1. RFI SUBMITTAL FORM
Respondents are requested to provide a concise and focused response to this RFI as outlined in the
Submittal Form
COMPANY BACKGROUND
Name of Company Excalibur Consultancy
Name of Contact Person Jessie Dela Peña, Anna Grigoreva, & Venus Sachdeva
Phone Number +1 (604) 318 4484, +1 (236) 992 1671, & +1 (778) 320 6950
Email Address jessameen.delapena@kpu.ca, anna.grigoreva@student.kpu.ca, &
venus.sachdeva@kpu.ca
2. Request for Information: Payroll & Human Resource Software Solution
QUESTION 1: BUDGET & PRICING STRUCTURE
LABC has budgeted $200,000 for implementation and an annual budget of $150,000 for licensing,
maintenance and support (refer to Section 5.2 of the draft OS NRFP). (2-page maximum)
a) Do you think that this budget is appropriate for the Solution to deliver all the requirements as
detailed in the draft OS NRFP? If not, please explain why.
b) Please explain the most ideal, cost effective and manageable licensing cost structure for the
Solution – enterprise version, per user basis or any other.
Excalibur Consultancy recommends that LABC addresses its payroll and HRIS system needs by
implementing Dayforce Human Capital Management (HCM) 10.1, a cloud-based human capital
management software by Ceridian. This software has the latest features and enhancements, including
payroll, benefits, time and attendance, real-time analytics, and talent management.
However, we acknowledge that before implementing Dayforce HCM, we must integrate it first with the
existing Microsoft (MS) Dynamics Great Plains (GP) Financial module. This integration will ensure the
new HRIS, and financial systems work seamlessly together. As LABC is only replacing the current MS
Dynamics GP payroll module while maintaining the financial module already in place, it is crucial to
manage the costs associated with the integration.
To date, LABC currently has 787 employees in various roles, consisting of 500 regular employees and
200 auxiliary employees, with 87 employees in the MLA Office. As the HRIS system’s cost must not
exceed the organization’s salaries, wages, and expenses, it is vital to balance the price with the need to
streamline payroll and HR processes. To provide unlimited access to the software for all 787
employees, LABC can obtain the enterprise license. The estimated total cost of implementation and
annual costs amount to $120,000 and $130,000, respectively, are within the allocated budget. Further
details on budget items are available in the budget proposal on the next page.
Factoring all costs relating to the setting up of the integration, as well as the price of any additional
software tools or configurations, and the cost of maintenance, support, and upgrading of any
integration tools, we believe that the software is cheaper than the budget for implementation but
delivers the best results. Hence, integrating Dayforce HCM with the existing MS Dynamics Great Plains
Financial module will provide LABC with a comprehensive solution that meets all their HRIS and
financial needs. Moreover, implementing Dayforce HCM would increase efficiency, reduce workload for
HR personnel, and improve compliance with labor laws and regulations.
Furthermore, over two years, we see the full implementation of Dayforce HCM, and the MS Dynamics
Great Plains will no longer be in use. This transition period can be managed effectively by providing
adequate employee training and support. Finally, Excalibur Consultancy believes this budget proposal is
reasonable and feasible, providing a sound investment for the organization. With the integration of
Dayforce HCM and the MS Dynamics Great Plains Financial module, LABC will have a robust HRIS
system that can support their current and future needs.
3. Request for Information: Payroll & Human Resource Software Solution
On the budget proposal, we strongly believe in acquiring the enterprise license for the software as it
offers the most desirable, economical, and manageable licensing framework for the solution due to
the following reasons:
• It permits the software to be used limitlessly throughout the organization without paying
additional licensing fees for each device or user.
• It centralizes the administration and management of the software. It can simplify the
deployment and upkeep of the software across the company.
• It allows users to be added or removed as needed without incurring extra licensing fees,
providing the company with greater flexibility and responsiveness.
Finally, it is recommended that the leftover budget be utilized for training purposes. This will ensure
that users can proficiently employ the software, resulting in increased productivity and efficiency for
the company. Overall, the Dayforce CHM 10.1 enterprise license provides LABC with an adaptable and
economical solution allowing the company to maximize the software's potential while still within its
budget.
4. Request for Information: Payroll & Human Resource Software Solution
QUESTION 2: SCHEDULE
The implementation schedule is two years starting September 2019 (refer to Section 5.3 in the draft OS
NRFP). Do you find this time frame reasonable for full implementation of the proposed Solution? If not,
please suggest a different schedule, and explain how this revised schedule would benefit the LABC (1-
page maximum)
Excalibur Consultancy believes that the two-year implementation is reasonable as it is in accordance
with the proposed timeline. Hence, the full implementation of Dayforce HCM 10.1 will be completed by
September 2021, and LABC will no longer use MS Dynamics GP.
LABC Corporation's new HR and payroll system project is set to begin with extensive planning, design,
and development spanning 8 months. Come September 2019, the project team will commence
implementation, which will entail pilot testing. While the slow process of data integration has pushed
the initial testing evaluation to May 2020, from June 2020 to May 2021, the system will undergo a one-
year analysis, audits, and upgrades to ensure its smooth operation. In June to August 2021, the final
evaluation will be conducted, and by September 2021, MS Dynamics GP systems will be discarded, and
the new system's full implementation completed.
With a two-year timeline, the project team will be able to address any issues that arise during and after
the transition, ensuring that the new system brings significant benefits to LABC Corporation's HR and
payroll processes. Rest assured that the project team will remain vigilant in monitoring and addressing
any issues that may arise to ensure a successful implementation.
5. Request for Information: Payroll & Human Resource Software Solution
QUESTION 3: SOLUTION FUNCTIONALITY & REQUIREMENTS
Section 5.1.2 and Submittal Form B Part 1 of the draft OS NRFP identifies the mandatory requirements
that all proposals must meet in order to be considered. Section 5.5 and Submittal Form B Part 2 identify
the LABC’s anticipated deliverables. (2 page maximum)
a) Are all of these requirements very clear? Identify what additional information is needed for any
that are not clear.
b) Can all of the mandatory requirements be met? If any cannot be met, explain why and suggest
alternatives that could be met and would also address the LABC’s needs.
The list of requirements is clear as to what will be critical for the company and what is desirable but
secondary. Clearly, security is a top priority, so all user data must be stored in Canada. In addition,
compliance with the Privacy Act (Canada) and any other Canadian privacy laws for all LABC User Data
Records are essential in the solution. Environments and other critical requirements are highlighted by
full integration with MS Dynamics Great Plains Financial Module, the presence of a payroll
management unit, tracking any changes in employee status (vacations, departures, and others),
managing HR documents, creating various reports, and allowing all users to download the necessary
information on its own. In addition, the program should allow you to configure different levels of
security. The rights and accesses of administrators and ordinary users will be different, but both will be
reliably protected. Another important requirement for the contractor is creating a migration plan and
training employees in the use of the program's functionality and its further maintenance. We don't
have any questions at this moment. Below is a table with our comments regarding compliance with
mandatory requirements.
6. Request for Information: Payroll & Human Resource Software Solution
QUESTION 4: SERVICE LEVELS
In your opinion, what are appropriate and quantifiable service levels that could be reasonably measured
to monitor the performance of the Solution and the Contractor during the Term of the Contract? (Please
provide no more than 10 of your top suggestions.)
7. Request for Information: Payroll & Human Resource Software Solution
QUESTION 5: CONTRACT TERMS AND CONDITIONS
Appendix B contains the standard contract terms and conditions that are intended to be used for the
contract resulting from any solicitation that may be issued. If applicable, please identify those terms and
conditions that would stop your organization from participating in the solicitation, if one is issued, unless
changes were possible. For each, explain why your organization could not agree to it as written, and
suggest alternative wording. Note that the LABC makes no guarantees that any of these terms and
conditions can be changed. (1-page maximum)
No terms and conditions prevent the consultancy from supporting LABC and participating in the
solicitation. The standard terms and conditions listed in Appendix B are reasonable and acceptable. The
consultancy also recognizes that a few terms and conditions are also non-negotiable. We believe
arriving at a solution and achieving the goal is possible based on the provided terms and conditions.
We are confident that it is possible to work with the terms and conditions listed in Appendix B.
However, LABC can approach us for any concerns related to the terms and conditions that do not align
with the provided solution. Our commitment is to provide the best services and reach a successful
solution for LABC.
8. Request for Information: Payroll & Human Resource Software Solution
QUESTION 6: SOLICITATION MODEL
The OS NRFP solicitation model is an innovative procurement method adopted as a pilot initiative by the
LABC. As this is a new process, a Proponents’ Meeting will be scheduled to explain what vendors should
expect, and how to increase their chances of being successful. Responses to this question will be helpful
for determining what needs to be addressed in that Proponents’ Meeting. (1-page maximum)
a) Do you find the OS NRFP process easy to understand? If not, what specific areas are confusing or not
clear?
b) Is there anything about the OS NRFP process that you feel may jeopardize the LABC’s ability to select
a Contractor in a fair and transparent manner? Please be explicit on why you have this concern.
The process of participation in the competition consists of the following steps:
• preparation of an offer in accordance with the requirements
• sending an offer (electronic or by mail)
• The proposal itself must be submitted in completed Submittal Forms A, B, C, D, G, E, and F in
accordance with the specified format.
• A number of additional conditions must also be met: the forms must be anonymous, the number of
pages and font size must follow the requirements, and all financial components must be placed
only in the Cost Proposal Submittal Form.
• In this case, the contractor must provide a list of people who will participate in the project with
recommendations for each participant.
• The process of evaluating proposals and making a decision is also described in detail and clearly.
However, we would also like to express some concerns. The requirement to provide recommendations
for each project participant seems excessive since the result is usually the responsibility of the company
rather than a specific employee. If difficulties arise with one person, the company can provide an
equivalent replacement or, in some other way, solve the problem. In addition, the requirement to
provide references for similar projects, not to mention inviting a client with a similar case, may make it
difficult to compete. In addition, individual interviews are costly, primarily in terms of time, as they can
delay the entire process of considering options and making decisions.
9. Request for Information: Payroll & Human Resource Software Solution
QUESTION 7: ADDITIONAL INFORMATION
The LABC spent considerable time ensuring that the feedback received in the previous RFI is accurately
and appropriately reflected in the draft OS NRFP. (2-page maximum)
a) Do you see anything major that is not being addressed in the solicitation process, which may pose a
risk to the success of the Solution or to LABC’s objectives?
b) What additional information should be included in the final version of the OS NRFP that would help
Proponents when responding to it?
Excalibur consultancy believes that LABC should help provide clear guidelines for communication
between both parties. Additionally, while a permanent point of contact will be established for effective
and efficient communication, it is important to acknowledge that life happens. Suppose the specific team
member is unable to maintain communication due to unforeseen reasons. In that case, we request you
be flexible and open to accommodation. We recommend establishing a process of informing LABC about
changes in team composition and enlisting guidelines to address the changes.
Everything indicated in the form is conjectural in nature. When auditing an entire system, technical
nuances can always be revealed, affecting the final solution and the time spent on the project. Therefore,
when planning the implementation of a solution, it is always necessary to allow additional time for
unforeseen circumstances.
Thank you for seeking additional information. Excalibur Consultancy believes it has enough information
to support LABC with a successful solution. We look forward to submitting the proposal.
