Notice of Intent to Award - TimeClock Plus

Project Description: NOTICE OF INTENT TO AWARD A CONTRACT WITHOUT ENGAGING IN A STANDARD PROCUREMENT PROCESS
Issuing and Conducting Procurement Unit: Alpine School District
In accordance with Utah Code Part 63G-6a Part 8 and Utah Administrative Code R33-108, this is a notice of intent to award without engaging in a standard procurement process. It is not a request for quotes, bids or proposals. DO NOT submit questions, bids, no-bids or other information in this system.
NO ACTION IS REQUIRED IF YOU AGREE WITH THIS NOTICE.
If there are any other qualified vendors that meet the specifications of this notice, any such vendor must submit the following information via email only to Kimberly Richards at kwrichards@alpinedistrict.org prior to the event close date.
The name of the contesting vendor and contact person, and a detailed explanation of the challenge, including documentation showing that there are other competing sources for the procurement item.
In addition, a vendor must include: Documentation that the vendor can provide a comparable or better procurement item that meets or exceeds the specifications; documentation that the vendor can also provide the same proprietary procurement item or an equivalent procurement item; and if transitional costs are identified as the justification for this notice, submit a cost comparison of the identified transitional costs with the vendor's anticipated transitional costs. The item must already exist and have been tested to qualify.
NOTICE OF INTENT TO AWARD WITHOUT ENGAGING IN A STANDARD PROCUREMENT PROCESS
The Utah Procurement Code provides that a purchase may be made without engaging in a standard procurement process if it can be determined in writing that:
there is only one source for the procurement item;
transitional costs are a significant consideration in selecting a procurement item;
or the award of a contract is under circumstances, described in rules adopted by the applicable rule making authority, that make awarding the contract through a standard procurement process impractical and not in the best interest of the procurement unit.
Alpine School District Purchasing Department has received a request to make the following award without engaging in a standard procurement process:
Requesting School/Department: Business Services
Product and/or service to be purchased: Cloud-Based Time Card Management
Proposed Supplier: TimeClock Plus
Anticipated expenditure for 1 additional year: $200,000
Notice of Intent to Award a Contract Without Engaging in a Standard Procurement Process: TimeCard Plus (TCP)
Utah Code 63G-6a-802(1)(c)
Utah Administrative Rule R33-108
Alpine School District (ASD) currently maintains a contract with TimeClock Plus OnDemand also known as TimeCard Plus (TCP), which has been used districtwide for timecard and workforce management since July 1, 2021. TimeClock Plus is a cloud-based time and attendance system that supports employee time tracking and workforce management. The contract was awarded through Request for Proposal (RFP) ASD03032020KB and is scheduled to expire on June 30, 2026.
ASD is preparing for a planned reorganization that will dissolve the district and create three independent school districts (Lake Mountain, Aspen Peaks, and Timpanogos), effective July 1, 2027. Conducting a new competitive solicitation and implementing a replacement system at this time would require significant time and resources, including procurement, contract award, system configuration, data migration, staff training, and a districtwide rollout. Given the limited remaining operational period prior to the reorganization, pursuing a new procurement would cause unnecessary disruption, strain limited resources, and not reasonably serve the needs of the future districts.
This procurement qualifies as a sole source under Utah Code 63G-6a-802(1)(c) and Administrative Rule R33-108-102, which allows for sole source procurement when a standard competitive process is not practicable or is not in the best interest of the district.
TimeClock Plus has agreed to honor the existing pricing and contract terms with Alpine School District for one additional year and to allow the newly formed districts the option to enter into agreements under the same terms and pricing, until they conduct a new solicitation, up to four additional years. One additional year would incur an estimated $200,000 in licensing and dedicated support services.
However, if any new district requires additional products, services, or implementation fees beyond the existing scope, TimeClock Plus reserves the right to separately scope, price, and invoice for such items, as long as both TimeClock Plus and the applicable new district agree to it in writing.