RFP 23-045 Protected Leave - Disability Management System - Addendum 3 with Exhibits - Final.pdf

RFP 23-045 – Addendum #3

SALEM AREA MASS TRANSIT DISTRICT

REQUEST FOR PROPOSALS

RFP 23-045

PROTECTED LEAVE / DISABILITY MANAGEMENT SYSTEM

ADDENDUM #3

Salem Area Mass Transit District is providing information and making changes / additions / modifications / revisions as an Addendum to RFP 23-045.

The following changes, clarifications and SAMTD responses to questions posed to date are hereby provided to all proposers:

1. Question: What is the difference between the substantial contract completion by May 1st, and the final contract completion date?

Response: Substantial Completion is, in a case for a software solution, is after the solution has been delivered, installed, and training has taken place with the potential of some final adjustments that need to occur. Final completion is when the system has been fully implemented, all final adjustments and fixes have been made, training has been completed, system has been tested and accepted, and all deliverables and documentation under the contract have been completed and accepted, excluding warranty, support, and on-going licensing.

2. Question: Are you looking for system to automate eligibility determination or just have the functionality in place knowing that they can intersect but Cherriots’ would update the eligibility determination information?

Response: SAMTD is looking for an automated system that determines and flags eligibility based on Federal, State, and local leave guidelines, however, the District is also interested in HR personnel interaction with the system as to provide circumstantial oversight and engagement when applicable.

3. Question: Would there be someone from Tyler Munis working with the selected vendor to go through the integration process or would it be the project manager on the Cherriots team that would interface with the selected vendor or Tyler, to get the data fields and what the requirements are for that API integration?

Response: The SAMTD Project Managers would be the liaisons to work with SAMTD’s IT team, which would assist in how the selected vendor’s software integrates with SAMTD’s systems, including the District’s Tyler Munis solution.

Essentially, the successful supplier would import historical and current leave data over to their system for the initial setup, and SAMTD’s system would push out information to the selected vendor as new data populates, and then the system would manage it.

4. Question: Are there any Cherriots employees outside of Oregon?

Response: No

RFP 22-016 – Addendum #3

5. Question: Is it a necessity or a requirement of onsite training, or can this training be virtual?

Response: SAMTD will accept virtual training.

6. Question: What is the total employee headcount for your organization?

Response: 252

7. Question: Will there be a dedicated point-of-contact from the organization who will assist with scheduling meetings with relevant subject matter experts?

Response: Yes. The SAMTD Project Manager assigned to this project will be the contact liaison with the supplier and SAMTD internal organizations.

8. Question: Could the agency please clarify if it is mandatory to be licensed by the state of Oregon during the time of proposal submission?

Response: Yes, this is a requirement of the solicitation.

9. Question: RFP states: “Proposals must be: Submitted on the Proposal forms, or copies of forms, furnished by

SAMTD” --- Is this referring to the price proposals?

Response: Applicable Exhibits 1-14 are required to be submitted on the SAMTD provided forms found in the solicitation documents.

10. Question: Please confirm if email submission will work.

Response: Yes, proposals can be submitted via email at the following address: procurement@cherriots.org.

11. Question: Does SAMTD have an established budget for this project that can be shared?

Response: SAMTD does have an approved budget for this project. SAMTD does not publish internal budgetary figures on competitive solicitations in order to preserve the competitive environment of the solicitation.

12. The Agenda for Pre-Proposal Conference that was held on 12/12/2023 is attached as Exhibit A to this Addendum.

13. The Attendance Sheet for the Pre-Proposal Conference that was held on 12/12/2023 is attached as Exhibit B to this

Addendum.

All other specifications and terms and conditions remain unchanged.

By: Daniel M. Knauss

Procurement & Contracts Manager Salem Area Mass Transit District

555 Court Street NE, Suite 5230 Salem, Oregon 97301 December 28, 2023 mailto:procurement@cherriots.org

PROTECTED LEAVE / DISABILITY MANAGEMENT SYSTEM

PRE-PROPOSAL MEETING AGENDA

SAMTD RFP No. 23-045 Project Name: Protected Leave / Disability Management System

Tuesday December 12, 2023 at 2:00 PM SAMTD Administrative Offices, 555 Court Street NE, Salem, OR 97301 (Mill Creek Conf. Rm. & Via Teleconference)

A. WELCOME

1. Sign-in sheet

2. Introductions

a. Procurement Contact: Dan Knauss, Procurement & Contracts Manager

b. Project Manager: Jessica Harrington, HR Manager

Deb Grant, Risk Manager

B. PROJECT DESCRIPTION, DELIVERY METHOD & SCHEDULE

1. Description: SAMTD is requesting Proposals for a commercial off-the-shelf, configurable, web-based, vendor-hosted Protected Leave / Disability Case Management Software Solution that is for planning, responding, and managing issues related to employee protected leave designations, disability accommodations, and records management. A resultant contract will include the scope of services and specifications and all work as identified in PART 2 of this solicitation.

• Successful proposer shall be licensed by the State of Oregon to do the work required under the resultant contract.

• All items or services to be furnished under the solicitation and resultant contract shall meet all applicable state and federal requirements of the Occupational Safety and Health Standard.

• Successful proposer shall obtain and maintain in current status all applicable permits and licenses.

2. Delivery Method—Project will be performed under a single Prime Contract.

3. Project Schedule and Completion Time:

a. Notice of Intent To Award: January 19, 2024 (Estimate)

b. Notice Proceed: February 1, 2024 (Estimate)

c. Service completion:

• Substantial Contract Completion on or before May 1, 2024 (Estimate)

• Final Completion on or before June 1, 2024 (Estimate)

C. PROPOSAL PROCESS AND PROPOSER INSTRUCTIONS

1. Request for Proposal, Plans, Specifications, Addenda, and other related documents for this project are available on the procurement page of the State of Oregon OregonBuys website.

www.oregonbuys.gov Notice #S-KS2410-00008827

2. Important Dates:

a. Submit Questions Deadline: December 14, 2023: 4:00PM PST

b. Issue Addendum Response to Questions: December 18, 2023: 5:00PM PST

c. Solicitation Closes: December 28, 2023: 4:00PM PST

d. Issue Notice Of Intent To Award: January 19, 2024: (Estimate)

e. Contract Award and Notice To Proceed: February 1, 2024: (Estimate)

3. Required Proposal Submittals — See required items on Salem Area Mass Transit District “Instructions For Proposers” and “Exhibits” included in the Request For Proposal.

EXHIBIT ASALEM AREA MASS TRANSIT DISTRIVT (SAMTD)

Protected Leave / Disability Management System

RFP 23-045

Addendum #3 http://www.oregonbuys.gov/

PRE-PROPOSAL MEETING AGENDA

SAMTD RFP No.: 23-045 Protected Leave / Disability Management System Tuesday December 12, 2023 @ 2:00 PM SAMTD Administrative Offices, 555 Court Street NE, Salem, OR 97301 (Mill Creek Conference Rm. & Via Teleconference)

D. SAFETY AND SECURITY

1. Safety Requirements—Job Site Conditions

• The successful proposer shall take all necessary precautions for the safety of all personnel on the job site, and shall comply with the Contract Documents and all applicable provisions of federal, state and municipal safety laws and building codes to prevent accidents or injury to persons on, about or adjacent to the premises where the Work is being performed. The Owner's Authorized Representative has no responsibility for Work site safety. Work site safety is the responsibility of the successful proposer.

2. Site Visitation & Viewing

• Not available for this solicitation

E. INSURANCE

Requirements as identified in RFP 23-045 Exhibit B - Sample Contract, Special Contract Conditions, Section SP.7 “Insurance”.

F. BONDING

This requirement is “Reserved” for this procurement.

G. SPECIAL CONSIDERATIONS

1. Compliance with local requirements for the Jurisdictions where work is performed.

2. Coordination with SAMTD Security and Business Operations. SAMTD Project Manager will be liaison with these SAMTD organizations.

H. SAMTD SUPPLEMENTARY CONDITIONS & SUPPLEMENTARY INSTRUCTIONS

Please review all solicitation documents thoroughly to ensure complete understanding of all supplementary conditions and instructions.

1. Please review Part 1, Section 3, Subsection 2 (A-F) regarding preparation of proposals.

I. TOUR OF AREA WHERE WORK IS TO BE PERFORMED

There will be no tours associated with the Conference today.

J. SCOPE OVERVIEW BY SAMTD PROJECT MANAGER’S

K. QUESTION & ANSWER PERIOD

SIGN IN SHEET

FOR PRE-BID CONFERENCES, PRE-PROPOSAL CONFERENCES, BID OPENINGS

IFB OR RFP NUMBER: __RFP 23-045______________ GRANT NUMBER: _______________________________ PAGE _____ OF ________ DATE: ___12/12/2023___________ PROJECT TITLE: __Protected Leave / Disability Management System_____________

_____ PRE-BID __XX__ PRE-PROPOSAL _____ BID OPENING _____ WALK THROUGH

ATTENDANCE LIST

NAME

FIRM

REPRESENTED ADDRESS CITY/STATE/ZIP TELEPHONE F

A X

EMAIL

Dan Knauss SAMTD CH2 Salem, OR 97301 503-361-2555 dan.knauss@cherriots.org

Jessica Harrington SAMTD CH2 Salem, OR 97301 503-361-7526 jessica.harrington@cherriots.org Charleen McCurdy SAMTD CH2 Salem, OR 97301 503-361-7523 charleen.mccurdy@cherriots.org Angela Henson SAMTD CH2 Salem, OR 97301 503-361-7528 angela.henson@cherriots.org Melissa Kidd SAMTD CH2 Salem, OR 97301 503-361-7519 melissa.kidd@cherriots.org

ONLINE:

Calvin Gower STIIRA 971-350-7151 Calvin.gower@stiira.com Casey Rillahan STIIRA casey.rillahan@stiira.com

EXHIBIT BSALEM AREA MASS TRANSIT DISTRICT (SAMTD)

Protected Leave / Disability Management System

RFP 23-045

Addendum #3 mailto:Calvin.gower@stiira.com mailto:casey.rillahan@stiira.com

SIGN IN SHEET

FOR PRE-BID CONFERENCES, PRE-PROPOSAL CONFERENCES, BID OPENINGS

IFB OR RFP NUMBER: __RFP 23-045______________ GRANT NUMBER: _______________________________ PAGE _____ OF ________

DATE: ___12/12/2023___________ PROJECT TITLE: __Protected Leave / Disability Management System_____________

_____ PRE-BID __XX__ PRE-PROPOSAL _____ BID OPENING _____ WALK THROUGH

ATTENDANCE LIST