does your system have an audit trail/log to show the who, what, when, and
where of user activities? Can audit and system logs be sent to a central syslog
server in a syslog format?
p. What are the measures taken to ensure data collected is not corruptible?
q. Is your company Safe Harbor certified?
5.4.17 Disaster Recovery and Business Continuity
a. Describe your disaster recovery plan. Please attach documented plan.
b. Describe your business continuity plan. Please attach documented plan.
c. Is customer data routinely backed up? How often?
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d. Are backups stored off-site at a secure location?
5.4.18 Reporting and Analytics
a. Reporting and analytics is important to the University. Pease explain in detail if
your product provides on-demand access to dynamic reporting. Also specifically
list the types of information/reports you provide.
b. Does the system provide dashboards? Specifically list the types of dashboards
you provide. Provide screenshots/examples of the types of dashboards.
c. Does the system allow ad-hoc queries?
d. Does the system interface with third party applications and reporting tools (e.g.
Microsoft Excel, Crystal Reports, etc.)?
e. Does the system provide period-to-period comparisons?
f. Does your system provide manager reporting? Can managers run reports on
direct reports and all employees within their organization? Describe the reports
that are available to managers.
g. Does the system support dual reporting for employees who report to more than
one person? Does it support both managers with the ability to run reports and
view data for these employees?
5.4.19 User Requirements
a. What level of programming experience is required for administrators to maintain
the system?
b. What are the recommended desktop requirements for administrators and end
users to access the system? Describe the operating system and/or network
browsers under which the proposed system will operate.
c. Any system selected must be browser based in its use and support cross
browser access. The web pages created with the system must be viewable in
and end users must be able to use all major Web browsers (Internet Explorer,
Firefox, Opera, Safari, Chrome, and others). Please acknowledge this and
describe any limitations.
d. The University has web development guidelines valid for all web applications.
Their purpose is to assure a more unified look of the university’s web
communication and seamless interaction with our audience. This information will
be provided after the selection process. Do you foresee any problems following
these guidelines?
e. Does your system provide the ability to incorporate University branding such as
logos?
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f. Does your system provide the ability to modify user emails generated from your
product?
g. Does the application offer different types of administrative user interfaces? (e.g.
HR Administration functions, user account management, security & permission
management, document/form management, system properties configuration,
competency management, goal management, company values, employee
profiles, compensation administration and form template management). Please
provide examples of each.
5.4.20 Software Development and Releases
a. Have your product offerings been organically-developed, or obtained through
acquisition? Which of your modules have been developed organically? Which
have been acquired?
b. What is the annual maintenance need for this product? Are there scheduled
updates and adjustments offered each year to keep product up-to-date or are
changes limited to implementation time only? What is your average
monthly/annual down-time?
c. Provide an overview of your system’s testing and quality assurance processes.
d. Describe your cycle for new product releases. How often are new versions
released? Please provide the schedule of updates for the past 2 years. Is there
an additional cost associated with implementing new releases?
e. Are there different rules and fees for software releases with significantly
enhanced functions and features?
f. Are we required to deploy new releases? If not, do we lose technical support or
is system performance otherwise affected? Describe how you handle product
sunsets to ensure system continuity and support needs.
g. Is your solution a windows based solution? If so, how fast do you certify your
product with new windows updates?
D. Project Services
We would like to learn more about the project services that you will provide to ensure that your
solution is successfully delivered and supported. In choosing a Performance & Talent
Management system provider, the University will carefully assess the quality of services that
you offer in the following areas:
Implementation
Training
Technical Support
System Maintenance
5.4.21 Implementation
a. Describe your implementation cost structure. Do you offer a fixed-bid price
guarantee for project implementation?
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b. What is your general methodology and approach to implementations?
c. Please provide in detail your implementation plan describing the following:
Your implementation team
Suggested internal resources for implementation
Overall project timeline including how you would utilize a phased
approach
Estimated hours to complete tasks, where possible
Key deliverables
Type and extent of user testing prior to launch
Do you provide a free training instance or sandbox to support
implementation
Plans for pilot groups to test the system
Communication plan for stakeholders
Training plans including who receives training from you and who would
need to be trained by us
d. Please provide a sample implementation plan.
e. Please identify the expected number and types of resources assigned to the
University for the duration of the project and post-implementation.
f. Contractor must provide a qualified Program Manager for the duration of the
system implementation. Provide the name and resume of the manager likely to
be assigned to the University implementation.
g. Do you provide for System Acceptance testing? Will this include Application
testing, System Testing, and Integration Testing?
5.4.22 Training
a. Describe your training approach.
b. Do you provide Administrator Training? Describe.
c. Do you provide Reporting and Analytics Training? Describe.
d. Do you provide Train the Trainer courses? Describe.
e. How is training delivered? Do you offer different methods for delivery? What
methods do you provide?
f. What is your philosophy regarding the timeframe for delivering training in
association with implementation?
g. What training materials do you provide? How are training materials made
available?
h. Do you offer a formal training program for end users?
i. What is your approach regarding documentation and training to educate
University on upgrades and enhancements? Do you provide group webinars to
demonstrate new features to customers?
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5.4.23 Support & Maintenance
a. Please describe your philosophy for customer support.
b. Describe your support services. Does this include end user support?
c. The University requires technical support 24x7. What are your hours? How do
we contact your support team? What methods are available? Do you provide live
chat? Do you provide a toll free support number?
d. How do you resolve customer issues? The University requires a clear,
documented escalation process. Please describe your escalation process?
e. What is the time to resolution for priority 1, 2 and 3 issues?
f. What metrics do you use to measure customer satisfaction?
g. Describe your Case Management system.
h. Do you offer dedicated support resources that will be able to fully administer the
system for our company?
i. Describe your support service post training?
j. Do you support using technology such as Webex , etc. for application sharing to
resolve issues? What technology do you use?
k. The University requires an automated, regular process for updating employee
information from our PeopleSoft system, such as change in manager,
organization, job title, etc. Can you support this requirement? Please describe
the process?
5.4.24 Customer Community
a. Do you offer a customer support portal? Please describe.
b. Do you have formal user forums? Provide information on location, fees, and
participants.
E. Return on Investment
a. What is a typical ROI percentage that can be expected from your solution?
Discuss financial impact on our company, and provide customer examples in
which significant ROI has been achieved.
RFP 744-1116 PERFORMANCE & TALENT MANAGEMENT SOFTWARE
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5.5 Scope of Work
Contractor will provide the following services to University:
The University desires a fully integrated performance and talent management
system that supports the entire employee lifecycle.
Goal Management
Performance Management
360-Degree Reviews
Stack Ranker
Analytics & Reporting
Calibration
Compensation Management
Employee Profile
Learning & Development
Recruiting Management
Succession Management
Workforce Analytics
Workforce Planning
The University desires a performance and talent management system that has the
capability to implement functionality in phases to support our growing business needs
Requirements Overview
High Level Requirements
1. Software as a Solutions – hosted by vendor
2. Complete portfolio of solutions to support entire employee management lifecycle
(see above)
3. Seamless integration with PeopleSoft’s HCM
4. Supports real-time updates: employee profiles, performance goals, performance
results, development goals, improvement plans, talent management, reporting
5. Minimal University IT involvement required for implementation and maintenance
6. Capability to implement functionality in phases and scale as needed to support
changing business requirements
7. Streamlined workflow
8. Ability to have dual reporting for a single employee to support a matrix
environment along with supporting workflow
9. Meets Joint Commission Requirements
10.Can support bulk uploads for job descriptions and competencies
11.Ability to customize templates for different organizations to support business
requirements; Ability to add business unit and departmental specific sections for
performance management
People Performance
Facilitate specific and timely performance feedback
Identify, cultivate, and retain top talent
Simplify and automate succession planning
RFP 744-1116 PERFORMANCE & TALENT MANAGEMENT SOFTWARE
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Quickly and easily catalog talent through an interactive stack ranking product
Foster a pay-for-performance culture by allocating appropriate compensation for
recognized top performers and
Performance Management
Identify your best workers. Gain real-time, actionable insight into employee
performance throughout your organization.
Revolutionize your employee evaluation process. Complete evaluations quickly
and easily while slashing much of the time and costs associated with our current
cumbersome paper-based processes.
Bring workforce performance to the next level. Transform the standard evaluation
process into a dynamic feedback loop between managers, subordinates, and
peers.
Boost compliance. Create an audit trail of discoverable documents to ensure the
legality of evaluations plus comply with Sarbanes-Oxley and other industry-
specific regulations.
Install a true meritocracy. Motivate employees by creating a pay-for-performance
culture at your company.
Stack Ranker
Visually rank our talent. Optimize our team by identifying top-ranked players and
cultivating them for leadership potential while culling out low performers to let go
during difficult times.
Go beyond performance reviews. Expand the formal review process by capturing
and rating new characteristics for a more holistic assessment in real time.
Assess everyone at once. Quickly assess your entire team across critical
competencies and criteria—all in one place.
Complement other talent management processes. Seamless integration with the
HR performance management and talent management software to streamline
performance reviews and improve succession and development processes.
Goal Management
Improve goal alignment. Communicate our organization's strategic and tactical
goals and provide greater visibility companywide.
Strengthen accountability. Assign measurable and clearly articulated goals to
individuals that are visible to others.
Keep goals on track. Gain visibility into specific areas where your company is at
risk of missing goals so you can take quick action.
Boost employee engagement. Prepare employees for greater success by giving
them a clearer understanding of how their day-to-day work contributes to your
long-term goals.
Succession Management
Build bench strength. Gain visibility to existing talent pools—and potential gaps—
so we can proactively train and groom employees for key positions.
Better assess your talent. Formulate valuable insights about your workforce by
gathering information on their backgrounds, expertise, performance, career
aspirations, and more.
RFP 744-1116 PERFORMANCE & TALENT MANAGEMENT SOFTWARE
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Uncover "hidden" talent. Greatly expand our internal talent search efforts beyond
our immediate sphere.
Find the best candidate, every time. Speed the process of finding just the right
employees to fill leadership gaps.
Employee Profile
Get a more complete picture. Uncover the "hidden" talents of our employees and
put these skills to work for our organization.
Make smarter talent decisions. Be more informed about individual employees
before making key job assignment decisions.
Cast a wider net. See far beyond the rigid confines of organizational structures
and geographic locations when assessing our talent pool.
Share, collaborate, and build culture more effectively. Create a corporate social
network that drives performance through increased knowledge sharing and
collaboration.
Reporting
Be more responsive. Gather detailed information quickly enabling University to
make informed business decisions.
Get a 360° view. Gain a cross-functional perspective reaching across all areas of
our company’s talent and performance management.
Turning mere data into powerful insights. Quickly target areas of improvement
and have the tools to take action within a unified business execution suite of
products.
RFP 744-1116 PERFORMANCE & TALENT MANAGEMENT SOFTWARE
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SECTION 6
PRICING AND DELIVERY SCHEDULE
Proposal of: ___________________________________
(Proposer Company Name)
To: The University of Texas at Health Science Center at Houston
Ref.: Performance and Talent Management Software Application
RFP No.: 744-1116
Ladies and Gentlemen:
Having carefully examined all the specifications and requirements of this RFP and any
attachments thereto, the undersigned proposes to furnish the services required pursuant to the
above-referenced Request for Proposal upon the terms quoted below. The University will not
accept bids which include assumptions or exceptions to the work identified in the specifications
and requirements.
6.1 Pricing for Services Offered
Software Application $ ___________________________________
User Licenses (5,000 licenses) $ ___________________________________
Implementation $ ___________________________________
Training $ ___________________________________
Technical Support & Maintenance $ ___________________________________
Total Initial Year Costs $ ___________________________________
Please provide detailed costing information for the items listed below, as well as any
other costs associated with the implementation and ongoing upgrades/maintenance in
the space below.
Upgrades $ ___________________________________
Additional User Licenses (1,000) $ ___________________________________
Other (Describe and cost below)
________________________________________________________________
________________________________________________________________
________________________________________________________________
RFP 744-1116 PERFORMANCE & TALENT MANAGEMENT SOFTWARE
Page 37 of 38
6.2 Delivery Schedule of Project
Calendar Days to complete Project: _____________ calendar days
6.3 University’s Payment Terms
University’s standard payment terms for services are “Net 30 days.” Proposer agrees
that University will be entitled to withhold ten percent (10%) of the total payment due
under the Agreement until after University’s acceptance of the final work product.
Indicate below the prompt payment discount that Proposer will provide to University:
Prompt Payment Discount: _____%_____days/net 30 days
Respectfully submitted,
Proposer: ____________________________
By: ___________________________
(Authorized Signature for Proposer)
Name: _________________________
Title: __________________________
Date: _____________________
RFP 744-1116 PERFORMANCE & TALENT MANAGEMENT SOFTWARE
Page 38 of 38
APPENDIX ONE
PROPOSAL REQUIREMENTS
TABLE OF CONTENTS
SECTION 1: GENERAL INFORMATION.....................................................................................1
SECTION 2: EXECUTION OF OFFER ........................................................................................5
SECTION 3: PROPOSER'S GENERAL QUESTIONNAIRE ........................................................8
SECTION 4: ADDENDA CHECKLIST .........................................................................................10
-i-
APPENDIX ONE
SECTION 1
GENERAL INFORMATION
1.1 Purpose
University is soliciting competitive sealed proposals from Proposers having suitable qualifications and experience
providing services in accordance with the terms, conditions and requirements set forth in this RFP. This RFP provides
sufficient information for interested parties to prepare and submit proposals for consideration by University.
By submitting a proposal, Proposer certifies that it understands this RFP and has full knowledge of the scope, nature,
quality, and quantity of the services to be performed, the detailed requirements of the services to be provided, and the
conditions under which such services are to be performed. Proposer also certifies that it understands that all costs relating
to preparing a response to this RFP will be the sole responsibility of the Proposer.
PROPOSER IS CAUTIONED TO READ THE INFORMATION CONTAINED IN THIS RFP CAREFULLY AND TO SUBMIT
A COMPLETE RESPONSE TO ALL REQUIREMENTS AND QUESTIONS AS DIRECTED.
1.2 Inquiries and Interpretations
University may in its sole discretion respond in writing to written inquiries concerning this RFP and mail its response as an
Addendum to all parties recorded by University as having received a copy of this RFP. Only University’s responses that
are made by formal written Addenda will be binding on University. Any verbal responses, written interpretations or
clarifications other than Addenda to this RFP will be without legal effect. All Addenda issued by University prior to the
Submittal Deadline will be and are hereby incorporated as a part of this RFP for all purposes.
Proposers are required to acknowledge receipt of each Addendum as specified in this Section. The Proposer must
acknowledge all Addenda by completing, signing and returning the Addenda Checklist (ref. Section 4 of APPENDIX
ONE). The Addenda Checklist must be received by University prior to the Submittal Deadline and should accompany the
Proposer’s proposal.
Any interested party that receives this RFP by means other than directly from University is responsible for notifying
University that it has received an RFP package, and should provide its name, address, telephone number and FAX
number to University, so that if University issues Addenda to this RFP or provides written answers to questions, that
information can be provided to such party.
1.3 Public Information
Proposer is hereby notified that University strictly adheres to all statutes, court decisions and the opinions of the Texas Attorney
General with respect to disclosure of public information.
University may seek to protect from disclosure all information submitted in response to this RFP until such time as a final
agreement is executed.
Upon execution of a final agreement, University will consider all information, documentation, and other materials requested to be
submitted in response to this RFP, to be of a non-confidential and non-proprietary nature and, therefore, subject to public
disclosure under the Texas Public Information Act (Government Code, Chapter 552.001, et seq.). Proposer will be advised of a
request for public information that implicates their materials and will have the opportunity to raise any objections to disclosure to
the Texas Attorney General. Certain information may be protected from release under Sections 552.101, 552.110, 552.113, and
552.131, Government Code.
1.4 Type of Agreement
Contractor, if any, will be required to enter into a contract with University in a form substantially similar to the Agreement
between University and Contractor (the “Agreement”) attached to this RFP as APPENDIX TWO and incorporated for all
purposes.
1.5 Proposal Evaluation Process
University will select Contractor by using the competitive sealed proposal process described in this Section. University will
open the HSP Envelope submitted by a Proposer prior to opening the Proposer’s proposal in order to ensure that the
Proposer has submitted the number of completed and signed originals of the Proposer’s HUB Subcontracting Plan
(“HSP”) that are required by this RFP (ref. Section 2.5.4 of the RFP.) All proposals submitted by the Submittal Deadline
accompanied by the number of completed and signed originals of the HSP that are required by this RFP will be opened
publicly to identify the name of each Proposer submitting a proposal. Any proposals that are not submitted by the
Submittal Date or that are not accompanied by the number of completed and signed originals of the HSP that are required
by this RFP will be rejected by University as non-responsive due to material failure to comply with advertised
specifications. After the opening of the proposals and upon completion of the initial review and evaluation of the
proposals, University may invite one or more selected Proposers to participate in oral presentations. University will use
commercially reasonable efforts to avoid public disclosure of the contents of a proposal prior to selection of Contractor.
University may make the selection of Contractor on the basis of the proposals initially submitted, without discussion,
clarification or modification. In the alternative, University may make the selection of Contractor on the basis of negotiation
APPENDIX ONE
Page 1 of 10
APPENDIX ONE
with any of the Proposers. In conducting such negotiations, University will use commercially reasonable efforts to avoid
disclosing the contents of competing proposals.
At University's sole option and discretion, University may discuss and negotiate all elements of the proposals submitted by
selected Proposers within a specified competitive range. For purposes of negotiation, University may establish, after an
initial review of the proposals, a competitive range of acceptable or potentially acceptable proposals composed of the
highest rated proposal(s). In that event, University will defer further action on proposals not included within the competitive
range pending the selection of Contractor; provided, however, University reserves the right to include additional proposals
in the competitive range if deemed to be in the best interests of University.
After submission of a proposal but before final selection of Contractor is made, University may permit a Proposer to revise
its proposal in order to obtain the Proposer's best and final offer. In that event, representations made by Proposer in its
revised proposal, including price and fee quotes, will be binding on Proposer. University will provide each Proposer within
the competitive range with an equal opportunity for discussion and revision of its proposal. University is not obligated to
select the Proposer offering the most attractive economic terms if that Proposer is not the most advantageous to
University overall, as determined by University.
University reserves the right to (a) enter into an agreement for all or any portion of the requirements and specifications set
forth in this RFP with one or more Proposers, (b) reject any and all proposals and re-solicit proposals, or (c) reject any and
all proposals and temporarily or permanently abandon this selection process, if deemed to be in the best interests of
University. Proposer is hereby notified that University will maintain in its files concerning this RFP a written record of the
basis upon which a selection, if any, is made by University.
1.6 Proposer's Acceptance of Evaluation Methodology
By submitting a proposal, Proposer acknowledges (1) Proposer's acceptance of [a] the Proposal Evaluation Process
(ref. Section 1.5 of APPENDIX ONE), [b] the Criteria for Selection (ref. 2.3 of this RFP), [c] the Specifications and
Additional Questions (ref. Section 5 of this RFP), [d] the terms and conditions of the Agreement (ref. APPENDIX TWO),
and [e] all other requirements and specifications set forth in this RFP; and (2) Proposer's recognition that some subjective
judgments must be made by University during this RFP process.
1.7 Solicitation for Proposal and Proposal Preparation Costs
Proposer understands and agrees that (1) this RFP is a solicitation for proposals and University has made no
representation written or oral that one or more agreements with University will be awarded under this RFP; (2) University
issues this RFP predicated on University’s anticipated requirements for the Services, and University has made no
representation, written or oral, that any particular scope of services will actually be required by University; and (3)
Proposer will bear, as its sole risk and responsibility, any cost that arises from Proposer’s preparation of a proposal in
response to this RFP.
1.8 Proposal Requirements and General Instructions
1.8.1 Proposer should carefully read the information contained herein and submit a complete proposal in response to
all requirements and questions as directed.
1.8.2 Proposals and any other information submitted by Proposer in response to this RFP will become the property of
University.
1.8.3 University will not provide compensation to Proposer for any expenses incurred by the Proposer for proposal
preparation or for demonstrations or oral presentations that may be made by Proposer, unless otherwise
expressly agreed in writing. Proposer submits its proposal at its own risk and expense.
1.8.4 Proposals that (i) are qualified with conditional clauses; (ii) alter, modify, or revise this RFP in any way; or (iii)
contain irregularities of any kind, are subject to disqualification by University, at University’s sole discretion.
1.8.5 Proposals should be prepared simply and economically, providing a straightforward, concise description of
Proposer's ability to meet the requirements and specifications of this RFP. Emphasis should be on
completeness, clarity of content, and responsiveness to the requirements and specifications of this RFP.
1.8.6 University makes no warranty or guarantee that an award will be made as a result of this RFP. University
reserves the right to accept or reject any or all proposals, waive any formalities, procedural requirements, or
minor technical inconsistencies, and delete any requirement or specification from this RFP or the Agreement
when deemed to be in University's best interest. University reserves the right to seek clarification from any
Proposer concerning any item contained in its proposal prior to final selection. Such clarification may be
provided by telephone conference or personal meeting with or writing to University, at University’s sole
discretion. Representations made by Proposer within its proposal will be binding on Proposer.
1.8.7 Any proposal that fails to comply with the requirements contained in this RFP may be rejected by University, in
University’s sole discretion.
APPENDIX ONE
Page 2 of 10
APPENDIX ONE
1.9 Preparation and Submittal Instructions
1.9.1 Specifications and Additional Questions
Proposals must include responses to the questions in Specifications and Additional Questions (ref. Section 5 of
this RFP). Proposer should reference the item number and repeat the question in its response. In cases where
a question does not apply or if unable to respond, Proposer should refer to the item number, repeat the
question, and indicate N/A (Not Applicable) or N/R (No Response), as appropriate. Proposer should explain the
reason when responding N/A or N/R.
1.9.2 Execution of Offer
Proposer must complete, sign and return the attached Execution of Offer (ref. Section 2 of APPENDIX ONE)
as part of its proposal. The Execution of Offer must be signed by a representative of Proposer duly authorized
to bind the Proposer to its proposal. Any proposal received without a completed and signed Execution of Offer
may be rejected by University, in its sole discretion.
1.9.3 Pricing and Delivery Schedule
Proposer must complete and return the Pricing and Delivery Schedule (ref. Section 6 of this RFP), as part of its
proposal. In the Pricing and Delivery Schedule, the Proposer should describe in detail (a) the total fees for the
entire scope of the Services; and (b) the method by which the fees are calculated. The fees must be inclusive of
all associated costs for delivery, labor, insurance, taxes, overhead, and profit.
University will not recognize or accept any charges or fees to perform the Services that are not specifically
stated in the Pricing and Delivery Schedule.
In the Pricing and Delivery Schedule, Proposer should describe each significant phase in the process of
providing the Services to University, and the time period within which Proposer proposes to be able to complete
each such phase.
1.9.4 Proposer’s General Questionnaire
Proposals must include responses to the questions in Proposer’s General Questionnaire (ref. Section 3 of
APPENDIX ONE). Proposer should reference the item number and repeat the question in its response. In
cases where a question does not apply or if unable to respond, Proposer should refer to the item number,
repeat the question, and indicate N/A (Not Applicable) or N/R (No Response), as appropriate. Proposer should
explain the reason when responding N/A or N/R.
1.9.5 Addenda Checklist
Proposer should acknowledge all Addenda to this RFP (if any) by completing, signing and returning the
Addenda Checklist (ref. Section 4 of APPENDIX ONE) as part of its proposal. Any proposal received without a
completed and signed Addenda Checklist may be rejected by University, in its sole discretion. ANY
ADDENDUM ISSUED BY THE POINT-OF-CONTACT FOR THIS RFP WILL BE POSTED ON THE
UNIVERSITY OF TEXAS HEALTH SCIENCE CENTER AT HOUSTON’S PROCUREMENT SERVICES WEB
SITE AT: http://www.uthouston.edu/buy/bid-list.htm.
1.9.6 Submission
Proposer should submit all proposal materials enclosed in a sealed envelope, box, or container. The RFP No.
(ref. Section 1.3 of this RFP) and the Submittal Deadline (ref. Section 2.1 of this RFP) should be clearly shown
in the lower left-hand corner on the top surface of the container. In addition, the name and the return address of
the Proposer should be clearly visible.
Proposer must also submit the number of originals of the HUB Subcontracting Plan (“HSP”) as required by this
RFP (ref. Section 2.5 of the RFP.)
Upon Proposer’s request and at Proposer’s expense, University will return to a Proposer its proposal received
after the Submittal Deadline if the proposal is properly identified. University will not under any circumstances
consider a proposal that is received after the Submittal Deadline or which is not accompanied by the number of
completed and signed originals of the HSP that are required by this RFP.
University will not accept proposals submitted by telephone, proposals submitted by Facsimile (“FAX”)
transmission, or proposals submitted by electronic transmission (i.e., e-mail) in response to this RFP.
Except as otherwise provided in this RFP, no proposal may be changed, amended, or modified after it has been
submitted to University. However, a proposal may be withdrawn and resubmitted at any time prior to the
Submittal Deadline. No proposal may be withdrawn after the Submittal Deadline without University’s consent,
which will be based on Proposer's submittal of a written explanation and documentation evidencing a reason
acceptable to University, in University’s sole discretion.
APPENDIX ONE
Page 3 of 10
APPENDIX ONE
By signing the Execution of Offer (ref. Section 2 of APPENDIX ONE) and submitting a proposal, Proposer
certifies that any terms, conditions, or documents attached to or referenced in its proposal are applicable to this
procurement only to the extent that they (a) do not conflict with the laws of the State of Texas or this RFP and
(b) do not place any requirements on University that are not set forth in this RFP or in the Appendices to this
RFP. Proposer further certifies that the submission of a proposal is Proposer's good faith intent to enter into the
Agreement with University as specified herein and that such intent is not contingent upon University's
acceptance or execution of any terms, conditions, or other documents attached to or referenced in Proposer’s
proposal.
1.9.7 Page Size, Binders, and Dividers
Proposals must be typed on letter-size (8-1/2” x 11”) paper, and must be submitted in a binder. Preprinted
material should be referenced in the proposal and included as labeled attachments. Sections within a proposal
should be divided by tabs for ease of reference.
1.9.8 Table of Contents
Proposals must include a Table of Contents with page number references. The Table of Contents must contain
sufficient detail and be organized according to the same format as presented in this RFP, to allow easy
reference to the sections of the proposal as well as to any separate attachments (which should be identified in
the main Table of Contents). If a Proposer includes supplemental information or non-required attachments with
its proposal, this material should be clearly identified in the Table of Contents and organized as a separate
section of the proposal.
1.9.9 Pagination
All pages of the proposal should be numbered sequentially in Arabic numerals (1, 2, 3, etc.). Attachments
should be numbered or referenced separately.
APPENDIX ONE
Page 4 of 10
APPENDIX ONE
SECTION 2
EXECUTION OF OFFER
THIS EXECUTION OF OFFER MUST BE COMPLETED, SIGNED AND RETURNED WITH PROPOSER'S PROPOSAL. FAILURE
TO COMPLETE, SIGN AND RETURN THIS EXECUTION OF OFFER WITH THE PROPOSER’S PROPOSAL MAY RESULT IN
THE REJECTION OF THE PROPOSAL.
2.1 By signature hereon, Proposer represents and warrants the following:
2.1.1 Proposer acknowledges and agrees that (1) this RFP is a solicitation for a proposal and is not a contract or an
offer to contract; (2) the submission of a proposal by Proposer in response to this RFP will not create a contract
between University and Proposer; (3) University has made no representation or warranty, written or oral, that
one or more contracts with University will be awarded under this RFP; and (4) Proposer will bear, as its sole risk
and responsibility, any cost arising from Proposer’s preparation of a response to this RFP.
2.1.2 Proposer is a reputable company that is lawfully and regularly engaged in providing the Services.
2.1.3 Proposer has the necessary experience, knowledge, abilities, skills, and resources to perform the Services.
2.1.4 Proposer is aware of, is fully informed about, and is in full compliance with all applicable federal, state and local
laws, rules, regulations and ordinances.
2.1.5 Proposer understands (i) the requirements and specifications set forth in this RFP and (ii) the terms and
conditions set forth in the Agreement under which Proposer will be required to operate.
2.1.6 If selected by University, Proposer will not delegate any of its duties or responsibilities under this RFP or the
Agreement to any sub-contractor, except as expressly provided in the Agreement.
2.1.7 If selected by University, Proposer will maintain any insurance coverage as required by the Agreement during
the term thereof.
2.1.8 All statements, information and representations prepared and submitted in response to this RFP are current,
complete, true and accurate. Proposer acknowledges that University will rely on such statements, information
and representations in selecting Contractor. If selected by University, Proposer will notify University immediately
of any material change in any matters with regard to which Proposer has made a statement or representation or
provided information.
2.1.9 PROPOSER WILL DEFEND WITH COUNSEL APPROVED BY UNIVERSITY, INDEMNIFY, AND HOLD HARMLESS UNIVERSITY,
THE UNIVERSITY OF TEXAS SYSTEM, THE STATE OF TEXAS, AND ALL OF THEIR REGENTS, OFFICERS, AGENTS AND
EMPLOYEES, FROM AND AGAINST ALL ACTIONS, SUITS, DEMANDS, COSTS, DAMAGES, LIABILITIES AND OTHER CLAIMS OF
ANY NATURE, KIND OR DESCRIPTION, INCLUDING REASONABLE ATTORNEYS’ FEES INCURRED IN INVESTIGATING,
DEFENDING OR SETTLING ANY OF THE FOREGOING, ARISING OUT OF, CONNECTED WITH, OR RESULTING FROM ANY
NEGLIGENT ACTS OR OMISSIONS OR WILLFUL MISCONDUCT OF PROPOSER OR ANY AGENT, EMPLOYEE,
SUBCONTRACTOR, OR SUPPLIER OF PROPOSER IN THE EXECUTION OR PERFORMANCE OF ANY CONTRACT OR
AGREEMENT RESULTING FROM THIS RFP.
2.1.10 Pursuant to Sections 2107.008 and 2252.903, Government Code, any payments owing to Proposer under any
contract or agreement resulting from this RFP may be applied directly to any debt or delinquency that Proposer
owes the State of Texas or any agency of the State of Texas regardless of when it arises, until such debt or
delinquency is paid in full.
2.2 By signature hereon, Proposer offers and agrees to furnish the Services to University and comply with all terms,
conditions, requirements and specifications set forth in this RFP.
2.3 By signature hereon, Proposer affirms that it has not given or offered to give, nor does Proposer intend to give at any time
hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor or service to a
public servant in connection with its submitted proposal. Failure to sign this Execution of Offer, or signing with a false
statement, may void the submitted proposal or any resulting contracts, and the Proposer may be removed from all
proposal lists at University.
2.4 By signature hereon, Proposer certifies that it is not currently delinquent in the payment of any taxes due under
Chapter 171, Tax Code, or that Proposer is exempt from the payment of those taxes, or that Proposer is an out-of-state
taxable entity that is not subject to those taxes, whichever is applicable. A false certification will be deemed a material
breach of any resulting contract or agreement and, at University's option, may result in termination of any resulting
contract or agreement.
2.5 By signature hereon, Proposer hereby certifies that neither Proposer nor any firm, corporation, partnership or institution
represented by Proposer, or anyone acting for such firm, corporation or institution, has violated the antitrust laws of the
State of Texas, codified in Section 15.01, et seq., Business and Commerce Code, or the Federal antitrust laws, nor
communicated directly or indirectly the proposal made to any competitor or any other person engaged in such line of
business.
APPENDIX ONE
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APPENDIX ONE
2.6 By signature hereon, Proposer certifies that the individual signing this document and the documents made a part of this
RFP, is authorized to sign such documents on behalf of Proposer and to bind Proposer under any agreements and other
contractual arrangements that may result from the submission of Proposer’s proposal.
2.7 By signature hereon, Proposer certifies as follows:
"Under Section 231.006, Family Code, relating to child support, Proposer certifies that the individual or business entity
named in the Proposer’s proposal is not ineligible to receive the specified contract award and acknowledges that any
agreements or other contractual arrangements resulting from this RFP may be terminated if this certification is
inaccurate."
2.8 By signature hereon, Proposer certifies that (i) no relationship, whether by blood, marriage, business association, capital
funding agreement or by any other such kinship or connection exists between the owner of any Proposer that is a sole
proprietorship, the officers or directors of any Proposer that is a corporation, the partners of any Proposer that is a
partnership, the joint venturers of any Proposer that is a joint venture or the members or managers of any Proposer that is
a limited liability company, on one hand, and an employee of any component of The University of Texas System, on the
other hand, other than the relationships which have been previously disclosed to University in writing; (ii) Proposer has not
been an employee of any component institution of The University of Texas System within the immediate twelve (12)
months prior to the Submittal Deadline; and (iii) no person who, in the past four (4) years served as an executive of a
state agency was involved with or has any interest in Proposer’s proposal or any contract resulting from this RFP (ref.
Section 669.003, Government Code). All disclosures by Proposer in connection with this certification will be subject to
administrative review and approval before University enters into a contract or agreement with Proposer.
2.9 By signature hereon, Proposer certifies that in accordance with Section 2155.004, Government Code, no compensation
has been received for its participation in the preparation of the requirements or specifications for this RFP. In addition,
Proposer certifies that an award of a contract to Proposer will not violate Section 2155.006, Government Code, prohibiting
University from entering into a contract that involves financial participation by a person who, during the previous five
years, has been convicted of violating federal law or assessed a penalty in a federal civil or administrative enforcement
action in connection with a contract awarded by the federal government for relief, recovery, or reconstruction efforts as a
result of Hurricane Rita, Hurricane Katrina, or any other disaster occurring after September 24, 2005. Pursuant to
Sections 2155.004 and 2155.006, Government Code, Proposer certifies that Proposer is not ineligible to receive the
award of or payments under the Agreement and acknowledges that the Agreement may be terminated and payment
withheld if these certifications are inaccurate.
2.10 By signature hereon, Proposer certifies its compliance with all federal laws and regulations pertaining to Equal
Employment Opportunities and Affirmative Action.
2.11 By signature hereon, Proposer represents and warrants that all products and services offered to University in response to
this RFP meet or exceed the safety standards established and promulgated under the Federal Occupational Safety and
Health Law (Public Law 91-596) and the Texas Hazard Communication Act, Chapter 502, Health and Safety Code, and all
related regulations in effect or proposed as of the date of this RFP.
2.12 Proposer will and has disclosed, as part of its proposal, any exceptions to the certifications stated in this Execution of
Offer. All such disclosures will be subject to administrative review and approval prior to the time University makes an
award or enters into any contract or agreement with Proposer.
2.13 If Proposer will sell or lease computer equipment to the University under any agreements or other contractual
arrangements that may result from the submission of Proposer’s proposal then, pursuant to Section 361.965(c), Health &
Safety Code, Proposer certifies that it is in compliance with the Manufacturer Responsibility and Consumer Convenience
Computer Equipment Collection and Recovery Act set forth in Chapter 361, Subchapter Y, Health & Safety Code and the
rules adopted by the Texas Commission on Environmental Quality under that Act as set forth in Title 30, Chapter 328,
Subchapter I, Texas Administrative Code. Section 361.952(2), Health & Safety Code, states that, for purposes of the
Manufacturer Responsibility and Consumer Convenience Computer Equipment Collection and Recovery Act, the term
“computer equipment” means a desktop or notebook computer and includes a computer monitor or other display device
that does not contain a tuner.
2.14 Proposer should complete the following information:
If Proposer is a Corporation, then State of Incorporation:
If Proposer is a Corporation then Proposer’s Corporate Charter Number: ______
Proposers Federal Tax ID Number: _____________________
RFP No.: 744-1116
APPENDIX ONE
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APPENDIX ONE
NOTICE: WITH FEW EXCEPTIONS, INDIVIDUALS ARE ENTITLED ON REQUEST TO BE INFORMED ABOUT THE INFORMATION THAT
GOVERNMENTAL BODIES OF THE STATE OF TEXAS COLLECT ABOUT SUCH INDIVIDUALS. UNDER SECTIONS 552.021 AND 552.023,
GOVERNMENT CODE, INDIVIDUALS ARE ENTITLED TO RECEIVE AND REVIEW SUCH INFORMATION. UNDER SECTION 559.004, GOVERNMENT
CODE, INDIVIDUALS ARE ENTITLED TO HAVE GOVERNMENTAL BODIES OF THE STATE OF TEXAS CORRECT INFORMATION ABOUT SUCH
INDIVIDUALS THAT IS INCORRECT.
Submitted and Certified By:
(Proposer Institution’s Name)
(Signature of Duly Authorized Representative)
(Printed Name/Title)
(Date Signed)
(Proposer’s Street Address)
(City, State, Zip Code)
(Telephone Number)
(FAX Number)
_________________________________________________________________________
(Email Address)
APPENDIX ONE
Page 7 of 10
APPENDIX ONE
SECTION 3
PROPOSER’S GENERAL QUESTIONNAIRE
NOTICE: WITH FEW EXCEPTIONS, INDIVIDUALS ARE ENTITLED ON REQUEST TO BE INFORMED ABOUT THE INFORMATION THAT
GOVERNMENTAL BODIES OF THE STATE OF TEXAS COLLECT ABOUT SUCH INDIVIDUALS. UNDER SECTIONS 552.021 AND 552.023,
GOVERNMENT CODE, INDIVIDUALS ARE ENTITLED TO RECEIVE AND REVIEW SUCH INFORMATION. UNDER SECTION 559.004, GOVERNMENT
CODE, INDIVIDUALS ARE ENTITLED TO HAVE GOVERNMENTAL BODIES OF THE STATE OF TEXAS CORRECT INFORMATION ABOUT SUCH
INDIVIDUALS THAT IS INCORRECT.
Proposals must include responses to the questions contained in this Proposer’s General Questionnaire. Proposer should reference
the item number and repeat the question in its response. In cases where a question does not apply or if unable to respond,
Proposer should refer to the item number, repeat the question, and indicate N/A (Not Applicable) or N/R (No Response), as
appropriate. Proposer will explain the reason when responding N/A or N/R.
3.1 Proposer Profile
3.1.1 Legal name of Proposer company:
Address of principal place of business:
Address of office that would be providing service under the Agreement:
Number of years in Business:
State of incorporation:
Number of Employees:
Annual Revenues Volume:
Name of Parent Corporation, if any ______________________________
NOTE: If Proposer is a subsidiary, University prefers to enter into a contract or agreement
with the Parent Corporation or to receive assurances of performance from the Parent
Corporation.
3.1.2 State whether Proposer will provide a copy of its financial statements for the past two (2) years, if requested by
University.
3.1.3 Proposer will provide a financial rating of the Proposer entity and any related documentation (such as a Dunn
and Bradstreet analysis) that indicates the financial stability of Proposer.
3.1.4 Is Proposer currently for sale or involved in any transaction to expand or to become acquired by another
business entity? If yes, Proposer will explain the expected impact, both in organizational and directional terms.
3.1.5 Proposer will provide any details of all past or pending litigation or claims filed against Proposer that would
affect its performance under an Agreement with University (if any).
3.1.6 Is Proposer currently in default on any loan agreement or financing agreement with any bank, financial
institution, or other entity? If yes, Proposer will specify the pertinent date(s), details, circumstances, and
describe the current prospects for resolution.
3.1.7 Proposer will provide a customer reference list of no less than three (3) organizations with which Proposer
currently has contracts and/or to which Proposer has previously provided services (within the past five (5)
years) of a type and scope similar to those required by University’s RFP. Proposer will include in its customer
reference list the customer’s company name, contact person, telephone number, project description, length of
business relationship, and background of services provided by Proposer.
APPENDIX ONE
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APPENDIX ONE
3.1.8 Does any relationship exist (whether by family kinship, business association, capital funding agreement, or any
other such relationship) between Proposer and any employee of University? If yes, Proposer will explain.
3.1.9 Proposer will provide the name and Social Security Number for each person having at least 25% ownership
interest in Proposer. This disclosure is mandatory pursuant to Section 231.006, Family Code, and will be used
for the purpose of determining whether an owner of Proposer with an ownership interest of at least 25% is more
than 30 days delinquent in paying child support. Further disclosure of this information is governed by the Texas
Public Information Act, Chapter 552, Government Code, and other applicable law.
3.2 Approach to Project Services
3.2.1 Proposer will provide a statement of the Proposer’s service approach and will describe any unique benefits to
University from doing business with Proposer. Proposer will briefly describe its approach for each of the
required services identified in Section 5.4 Scope of Work of this RFP.
3.2.2 Proposer will provide an estimate of the earliest starting date for services following execution of an Agreement.
3.2.3 Proposer will submit a work plan with key dates and milestones. The work plan should include:
3.2.3.1 Identification of tasks to be performed;
3.2.3.2 Time frames to perform the identified tasks;
3.2.3.3 Project management methodology;
3.2.3.4 Implementation strategy; and
3.2.3.5 The expected time frame in which the services would be implemented.
3.2.4 Proposer will describe the types of reports or other written documents Proposer will provide (if any) and the
frequency of reporting, if more frequent than required in the RFP. Proposer will include samples of reports and
documents if appropriate.
3.3 General Requirements
3.3.1 Proposer will provide summary resumes for its proposed key personnel who will be providing services under the
Agreement with University, including their specific experiences with similar service projects, and number of
years of employment with Proposer.
3.3.2 Proposer will describe any difficulties it anticipates in performing its duties under the Agreement with University
and how Proposer plans to manage these difficulties. Proposer will describe the assistance it will require from
University.
3.4 Service Support
Proposer will describe its service support philosophy, how it is implemented, and how Proposer measures its success in
maintaining this philosophy.
3.5 Quality Assurance
Proposer will describe its quality assurance program, its quality requirements, and how they are measured.
3.6 Miscellaneous
3.6.1 Proposer will provide a list of any additional services or benefits not otherwise identified in this RFP that
Proposer would propose to provide to University. Additional services or benefits must be directly related to the
goods and services solicited under this RFP.
3.6.2 Proposer will provide details describing any unique or special services or benefits offered or advantages to be
gained by University from doing business with Proposer. Additional services or benefits must be directly related
to the goods and services solicited under this RFP.
3.6.3 Does Proposer have a contingency plan or disaster recovery plan in the event of a disaster? If so, then
Proposer will provide a copy of the plan.
APPENDIX ONE
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APPENDIX ONE
SECTION 4
ADDENDA CHECKLIST
Proposal of: ___________________________________
(Proposer Company Name)
To: The University of Texas Health Science Center at Houston
Ref.: Performance and Talent Management Software Application
RFP No.: 744-1116
Ladies and Gentlemen:
The undersigned Proposer hereby acknowledges receipt of the following Addenda to the captioned RFP (initial if
applicable).
No. 1 _____ No. 2 _____ No. 3 _____ No. 4 _____ No. 5 _____
Respectfully submitted,
Proposer: ________________________
By: ___________________________
(Authorized Signature for Proposer)
Name: _________________________
Title: __________________________
Date: _____________________
APPENDIX ONE
Page 10 of 10
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