Addendum No. 2: PAYROLL TIMEKEEPING SYSTEM

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1 Rockford Board of Education 501 Seventh Street Rockford, IL Addendum No. 2: PAYROLL TIMEKEEPING SYSTEM To All Bidders: Attached are modification, clarifications and/or corrections for the Project Manual and is hereby made a part of the contract documents. Please see attached to this addendum the Project Manual(s) in your possession. Please note the receipt of this addendum on the bid form. Bidders shall review changes to all portions of this work as changes to one portion may affect the work of another. Refer all questions relative to the business aspect, Instructions to Bidders, Special Conditions, and questions concerning the technical aspect of the documents to the Executive Director of Budget and Purchasing by at ROCKFORD BOARD OF EDUCATION By: Stacie Talbert Scott Executive Director of Budget and Purchasing

2 Rockford Public Schools ADDENDUM TWO ADDENDUM DATE: RE: IFB No Payroll Timekeeping System REQUEST FOR INFORMATION RESPONSES: 1. Page 21 Scope of Work First Paragraph (page 26 of 32), You state: District desires a Comprehensive Timekeeping System with no yearly licensing fees. Question(s): Can you clarify what is meant by no yearly licensing fees. Is it accurate to assume that the district would like to purchase licenses vs. paying an ongoing license fee i.e. in a SaaS model? Response: Yes, this is correct. The District will have approximately 150 users and to pay a yearly fee would be very costly to the District. 2. Item #35 Under Supplemental Terms and Conditions (page 22 of 32), You state The pricing for the base year of the contract and all option years are to be submitted as both firm fixed prices and a percentage of commission rate. Question(s): What is meant by a percentage of commission rate? Could the district provide a sample of how you would like the pricing submitted? Response: The cost proposal will be laid out in distinct and separate section as stated in the Submittal Requirements on page 29. If Respondent offers alternatives to purchasing the software, i.e. outsourcing, please lay out the cost proposal. Cost Proposal should contain the following information: A. The cost of the software products proposed. B. Hourly Rates for Labor during normal working hours and rates for services rendered week-ends and after-hours. C. Travel time charges (if any) and travel mileage rate. D. Any Hardware Costs, if applicable. E. Approximate Training Time. F. Annual Support and Maintenance costs. G. Time Frame for Implementation. H. As examples of pricing, give estimates of cost involved for items A - D for the following projects: a. Installing hardware, if applicable. b. Installing software, ensuring compatibility with all relevant systems. c. Converting existing data. d. Training personnel to run systems. e. Completing successful dry-run of systems. f. Going live with systems. 3. Item #42 Under Minimal Functional Requirements (page 27 of 32), You ask for the vendors to Describe support limitations for administrator and technology. Questions(s): What is meant by this statement? Response: When there is system issues regarding either set up or software, what is the procedure for assistance? Help desk hours, etc. 2 P age

3 4. Item #1 Under Requirements/Deliverable (Page 27 of 32), You state Vendor shall provide timely and accurate technical advice and sales support to District Staff and Hosting Participants, if applicable. Question(s): Please define Hosting participants. It appears from other parts of the RFP that the district is planning on hosting the software within the district, is that accurate? Response: Yes, the District will host from within. However, if our payroll software, SunGard needs to be involved, a solid working relationship will need to be maintained. 5. Item #1a Under General Conditions and Instructions for All RFPS, You state: Please return a copy of the required forms in a SEALED envelope with the RFP number, subject and your firm s name and address clearly indicated on the envelope. Question(s): Please confirm. Do the forms need to be provided in a sealed envelope, separate from the submission? Response: The entire RFP submission including required forms and responses can be submitted in one sealed envelope. The forms do not have to be in a separately sealed envelope. 6. Item #2h Under Supplemental Terms and Conditions, Evaluation Criteria, Item h asks to provide detailed information on Rebate program. Question(s): Can you clarify what is meant by the rebate program? Response: If your company offers a rebate program that will offset the cost of the software, the District request you include detailed information describing it. If your company does not, this would be not applicable to you. 7. Request for Offer Form, RFP Offer Form for Payroll Timekeeping System currently references: RFP No Physical Security and Vulnerability Survey Services. Question(s): Can we go ahead and update this provided form with Payroll Timekeeping System accordingly, or will the form be different? Response: See attached Addendum 1 that was issued on April 10, 2014 that has a revised RFP Offer Form. 8. Clarification Questions, Addendum, Due Date, Question(s): The estimated timeline references the final addendum with responses will be completed by 11:00 a.m. CST. The submission due date is 11:30 a.m. CST. The close timeframe between the final addendum and the due date causes concern. Our goal is to ship on 4/30/14 to avoid the risk of shipment delays. If the final addendum introduces items that would cause us to significantly alter our response(s) our concern is that we will not have time to mail on 4/30/14. Since questions are due on 4/29/14, will the district alert on 4/29/14 if any additional addendums are expected on the 30 th? Also, if the final addendum significantly impacts scope, will the district consider extending the due date? Response: The District plans to stay as close to the time line as possible. It will be determined and issued via and addendum by 4:30 pm (CDST) April 29, 2014 if the due date will be extended. 3 P age

4 Rockford Board of Education 501 Seventh Street Rockford, IL April 10, 2014 Addendum No. 1: PAYROLL TIMEKEEPING SYSTEM To All Bidders: Attached are modification, clarifications and/or corrections for the Project Manual and is hereby made a part of the contract documents. Please see attached to this addendum the Project Manual(s) in your possession. Please note the receipt of this addendum on the bid form. Bidders shall review changes to all portions of this work as changes to one portion may affect the work of another. PLEASE USE THE ATTACHED RFP OFFER FORM. Refer all questions relative to the business aspect, Instructions to Bidders, Special Conditions, and questions concerning the technical aspect of the documents to the Executive Director of Budget and Purchasing by at ROCKFORD BOARD OF EDUCATION By: Stacie Talbert Scott Executive Director of Budget and Purchasing

5 REQUEST FOR PROPOSAL OFFER FORM Board of Education Rockford Public School District 205 Rockford Illinois RFP No RFP No PAYROLL TIMEKEEPING SYSTEM The undersigned respondent declares he/she has clearly examined the attached General Terms and Conditions, Supplemental Terms and Conditions, Specifications, and RFP Offer Form for the Rockford Public School District's request for RFP Payroll Timekeeping System. Respondent agrees to hold firm the prices offered throughout the first contract period ending June 30, Addendum(s) Receipt: We acknowledge the receipt of Addendum(s) through References: Bidder to provide three references of similar type work that would qualify your firm for this project Proposal submitted by: Company Signature of Company Officer (required) Address Typed Name & Title City, State & Zip Code Date Phone No. Fax No. FEIN

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