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HomeMy WebLinkAboutAgreement_General_02/11/2016 ` • Sentric • 2/1/2016 Attention: Brad Gomberg Prepared by: Michelle Craddock Information Technology Manager mcraddocknsentric.net Phone: 561-768-0554 412 - 253 -1340 - nr il: c�mbtr gatgguesta ora Attention: Merlene Reid Product: SentricWorkforce Human Resources Director Phone: 561- 768 -0415 mr eidi(etequesta.oro Comments: Deltve , out-of-poicket expenses, appikable sales tax will be m used to actual at time of billing, q uote is valide for 30 days from date of ro sal. Description Per Payroll Fees Monthly Fees 1st Year Fees 2nd Year Fees Implementation Fees SentricWorkforce CORE (HR) System includes: Database, Notification Center Workflow, Salary Planning, Standard Reporting, and Ad Hoc Reporting Tool. Configuration and Training of CORE Includes: Configuration of employee database to track employee personal and demographic information, statuses, review dates, and history of certain data elements. In addition, Sentric will configure Absence Plans, Documents Storage (or, complete Document Management if PRO Package or above is purchased), and Goals (if Premium Package is purchased.) Administrative User Training will be conducted via web -based sessions for the proposed implementation fees. On -site 13 Training is available upon request and will be billed under Concierge Services at a rate of $750 per day plus travel expenses. This estimate is based on 110 Active Employees and includes 5 Admin Users. Additional Admin Users are available for $25 per user per month. The per employee rate for this estimate is $50.00 per employee. Please note: Final invoice for implementation fees (due 60 days after Kickoff) will be adjusted and billing will be based on the actual number of both active and terminated employees converted during the implementation phase of this project. Payroll Setup including Company Setup & Data Conversion for estimate of 100 Employees. Includes Direct Deposit Pre - notification, Tax N/A Verifications, Prior Compensation balancing, CompletePay, Garnishment Setup, Mock Payroll and User Training ACA Compliance setup for ongoing ALE maintenance to ensure data elements are configured and available for end of year reporting for $ 500.00 1094 and 1095 Forms. ($500 per EIN) Estimate based on 1 EIN Employee Self- Service /Manager Self- Service Included Recruitment/Candidate Self- Service Included Performance Management Included Benefit Management with Open Enrollment Included Training & Development Module N/A Carrier Connections ($1500 for the 1st connection, $1200 for each additional) Optional Non - Carrier Connections (eg: G/L and 401(k)($1200 for the 1st, $950 for each add'l)) Optional Setup & configuration of Time & Attendance (110 employee estimate) component to automate time entry, hours authorization, scheduling and payroll interface. No devices required, hardware optional (not quoted). Employee entry $ 1,000.00 interface will be configured according to client's business rules and may vary by employee group. Setup & configuration of ACA Measurement Tool & ongoing management ($750 per EIN) and payroll interface. TLM with $ 750.00 Mobile. Total Implementation Fees $ 7,750.00 ; - Payroll Processing Fees NOT APPLICABLE SentricWorkforce Payroll Processing Fees: Based on # EIN, # employees, and billed at $X PEPP (Per Employee Per Pay) - Minimum Processing Fee $35.00 Services Included: Payroll Processing and Dedicated Customer Support, Tax Filing with # EIN, # State(s), Direct Deposit, CompletePay, Check/Voucher Pressure Sealing, Reporting, Garnishment Management, G/L File Export, Retirement Plan Export New Hire Reporting 4.50 Per New Hire - This fee subject to change annuall Total Payroll Recurring Fees N/A N/A N/A N/A SentricWorkforce - HR Pro Package and Time /Attendance - based on 110 Active Lives - billed Monthly - PEPM as Follows: CORE SYSTEM- DATABASE Included ESS/ MSS Included RECRUITMENT /CSS Included PERFORMANCE MGMT Included CARRIER CONNECTIONS N/A BENEFIT MANAGEMENT (OE) Included TRAINING & DEVELOPMENT N/A NON - CARRIER CONNECTIONS N/A TIME & ATTENDANCE/ ACA MEASUREMENT TOOL Included ACA TRACKING Included Bundled HR Premium Package & Time/ $11.00 PEPM 110 $ 1,210.00 Attendance PEPM: Total Monthly SentricWorkforce HR Fees $1,210.00 $ 14,520.00 $ 14,520.00 Quarterly and Year -End Service Fees - Subject to Change Annually Annual W2s ($75.00 per FEIN+ $6.50/W -2) based on 191 W2's N/A N/A ACA Year End Reporting 1095C ($100 per EIN + $6.25 Per 1095) - ESTIMATE based on 191 1095s N/A N/A ACA Compliance Monitoring - ($25 per month per EIN) $ 300.00 $ 300.00 Quarterly & Annual Report Delivery Fees ($35 per Quarter per FEIN) N/A N/A Total Quarterly and Year -End Fees $ 300.00 $ 300.00 Total Investment Years 1 and 2 $ 22,570.00 $ 14,820.00 Sentric, Inc., - 2400 Ansys Drive, Suite 101 - Pittsburgh, PA 15317 - Voice: 412.884.7600 - Fax: 412.291.1039 / Om " � workday Pricin Proposal Payro Prepared For: The Village of Tequesta 2/1/2016 WORKDAY 0 PROPRIETARY AND CONFIDENTIAL 1 Thank you for giving Workday the opportunity to earn your business. Workday is committed to delivering a world class solution to The Village of Tequesta to meet your needs. Workday offers a flexible solution in a secured SaaS environment — in short, this means that all costs for hardware, database, upgrades, updates, disaster recover, security, and maintenance are included as part of the Subscription Fee. Table of Contents WHYWORKDAY? ................................................................................. ............................... 3 PRICINGPROPOSAL .............................................................................. ............................... 5 KeyProposal Assumptions .............................................................................. •.............................. 6 ProposalDetails ............................................................................................... ............................... 7 Workday Worker Categories & Definitions ...................................................... ............................... 8 Workday Service Description .......................................................................... ............................... 9 SERVICES & IMPLEMENTATION ........................................................... ............................... 144 WORKDAY ® PROPRIETARY AND CONFIDENTIAL 2 Why Workday? WORKDAY 0 PROPRIETARY AND CONFIDENTIAL 3 Real Enterprise Cloud Using the latest cloud technologies, Workday provides organizations with advantages that were not possible with rigid, on- premise systems. You don't need separate instances of your applications to support multiple languages, currencies, formats, or regulations. Workday provides a foundation for a globally distributed organization and workforce, while adhering to local requirements. • Unified suite of applications -- Built from the ground up as a unified suite, Workday provides a seamless user and administrative experience across financials, HR, talent, payroll, analytics, and more. • Lower total cost of ownership -- With a cloud - delivery model, there is no hardware, software, middleware, or database to buy, install, or maintain. You can access Workday anytime, anywhere from your web browser, eliminating the cost and burden of managing underlying IT infrastructure and operations. Workday applications are more cost - effective and faster to deploy than legacy applications. • Continuous innovation and adoption -- Workday eliminates the cost and complexity associated with traditional upgrades by delivering easy -to -adopt automated updates. • Enterprise -class security and operations -- Workday passes the industry's toughest third -party security audits and certifications, including ISO 27001 and SSAE 16 Type Il. It self- certifies to the Safe Harbor privacy framework annually. From a world -class data center, Workday maintains rigorous security in all aspects, from the physical network to the application and data levels. You can be sure that your sensitive data is safe. • Consistent, personalized, real -time view and experience -- Because Workday is unified, integrations between applications within the suite are eliminated and business processes are cross - functional, ensuring a seamless experience for users. • Engaging user experience -- Workday looks and works like your favorite consumer web site. With minimal training, all users quickly adopt Workday. From the first time they interact with Workday, users can do what they need to do. • Built for the mobile workforce -- Workday mobile applications are optimized with native support for the Phone, Pad, Android, and mobile web support for all devices using HTML5. You do not need a separate app for each business process. Instead, Workday offers a single mobile experience. • Embedded, actionable, real -time analytics -- Workday provides a single, actionable view of your business, from financials to the people in your workforce. Workers can securely access insights when they need them, collaborate, and take action —all without leaving Workday. Workday grows and changes to support your global organization's evolving needs. Thanks to an object - oriented approach and in -memory data management, Workday delivers powerful scalability, performance, and configurability. Standardized web services enable data to be easily exchanged with other applications. A powerful business - process configuration tool enables you to define organization -wide or local business processes and rules. Workday's built -in Integration Cloud platform allows integrations to run in the Workday Cloud without on- premise middleware. Workday Integration Cloud Connect delivers pre - built, Workday- supported connections to third -party applications and services. WORKDAY ® PROPRIETARY AND CONFIDENTIAL 4 Pricing Proposal WORKDAY ® PROPRIETARY AND CONFIDENTIAL 5 Key Proposal Assumption • The pricing proposed is based on a 3 year subscription term. Pricing assumes the payment schedule outlined in this proposal. • The multi -year commitment is non - cancelable, except in the case of Workday's or customer's breach of obligations under the agreement. No termination for convenience rights are provided. • The multi -year commitment is based on the entire current employee population for the whole term of the agreement. Additional employees may be added at an additional per headcount cost that will be outlined in the order form. Alternatively, committed growth may be added into the initial agreement in years 2 and beyond. • All subscription services are delivered using our SLA (Service Level Agreement) and data privacy practices which deliver a consistent, programmatic experience for all customers. • The pricing is based on using Workday's contracts, consisting of a Master Subscription Agreement, Workday Security Exibit, Workday Data Processing Exhibit and attached Order Form(s). The primary burden of delivery performance falls on Workday and our operating model relies on standardization in order to deliver the economics described in the proposal. • Education, training and deployment services are not included in the subscription fees provided. These services will be called out in separate order forms. • Workday's fees do not include any direct or indirect local, state, federal or foreign taxes, levies, duties or similar governmental assessments of any nature, including value- added, excise, use or withholding taxes. WORKDAY 0 PROPRIETARY AND CONFIDENTIAL 6 Proposal Details Proposed Effective Date: 5/1/2016 Services Included in Proposal: Payroll for United States Human Capital Management Category Worker Full Time 100 100 % 100 Part-Time Workers 0 % 0 Associates 0 % 0 Former Employees With Access 0 % 0 Total Workers 100 100 Total Subscription Fee for 3 Years: USD $705,000 ����Cayment Amount Year 1 $235,000 Year 2 $235,000 Year 3 $235,000 • Payment Terms: Net 30 Days from order effective date • Number of Translations: One (English) WORKDAY ® PROPRIETARY AND CONFIDENTIAL 7 Workday Worker Categories & Definitions Worker Category Definition "Full -Time Employee" is an employee of Customer regularly scheduled for more Full Time Worker than twenty hours per week regardless of the method of payment or actual hours worked, whether or not such employee is eligible to receive employee benefits in accordance with Customer's internal standard practices. A Full -Time Employee will be considered non - temporary if they are hired to work for a period of more than 3 months in a given year. "Part -Time Employee" is an employee of Customer regularly scheduled for Part-Time Worker twenty hours per week or less regardless of the method of payment or actual hours worked, whether or not such employee is eligible to receive employee benefits in accordance with Customer's internal standard practices. A Part-Time Employee will be considered non - temporary if they are hired to work for a period of more than 3 months in a given year. "Associate" is an individual not counted as a Full -Time or Part-Time Employee Associate Worker but in one of the following categories: temporary employees, independent contractors and affiliated non - employees including, but not limited to, volunteers and vendors. "Former Worker With Access" is a former worker that continues to have access Former Workers to the Service through the Employee Self- Service features. With Access WORKDAY ® PROPRIETARY AND CONFIDENTIAL 8 Workday Service Description (software modules included in the price Workday Description Workday Payroll for US supports the creation and management of Payroll for U.S. Payroll for United employees. Configure earnings, deductions, accumulations, and balances. States Identify tax authorities each company wishes to withhold for. Manage worker tax data, payment elections, involuntary withholding orders, and payroll input. Calculate, review /audit, and complete payrolls and settlement runs. Configure and calculate payroll commitments. Workday Payroll includes connectors that facilitate integration to select Workday partners that provide capabilities, including: time and attendance, tax filing, check printing, and direct deposit. Workday HCM supports an organization in organizing, staffing, paying, and Human Capital developing its global workforce. Workday HCM includes Global Human Resources Management Management (Workforce Lifecycle Management, Organization Management, Compensation, Business Asset Tracking, Absence, and Employee Benefits Administration) and Global Talent Management (Goal Management, Performance Management, Succession Planning, and Career and Development Planning). Workday HCM includes connectors that facilitate integration to select Workday partners that provide capabilities including: recruiting, learning, time and attendance, and user account provisioning (LDAP /Active Directory). WORKDAY ® PROPRIETARY AND CONFIDENTIAL 9 Workday Service Description (software modules available at "TBD" additional charge not to exceed $25,000 per module Workday Description Workday Recruiting will support an organization in its talent acquisition process. It Recruiting is designed to help hiring managers and recruiters identify, hire and onboard the right talent for their businesses. Workday Recruiting will support the hiring process, including workforce planning, requisition management, job posting distribution, interview management, offer management, as well as support for local data compliance and pre - employment activities. Workday Recruiting will also offer hiring teams tools to proactively source, nurture and track internal and external prospective candidates throughout the recruiting process. Workday Planning enables organizations to perform planning, budgeting, and Planning (if and forecasting for workforce and financial purposes. Workday Planning includes the when available) ability to create baseline budgets, planning models, and forecast scenarios. Workday Grants Management enables organizations to administer and report on Grants Management awards from the federal government, foundations, or other funding institutions. Workday Grants Management includes functionality to track and manage sponsors, awards, grants, and grant hierarchies. It also includes capabilities to calculate facilities and administration costs, and to bill and report to sponsors. Workday Procurement includes procure to pay functionality to address spend for Procurement goods, contingent workers, and deliverable services. Manage suppliers, supplier contracts, requisitions, purchase and change orders, receipts, and goods and services sourcing. Maintain purchase items, catalogs, and a supplier portal. Track and analyze time, activity, and spend. Create receipt accruals for approved, but not yet invoiced receipts. Workday Procurement includes connectors that facilitate integration to partners that provide capabilities, including: corporate card transactions, and support for'punchout' to suppliers. Workday Inventory provides basic functionality for goods procured, stored, Inventory consumed and replenished within an organization. Workday Inventory includes the ability to define and place inventory in storage locations, count physical inventory and make necessary adjustments, value items in inventory, assign and manage different units of measure and replenish inventory using automatic re -order points. Workday inventory does not support use cases for external distribution (to an end customer) - it is intended for internal supplies only. Workday Expenses supports employee expense processing. Workday Expenses Expenses includes self - service and administrative functions to support employee expense reporting and reimbursement, including expense reports, global expense rules, approvals, reimbursement, credit card integration, and spend analytics. Workday Expenses includes connectors that facilitate integration to partners that provide capabilities, including: corporate card transactions, and support for'punchout' to suppliers. WORKDAY 0 PROPRIETARY AND CONFIDENTIAL Project Billing enables organizations to bill clients for specific projects. This Project Billing includes the ability to configure billing rates and rules, to review and approve billable transactions, and to invoice the customer. Projects enables organizations to create and manage projects, initiatives, and Projects other types of work. This includes the ability to build project plans and utilize project breakdown structures that include phases, tasks, and milestones as well as plan, staff, and track projects, initiatives, and work efforts. Workday Time Tracking supports an organization in collecting, processing, and Time Tracking distributing time data for its global workforce. Workday Time Tracking module includes the following capabilities: basic time scheduling, time entry (hourly, time in /time out), approvals, configurable time calculation rules, and reporting. WORKDAY 0 PROPRIETARY AND CONFIDENTIAL 11 Included with Workday SaaS Subscriptions Included Item Upgrades and Updates ✓ Ongoing Software Maintenance ✓ Defect Fixes ✓ Regulation Compliance Updates ✓ Embedded Business Intelligence ✓ • Configurable Analytics • Real -time, Drillable and Actionable • Always Available (including mobile) • Easy Integration with Acrobat, Excel and Web Services options Embedded Business Process (Workflow) Engine ✓ • Configure and optimize business workflows • Establish control, visibility and compliance Portals for Employee Self Service and Management Self Service User Interface Management ✓ Integration Cloud Platform ✓ • Enterprise Interface Builder • Workday Studio • Enterprise Class ESB Grid • Management and Monitoring Mobile Solutions ✓ • Workday for iPad • Workday for iPhone • Mobile support for other platforms WORKDAY ® PROPRIETARY AND CONFIDENTIAL 12 Workday SaaS Provides Traditional Infrastructure Management ✓ • Software • Upgrades • Maintenance • Backup • Integrations • Storage • Operating system • Database • Provisioning • Security • Data center • Disaster recovery WORKDAY ® PROPRIETARY AND CONFIDENTIAL 13 Services & Implementation WORKDAY ® PROPRIETARY AND CONFIDENTIAL 14 Services & Implementation • The pricing proposed on page 7 of this document is for the software subscription ONLY. • The pricing for educaiton, training, deployment and implemention services can only be proposed once Workday, or an authorized Workday implementation compnay, has had the chance to meet for a discovery session and to discuss a number of items with the Village of Tequesta. WORKDAY 0 PROPRIETARY AND CONFIDENTIAL 15