1

Carroll County Public Library Request for Proposal

Payroll/Human Resource Management System

1100 Green Valley Rd. New Windsor, MD 21776

410-386-4500 x3129 FAX 410-386-4509 saeckard@carr.org

GENERAL INFORMATION FOR BIDDERS

A. This request solicits proposals to furnish the Carroll County Public Library (referred to as

CCPL, and the Library) with a Payroll/Human Resource Management System.

OPENING/DUE DATE: Tuesday, September 5, 2017 at 1:00 P.M. Eastern Submit proposals to:

Carroll County Public Library 1100 Green Valley Rd.

New Windsor, MD 21776

Attention: Stephen A. (Tony) Eckard, Director of Finance and Analysis

By mail or Fax: 410-386-4509 or email: saeckard@carr.org

B. To be considered a proposal must be delivered, either by mail, fax or email, by the time

and date shown above. ALL bids received after the time and date shown above will be returned unopened.

C. Changes in phraseology, or limiting provisions not meeting the attached specifications may cause the rejection of the bid.

D. In case of doubt as to the meaning or intent of anything shown in the specifications, inquiry should be made in writing to Stephen A. (Tony) Eckard, Director of Finance and Analysis, via fax 410-386-4509 or email saeckard@carr.org, by close of business August 22, 2017. The submission of a proposal shall indicate the bidder thoroughly understands the terms of the specifications.

E. The Library reserves the right to reject any and all proposals submitted. Proposals submitted will be evaluated by a review committee.

2

1. AWARD OF AGREEMENTS A. The Library will award a contract to the lowest responsible bidder who submits a

responsive bid which is most advantageous to Carroll County Public Library.

B. Trade Discounts on Terms of Payment for prompt payment may be considered in determining the award at the sole discretion of the Library.

C. The Library will send written notice of its award to the successful bidder. Said notice shall constitute acceptance of the successful bidder’s proposal.

D. The Library will notify all unsuccessful bidders in writing after the award of the bid.

E. The Library reserves the right to reject the bid of the apparent low bidder where the available evidence or information does not satisfy the Library that the bidder is qualified to carry out properly the terms of the contract.

2. RESERVATIONS A. The Library reserves the right to waive any informalities in bidding and to reject any or

all bids.

B. The Library reserves the right to award agreements or place orders on a lump sum or individual item basis, or such combination as shall, in its judgement, be in the best interest of the Library

C. The Library shall have the right to take such steps as it deems necessary to determine the ability of the bidder to perform the work; the apparent low bidder, upon request, shall furnish all such information and data for this purpose.

3. DELIVERY

Bidders shall guarantee delivery of materials and services in accordance with the delivery schedule provided in the specifications and proposal.

4. COMPETITION To better insure fair competition and to permit determination of the lowest bidder:

A. Bids which show any omission, irregularity, alteration of form, conditional or

unconditional unresponsive bids, or bids obviously unbalanced may be rejected.

B. All bids must be accompanied by such descriptive literature as may be called for by the specifications or proposal.

C. Specifications provided are based on Library needs and uses, estimated costs of operation and maintenance, and other significant and/or limiting factors to meet Library requirements and consistent with Library policies. Minimum specifications, and

3

maximum specifications where included, are not established arbitrarily to limit competition or to exclude otherwise competitive bidders.

5. APPROVED EQUALS Any request for an approved equal exception to the specifications or protest of the specifications must be fully supported with technical data, test results, or other pertinent information as evidence that the substitute offered is equal to or better than the specification requirement. 6. DISPUTES In cases of disputes as to whether or not an item or service quoted or delivered meets specifications, the decision of the Director of Finance and Analysis, or his authorized representatives, shall be final and binding on both parties. 7. ERRORS IN EXTENSION Where the unit price and the extension price are at variance, the unit price will prevail. 8. PAYMENT If the Bidder proceeds properly to perform and complete the terms and conditions of the specifications and contract, the Library may, at its discretion, from time to time as services are rendered, grant to the bidder an estimate of the amount already earned. 9. INSURANCE The successful bidder shall protect, hold free and harmless, defend and indemnify the Library, including its officers, agents and employees, free from all liability, penalties, costs, lawsuits, damages, expenses, death of any person or damage to property of any kind, which injury, death or damage arises out of, or is any way connected with the performance of the work under this contract.

10. TAXES No charge will be allowed for Federal, State or Municipal Sales and Excise Taxes from which the Library is exempt. The proposal price shall be net and shall not include the amount of any such tax. Exemption certificates, if required, will be furnished. The following numbers are applicable on this proposal:

FEDERAL TAX IDENTIFCATION NUMBER: 52-6015705

STATE OF MARYLAND TAX EXEMPTION: 30001144 11. SPECIFICS The requirements that are stated in the mandatory specifications will have precedence over the General Information to Bidders.

4

12. ETHICS IN GOVERNMENT By submitting a bid in response hereto, the bidder acknowledges that it is familiar with the Carroll County Ethics Ordinance (Chapter No. 18 ETHICS, Carroll County Maryland Code of Public Local Laws and Ordinances) and certifies that it has no knowledge of any violation of that ordinance; that it has no knowledge of any conflict of interest which may be caused if it is awarded a contract under the Ethics Ordinance; and that it has not given as a gift (as that term is defined in the Carroll County Ethics Ordinance) to anyone who has or may participate in the awarding of this contract. The requirements of this paragraph should be deemed met by the bidder if a disclosure of any fact which might require disqualification hereunder has been made to the Carroll County Ethics Commission prior to submission of the bid. Contact the (Carroll) County Attorney’s Office if additional information is required. 13. BID AWARD PROTEST PROCEDURES Protests of bid awards must be received by the Director of Finance and Analysis in writing by certified mail not later than seven (7) working days after all potential bidders have been notified of the contract award. Protests must be fully supported with adequate technical data, test results, or other pertinent information to support the protest. At a minimum, this must include the name and address of the protestor; identification of the project for which the protest is being filed; a statement of the reasons for the protest; supporting exhibits, evidence or documents to substantiate the protest; and a statement of the ruling desired from the Library. The decision of the Library shall be final except in instances of: -- Violations of federal law or regulations; and/or

-- Violations of the Library’s protest procedure or the failure of the Library to review a complaint or protest.

The successful bidder covenants to save, defend, keep harmless and indemnify the Library and all of its agents and employees (collectively the “Library”) from costs and attorney’s fees, charge, liability or exposure, however caused, resulting from or arising out of or in any way connected with the Contractor’s performance or non-performance of the terms of the Contract Documents or its obligations under the Contract. This indemnification shall continue in full force and effect until the Contractor completes all of the work required under the Contract, except the indemnification shall continue for all claims, including latent defects or completed operations after final acceptance of the work by the Library for which the Library gives notice to the Contractor after the Library’s final acceptance of the work. 14. QUESTIONS All questions about this RFP should be directed in writing to Stephen A. (Tony) Eckard, Director of Finance and Analysis, via fax 410-386-4509 or email saeckard@carr.org, by close of business August 22, 2017.

5

15. THE AMERICANS WITH DISABILITIES ACT The Americans with Disabilities Act applies to Carroll County Public Library and its programs, services, activities, and facilities. Anyone requiring an auxiliary aid or service for effective communication or who has a complaint should contact Robert Kuntz, Director of Operations and Innovation, at 410.386.4500, or email rkuntz@carr.org as soon as possible, but no later than 72 hours before the scheduled event. NONDISCRIMINATION IN EMPLOYMENT (Contract Provisions) During the performance of this agreement, the contractor or vendor agrees as follows: A. The Contractor or vendor will not discriminate against any employee or applicant for

employment because of race, creed, color or national origin. The contractor or vendor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, creed, color, or national origin. Such action shall include, but not be limited to the following: Employment, upgrading, demotion or transfer; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor or vendor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the owner setting forth the provisions of this nondiscrimination clause.

B. The contractor or vendor shall, in all solicitations or advertisements for employees

placed by or on behalf of the contractor or vendor, state that all qualified applicants will receive consideration for employment without regard to race, creed, color or national origin.

C. The contractor or vendor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding a notice advising the said labor union or workers’ representative of the contractor’s or vendor’s commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment.

D. The contractor or vendor shall furnish, if requested by the Library, a compliance report concerning his employment practices and policies in order for the Library to ascertain compliance with the special provisions of this agreement concerning nondiscrimination in employment.

E. In the event of the contractors or vendors’ noncompliance with the nondiscrimination clause of this agreement, this agreement may be cancelled, terminated, or suspended in whole or in part and the contractor or vendor may be declared ineligible for further Library work.

F. The contractor or vendor shall include the special provisions outlined herein pertaining to nondiscrimination in employment in every subcontract or purchase order utilized by him in order to carry out the terms and conditions of this agreement so that such nondiscrimination in employment provisions shall be binding on each subcontractor or vendor.

6

SPECIFIC INFORMATION FOR BIDDERS

TABLE OF CONTENTS

A. Introduction B. Work to be Performed C. Requirements of the Proposal D. Company History and References E. Timeline, Time Requirements and Delivery Schedule F. Submission of Pricing G. Evaluation and Selection Criteria H. Mandatory Specifications – System Requirements and Other Conditions I. Proposal Submission

Request for Proposal

Payroll/Human Resource Management System

A. Introduction

The Carroll County Public Library serves a community of approximately 167,000 residents with six branches and headquarters. The Library is a component unit of Carroll County, Maryland. The annual operating budget is approximately $10 million. The Library has 96,660 registered borrowers, and has approximately 557,220 items in its collection. In fiscal year 2016, CCPL circulated 3.7 million items and ranked second among Maryland libraries in circulation per capita.

The Library has an FTE of 165 employees. The human resources department staff consists of four staff. The accounting department consists of four staff. The payroll function is provided in house. The Library processes payroll for approximately 250 employees on a bi-weekly cycle with 95%-98% of the employees receiving their checks via Direct Deposit and the balance remaining as paper checks. CCPL issues approximately 300 W-2 forms on an annual basis.

Health benefits administration at CCPL is shared with County Government. County Government manages open enrollment process, and COBRA benefits. County Government provides medical, dental and life insurance options. CCPL offers a variety of different cafeteria style benefit options to its employees, including a supplemental 403 (b) Tax Deferred Annuity (403 (b) TDA Plan), and legal assistance options. Flexible Spending Arrangements for Health Care and Dependent Care are managed by CCPL.

In addition, CCPL salaried staff participate in the Maryland State Retirement System. The Maryland State Retirement System and the supplemental 403 (b) TDA Plan differ in structure and administration requirements.

7

B. Work to be Performed This is a Request for Proposal (RFP). Carroll County Public Library is seeking technical and cost proposals from qualified firms to provide a Payroll/Human Resource Management system. The current system resides on CCPL servers and needs to be replaced due to upcoming lack of Java support and software end-of-life.

This project is a joint effort by the Library’s Department of Finance and Analysis, Department of Human Resources, and the Department of Information Technology Services to identify potential Time and Attendance/Payroll/Human Resource Management/Employee Self Service systems. CCPL intends to replace its existing software and add-on programs with a single integrated solution, in which data can be shared and is accessible throughout the organization. The Bidder must certify that the proposed integrated solution is compatible with Cyber Recruiter by Visibility Software.

The proposal should address the planning, design, set up/installation, data conversion, testing and training on the acquired modules.

C. Requirements of the Proposal Bidders are requested to submit one (1) original and six (6) copies of their proposals by 1:00 P.M. local time on Tuesday, September 5, 2017. To be considered, a proposal must be received either by mail, fax or email at Library Headquarters at 1100 Green Valley Road, New Windsor, MD 21776 by 1:00 P.M. on September 5, 2017. ALL bids received after the time and date shown in this RFP will be returned unopened. In case of doubt as to the meaning or intent of anything shown in the specifications, inquiry should be made in writing to Stephen A. (Tony) Eckard, Director of Finance and Analysis, via fax 410-386-4509 or email saeckard@carr.org, by close of business August 22, 2017. The submission of a proposal shall indicate the bidder thoroughly understands the terms of the specifications. Any conditions which the bidder wishes to stipulate other than those included in this RFP must be specifically stated in writing in the bidder’s cover letter. If the bidder cannot accept a provision of the RFP, it must also state in the cover letter the RFP number of the unacceptable provision. All requested forms must be completed and submitted with the RFP response. Any supporting literature that the bidder wants to include should be placed in an appendix. The Library reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the firm of the conditions contained in this request for proposal and the selected firm’s bid will be incorporated into the contract.

Further, the Library will not be responsible for any cost incurred by responders in furnishing any information. All information received by CCPL shall remain confidential and used solely to conduct market research to identify firms and products capable of meeting the needs of CCPL.

8

No information received shall be shared or made available to any businesses or individuals outside of the CCPL review committee. There is no expressed or implied obligation for the Library to reimburse responding firms for any expenses incurred in preparing proposals in response to this request. After receipt and review of the responses to this RFP, meetings may be scheduled by CCPL with the Bidder to review/discuss the information received. CCPL expects that the system and services described in responses to this RFP are available as of the date that the response is due. Respondents must include and name all necessary software applications required to fulfill the needs listed in the System Requirements section of this RFP. All respondents should be prepared to meet with CCPL either on-site or remotely to answer questions and present a demonstration of the product(s) proposed, if requested. The respondent must disclose any partnerships with third-party vendors that would be necessary to meet the listed requirements.

D. Company History and References The purpose of this section is to demonstrate the qualifications, competence and capacity of the firms seeking to undertake providing a Payroll/HR Management System for Carroll County Public Library in conformity with the requirements of this request for proposal. As such, the substance of proposals will carry more weight than their form or manner of presentation. The proposal should demonstrate the qualifications of the firm and of the particular staff to be assigned to this implementation. It should also specify a timeline and an approach that will meet the request for proposal requirements. The proposal should provide the bidder's capabilities to satisfy the requirements of the RFP. While additional data may be presented, the firm’s qualifications and experience must be included. The firm’s qualifications and experience represent one of the four criteria against which the proposal will be evaluated. The proposal should state the size of the firm, the location of the office from which the work on this implementation is to be performed and the number and nature of the professional staff to be employed in this implementation process. Bidders must supply a brief history of the company and detail their experience with providing Payroll/Human Resource Management systems to organization comparable to the library such as governmental units and non-profits, including the personnel responsible for this work. Provide name and experience of the implementation team leader who will be directly assisting us. Provide at least three (3) customer references of comparable size organizations, government/library clients preferred; including their name, date of implementation, products/services provided and contact information for reference

If the bidder is a joint venture or consortium, the qualification of each firm comprising the joint venture or consortium should be separately identified and the firm that is to serve as the primary contact should be noted, if applicable.

9

E. Timeline, Time Requirements and Delivery Schedule Bidders should detail the workflow and timeline involved in the completion of this conversion to the proposed Payroll/Human Resource Management System. Provide a timeline of actions to reach a go live date. The timeline should include a list of action items/tasks that will be required of CCPL staff. Progress payments will be made on the basis of hours of work completed during the course of the implementation. Interim billings shall cover a period of not less than a calendar month. The timeline should include stages of implementation and time estimates for each stage, including planning, design, set up/installation, data conversion, testing and training. Include a breakout of the amount of time expected from Library Human Resources, Finance, and IT department staff during the implementation.

F. Submission of Pricing The cost bid should contain all pricing information relative to performing the implementation as described in this Request for Proposal. Bidders are requested to use the accompanying price form to list pricing. The total price is an all-inclusive price which is to contain all direct and indirect costs, including all out-of-pocket expenses. The bid should also include a schedule of standard hourly rates. Pricing should be broken out in detail on all costs related to hosting, software, required hardware, conversion of existing data, installation, training, final implementation and annual support costs If it should become necessary for the Library to request the vendor to render any additional services to either supplement the services requested in the Request for Proposals or to perform additional work as a result of the specific recommendations resulting from the implementation, then such additional work shall be performed only if set forth in the schedule of Standard Hourly Rates included in this bid.

G. Evaluation and Selection Criteria CCPL has established an evaluation committee who will review and score each proposal in accordance with the criteria below. During the evaluation process the evaluation committee reserves the right, where it may serve the Library’s best interest, to request additional information or clarification from bidders, or to allow corrections of errors and omissions. At the discretion of the evaluation committee, firms submitting proposals may be requested to make oral presentations as part of the evaluation process. The RFP will be evaluated and weighted according to the following criteria:

Understanding the project Bidder will state in a concise manner its interpretation and understanding of the project; requirements and ability to meet them; feasibility of proposed schedule; proposed project approach and methodology: 25 maximum points

10

References; staff qualifications and experience: 20 maximum points

System Functionality Bidder will provide a description of how the system functions. Ease of use and reliability are key factors. Bidder should indicate the necessary hardware requirements for their system. 35 maximum points

Price: 20 maximum points The Library reserves the right to reject any and all proposals submitted. The firm with the highest score will be recommended for an award of contract. It is anticipated that the selection of a firm will be completed by Thursday November 2, 2017. Following notification of the selected firm, it is expected that a contract will be executed by both parties by November 9, 2017.

H. Mandatory Specifications – System Requirements and Other Conditions This Section contains a list of requirements outlining the needs of CCPL. All online/software/hardware/components needed to fulfill these requirements must be clearly listed and priced out in the Bidder’s response. As mentioned above, the Bidder must also disclose any partnerships with third-party vendors that would be necessary to meet the listed requirements.

General Requirements

1. Interface with other CCPL applications – Blackbaud’s Financial Edge, Fortis (document storage) and Cyber Recruiter by Visibility Software. Describe system capabilities for integration with other software systems, either in real-time or otherwise

2. Provide training and support throughout the implementation process

3. Supports full historical data conversion of payroll, human resources and other data as determined by CCPL

4. Provide ongoing maintenance, systematic updates and client support with help database/user manuals

5. List of action items/tasks that will be required of CCPL

6. Provide description of data conversion methods and types

7. Summary of your method/approach to implementation including an estimated timeline for the project from date contract is signed through implementation

8. Identify and distinguish between core system capabilities (provided in base software and included with base pricing) and add-on, optional, or custom capabilities and features,

11

those included at no additional charge, or included at specified additional charge, if applicable

System/Network Requirements

1. If hosted, or cloud-based, please provide location of hosted site and security standards, compliance, and certifications.

2. Application(s) should support Windows 10 x64 clients (if applicable), and/or be accessible via secure web-based interface. For an on premise solution, CCPL supports Windows-based virtual servers and has a strong preference for Windows Server 2016 or later and SQL Server 2016 or later.

3. Provide information on CCPL network impact, including number of servers, business function, storage capacities, performance minimum requirements, and Active Directory, integration capabilities.

4. System must support a security structure which allows for multiple security access controls to various modules, program functions and tasks; role based security templates should allow for users to be assigned multiple roles.

5. Describe how system, methods, and processing approaches enhance recovery from disasters and other service disruptions

6. Web interface should not be dependent on any browser plug-ins and should work with all major browsers.

7. Standard Windows network printers must be supported; electronic forms should be supported.

8. Provide and support a full-featured, independent test environment

System-wide Functionality Requirements

1. Access Controls to effectively limit or detect inappropriate access to data, equipment and sensitive information

2. Supports multiple user defined fields, please indicate how many, throughout all modules of the system that can also be accessed through queries and reports

3. Unique, system assigned Employee ID numbers, with lookup capability by Name, ID# or SSN

4. Provide examples of how software/program handles exceptions, special situations and overrides within all modules

5. Supports attachments of electronic documents at multiple points within the system (Employee records, time/attendance, etc.)

12

6. Workflow/Approvals routing – user configurable within the various modules throughout

the system

7. Ability for approved users to add “notes” to employee records, payroll processes, timesheets, etc.

8. Supports electronic data interchange for processing payroll contributions, multi-state tax remittance and other bank account drawdowns

9. System generated notifications associated with certain business rules for processing and administration with override capability

10. Provides fillable forms and paperless options within system, with the ability to integrate with document imaging software.

Employee Data/Tracking Requirements

1. Ability to track employee data/history, etc., from initial employment application thru termination, including attachments, reviews, contracts, licenses and certifications, training/education, adds/changes/deletions, freeform notes, etc.

2. Maintain/schedule tickler files for performance reviews, salary increases, training, certifications, renewals and other critical data

3. Provide a database schema showing table contents and inter-relationships, as well as database table and field listing with definitions

4. User definable fields such as hire type, pay scales, job classes, statuses, business rules to apply eligibility for benefits, etc.

5. Automatic assignment of leave, pay, FMLA eligibility and tracking, voluntary and involuntary deductions, etc., based on job classification

6. Allow for employee “self-service” maintenance of certain fields in employee record (change of address, exemptions, etc.) with notifications to HR/Payroll staff for changes that may require additional information or approval (changing states, etc.)

7. Automatic setup of hired/re-hired employees based on application data with appropriate edit checking.

8. Position controls by category and function; multiple pay rates/multiple assigned jobs for single employee, account coding splits for general ledger reporting, define differences between “filled, budgeted, new and open” positions, ability to compute savings during periods of position vacancy, FLSA exempt status tracking, ability to generate organization chart/managerial structure for organization/departments, full position history, position budgeting feature, on-demand calculations, FTE calculations with ability to compare over any time period.

13

Benefits/Retirement Plan Administration Requirements

1. Complete compliance with Federal and State government health care tracking and reporting requirements

2. Complete/integrated benefits administration, including tracking of all adds/changes/deletions to benefits, ability to configure future/effective date processing for changes, multiple retirement plan administration, business rules for participants in multiple groups (years of service, creditable service), etc., – with complete benefits and employer costing history. Identified CCPL costs should be allocated by cost centers and interfaced with financial system.

3. Full access to statistical data and ability to run future projection scenarios when contemplating changes in pay, benefits, and retirement plans, etc.

4. Automatic contribution adjustments that coordinate changes in pay category

5. Full support for 403 b Plans, tuition reimbursement and flexible spending accounts; including full reporting

6. Ability to generate statements to all eligible employees and non-employees, supporting multiple rate assignments, system warnings for missing/incorrect information

7. Full tracking of all leave types and usage (annual leave, holiday, administrative leave, sick leave, family sick leave, bereavement leave, personal leave, comp leave), with ability to configure based on business rules (floating, exceptions, probation periods, etc.) - supporting multiple leave policies and methods

8. Quarterly statement generation (for benefit and plan balances, including flexible spending) via email to participants.

Time/Attendance Requirements

1. Fully integrated timecard entry system

2. Ability for time keeping entry system to be accessed thru various types of devices (tablets, phones, laptops, etc.) in a secure environment

3. Use of job calendars associated with an employee or position which defines normal scheduled work hours to be used for payroll processing (e.g. – Not eligible for holiday pay if not normally scheduled to work on a holiday)

4. Workflow feature that allows secure access for users, supervisory approval paths with web and email alert, including notice of successful submission

14

5. Historical reporting on supervisory approvals (who approved which timesheets and when)

6. Ability to document supervisor approval and ability to set up secondary approvers

7. Ability for and tracking of payroll expense reimbursement, including mileage reimbursement and tuition reimbursement

8. Full edit checking of data, including all hours worked are entered/accounted for, missing time cards or approvals, leave eligibility when selecting leave; ability to accrue and use leave in same period – accounting for net effect on payroll computations

9. Comprehensive employee scheduling with the ability to request and schedule leave

Payroll Processing Requirements

1. Generation of accurate payroll in accordance with all federal and state wage laws with ability to void/reissue, real time edit checking and multiple re-run/corrections within same pay cycle

2. Mechanism for special handling exceptions and overrides, such as on demand checks

3. Support for multiple pay rates, e.g. for Sunday Hours shift differential, and calculation of overtime rate

4. Supports automatic computation for imputed income for user-defined items (benefits) to be deducted on various frequencies, e.g. excess term life insurance

5. Ability to support various user-defined pay methods and processing of multiple pay cycles (i.e.- bonus pay)

6. Ability to set up future start/end dates of certain pay codes/deductions and allow for calculations affected by rate changes in middle of pay period

7. Tickler reminder/scheduler feature to notify user of key dates

8. System supported secure electronic archives of pay stub data, W-2s, deposit advice and other tax forms accessible by employee through self-service portal, and mobile devices

9. Flexibility to allow changes to be entered prior to effective date

10. Ability to drill down to access information at Trial Payroll and manipulate employee data while processing payroll, e.g. ability to override deductions

15

Reporting/Output Requirements

Flexible reporting tool with:

1. Robust selection of standard reports including pre-defined general reports. (Provide examples and descriptions of standard reports available within system)

2. Export feature that also allows for customized reports by the user (e.g. - ability to run reports for labor expense/deductions by cost center, employee, by fund, by pay type)

3. Easily customize the formatting and appearance of standard reports

4. Compatible with Crystal Reports

5. Allow users to create ad hoc reports; perform keyword, wild card and multiple field queries – including user defined fields

6. Include pre-defined Federal and State reports that can be customized by the user (examples: EEO Reporting, MD State Retirement System requirements)

7. Store ad hoc report queries and changes as required

8. Review all reports before they are printed

9. Send reports to printer, file, or email with access to compatible file formats for exporting reports, (e.g. .docx, .xlsx, pdf) with multiple print options

10. Security features to allow reports to be seen/run by designated users based on log in credentials; ability to run reports versus create reports

11. Ability to create files for processing by outside entities such as ACH/EFT files for net pay and tax remittance, Positive Pay files for banking institution, and data files required for benefit vendors (health, retirement plans, etc.)

16

I. Proposal Submission The following material is required to be received by 1:00 PM Eastern time on Tuesday, September 5, 2017, for a proposing firm to be considered:

1. A cover letter containing the firm's name; the date of the proposal, the name, address and telephone number of a contact person to which inquiries relating to submissions should be directed. Additionally, certification that the person signing the proposal is entitled to represent the firm, empowered to submit the bid and authorized to sign a contract with Carroll County Public Library. Finally, any conditions which the bidder wishes to stipulate other than those included in this RFP must be specifically stated in writing in the bidder’s cover letter. If the bidder cannot accept a provision of the RFP, it must state in the cover letter the RFP number of the unacceptable provision.

2. Executive Summary of the highlights of the proposal briefly stating the bidder's understanding of the work to be done, the commitment to perform the work within the time period, a statement why the firm believes itself to be best qualified to provide the products and services requested and a statement that the proposal is a firm and irrevocable offer for a minimum of ninety days.

3. Detailed proposal - The proposal should follow the order set forth in Section C, D, E, F, G and H of this request for proposals, to include a detailed description of the system’s software, hardware and supplies, its capabilities and features.

4. Bid Form

5. Appendix - supporting literature

Bidder should send the completed proposal to the following address:

Stephen A, (Tony) Eckard, Director of Finance and Analysis Carroll County Public Library 1100 Green Valley Rd. New Windsor, Maryland 21776 or Fax: 410-386-4509 or email: saeckard@carr.org Proposal Terms and Conditions 1. Receipt and Opening of Proposals

Proposals for service as required by Carroll County Public Library will be opened and publicly read at the Library Headquarters, 1100 Green Valley Rd., New Windsor, Maryland 21776, unless otherwise noted, on September 5, 2017 at 1:00 P.M. The person, firm or corporation making such proposal shall submit it at the place herein mentioned on or before the hour and day stated herein. The Library reserves the right to reject any and/or all proposals to consider informal all proposals not prepared in accordance with instructions, or to waive any such

17

informalities. Any proposal may be withdrawn and resubmitted prior to the opening of proposals. All proposals submitted shall be valid for a minimum period of ninety (90) calendar days following the date established for opening.

2. Time for Receiving Proposals Proposals received prior to the time of opening will be securely kept. No proposal received after the time of opening will be considered. The Carroll County Public Library assumes no responsibility for the timely deliverance of mailed proposals. 3. Award or Rejection of Proposals The Library reserves the right to reject any and/or all proposals and to waive any informalities in proposals received whenever such rejection or waiver is in the best interest of the Library. All Instructions, Conditions, and Provisions contained within the proposal document must be adhered to. Failure to comply with Instruction, Condition, or Provision shall be deemed reasonable cause to disqualify any proposal. The Library also reserves the right to reject the proposal of a firm who has previously failed to perform properly or complete on time contracts of similar nature or a proposal of a firm which investigation shows is not in a position to perform the contract. 4. Purchaser’s Right of Selection The Library reserves the right to reject any and/or all proposals in whole or in part, to make partial awards, to waive any irregularity in any quotation, and may reject any proposal that shows any omissions or alterations of form, additions not called for, conditions or alternate proposals, and may make any such award as is deemed to be in the best interest of the Library. 5. Billing and Payment All invoices will be paid within thirty (30) days unless any item thereon is questioned, in which event payment will be withheld pending verification of the amount claimed and the validity of the claim. Progress payments will be made on the basis of hours of work completed during the course of the implementation. Interim billings shall cover a period of not less than a calendar month. 6. Reservation and Annulments The right is reserved by the Library to reject any and all of the items, if in its judgment the interest of the Library is not being served. The Library also reserves the right to annul any contract if in its opinion there shall be a failure at any time, to perform faithfully any of its stipulations, or in case of any willful attempt to impose upon the Library, workmanship inferior to that required by the contract and any action taken in pursuance of this latter stipulations shall not affect or impair any rights or claims of the Library to damages for the breach of any covenant of the contract by the contractor. Should the ownership or structure of the contracting firm change at any time during the term of the contract, the Library reserves the right to void the contract if in the Library's opinion the

18

resulting business doesn't meet the standards and qualifications under which the original firm was evaluated and approved. The firm is prohibited from assigning, transferring, conveying, subletting, or otherwise disposing of this agreement or its rights, title or interest therein or its power to execute such agreement to any other person, company or corporation without the previous consent and approval in writing by the Library. Should the contractor fail to comply with the conditions of this contract or fail to complete the required work within the time stipulated in the contact, the Library, after proper notice, reserves the right to purchase in the open market, the required service at the expense of the contractor. Should the contractor fail to complete the required work included in this contract, the Library Board reserves the right to withdraw such required work from the operation of this contract without incurring further liabilities on the part of the Library Board thereby. 7. Compliance with Specifications The firm shall abide by and comply with the true intent of the specifications and not take advantage of any unintentional error or omission, but shall fully complete every part as the true intent and meaning of the scope of services as decided by the Director of Finance, and as described hereinafter. 8. Contract The contents of the proposal submitted by the successful bidder and this Request for Proposal will become a part of any contract awarded as a result of these specifications. The successful firm will be expected to sign a contract with the Library. Additional terms and provisions may be included in the contract. 9. Errors in Proposals All firms or individuals are expected to fully inform themselves as to the conditions, requirements and specifications before submitting proposals. Failure to do so will be at the firm or individual submitting proposal's own risk and they may not secure relief on the plea of error in either omission or commission. In case of error in extension of prices in the proposal, the unit price shall govern. 10. Indemnification and Insurance The firm shall indemnify and hold harmless the Library, their agents and employees, from and against all claims, damages, losses and expenses (including attorney's fees) arising out of or resulting from the performance of the work, provided that such claim, damage, loss or expense is: Caused in whole or in part by a negligent act or omission of the contractor, any subcontractor, or anyone directly or indirectly employed by any of them or only one for whose acts any of them may be liable, regardless of whether or not it is caused in part by a party indemnified hereunder. In any and all claims against the Library or any of their agents or employees, by an employee of the contractor, any subcontractor, or anyone directly or indirectly employed by any of them or

19

anyone for whose acts any of them may be liable, the indemnification obligation shall not be restricted in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for the contractor under workmen's compensation acts, disability benefit acts or other employee benefit acts. A Certificate of Insurance will be requested by the Library as needed.

20

BID FORM

QUOTE FOR CARROLL COUNTY PUBLIC LIBRARY An itemized proposal is required, subject to the review and recommendation of the selection committee, and the availability of appropriated funds. Software $ ____________________ Maintenance $ ____________________ Implementation Services $ ____________________ Total $ ____________________ Cost of ongoing maintenance : Year 1 $ _____________________ Cost of ongoing maintenance : Year 2 $ ____________________ Cost of ongoing maintenance : Year 3 $ ____________________ Cost of ongoing maintenance : Year 4 $ ____________________ Cost of ongoing maintenance : Year 5 $ ____________________

QUOTE FOR CARROLL COUNTY PUBLIC LIBRARY

SCHEDULE OF STANDARD HOURLY RATES

Standard Hourly Rates Tech Support .........................$ Trainings ................................$ Other (Specify) ......................$

FIRM MUST SIGN HERE:

COMPANY NAME:

ADDRESS:

AUTHORIZED SIGNATURE:

TITLE:

TELEPHONE NUMBER:

DATE:

By submitting a proposal, the firm does hereby attest that it has read the instructions, conditions and general provisions and does understand them.