REQUEST FOR PROPOSAL - Human Resources and Integrated Payroll Management System Implementation, Installation, and Training Services - Wind River Family & Community Health Care

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11-02-2025

Wind River Family and Community Health Care 120 N 6th E Street Riverton, WY 82501 Main: 307.856.9281 Fax: [phone]
PROPOSAL SUBMISSION DEADLINE: February 26th, 2025, 5:00 p.m. MST QUESTION SUBMISSION DEADLINE: February 14th, 2025
Questions may be submitted in written form to:
Contact name: Desirea Keierleber Contact Address: 14 Great Plains Rd, Arapahoe, WY 82510Telephone: [phone] ext. 218 Email address: [e-mail]
INTRODUCTION Wind River Family and Community Health Care (WRFCHC) invites and welcomes proposals for their Human Resources and Integrated Payroll Management System and Training Implementation project. Based on your previous work experience, your company may be selected to receive this Request For Proposal (RFP) and is invited to submit a proposal. Please take the time to carefully read and become familiar with the proposal requirements. All proposals submitted for consideration must be received by the time specified under the 'PROPOSAL SUBMISSION DEADLINE.'
BIDDERS SHOULD NOTE THAT ANY AND ALL WORK INTENDED TO BE SUBCONTRACTED AS PART OF THE BID SUBMITTAL MUST BE ACCOMPANIED BY BACKGROUND MATERIALS AND REFERENCE FOR PROPOSED SUBCONTRACTOR(S) – NO EXCEPTIONS.
PROJECT AND LOCATION The project associated with this RFP is or shall be located and accessible at all locations and clinical sites under the Wind River Family and Community Health Care System.
PROJECT OBJECTIVE The objective and goal for this project is to update and replace Wind River Family and Community Health Care's existing Human Resources/Payroll Management Software. This Request for Proposal is seeking the services of an experienced Human Resources/Payroll Management Software company to install, implement, provide timely technical support services, and provide training to Wind River Family and Community Health Care staff on the new Human Resources/Payroll Management Software. The requested services must be completed by a company familiar with Human Resources and Payroll needs and with Tribal organization experience preferred.
PROJECT SCOPE AND SPECIFICATIONSThe Project Scope and Specifications are:The new Human Resources/Payroll Management Software will need to have the following capabilities (including but not limited to): robust reporting for employee and payroll management with dashboards and push reporting, performance management including productivity, certifications, and courses, applicant tracking, onboarding, attendance tracking, time and labor management-scheduling, employee self-service, streamlined documents and checklists for managing files, employment law compliance, user friendly, digital filing, learning management system compliant for health care organizations, benefits administration tool with form 1095 processing, ability to build multiple deduction types, survey capabilities, digital payroll change notification capabilities with workflow processes, digital performance management and disciplinary action capabilities.
The current network infrastructure will be used to build any new systems in the WRFCHC virtual environment according to the new Human Resources/Payroll Management System vendor requirements.
Wind River Family and Community Health Care seeks the most cost-effective way to achieve the goals of this project. All responding companies are encouraged to provide alternative ideas to assist WRFCHC in achieving a new Human Resources/Payroll Management System that provides superior management of our robust and complex health care system.
PROPOSAL BIDDING REQUIREMENTS
PROJECT PROPOSAL EXPECTATIONS Wind River Family and Community Health Care shall award the contract to the proposal that best accommodates the various project requirements. WRFCHC reserves the right to: (i) award the contract to more than one bidder, and (ii) refuse any proposal or contract.
INTENT TO SUBMIT PROPOSAL All invited bidders are required to submit a 'Letter of Intent' no later than February 12th, 2025, informing Wind River Family and Community Health Care of their intent to either submit or decline to submit a proposal.
DEADLINE TO SUBMIT PROPOSAL All proposals must be received by Wind River Family and Community Health Care no later than 5:00 p.m. MST on February 26th, 2025, for consideration in the project proposal selection process.
PROPOSAL SELECTION CRITERIA Only those proposals received by the stated deadline will be considered. All proposals submitted by the deadline will be reviewed and evaluated based upon information provided in the submitted proposal. In addition, consideration will be given to cost and performance projections. Furthermore, the following criteria will be given considerable weight in the proposal selection process:
1. Proposals received by the stipulated deadline must be in the correct format.
2. Bidder's alleged performance effectiveness of their proposal's solution.
3. Bidder's performance history and alleged ability to deliver proposed services.
4. Bidder's ability to provide and deliver qualified personnel having the knowledge and skills required to effectively execute proposed services.
5. Overall cost effectiveness of the proposal.
Wind River Family and Community Health Care reserves the right to cancel, suspend, and/or discontinue any proposal at any time, without obligation, or notice to the proposing bidder.
PROPOSAL SUBMISSION FORMAT The following is a list of information that the Bidder should include in their proposal submission: Summary of Bidder Background
1. Bidder's Name(s)
2. Bidder's address
3. Bidder's Contact Information (and preferred method of communication)
4. Legal Formation of Bidder (e.g., sole proprietor, partnership, corporation)
5. Date Bidder's Company was formed
6. Description of Bidder's company in terms of size, range and types of services offered and clientele.
7. Bidder's principal officers (e.g., President, Chairman, Vice President, Secretary etc.) and length of time each officer has performed in his/her field of expertise.
8. Bidder's Federal Employee Identification Number (FEIN)
9. Evidence of legal authority to conduct business in Wyoming
10. Evidence to establish track record for providing services and/or deliverables that are subject of this proposal.
11. Organization chart showing key personnel that would provide services to WRFCHC.
FINANCIAL INFORMATION  State whether the Bidder or its parent company (if any) has ever filed bankruptcy or any form of reorganization under the bankruptcy code.
 State whether the Bidder or its parent company (if any) has ever received any sanctions or is currently under investigation by a regulatory governmental body.
PROPOSED OUTCOME  Summary of timeline and work to be completed.
EQUIPMENT OR SERVICE  List all equipment or services required for this proposed project and the number of each.
 Detailed estimated cost for each piece of equipment or service.
 List any equipment or services required of a subcontractor, along with a brief explanation.
 List any accommodations, services, or space required from Wind River Family and Community Health Care, along with a brief explanation.
 List of any cost associated with future system support services.
COST PROPOSAL SUMMARY AND BREAKDOWN  A detailed list of all expected costs or expenses related to the proposed project.
 Summary and explanation of any other contributing expenses to the total cost.
 Summary of the total cost of the proposed project.
LICENSING AND BONDING  Provide details of licenses and bonds (if any) for any proposed services that the bidder/contractor may plan on providing for this project.
INSURANCE  Details of any liability or other insurance provided regarding the staff or project.
REFERENCES  Provide 3 references.
By submitting a proposal, Bidder agrees that Wind River Family and Community Healthcare may contact all submitted references to obtain all information regarding Bidder's performance.