Request for Proposal - Absence and Time Management System
Closed State & local contract opportunity Posted
- Solicitation number
- RFP-0000000004-CH
- State
- Illinois
- Responses due
Opportunity facts
- Jurisdiction
Opportunity details come from bidnetdirect.com. Updated .
About this opportunity
Indian Prairie Community Unit School District #204, located in Dupage County, Illinois, is seeking proposals for an absence and time management system through a Request for Proposal (RFP) released on November 1, 2024, with responses due by November 25, 2024. The district requires a comprehensive web-based application and equipment capable of automated absence and time reporting for approximately 3,200 full-time and 700 temporary employees across more than 30 buildings. Key objectives include replacing the current system, eliminating manual time entry, reducing human error, and providing direct time data integration with the district's Skyward payroll system. Required vendor qualifications include demonstrable experience with K-12 districts, specifically requesting references from at least three Illinois districts, five similar-sized national districts, and five districts using Skyward. Evaluation criteria will focus on vendor methodology, implementation planning, process improvement capabilities, system integration potential, and comprehensive cost understanding. Critical dates include finalist notifications on December 2, 2024, interviews on December 12, 2024, board approval on January 13, 2025, and a planned implementation period from January through June 2025, with a go-live date of July 1, 2025.
The RFP does not explicitly indicate specific set-aside designations or restrictions for disadvantaged enterprises. Vendors are required to register with the Illinois Purchasing Group through the bidnetdirect system, with a free "Limited Access" registration option available. The district serves approximately 26,000 students across Naperville, Aurora, Bolingbrook, and Plainfield, with a total operating budget of $435.2 million. While specific budget allocations for this procurement are not disclosed, the RFP indicates that contract prices must remain firm for 90 days from the proposal due date. The successful vendor will need to integrate with the district's existing Enterprise Resource Planning (ERP) and Single Sign-On solutions, with a preference for consolidating multiple systems into a single, comprehensive solution. Vendors must provide detailed information about their service team, client support mechanisms, implementation process, and a comprehensive pricing structure including annual fees, optional services, and potential additional costs.
Opportunity text
Indian Prairie Community Unit School District #204 ("Indian Prairie" or "the district") is soliciting proposals to provide absence and time management solutions with a functional web-based application and equipment that offers flexible methods of recording and tracking time and attendance and is available 4/7/365 to provide for automated absence and time reporting for employee groups who work varying positions in over 30 buildings throughout the district. Absence and time management solutions include comprehensive absence tracking, absence fulfillment, and time tracking capabilities. Indian Prairie is the fourth largest school district in the State of Illinois, serving approximately 26,000 students. The district serves students from the cities of Naperville, Aurora, Bolingbrook and Plainfield. The district's total operating budget is approximately $435.2 million. Indian Prairie has approximately 3,200 full time equivalents, and 700 temporary staff. Indian Prairie's primary goal of this project is to replace the current system and provide an accurate and efficient feed of time directly into the District's payroll system (Skyward) allowing for accurate payroll calculations while eliminating the need for manual time entry that is labor-intensive and prone to human error. Additionally, the primary goals for the RFP process are: ● To select a vendor partner with a proven methodology and execution history that will meet the district's needs; ● To work with the vendor to develop an implementation plan that will allow for the completion of deliverables in a timely and well thought out manner; ● To work with Indian Prairie School District 204 to review existing processes and determine how those processes can be implemented with the new solution(s) or how processes can be changed to take advantage of maximum functionality of the new solution(s) and to make district processes peerless to the fullest extent possible; ● To fully integrate the solution with our ERP and Single Sign On solution; ● To move away from maintaining multiple systems to the extent possible; ● To obtain a complete understanding of total costs including licensing, hardware, software, on-going support, consulting and expense costs of this engagement. Indian Prairie School District welcomes all vendors to register to the Illinois Purchasing Group in the bidnetdirect system. There is no charge to register, simply go to https://www.bidnetdirect.com/illinois/indianprairieschooldistrict204, follow the registration path and select the "Limited Access" option. Indian Prairie School District has a special arrangement where you will receive notifications of matching solicitations and addenda even when selecting the Free, Limited Access package. Downloaded Documents The RFP document and any Exhibits are available for download from the www.ipsd.com web site at: 1. www.ipsd.org 2. At the top of the page, hover over "Departments" then click on "Business Office" 3. Once on the IPSD Business Office webpage, click on Procurement
Files
| File | Type | Posted |
|---|---|---|
| IPSD 204 RFP Absence and Time Solution Final 11.01.24.pdf |
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