SECTION I: Corrections, Deletions, Revisions to RFP

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1 For which Proposals are scheduled to be received no later than 10 a.m., Central Standard Time on Wednesday, June 21, 2017 (pursuant to the Request of Proposal (RFP): Temporary Staffing Services for 2018 Elections advertised Monday, May 22, Proposals are to be delivered to the Chicago Board of Elections Commissioners, Purchasing Department, 69 West Washington Street, Suite 800, Chicago, Illinois Respondents must acknowledge receipt of this Addendum No. 1 with the RFP. Respondents are to complete and include the Acknowledgement as Attachment to the RFP. This document contains: I. Corrections, Deletions, Revisions to RFP II. Answers to Question Submissions III. Addendum Receipt Acknowledgment The information contained in this Addendum No.1 is hereby incorporated by reference into the original Request for Proposal (RFP) issued on Monday, May 22, 2017 SECTION I: Corrections, Deletions, Revisions to RFP 1. ADDITION: Insert into RFP Section Titled 2. STAEMENT OF WORK, WAREHOUSE POSTIONS the following to the Warehouse Position Section. The following Section is hereby inserted in its entirety to RFP: Prior to the Warehouse acceptance of Warehouse Workers, the Warehouses Manager will notify the Contractor a minimum of 10 business days prior to assignment start date. Addendum No 1 Page 1 of 15

2 The Warehouse Manager will interview the proposed candidate in advance of accepting the Contractor s Workers to determine if they meet the requirements. If the proposed candidates do not meet the Warehouse Positions minimum qualifications, the Contractor will be required to find alternate candidates within 3-5 business days. The Contractor will be held responsible to fulfill the candidates for the Warehouse Worker positions. In the event, the Board awards a Primary and Secondary Contractor, the Board will exercise the right to seek assistance from the Secondary Contractor to meet the Warehouse Worker vacancies until the desired quantities have been met. 2. REVISION: Delete RFP Section 4. Instructions to Vendors, General Specification, 4.3 Addenda in its entirety. The following is hereby inserted and replaces Addenda: 4.3 Clarifications and Addenda The Board sends out clarifications and addenda to the Bid Documents/Proposals to entities on the Take-Out List. Additionally, Clarifications and/or Addenda will be posted at the Board s Website to download, click on the link that reads Election Board select Jobs & Contract Opportunities. There may be multiple Clarifications and/or Addenda. Failure to obtain Clarifications and/or Addenda, for whatever cause, will not relieve a Bidder/Respondent from the obligation to bid/propose according to and comply with any changed or additional terms and conditions contained in the Clarifications and/or Addenda. Failure to acknowledge Clarifications and/or Addenda in the Bid/Proposal Documents when submitting the bid/proposal will render the bid/proposal non-responsive. Any harm to the bidder/respondent resulting from failure to obtain all necessary documents, for whatever cause, will not be valid grounds for a protest against award(s) made under this bid/proposal solicitation. Addendum No 1 Page 2 of 15

3 3. REVISION: Revise RFP Section Titled 2. STAEMENT OF WORK, Assistant Trainers 1 st paragraph. The following is hereby inserted with the following paragraph: Assistant Trainers These Workers will be assigned to work at designated locations around the City. Each Worker must be dependable, prompt and capable of performing clerical and training functions while assisting Board employees in the training of Election Judges and Election Coordinators in the use of electronic voting equipment. Duties require light to moderate lifting of lbs. Each Worker must at a minimum have a high school degree or equivalent, be fluent and articulate in the English language, and have a basic understanding of and experience in the use of computers. Each Worker will receive extensive training by the Board at the Board s Warehouse location for approximately four (4) hours. The Workers must provide their own transportation to the training and work locations. SECTION II: Answer to Question Submissions The following questions and answers will be incorporated in the above referenced Request or Proposal (RFP). All other provisions and requirements are as originally set forth, remain in full force and are binding. 1. Question: Who is or was the awarded vendors for the administrative and warehouse temporary staffing workers? Answer: Administrative Temporary Staffing was awarded to Mack and Associates as the Primary Contractor and A-PRO EXECS, LLC the Secondary Contractor. Warehouse Temporary Staffing was an awarded to A-PRO EXECS, LLC Addendum No 1 Page 3 of 15

4 2. Question: Will temporary workers know in advance of any reassignments or switching task? Will the temporary workers be cross-trained? Answer: The Board s participating Managers will identify the title and quantity of temporary workers as required. The Managers may or may not be able to determine the reassignments or switching it will be on a case by case basis. Generally, the reassignment is the same administrative title. 3. Question: Are the any background checks required for temporary workers? Answer: See RFP Section Titled 2. STATEMENT OF WORK; PRCING; SPECIFIATIONS, 2.2 Special Conditions D. and E. D. Contractor should be required to provide proof of all licenses, including registration with the Illinois Department of Labor pursuant to the Illinois Day and Temporary Labor Services Act ( IDTLSA ), 820 ILSCS 175/1, et seq. E. Contractor must conduct appropriate criminal background checks (as agreed by the Board) on all Temporary Workers before assigning them to the Board to provide services under an agreement with the Board and will not assign any person whose criminal background makes such person unfit to serve unless approved in writing by the Board. And provide copies to the Board s Human Resource Department. 4. Question: Do the Managers have training process for temporary workers being reassigned or switched? Answer: Generally, the reassignment is the same administrative title. If required, Manager will address appropriately. Addendum No 1 Page 4 of 15

5 5. Question: Will any participating Department require pre-qualifying a temporary worker before accepting and assigning the worker? Answer: See Addendum No. 1 SECTION I: Corrections, Deletions, Revisions to RFP 6. Question: Can Vendors obtain a copy of the Pre-Proposal Meeting Sign-In Sheet(s)? Answer: As a courtesy, the Board s Purchasing Staff will send an electronic copy to attendees. 7. Question: Who will be selected for RFP s Evaluation Committee? Answer: The Board s Executive Management will select internal Management who will make up the committee. 8. Question: As stated in RFP section titled Special Condition, 2.2, N., Page 13; if a temporary worker arrives 15 minutes after their scheduled start time will the worker s start time be adjusted? Will they be paid for the full hour? Answer: See RFP Section Titled 2.2 SPECIAL CONDTIONS, N, The Board will not be required to pay the hourly fee for service when a Worker is more than thirty (30) minutes late for a scheduled shift. The Board may contact the Contractor when a Worker is at least fifteen (15) minutes late for a shift. The Board will only compensate Contractor for the actual time worked by the replacement Worker in quarter (1/4) hour increments. See RFP Section Titled 2.2 SPECIAL CONDTIONS, O, Workers shall be compensated for only actual time worked in quarter (1/4) hour increments. If a Worker works for eight (8) minutes or more in a quarter (1/4) hour, such time shall be rounded up to the next quarter Addendum No 1 Page 5 of 15

6 (1/4) hour; if time actually worked is less than eight (8) minutes, such shall be rounded down to the last quarter (1/4) hour. 9. Question: Does the Board have Minority and Women Business compliance percentage requirements? Answer: See Section Titled 2. STAEMENT OF WORK; PRICING; SPECIFICATIONS, 2.14 Minority and Women-Owned Business Enterprise, It is the goal of the Board that Vendors take affirmative steps to ensure that minority and women owned businesses have the maximum opportunity to compete for and obtain contracts and/or subcontracts for the supply of goods and services to the Board. Vendor is strongly encouraged to abide by the spirit of the City of Chicago s Minority Business Enterprise and Women Business Enterprise Procurement Program Ordinance, and attempts to fulfill the spirit of that ordinance should be identified in any proposals or proposal submitted to the Board. Provide a description of the Vendor's commitment to address and comply with the City of Chicago s Minority Business Enterprise and Women s Business Enterprise procurement programs and ordinances. 10. Question: Will the selected staffing firms participate in providing staffing services for a two year period? Does this mean that there will be staffing needs for 2018 and possible renewal for 2019 and 2020? Answer: See Section Titled 2. STAEMENT OF WORK; PRICING; SPECIFICATIONS, 2.12 Contract Period and 2.13 Contract Extension Option for term details. It is anticipated the Contract start date would be December 1, 2017 expiring January 31, The Contract would allow if both parties mutually agreed to renew up to twelve (12) months. Addendum No 1 Page 6 of 15

7 11. Question: If this is a multi-year contract and we are to increase minimum wage each year, are we then submitting new bill rates for the additional years of the contract? Answer: See RFP Section Titled Appendix 5, PROPOSED CONTRACT, Article IV. Terms of Payment, 4.01 Price; Payment Terms. Pricing and payment terms are described in the Price Schedule appended hereto and made a part hereof as APPENDIX 1. Except as otherwise set forth, this Agreement includes firm, fixed prices. Contractor acknowledges and agrees that the amounts to be paid to Contractor pursuant to this Agreement are in full satisfaction of all Services and Deliverables to be provided under this Agreement and that no other payments of any nature whatsoever shall be due and owing to Contractor under this Agreement, unless otherwise expressly provided in this Agreement. 12. Question: Will there be a need for temps prior to March 2018? Answer: Yes, Gubernatorial Primary Election Day is March 20, 2018, various temporary administrative and warehouse staffing will be hired ninety (90) days in advance of the Election Day. 13. Question: Will there be a schedule sent to the selected staffing firms in advance of the first administrative group need? At least 2 weeks? Answer: The Purchasing Agent will schedule a Post Award Meeting(s) after the Board has approved the recommended Vendor (Contractors). The Post Award Meeting will address the participating Department Managers estimated workers and start dates for the administrative and warehouse temporary workers. Addendum No 1 Page 7 of 15

8 14. Question: Our insurance coverage allows for lifting up to 25 lbs. Is that an issue for Administrative staff? Answer: See RFP Section Titled 2. STAEMENT OF WORK; PRICING; SPECIFICATIONS, 2.1 Scope of Work, 4 th Paragraph, All Administrative Workers might be required to lift or move materials up to lbs. and Warehouse Workers might be required to lift up to 100 lbs. 15. Question: Concerning errors that are 10%, that will result in a penalty fee. What is the fee? Will the staffing firm associated with the temp be warned first? Answer: See RFP Section Titled 2. STAEMENT OF WORK; PRICING; SPECIFICATIONS, 2.4 Data Entry Errors, 2 nd Paragraph, Board does not seek monetary penalties for data entry errors of 3% or less, but it does expect immediate correction. For errors in the 4-10% range, Board expects a written action plan to correct the errors and should not be charged for the time necessary to make the required corrections. Any error rate greater than 10% will incur a 25% penalty fee to cover the administrative costs of the Board to manage the continuer error problem and may lead to termination of the contract. In addition, the Board should not be charged for the time necessary to make the required corrections. 16. Question: Concerning Assistant Trainer section, in the event a temp worker quits or is absent for 2 consecutive days the contractor will be billed a penalty fee; if there is notice in advance does this apply or if something is unforeseen and legitimate (i.e. funeral, family emergency, extended illness, injury or 2 week notice)? What is the fee? Answer: See RFP Section Titled 2. STAEMENT OF WORK; PRICING; SPECIFICATIONS, 2.1 Scope of Work, Administrative Trainers, 3 rd Paragraph, (iii) The Contractor must employ only competent personnel and whenever, in the opinion of the Manager of the Community Services Division or representative, any employee who is careless, incompetent, Addendum No 1 Page 8 of 15

9 obstructs the progress of the services, acts contrary to instructions or conducts themselves improperly, the Contractor must, upon request of the Manager, discharge or otherwise remove the employee from the work assignment. The Contractor will not permit any person to enter any part of the building or facility connected therewith while under the influence of intoxicating substances. It is the responsibility of the Contractor to provide replacement personnel to the Board until the Board has accepted a suitable skilled individual for their personnel requirements. Any consequential costs of any such removal will be borne by the Contractor. Failure by Contractor to furnish sufficient acceptable personnel for the services may constitute an event of default. 17. Question: Concerning item G on page 12; The Contractor will be accountable.what does compensation mean and if monetary what is the amount? Answer: See RFP Sections Titled Appendix 5, PROPOSED CONTRACT, AGREEMENT, Article VIII. Default, Damages and Termination, Sections: 8.01 Default, 8.02 Events of Default, 8.03 Remedies, 8.04 Forbearance Not a Waiver, 8.05 Mutual Agreement, 8.07 Early Termination; Termination for Convenience, 8.08 Consequential Damages, 8.09Rights and Obligations of the Parties on Termination or Expiration of Agreement and 8.10 Cooperation. 18. Question: Concerning item G on page 12; what constitutes insubordination? Answer: As stated in RFP Section Titled 2. STAEMENT OF WORK; PRICING; SPECIFICATIONS, 2.2 SPECIAL CONDTIONS, G. any insubordinate Worker who may cause delay to the Board s daily operation or process due to the Workers absences or incompetence or who may quit before completion of work assignments..due to the Worker s lack of accountability to complete an assignment during an Election that leads to the Board missing deadlines mandated by law. In addition to any Worker s disobedience, defiance, rebelliousness, unruliness, noncompliance during their assignment to the Board. Addendum No 1 Page 9 of 15

10 19. Question: Is a Performance Bond required for the staffing of administrative temps? Answer: None Required 20. Question: Staff Requirements A. Approximate number of Assistant Trainers? B. Approximate number of Data Entry Clerks? C. Approximate number of Phone Operators/Clerical staff? D. Approximate number of Dock Area-After Election staff? E. Approximate number of Miscellaneous Temporary Worker positions? F. Approximate number of Election Coordinators? G. Approximate number of Warehouse, Assembly & Testing staff? H. Approximate number of Dock Area staff? I. Please clarify, as it relates to Miscellaneous Temporary Workers, estimated hours per position, in total. Answer: See RFP Section Titled Appendices & Exhibit, Exhibit I, Schedule of Pricing. 21. Question: Invoicing A. Invoicing: How often are invoices paid out? Is it, 15, 30, or 60 days out? B. Is there any funding dispersed, before the work begins? C. Once awarded the contract, do I immediately invoice the CBOE, for the first week of pay, for the workers? Answer: See RFP Sections Titled, 2.2 SPECIAL CONDITIONS, 2.8 Pricing and Time Sheets, 2.10 Invoices, 2.11 Payments. Also, see RFP Sections Titled Appendix 5, PROPOSED CONTRACT, AGREEMENT, Article IV. TERMS OF PAYMENT, Addendum No 1 Page 10 of 15

11 22. Question: Certification A. Is there a requirement for companies, biding for the RFP, to possess MBE or WBE certification? Answer: See Section Titled 2. STAEMENT OF WORK; PRICING; SPECIFICATIONS, 2.14 Minority and Women-Owned Business Enterprise. 23. Question: Start Date and End Date A. What is the approximate start date, for the workers? B. What is the approximate end date, for the workers? Answer: See Section Titled 2. STAEMENT OF WORK; PRICING; SPECIFICATIONS, 2.12 Contract Period and 2.13 Contract Extension Option for term details. It is anticipated the Contract start date would be December 1, 2017 expiring January 31, Question: Contract A. How often is there an RFP bid, for staffing services, for CBOE? B. Once awarded the contract, will CBOE create and develop the final contract, before or after the award? C. Will the contract ever be amended, per CBOE additional staffing needs? Answer: The Board solicits new procurements after the Contract terms have been exhausted and expired. At a publicly held Board Meeting, the Commissioners will review the recommendation and determine if the selected Respondent is acceptable. If approved by the Board s Commissioners, Purchasing will issue an Agreement after all the terms and conditions have been met according to the RFP. The Board may seek to exercise the applicable terms and conditions of the awarded Contract with the awarded Contractor. Addendum No 1 Page 11 of 15

12 25. Question: Insurance A. Are all insurances requested for the project, required to be in place before or after contract, has been rewarded? B. As for workers compensation insurance, is it required to be in place, before or after contract, has been rewarded? Answer: See RFP Section Titled, 8. Insurance. 26. Question: Training A. Approximately how long, will the training extend for temporary staff members, before beginning work in the various locations? B. Will all training be paid training? Answer: See Sections Titled 2. STAEMENT OF WORK; ADMINISTRATIVE POSITIONS AND WAREHOUSE POSTIONS. 27. Question: What is the total budget limitation of this RFP? Answer: There are no limitations for 2017; 2016 total expenditures $2.2 million. 28. Question: Please share the details of the incumbent or vendor currently providing the same services along with last year expenditure? Answer: Contract expired on December 31, Previous Awarded Contractors: Mack & Associates Awarded Category: Administrative Services, Prime 2016 Expenditures: $700, ($699,649.49) Addendum No 1 Page 12 of 15

13 A-PRO EXECS, LLC. Awarded Category: Warehouse Services, Prime Awarded Category: Administrative Services, Secondary 2016 Expenditures: $1.5 million ($1,444,809.51) 29. Question: Please confirm the total number of personnel currently employed under this contract? Answer: None, contract expired on December 31, Question: Is it possible to receive the current Employee Pay Rate, Bill rate and Markup for the current contract? Answer: None, contract expired on December 31, Attachments represent former contractor s awarded pricing. 31. Question: Can you please provide the approximate spend for each job class covered in the last contract? Answer: 2016 Administrative Category Expenditures $997, Warehouse Category Expenditures $1,203, Addendum No 1 Page 13 of 15

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22 *******END***** Lorel Blameuser, Purchasing Agent Addendum No 1 Page 14 of 15

23 SECTION III SECTION III: Addendum Receipt Acknowledgment ADDENDUM ACKNOWLEDGEMENT RECEIPT I hereby acknowledge receipt of Addendum No.1 to the Request for Proposal named above and further state that I am authorized to execute this Acknowledgment on behalf of the company listed below. Signature of Authorized Individual Title Name of Authorized Individual (Type or Print) Company Name Business Telephone Number Respondent: Must complete and return this Addendum Acknowledgment Receipt with the Request for Proposal (RFP). Addendum No 1 Page 15 of 15

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