STANDING ROCKHOUSING AUTHORITY
REQUEST FORPROPOSAL (RFP)
HUMAN RESOURCES INFORMATION SYSTEMS (HRIS).MUST INCLUDE:
· TIMECLOCK,
· PAYROLL,
· FINANCE,
· HUMAN RESOURCES FUNCTIONS
StandingRock Housing Authority
POBox # 769
133392nd St
FortYates, North Dakota 58538
Phone:701-854-7549 | Fax: 701-854-3701
Rhenandez@standingrockhousing.org
RFP ID: 2003086
Prepared By: Roberto Hernandez, SRHA Procurement Officer
Date: 04/17/2023
REQUEST FORPROPOSAL
HUMAN RESOURCESINFORMATION SYSTEMS, (HRIS)
Fort Yates -North Dakota
RFP ID: 2003086
PROPOSAL SUBMISSION DEADLINE: MAY 29TH,2023 4:00 PM
QUESTION SUBMISSION DEADLINE: MAY 22ND,2023 4:00 PM
Completed Proposals or Questions may besubmitted in written form to:
Contact Name: RobertoHernandez, SRHA Procurement Officer
Contact Address: POBox 769, 1333 92nd Street
FORT YATES, North Dakota 58538
Telephone Number: 701-854-7549
Email Address: Rhernandez@standingrockhousing.org
INTRODUCTION
StandingRock Housing Authority invites and welcomes proposals for their
HUMANRESOURCES INFORMATION SYSTEMS, (HRIS). MUST INCLUDE;
• TIMECLOCK,
• PAYROLL,
• FINANCE,
• HUMAN RESOURCES FUNCTIONS.
This Request for Proposals (“RFP”)issued by the Standing Rock Housing Authority (“SRHA”) is INITIALLYlimited to proposals from contractors who are TERO-certified and Indian-ownedunder Standing Rock Sioux Tribal law. If SRHA finds that noTERO-certified and Indian-owned contractor who has submitted a proposal isqualified as provided herein, this RFP shall be re-issued for proposals by allcontractors, regardless of certification and ownership. Copies of the TERO“Compliance Plan”, as well as the “SRST EPA 1% Permit” forms areincluded at the end of this RFP. Pleasetake the time to carefully read and become familiar with the proposalrequirements. All proposals submitted for consideration must be received by thetime specified above under the "PROPOSAL SUBMISSION DEADLINE.
BIDDERS SHOULD NOTE THAT ANY ANDALL WORK INTENDED TO BE SUBCONTRACTED AS PART OF THE BID SUBMITTAL MUST BEACCOMPANIED BY BACKGROUND MATERIALS AND REFERENCES FOR PROPOSEDSUBCONTRACTOR(S) AND WILL BE SUBJECT TO TERO GUIDELINES– NO EXCEPTIONS.
PROJECT AND LOCATION
The project associated with this RFP is orshall be located at Standing Rock Housing Authority 1333 92nd Street, FortYates, North Dakota 58538.
PROJECT MANAGER CONTACT INFORMATION
The following individual(s) are the assignedcontacts for the following:
For questions or information regardingDirections, details contact:
Name: RobertoHernandez
Title: ProcurementOfficer
Phone: 701-854-7549
Fax: 701-854-3701
Email: Rhernandez@standingrockhousing.org
PROJECT OBJECTIVE
The objective and goal for this project isthe Standing Rock Housing Authority, located in Fort Yates, ND, is seeking proposalsfrom qualified contractors to improve/update/replace the system wecurrently have in place. We are seeking a service that provides:
HUMAN RESOURCESINFORMATION SYSTEMS (HRIS). MUST INCLUDE:
• TIMECLOCK,
• PAYROLL,
• FINANCE,
• HUMAN RESOURCES FUNCTIONS.
PROJECT SCOPE AND SPECIFICATIONS
The SRHA, located in Fort Yates, ND, is seeking aservice that provides:
HUMAN RESOURCES INFORMATION SYSTEMS,(HRIS). MUST INCLUDE:
• TIMECLOCK,
• PAYROLL,
• FINANCE,
• HUMANRESOURCES FUNCTIONS.
SCHEDULED TIMELINE
The following timeline has been establishedto ensure that our project objective is achieved; however, the followingproject timeline shall be subject to change when deemed necessary bymanagement.
MILESTONE DATE
Installation / conversion to the newsystem to begin by June2023.
PROJECT PROPOSAL EXPECTATIONS
Standing Rock Housing Authority shallaward the contract to the proposal that best accommodates the various project requirements.Standing Rock Housing Authority reserves the right to:
(i) award any contract prior to the proposaldeadline or prior to the receipt of all proposals,
(ii) award the contract to more than oneBidder, and
(iii) refuse any proposal or contract.
PROPOSAL SELECTION CRITERIA
Only those proposals received by thestated deadline will be considered. All proposals, submitted by the deadline,will be reviewed, and evaluated based upon information provided in thesubmitted proposal. In addition, consideration will be given to cost andperformance projections. Furthermore, the following criteria will be givenconsiderable weight in the proposal
SELECTION PROCESS:
1. Proposalsreceived by the stipulated deadline must be in the correct format.
2. Bidder's alleged performance effectivenessof their proposal's solution.
3. Bidder's performance history and allegedability to timely deliver proposed services.
4. Bidder's ability to provide and deliverqualified personnel having the knowledge and skills required to executeproposed services effectively and efficiently.
5. Overall cost effectiveness of theproposal. Standing Rock Housing Authority reserves the right to cancel,suspend, and/or discontinue any proposal at any time, without obligation ornotice to the proposing bidder.
6. Alldisputes under the contract shall be resolved by binding arbitration. Any suchdisputes shall be governed by the laws of the Standing Rock Sioux Tribe.
7. Alldocuments, analysis, reports, designs, drawings, specifications, and other workdeveloped in the performance of this agreement by the contractor shall be orbecome the sole property of the SRHA and shall not be used for any otherpurpose, nor shall the same be released to any third party without the expresswritten consent of the SRHA.
8. Ifthere is any debt owing by the contractor - or owner or key personnel of thesame - to SRHA, strict repayment provisions, the violation or denial of whichshall be immediate grounds for termination and/or award of the contract.
9. Thecontract shall be terminable by SRHA with or without cause.
10. Otherprovisions as required by Tribal law, SRHA policy and/or federal law.
PROPOSAL SUBMISSION FORMAT
The following is a list of informationthat the Bidder should include in their proposal submission:
SUMMARY OF BIDDER BACKGROUND
1. Bidder's Name(s)
2. Bidder/Contractor Address
3. Bidder/Contractor Contact Information(and preferred method of communication)
4. Legal Formation of Bidder (e.g., soleproprietor, partnership, corporation)
5. Date Bidder/Contractor Company wasFormed
6. Description of Bidder's company interms of size, range and types of services offered and clientele.
7. Bidder/Contractor principal officers (e.g.,President, Chairman, Vice President(s), Secretary, Chief Operating Officer,Chief Financial Officer, General Managers) and length of time each officer hasperformed in his/her field of expertise.
8. Bidder/Contractor Federal EmployeeIdentification Number (FEIN)
9. Evidence of legal authority to conductbusiness in North Dakota (e.g., business license).
10. Evidence of established track recordfor providing services and/or deliverables that are the subject of thisproposal.
11. Organization chart showing keypersonnel that would provide services to Standing Rock Housing Authority.
12. All expenses that will be incurred, billing rates andhourly fees and annual costs. If applicable, provide a list of pricing or costfor travel, expenses and any other elements included in the proposed contractprice.
13. A detailed description of the services to be provided.
14. Documentation verifying whether the company is certifiedby TERO as an Indian-owned and operated business, and document efforts thebusiness makes and will make to ensure that Indian preference is used in itshiring and employment practices.
NOTE: It is the responsibility of the contractor tocomplete and submit the required SRST EPA / TERO forms/documentation which areattached to this RFP.
FINANCIAL INFORMATION
· State whether the Bidder or its parentcompany (if any) has ever filed for bankruptcy or any form of reorganization underthe bankruptcy code.
· State whether the Bidder or its parentcompany (if any) has ever received any sanctions or is currently under investigationby any regulatory or governmental body.
PROPOSED OUTCOME
· Summary of timeline and work to becompleted.
EQUIPMENT OR SERVICE
· List all equipment or services requiredfor this proposed project and the number of each.
· Detailed estimated cost for each pieceof equipment or service.
· List any or equipment or servicesrequired of a subcontractor, along with a brief explanation.
· List any accommodation, services, orspace required from Standing Rock Housing Authority, along with a brief explanation.
COST PROPOSAL SUMMARY AND BREAKDOWN
· A detailed list of all expected costs orexpenses related to the proposed project.
· Summary and explanation of any othercontributing expenses to the total cost.
· Summary of the total cost of theproposal.
LICENSING AND BONDING
· Provide details of licenses and bonds(if any) for any proposed services that the bidder/contractor may plan on providingfor this project.
INSURANCE
· Details of any liability or otherinsurance provided regarding the staff or project.
REFERENCES
· Provide 5 references
By submitted a proposal, Bidder agreesthat Standing Rock Housing Authority may contact all submitted references toobtain all information regarding Bidder's performance.
CONTRACTAWARD PROCESS.
Upon receiving allproposals by the deadline provided herein, SRHA shall decide that each proposedcontractor is qualified as provided herein. If the contractor is determined tobe unqualified, SRHA shall send the proposed contractor a written notice of thesame and provide details on why the proposed contractor is not qualified. SRHAshall then award the contract based on price.
INDIANPREFERENCE:
SRHA first limits its pool of contractors to Indian-owned,certified entities. If no Indian-owned, certified entity that has submitted aproposal by the deadline is determined to be qualified, SRHA shall then openbidding to all contractors.
Enclosure: [FOLLOWING 11PAGES] TERO & SRST EPA forms
For any questions regarding TERO / EPA forms contact AnnaCotanny at the info below.
Anna Cotanny: 701-854-7295