payroll/benefits administration system & outsourcing rfp ... · “payroll/benefits...

February 17, 2015

REQUEST FOR PROPOSALS Payroll/Benefits Administration System & Outsourcing RFP CML 15-006

For Columbus Metropolitan Library

Issued by: Purchasing Division 96 S. Grant Ave. Columbus, OH 43215 Deadline for Submittal: March 13, 2015 No later than 12:00 Noon (Columbus, Ohio Local Time)

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Wanda Dixon, Procurement Specialist Procurement Division, Financial Services Department Telephone: (614) 849-1034; FAX: (614) 849-1134 [email protected]

REQUEST FOR PROPOSALS INSTRUCTIONS The Columbus Metropolitan Library (“CML” or “Library”) is issuing this Request for Proposals (“RFP”) for Payroll and Benefits Administration Systems and Services. The Proposal Identification Number is CML 15-006.

Proposals must be received at the Columbus Metropolitan Library, 96 South Grant Avenue, Columbus, Ohio 43215 no later than 12:00 Noon on Friday, March 13, 2015. Any proposal (“Proposal”) arriving after 12:00 Noon will be marked late and will receive no consideration for selection to provide the specified services.

All questions or requests for clarifications should be submitted no later than noon Friday, February 27, 2015, to [email protected].

There are four components to this RFP:

1. Agreement to Terms (submitted as hard-copy with RFP response only)

Offer must sign and submit this information with the proposal.

The Offeror declares to have read and understood and agrees to be bound by all the instructions, terms, conditions and specifications of this RFP and agrees to fulfill the requirements of any contract (“Contract”) for which it is selected to provide the specified services at the prices proposed.

The Offeror certifies, by signature affixed to this Agreement to Terms, that the information provided by it in response to the RFP, including certified statements, is accurate and complete.

Federal Taxpayer Identification Number (TIN)

Name of person signing bid proposal (Please print or type) Title

Vendor Name

Mailing address

City State ZIP

Telephone Toll Free Telephone

Contact Person Fax Number

E Mail address

Authorized Signature (Original signature only) Please use Blue Ink.

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2. Cover letter (submitted as hard-copy with RFP response only)

A cover letter, on the Offeror’s letterhead, shall be submitted and include, but need not be limited to, the following information:

A. The signature of a person authorized to bind the Offeror legally to the extent of work and financial obligation outlined in its Proposal.

B. A statement that the Proposal will be valid for 180 days. C. Identification of all the material enclosures submitted in response to the RFP

“Payroll/Benefits Administration System & Outsourcing”. D. A statement affirming compliance with all Health Insurance Portability and

Accountability Act of 1996 (HIPAA) requirements. E. A summary of the submitted offering and a brief statement of the Offeror’s

qualifications to meet the needs as described in this RFP. This information shall include: The names of the individuals involved in the preparation of the Proposal and

their relationships to the Offeror. The name, address and telephone number of the individual to whom inquiries

relating to the proposal shall be directed.

3. Response to questions (submitted online via RFP website and submitted as hard-copy with RFP response)

Offerer should answer a series of questions via the RFP website, BravoSolution XE. For access to this website, contact Carrie Alexander ([email protected] or 419-327-4196) as soon as possible. Carrie will set up your website access. You will receive an email with the website link and instructions.

In addition to submitting responses via the RFP website, Offerer should print responses and submit with materials physically delivered to CML by the deadline.

Complete system instructions, including details for printing responses from the online system, are included as Appendix A (note that pages have been omitted from system instructions for unrelated functionality).

4. Cost proposal (submitted online via RFP website and submitted as hard-copy with RFP response)

Offeror should complete the cost worksheet(s) via the RFP website, BravoSolution XE.

In addition to submitting cost proposal via the RFP website, Offeror should print and include cost worksheet(s) with materials physically delivered to CML by the deadline.

Complete system instructions, including details for printing cost worksheets from the online system, are included as Appendix A.

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PURPOSE

The Library is requesting proposals from organizations to provide benefits and payroll system and administration. The Library wishes to partner with a provider who:

Serves as the one-stop online and call center destination for enrollment, benefits, and payroll transactions; empowering individuals to proactively view, manage, and act upon benefits information. (Note: The Library is considering FSA, COBRA, and FMLA administration as well; however, these services are not a critical priority at this time and Offerors who do not propose these services will not be excluded from consideration.)

Provides effective administration of benefits and processing of payroll to support the overall goals and objectives of the Library.

Seamlessly integrates with benefit providers and third-party administrators for participant and billing reconciliation.

Creates efficiencies and controls that deliver bottom-line results for the Library. Commits to a continuous service team that provides long-term support to Library staff.

By ‘administration,’ we mean processing enrollment, life events, new hires, terminations, payroll, etc. (i.e., we are not seeking a third-party administrator for specific benefit plans).

The Contract term will be for three (3) years with the option to renew for additional one-year periods, subject to the mutual consent of both parties and upon the approval of appropriations. The initial Contract term shall be from May 1, 2015 – April 30, 2018.

GENERAL INFORMATION

The Columbus Metropolitan Library consists of 25 locations throughout Franklin County, Ohio. The Library has approximately 800 employees (approximately 650 FTEs, and 750 eligible for benefits) on both a full and part-time basis at managerial and non-managerial levels. Positions are professional, paraprofessional, technical, clerical and service in nature. The current employee benefits package offered by the Library includes the following:

1. Choice of two self-funded, medical plans (PPO and High-Deductible PPO with HRA, administered by United Healthcare) – 144 HRA accounts in 2014

2. Carved out prescription drug plan (administered by United Healthcare) 3. Dental plan (administered by Delta Dental) 4. Vision plan (administered by EyeMed) 5. Basic Life and AD&D and buy-up options for supplemental and dependent life

(administered by UNUM) 6. Optional life insurance (administered by Catamaran) 7. STD, LTD and Long-term Care programs (administered by UNUM) 8. Sick time donation/bank program (may be phased out); see attached policy – Appendix

B 9. Employee Assistance Program (administered by ComPsych) 10. COBRA (administered by Ceridian) – 52 Qualifying Events and 4 COBRA Enrollees in

2014 11. Flexible Spending Accounts for Dependent and Medical Care (administered by United

Healthcare) – Average 2014 enrollment was 134 in Medical FSA and 12 in Dependent FSA

12. Wellness program whereby employees receive premium discounts for completing online health assessment through medical carrier (United Healthcare)

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13. 529 College Advantage Plan (administered by State of Ohio) 14. Retirement benefits: Ohio Public Employees’ Retirement System (OPERS), 457 Plan

(Ohio Deferred Compensation plan), 403(b) Plan (administered by VOYA) 15. Paid Time Off program (combined vacation, personal, and sick time); balance paid upon

termination – see attached policy – Appendix B 16. Approximately 12 paid holidays; accrued and paid upon termination; see attached policy

– Appendix B 17. FMLA – 29 Intermittent Leaves and 29 Continuous Leaves in 2014

Various paycheck withholdings also include: charitable contributions (Friends of the Library, United Way), executive club dues, garnishments/QMSCOs, mileage and parking reimbursement. The Library’s broker and benefits consultant is Mercer. Systems currently in place include: Function System Implementation date Payroll/ERP OneSolution 2004 Time and Attendance

iEmployee 2008

HRIS No system in place today – paper enrollment N/A Recruiting Red Carpet/Open Hire – Silkroad 2013

REQUIRED SCOPE OF SERVICES

The following is a list, but not all-inclusive, of software and services that may be required during the term of this contract:

1. Benefits administration system & administration: a. System configuration and ongoing maintenance b. Online portal (employee and manager self-service with role-based security) c. Live call center d. Open enrollment (including communications and decision support tools) e. Life event changes f. New hires g. Carrier interfaces (file transfers, premium reconciliation, TPA payments** – either

directly paying or advising CML of amount due) h. Required mailings i. Affordable Care Act advising, tracking, and reporting j. Reporting

2. Flexible Spending Account administration – Health Care and Dependent Care* 3. COBRA administration* 4. Dependent eligibility audit services (completing an audit of current enrollees’ eligibility

and ongoing eligibility verification for new enrollees) 5. FMLA administration

a. Tracking capability within payroll/timekeeping system b. Full-service administration**

6. Payroll system and processing:

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a. System configuration and ongoing maintenance b. Online portal (employee and manager self-service with role-based security)

i. New hires and ongoing changes (direct deposit, addresses, withholdings) c. Timekeeping

i. Including applying CML policies and rules for holiday pay, vacation time (with capability to future date), FLSA guidelines, etc.

d. All payroll calculations, payments, and remittances: i. Gross to net ii. Federal, state, and local tax deductions and filings iii. Calculations in accordance with FLSA iv. Garnishments v. Unemployment payments (when employer remains payer) vi. E-paystubs vii. W-2’s viii. Affordable Care Act tracking and reporting (5065 and 5066 reporting)** ix. Total compensation reports x. Direct deposit to multiple accounts

e. Reporting (employee and manager self-service with role-based security)

* Currently outsourced, may consider moving administration. ** Secondary requirement – not as important as others listed but in consideration.

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PROPOSAL REQUIREMENTS

All responses shall be in the following prescribed format.

Each Offeror must submit 1) a signed agreement to Terms (submitted via hard-copy only); 2) a cover letter (submitted via hard-copy only), 3) responses to RFP questions (submitted online via BravoSolution and as hard-copy), and 4) a fee proposal (submitted online via BravoSolution and as hard-copy) as part of its Proposal package. For hard-copy submissions, please submit two separate sealed envelopes/packages, clearly marked:

Payroll/Benefits Administration System & Outsourcing – RFP CML 15-006 – Agreement to Terms, Cover Letter, and Responses to Questions

Payroll/Benefits Administration System & Outsourcing – RFP CML 15-006 – Cost Proposal

Each Offeror must submit one (1) original, completed and signed in blue ink, and seven (7) copies for a total of eight (8) Proposal packages. The Offeror must also submit, in the sealed package, a complete copy of the Proposals on CD-ROM or Flash Drive in Microsoft Office (Word, Excel, or Project) 2003, or later version and/or PDF format, as appropriate. In the event there is a discrepancy between the online submission, hard copy, and/or the electronic copy (CD-ROM or Flash Drive), the hard copy will be the official Proposal. Proposals are due no later than the proposal due date, at 12:00 noon. Proposals submitted by e-mail or fax are not acceptable and will not be considered. Proposals must be submitted to:

Columbus Metropolitan Library Attn: Wanda Dixon, Procurement Specialist

96 South Grant Avenue Columbus, OH 43215

Proposals may also be delivered in person to the Security Desk, First Floor, Columbus Metropolitan Library, 96 South Grant Avenue, Columbus, Ohio 43215. Proposals will be accepted until the time marked on the legal notice of the RFP. The Library is not responsible for any late mail or special service deliveries.

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SCRIPTED DEMONSTRATIONS

The Library intends to choose approximately four finalists to come on-site for scripted demonstrations. We will provide a script to all Offerors (finalists and non-finalists) by March 20, 2015 to allow time for preparation. We will notify finalists as soon as possible if they have been chosen for participation. Please see the timeline at the end of this RFP for dates. EVALUATION CRITERIA

All responsive Proposals will be evaluated by a team of at least three members and shall be ranked and rated according to the criteria stated below. The Library may select at least two of the highest ranked Offerors with which to hold additional discussions and in-person scripted demonstrations. These discussions may include, but are not limited to, presentations, qualifications, proposals, cost estimates, or other pertinent information. The evaluation team may permit revisions of proposals so long as all Offerors who are selected for additional discussions are given equal opportunity to revise their proposals.

The basis for the evaluation of Proposals submitted will be structured toward, but not limited to, the following:

1. Experience of the firm and its employees with comparable projects, including size, nature and complexity

2. Competence to perform the required services as indicated by the qualifications of the team assigned to the project

3. Flexible technology and demonstrated ability to perform the services competently and expeditiously

4. Evidence of financial responsibility 5. Proposed level of MBE/DBE/WBE and/or EDGE Participation 6. Results of reference checks 7. Cost

Scores will be weighted approximately as follows; ultimate decision will be based upon the best fit for the Library:

(25%) A. RFP submission score – demonstrated ability to provide software and services, as indicated in RFP response and addenda

(35%) B. Finalist Demonstrations/Meetings – demonstrated ability to provide software and services, as shown and discussed in scripted demonstration finalist meetings

(10%) C. References – positive feedback from references of similar size, scope, and complexity

(30%) D. Pricing – the cost or pricing structure of the Offeror’s proposal.

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ADDITIONAL INFORMATION

1. Addenda to this RFP will be posted in the Columbus Metropolitan Library Web-site: www.columbuslibrary.org/about/doing-business at least 5 business days prior to the RFP opening. Offerors are responsible for any information provided in any and all issued addenda.

2. Correct and proper invoices will be paid within 30 days of receipt. Invoices are to detail

the services provided, the date and detail costs and are to be submitted on company letterhead, in duplicate to the address on the Library’s purchase order.

3. Times referenced herein are Columbus, Ohio local time.

4. No price increases shall be considered during the first three (3) years duration of an

awarded contract.

5. Submission of a proposal in response to this RFP is the Offeror’s acknowledgement that subjective criteria will be used in the evaluation of Proposals. Award shall be made to the responsible Offeror determined to be the most advantageous to the Library. Price, although an important consideration, will not be the sole determining factor.

6. Because Columbus Metropolitan Library serves a diverse central Ohio population, CML has a strong preference for professional service providers to propose teams made up of MBE/DBE/WBE and/or EDGE certified staff to provide CML with a diverse professional staff representative of the central Ohio region in which they will be working and of the customers that CML serves every day. Minority Business Enterprises are encouraged to respond to this solicitation.

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Columbus Metropolitan Library Purchasing Division, Finance Department

Contract Terms and Conditions

Contract Components, Entirety, Changes Interpretation Contract Components: This contract consists of the complete Request for Proposal (RFP), including the Instructions and Interpretations to Offeror, the Contract Terms and Conditions, the Special Contract Terms and Conditions (if any), the specifications, and any written addenda to the RFP; the completed sealed written Proposal, including proper modifications, clarifications and samples; and applicable, valid Columbus Metropolitan Library (CML) purchase orders or other ordering documents (together referred to as the “Contract”). The terms solicitation and Request for Proposal (RFP) have similar meaning and are used interchangeably, where appropriate. Entire Agreement; Parties to the Contract: This contract is the entire agreement between the individual or entity selected to provide equipment, supplies and/or services on the basis of a Proposal submitted to CML in response to an RFP (referred to as the Contractor in these Terms and Conditions) and Columbus Metropolitan Library (CML). References to “Vendor” in any of the contract components are deemed to refer to the Contractor selected to provide the specified equipment, supplies and/or services that are the subject of the Contract. Contract Changes: Waivers, Changes or Modifications to this Contract must be made in writing and signed by both parties. If a party to this Contract does not demand strict performance of any item of this Contract, the party has not waived or relinquished any of its rights; the party may at any later time demand strict and complete performance of the term. Contract Orders: CML will order supplies or services under this Contract from the Contractor directly. The Contractor may receive purchase orders by telephone, facsimile, electronically or in person by authorized employees of CML. The Contractor is not required to fill an order date more than 30 days beyond the date of Contract expiration, termination or cancellation, unless the Contract provides for a quarterly delivery or quarterly service. Under a Contract that provides for quarterly delivery, the Contractor is not required to fill an order with a delivery date of more than 90 days beyond the date of Contract expiration, termination or cancellation. Standard Invoice and Payment Invoice: The Contractor shall submit invoices to Accounts Payable (via email: [email protected]). The invoice must be a proper invoice to receive consideration for payment. A “proper Invoice” is defined as being free of defects, discrepancies, errors or other improprieties. Improper invoices will be returned to the Contractor noting the areas of discrepancy. Payment: In consideration for the Contractor’s performance, CML will pay the Contractor at the rate specified in the contract. Payments will be made by electronic funds transfer (EFT). For all transactions, the Contractor must have a valid W9 form on file with the Finance Department. The completed form should be mailed to: Finance Department, Columbus Metropolitan Library, 96 South Grant Avenue, Columbus, Ohio 43215.

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Payment Due Date: CML will pay invoices 30 days after it has received an invoice for supplies and services it has received and accepted. Taxes: Columbus Metropolitan Library is exempt from all federal, state and local taxes as CML is part of Franklin County Government and has a 501 nonprofit status. Term of Contract: This Contract is effective upon the projected beginning date of the RFP Cover Page or upon signature of CML by the Fiscal Officer, whichever comes later in time. This Contract will remain in effect until the Contract is fully performed by both parties or cancelled in accordance with the Terms found herein. Contract Renewal: This Contract may be renewed solely at the discretion of CML for a period of one month. Any further renewals will be by mutual agreement of both parties, as stated herein. Delivery F.O. B. The Place of Destination: Where applicable, the Contractor must provide the supplies or services under this Contract F.O.B., the place of delivery/destination, unless otherwise stated. The address of delivery will be specified by the purchase order or other ordering document. Freight will be prepaid unless otherwise stated. Time of Delivery: If the Contractor is not able to deliver the supplies or services on the date and time specified by CML ordering department on the ordering document, the Contractor must coordinate an acceptable date and time for delivery. If the Contractor is not able to, or does not, provide the supplies or services to an ordering department by the time and date agreed upon, CML may obtain any remedy provided below or any other remedy at law. Minimum Orders-Transportation Charges: Where applicable and for purchase orders placed that are less than the stated minimum order, the transportation will be prepaid and added to the invoice by the Contractor to the delivery location designated in the ordering documents. Shipment is to be made by private or commercial freight service, airmail, water, parcel post, express or commercial package delivery, whichever is the most economical and expeditious method for proper delivery of the item. Failure of the Contractor to utilize the most economical mode of transportation shall result in the Contractor reimbursing CML the difference between the most economical mode of transportation and the mode of transportation used by the contractor. Failure to reimburse CML shall be considered a default. Contract Cancellation; Termination; Remedies Contract Cancellation: If a Contractor fails to perform any one of its obligations under this Contract, it will be in default, and CML may cancel this Contract in accordance with this section. The cancellation will be effective on the date delineated by CML.

A. Contract Performance is Substantially Endangered: If the Contractor’s default is substantial and cannot be cured within a reasonable time, or if CML determines that the performance of the contract is substantially endangered through no fault of CML, CML may cancel this Contract by written notice to the Contractor.

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B. Cancellation by Unremedied Default: If a Contractor’s default may be cured with a reasonable time, CML will provide written notice to the Contractor specifying the default and the time within which the Contractor must correct the default. If Contractor fails to cure its default in the time required, CML may cancel this Contract by providing written notice to the Contractor. If CML does not give timely notice of default to Contractor, CML has not waived any of its rights or remedies concerning the default.

C. Cancellation by Persistent Default: CML may cancel this Contract by written notice to Contractor for defaults that are cured but persistent. “Persistent” means three or more defaults. After CML has notified Contractor of its third default, CML may cancel this Contract without providing Contractor with an opportunity to cure, if the Contractor defaults a fourth time. CML shall provide written notice of the termination to the Contractor.

D. Cancellation for Financial Instability: CML may cancel this Contract by written notice if Contractor does not pay its subcontractors and material suppliers within 10 days of payment to the Contractor by CML. To the extent permitted by law, CML may cancel this Contract by written notice to Contractor if a petition in bankruptcy or similar proceedings has been filed by or against the Contractor.

Contract Termination: CML may terminate this Contract for convenience after issuing 30 days written notice to the Contractor. Remedies for Default:

A. Actual Damages. The Contractor is liable to CML for all actual and direct damages caused by the Contractor’s default. CML may buy substitute supplies or services, from a third party, for those that were to be provided by the Contractor, and CML may recover the costs associated with acquiring substitute supplies or service, less any expenses or costs saved by the Contractor’s default, from the Contractor.

B. Deduction of Damages for Contract Price. CML may deduct all or any part of the damages resulting from Contractor’s default from any part of the price still due on the Contract, after CML has provided prior written notice to Contractor of such default and intent to deduct damages from the Contract Price.

Force Majeure: If CML or Contractor is unable to perform any part of its obligation under this Contract by reason of force majeure, the party is excused from its obligations, to the extent that its performance is prevented by force majeure, for the duration of the event. The party must remedy with all reasonable dispatch the cause preventing it from carrying out its obligations under this Contract. The term “force majeure” means without limitation: Acts of God, such as epidemics, lightning, earthquakes, fires, storms, hurricanes, tornadoes, floods, washouts, droughts, and any other severe weather; explosions; arrests; restraint of government and people; strikes; and any other like events or any other cause that could not be reasonable foreseen in the exercise of ordinary care, and that is beyond the reasonable control of the party. CML Consent to Assign or Delegate. The Contractor may not assign any of its rights under this contract unless CML consents to the assignment or delegation in writing. Any purported assignment or delegation made without CML’s written consent is void.

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Indemnification: Contractor will indemnify CML, its employees, members of the Board of Trustees, and its Officers and administrators for any and all claims, damages, lawsuits, costs, judgments, expenses, liabilities that may arise out of, or are related to, the Contractor’s performance under this Contract, including the performance by Contractor’s employees and agents and any individual or entity for which the Contractor is responsible. Confidentiality: Contractor may learn of information, documents, data, records and other material that is confidential in the performance of this Contract. Contractor may not disclose any information obtained by it as a result of the Contract without written permission from CML. Contractor must assume that all CML information, documents, data, records or other material are confidential. Health Insurance Portability and Accountability Act of 1996 (HIPAA): The Offeror affirms, in its cover letter, it will comply with all HIPAA regulations. Publicity: Contractor and any of its subcontractors may not use or refer to this Contract to promote of solicit Contractor’s or subcontractor’s supplies or services. Contractor and its subcontractors may not disseminate information regarding this Contract, unless agreed to in writing by CML. Governing Laws; Severability: The Laws of the State of Ohio govern this Contract, and venue for any dispute will be exclusively with the appropriate court of competent jurisdiction in Franklin County, Ohio. If any provision of the Contract or the application of any provision is held by a court of competent jurisdiction to be contrary to law, the remaining provisions of the Contract will remain in full force and effect to the extent that the remaining provisions continue to make sense. Workers Compensation: The Contractor shall carry Workers’ Compensation Liability Insurance as required by Ohio law for any work to be performed within the State of Ohio. Failure to maintain Workers Compensation Liability Insurance for the duration of the contract and any renewal hereto will be considered a default. Automobile and General Liability Requirements: During the term of the Contract and any renewal hereto, the Contractor, and any agent of the Contractor, at its sole cost and expense, shall maintain a policy of automobile liability and commercial general liability insurance as described in this clause. Copies of the respective insurance certificates shall be filed with the Purchasing Division within seven (7) calendar days after notification by the CML of its selection of the Contractor to provide the specified supplies and/or services. Failure to submit the insurance certificates within the time period will result in the Offeror’s Proposal not being considered. Said certificates are subject to the approval of the CML Manager of Purchasing and shall contain a clause or endorsement providing thirty (30) days prior written notice of cancellation, non-renewal or decrease in coverage will be given to the Manager of Purchasing. Failure of the Contractor to maintain this coverage for the duration of the Contract, and any renewals, thereto may be considered a default. Automobile Liability: Automobile Insurance is required for anyone coming onto CML branches and/or property to deliver goods or perform services using a vehicle, which is owned, leased, hired, or rented by the Contractor. Any Contractor, broker, or subcontractor who will be on CML property, but not delivering goods or performing services, is required to carry Automobile Liability Insurance that complies with the state and federal laws regarding financial

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responsibility. Automobile liability insurance, including hired, owned, and non-owned vehicles used in connection with the Work, shall have a combined single limit coverage covering personal injury, bodily injury (including death) and property damage of not less than $2,000,000 per accident. Commercial General Liability: The Contractor shall maintain insurance coverage with a $2,000,000 annual aggregate and a $1,000,000 per occurrence limit for bodily injury, personal injury, wrongful death and property damage. The defense cost shall be outside of the policy limits. Such policy shall designate CML as an Additional Insured, as its interest may appear. The policy shall also be endorsed to include a blanket waiver of subrogation. The certificate shall be endorsed to reflect a per project/per location General Aggregate limit of $2,000,000. If the Contractor uses an umbrella/excess policy to meet the required limits, it is understood that the policy shall follow from per project/per location basis. It is agreed upon that the Contractor’s commercial general liability insurance shall be primary over any other coverage. The Purchasing Division reserves the right to approve all policy deductibles and levels of self-insurance retention. Contract Compliance: The participating CML branches and departments will be responsible for the administration of the Contract and will monitor the Contractor’s performance and compliance with the terms, conditions and specifications of the Contract. If a branch or department observes any infraction such shall be documented and conveyed to the Contractor for immediate correction. If the Contractor fails to rectify the infraction, the department/branch will notify the Purchasing Division in order to resolve the issues. These terms and conditions will be used by the Purchasing Division to resolve the issues. Warranties: Unless otherwise stated, all supplies shall be new and unused. All products shall carry manufacturer’s warranties in addition to implied warranties. The Contractor warrants all supplies to be free from defects in labor, material, and workmanship (manufacturing) and be in compliance with the contract specifications. Confidential, Proprietary or Trade Secret Information: CML procures goods and services through an RFP in a transparent manner and in accordance with the laws of the state of Ohio. All proposals provided to CML in response to this RFP become records of CML and as such, will be open to inspection by the public after contract award, unless exempt from disclosure under the Ohio Revised Code or another provision of law. RFP & PROPOSAL QUESTIONS Any questions or clarifications regarding this RFP should be sent to [email protected] and reference the Proposal Identification Number and title of the RFP no later than noon Friday, February 27, 2015. Answers to all questions will be documented and posted on the “Doing Business with the Library” page of the Library’s Web site at www.columbuslibrary.org/about/doing-business. Answers will be posted no later than Friday, March 6, 2015.

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PROJECTED TIMELINE

The projected timeline for this RFP process is provided below. The Library may, at its sole discretion, modify the schedule as necessary to allow for thorough and complete analysis of responses.

Activity Target Completion Date

Issuance of RFP Inquiry Period Begins Tuesday, 2/17/15

Inquiry Period Ends Friday, 2/27/15

Final Response to Vendor Questions Friday, 3/6/15

Proposal Due Date Friday, 3/13/15, Noon EST

Finalists for scripted demonstrations chosen Friday, 4/3/15

Scripted demonstration dates (in-person – Columbus, OH) Monday, 4/6/15 and Monday, 4/13/15

Contracting & negotiation, optional site visits April – May 2015

Selection of Successful Vendor May 2015

Appendix A:

BravoSolution System Instructions

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XES ui t e W el comet oth eB ravoS ol uti onXES ui t eB ravoS ol uti onprovid esaworld �cl assst rat egi csourci ngpl atf ormt oenabl eel ect roni cprocurement processmeth od ol ogyt o

world �cl assorgani zati ons .U si ngourself �servi cesol uti on ,purch asi ngorgani zati onscanb uild and ret ai nsourci ngand cat egory �

specifi ck nowl ed ge ,ret ai ni nf ormati on ,ensureconsi st ent proced ures ,andi mproveperf ormance .

S uppli erB enefi t s Y oub enefitf romamoredi sci pli ned process ,al evel pl ayi ngfi eld ,andi ncreased accesst ogl ob al mark et sand newcust omers .

U si ngB ravoS ol uti on ,suppli erscan:§

R espondt ob uyersmoreeasil y§

E xperi encel owerselli ng/ cust omeracqui siti oncost s§

C ond uct moret ransacti onsb yi mprovi ngconveni encef orb uyers

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S t artH ere!Th ereare3 waysasuppli ercanaccessB ravosS ol uti on’ ssi t e .

T oget st art ed useth ecol umnt oyourri ghtt od et ermi newhi ch

appli est oyou ,th enconti nuet oreadth roughthi sch apt erus Ç

i ngth esecti onswh ereyouraccesst ypei sch eck ed off :W alk upR egi st rati on: Ifthi si syourfi rstti mevi siti ngth esit eyoucanregi st ert ob e Ç

comeapot enti al suppli ert oanyb uyi ngorgani zati onusi ngB ra Ç

voS ol uti on . O nceyouregi st eryouwillh avet owaitf orani nvit ati onf roma

specifi cb uyi ngorgani zati ont oappl yt ob easuppli erf orth em .

I nvit ati onf orR egi st rati on&A ppli cati onB uyi ngorgani zati onscansend youanemaili nviti ngyout o

regi st erwithth esit eand appl yt ob easuppli er .Thi swill put

youi nth ei rpool of pot enti al suppli eresand will gi veyouth e

opport unit yt oanswersomeb asi cqualifi cati onquesti ons .If you

h aveb eeni nvit ed yousoudlh aveanemail withth esubj ect

R egi st rati onI n vit ati onf rom .I nvit ati ont oR espondt oaD ocument

B uyi ngorgani zati onscanal soi nvit eyoudi rectl yt orespondt oa

d ocument .Ad ocument andb eanRF x ,C ont ract ,C oll ab orati on

R equest oroneof manyd ocumentt ypes .Wh enyourecei ve

thi sosrt ofi ni vit ati onth esubj ectli nk eof youri nvit ati onemail will

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b eR eq uestf or<D oc umentN ame>f rom .E

ma

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ons Thi ssecti onappli esif youh aveb eeni nvit edt oA ppl yt oth eappli cati onorif youh aveb eeni nvit edt orespondt oaspecifi cd oc o

ument .I neith ercaseyouwill recei veanemailf romab uyi ngorgani zati on .Th emai nb od yofth eemail will cont ai nt woli nk s .

O newilll ead yout oth el ogi npageandth eoth erwilll ead yout oth eappli cati ont oregi st er .u

B uyerN ame

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R equestd ocumentID numb er( d ocument s onl y)

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W ebSit ewithd oc o ument numb erorb uyi ngorgani zati on .

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S uppli erW ebB asedT rai ni ng

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C ust omerS upportcont acti nf ormati on

NOTE : Th eb est pl acet ost arti st ocli ck onth eS uppli erW eb

B asedT rai ni ngLi nk and wat chth evid eo;it willt ell wh att od o

next! Cli ckth e wli nkt oth eweb sit et oconti nuet oth eL ogI n

screen .w

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A nadditi onal email will arri veeachti meyouarei nvit edt orespondt oad ocument orappl yt oadiff erentb uyi ngorgani zati on .

Th eseemail noti cesmak eit easyt ok nowwh ent och eckth eweb sit eand provid enot onl yth eli nk ,b ut al soi mport anti nf ormati on

ab outth erequestd ocument s .


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Ac

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ss t

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Web

sit

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Y ouwill onl yneedt oregi st erand creat eausernameand password once .Y ouwill seethi sl ogi nscreeneachti meyouarenoti �

fi ed of anopport unit yt orespondt oaB uyer .Y ouwilll ogi neachti meyouarei nvit edb yemailt orespondt oad ocument .

A ccessth eweb sit e .

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Ifthi si syourfi rst ti meaccessi ngth eap � pli cati on ,cli ckR egi st er .

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If youh aveal read y regi st ered and creat ed aL ogi nID and password , ent eryourL ogi nID and

password ,and cli ck L ogi n .

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Li veC ust omer S upport li nk will all ow yout och at onli newith aB ravoS ol uti oncust omer supportt eammemb er .

Th eweb sit eadd ressi suni quef oreverycust omerand canb ef ound

onanyemail generat edb yth eap �pli cati on . F orgot password will send at empo �

rarypasswordt oyouremail ad �d ress . Cli ck onth ecount ryfl agsal ong

th et opofth epaget och angeth el anguage .Th erearemanydiff er 2

entl ocal est och oosef rom .u

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Re

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n Ifthi si sth efi rstti meyouareaccessi ngth eappli cati on ,youneedt oregi st er .Aft erregi st eri ng ,youwilll ogi nwithth eL ogi nID

and password youcreat e .

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Cli ckth eR egi st er b utt ononth eL ogi n screenasd escrib ed on th eprevi ouspage .

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E nt erth eR equest ID numb erf oundi nth e email yourecei ved .

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E nt erth ei nf or | mati onrequest ed . If youcli ck ed onth eap | pli cati onURLli nki nth e email ,most ofthi sd at a willb el oad edf oryou .x

C reat eaL ogi nID and password .y

Cli ckR egi st er .

NOTE : Y ourpasswordi scasesensi �ti ve .R ememb erth eUPPER andl o wer casel ett ersyout ype .

Y ouwillb eall owed5t ri est oent eryourpasswordb ef oreiti s

“l ock ed” and will need t ob ere ¼set .U secauti on! Aft eryouh avesuccessf ull y

regi st ered ,youwill recei veapop ¼upmessagei ndi cati ngth at

yourregi st rati oni scompl et e .Y ouwill al sorecei veanemail

remi ndi ngyouofth eL ogi nIDand passwordth at youcreat ed .

S avethi semailf orf ut ureref er ¼ence .

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Lo

gin Aft eryouh avesuccessf ull yregi st ered ,youcannowl ogi nt oth eappli cati on .R ememb erth at youonl yneedt oregi st erth efi rst

ti meyouaccessth eappli cati on .

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E nt eryourL ogi nID andP assword you creat ed . L eaveth eA ccount fi eld empt yorent er “ guest” asyouarea guest ofth eb uyer company .

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Cli ckth eL ogi nb ut # t on . Y ouwill ad vancet oth e I nb ox .

If youf orget yourpassword ,cli ck onth eF orgotP assword

li nk .Y ouwillb eask edt oent eryouremail add ress .Pl ease not eth at emaili scasesensi #

ti ve .Th eappli cati onwill sendyouanemail with anewpass #

word . Cli ck onth ecount ryfl agsal ongth et opofth epaget o

ch angeth el anguage .Th erearemanydiff erentl ocal est o

ch oosef rom .u

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Inb

ox Th eI nb oxcont ai nsalld ocument st owhi ch youh aveb eeni nvit edt orespondt oorrevi ew .O nceyouh aveopened ad ocument

f romth ei nb ox ,pl easeref ert oth et abl eof cont ent s .E ach secti onofthi smanual willt ell youh owt ouseadiff erentd ocument or

f eat urei nth ei nb ox . Th eI nb oxcould cont ai n th ef oll owi ng: �Al ert s �notifi cati onsof asuppli er’ sperf o r � mance �D ocumentR equest s –R equest st orespond t oad ocument .Th ere aremanydiff erent d ocumentt ypeslik e RF x ,C ont ract and R eportKPI . �S corecardR esult s – R equest st orevi ew and comment onsup � pli erperf ormance N ot e:Y ouwill onl ysee th osesecti onsth at appl y t oyou .B el owi sanexampl eof af ullI nb ox

Y oucancli ck onanyli nkt oopenaparti cul ar Al ert ,D ocument or S corecard result s . Th erei sasecti oni nthi s manualf or:

·

Al ert s·

A secti onf oreach d ocumentt ypei n th eD ocument R equest ssecti on·

S corecardR e Ë sult s . Cli ckth eC onfi gureli nki nth et op Ëri ght cornert o confi gureth eI nb oxt o rearrangeth eit emsi n th eord eryoupref er .


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Oth

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Inb

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Fea

ture

s

If yousel ect ad ocumenti nth eN egoti at eandC ont ractD ocumentR equest ssecti on ,th ereareanumb erof acti onsyoucant ak e

onth atd ocument whil estilli nth eI nb ox:·

R et ri eveN ewR equest –Y oucanmanuall yret ri evearequest usi ngth eR equestID numb erif th ed ocumentd oesn’ t au C

t omati call yappeari nyourI nb ox .·

F orwardS el ect ed –Y oucanf orward ad ocument requestt oanoth erpersonat anyti me ,thi swill removeth ed ocument

f romyouri nb ox .Cli ckth eradi ob utt onf orad ocument ,andth encli ckth eF orwardS el ect ed b utt on .Th enent erth ereci p C

i ent’ semail add ressand cli ck OK .·

D el et eS el ect ed –Y oucand el et ead ocumentf romyourI nb ox .Cli ckth eradi ob utt onf orad ocumentth encli ckD el et e

S el ect ed .Thi si sapermanent acti on;th ed ocument cannol ongerb eret ri eved .·

B ull eti nB oard –E achd ocumenth asanel ect roni cb ull eti nb oard associ at ed withit .Th eb uyercould usethi sb ull eti n

b oardf orcommuni cati ngwith you .T oaccessth eb ull eti nb oard ,cli ckth eradi ob utt onf ord ocumentth encli ckth eB ull eti n

B oard b utt on .Cli ckP ost t ocreat eanewmessageorcli ck onth enameof apost ed messaget oopenit and readit .Y ou

canrepl yt oapost ed messageb ycli cki ngth eR epl yb utt onf oranymessage .·

A ucti onM onit or –Y oucanvi ewamonit orwi nd owof anyaucti onth ati si nyourI nb ox .D uri ngth eaucti on ,thi smonit or

upd at esrealti me .Aft erth eevent ,th emonit orsh owsth efi nal st andi ngs .Cli ckth eradi ob utt onf orth ed ocument withth e

aucti onth encli ckth eA ucti onM onit orb utt on .·

P ri ntP revi ew –Y oucanprevi ewanyd ocumenti n .ht ml or .pdff ormat .Cli ckth eradi ob utt onf ord ocumentth encli ck on

th eP ri ntP revi ewb utt on .S el ectth ef ormatd esi red ,andth ed ocument willdi spl ayi nit senti ret y .

·

H el p –Cli ck onth eH el pb utt ont oaccessth eon Cli neh el pfil es .


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My C

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go

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Th eM yC at egori zati onst abi sf orsuppli erswh oh aveb eeni nvit edt od ob usi nesswith aspecifi cb uyi ngorgani zati on .E achb uy à

i ngorgani zati oncanask youdiff erent questi onssob esuret orevi ewth ecat egori zati ont abf oreachb uyerandt orespondf ull yt o

th ef orm .

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T oaccessM yC at ego ï ri zati onssel ectth eM y C at egori zati onsopti onf rom th eN avi gati onalC ompass i nyouri nb ox .

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Y ouwill seeali sti ngf or eachb uyi ngorgani zati on th ath asask ed yout oappl yt ob eth ei rsuppli er .Th e M yC ompanyli sti ngwill exi st regardl essofif you h aveb eeni nvi t ed t oappl y t oab uyi ngcompany .

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Th eC at egori zati ont abwill cont ai nth efi eld sth e b uyerwant syout ofill out ab out yourorgani zati on .

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Th eM yA tt ach ment s t ab enabl esyout oprovid eatt ach ment st oth eb uyer . Y oucanatt ach asmany att ach ment sasyoulik e .

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Th eB uyerA tt ach ment st ab enabl esyout orevi ew att ach ment sf romth eb uy ï er .

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S ecti on2 :Al ert s:S uppli erP erf ormance

I nthi ssecti on ,yo uwilll earnt o :A ccessth eAl ert R evi ewth eAl ertD et ail s


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Ale

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cce

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Re

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th

e A

lert

A nAl erti samessagesentt oyouf romth eb uyerb ased onyourperf ormance .

A ccessandR ead th eAl ert

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AllAl ert swillb e li st edi nth eI nb ox .

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Cli ck onth eAl ert namet oopenth eal ert and revi ewth ed et ail s .

Aft eryoucli ck onth e Al ert name ,aseparat e b rowserwi nd owopens anddi spl aysth ed et ail s ofth eal ert . N ot eth eAl ertM essage andth eAl ertR ul e .Thi s willt ell youwh yth eal ertwassentt oyou . Cli ckCl oset ocl osethi s

separat eb rowser wi nd ow .

Y oucannot respond or comment onanal ert .It i sh eref oryourrevi ew onl y .u


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S ecti on3 :R equestD ocument :RF x ,I nf ormati onR equest ,S ur û

vey I nthi ssecti on ,yo uwilll earnt o :R evi ewI nf ormati onP rovid edb yth eB uyer

D ownl oadAtt ach ment sP repareR esponses U pl oadAtt ach ment s S aveY ourR esponse S ub mitY ourR esponse


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Ac

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Re

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Do

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A requestd ocument consi st sof aseri esof questi onsand/ orpri ci ngrequest sdi st rib ut edb yth eb uyert opot enti al and current

suppli erst ogath eri nf ormati onrel ati vet oth eb uyi ngcompany’ ssourci ngneed s .I nyouri nb ox ,arequestd ocument willh avea

t ypeofRF x ,I nf ormati onR equest orS urvey .A ccessth eR equestD ocument

Aft eryoucli ck onth e d ocument name ,th e W el comewi nd owdi s § pl ays .

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R evi ewanycom § ment sf romth eb uyeri nth eC overL ett er .

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B uyeremail add ress�

S ub mi ssi onD ead ¯ li ne x

P ri ntP revi ewy

I nt ent t ab

N ot eth e �S ub mi ssi on D eadli ne .Y ouMUST sub mit yourresponse pri ort othi sd at eand ti me .Y ouwillNOTb e abl et osub mit aft erthi s d at eandti me . Cli ckth e xP ri ntP re § vi ewb utt ont oseeaf ull vi ewofth erequestd oc §umenti neith erPDF or HTMLf ormat .Y oucan pri ntth eprevi ewd ocu § ment . Cli ck onth e yI nt ent t ab wh enyouareread y t oconti nue .

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Inte

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d N otif yth eb uyerof your i nt entt orespond .

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Cli ck �A ccept if youi nt endt ore & spondt oth ed oc & ument .

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Cli ck vD ecli ne if youd onoti n & t endt orespond . Th eb uyerrecei vesan emaili ndi cati ngyourd e &ci si on . Cli ckth e wC reat eR e 4 sponset abt oconti nue and prepareyourre & sponse .

N eith eraccepti ngnor d ecli ni ngi sbi ndi ng .Y ou canret urnt othi swi nd ow and sel ectth eoth erop &ti on .A noth eremail will b esentt oth eb uyeri n & di cati ngyourd eci si on . A ccepti ngorD ecli ni ngi s

not mand at ory ,b ut many compani esconsid erit a prof essi onal court esy . Aft eryousel ect anop & ti on ,youwill recei ve confi rmati ononthi s screenof yourd eci si on .� v

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Cre

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Pro

po

sal Th erequestd ocument will cont ai nb othi nf ormati onit emsf romth eb uyerth atd onot requi rearesponseand questi onsf oryout o

compl et e .Y ouwill needt oad vanceth roughth ed ocumentt orevi ewalli nf ormati onand answerall questi ons .

O nth el eft sid eofth ewi nd owi sat abl eof cont ent soutli ni ngall ofth eel ement softh erequestd ocument .If anyfil esareat x

t ach ed ,youh aveth eabilit yt od ownl oad all ofth emat onceaswell .

I nth eb ott omri ght cornerth erearef ournavi gati onb utt ons:·

S ave&P revi ous –S avesyourwork and ret urnsyout oth eprevi ousel ement .·

C ancel –E rasesanynewi nf ormati onsi nceth el ast“S ave” and youwill remai ni nthi swi nd ow .·

S ave –S avesyourwork and youwill remai ni nthi swi nd ow .·

S ave&N ext –S avesyourwork and ad vancesyout oth enext wi nd ow .u

T abl eofC ont ent s Cli ck onanyel ementi n th eT abl eofC ont ent st o ad vancedi rectl yt oth atel ement .

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N avi gati onb utt ons U seth enavi gati on b utt onst osaveyour work and ad vance th roughth ed ocument .w

B ull eti nB oard s A ccessB ull eti nB oard s t oaskb uyersquesti ons and pot enti all yvi ew oth ersuppli erquesti ons

S omeel ement saret o provid ei nf ormati ont o youf romth eb uyeras di spl ayedi nth eexampl e h ere .Th erei snofi eld f oraresponse . R eadth ei nf ormati on provid ed and cli ckS ave &N extt oad vance th roughth ed ocument . Ifiti saquesti on ,answer th equesti onappropri x at el yand cli ckS ave& N extt oad vanceth roughth ed ocument .

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Qu

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Typ

es Th eb uyercanuseavari et yof questi ont ypest oobt ai nth enecessaryi nf ormati on .

Si ngl eS el ect or M ulti óS el ect

S el ect eith eroneorall opti onsth at appl y .

Y es/N o

A nswereith erY esor N o .If youwantt ooff er anexpl anati on ,ent erit i nth e“C omment s” sec ti on .

N umeri c

E nt eranumb eronl yi n thi sfi eld( noch aract ers orspeci al symb ol s) .Th e b uyerwilli ndi cat eh ow t orespond .

T ext

Y oucanent erupt o ab out5Mi crosoftW ord pagesoft extt oat ext fi eld .


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Wo

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S omerequestd ocument swill cont ai nW ork sh eetR equi rement s .Th eseareessenti all yspread sh eet sth eB uyerwant syout o

compl et e .

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Cli ck onth eO pen W ork sh eet b utt ont o openth ework sh eet at a t ach edb yth eb uyer .

A separat eb rowserwi n a d owwill opendi spl ayi ng th ework sh eet .v

Cli cki nanycellt o ent erth eappropri at ei n a f ormati on . P ressth eT ab orE nt er k eyonyourk eyb oardt oad vancet oth enext cell .

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Cli ckS avet osave yourd at a .x

Cli ckCl oset ocl ose th ework sh eet .

R evi ewth eb uyeri nf or a mati oni nth efi rst col a umnsonth el eft . R ememb ert oscrollt o th eri ghtt oseeall ofth ecol umnsavail abl ei nth e work sh eet . Y oucanexportthi s spread sh eet and com a pl et eit off ali ne . S omeb uyerswill pro a vid epulld ownmenusi n

th ecol umns ,si mpl yse a l ectth eappropri at eval a ue .u

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Ex

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T oexportth e spread sh eet ,sel ectth e appropri at eversi onof E xcel and cli ckG o .

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T oi mportth ecom © pl et ed excel spread © sh eetb acki nt oyour answer ,cli ckth eI mportb utt on .

Aft eryouexport ,filli n th ecell swith youran © swersand saveth eex © cel spread sh eett oyour l ocald ri ve . R ememb ert osortth e spread sh eet rowsb acki nt oth esameord erth e suppli erprovid ed you th ework sh eeti n .

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Cli ckth eB rowse b utt onandl ocat eth e modifi ed excel spread © sh eetth at cont ai nsyour answers .x

S pecif yth eSh eet# ( d ef ault st o1) andth e row# wh ereth ed at a b egi ns( d ef ault st o2b e ©causeofh ead ercol © umns) .

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Cli ckU pl oad .

NOTE :A nyd at ath at youi mport will overwrit ealli nf ormati onal read y ent ered orsavedi nth e work sh eet . Aft erth ei mporti ssuc © cessf ul ,th ecell softh e work sh eet willb epopu ©

l at ed .Y oucannow cl oseth ework sh eet . If youaregetti ngerrors wh enyoui mportth e work sh eet ,cont actC us ©t omerS upport .

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Oth

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Qu

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Op

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Wh enyouprepareyourresponse ,ensureth at all answersareanswered compl et el yand correctl y .Ch eckt oensureallM ust re �

qui rement sareanswered .M ustR equi rement s � AR ed M ust requi rement

i saS cori ngM ust .Y ou must ent erapassi ngre �sponseoryouwillb e gi venascoreof zerof or

th eevent .Y oucan sub mit with out ent eri ng aS cori ngM usth owever .

AY ell owM ust requi re � menti saM and at ory M ust .Y oucannot sub � mit with out ent eri nga val uef oraM and at ory M ust ,h oweverf aili ngth erequi rement will not re � sulti nazeroscoref or th eevent .

C omment s –Th eb uyer mayenabl eyout oent er acommentf oreach re � sponse .T ypeanyaddi �ti onal comment si nt oth e C ommentfi eldif avail a � bl e .

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Appendix B:

Sick Leave Bank Policy

Holidays Policy

Paid Time Off Policy

SICK LEAVE BANK P. 1 OF 2

SICK LEAVE BANK Board Policy:

DATE APPROVED: 04/01/2005

EFFECTIVE DATE: 07/01/2005

REPLACING POLICY EFFECTIVE: 00/00/0000 � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � �� Administrative Procedure:



REPLACING POLICY EFFECTIVE: 00/00/0000 � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � �� ! � " � � � � � � � � � � � � � � � � � � � � � � � � # � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � �� $ � � � � � � � �� " � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � # � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � �% � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � & � � � � � � � � � � � � � � � � � � �� ' ( � � � � � � � � � � � �) � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � �* � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � * � � � �+ � � � � � � � ! � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � ' ( � � � � � � � � � � � � � � � � � � � � � � � # � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � �� $ � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � # � � � � � � � � � � � � � � � � � � � � � � � � � � � # � � � & � � � � � � � � � � � � � � � � � � � $ � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � �� $ � � � � � � � � � � & � � � � � � , � � � � � � � � � � � � � � � � � � � � � � � � � � � � & � � � � � � - . � � � � � � � � � � # � � � � � � � � � � � � � � � �� - . � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � �

SICK LEAVE BANK P. 2 OF 2

/ � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � # � � 0 � � � � � � � � � � �� & � � � � � � 1 � � � � � � � � � � � 2 . � � � � � � � � � � � � � � � � � � � � � � �3 � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � 4 . � � � # � �� 0 � � � � � � � � � � � � � � � � � � � � � � � � � � � " � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � , � � � � �� ! � � � � � � � � � � � �� % " � � � � $ � � � � � � � � � �5 � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � �� # � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � �� Related Policies/Forms:

� � � , % " � � " � � � � � � � � � � � � � � � � � � � � � � � � � � � � � �

HOLIDAYS P. 1 OF 2

HOLIDAYS Board Policy:

D A T E A P P R O V E D : 0 1 / 2 2 / 2 0 0 8

E F F E C T I V E D A T E : 0 1 / 2 2 / 2 0 0 8

R E P L A C I N G P O L I C Y E F F E C T I V E : 0 2 / 1 5 / 2 0 0 6

� � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � ��

Administrative Procedure: D A T E A P P R O V E D : 0 4 / 3 0 / 2 0 0 9

E F F E C T I V E D A T E : 0 4 / 3 0 / 2 0 0 9

R E P L A C I N G P O L I C Y E F F E C T I V E : 0 4 / 2 3 / 2 0 0 8

� � � � � �ibrary will post a schedule of closed days/holidays on the library’s website � � � � � � � �� ! � � � � � � �� " � � � � � � # � � � $ � � � � � " � � � � � � � � � � � �� % � � � � & � � � � � � � ' ( � � ) % � � � � * � � � � + $ � �, - . , / 0 � �, � . , 1 � �2 - . 2 / - � �2 � . 2 � �3 � � � � � � � � � � � � � � � � � � � � � � � ) � � � " � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � �� 4 � � � � � � � 5 � � � � � � � � � � � � � � � � � � � ) � � � 6 �7 � % � � � � � � � � � � � � � � � � � � � � � % � � � � � � � � � � � � � ) � � � � � � � � � � � � � � � � � � � � � � �� ) � � � � � � � � � � � � � � � � � � � � � . � � � � � � � � � % � � � � � � � � � � � � � � � � � � � � � � � � � � � �� ) � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � # � � � � � � � � � � � " � � �� # � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � % � � � � � % � � � � � � � ) � � �7 � % � � � � � � � � � � � � � � � � � � � � � % � � � � � � � � � � � � � ) � � � � � � � � � � � � � � � � � � � � � � �� ) � � � � � � � � � � � � � � � � � � � � � . � � � � � � � � � % � � � � � �

HOLIDAYS P. 2 OF 2

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PAID TIME OFF Board Policy:



REPLACING POLICY EFFECTIVE: 10/10/1999 � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � �� Administrative Procedure:



REPLACING POLICY EFFECTIVE: 07/01/2005 � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � �� ! � � � � ! � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � �� " � � � � � � � � � � � � � � �� # � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � $ % � � � � � � � � � � � �� # � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � # � � � � � � � � � � � � � � �� # � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � �� & � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � # � � � � � � � � � � � ' � � � � � � � � � � � � � � � � � % �� # � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � �� # � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � ( � � � � � � � ) � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � �� * � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � �� + � � � � � � � � � � � � � � � � � �� , � � � � � � � � � � � � � � � � � � �� + � � � � � � � �" � � � � � � � � � � % � � � � � � � � � � � � � + � � � � � � � � + � � � � � � � � � � � � � � � � � � � � � � � � � � � � � �� % � � � � � � � � � � � � � � � � + � � � � � � � � + � � � � � � � � � � � � � � � � � � � � � � � � �� + � � � � � � � � � � � � � �� ! � � � � � � � � � � ! � � � � � � � � � � � � � � � � � � � � � � � � � � % � � � � � � � � �� + � � � � � � � � � + � � � � � � � � � � � ! � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � �� + � � � � � � � � � � + � � � � � � � � � � � ! � � � � � � � � � � � � � � � � � � � � � � � � � � � � - . � � � � � � � � � �� % � � � � � � � � � � � � � � � � � � � � - . � � � � � � � � � � � � � � � � � � + � � � � � � � � � � � � � � � �� ! � � � � � � � � � � � � �


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9 : ; < = > ? :@ A : ; B C A = > ? : D E E ; F < > G F H ? F >I G A ; B : J K ? L I G FI G A ; B : J M ? N ; B F J ? F F A > F I < > ; OP @ > : > X D G G B ? E Y D < ; B G F K ? L Z : J M ? I [ S B F\ ] ^ ^ _ ` a b c d e f fg h i j k j l m n o o g Q i p p g i Y q q ii h g p r k s r r n m o g Q i p p q p Y t p pg p V V g i m k u n j v v o g Q i p p q i Y t w ig i V V q p n s k n j o v u o g Q i p p t p Y x i pq p V V q i n s k n j o v u o g Q i p p t i Y i q iq i y n s k n j o v u o g Q i p p x p Y z p pv s { | ] } c d e f f ~g h i n k j l � o s t p p g p p Y t p pi h g p v k l s m u s t p p g p p Y t p pg p V V g i l k s r r m s t p p g p p Y t p pg i V V q p l k m o r n s s t p p g p p Y t p pq p V V q i l k m o r n s s t p p g p p Y t p pq i y l k m o r n s s t p p g p p Y t p pv j { | ] } c d e f f ~g h i n k � v o j s t p p g p p Y t p pi h g p v k m m j r j t p p g p p Y t p pg p V V g i l k m o u n s s t p p g p p Y t p pg i V V q p o k m s � n v j t p p g p p Y t p pq p V V q i o k m s � n v j t p p g p p Y t p pq i y o k m s � n v j t p p g p p Y t p pl s { | ] } c d e f f ~g h i v k l s � u s t p p g p p Y t p pi h g p l k o u v � s t p p g p p Y t p pg p V V g i o k u n u n v s t p p g p p Y t p pg i V V q p j k r r n n j s t p p g p p Y t p pq p V V q i j k r r n n j s t p p g p p Y t p pq i y j k r r n n j s t p p g p p Y t p pl j { | ] } c d e f f ~g h i v k u � l r s t p p g p p Y t p pi h g p o k s l � n s j t p p g p p Y t p pg p V V g i j k l m j n o s t p p g p p Y t p pg i V V q p u k r l v n r j t p p g p p Y t p pq p V V q i u k r l v n r j t p p g p p Y t p pq i y u k r l v n r j t p p g p p Y t p pP � L � > � F I G � ? J > J ; O � : I R I � : ? : N

9 : ; < = > ? :@ A : ; B C A = > ? : D E E ; F < > G F H ? F >I G A ; B : J K ? L I G FI G A ; B : J M ? N ; B F J ? F F A > F I < > ; OP @ > : > X D G G B ? E Y D < ; B G F K ? L Z : J M ? I [ S B F\ ] ^ ^ _ ` a b c d e f fg h i � � � � � � � � � � � � � � � � � � �i h g p � � � � � � � � � � � � � � � � � � � �g p V V g i � � � � � � � � � � � � � � � � � � � �g i V V q p � � � � � � � � � � � � � � � � � � � �q p V V q i � � � � � � � � � � � � � � � � � � � �q i y � � � � � � � � � � � � � � � � � � � �v s { | ] } c d e f f ~g h i � � � � � � � � � � � � � � � � �i h g p � � � � � � � � � � � � � � � � � �g p V V g i � � � � � � � � � � � � � � � � � �g i V V q p � � � � � � � � � � � � � � � � � �q p V V q i � � � � � � � � � � � � � � � � � �q i y � � � � � � � � � � � � � � � � � �v j { | ] } c d e f f ~g h i � � � � � � � � � � � � � � � � � �i h g p � � � � � � ¡ � � � � � � � � � �g p V V g i � � � � � � ¡ � � � � � � � � � �g i V V q p � � � � � � ¡ � � � � � � � � � �q p V V q i � � � � � � ¡ � � � � � � � � � �q i y � � � � � � ¡ � � � � � � � � � �l s { | ] } c d e f f ~g h i � � � � ¢ � � � � � � � � � � � � �i h g p � � � � � � ¡ � � � � � � � � � � �g p V V g i � � � � � � ¡ � � � � � � � � � � �g i V V q p � � � � � � ¡ � � � � � � � � � � �q p V V q i � � � � � � ¡ � � � � � � � � � � �q i y � � � � � � ¡ � � � � � � � � � � �l j { | ] } c d e f f ~g h i � � � � � � � � � � � � � � � � � �i h g p � � � � ¢ � £ ¡ � � � � � � � � � �g p V V g i � � � � ¢ � £ ¡ � � � � � � � � � �g i V V q p � � � � ¢ � £ ¡ � � � � � � � � � �q p V V q i � � � � ¢ � £ ¡ � � � � � � � � � �q i y � � � � ¢ � £ ¡ � � � � � � � � � �P � L � > � F I G � ? J > J ; O � : I R I � : ? : N

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