RFP 2024-1 HR and Payroll Services - Addendum No. 1.pdf

RFP 2024-1 ADDENDUM #1

HR AND PAYROLL SERVICES

THE FOLLOWING CHANGES/ADDITIONS TO THE ABOVE REFERENCED

SOLICITATION ARE ANNOUNCED:

This Addendum modifies the Request for Proposal (“RFP 2024-1”) document(s) only to the extent indicated herein. All other areas not changed or otherwise modified by this Addendum shall remain in full force and effect. This Addendum is hereby made an integral part of RFP 2024-1. Proposers must be responsive to any requirements of this Addendum as if the requirements were set forth in RFP 2024-1. Failure to do so may result in Proposal rejection. See RFP 2024-1 regarding requests for clarification or change and protests of this Addendum, and the deadlines for the foregoing.

CLARIFICATIONS/CHANGES

1. Section 1.2 concerning the Schedule is modifed to provide the following:

Addenda Deadline August 15, 2024 4:00 PM Closing (Proposals Due) August 19, 2024 4:00 PM Opening August 19, 2024 4:30 PM Issuance of Notice of Intent to Award (approx.) August 26, 2024 Award Protest Period Ends 7 calendar days after Notice of Intent to Award

2. Section 3.2.1 concerning Price Proposal Form is modified to provide the following:

”Price Proposal Form (Attachment A; Mandatory)

The Price Proposal Form should be delivered with the Proposal as a separate PDF document titled “2024-1 [Proposer] Price Proposal”. The Price Proposal will be evaluated separately as discussed in Section 4.9.2., below.

For each service listed in the Scope of Work, state either (i) per employee and total per contract year price or (ii) markup percentage on hourly pay rate per employee for each deliverable, as well as any additional fees and expenses proposed to be charged, including any prospective increases over the life of the Contract. Also provide a total Contract price and a proposed monthly payment schedule for the life of the Contract (See Attachment A).”

3. Section 4.7 concerning the Public Opening is modifed to provide the following:

A public Opening will be held on the date and time listed in the Schedule and at https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZmU2OWNlNTYtZmI2OC00YTk5LThjZmYtNGMyOTQxYWJhMjAy%4 0thread.v2/0?context=%7b%22Tid%22%3a%224f48161d-d972-4dbb-8374- 0fd5b53a0be7%22%2c%22Oid%22%3a%22c025a7ff-57a4-4bf1-9929-2e008f409c7f%22%7d;

Meeting ID: 275 673 621 097; Passcode rR23nb. Only the name of the Proposer will be read at the Opening; no other information will be made available at that time. Proposals received will not be available for inspection until after the evaluation process has been completed and the Notice of Intent to Award is issued.

QUESTIONS/ANSWERS

Questions: What is the estimated budget for this RFP? If unknown, please provide the previous spending.

Please specify the estimated number of users (full-time/part-time).

Please specify, the average estimated number of payrolls that vendors need to manage under this project.

Answer: As stated in Section 2.2.1, VPA of Oregon employs 15 employees with an annualized payroll of $650,000, which is expected to grow in subsequent years.

Question: Please disclose the incumbents' names and if possible, please provide the incumbent proposals. To offer you competitive pricing, please share the incumbents' cost proposals.

Answer: VPA of Oregon’s current vendor for the Services is Accel Online West, LLC.

Question: Is VPA facing any issues under the current contract? If yes, please specify.

Answer: No.

Question: Please specify the current software/tools that the VPA is using for the requested services.

Answer: VPA of Oregon is currently utilizing the software/tools provided by its existing

HR and Payroll Service contractor.

Question: It is our understanding that the contract will be awarded to 1 vendor only. Is it correct?

Answer: That is correct.

Question: Does the vendor need to provide training to the city staff as well? If yes how many staff will be trained on the new system and will the training be onsite or virtual?

Answer: Yes, VPA of Oregon will require successful Proposer to provide access and technical support for the comprehensive electronic HR system, including training.

Question: What will be the implementation/ integration timeline?

Answer: As stated in Section 1.1, VPA of Oregon desires for the successful Proposer to commence providing the desired Services on or around October 1, 2024 and to work with existing contractor for timely transition of Services.

Question: It is our understanding that the vendors need to submit their proposal via email to

Tyson Carter at tcarter@vprepor.org? Is it correct?

Answer: That is correct.

Question: If the vendor needs to submit their proposal via email then do they need to submit the Price and technical proposal separately or do they need to submit 1 complete proposal file?

Answer: Proposer must submit its Proposal via email with the Price Proposal being a separate attachment. See Clarification/Changes above.