Responses to Inquiries for Human Resources Management

CCK-RFQ-25-801-FY24/25

Responses to Inquiries for Human Resources Management

Questions were not submitted for the other sections of the Request for Quotes.
Any bidder may submit a bid for an area of service they provide or for the array of services.

REVISED RFQ Schedule

Appendix A

Overall RFQ questions specific to Human Resources Management Section

Is a bidder expected to quote this pierce or just provide the benefits administration tools to manage benefits administration?

CCKids is seeking a comprehensive response to the request provided, including a benefits package.

Does CCKids run additional screenings aside from fingerprinting? (i.e. criminal checks, MVR, drug testing, etc)

Yes, all the above.

Approximately how many are processed annually?

150-175.

Will the accounting platform change during this process?

Potentially, yes.

What accounting system will be in place at the time of implementation?

Depends on the bid result.

Organizational/Staffing/Employees

Current number of staff dedicated to human resources?

1 full-time employee

Employee breakdown:

151 total employees

101 hourly employees

50 salary employees

15% average turnover percentage

How is CCKids affiliated with Devereux Advanced Behavioral Health?

CCKids is not affiliated with nor a related party to Devereux Behavioral Health. CCKids is an independent entity with its own Federal Tax ID. Devereux Behavioral Health is a current vendor of CCKids.

The accounting software options that best fit your needs include AI capabilities, offering predictive analytics to forecast trends, insights, and more. [Potential Bidder] offers HR predictive analytics that provides insights to help understand key challenges like workforce distribution and cost with AI capabilities. Would you be interested in including the HR analytics in the proposal?

Yes

Are you interested in a PEO?

Yes

Recruitment/Onboarding

What strategies do you currently use to attract top talent? (e.g., job boards, recruiting agencies, partnerships with area colleges, apprenticeship programs, etc.)

Job board, community partner career boards, area college and university career resources, local job fairs (city and county).

What ATS (Applicant Tracking System) do you use today?

iCIMS

Would you like to keep iCIMS, or do you need to keep it?

Yes

What pieces of the recruitment process do your hiring managers participate in today?

These responsibilities are all handled in-house and are not included in the RFQ request.

What types of background checks do you conduct? (Federal, criminal, state, MVR, DOT, drug testing, etc.) Who is your current background check provider?

These responsibilities are all handled in-house and are not included in the RFQ request.

Do you take advantage of the WOTC program (Work Opportunity Tax Credit)?

How many new hires do you bring on in an average month?

What does your onboarding process look like? (e.g., automated, paper packets, email, etc.)

These responsibilities are all handled in-house and are not included in the RFQ request.

What type of training is offered to new hires? Do you have an LMS system? Manager training/ development programming?

These responsibilities are all handled in-house and are not included in the RFQ request.

Are you looking to have a recruitment platform for CCKids available positions?

Yes, provided that it interfaces with our current website.

What job boards do you use to post open positions?

We currently use iCIMS in coordination with Indeed which coordinates with other job posting sites.

Is there an approval workflow for posting positions?

Yes

Do you currently or will you need to track and report disposition codes?

Yes

Employee Management

How do you manage/measure EE performance and engagement? Is compensation tied to the performance outcome/score?

Compensation is not tied to performance.

Are you presently working on any of the following strategic HR initiatives: Succession planning, DE&I, career paths, job descriptions, job families, compensation structure?

Succession Planning, currently handled in-house

Do you have a formal compensation structure in place today? (e.g., salary grades/ranges). If so, what data sources do you use to benchmark your positions? (e.g., survey data, industry reports, etc.)

Yes. DOL data, statewide agency reporting and input, periodic wage studies.

Do you currently conduct performance reviews, 360 Performance reviews, or self-reviews?

Yes, all of the above

If so, are the reviews tied to performance goals or company values?

Yes, to both.

Compliance/Risk and Safety

Do you have a full-time safety officer? How do you track safety occurrences?

We have a safety committee and a QA incident reporting process, led by members of senior management and quality assessment teams. (Not part of the RFQ?)

How confident do you feel in your organization's compliance with certain employment laws/ requirements? (FLSA, OSHA, EEO, FMLA, ACA, etc.)

Confident

Are you using outside counsel to navigate any of these areas? Had any claims (EEO, DOL)?

Yes, we have outside legal counsel.

Benefits

Who is your current benefits broker? How do employees enroll in their benefits today? (e.g., online system, paper packets). How many benefit carriers do you have today? Do you have Carrier Connections or EDI file feeds setup?

Broker: Devereux

Enrollment: Online

Carrier connections: nine (9)

Do you have strong participation in your benefit plans? (estimated % of participants) 401k participation?

Medical participation: 85%

401k participation: 60%

Is your medical plan self-insured or fully insured?

Self-insured

When is your benefits open enrollment period?

Dates of 2024 Open Enrollment: 10/14 – 10/28

How do EEs get their questions answered around benefits?

Local HR, current provider, Member Advocacy via CSB.

How do you manage reconciling carrier invoices? Have you ever discovered any errors?

Our current provider handles this piece.

Are you currently working with anyone around ACA best practices? How did the filings go? (1094 and 1095C's) How are you tracking ACA hours for PT EEs and new hires?

Our current provider handles this piece.

How are PTO requests made/approved?

Kronos

COBRA Administration, how is this being handled today?

Our current provider handles this piece.

Workers comp administration, how is this handled?

Locally in coordination with Key Risk and our current provider

Leave management (e.g., FMLA, FFCRA)? # of occurrences per month/year?

12/year

Is your benefit plan under Devereux Behavioral Health?

Yes

If so, does the 2024 National Benefits Guide on www.mydevereuxbenefits.org represent your current benefit offerings?

Yes, with the exception of the Ascend Program.

Are you prepared to provide a census, including first and last name, date of birth, zip code, coverage type, and dependent and spouse information for all full-time employees, as well as a current medical invoice and medical plan summaries so that we can underwrite medical plans?

Upon request, we are able to provide some identifying information for the purposes of a quote. The current medical invoice and plan summaries are included in this response document as an Appendix.

Quotes for health benefits are valid for 30-90 days. With your anticipated contract start date of March 1, 2025, are you willing to provide a current census, including first and last name, date of birth, zip code, coverage type, and dependent and spouse information for all full-time employees, as well as a current medical invoice and medical plan summaries so that we can underwrite medical plans?

Within the competitive procurement process, we will award the contract to the vendor who provides the best service at the lowest cost. The contract will be based on the quote provided at the time of the announced award. Although we have projected a March 1, 2025 start date, negotiations and what is most beneficial to CCKids and the awarded provider may result in a later start date.

Is your current retirement plan under Devereux Behavioral Health?

Yes

Would you like to create a new retirement plan for CCKids?

Through the competitive procurement process, CCKids is requesting proposed plans from potential vendors. In order to keep the process competitive and fair, we cannot provide information about the current vendor’s plan for side-by-side comparison.

Timekeeping

How do you collect time for your EEs today? (Paper, clock, web, mobile) Do you collect time for exempt EEs?

Web and mobile. Yes, we collect time off information.

When do managers have to have their employee timecards approved? (What day of the week and what time of day)

Mondays at 10:00am

Do you use scheduling tools/software? If so, what solution(s)?

Our scheduling tool is currently available in Kronos.

Do you have different shifts? If so, is there a shift differential?

Yes to both questions.

Do your employees work more than 24 hours in a single day/shift? (e.g., hospitals)

No.

Is OT a concern for you? How do you manage/control OT costs?

Yes. On a departmental basis.

Do any of your EEs have to transfer time to different dept/locations? Labor transfers.

Yes

What type of labor distribution tracking do you require? (Job/project, dept, location, activity code).

All four listed.

Could employees work more than one job/project per day?

Yes.

Do employees have different rates of pay based on a job or location they work? (Shift premium, on-call, consecutive days worked)

Yes.

Do you have automatic deductions for lunch/breaks?

No.

Do you have Union employees with special clock in/out requirements? (Per CBA)

Do you have an attendance policy? Do you use a points system for tracking?

We do have an attendance policy. We do not use a points system.

Do you have any other special calculations? (Double-time, weekend rates, on-call, per diem, piece rate)

Yes.

Who is responsible for processing?

Our current vendor is responsible for processing.

Who is approving payroll?

Approval is done internally.

How long does it take to run a full payroll process?

Our current provider handles this and we do not have knowledge of the run time.

What is your pay frequency? (Weekly, bi-weekly, semi-monthly)

Bi-weekly

What are your pay periods (begin day and end day) and pay dates?

Pay periods are Sunday to Saturday with pay on the following Friday.

Is it the same for all employees or different for some? (Maybe different for exec. or different locations or maybe even different for salaried v. hourly)

The same for all employees.

Do you have any complex payroll calculations? Any unique tax situations? (Projected payrolls, certified payroll, prevailing wages, step pay, union rules, Payroll Based Journal)

No.

Do any of your EEs receive commission or bonus pay?

No.

How are these calculations being prepared today?

N/A

How are your employees paid? (Live check, direct deposit, pay card)

Direct Deposit.

Do you create manual checks outside of normal termination situation? How many?

No.

Do you have independent contractors (1099s) that you run through payroll? If yes, how many total?

No.

Do you have any expatriates?

No.

Any EEs paid in Puerto Rico or any U.S. territories?

No.

Do you EEs have any taxable stock transactions reported through payroll? (This can sometimes result in off-cycle payroll which will incur additional charges)

No.

Wage garnishments — who's processing?

Our current provider processes this.

How many?

Varies.

Any special reporting needs? Manual reports that you are putting together? How are you using these reports today?

No.

Interface (integration) needed with other systems? If yes, which system(s)?

Yes, with accounting software systema and HRMS..

What time collection method(s) do you prefer?

iOS/Android Smartphone App w/ geo fencing or geolocation

Desktop version.