REQUEST FOR PROPOSALS. RFP Payroll Processing and Ancillary Services. For The Estes Valley Public Library District, Estes Park, Colorado

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1 REQUEST FOR PROPOSALS For Payroll Processing and Ancillary Services For The Estes Valley Public Library District, Estes Park, Colorado August 14, 2013 All questions regarding this RFP shall be directed to: Claudine Perrault Library Director (970) Ext. 811 Kieran Rowser Administrative Specialist (970) Ext. 820 Page 1 of 23

2 g 335 E. Elkhorn Ave. Estes Park, CO E. Elkhorn Ave. Estes Park, CO SECTION I REQUEST FOR PROPOSALS (RFP) / PROJECT OVERVIEW The Estes Valley Pubic Library District (herein referred to as Library) is requesting proposals from qualif ied firms with signif icant experience to assist the Library with its payroll processing and other ancillary benefits management and human resource needs. The Library Administration is the Project Representative and will oversee all aspects of the selection process. The Library expects to select and contract with one firm to provide either all or a selected group of the components described in this Request for Proposals (RFP). The Library may choose not to select any firm to provide the Payroll Processing or may elect to reject all proposals. The Library is an equal opportunity, affirmative action employer, does not discriminate because of race, religion, color, sex, national origin, sexual orientation, marital status, age if the individual is 18 years of age or older, disability or any other factors protected by law. The firms responding to this RFP should be prepared to cooperate fully with the Library, its staff and the Project Representative throughout the entire selection process. The Estes Valley Public Library District relevant payroll-related facts: 22- W-2s in 2011, 25- W-2s in 2012 Bi-weekly payroll for approximately 25 permanent employees Full-time and part-time staff, FLSA exempt PERA retirement system; health, dental, vision, Employee Assistance Program, disability and life insurance; workers compensation; self-insured health insurance plan; flexible spending plan Optional deductions Payroll processed internally with H.T.E. Accounting Software module Process bi-weekly payroll, quarterly reports, end-of-year processing and reporting Additional information regarding current process and payroll organization described in Section III and in Section VIII Annexes. 2

3 SECTION II SCOPE OF SERVICES The selected firm shall work with and cooperate with the Project Representative and the Administrative Specialist in rendering services pursuant to this RFP. Goals of outsourcing services: 1. Efficient use of scarce resources through the reduction/elimination of duplicative processes; appropriate use of technology; process automation; access to data sets and reports. 2. Maintain accuracy and timeliness of all aspects of payroll processing including federal and state tax reporting and remittances. 3. Reduce risk by having more secure and solid payroll data, improved internal controls, automated regulatory filing and payment. 4. Flexibility to implement new requirements, fringe benefits offerings and any other changes to Library staff remuneration. The services solicited in this RFP should address the stated goals for the outsourced services and include the following component areas of service. Each area of service should be quoted as separate components of the total bid price: I. Payroll Service A. Area of Service: Accept Bi-weekly Time Reporting. 1. Provide online access for employee entry time reporting, management of accrual balances, leave requests and approvals, and exception reporting. 2. During implementation and departmental transitions, accept upload of biweekly employee time sheets in Excel 2003 or later version format. 3. Ability to handle various time reporting configurations of time sheets, various hour work week, various accruals. 4. Ability to track time by multiple codes such as, but not limited to, specif ic general ledger accounts, projects, workers compensation codes. 5. Proposal for alternate time reporting technology that meet Library needs will be considered and should be described and priced clearly. 6. Provide Supervisor report or online window to approve employees time entry. 7. Provide ability for second review of time entry for Administrative Specialist through either report or online window prior to payroll processing for payment. 8. Provide method to suspend the processing of time sheet entries that do not have two levels of review prior to processing entire payroll batch, along with a warning method to notify Administrative Specialist that suspended records exist prior to payroll processing deadline. Page 3 of 23

4 B. Area of Service: Process Payroll. 1. Process bi-weekly payroll for entire employee base, to include direct deposit and paper checks and/or any combination of both payment methods. Direct deposit must have capability to accommodate a minimum of 6 banking transfers per employee. 2. New banking instructions from employees shall be pre-noted with employee s banking institution prior to initiating new banking instructions to test validity of employee s banking information. 3. Provide ability to include and track taxable benefits. 4. Process retro check payment amounts, final checks or special pay runs that do not occur in conjunction with the standard payroll schedule. Process to occur in a timely manner and to be paid by paper check regardless of employee s regular preference of payment method. 5. Must have the ability to process and print checks on site. 6. Provide online access for employee self-serve, including initial capabilities to view current payroll information, demographics, history, etc. Future capabilities should include employee access to W-4 election changes, address changes, direct deposit changes, etc. C. Area of Service: Tax Deposits, Quarterly & Annual Payroll Tax Reports, W-2 filing, and PERA W-2 and 1099 submissions. 1. All federal and state tax deposit to be made in a timely manner consistent with applicable federal and state law and reporting requirements. 2. Completion and filing of federal and state quarterly payroll tax reports in a timely manner consistent with federal and state law and reporting requirements. 3. Completion and filing of W-2 forms, including distribution to employees. 4. Electronic submissions of W-2 files to federal, state, and PERA. D. Area of Service: Reporting and Data Download. 1. Provide general ledger journal entry to record payroll batches into accounting software via GL Import Field Specif ication in Annex Section VIII. 2. Ability to generate Excel report on detail payroll distribution information. 3. Ability to generate Excel report for bi-weekly leave accrual balances by department, supervisor and/or employee. 4. Ability to generate Excel report for exception by department, supervisor and/or employee. 5. Ability to generate Excel report for bi-weekly deductions such as, but not limited to rent, tools etc., by deduction type, employee, and amount. 6. Ability to generate Excel report for health insurance, dental insurance, and life 4

5 insurance by insurance provider, by billing categories, by employee for the purposes of reconciling bi-weekly payroll deductions and/or benefits paid with bi-weekly provider bills. 7. Ability to generate Excel report for FSLA, FMLA, and other reporting as required per applicable government agency. 8. Ability to generate Excel report for the purposes of budgeting and running alternate cost scenarios for salary and benefits by department, employee and/or general ledger account. 9. Ability to generate Excel report for the purposes of grant and/or project reporting for staff costs as well as annual staff statements of total salary and benefits remuneration. 10. EEO status, including automated reports for EEO-4 reporting. 11. Extensive report capacity including but not limited to DOB/age list, home mailing labels, anniversary lists, seniority lists, pay/hour reports by employee, department, job history reports, organizational reports related to all hires. 12. Provide and/or design other specialized HR reports for recurring needs or special project purposes. 13. Emergency contact information; automated emergency response notif ication 14. Ability to generate Excel report for bi-weekly retirement contributions (PERA, ICMA-Management, ICMA-Roth, ICMA-457, PERA 401k (ING), FPPA) by contribution component by employee for the purposes of reconciling bi-weekly payroll deductions and/or benefits paid. 15. List additional cost, if any, to produce files in the required file specif ications for the bi-weekly retirement contributions (PERA-file specif ications in Annex Section VIII, ICMA-Management, ICMA-Roth, ICMA-457, PERA 401k (ING), FPPA). 16. List additional cost, if any, to transmit bi-weekly retirement contributions (PERA, ICMA-Management, ICMA-Roth, ICMA-457, PERA 401k (ING), FPPA). E. Area of Service: Employee Records and Interface. 1. Provide online access, upload ability and/or other methodology for a single employee record set-up and maintenance. Record changes could include but are not limited to pay rate changes, position changes, address changes, benefit eligibility/election changes. 2. Ability to distribute payroll and benefits costs to multiple general ledger cost center accounts and multiple projects. 3. Ability to assign pay and benefit elections to employees by category wherever possible to facilitate global updating, including but not limited to multiple Library specif ic staffing groups (departments, supervisors, FTE %s, insurance plans, etc.), salary steps, ranges and special pay options. 4. Provide security levels that will facilitate internal controls such as but not limited to discrete staff user rights to update employee records, upload hours, Page 5 of 23

6 approve payroll disbursement, and/or sole HR access to non-payroll records. 5. Provide processes and security levels that facilitate efficient use of Library resources by reducing data entry burden on HR staff by providing employees the ability to directly update their records, including but not limited to data such as contact information, emergency contacts, W-4 deductions, and qualifying event changes for insurance plan elections. 6. Ability to track former employees who remain on Library health insurance plans either through COBRA or as retirees. 7. Employee records should retain/maintain history of employee over time. List additional cost, if any to download/add history to system. 8. Track and process accrual changes based on years of service, process conversions, and accrual lost over max according to Library policy. 9. Track donated sick time for donors and recipients based on Library policy. 10. Track compensatory time buy downs and payouts based on Library policy. 11. Provide verif ication of employment responses made by employees lenders. 12. Provide duplicate copies or access for online self-service to employees to produce copies of past pay check stubs and prior year W-2 s. 13. Provide process automation wherever possible, including but not limited to annual CoLA pay scale update process, annual employee step increase process, annual open enrollment, and elections. F. Area of Service: Employee Benefits. 1. Provide option to prepare and disburse insurance and other provider bills for payment. 2. Provide option to coordinate changes for address and/or benefit elections for insurance and other benefits through single entry of change in employee record. 3. Library s current benefit providers include Cigna Health, Standard for dental, Lincoln life insurance, FPPA for AD&D, FSA through Regional Care, PERA and ICMA for retirement, AFLAC Individual and Group, and Mines and Associates for Employee Assistance Program. 4. Provide data required for annual workers compensation audit. G. General for Areas of Service. 1. Data Security: provide information about your security standards given the sensitive nature of payroll data including tech specif ications of any hosted data servers and software, web-based communications, electronic payments, data encryption, data storage, backup systems for data and continuity of service for payroll processing, etc. 2. Technical specif ications: describe minimum and optimal technical 6

7 specif ications required for Library devices, connectivity to implement proposed services. hardware, software and 3. Research payroll and HR issues on request. 4. Provide training and act as a resource to the Library s Administrative Specialist when needed. 5. Provide training resources to Library departments, general and specif ic, to educate employees and supervisors on use of interfaces where applicable. Training resources should include but are not limited to the use of any remote time entry devises, how to upload documents, and how to create selfgenerated reports. 6. Other services as may be agreed to by the parties, or as proposed pursuant to this RFP. Page 7 of 23

8 II. Ancillary Services A. Area of Service: Human Resources. For each service listed below please provide additional cost, whether there is data upload capability or web based forms, process tracking, electronic acknowledgement, and review and authorize ability. 1. Employment application management including application, initial scoring, selection process steps, communication with candidates. 2. Employee evaluations. 3. Disciplinary processes. 4. Separation - layoff tracking. 5. Training and employee event tracking. 8

9 SECTION III SUMMARY OF CURRENT PAYROLL AND ANCILLARY PROCESSING This section mirrors the categories above, providing a summary of how the Library manages these processes currently in order to give proposers ability to make ROI estimates and address Library goals of efficiency, accuracy, risk reduction and flexibility. Currently, the Town of Estes Park Human Resources Department, through an IGA with the Library, processes all Library payroll. I. Payroll Service A. Area of Service: Bi-weekly Time Reporting. 1. Employees track time weekly manually on a hand written timecard, or Excel timecard. Timecard is signed by employee and supervisor and is turned in bi-weekly. Unsigned timecards are returned to supervisor after processing for signature. 2. All time is entered by the Human Resources Dept. into the H.T.E. financial system payroll module. 3. Time sheets are due every other Friday by 10:00 a.m., for the following Friday pay date. 4. All Library/employee initiated changes are processed when approved and received. B. Area of Service: Process Payroll. 1. Payroll checks each time sheet to verify hours recorded equal each employee s employment agreement and verify that leave usage has been accurately recorded. 2. Payroll keys bi-weekly summary of time for each employee into the Library s software, H.T.E. Taxable benefits are captured in data entry process. 3. Data entry: review by Administrative Specialist for accuracy based on time sheet coding and any employee changes submitted for the month such as salary, banking changes, deduction changes, etc. 4. Reconciliation: Administrative Specialist assures payroll module and payroll spreadsheet reconcile for all payroll related vendor bills. 5. Employee change review: Administrative Specialist reviews all employee changes for accuracy, payroll assists with tracking changes. 6. Once payroll reports have been finalized and approved by Administrative Specialist, checks and direct deposit drafts are printed. 7. Checks and direct deposit drafts are folded and stuffed into privacy envelopes, sorted by department, by employee and bundled for distribution. Page 9 of 23

10 On payroll date, payroll staff hand-delivers pay envelopes to all employee mailboxes on Library premises. 8. Retro check payment amounts are included in the payroll processing, final checks or special pay runs such as but not limited to error corrections and terminations. Manual checks are reconciled to manual Excel file that feeds into the next payroll for balancing submissions for tax, retirement, etc. 9. Annual and repetitive processes are manual including Library staff update of payroll module, federal and state tax tables, update of salary and benefit elections done for every individual staff member. Global updates are allowed only for premium changes check lists are used to send in tax payments and filings, no automation to prompt/remind supervisors of staff lifecycle routines and deadlines, etc. 10. Monthly cumulative registers are printed and balanced with the Excel payroll recap. Monthly worker compensation reports are generated and adjustments are processed. C. Area of Service: Tax Deposits, Quarterly & Annual Payroll Tax Reports, W-2 filing. 1. All federal and state tax deposits are made online the Wednesday before the payroll check date. 2. Completion and filing of federal and state quarterly payroll tax reports completed manually with Excel files as backup to accuracy of numbers. Forms include Federal Form 941, 941 Schedule B, and Unemployment Insurance Tax Report. 3. Completion and filing of federal and state annual payroll tax reports completed by hand or online. 4. Completion and filing of W-2 forms, including employee mailings for distribution of employee copies. D. Area of Service: Reporting and Data Download. 1. Bi-weekly leave accrual balances by department are generated using Impromptu, saved as Excel documents to folders accessible by requested department. 2. PERA contribution file is downloaded from H.T.E., manipulated to match PERA download requirements, and uploaded to PERA website and summary sheet submitted. 3. PERA 401K contribution file and summary sheet is created and downloaded using the ING website. 4. State of Colorado taxes are paid through via website. 5. Federal taxes are paid through the bank. 6. Direct deposit file is created and uploaded to the bank. 7. The AP batch is interfaced and updated in the GMBA module. 10

11 8. Garnishment vouchers are created and submitted to AP for garnishment payments. 9. Employment statistics are reported online. 10. Adjusting journal entry is processed to clear out payroll holding accounts and record the checking account cash transactions. 11. After the second payroll of the month health insurance, dental insurance, vision insurance, employee assistance program, life insurance, AFLAC individual and AFLAC group bills are paid. The adjusting journal entry are completed to clear the payroll holding accounts, record checking account cash transactions, and process accounts receivable entries for the other entities included on Library benefits. 12. Budgeting and cost scenarios are done in Excel outside of the accounting software, which are extremely labor intensive, difficult to share with other stakeholders in budget development process and vulnerable to error. 13. Grant reporting for personnel cost is a manual process which combines employee payroll reports, timesheet and other general ledger research. E. Area of Service: Employee Records and Interface. 1. Record changes are submitted to Human Resources /Payroll and manually entered into the H.T.E. payroll module. Record changes could include but are not limited to pay rate changes, position changes, address changes, benefit eligibility/election changes. Depending on the change, other tracking tools may need to be updated. All address changes are made using online access to health insurance, dental insurance, vision insurance, life insurance, AFLAC, retirement, and flexible spending. 2. Donated sick time for donors and recipients is tracked based on Library policy in Excel files. Transactions are keyed into H.T.E. during bi-weekly payroll process. 3. Verif ication of employment requests from employees lenders are researched in H.T.E. then individual lender forms are completed by hand by HR and faxed back to lender. 4. Employee requests for prior year W-2 s are processed by locating the hard copy and making a copy to mail to employee. Duplicate check stubs cannot be created, but a screen shot from H.T.E. can be printed. 5. Accrual step changes happen on anniversaries and require manual calculation and processing. A letter is also generated to report the information back to the employee with a Years of Service sticker. F. Area of Service: Employee Benefits. 1. Open enrollment process for insurance and other benefits completed using Excel file that is uploaded or keyed in to the vendor website. 2. Change of address and/or benefit elections for insurance and other benefits are updated in H.T.E. as needed and reported to individual benefit companies. 3. Workers compensation annual audit reporting is partially covered by H.T.E. data, and gathered using other information from various locations. Page 11 of 23

12 4. Payroll reconciles vendor bills to payroll module and the Accounts Payable module in the H.T.E., as well as manages the Accounts Receivable for the other entities on the Library s plans. III. Ancillary Services A. Area of Service: Human Resources. 1. Application process submitted on paper from online application and manually managed by HR. 2. Evaluation process is required. It is manual process for staff member and evaluator(s) tracked by HR. 3. Disciplinary process is tracked by HR and managers. 4. Employee Separation is a manual process of filling out a Personnel Action Form (PAF). Other HR reports and analysis is achieved through H.T.E. query program and Impromptu reporting tool. 5. Training and employee event tracking is managed by each department and manually collected by HR. 12

13 SECTION IV GENERAL INSTRUCTIONS A. ADMINISTRATIVE INFORMATION. 1. This RFP is issued under the authority of: Estes Valley Public Library District 335 E. Elkhorn Ave. P.O. Box 1687 Estes Park, CO All inquiries concerning the intent of this request, contract information or site access shall be directed in writing to Claudine Perrault, Library Director (970) , Ext. 811, or Kieran Rowser, Administrative Specialist (970) , Ext. 820, 2. This Request for Proposals consists of the following items: Section I. Request for Proposals / Project Overview Section II. Scope of Services Section III. Summary of Current Payroll and Ancillary Processing Section IV. General Instructions Section V. Proposal Response Section VI. Evaluation and Selection Section VII. Contract Section VIII. Annexes It is suggested that this package be checked to insure that all listed information is included. 3. If there are any deviations from the RFP requirements, please indicate the reason for such deviation in writing. An incomplete or uncoordinated submission will be judged as indicative of the proposer's capability and professionalism. 4. A list of all solicited proposers will be provided to any proposer upon receipt of a written request. B. PROPOSAL SUBMITTAL OPTIONS. In order to be considered for purposes of evaluation and contract award, submit your proposal using one of the following three options: Option 1: Submit via a single pdf document of the complete proposal, including Page 13 of 23

14 all other documents required to be submitted with the proposal, to Clearly note Payroll Processing Services Proposal in the subject line. Option 2: Submit a sealed envelope clearly marked on the outside Payroll Processing Services Proposal with a data stick or CD containing a single pdf document of the complete proposal, including all other documents required to be submitted with the proposal. Option 3: Submit a sealed envelope clearly marked on the outside Payroll Processing Services Proposal with four (4) copies of the complete proposal, including all other documents required to be submitted with the proposal. Option 2 and 3 drop off at the following address/location Estes Valley Library Attn.: Kieran Rowser 335 E. Elkhorn Ave. Estes Park, CO Proposals sent by fax will not be accepted. Proposals sent by mail or other mailing/courier service are not recommended as this may cause your proposal to miss the deadline noted below. No responsibility or liability will be attached to any Library official, employee or agent for the premature opening or failure to open any proposal not marked according to this instruction or proposals sent by mail/courier service and received by the Library after the deadline. No responsibility or liability will be attached to any Library official, employee or agent should a proposal sent via not be received by deadline due to size or any other issue that impedes its arrival to the specif ied address on time. C. SUBMITTAL DEADLINE. Proposals must be received by Friday, September 13, 2013, at 5:00 p.m. mountain daylight time. D. PROPOSAL OPENING. All proposals received in compliance with the instructions of this RFP will be reviewed by the Project Representative and selected proposal evaluators beginning September 16, Proposals received after the date and time specif ied in Section IV. C. and/or proposals which are not prepared and filed in substantial compliance with the terms and conditions of this RFP will not be considered for evaluation or award of a contract. E. MODIFICATION OR WITHDRAWAL OF PROPOSAL. A proposal may not be modif ied, withdrawn or canceled by the proposer for a ninety (90) day period following the time and date designated for the receipt of proposals and proposer so agrees in submitting the proposal. 14

15 Prior to the time and date designated for receipt of proposals, proposals submitted early may be modif ied or withdrawn only by notice to the Library at the place designated for receipt of proposals. Such notice shall be in writing over the signature of proposer, or by facsimile. If by facsimile, written confirmation over the signature of proposer must have been mailed and postmarked on or before the date and time set for receipt of proposals. Withdrawn proposals may be resubmitted up to the time designated for the receipt of proposals, provided that they are then fully in compliance with the RFP. F. SUBMITTAL COSTS. The cost of submittals and any other expenses related to this RFP including travel for interviews or inspections shall be entirely the responsibility of the proposer. Page 15 of 23

16 SECTION V PROPOSAL RESPONSE The submitted written proposal must utilize the following format and content detail. Proposals shall be prepared so that responses are specif ically identif ied in the same order as the requested information identif ied below. A. TITLE PAGE. (Mandatory) The name and signature of the proposing firm s authorized representative as well as his/her address and telephone number must be provided. The proposal must be dated on this page. The authorized representative is to signify the proposer s agreement and compliance with all requirements set forth in the RFP. In addition, the signature will certify the proposer s acceptance of and responsibility for the following (note that the following language must be reproduced above proposer s signature): 1. All data presented in the proposal is accurate and complete. 2. Acknowledgment that the proposer has read and understood the RFP and the proposal is made in accordance with the contents of the RFP unless otherwise noted in the proposal. 3. The proposal shall be valid for 90 days after submission of the proposal. 4. The cost of submittals and any related expenses, including travel for interviews or inspections, shall be entirely the responsibility of the proposer. 5. The discovery of any signif icant inaccuracy in information submitted by the proposer shall constitute good and sufficient cause for rejection of the proposal. B. PROPOSED SERVICES (20 points) and RETURN ON INVESTMENT and COST OF PROPOSED SERVICES (20 points) For each area of service identif ied in the Scope of Services, provide 1. Description of the services proposed including work and/or inputs required by Library. 2. Staff, routine deadlines for bi-weekly, quarterly and annual processes. 3. Address how your services map to the outsourcing goals of efficiency, accuracy, risk reduction and flexibility. 4. Cost of service and pricing information (note any alternate or grouped service pricing). 5. Evaluation of return on investment (ROI) for each category in terms of staffing time and/or other cost savings the Library would see by contracting with your firm. Give specif ic examples of how your services have resulted in a financial savings for your clients. State how your firm would propose to be compensated for 16

17 providing the different areas of services described in the scope of services. Provide estimate of any one-time conversion or start up costs associated with implementing the proposed services. If your company does not provide a specif ic service described in the RFP, simply note that service is not offered. C. STATEMENT OF QUALIFICATIONS and EXPERIENCE. (15 points) Provide a brief explanation of why your firm is qualif ied to provide payroll processing and ancillary services to the Library. Describe the experience of your firm in providing payroll processing and ancillary services for public and private sector clients. D. D. STAFFING. (10 points) Identify the specif ic personnel who will be assigned to provide services pursuant to this RFP. For each of these persons, please provide a resume as an exhibit. E. E. LOCAL (5 points) Identify state of your company incorporation and the city(ies) in Colorado where staff are located. State if company is minority or women-owned. F. SAMPLE REPORTS, DATA SETS and TECHNOLOGY (10 points) Provide samples of the kind of reports you would be preparing for the Library and data sets available to same if selected to provide payroll processing and ancillary services. Describe format and availability options (web based, self service, file format, etc.) for reports and data sets. Provide information on your data security as well as software and hardware requirements for the Library (described in Area of Service I). G. RESPONSE SERVICE. (10 points) Explain how your firm will be able to provide the immediacy of response and personal quality of service needed for a small, general purpose local government. H. CLIENTS/REFERENCES. (5 points) Provide a list of clients for whom you have provided payroll and human resources services during the past three years. Include names and telephone numbers of at least three references with the types of services noted; ideally the references are public sector organizations with at least one a member of the PERA retirement system. I. AVAILABLE OPTIONAL SERVICES. (5 points) Describe the associated services your firm will be able to offer the Library to assist it in maximizing the use of scarce Library resources, both direct cost and staff time, that are directed towards payroll and benefits processing as well as data-intensive human resources processes. Pricing models and estimates for these additional services shall be provided. Page 17 of 23

18 J. STATEMENT OF ASSURANCE. (Mandatory) Provide a statement of assurance that your firm is not currently in violation of any regulatory agency rules, or, if in violation, the violation does not have a material adverse effect on your ability to perform under the proposed contract. K. INSURANCE. (Mandatory) Certify that your firm will purchase and maintain for the duration of the contract the following levels of insurance. $1,000,000 commercial general liability $1,000,000 errors and omissions L. INTERVIEWS. Interviews may be conducted with the companies presenting proposals with the highest scores. Interviews will be scored based on information presented during interviews, and overall quality of the service proposed. 18

19 SECTION VI EVALUATION AND SELECTION Proposals will be evaluated based on the quality of responses to specif ic items outlined in the PROPOSAL RESPONSE section of this RFP. Each valid proposal will be reviewed by the Project Representative. Additional clarifying material may be requested by the Library. The Project Representative will develop a shortlist of firms. The Project Representative may or may not interview the firms. Proposals which are incomplete or non-responsive to this RFP may be rejected. The Library does not accept responsibility for the return of successful or unsuccessful proposals. The Library reserves the right in its sole discretion to: a.1. Clarif ications and additional information, if any, will be posted as addendums on the Estes Valley Library website at It is the responsibility of the prospective bidders to check the website for updates. a.2. Reject any proposal not in compliance with all prescribed RFP procedures and requirements. a.3. For good cause reject any or all proposals upon a finding it is in the public interest to do so. a.4. Waive minor irregularities in the proposals received. a.5. Accept all or any part of a proposal in principle subject to negotiation of the final details. In particular, the Library reserves the right to negotiate fee proposals. SECTION VII CONTRACT The selected firm will be required to sign a Personal Services Contract, which will be prepared by the selected firm, and approved by the Library Board of Trustees. Page 19 of 23

20 SECTION VIII ANNEXES A list of current pay codes, deduction codes, pay steps and ranges are available upon request 1. H.T.E GL Import Field Specifications. 20

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23 2. PERA File Specifications. Page 23 of 23