request for

information
NAME OF DOCUMENT
Payroll Outsourcing Services

DOCUMENT NUMBER
1112-110407KH

ISSUE DATE
April 15, 2011

CLOSE DATE/TIME
April 29, 2011
14:00 hours
Pacific Time (PT)

BCLC PURCHASING CONTACT

Kathleen Hayden
Phone: 250-828-5598
E-mail: purchasing@bclc.com

This document is comprised of BCLC and BC Lottotech

International Inc. proprietary information and is intended
for the proponent’s internal use only in preparing a
response to RFI #1112-110407KH.
SECTION 1

1 INTRODUCTION

British Columbia Lottery Corporation (“BCLC”) is the Crown Corporation which conducts and
manages commercial gaming in British Columbia in accordance with the Gaming Control Act
(BC) and the Criminal Code. B.C. Lottotech International Inc. (“BCLII”) is a wholly owned
subsidiary of BCLC. If this RFI is issued by BCLII, references to BCLC throughout are deemed to
be references to BCLII.

The purpose of this Request for Information (“RFI”) is to gather information from experienced and
qualified proponents, regarding possible solutions relevant to payroll outsourcing services and
solutions.

If BCLC, subsequent to this RFI, chooses to procure these services, such procurement will be
done through a procurement process conducted in accordance to BCLC’s procurement policy.

1.1 BUSINESS OBJECTIVES

BCLC is currently conducting an assessment of its payroll processing function, with an

objective of making better use of its resources to focus on the core business.

The objective of this RFI is to gather information from experienced, qualified proponents
for payroll outsourcing solutions that integrate with BCLC’s payroll system (SAP Human
Capital Management).

BCLC is seeking information from proponents who;

o Have proven experience integrating with SAP;

o Utilize a third party system to outsource the entire or partial payroll process; and
o Are able to provide customized payroll administration and reporting solutions that
address daily non-core details.

1.2 CURRENT ENVIRONMENT

BCLC currently employs a small payroll department that processes full cycle payroll for
approximately 900 employees, through BCLC’s payroll system (SAP Human Capital
Management). The maintenance services associated with the SAP system are currently
outsourced to a third party service provider.

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SECTION 2

2 INFORMATION REQUIREMENTS

2.1 OUTSOURCING ALTERNATIVES

BCLC is interested in acquiring information on outsourcing alternatives ranging from full

scope outsourced payroll processing solutions to partial processing solutions.

2.2.1 Identify and describe what type(s) of payroll outsourcing your organization has
the most experience with:

 Gross payroll in SAP;

o Net payroll in 3rd system;
 Export master data + payroll results to 3rd party; and
 Export master data to third party system.

2.2.2 Identify integration points for the various payroll processing solutions, and
include pros and cons of each solution.

2.2.3 Please include assessment and implementation details including estimated

timelines (from start to finish), high level cost estimates and resources required
for each outsourcing option.

2.2 EXPERIENCE / INTEGRATION

2.2.1 Describe your experience with integration to organizations utilizing SAP.

Specifically, provide detailed description of your experience providing
solutions for integrating various SAP modules, as well as GL, Time and
Attendance, Electronic Banking EFT, Travel Management, Taxation, Security
and Role Assignment, Personnel Master Data related to
Logistic/MM/PP/SCM/PLM/PS, Enterprise Portal.

2.2.2 Provide case studies applicable to payroll outsourcing with organizations

utilizing SAP, and include high level information as follows:

 Profile of organization;
 Scope and range of payroll processing; and
 What part of payroll was conducted in house and what was
outsourced.

2.2.3 Describe any challenges that organizations could face with outsourcing their
payroll solutions. Include specific examples of how your organization has
facilitated other companies in overcoming those challenges. Cite how your
organization has developed specific approaches to problem solving that have
evolved from these experiences.

2.2.4 Describe any market trends or changes to the industry relevant to the
services described, and include any potential new technologies or
approaches.

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 2.2.5 Provide information on any relevant certifications and skills required to deliver
the services described.

2.3 OTHER

2.3.1 Provide information on where your data resides (location of servers).

2.3.2 Provide any other information specific to the nature of this RFI and deemed
important by the proponent.

2.4 PRESENTATIONS

BCLC may request proponents of interest to give a presentation to BCLC.

The purpose of the presentation would allow BCLC to verify the proponent’s information
and gain further information regarding payroll outsourcing solutions.

Verification of the proponent’s information is at the sole discretion of BCLC. All costs
associated with the presentation will be the responsibility of the proponent.

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SECTION 3

3 RFI PROCESS OVERVIEW

This section identifies the RFI process overview and submission requirements.

3.1 PROPOSAL QUESTIONS AND SUBMISSIONS

3.1.1 QUESTIONS

Proponents may submit questions via email until 14:00 hours PT, April 22,
2011.

3.1.2 SUBMISSIONS

Proponents should submit information via email by the closing date and time
(“Closing Time”) of 14:00 hours PT, April 29, 2011.
All questions and submissions are to be e-mailed to purchasing@bclc.com
and reference ”RFI #1112-110407KH – Payroll Outsourcing Services -
CONFIDENTIAL” in the subject line.
Include the following with questions/submissions:
 Company name
 Name and title of contact person
 Phone, mobile phone, fax and e-mail of contact person
 Reference to the corresponding RFI section(s) if applicable
There is a maximum of five megabyte file size acceptance of any e-mail.
Proponents should divide their responses into appropriate sized (smaller than
5 MB) numbered files. In the e-mail the proponent should provide the detail
for each section and how many e-mails they will send.
Proposals are stored in an electronically secure and restricted
environment. Responses will not be opened until after the Closing Time
has passed.

3.2 INTENT OF RFI

The RFI is not a competitive bid process or legal offer. The intent of this RFI is to solely
gather information from interested proponents on the products and/or services described
herein. This RFI and any submitted responses are not subject to any process except as
set out herein, and do not in any way constitute the commitment by BCLC to procure the
services or the commitment of any proponent to supply the services described herein.

Respondents should not submit price proposals (unless high-level cost estimates for
budget purposes are specifically requested in this RFI).

If a subsequent procurement process is used, BCLC is under no obligation to advise any

proponent responding to this RFI.

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3.3 COSTS OF PREPARING RESPONSE

BCLC will not be responsible for any costs incurred by any proponent in responding to
this RFI.

3.4 INTERPRETATION OF THE RFI

If a proponent is in doubt as to the intended meaning of any part of this RFI, or finds
errors, omissions, discrepancies or ambiguities, questions may be submitted and, if
deemed necessary by BCLC, an Amendment to the RFI may be issued.

No individual other than the designated BCLC Purchasing Contact identified on the RFI
cover is authorized by BCLC to comment on any portion of this RFI. BCLC will not be
bound by, and the proponent agrees not to rely upon, any information given or
statements made by persons other than the designated BCLC Purchasing Contact.
Information obtained from past communication or any source outside of this RFI should
not be relied upon or considered relevant to this RFI.

3.5 AMENDMENTS
BCLC may alter or amend this RFI, and may issue such alterations or amendments.
Information, instructions, and/or questions and answers may be incorporated by BCLC in
an amendment to the RFI, which may be posted on BC Bid. If this RFI was posted on BC
Bid, it is the proponent’s responsibility to regularly review BC Bid for amendments to the
RFI.

3.6 RFI TERMINATION

BCLC may terminate the RFI process at any time. BCLC may request additional
information from any, all, or none of the proponents after Close Date and Time at its’ sole
discretion, without penalty.

3.7 FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT BC “FOIPPA”

BCLC is subject to FOIPPA and may be required to disclose proponent information in its
custody or control. Further, proponents may also be subject to FOIPPA. For information
on FOIPPA see:

http://www.mser.gov.bc.ca/privacyaccess/index_toc.htm

As a result of being subject to FOIPPA, BCLC cannot protect information submitted by

proponents from FOIPPA or guarantee the confidentiality of proponent’s proposals
submitted in response to this RFI. Disclosure pursuant to a FOIPPA request is subject to
the application of the Act including the exception and third party notification provisions.

3.8 CONSENT

By submitting a response to this RFI, proponents consent to BCLC incorporating any

submitted ideas, concepts, approaches, solutions or strategies into any planning, design,
or procurement process without any obligation, liability, or consideration on the part of
BCLC.