RFP process underway
The RFP for the new TAMUS HR/Payroll Software was posted on August 28th and we are pleased to say we are getting more interest than anticipated from the software community. Vendors are asking lots of detailed questions and actively providing responses through the online RFP site. We had representatives from eleven vendors at the pre-proposal conference on September 8th. We know some of those are only interested in the implementation phase, but do expect four viable bids from large vendors with comprehensive HR/Payroll management systems.
As would be expected, a software proposal such as ours is very complex and several premiere vendors requested an extension of the timeline, which we have granted in order to get the best possible RFP outcome. Bids will not close until October 10, 2014. The extension provides more time to vendors for their proposal development, and due to the high interest and positive response to date, we will build in additional time for vendor demonstrations
You can read the entire RFP including amendments and answers to vendor questions here.
Evaluation Team
We have formed an Evaluation Team who will do the critically detailed work of reviewing vendor proposals and providing recommendations the Executive Steering Committee. We are very glad to have the team members – listed below – who have a wide range of skills and experience to contribute to the process. They have already attended an orientation meeting and will be devoting many hours to this endeavor over the next several months. We truly appreciate their willingness to serve on this team and provide leadership as we begin a process that will have lasting impact on the Texas A&M University System for years to come.
| Name | Title | System member |
|---|---|---|
| Mark Schulz (Chairman) | IT Enterprise Architect | System Offices |
| Gary Barnes | Assoc. V.P. For Finance and Controller | TAMU |
| Teresa Bass | Comptroller | System Offices |
| Dr. Michael Benedik | Dean Of Faculties & Associate Provost | TAMU |
| Joe Corn | Director of Payroll and Benefits | Ag Programs |
| Barbara Corvey | Chief Human Resources Officer | TAMU Commerce |
| Debra Cortinas | Director Of Human Resources | TAMU Corpus Christi |
| Danny Grimes | Director of Payroll | TAMU |
| Randy Guillot | Manager, B/P/P Operations Center | System Offices |
| Lallah Howard | Assoc. V.P., Fiscal Affairs & Comptroller | TAMU Kingsville |
| Carol Manthei | Principal Software Developer | System Offices |
| Rayellen Milburn | Senior Associate Vice Pres & Controller | HSC |
| Damon Slaydon | Director, Human Resources | TEES |
| DeAnna White | Assistant Director Of Human Resources | TAMU |
Evaluation Process
The evaluation process has 3 objectives:
- Determine the HR/Payroll software that best satisfies the requirements specified in the RFP.
- Ensure that the interests of all TAMUS system member institutions/agencies are considered.
- Conduct a fair and objective assessment of all interested vendors.
The evaluation team will review proposals, participate in discovery/clarification sessions with selected vendors, conduct reference checks and site visits, observe software demonstrations and review feedback from the HR /Payroll Advisory Committee. The team will meet with the HR/Payroll Advisory Committee several times during the process to update them on progress and solicit their input.
When the process is complete, the team will deliver a report and presentation to the Executive Steering Committee recommending a software vendor to provide the new TAMUS HR/Payroll software.
We have a detailed Evaluation Process document that will guide the efforts of the Evaluation Team and other responsible parties. Contact Carol Manthei if you would like a copy of that document.
New Schedule
The project schedule has changed to accommodate the extended RFP timeline and to allow for up to three vendors to provide software demonstrations rather than just two.
Here are the new target dates:
- RFP closes October 10, 2014.
- October/November: Evaluation Team reviews responses.
- November: Evaluation team to determine a vendor short list.
- November: HR/Payroll Advisory Committee meeting/update
- December/January – site visits and reference checks.
- January: Software Demonstrations in College Station.
- February: Software Demonstrations in Commerce and Kingsville.
- Late February/ early March – HR/Payroll Advisory Committee meeting/update.
- Mid-March – Recommendation presented to Steering Committee.
Website
Work is actively underway on the project website. We hope to launch it later this month.