REQUEST FOR PROPOSAL Independent Verification & …

1 THE TEXAS A&M UNIVERSITY SYSTEM Office of HUB & Procurement Programs REQUEST FOR PROPOSAL Human Capital Management Independent Verification & validation Services RFP NUMBER: RFP01 CIO-16-001 PROPOSAL MUST BE RECEIVED PRIOR TO: 2:00 Central time on December 1, 2015 MAIL, HAND DELIVER, AND/OR EXPRESS MAIL PROPOSAL TO: The Texas A&M University System HUB & Procurement Programs 301 Tarrow 3rd Floor, Suite 366 College Station, TX 77840 Attn: Jeff Zimmermann Show RFP Number, Opening Date and Time on Return Envelope NOTE: PROPOSAL must be time stamped at The Texas A&M University System Office of Procurement and HUB Programs before the hour and date specified for receipt of PROPOSAL .

2 Pursuant to the Provisions of Texas Government Code Title 10, Chapter , sealed proposals will be received until the date and time established for receipt. After receipt, only the names of RESPONDENTs will be made public. Prices and other PROPOSAL details will only be divulged after a contract is executed, if any. REFER INQUIRIES TO: Jeff Zimmermann, Director The Texas A&M University System HUB & Procurement Programs 301 Tarrow 3rd Floor College Station, TX 77840 Email: All proposals shall become the property of the State of Texas upon receipt. Proposals may be subject to public review after contracts have been executed.

3 VENDORS responding to this PROPOSAL are cautioned not to include any proprietary information as part of their PROPOSAL unless such proprietary information is carefully identified as such in writing. Notwithstanding the foregoing, the A&M System is subject to the Texas Public Information Act. The Texas A&M University System RFP01 CIO-16-001 Page 2 of 32 HCM IVV TABLE OF CONTENTS SECTION 1. INTRODUCTION _____ 3 Scope .. 3 Project Goals and Objectives .. 3 Background .. 3 Priorities/Expectations .. 5 Performance Period .. 5 Glossary of Terms and Acronyms .. 5 SECTION 2. INSTRUCTIONS FOR RESPONDENTS _____ 7 Calendar of Events.

4 7 Examination of the REQUEST for PROPOSAL .. 8 Submittal Instructions and Delivery of Submittals .. 8 PROPOSAL Components .. 8 Inquiries and Interpretations .. 9 Selection Process .. 9 Evaluation Process and Criteria .. 10 HUB Subcontracting Plan .. 11 SECTION 3. SCOPE & PROPOSAL _____ 13 Introduction .. 13 Requested Services and Responsibilities .. 13 Required 13 Verification Services .. 14 validation Services .. 14 Major Tasks and Deliverables .. 15 Develop, Execute and Maintain IV&V Plan .. 15 Identify Project Risks and Issues .. 16 Deliverable Evaluation and Reporting .. 16 Staffing Requirements .. 16 Specific 16 Locations.

5 17 Hours of Operations .. 17 Workspace and Parking .. 17 Substitution and Removal of Personnel .. 17 SECTION 4. RESPONDENT S QUESTIONNAIRE _____ 19 Company Profile .. 19 Technical PROPOSAL .. 19 Cost PROPOSAL .. 22 SECTION 5. GENERAL TERMS AND CONDITIONS _____ 24 Exhibit A Execution of Offer .. 30 Exhibit B Non-Collusion Affidavit .. 32 Attachments: Appendix A: Cost Schedules The Texas A&M University System RFP01 CIO-16-001 Page 3 of 32 HCM IVV SECTION 1 INTRODUCTION Scope The Texas A&M University System (TAMUS or A&M System) is seeking proposals to select a single RESPONDENT to provide Independent Verification and validation (IV&V) services for the Workday Human Capital Management (HCM) and Payroll project as described in Section 2.

6 It is the intent of TAMUS to establish an agreement with a qualified company for the requirements listed. By submitting responses, each RESPONDENT (also referred to herein as Vendor ) certifies that it understands this RFP and has full knowledge of the scope, nature, quality, and quantity of the work to be performed, the detailed requirements of the services to be provided, and the conditions under which the services are to be performed. Each RESPONDENT also certifies that it understands that all costs relating to preparing and responding to this RFP will be the sole responsibility of the RESPONDENT. Project Goals and Objectives The goals of the HCM Project are to: Implement a Workday HCM/Payroll system that meets the critical business requirements of TAMUS members by eliminating outdated and redundant systems, maximizing the efficiency of managing system resources, enhancing security and ensuring transparency; Successfully implement to all System Members on time and within budget; Implement the HCM system in a manner that supports System-wide standardization of data and business processes; and Implement the HCM system in a manner that is cost-effective to maintain.

7 A System Integrator will be selected as an implementation partner to help accomplish the above goals. This RFP is issued to solicit responses for the provision of the IV&V services for the HCM Project. The successful RESPONDENT for these IV&V services will not have any other involvement in the HCM Project other than the IV&V services described herein. In addition to the scope discussed in this RFP, RESPONDENTs should review the contents of the Human Capital Management Implementation Services RFP to understand the scope of work being asked of the System Integrator. See link below: Background The A&M System is one of the largest systems of higher education in the nation, with a statewide network of 11 universities, seven state agencies and a comprehensive health science center.

8 A&M System members educate more than 137,000 students and reach another 22 million people through service each year. With more than 28,000 faculty and staff, the A&M System has a physical presence in 250 of the state s 254 counties and a programmatic presence in every one. Externally funded research expenditures exceed $820 million to help drive the state s economy. For more information about TAMUS, go to TAMUS relies on information technology to carry out its mission of teaching, research, and service. The HR/Payroll and Financial administrative systems support critical business processes that assist in achieving this mission.

9 The major administrative systems in place, Budget/Payroll/Personnel (BPP) System and the Financial Accounting Management Information System (FAMIS), have served TAMUS for many years. The BPP System is an integrated data management system used by each member of TAMUS. Its core function is to support the data processing and reporting requirements for the three functional areas of budget planning, payroll processing and personnel record-keeping. Through its mainframe and web interfaces, the BPP System provides standardization in data collection, storage and reporting. The Texas A&M University System RFP01 CIO-16-001 Page 4 of 32 HCM IVV Developed in the late 1970's, the BPP System was originally designed to be accessed via an IBM 3270 terminal type of computer.

10 Today, processors utilize terminal emulation software on a standard PC to directly access each of the BPP System 'green screens'. In the early to mid-2000's, web applications were developed to allow employees and administrators to directly enter data into the BPP System instead of relying on administrative processors. These applications include an absence system (LeaveTraq), time sheets and pay processing (TimeTraq), monthly pay approval (Monthly Payroll), employee demographics and self-service (HRConnect) and benefits enrollment (iBenefits). The BPP System shares data with many internal and external systems.