ESBD_510897_1778869129977_2026-08 Addendum #1.pdf

ADDENDUM #1

RFP No: 2026-08 RFP Title: HRIS/Payroll Services Questions Deadline: May 12, 2026, at 5:00pm (CT) RFP Due Date: May 27, 2026, at 5:00pm (CT)

Addendum #1 is issued by the ChildCareGroup Procurement Office. Please see the following for changes/additions/deletions/and clarifications to the specifications:

Clarifications

Q1. Where are the demographics (employee size, pay frequencies, etc.) in the RFP?

A1. 425 employees, bi-weekly payroll, full time, part time, temporary, no 1099, 70% non-exempt, 30% exempt

Q2. Can you please tell me how many employees your HRIS Payroll RFP pertains to?

A2. 425

Q3. How many Tax IDs (FEINs) will payroll taxes be reported under?

A3. One

Q4. What is/are the ChildCareGroup's pay cycle(s) (Bi-weekly, Semi-Monthly, Weekly, Monthly, other)?

A4. Bi-weekly

Q5. What is the average number of employees paid each pay period for each pay cycle?

A5. 425

Q6. How many W-2's are issued each year on average?

A6. 500

Q7. Are all employees working and residing in Texas?

A7. Yes

Q8. Are there any other states where payroll taxes must be filed?

A8. No

Q9. Are there any Independent Contractors (1099s) that will need to be paid?

A9. No

Q10. How many ACA full-time (30 hrs. + a week) employees are there, on average?

A10. Approximately 400

Q11. To avoid exceeding the 30-page limit -is it permissible to include clickable links in the RFP response to provide extra, more detailed information, explanations, samples or examples that would otherwise require additional pages?

A11. Yes

Q12. Is there a preference for local vendors?

A12. No

Q13. What is the annual budget allocated for this RFP?

A13. NA

Q14. Work will be onsite or remote?

A14. Not sure what this means. Very few of our employees are remote workers. Most are on site or hybrid.

Q15. Can vendors provide entire services from offshore location (outside US geography)?

A15. No, data must be housed in U.S. – no exceptions

Q16. Who are previous incumbents on this project?

A16. ADP Workforce Now

Q17. We kindly request a 1–2-week extension of the proposal submission deadline to ensure a thorough and high-quality response.

A17. Unfortunately, there is no extension offered.

Q18. What is the total budget for this contract?

A18. NA

Q19.Are there any specific hosting or deployment expectations (region, residency, cloud constraints)?

A19. Data must be housed in the U.S. – no exceptions

Q20. How many benefit carriers require EDI/834 feeds and what file/interface standards are expected?

A20. Approximately ten file feeds and 2 API integrations; industry standards apply

Q21.What are key benefit rules: plan year renewal date, variable-hour measurement tracking, and premium collection during unpaid FMLA?

A21. Plan year renewal 7/1; Most employees are designated full time ACA status, only part time employees (averaging 25 hours per week) are calculated; FMLA premiums are paid upon return to work by the employee.

Q22. What type of benefits are currently provided? Helps us to understand how to set it up, how benefit management is functioning.

A22. Medical, dental, vision, STD, LTD, life, hospital indemnity, critical illness, accident, fsa, dcfsa, hsa

Q23. What other types of garnishments other than child support.

A23. None

Q24. What is the succession planning framework followed?

A24. NA

Q25. What are the high-level functionalities expected in the benefits module. (enrollment, compliance, reporting)?

A25. All of the listed items

Q26. What is the current total employee headcount with the split of HR, Recruit, Payroll, accounting, and advanced reporting users?

A26. Approximately 425 employes; 6 HR/Recruiting/ 3 Payroll/AP, all 9 are advanced reporting users.

Q27. Are there any payroll compliance restrictions or regulatory constraints we must adhere to (e.g., statutory, audits, data residency)?

A27. We get audited by federal and state agencies several times a year. Every employee must complete a timesheet and approved by manager.

Q28. Which source systems are we migrating from (ADP, Paycom, etc.) and which modules are currently live?

A28. ADP Workforce Now, all modules live

Q29. In what format are existing I‑9 records stored (electronic system, PDF, or paper) and do they need to be migrated?

A29. electronic, I-9 automated with e-verify via ADP Workforce Now

Q30. Are there data privacy, security, or compliance requirements specifically for migration and data handling?

A30. Data must be housed in U.S. – no exceptions

Q31. What is the volume and lookback period for historical data to be migrated (including terminated employees)?

A31. As far back as possible, we are a 125 year organization and have been with ADP since October 2021.

Q32. What is the employee self‑service user base, and what support channels are expected (portal, email, chat, WhatsApp, chatbot, etc.)?

A32. Desktop, mobile app, mobile push notifications, email, and text

Q33. Should expense reimbursements be processed through payroll or paid separately via ACH/AP?

A33. They are paid separately via ACH/AP

Q34. How many grant/fund/project codes are tracked and can you share the Sage Intacct chart of accounts and dimension structure for mapping?

A34. 44 PR Reports; 61 grant codes; See screenshot below for Intacct chart mapping

Q35. Which garnishment remittance model do you prefer (AP-based vs third-party service)?

A35. Third-party service

Q36. Is Sage Intacct configured for multi-entity, and how many entities require GL mapping?

A36. Just one entity

Q37. Is there any need to import timesheet data from HRMS to books to manage invoicing.

A37. No

Q38. Is there multi-currency involved?

A38. No

Q39. Do you use matrix/dotted-line reporting (employees with multiple managers)?

A39. No, but this functionality could be helpful.

Q40. Who will be the internal project lead and executive sponsor, and what is the implementation budget range?

A40. Ernest Martinez, VP of People and Culture, budget is unavailable

Q41. What integrations are required internal and external (banks, statutory/tax portals, biometrics/time clocks, and any other third‑party systems)?

A41. Reverse wire for bank draft, no integrations. Wisely, EarnedIt, multiple benefit connections.

Q42. What is the preferred integration approach (API, SFTP/file-based, middleware/iPaaS) for each interface?

A42. We are open. Whatever is most efficient and keeps the data most accurate throughout the transition

Q43. Which certifications and training hours must be tracked for regulatory reporting (e.g., CDA, CPR, early childhood licensing)?

A43. CDA, CPA, Food Handlers and other required certifications, Education, Trainings, Compliance checks such as background, drug screenings, TB test, and physicals.

Q44. What is the size of the HR and payroll operations team (HR agents, payroll processors) supporting this landscape?

A44. People and Culture (HR) team (7), payroll (3)

Q45. What is the requirement for manual/off-cycle checks and local check printing (physical checks vs direct deposit, void/reissue workflows)?

A45. On-site printing of physical checks and direct deposit.

Q46. Do you need pay rate overrides (temporary rates, shift differentials, project-based rates, retro/one-time overrides), and where should they apply (timesheet vs payroll)?

A46. No

Q47. How many payroll approval tiers/workflow levels are required (e.g., HR → Finance → CFO)?

A47. All payroll approvals are done by Payroll department (Finance). Pay change approvals have up to three approvals depending on the affected employee.

Q48. What are the payroll/job processing expectations (real-time vs batch) and do you require locked payroll periods to prevent retro changes?

A48. All done by Payroll department (Finance)

Q49. What payroll reports currently produced in ADP/Paycom must be replicated (including any payroll journal format requirements)? Can any samples be shared?

A49. Will share screenshots of custom reports

Q50. What is the expected format of a custom payroll journal report?

A50. Create G/L File with INTAACT Mapping – see excel file with header listed

Q51. What kind of manual edits/checks are being done currently, explain the As-IS process for approvals.

A51. Tie out time and attendance with payroll hours, deduction variance, import non-worked hour allocation, arrears, bonuses

Q52. Can you please share additional details regarding the specific payroll and unit calculation requirements that would be needed?

A52. Every employee must complete a timesheet and uses hours times hourly rate.

Q53. Which background check vendor is used (Sterling, Checkr, etc.) and do you need system integration?

A53. Simpliverified, if possible but not required

Q54. Which job boards do you use (including nonprofit boards like Idealist), and do you require sponsored campaign budget tracking?

A54. Work in Texas, LinkedIn, Indeed, ZipRecruiter – no campaign tracking

Q55. Can you provide role-based access requirements (HR, Payroll, Admin, Managers) and any auditor read‑only access needs?

A55. NA

Q56. Do you require SSO, and which identity provider should we integrate with (Microsoft/Azure AD, Okta, or other)?

A56. Not required, but could be helpful- Microsoft, Culture Amp.

Q57. What attendance/occurrence policy is used (points-based vs incident-count), and are there audit requirements for approvals?

A57. NA

Q58. How many physical locations are in scope, and do you require physical time clocks (biometric vs badge) and how many sites?

A58. No physical time clocks – approximately 25 locations

Q59. Can current business process workflows be shared?

A59. No

Q60. Could you please provide the approximate total number of employees, including any breakdown between full-time and part-time staff?

A60. 425, 90% full time,10% part time

Q61. How do you expect your headcount, locations and programs (especially grant‑funded programs) to grow or change over the next 3–5 years?

A61. N/A

Q62. Are there non‑negotiable requirements (e.g., must remain on Sage Intacct, must keep certain processes unchanged, must support specific state/federal programs)?

A62. N/A

Q63. What kinds of non‑employees need to be represented in the system (volunteers, interns, board members, contractors) and what access, if any, should they have?

A63. Benefit Broker contacts

Q64. What are the most complex time rules you must support (multiple shifts, split shifts, overnight, on‑call, multiple locations/grants in one day)?

A64. Weekly overtime only

Q65. How often do employees work in more than one program/grant or location in the same day or week, and how should that flow through to payroll and general ledger?

A65. Multiple cost numbers are available for timecard entry as needed.

Q66. What’s the end‑to‑end flow today from timesheets and payroll to Intacct (interfaces, timing, reconciliations, manual adjustments)?

A66. Timesheets completed by Monday, Payroll payments completed by Wednesday prior to the deadline. Current there is no integration between ADP & Intaact.

Q67. Do you already have a BI tool or warehouse (e.g., Power BI, Tableau) that we should integrate with, or would you prefer to use native analytics?

A67. No

Q68. If we are down selected in your process and are invited to demonstrate, are you planning to hold demonstrations in-person onsite, or virtually?

A68. In person

Q69. Will there be opportunity for additional discovery prior to demonstrations with stakeholders/end users?

A69. At this time, we will not be releasing any additional discovery information prior to demonstrations.

Please sign below and include Addendum #1 with your proposal response. Failure to include the signed Addendum #1 may deem your proposal non-responsive.

For Questions regarding this addendum contact:

Anna Alvarez Procurement Specialist aalvarez@ccgroup.org

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