ESBD_510897_1777411738317_2026-08 Solicitation Issued.pdf

3000 Pegasus Park Drive, Ste 800, Dallas TX 75247 procurement@ccgroup.org

REQUEST FOR PROPOSAL

Solicitation No. 2026-08 HRIS/Payroll System

ChildCareGroup

RFP 2026-08

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Table of Contents

OVERVIEW

GENERAL DESCRIPTION

SCHEDULE OF EVENTS

CONTACT INFORMATION

CONTRACT TERM

SCOPE OF WORK

SPECIFICATIONS

PROPOSAL INSTRUCTIONS AND REQUIREMENTS

ADDENDA AND CLARIFICATIONS

PROPOSAL FORMAT REQUIREMENTS

PROPOSAL SUBMISSION REQUIREMENTS

PROPOSAL RECEIPT AND EVALUATION

PROPOSAL WITHDRAWAL

CONTRACT AWARD

EVALUATION CRITERIA

GENERAL TERMS AND CONDITIONS

Attachment A: Proposer Contact Information Form Attachment B: Insurance Verification Attachment C: Proposal Certifications A-F PROPOSAL CERTIFICATION A: Proposal Preparation Certification PROPOSAL CERTIFICATION B: Debarment, Suspension, Ineligibility and Voluntary Exclusion PROPOSAL CERTIFICATION C: Drug Free Workplace PROPOSAL CERTIFICATION D: Submission Certification PROPOSAL CERTIFICATION E: Disclosure of Potential Conflict of Interest PROPOSAL CERTIFICATION F: Independent Price Determination

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OVERVIEW

GENERAL DESCRIPTION

ChildCareGroup (“CCG”) is seeking to secure the services of a qualified and experienced firm to provide an integrated human resources and payroll solution to replace the current HRIS/Payroll system. CCG plans to procure either a hosted, licensed, commercially available software product or a commercially available subscription-based fully managed software solution. CCG is not planning to develop custom-built software or procure an on-premises solution.

SCHEDULE OF EVENTS

Please find below a Tentative Schedule of Events for this RFP. CCG reserves the right to revise the Tentative Schedule of Events if such revision is deemed to be in the best interest of CCG.

RFP Issue Date.…………………………. April 28, 2026

Submission of Written Questions ............ May 12, 2026, 5:00pm CST

Proposal Submission Deadline ............... May 27, 2026, 5:00pm CST

Evaluation Period .................................... June 1-June 17, 2026

Demos ..................................................... June 22-June 26, 2026

Notice of Award ....................................... TBD

CONTACT INFORMATION

Procurement Department procurement@ccgroup.org

Administrative offices are located at 3000 Pegasus Park Drive, Suite 800, Dallas, TX 75247.

It is the Proposer’s responsibility to obtain clarification of any information contained herein. Proposers must submit all questions or requests for clarification ONLY in writing. The RFP Number must be referenced in all correspondence pertaining to this RFP. Contact with CCG personnel other than the designated Procurement Contact may be cause for proposal rejection.

CONTRACT TERM

The contract is for one (1) year with four (4) one-year options for renewal.

mailto:procurement@ccgroup.org

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SCOPE OF WORK

Established in 1901, ChildCareGroup’s mission is to champion a strong two generation system that teaches children and parents, trains early childhood professionals, and assists families so they can build prosperity through employment and training. We believe that all children, regardless of background or circumstance, deserve a good start and a solid foundation that will help them succeed later in school and in life. This is a period of unprecedented growth and change in the field of early childhood education.

There is now a broad understanding of what ChildCareGroup has known for over a century: children are born ready to learn, and a quality of early education makes a tremendous impact on a child’s future development and success. At the same time, childcare is a workforce issue, and parents cannot go to work or attend school or job training without access to affordable, safe, and reliable childcare.

ChildCareGroup (CCG) is soliciting proposals from qualified vendors who can provide a Human Resources Information System (HRIS) that provides organizational support as outlined including, but not limited to, providing a system of record for all employee data, benefits administration, payroll administration, program and grant allocations, timekeeping, compensation administration, employee self-service, performance management, interactive home page dashboard, compliance, talent acquisition, and talent management.

The following information is provided to assist in understanding the preliminary scope of services needed to accomplish this project. A final scope of work will be developed between CCG and the selected proposer prior to approval of a final agreement.

SPECIFICATIONS

Proposal Questions: Respondent must complete the Proposal Questions, marked as Attachment I, and include as part of their response.

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ATTACHMENT I

Questionnaire must be completed and submitted as part of responder’s proposal:

Answer each element in as much detail as necessary to deepen our understanding of the services provided.

I. COMPANY INFORMATION

Response:

(Provide information or affirmative or negative and optionally discuss)

Describe your company. Where are your offices and customer base? How long have you been in business?

How do you distinguish yourself from the competition?

What is your range and average client size?

What size range of clients would you say your software is best suited for and why?

Describe your organization’s research and development capabilities.

Describe any formal quality and continuous improvement programs you have in place.

Have you worked with nonprofits before?

II. PAYROLL

(Provide information or affirmative or negative and optionally discuss)

Describe the audit process for each payroll.

Does the system identify missed punches that need to be Corrected?

Does the system identify pending PTO requests that need to be approved?

Describe the PTO accrual process. Are PTO accruals awarded real time or only on a set timeframe (like the first of each month)?

What processes are in place to make corrections to payroll errors?

Describe how a mid-period salary change is processed.

Does your system validate minimum and maximum salary (of grade) when pay is changed and provide warning messages needed.

Please describe your capabilities to track occurrences.

Do you offer a merit matrix for batch salary increases when performance reviews are processed?

Payroll General What tax updates, if any, are provided and how are these updates received?

Are there start and stop dates for deductions, liens, garnishments, loans, etc.?

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Describe the system’s ability to set up deductions/earnings/rate changes with appropriate future effective dates.

Describe how your system handles labor distribution (costs Allocated per employee) for multiple funding and grant sources?

Can labor distribution be recorded on employee timesheets?

Can a mass increase be given to a specified subset of employees by locations?

How far back will payroll history be kept and retrievable?

Locally or on your server?

Are there blank fields in your system we can customize to track and report data unique to our company?

How are custom fields defined? Alpha, numeric or both?

Are we able to attach messages directly onto paycheck stubs?

Any length limitations?

When are the payroll updates available in the system after submission (time and day)?

Will we have a dedicated Customer Support Representative specifically to handle Payroll issues?

What is the administration functionality or capability of your product?

How does your system handle manual checks?

What level of employee/manager self service is available for payroll information:

Can your system allow a different pay rate than the one in the employee’s file?

Can your system permit units in hours, minutes, days or all other units or by piece rate?

CCG uses “PAFs” or Personnel Action Forms which, creates a paper trail for employee changes (pay change, termination, promotion, etc.) and includes an approval flow.

Describe your PAF capabilities. Is the workflow for PAF approval separate from the Timesheet approval workflow?

Is there a tracking system that can tell if an employee was transferred from one location to another so that the manager knows who’s working for him? How much history of this is maintained and available?

How are leaves of absence identified and processed in the system, i.e. Personal Leave (PL) and Family and Medical Leave Act (FLMA)

Describe how your customers process and print a check locally at their site.

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What controls do you use to ensure that the bank receives the payments files?

Please describe how timecard approvers are designated and the process for updating timecard approvers.

III. GENERAL LEDGER

CCG currently uses Sage Intacct as our GL system

Response:

(Provide information or affirmative or negative and optionally discuss)

General Describe your general ledger process.

Does the application allow for the allocation of costs to any level of detail?

How does the application handle multiple GL, account numbers or allocations for the same employee?

We have a variety of grants that employees must allocate their hours to. Some employees only have one allocation code, others have several.

Does the system allow employees to charge their time to multiple Project codes?

Can account numbers or GL numbers be any number of digits or are they limited?

Does your system allow for expense reimbursements? Please explain how it works.

Do you have a mobile application for mileage tracking and expense reimbursement?

Tax Is there PC/online access to current and historical tax information?

How do you keep clients informed of what’s going on with the various tax jurisdictions?

Will we have a dedicated Customer Support Representative specifically to handle Tax issues?

What type of tax reports are generated each pay period?

Will you provide copies of all tax filings?

Does the system maintain all federal and state regulations for garnishment processing?

Does the system pay garnishments directly or do we have to enter into our AP system?

Are the tax tables managed by your office?

Reporting When payroll is delivered, what standard reports are included.

Can we have samples to view?

Are these standard reports customizable (available to run with different date ranges)?

Does the system provide an integrated ad hoc report writing tool? Is demo available to view?

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Is there one database between HR and Payroll or are they separate?

Discuss how a non-technical user can obtain reports from the system without assistance.

What is cost and turn-around time when requesting new report set-up? Custom reports?

How many standard reports does your system have available?

Can ALL your reports be run into Excel or .csv file? What limitations are there?

Does the system provide the ability to schedule standard reports to automatically run?

Do you have a standard dashboard available (turnover, average wage, benefit costs, payroll to budget)?

Describe your ACA reporting capabilities.

Describe what Applicant Tracking reports are available.

Does your system provide EEO1 and compliance reporting?

Does your system contain an electronic I-9 compliance report and/or dashboard?

Does your system automatically run E-Verify (if desired by client) or is it manually selected for each case?

Is there a conversion fee for transferring I-9 data to your system?

Can your system build organizational charts? Please describe it.

Retention tracking and reporting?

Ad hoc reporting?

IV. IMPLEMENTATION

(Provide information or affirmative or negative and optionally discuss)

Will we have an assigned implementation manager throughout our implementation?

Will we have access to our implementation manager after implementation has been completed and activated? If so, for how long?

Describe a new customer implementation.

How long does implementation typically take?

Is implementation completed all at once or in stages?

If we choose to use all aspects of your platform including HRIS, Payroll, Talent Acquisition, ACA, Performance Management, Benefits, Reporting, and Time and Attendance, how long would the implementation take from beginning to end?

Who does the data migration? How is it accomplished?

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What type of data will our company be responsible for providing/uploading?

How many HRIS/Payroll transitions have you done?

Have you completed a migration from ADP? If so, describe the challenges associated with this migration.

Is there a limit to the amount of data we can bring into the new system (terminated employee data)?

Does your system allow filtering on EE active status, on leave, etc.?

Describe all limitations your system has with migrating all data and attributes from Paycom.

V. RELEASES AND UPGRADES

(Provide information or affirmative or negative and optionally discuss)

How are updates/upgrades to the software handled? What controls are used to ensure new releases do not cause additional problems?

What is the frequency of your product updates and technical upgrades?

Support What level of support will you provide during start up, new releases, and ongoing?

Describe available training, cost, offered only at start-up or also ongoing?

What compensation management functions does the system support?

Does the system support employees with multiple positions and departments?

Generally, please describe the features and functions of your HR module.

Is your HR module fully integrated into your payroll system? Or are they separate? If separate, how do they link?

Can the system process multiple transactions for an employee with the same effective date?

How does your system handle rehires?

Do you offer a mobile application (iPhone and Android) for employees and administrators?

Does the mobile application include timekeeping?

If so, please let us know about all timekeeping restricting capabilities your HRIS has (IP restrictions, geofencing using latitude and longitude, etc.)

Benefits

Can benefit plans be set up so only a specific group of employees are eligible for them?

Can benefit cost changes be future dated for a future year within the current year?

Are premiums automatically updated for age and salary benefit calculations?

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Are insurance amounts automatically adjusted when a salary increases?

Does your system calculate GTL in/out taxable benefit?

Do Employee Benefit Statements include the company’s cost of benefits?

Do you offer online benefit enrollment?

Will benefit election changes update payroll deductions?

Does the system provide an online view of the employee’s total compensation package?

Explain how your system facilitates reporting to third party vendors such as benefit providers.

Can your system track deductions in arrears for employees who are on leave and need to catch up on deductions?

History/Record Keeping/Reporting

Will the system maintain unlimited history for each employee?

Can corrections be made to historical, current, and future records?

Can the system store scanned documents or picture images?

Can your system set up non-employees or those who are non-paid? If yes, is there a fee?

Describe how your solution supports workflow and electronic approvals.

How does your system manage policies?

Does your system allow policy acknowledgements? If so, is the acknowledgement completed with a signature, digital signature, or initials?

Does your system track education?

Does your system track staff training/certifications?

Does your system have the ability to alert HR when certifications are about to expire?

Can employee documents be easily downloaded by CCG to maintain secondary electronic cloud-based employee files? If so, what are the limitations to this downloading?

Is the software intended to maintain electronic employee files?

(easy to upload and organize files, no work arounds).

Application Security

Describe the overall security scheme.

How can you prevent users from viewing and/or editing data in general and at the field level?

What change history is stored to allow tracking of changes or edits made by individual users? Can this be viewed in a report?

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Employee Self-Service

Does your self-service product offer real-time integration with the HR/payroll application?

What benefits does Self-Service offer my organization?

Does your employee self-service portal offer an employee dashboard? If so, is the dashboard content editable by CCG?

Please describe how your system supports electronic onboarding.

Can completed onboarding documents be downloaded in bulk?

Does your platform have an interactive and easily modified dashboard (homepage) that can be easily updated with current company highlights or company news?

VI. TIME AND ATTENDANCE

(Provide information or affirmative or negative and optionally discuss)

General Does the time system have the ability for multiple locations to be set up with varying pay rules and logic?

Does your system pair with physical time clocks? If so, what is the additional fee for one physical time clock?

Are approval levels visible on timesheets for auditors?

Will employees be able to change project or cost codes throughout the day without manually clocking in/out?

Does your system have the ability to automatically tie different PTO schedules to positions?

Ease of timesheet approvals via the website or mobile application?

Ease of time off approvals via the website or mobile application?

Does your system offer FMLA tracking?

Releases and Upgrades

What is the frequency of your product updates and technical upgrades-hosted customers?

VII. SERVICE & SUPPORT

(Provide information or affirmative or negative and optionally discuss)

What is your customer service model?

Will we have an assigned support manager throughout our agreement period?

What individuals or teams will be assigned to us? Provide background and experience levels. Where are they located (what city, state)?

What hours does your company provide service and support?

How long does it take to get a response to a problem or issue?

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How many clients and individuals do you serve?

What is your customer retention rate?

What is the average tenure of your customers?

Provide a description of your company’s disaster recovery options.

What level of support will you provide during start up, new release, and ongoing?

Is there a customer service line available for all employees?

Is there a chat feature available? If so, is this only for practitioners, or is it available to employees as well?

Is there support available for employees from the company? Ex:

if an employee needed to submit a PTO request, can they reach out in a chat to get help?

Training

What types of training do you offer customers? (Free of charge or extra)? Location?

What training materials do you provide?

What training options are available above and beyond basic training at start-up?

Do you provide up to date user reference manuals?

Are there any year-end webinars?

VIII. USER LEVELS/ROLES

(Provide information or affirmative or negative and optionally discuss)

Does the system allow for different user levels: employee, supervisor/timesheet approver, different workflow approver levels?

Describe how managers can create and save their own reports.

Describe how managers are limited to information for only their direct reports (or within their organizations).

Can managers have limited visibility to an employee’s profile such as to their salary and birthdays?

IX. APPLICANT TRACKING

(Provide information or affirmative or negative and optionally discuss)

Provide a brief description of your recruitment and applicant management system.

Provide a brief description of how to create a requisition.

What job boards are supported with your product?

Does your system support sponsored campaign budget tracking?

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Does your system allow for an automatic email response to applicants and candidates? If so, please describe the communication types included in the application. Can we customize the responses?

How are applicant communication responses received?

Can applicants be contacted via text within the system?

Does your system provide customizable interview guide templates?

Does your system filter open requisitions by the user assigned to the role?

Does your system have a “Talent Network” function to engage previous applicants?

Does your system have customizable workflows?

How is an applicant transitioned to an employee in your system?

X. PERFORMANCES REVIEWS Response:

(Provide information or affirmative or negative and optionally discuss)

Please describe your electronic performance review feature.

Can completed performance reviews be downloaded in bulk?

XI. TRAINING AND PROFESSIONAL DEVELOPMENT Response:

(Provide information or affirmative or negative and optionally discuss)

Does your platform support any type of training modules such as leadership or career pathing? If so, please describe.

Does your platform support the creation/upload of custom training courses?

Does your platform support tracking of training or background checks include electronic reminders?

Any succession planning management embedded into the platform?

Does it offer any job description templates?

Does it offer any professional development modules including tracking of training hours achieved?

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Attachment II

Pricing Information:

If you have multiple service options available, please outline and price each option.

Please attach an itemized price list, identify each (if applicable), and each payment option, if any:

One-time upfront cost:

Ongoing Cost:

Installation, Implementation & Training Costs:

Annual Support and Maintenance Costs:

Cost to expand Functionality:

Other Relevant Expenses (required licenses, etc.):

Anticipated/foreseeable costs:

Estimated Time Frame for Implementation:

Approximate number of hours of training needed:

Labor per Hour for training (if applicable):

8:00 am to 5:00 pm Monday thru Friday:

After Hour/Holiday:

Authorized Representative Signature Title Date

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PROPOSAL INSTRUCTIONS AND REQUIREMENTS

CCG will receive proposals until the deadline for proposal submittal. This section provides information on how and where to submit a proposal and other pertinent information regarding this RFP. Those who submit proposals are required to read and comply with the instructions and requirements provided herein.

ADDENDA AND CLARIFICATIONS

CCG may, at its sole discretion, elect to issue changes or clarifications to the RFP in the form of a written addendum. Other written information or verbal communications, including but not limited to discussion in a Pre-Proposal conference, shall not constitute a change to the requirements of the RFP. Addenda, if issued, will be mailed, faxed, and/or emailed to all known prospective Proposers prior to the date and time of the Deadline for Proposal Submittal. It is the Proposer’s responsibility to ensure receipt of any addenda issued. Failure of any Proposer to receive any such addenda or clarification shall not relieve the Proposer from any obligations under its proposal as submitted. The Proposer must sign all addenda and return them with their proposal. All addenda shall become part of the contract documents.

Clarification to the RFP will be issued separately and will not become part of the final contract.

PROPOSAL FORMAT REQUIREMENTS

To facilitate and expedite the evaluation process, all information in the Proposal should be organized and presented as directed below. The maximum number of pages for a submitted Proposal must not exceed thirty (30) pages (excluding formatting Tabs, financial statements, and the required forms under Tab 5). A Proposal may be deemed to be non-responsive and may be disqualified, at CCG’s discretion, if the Proposal fails to comply with the following instructions:

• Cover Letter

• Table of Contents

• Proposer Contact Information Form (Attachment A)

• Disclosure Statements. Proposer’s disclosure and description of any outstanding legal issues and claims against it in connection with the current Scope of Work / Specifications or other Scope of Work / Specifications undertaken in the last five (5) years.

• Addenda. The acknowledgement page(s) of all addenda issued by CCG shall be signed by the Proposer’s authorized representative and submitted in this section.

• Tab 1 – Brief Executive Overview

• Introduction of the Proposer’s company to include company profile/structure and number of years in operation.

• Persons assigned to the project and their years of experience.

• Overall summary regarding plans to meet CCG’s requirements outlined in the Scope of

Work.

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• Tab 2 – Response to Proposed Scope of Work

• Proposal Questionnaire (Attachment I)

• Ability to meet all aspects of CCG’s needs outlined in Scope of Work above, including but not limited to:

o Detailed approach for meeting requirements including optional tasks.

o Type of services and/or resources proposed to meet requirements.

o Proposed personnel structure assigned to CCG including qualifications.

o Examples of past work on similar projects o Service available in required geographical areas and for required job functions.

o Plans for evaluating outcomes.

• Tab 3 – Vendor’s Experience/Capacity

• Experience performing the types of work outlined in the scope of work.

• Experience working with non-profits or with entities of a similar size and scope.

• If your company has done business with CCG, list project(s) and dates.

• Financial stability (Provide copies of audited financial statements for past two (2) years. If audited financial statements are not available, please provide the past two years of fiscal years’ income statements and balance sheets. Financial statements may be included as an appendix and do not count towards the 30-page limit.)

• Provide a list of three (3) current clients. Include the following information:

o Company name o Address, phone, email o Contact names o Brief description of work performed.

• Tab 4 – Cost Proposal (Attachment II) and Insurance Verification (Attachment B)

The required Cost Proposal shall be assembled and presented in accordance with the format and instructions for this solicitation.

• Complete a Cost Proposal (Attachment II) with sufficient detail on all fees

• Tab 5 – Proposal Certification Forms (Attachment C)

• Proposal Certification Forms A-F must be signed and included with response.

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PROPOSAL SUBMISSION REQUIREMENTS

CCG will accept Proposals up to the Deadline for Proposal Submittal. CCG will not consider late proposals.

All proposals submitted in response to this RFP shall become the property of CCG and will not be returned to the Proposer.

Submittals: Proposals should be submitted electronically to the Procurement Department at procurement@ccgroup.org. Proposer must submit all Proposal Response Forms, plus all addenda, completed forms, and any requested information and documentation as part of its proposal. Proposer’s failure to include all submittals may be cause to consider a proposal non-responsive.

Alternate Proposals: No Alternate Proposals will be considered - only one proposal per Proposer.

Acceptance of Scope of Work/Specification Requirements: CCG will presume that the product and/or service offered complies with each requirement of the specifications unless indicated otherwise. If the product and/or service offered is different than what is specified, Proposer must note the difference on an attached document that details the exception(s) to specifications. Failure of the Proposer to make the required acknowledgements may cause their Proposal to be considered non-responsive, in the sole determination of CCG. Should any product be delivered, or service performed which is not as the Successful Proposer has purported it to be in its Proposal, said Successful Proposer will be required to correct any deficiencies without additional cost to CCG.

Confidential or Proprietary Markings: Any portion of the Proposal that Proposer considers confidential or proprietary information, or to contain trade secrets of Proposing Firm, must be marked accordingly. This marking must be explicit as to the designated information. This designation may not guarantee the non-release of the information under the Public Information Act or as otherwise required by law but does provide CCG with a means to review the issues thoroughly and, if justified, request an opinion by the Texas Attorney General's office prior to releasing any information requested under the Public Information Act.

PROPOSAL RECEIPT AND EVALUATION

Responses to this RFP (Proposals) become the exclusive property of CCG. Proposals will be reviewed by CCG so as to avoid disclosure of contents to competing Proposers and will be kept confidential during the process of negotiation. Proposals will not be publicly read.

Proposals will be evaluated on the basis given in the Specifications/Scope of Work and as described in the “Evaluation Criteria” Section of this RFP. Until final award of a contract, CCG reserves the right to reject any or all proposals, to waive technicalities, or to proceed with a Contract for the services otherwise as deemed in CCG’s best interest.

CCG reserves the right to request additional information from any or all Proposers and to conduct necessary investigations to determine (a) if the product and/or service offered meets CCG’s requirements, (b) the quality and reliability of the Proposer’s performance, and/or (c) to determine the accuracy of the proposal information. As part of said investigations, CCG may interview and/or visit companies or public entities listed as references.

CCG reserves the right to select any/all options that is/are determined to be in its best interests and at the sole discretion of CCG.

PROPOSAL WITHDRAWAL

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Proposer, by submitting a proposal, warrants and guarantees that the proposal has been carefully reviewed and checked and that it is in all things true, accurate and free of mistakes. However, Proposers have a common law right to withdraw a proposal due to material mistake in the proposal.

Proposer must submit a request to withdraw a proposal in writing to procurement@ccgroup.org. The written request to withdraw a proposal must state the reason for withdrawal and, if the request is made after deadline for proposal submittal, the details of the material mistake must be included in the request. A proposal for which withdrawal is properly requested prior to deadline for submittal will be returned to the Proposer unopened.

If the Proposer elects to withdraw its proposal and withdrawal is accepted by CCG, the proposal will become null and void. The proposal will not be eligible to be reinstated.

CONTRACT AWARD

Should a proposal be selected for contract, the Proposer agrees to perform the Contract in accordance with the documents listed below.

• Contractor’s Submitted Proposal

• Negotiated Modifications, if applicable

• Addenda, if applicable

• RFP Scope of Work/Specifications

• Special Provisions

• General Terms and Conditions

Proposer has reviewed all the terms, conditions and provisions contained in the RFP to ensure it can comply with and concur with all requirements should a Contract be awarded.

EVALUATION CRITERIA

The evaluation criteria listed below will be used to determine which proposal response is most advantageous to CCG. Said determination will be made in CCG’s best interest and shall therefore be considered final. Proposals will be evaluated based on the criteria and corresponding weight given in each evaluation category listed herein. The response to the requirements of the RFP Scope of Work as well as proposed costs will also be used in CCG’s evaluation. CCG’s evaluation team may consider feedback from references and/or CCG’s direct experience with a proposer or a proposed sub-consultant as part of their evaluation process and consideration for scoring proposals. CCG’s evaluation team reserves the right to shortlist proposers based upon a minimum consolidated average score of 70 or better or the top three highest consolidated average scores from the evaluation, whichever results in a lower cutoff.

Discussions may be conducted with shortlisted/finalist proposers as determined by the evaluation team.

Proposers shall be treated fairly and equally with respect to any opportunity for discussions and revisions of proposals. Proposers are strongly urged to provide competitive pricing since revisions may not be permitted after submissions and before the award of the Contract. CCG may request a Best and Final Offer (BAFO) and/or make a recommendation for Contract award.

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Proposals will be evaluated based on the following:

1. Professional capacity to undertake the Scope of Work (40 Points). This category will be evaluated based on:

• Overall understanding and capacity to meet CCG’s requirements provided in the Scope of Work/Specifications: Proposal Questionnaire (Attachment I)

• Detailed approach to meeting task requirements including optional tasks.

• Background and experience of proposed Contractor and team member personnel, including any proposed subcontractor personnel; rationale for selection of team members and their assigned roles.

• Plans to measure performance/outcomes.

2. Work History and Relevant Experience (20 Points)

• History of company and individuals working on this project as it relates to the requirements listed in this RFP.

• Qualifications of the proposed team dedicated to this project.

• Financial Stability

3. Previous experience working with non-profit or similar organizations (15 Points)

• Evaluation based on evidence of previous/current services provided to non-profit or similar organizations with scope of work similar to this proposal

4. MBE/WBE/HUB entity (5 Points)

• Evaluation based on evidence of certification by state/federal certifying agency.

5. Cost Proposal (20 Points).

• Evaluation of the detailed Cost Proposal (Attachment II)

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GENERAL TERMS AND CONDITIONS

1. APPLICABILITY: These standard terms and conditions apply to all goods or services procured by the CCG, unless otherwise stated in the specifications. The instructions contained herein shall be incorporated into the contract as well as any subsequent purchase order(s) issued for goods or services and shall be included as part of the specifications issued herewith.

2. NOTIFICATION: CCG advertises procurement opportunities through the Dallas Morning News.

CCG shall not be responsible for information distributed by sources other than those listed.

3. ADDENDA: Any revisions to the information contained herein will be issued in the form of addenda. The sole issuing authority shall be vested in the CCG Procurement Division. If addenda contain material changes to the specifications or pricing form, the Proposer shall acknowledge receipt of addenda in the designated section on the Proposal Certification Form. It is the responsibility of the Proposer to obtain and acknowledge any and all addenda. Failure to acknowledge receipt of addenda may be cause to deem such submission non-responsive.

4. SILENCE OF SPECIFICATION: The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement.

5. MINOR DEFECT: CCG reserves the right to waive any minor defect, irregularity, or informality in any proposal. Minor defects, irregularities or informalities will not affect the end product/performance intended by the specifications. CCG also reserves the right to reject any or all proposals with or without cause prior to award.

6. ELECTRONIC SUBMISSIONS: Electronic submissions will be accepted by CCG as valid responses to RFPs issued by CCG. Electronic submissions to CCG shall be electronically signed and dated by a duly designated representative or agent of the company submitting the proposal.

Proposer should clearly and concisely provide all requested information as stated in the proposal document. Failure to provide the requested information may be reason to deem such submission non-responsive.

7. LATE SUBMISSIONS: The date/time stamp located in the CCG Procurement Department serves as the official time clock. Submissions received in the Procurement Department after the stated deadline shall be refused and returned unopened. CCG is not responsible for issues encountered with methods of delivery.

8. PRICING: Prices offered shall be submitted for units of quantity as specified in the proposal document, extended, and totaled. In the case of a discrepancy in the extended price, the unit price shall govern and control. Any alteration, strike-through or erasure made prior to proposal opening shall be initialed by the signer of the proposal, guaranteeing authenticity.

9. FOR BIDS ONLY: Prices offered cannot be altered or amended after the submission deadline.

Bids may not be changed for the purpose of correcting minor errors in bid price after bid opening.

However, a bidder may be able to withdraw a bid only if it contains a substantial mistake that would, in the sole opinion of CCG, cause a great hardship if enforced against the bidder.

10. TAXES: CCG is exempt from paying federal excise and transportation taxes and Texas State or local sales and use taxes. Tax shall not be included in prices offered. A Tax-Exempt Form will be provided by CCG upon request.

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11. WITHDRAWAL OF PROPOSAL: Proposer agrees that its proposal may not be withdrawn or cancelled for a period of one hundred twenty (120) days following the date and time designated for the receipt of proposal without written approval of the Procurement department.

12. F.O.B./DAMAGE: Prices offered shall be F.O.B. Destination, ChildCareGroup and shall be all inclusive of shipping, handling, and packaging costs. CCG accepts and assumes no liability for goods delivered in damaged or unacceptable condition. The successful proposer shall be responsible for handling all claims with carriers, and in case of damaged or unacceptable goods, shall ship replacement goods immediately upon notification by CCG.

13. PREPARATION COST: All costs associated with the preparation of an offer shall be borne by the proposer. CCG will not be liable for any costs associated with the preparation, transmittal, or presentation of submissions, or with any materials submitted in response to the same.

14. SAMPLES: At CCG’s discretion, samples may be required prior to award of proposal, or prior to delivery of goods or services. Samples shall be provided at no cost to CCG. Samples should not be enclosed with submission unless specifically requested.

15. QUALITY: Any catalog, brand names, or manufacturer’s reference in this proposal packet is descriptive and not restrictive and is intended to indicate type and minimum quality level desired for comparison purposes, unless otherwise stated herein. All products and/or optional equipment offered shall be new and of current manufacture. No items of a demonstrator, leased, reconditioned, rebuilt, refurbished, repossessed, or used nature shall be considered, unless otherwise specifically stated herein.

16. PROPOSAL OPENINGS: CCG will make a determination regarding the responsiveness of proposals submitted based upon compliance with all applicable laws and CCG’s procurement guidelines and project documents including, but not necessarily limited to, the proposal specifications and contract documents. CCG will notify the successful proposer upon award of the contract; and, if required by State law, all proposals received will be available for inspection after award.

17. ANTI-COLLUSION: In submitting a proposal, Proposer certifies that they have not participated in, nor have they been party to any collusion, price fixing or any other illegal or unethical agreements with any company, firm or person concerning the pricing offered.

18. NO PROHIBITED INTEREST: Proposer acknowledges awareness of the state laws, CCG bylaws and procurement guidelines regarding conflicts of interest and agrees to comply with each. No officer, employee or agent of CCG shall participate in the negotiation, selection, discussion, award or administration of a contract or procurement supported by public funds if: 1) that individual has a substantial interest in a person or entity, as defined by state/federal laws governing CCG., that is the subject of the contract or procurement; or 2) a conflict of interest, either real or apparent, would be involved, as defined herein.

19. DELINQUENT TAXES: Any person, firm, or corporation that is in arrears to a federal/state entity for delinquent taxes or otherwise, will not be recommended for award of any proposal until the arrearage has been cleared in writing and documentation forwarded to CCG. If a proposer becomes delinquent while a contract is in force, payment for goods or services provided to CCG under said contract or purchase order may be withheld until the arrearage has been cleared and written documentation forwarded to CCG.

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20. MINIMUM STANDARDS FOR RESPONSIBILITY: A proposer must affirmatively demonstrate responsibility. CCG may request representation and other information sufficient to determine proposer’s ability to meet the minimum standards including but not limited to, the following:

A. Have adequate financial resources, or the ability to obtain such resources as required.

B. Ability to comply with the required or proposed delivery schedule.

C. Have satisfactory record of performance.

D. Have a satisfactory record of integrity and ethics.

E. Be otherwise qualified and eligible to receive an award.

21. AWARD OF CONTRACT: CCG reserves the right to award single or multiple contracts for the goods or services as stated herein. Furthermore, CCG reserves the right to take administration costs into consideration when awarding multiple contracts.

When applicable, CCG may award proposals to the lowest responsive responsible proposer(s), or to the proposer(s) who provides goods or services at the best value to CCG. If using these methods, the selection criteria will be clearly identified in the proposal document. The best value method may take into consideration, in whole or in part, by way of illustration and not limitation, the following criteria:

A. The purchase price.

B. The reputation of the proposer and of the proposer’s goods or services.

C. The quality of the proposer’s goods or services.

D. The extent to which the goods or services meet CCG’s needs.

E. The proposer’s past relationship with CCG.

F. The impact on the ability of CCG to comply with laws and rules relating to contracting with historically underutilized businesses and nonprofit organizations employing persons with disabilities.

G. The total long-term cost to CCG to acquire the proposer’s goods or services.

H. Any relevant criteria specifically listed herein or in the contract documents.

22. ACCEPTANCE: Proposer agrees that acceptance of any or all items by CCG shall be binding upon proposer. The proposer shall thereafter execute all documents necessary to enter into a contract in a form acceptable to and properly executed by CCG to provide such goods and services.

23. CONTRACT PERIOD: Unless otherwise stated in the specifications contained herein, the contract period for the proposal will be for one (1) year upon CCG approval, with four (4) optional one (1) year renewal periods if agreeable to both parties.

24. NONDISCRIMINATION: During the term of any contract resulting from this RFP, the Vendor agrees, assures and certifies that, except as permitted by law, the Vendor shall not discriminate on the grounds of race, religious creed, color, national origin, ancestry, age, physical disability, mental disability, medical condition include the medical condition of Acquired Immune Deficiency Syndrome (AIDS) or any condition related thereto, marital status, sex or sexual orientation, the selection or retention of employees and subcontractors and the procurement of materials and equipment.

25. ASSIGNMENT: The successful proposer shall not sell, assign, transfer or convey any contract, in whole or in part, without the prior written consent of CCG obtained through CCG’s Procurement Department.

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26. AFFIRMATIVE ACTION REQUIREMENT: CCG does not discriminate against any employee or applicant for employment because of race, religion, color, sex, age, national origin, handicap, sexual orientation, or political affiliation. Vendors are encouraged to follow such practices.

Minority/disadvantaged and women’s business enterprises are encouraged to submit proposals.

27. CONFLICT OF INTEREST: Vendors shall not, under penalty of law, offer or provide any gratuities, favors or anything of monetary value to any officer, member employee or agent of CCG for the purpose of or having the effect of influencing favorable disposition toward their own proposal or any other proposal submitted hereunder. No employee, officer, or agent of CCG shall participate in the selection, award, or administration of a contract supported by these funds if a conflict of interest, real or apparent, would be involved.

28. CHANGE ORDER: CCG reserves the right to modify or change plans and specifications as deemed necessary after the performance of the contract has commenced, to decrease or increase the quantity of work to be performed, materials, equipment or supplies to be furnished, or address other provisions of the contract as approved by the CEO and/or CFO, the CCG Board of Trustees, and as appropriate under state law. No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the contract. All change orders or modifications to the contract will be documented in written form by CCG and acknowledged by the proposer. All change orders and modifications to the contract shall be processed through the Procurement Department only.

29. DELIVERY PROMISE – PENALTIES: Where indicated, proposers must provide number of calendar days required to deliver goods or services to CCG after receipt of order (ARO). Do not quote shipping dates. When delivery delay can be foreseen, the proposer shall provide advance notice to the Procurement Manager, who shall have the right to extend the delivery date if reasons for delay are acceptable. Default in promised delivery, without acceptable reason(s), or failure to meet specifications as contained herein or in the contract documents, authorizes the Procurement Department to purchase goods or services from an alternate source. The defaulting proposer may be subject to re-procurement costs.

30. DELIVERY TIMES: Unless otherwise specified herein, deliveries will only be accepted during normal working hours at location(s) designated by CCG.

31. INSPECTION: Upon receipt of goods or services, the same will be inspected for compliance with the specifications and contract documents. If the goods or services do not pass inspection, the proposer will be required to remedy the situation at the proposer’s sole expense. The proposer will be required to retrieve the rejected goods at the delivery point and provide the necessary repairs of or replacement and return of the goods in new condition to the original point of delivery;

or re-perform services in accordance with the plans and specifications and terms and conditions of the contract and to CCG’s satisfaction.

32. INVOICES: Invoices shall be submitted to ap@ccgroup.org, attention Accounts Payable.

Proposer will submit invoices on a monthly basis, including all supporting documentation (if applicable) to CCG, detailing services rendered, the number of hours worked, hourly rate, and total costs incurred.

33. PAYMENT TERMS: Payment terms are Net 30 days, unless otherwise specified by CCG.

34. INSURANCE: CCG requires proposer(s) to carry the minimum Commercial General Liability insurance of $1,000,000 as required by the greater of the requirements contained in state laws or the insurance requirements contained in the Special Provisions herein.

mailto:ap@ccgroup.org

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35. PRICE ESCALATION: Unless otherwise stated in the Special Provisions or specifications herein, prices must remain firm for the initial term of the contract. The proposer may request an adjustment at the time of contract renewal by submitting a request in written form to the Senior Director of Procurement. CCG reserves the right to approve or reject any and all requests for price escalations.

36. PRICE REDUCTION: If during the life of the contract, the proposer’s net prices to other customers for the same goods or services are lower than CCG’s contracted prices, an equitable adjustment shall be made in the contract price in favor of CCG.

37. INDEMNITY: The proposer agrees to release, defend, indemnify and hold harmless CCG, its officers, agents and employees from and against any and all costs, expenses, suits, demands, claims, liabilities, liens, encumbrances or damages, including attorneys’ fees and costs of suit, of any character, name and description, incurred or resulting from any injuries or damages received or sustained by any person, persons or property on account of any intentional wrongful conduct whether intentional or unintentional or any negligent act, omission, or fault of the proposer, or of any agent, employee, authorized representative, subcontractor, or supplier in the execution of, or performance under this contract or any contract.

38. PATENT RIGHTS: Proposer agrees to release, defend, indemnify, and hold harmless

ChildCareGroup from and against any claim involving patent right infringement or copyright infringement on goods or services supplied to CCG.

39. PROTESTS: All protests regarding the RFP process must be submitted in written form to the

CFO/COO within five (5) working days following the opening of proposals. This includes all protests relating to legal advertisements, deadlines, proposal openings, and all other related procedures under State law, as well as any protests relating to alleged improprieties or ambiguities in the specifications contained in the RFP or contract documents.

Post-award protests must be submitted in written form to the CFO within five (5) working days after award. The protest must include, at a minimum, the name of protester, proposal number or description of goods or services, and a statement of the grounds for protest.