Accept, Negotiate and Contract with the Lowest and Best Proposal Submitted by Paychex Time and Attendance Doing Business As (DBA) Stromberg - Request for Proposal (RFP# - 7094-DST) (Business Division)

On December 21, 2007, the Procurement Department, in conjunction with the Business Division, issued a Request for Proposal (RFP) for Time and Attendance to satisfy a need for an automated time and attendance system. This proposed system will be used to gather personnel attendance data for payroll reporting. The current system was developed internally and is primarily a manual entry system. A standard way of recording time for employees is important, and a system that will reduce the clerical effort required is critical. To evaluate this RFP, firms were asked to provide their scope of services, qualifications, experience, fees, small business utilization, and references. Proposals were due on January 22, 2008. The District utilizes an online vendor registration system to notify potential bidders of opportunities. Through this system, seven firms responded (Attachment A). The evaluation process included a committee of District-level personnel (Attachment B). The committee evaluated the proposals based on RFP criteria during Phases I and II on February 7, 2008 (Attachment C). The evaluation committee selected a short list of three firms to move to future phases. The three vendors presented and were evaluated at the March 12, 2008, committee meeting. After the committee meeting, two companies were invited back for more detailed presentations on April 29, 2008. On May 15, 2008, two site visits were made to companies utilizing the finalist product. In addition, the committee made a site visit to Stromberg and asked questions. After all phases were completed, the committee reviewed key points as a group and individually rated each firm for final compilation and ranking (Attachment D). The committee recommended Paychex Time and Attendance d.b.a. Stromberg.

Sound financial management is critical to the success of the School District. This system allows the District to accurately control payroll costs.

The approximate cost is $540,000 annually for seven years and is available in the Business Division Budget (Project 5023) for the purchase of Time and Attendance services. This is only an estimate and the actual amount could vary. The District will not be held responsible if actual services are less than this amount.

The system will be constantly evaluated by the Payroll Department and Business Division for accuracy and cost effectiveness.