Professional Letter


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Cache County School District REQUEST FOR PROPOSAL

Time and Attendance Software/Hardware REQUEST FOR PROPOSAL NO. CCSD-121814 PROPOSAL DUE DATE: Thursday December 18, 2014 @ 2:00 P.M. MST LOCATION: Cache County School District, 2063 North 1200 East, North Logan, Utah 84341. MATERIAL AND/OR SERVICE: Provide a Time and Attendance Software and Hardware System for Cache County School District. Proposals must be turned in to the Cache County Purchasing Department on or before the exact time and date indicated above. Proposals received by the correct time and date will be opened and the name of each vendor will be publicly read. Proposals must be submitted in a sealed envelope with Request for Proposal, the Proposal Number, Proposal Due Date and Time, and Vendor’s Name and Address clearly indicated on the envelope. Cache County School District will not be responsible for improperly addressed envelopes. All Proposals must be completed in ink or typewritten and a complete Request for Proposals returned along with the offer by the time and date cited above. Cache County School District reserves the right to accept or reject any and all proposals or any part thereof, unless specified otherwise, and to waive any minor informality in any proposal, deemed by us to be in the best interest of the District. Any questions related to this Request for Proposal shall be directed in writing to: Scott R. Rigby Purchasing Manager, [email protected]. Questions required by the close of business Thursday December 4, 2014 to allow answers via addenda.

CCSD RFP #121814 Due: December 18, 2014 2:00 p.m. Scott Rigby, Support Services Director

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DISTRICT INTENT: The purpose of this Request for Proposal is to solicit competitive proposals from qualified companies to provide a Time and Attendance software and hardware program designed to improve the overall efficiency and effectiveness of the Cache County School District’s personnel. Cache County School District currently serves a student population of approximately 17,000 students in pre-kindergarten through twelfth grade. The district will consist of four high schools, three middle schools, seventeen elementary schools, one alternative school and three support service facilities. PROPOSAL CALENDAR It is anticipated that the following schedule will be followed: 11/18/14

RFP Advertised

11/18/14 to 12/04/14

Questions may be answered via telephone or e-mail regarding Proposal or any content thereof.

12/18/14

Proposals Due.

The vendor must provide five (5) complete sealed copies and submit them to the Director of Support Services no later than 2:00 p.m. (MDST) on the due date of proposals. Proposals must be submitted to: Mr. Scott R. Rigby Support Services Director Cache County School District 12/18/14 to 01/08/15

Evaluation of proposals. The district may request formal written clarification of any item. The duration period will be determined by the number of proposals to be evaluated.

01/08/15

Anticipated Award of Proposal

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SCOPE OF WORK:

The successful vendor will be required to furnish, install and support new time and attendance software and hardware for the Cache County School District. The software MUST be compatible with our current financial software which is MUNIS from Tyler Technologies. You may contact Tyler Technologies, Munis division at 1-800-772-2260 to determine the compatibility of the software and time clocks to work with the Tyler Munis Software. Vendors responding to this Request for Proposal shall respond to the following: Vendor Requirements, Operational Requirements & Cost. VENDOR REQUIREMENTS: 1) DEMONSTRATED ABILITY The successful vendor will have demonstrated ability providing Time & Attendance software systems to K-12 educational users. Vendors shall list in detail all Time & Attendance software systems installed for K-12 users in the past 24 months. Vendor will provide a contact name and telephone number for each user. 2) STAFF REQUIREMENTS The successful vendor will have a well-trained and knowledgeable staff. Vendor shall provide the names, position title and time with company, and resumes of all individuals who would be responsible for the Cache County account. 3) LONGEVITY Vendor to state number of years in business providing Time & Attendance software systems to K-12 educational users OPERATIONAL REQUIREMENTS: 1) SOFTWARE (Requirements) How the vendor will provide for, meet and/or exceed District requirements for a Time & Attendance Software system. Describe in detail the different options available, flexibility with different time schedules and clock punching requirements. Also please explain how your software will be able to handle the multi-faceted schedules associated with school districts, including transportation, and payroll record keeping. The software will be for approximately 1700 employees employed throughout the School District

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2) HARDWARE Hardware to be provided for 75 employee time clocks for approximately 30 locations spread throughout Cache County. Also please include any hardware required over and above current district Computer Servers to support the vendor’s Time & Attendance software system. Please include a separate cost breakdown for each clock that your company may support i.e. biometric, RFID, card access or bar code. 3) IMPLEMENTATION & TRAINING REQUIREMENTS/CUSTOMER SUPPORT • • • • •

Vendor’s plan to implement new software and hardware Timeline required Staff available Describe training received at implementation and subsequent training provided to new users. Describe customer support.

4) SYSTEM UPGRADES Provide policy for upgrades. COST: 1) VENDOR COST PACKAGE TO INCLUDE a. b. c. d. e. f.

Time and Attendance Software. (cost per user) Hardware (detailed list of required equipment) Training cost Customer service cost Annual fees System upgrades

VENDOR’S RESPONSE: Vendors will be evaluated on the quality of their response and how they address each section of this RFP, (Vendor Requirements, Operational Requirements and Cost). PROPOSAL EVALUATION AND AWARD: The district intends to contract with the qualified vendor whose Proposal is deemed most advantageous to the district. No contract shall be awarded solely based on price. Only those Proposals determined to meet the requirements of this Request for Proposal will be given

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consideration. This will not be an exclusive contract and the district reserves the right to issue additional solicitations or use other contracts for its requirements when doing so is determined to be in the district’s best interest. A committee will evaluate Proposals. The following criteria and weighting will be used to evaluate the proposal. The award will be made to the proposal scoring the highest on the total of the following criteria: (100 points possible) 1) Organization/Experience/References 15 points Vendor must describe the overall structure of the organization and detail a history of the company’s experience providing Time and Attendance software/hardware products and related services within the industry and in similar sized School Districts. Vendors may be asked for a list of references. 2) Flexibility and Quality of Software 45 points The flexibility, quality and effectiveness of the Software Package will be evaluated. Vendor must describe details of the program proposal, method of implementation, and time frame. The evaluation will look at the overall effectiveness of the proposal, how the proposal addresses current and future issues, and the cost effectiveness of the software. Emphasis will be placed on how the software can be tailored to meet the needs of the Cache County School District and its personnel. 3) Cost of Software Purchase 30 points This will include all aspects of the purchase price of the software and hardware, the implementation cost, the training, the initial fees, the yearly fees and any other fee that the vendor will include. Please include the price for 50 biometric/card access time clocks for approximately 25 locations spread throughout Cache County. The software will be priced for approximately 1700 employees employed throughout the School District 4) Responsiveness 10 points This will include all required forms and signatures and completeness of the RFP, as well as the vendor meeting all the deadlines submitted in this proposal.

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DIRECTIONS FOR SUBMITTING COMPETITIVE SEALED PROPOSALS: Vendors must submit the original of this Proposal and supporting information at the time and place indicated on page one of this document. Vendor shall sign the District Request for Proposal. If this document is not properly signed, the Proposal may be considered non-responsive. Telephone, telegraphed or faxed Proposals are not acceptable. TERMS AND CONDITIONS: The submission of a Proposal shall indicate that the vendor has read the terms and conditions, understands the requirements and that the vendor can supply the required products and service. No alterations, erasures or additions are to be made unless initialed in ink. Proposals must be legible, typewritten if possible. Illegible or vague bids may be rejected. No contract exists on the part of Cache County School District until a written purchase order is issued. Issuance of a purchase order will be considered sufficient notice of acceptance of contract. It is mutually understood that the successful vendor shall not assign, transfer, convey, sublet or otherwise dispose of the purchase order, or contract, or their right, title, or interest therein, or power to execute such purchase order or contract to any person, company or corporation without the prior written consent of the Cache County School District Purchasing Manager or designee. Failure to examine any requirements shall be at the vendor’s risk. CERTIFICATION: By submission of this Proposal, the vendor certifies that: The vendor has not paid nor agreed to pay any person, other than a bona-fide employee, a fee or brokerage resulting from the award of this contract. The prices in this Proposal have been arrived at independently without consultation, communication, or agreement, for the purpose of restricting competition as to any matter relating to such prices with any other vendor. If awarded a contract, the vendor agrees not to discriminate against any employee or applicant for employment on the basis of race, religion, color, sex, disability, age or national origin.

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FORM OF CONTRACT: The form of contract for this purchase will be a properly issued purchase order referencing the requirements of the Request for Proposal. If the vendor submitting an offer requires an additional contract be signed by the district, a copy of the proposed contract must be included with the Proposal. Proposed vendor contract documents will be reviewed by the purchasing department. A vendor’s contract document shall not become part of the purchase contract unless and until an authorized representative of the Cache County School District Purchasing department signs it. Cache County School District contract documents shall govern in event of conflict with the terms of a vendor’s contract. GENERAL INFORMATION: Any formal written protest arising from the solicitation and/or award of this request for Proposal shall be filed with Scott R. Rigby, purchasing manager. Written protests relating to the initial solicitation must be filed with the purchasing manager before bid opening. All other protests must be filed within 10 days after receipt of award notification. Contact with the Purchasing Manager may be made at (435) 792-7613 or e-mail [email protected] . Vendors must complete all forms attached to this request for proposal in order for the proposal to be considered valid. Vendors may attach supplementary material. No proposal may be awarded solely based on price. The District shall contract with the qualified vendor or person(s) whose proposal is determined to be most advantageous to the district based upon the factors set forth in the RFP. Compensation shall be at an amount, which the District determines is fair and reasonable, taking into account budgetary limitations and scope, complexity, and professional nature of the materials/services. After contract award, the proposals shall be open for public inspection except to the extent the vendor designates, and the District concurs, that trade secrets or other proprietary data remain confidential. If the vendor designates a portion of its proposal as confidential, it shall isolate and identify in writing the confidential portion(s) at the time of submission. Written notice of the contract award may be made to all firms/persons submitting proposal responses. The District reserves the right to conduct discussions with responsible vendors for the purpose of clarification and to request best and final offers before a contract is awarded. The District reserves the right to accept or reject any or all proposals, or any part thereof, unless specified otherwise, and to waive any minor informalities in any bid deemed by us to be in the best interest of the District. Any proposal may be withdrawn by the vendor at any time before the date and time set for proposal opening.

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PROPOSAL RESONSE FORMS: The Vendor must use the following schedules, or copies thereof, in submitting a proposal. The schedules must be completed in their entirety. Other materials that support these schedules may be included in the proposal document. Schedule A. Schedule B. Schedule C. Schedule D.

Certification of Proposal Organization References, Experience & Expertise Costs, Fees, etc.

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SCHEDULE A CERTIFICATION OF PROPOSAL

In compliance with Request for Proposal No. 121814, the undersigned hereby proposes to furnish the labor and materials, and perform the services, in strict accordance with the Proposal specifications and pertinent contract documents. Compensation shall be at the prices set forth in the Proposal. All services are to be performed in a professional, safe and workmanlike manner and to the satisfaction of the district. It is understood and agreed that the vendor and/or individual shall provide the Certificates of Insurance and any other required documents, and be prepared to commence contract services within ten (10) days of notice from Cache County School District, unless an extension in time is approved by the district.

Name__________________________________________________ (Please print)

Signature_______________________________________________

Title___________________________________________________

Name of Firm___________________________________________ (If applicable)

Date___________________________________________________

Telephone Number_______________________________________

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SCHEDULE B ORGANIZATION

Vendor Name: _________________________________________________

History/Profile of Vendor:

Description of Organization:

*If additional space is needed, please attach or reference to this document.

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SCHEDULE C REFERENCES, EXPERIENCE AND EXPERTISE This includes the qualifications and work references, experience and expertise of key personnel assigned to work with the District. (Should include references and history of applicable experience.)

*If additional space is needed please attach or reference on this document.

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SCHEDULE D Cache County School District Cost Breakdown The vendor hereby proposes to furnish all software, labor, supervision, materials, equipment, supplies, services, insurance, transportation and other incidental requirements necessary to install the software in accordance with this RFP for Time and Attendance Software and Hardware. The due date for this RFP is Thursday, December 18, 2014, at 2:00 p.m. The price given below will be held firm for 60 (sixty) days after the due date set forth in this RFP. Please list any items that are not included in the following price.

$______________________________________________________________________

Please list any discounts or incentives to be given to the Cache County School District, as well as different prices for employee access time clocks:

_____________________________ Authorized Signature _____________________________ Name & Title _____________________________ Date:

*If additional space is needed please attach or reference on this document.