AUTOMATED TIME CLOCK SYSTEM REQUEST FOR PROPOSALS

Transcription

1 LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP 3/14/14 LEXIGTO PUBLIC SCHOOLS 146 Maple Street Lexington, Massachusetts 242 AUTOMATED TIME CLOCK SYSTEM REQUEST FOR PROPOSALS otice Item Date Time Location 3/6/214 & Lexington Minuteman ewspaper and 3/13/214 (under Quick Links: LPS Procurement/Purchasing) Release of Proposal 3/1/214 11: a.m. Business Office/146 Maple Street Lexington, MA 242 or posted on (under Quick Links: LPS Procurement/Purchasing) Questions Due 4/2/214 By 4: p.m. at Amendments Due 4/2/214 By 4: p.m. Posted on: (under Quick Links: LPS Procurement/Purchasing) Submittal Date 4/11/214 11: a.m. Delivery of Hard Copy required to: Business Office/146 Maple Street, Lexington, MA 242 Delivery of electronic Technical Requirements excel file to: Presentation Week of May 19, 214 TBD In Person or Virtual Alternative Interviews Award Date May 3, 214 Term July 1, 214 June 3, 219 All proposals should be sent to: LEXIGTO PUBLIC SCHOOLS Attn: Mary Ellen Dunn, Assistant Superintendent for Finance and Business 146 Maple Street Lexington, MA 242

2 LEXIGTO PUBLIC SCHOOLS 146 Maple Street Lexington, Massachusetts 242 LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP 3/14/214 AUTOMATED TIME CLOCK SYSTEM REQUEST FOR PROPOSAL Posted on (under Quick Links: LPS Procurement/Purchasing) The Lexington School Committee is requesting proposals for an Automated Time Clock System for Lexington Public Schools. Sealed Proposals (official response) officially submitted are due at the School Administration Building, 146 Maple Street, Lexington, MA 242 by April 11, 214 at 11: a.m. Lexington Public Schools is also requesting an electronic copy of the proposal submissions. All RFP electronic submissions (unofficial submission) must be ed to on April 11, 214 by 11: a.m. Lexington Public Schools will confirm electronic bid submission received. Lexington Public Schools will allow for some delay of electronic submissions received on April 11, 214 but must receive an electronic copy identical to the RFP bid submitted in hard copies by vendors to the Lexington Public Schools mailroom by 11: a.m. on April 11,

3 TABLE OF COTETS LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 REQUEST FOR PROPOSALS... 3 PURPOSE AD OBJECTIVES OF THE REQUEST FOR PROPOSAL (RFP)... 4 BACKGROUD... 4 PROPOSAL SPECIFICATIO AD PREPARATIO... 7 PROPOSAL SUBMISSIO ITRUCTIO... 8 COMPARATIVE EVALUATIO CRITERIA... 1 PRESETATIO IFORMATIO TERMS AD CODITIO GEERAL CODITIO AUTOMATED TIME CLOCK SYSTEM RFP TRAMITTAL COVER SHEET IMPLEMETATIO PLA COVER SHEET VEDOR BACKGROUD MATERIALS COVER SHEET PRICE PROPOSAL AUTOMATED TIME CLOCK TECHICAL REQUIREMET COVER SHEET REFERECE IFORMATIO CERTIFICATIO REGARDIG DEBARMET, SUSPEIO, IELIGIBILITY & VOLUTARY EXCLUSIO DISCLOSURE OF LOBBYIG ACTIVITIES FORM CERTIFICATE OF OCOLLUSIO... 3 CERTITICATE OF AUTHORITY CORPORATE/PARTERSHIP FORM PURCHASE AGREEMET

4 LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 LEXIGTO PUBLIC SCHOOLS REQUEST FOR PROPOSALS FOR A AUTOMATED TIME CLOCK SYSTEM The Town of Lexington, Massachusetts, acting through the LEXIGTO PUBLIC SCHOOLS, the Awarding Authority, invites sealed proposals for an Automated Time Clock System for LEXIGTO PUBLIC SCHOOLS located in Lexington, Massachusetts in accordance with the documents included in and incorporated by reference thereto into this Request for Proposal ( RFP ) no later than 11: AM local time on April 11, 214, at the LEXIGTO PUBLIC SCHOOLS Central Administration Building 146 Maple Street Lexington, Massachusetts 242. (ote: access is via 328 Lowell Street) OR Posted on (under Quick Links: LPS Procurement/Purchasing). Sealed Proposals must be received and time and date stamped by the official time clock in the Mailroom at the Central Administration Building by the specified date and time listed above. o facsimile or telegraphic proposals will be accepted. Mailed Proposals should be sent to: LEXIGTO PUBLIC SCHOOLS Attn: Mary Ellen Dunn Assistant Superintendent for Finance and Business 146 Maple Street Lexington, MA 242 Proposals dropped off in person should be delivered to: LEXIGTO PUBLIC SCHOOLS Attn: Mary Ellen Dunn Assistant Superintendent for Finance and Business 146 Maple Street Lexington, MA 242 (ote: access via 328 Lowell Street) The official RFP submission must be delivered in hard copy to the Lexington Public Schools mailroom at 11: a.m. on April 11, 214. The electronic copy of the original RFP must be ed to LexingtonMA.Bids@sch.ci.lexington.ma.us on April 11 by 11: a.m. Lexington Public Schools will confirm electronic bid submission received. Lexington Public Schools will allow for some delay of electronic submissions received on April 11, 214 but must receive an identical paper original of the 3

5 LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 RFP bid submitted at 11: am on April 11, 2914 at Business Office, 146 Maple Street, Lexington, MA. If, at the time of the Proposal due date, LEXIGTO PUBLIC SCHOOLS are closed due to uncontrolled events such as fire, snow, ice, wind or building evacuation, the Proposal due date will be postponed until 11: a.m. on the next normal business day. All Proposers must comply with the provisions in Chapter 3B of the Massachusetts General Laws. The Awarding Authority reserves the right to cancel this Proposal, or reject in whole or in part any and all Proposals, or waive any informality if it serves in the Awarding Authority s best interest to do so. Proposal documents, specifications and related information, are available to all proposers at LEXIGTO PUBLIC SCHOOLS Central Administration Building, 146 Maple Street (ote: Access is via 328 Lowell Street) in Lexington during normal business hours, 8:3 AM to 4: PM Monday through Friday, legal holidays excepted or online at (under Quick Links: LPS Procurement/Purchasing). It is in the interest of LEXIGTO PUBLIC SCHOOLS to award a contract to the responsive and responsible proposer offering the most advantageous Proposal taking into consideration price and the evaluation criteria set forth in the Request for Proposal. Lexington Public Schools may or may not require vendors to provide a demonstration of their product. PURPOSE AD OBJECTIVES OF THE REQUEST FOR PROPOSAL (RFP) Lexington Public Schools is seeking for the purpose of the this, to obtain a Automated Time Clock System with demonstrated experience with full integration with MUIS our payroll and accounting services program. The contract would be for five years beginning July 1, 214 through June 3, 219. It is the school s goal to begin the integration and training on the system beginning on July 1, 214. BACKGROUD Payroll Background & Additional Information The Town of Lexington employs approximately 2,515 employees in total. Approximately 1,391 are salary employees and 1,124 are hourly employees. Employees are largely split between two main categories, Town and School Department employees. The Town side includes a total of 88 employees, split between 372 salary employees and 58 hourly employees. Generally, these employees breakdown within the following groups: 4

6 5 LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 Employee Group Salary Hourly Total Dept of Pub Works 5 5 Library Fire Dept Police Dept Election Workers Recreational/Seasonal Employees Miscellaneous (Finance, Mgmt, Treasurers, etc) 1 96 Grand Total The majority of employees of the Town of Lexington work for the School Department. In total, there are currently 1,635 active employees, with 616 of those being hourly/daily employees and 1,19 being salary employees. Despite this approximate split, some employees can fall under both hourly/daily and salary as many employees have multiple jobs within the School Department. These employees break down in the following employee bargaining units/groups: Employee Group Salary Hourly Total Behavioral Analysts 7 7 Adult Education month Support Staff Administrators Athletic Stipends Central Office Middle Managers Occupational Therapist Assistants Teachers Education Support Staff Campus Monitor 1 1 on Union Employees Principals 9 9 Academic Stipends Special Class Teacher Aides month Support Staff Substitutes Summer Staff 5 5 Technology Grand Total 1, ,635 The School Department has very unique Payroll/Time clock needs based on the numerous and varying methods in which employees are paid. Within the hourly employee groups, some work 181, 182, 183, 184, 19, 194, 224, and 26 days in a given fiscal year. Additionally, the specific contract days worked within any one of these groups can vary depending on the location of the employee (Elementary, Middle School, High School, etc). Employees in different groups are afforded different benefits with respect to vacation, sick leave, and personal time. Weather days and early release days are also treated differently throughout these groups. On early release days, some groups receive their full regularly scheduled day of pay, while others are only paid for time worked on early release days.

7 LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 Full weather days can also vary between employee groups, whether paid or not paid, depending on various elements. Schedules are currently tracked and stored manually in Excel to reconcile budgeted hours against actual hours worked. These schedules are also utilized for weather days and early release days to adjust hours worked to various agreed upon bargaining unit articles. Within the salary employee groups, some work as little as 16 days per year (Adult Education and Athletics) with most working 184, 186, 192, 194, 196, 24, 27, 224, 225, 227, and 26 days per year. Salary employees working under 26 days are typically paid a blended biweekly paycheck over a predetermined number of pay periods, thus causing challenges to pay one of these employees through a different pay code (sick, vacation, personal, jury duty). Employees within these groups also receive different benefits and are required to work different contract days (depending on location). Currently time worked for hourly employees is collected mainly via a paper time sheet and submitted to the Payroll office on a weekly basis for processing. The current pay period spans from Friday through Thursday and covers two weeks, however the goal is to ultimately align this pay period with a Sunday through Saturday model spanning two weeks. Time is also collected for various professional development opportunities that our teachers (salaried employees) attend routinely. These sessions are paid at $5/hour for those attending up to a daily total of $25. Additionally, some employees over the summer, in preparation for the upcoming year, are paid their per diem rates for work they complete (urses, Guidance Counselors). We have a number of hourly employees that work with students tutoring them either at home or in a hospital and we collected time worked for these employees as well. We have approximately 198 current staff members that are paid on a per diem basis. Lexington Public Schools currently utilizes AESOP as part of logging sick/personal leaves for teachers to coordinate substitutes. We currently offer some employee groups various incentives, such as attendance incentives for reduced sick leave/personal leave usage. This is currently done in a manual fashion. Ultimate integration and streamlined automation within the time clock software and MUIS is the end goal. Some employee groups are also afforded the opportunity to cash out unused personal day time. This is also done in a manual fashion, with the integration and streamlined automation within the time clock software and MUIS being the end goal. At this time accruals are tracked and adjusted manually within MUIS (financial software). This includes the actual accruing and usage of each accrual type. This is done in a decentralized manner at each respective location by those responsible (and overseen by the School Human Resources Department). These are currently denominated in days, which causes issues for many reasons. Automation and integration of this system with the time clock software and MUIS is the end goal. Quality Requirements Proposer s Automated Time Clock System must be currently providing an automated time clock system that interfaces fully with Munis. Proposer must has five or more years of experience providing an automated Time Clock System to one or more municipalities that service over 1 employees. 6

8 LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 Confidentiality and Public Records Law All proposals or other materials submitted by the vendor in response to this Request for Proposal will be open for inspection by any person and in accordance with the Massachusetts Public Records Law. Lexington Public Schools is a district with 6 elementary schools, 2 middle schools, 1 High School and one central administration building. The district employs approximately 1,635 active staff members. The district seeks an automated Time Clock System that easily integrates with our MUIS payroll software. Minimum system requirements are outlined in this RFP. System Requirements The proposal must be able to certify that the system being proposed meets or exceeds all minimum requirements stated in the technical requirements document (spreadsheet). System must integrate with our Financial Application (MUIS) and maintain daily updates. PROPOSAL SPECIFICATIO AD PREPARATIO All information in the proposal should be organized and presented as directed below. Accuracy and completeness are essential. The successful proposal will be incorporated into a contract. The proposal should provide a straightforward and concise description of the proposal's commitment and ability to perform the services described in this document. To expedite the evaluation of proposals, it is essential that the proposer strictly adhere to the instructions in this part. A proposal may be deemed to be nonresponsive, at the Procurement Officer s discretion, if the proposer fails to comply with the following instructions. Introduction The introductory portion of the proposal must include a Transmittal Cover Sheet signed by the individual authorized to bind the proposer contractually. The letter must include: the name of the individual(s) who is/are authorized to negotiate and sign a contract on the proposer s behalf; the name, title, address, telephone number and of the individual(s) who can supply additional information and a brief description of the overall services proposed. The signature of the authorized official (s) must be provided on all the proposal forms. Failure to answer any question, to complete any form, or to provide the documentation required will be deemed nonresponsive and result in automatic rejection of the proposal unless the School Department determines that such failure constitutes a minor informality, as defined in Chapter 3B. Price Proposal Time Clock Technical Requirement Spreadsheet Each proposer must submit a sealed price proposal. In addition, we are asking that an electronic version of the price proposal may be ed to LexingtonMA.BIDS@sch.ci.lexington.ma.us. The spreadsheet file must be password protected, with the password provided in the sealed price proposal submission. The purpose of the excel file is to eliminate any mathematical errors and to evaluate price in a single format. 7

9 LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 The Price Proposal Time Clock Technical Requirement Spreadsheet must be completed as instructed. Attach the Price Proposal Time Clock Technical Requirement Cover Sheet to the spreadsheet. o substitute form will be accepted. Pricing must remain firm throughout the contract. The Price Proposal Time Clock Technical Requirement Spreadsheet must be submitted, under separate cover, to the Business Office. The proposer should make no reference to pricing, in any other part of the proposal. Failure to adhere to this may result in disqualification of the proposal. Implementation Plan Each Proposer must submit an Implementation Plan outlining a base plan on implementing their program into Lexington Public Schools payroll system. An Implementation Plan Cover Sheet should be attached to this outline (See Page 27). This implementation plan should be included with the RFP with the title Implementation Plan for Lexington Public Schools list on each page. Lexington Public Schools will be awarding this contract on or before May 3, 214. Contract would start on July 1, 214. Ideally, Lexington Public Schools would like this program fully implemented by July 1, 214 and completed by August 25, 214. In order to achieve this schedule, vendor should include in their implementation plan, information the vendor will need from Lexington Public Schools on May 3, 214 to keep on this time schedule. Background Materials Each proposer must submit a Background Materials Cover Sheet with any background materials proposer would like to submit with their proposal submission. This information must be submitted in the onprice Proposal envelope along with other RFP bid submission documents. PROPOSAL SUBMISSIO ITRUCTIO Paper/Hard Copy Originals (official submission): Two (2) separate sealed submissions must be delivered or mailed to: Mary Ellen Dunn Procurement Officer Lexington Public Schools 146 Maple Street Lexington, MA no later than 11: a.m. on April 11, 214. Paper copy is your official bid submission. 1. one containing one (1) original plus three (3) paper/hard copies of the onprice Technical Proposal marked onprice Proposal for Automated Time Clock System RFP, and 2. one containing one (1) original plus three (3) copies of the Price Proposal Automated Time Clock Technical Requirement Spreadsheet (under separate cover) and marked Price Proposal for Automated Time Clock System RFP. 8

10 Electronic Bid Submission (supplement): LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 exact electronic copy of paper/hard copy submission to on April 11, 214 by 11: a.m. confirmations will be sent to all vendors submitting electronic RFP bid submissions. Electronic submission is OT an official bid submission. 1. One (1) electronic copy of the onprice Proposal, 2. one (1) electronic copy of the Price Proposal Automated Time Clock Technical Requirement Spreadsheet Proposal Forms to sign and/or submit with RFP submission are: on Price Proposal a. Automated Time Clock System RFP Transmittal Cover Sheet (Page 23) b. Technical Requirements Document (spreadsheet) c. Implementation Plan with Cover Sheet (Page 24) d. Background Materials Information with Cover Sheet (Page 25) e. References Form (under Technical Requirement Spreadsheet under separate cover) and Cover Sheet (Page 27) f. Certificate Regarding Debarment, Suspension, Ineligibility & Voluntary Exclusion (Page 28) g. Disclosure of Lobbying Activities Form (Page 29) h. Certificate of oncollusion (Page 3) i. Certificate of Authority (Page 31) j. Corporate/Partnership Form (proposer modifications included) (Page 32) k. Purchase Agreement (Page 33) l. W9 Price Proposal a. Price Proposal Automated Time Clock Cover Sheet (Page 27) b. Price Proposal Automated Time Clock Technical Requirement Spreadsheet (under separate cover) Proposal Components: 1. The signature of the authorized official(s) must be provided on all the proposal forms where designated for signature. 2. Accuracy and completeness are essential. The successful proposal will be incorporated into a contract; therefore, the proposer should not make claims that they are not prepared to commit themselves contractually. 3. The Price Proposal Time Clock Technical Requirement Spreadsheet must be completed as instructed. o substitute form will be accepted. Pricing must remain firm for a period of five years. Any changes or additions made to the Lexington Public Schools purchase agreement must be noted on the purchase agreement indicating there was a modification to the Automated Time Clock System RFP and submitted with vendor s proposal 9

11 LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 submission. Lexington Public Schools will decide whether to accept or reject this any revisions to this RFP. 4. Failure to answer any questions or complete any form or to provide the documentation required will be deemed nonresponsive and result in automatic rejection of the proposal unless Lexington Public Schools determines that such failure constitutes a minor informality, as defined in Chapter 3B. 5. All interpretations of the RFP and supplemental instructions will be in the form of written addenda to the RFP specifications. Requests for clarification or any questions about information contained in the RFP are due on April 2, 214 by 4: p.m. and should only be ed to: LexingtonMA.Bids@sch.ci.lexington.ma.us o questions will be answered by phone or fax. o requests or questions will be accepted after 4: p.m. on April 2, 214. All questions, answers and any addendums will be ed to proposers and posted on However, prior to the proposal opening proposers may correct, modify, or withdraw proposals by request to LexingtonMA.Bids@sch.ci.lexington.ma.us. A signed letter by the proposer must be attached to the requesting the change or withdrawal of the proposer and be submitted by the proposal due date and time listed in the RFP. EVALUATIO OF THE PROPOSALS Proposals that meet the System Requirements will be reviewed for responses to the Comparative Evaluation Criteria. Each member of the Selection Committee will assign a rating of Highly Advantageous, Advantageous, ot Advantageous to each comparative evaluation criterion. Based on these evaluation criteria ratings, a composite rating by each evaluator will be determined for each proposal. All proposals will be reviewed by the Evaluation Committee in accordance with M.G.L. Chapter 3B. Final selection will be based on evaluation and analysis of the information and materials required under the RFP, including information obtained by direct contact with references. The Evaluation Committee will be composed of staff from Lexington Public Schools. Proposers are required to complete one Price Proposal Automated Time Clock Technical Requirement excel spreadsheet as part of this RFP. This spreadsheet is technical specifications inventory. COMPARATIVE EVALUATIO CRITERIA Evaluation 1

12 LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 Once the evaluations of the nonprice proposals are complete, the price proposals will be opened. The price proposals will be evaluated and ranked. The contract will not necessarily be awarded to the proposal that receives the highest ranking with respect to the price proposal. Lexington Public Schools will award the contract to only one responsive and responsible proposer submitting the most advantageous proposal taking into consideration the proposals quality requirements, evaluation criteria and composite ratings, interview, references and price. Before awarding the contract, Lexington Public Schools may request additional information from the proposer. Lexington Public Schools reserves the right to reject any and all proposals if it determines that the criteria set forth have not been met. The following are the components of the system in which a presentation should be centered. These items are of utmost concern to the district in moving from a paper based time collection instrument to an electronic time collection instrument. The purpose of information requested in this section is to assist Lexington Public Schools in evaluating the proposer s qualifications, including its professional and clinical strength and its management capabilities. Responses to the following areas should be brief, yet complete. COMPOSITE RATIG EVALUATIO Each responsive and responsible proposal will be assigned a composite rating using the categories of Highly Advantageous, Advantageous, ot Advantageous. User Interface, Data Accessibility and Reporting Functions All comparative evaluation criteria will be weighed equally. 1) Highly Advantageous: System provides all requested elements, user interface provides ease of use with limited training, data is easily accessed by employee and supervisor/payroll administrator, reporting is flexible and can be user defined providing pertinent and useful information. 2) Advantageous: System provides at least 5% of the requested elements, user interface provides ease of use with moderate to high levels of training, data is accessible by employee and supervisor, canned reports are available and cannot be user defined. 3) ot Advantageous: System does not meet requested elements, user interface is difficult to use, data is not accessible to employees and supervisors, reporting is limited. Program Management and Implementation Support 1) Highly Advantageous: Proposer provides all requested elements of project management and implementation that meets the Town and District needs for a successful project. 2) Advantageous: System provides at least 5% of the requested elements, of project management and implementation that meets the Town and District needs for a successful project 11

13 LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 3) ot Advantageous: System does not meet requested elements of project management and implementation that meets the Town and District needs for a successful project Ease of SetUp/Management/Work Flow/Data Correction/Updates 1) Highly advantageous: System provides for the ease of general maintenance and updates that does not require additional support from the Proposer. 2) Advantageous: System requires additional support from the Proposer to complete routine maintenance, work flow updates, data correction, and updates. 3) ot Advantageous: System does not meet requested elements of project management and implementation that meets the Town and District needs for a successful project Training support for IT Dept., Users, Finance, and Human Resources 1) Highly Advantageous: Proposer provides online and in person training during the initial implementation and online video support for ongoing training of users, and staff. Proposer also provides additional training or retraining (oncall/inperson) after implementation is provided and supported by contract. 2) Advantageous: Proposer provides in person training during the initial implementation and additional training or retraining (oncall/inperson) after implementation is provided and supported by contract. 3) ot Advantageous: Proposer provides does not provide online or inperson training during the initial implementation and does not provide online video support for ongoing training of users, and staff. Proposer does not provide additional training or retraining (oncall/inperson) after implementation is provided and supported by contract. PRESETATIO IFORMATIO Based on the review of the written proposals, certain proposers may be asked to participate in an onsite interview or demonstration during the week of May 19, 214. Proposers should therefore be prepared to travel to Lexington for this interview or demonstration or provide an equivalent virtual alternative. The project manager and other personnel who will be working on the project on a daytoday basis should be present at the interview. Interview participants will be expected to answer questions from the Evaluation Committee. Lexington Public Schools will not assume any travel costs related to these interviews. PRESETATIO PROJECT PRIORITIES Presentations (6 minutes) will be scheduled during the week of May 19, 214 of selected vendors. All presentations and/or demonstrations will need to cover the requirements below. The system will be evaluated by Lexington Public Schools committee members and will be judged by the fulfillment of these requirements listed below: 12

14 A. Minimum System Reliability / Integrity / Security Requirements 13 LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 A1. System enforces security of information and prevents unauthorized access to the system and meets industry standards and federal requirements for the protection of individual identities from outside threats. A2 System has backup procedures for use when the system malfunctions. A3. System provides active notification of system performance issues to a qualified Lexington Public Schools IT team at all times. A4. System has backup power that can run continuously for seven straight days. A5. System provides the capability to allow employees to obtain approval from one or more designated supervisors depending upon absence reason. System shall allow for absence to be held or not held pending approval(s). A6. System has the option to send (or to not send) notifications in the following scenarios: 1. Reminds staff of assignments, with date, location and time to report. 2. s daily absence summaries to building administrators 3. System is customizable to have control over what types of s the employees receive under a unique set of circumstances such as when a job has changed or been cancelled. A7. System allows for multiple security administrators. A8. The system allows each individual school the ability to have a custom security profile to govern his/her access to the system. A9. Central operations personnel are able to search and view all staff information in multiple search orders. A1. The system has the ability to set up calling methods, times, dates, and block substitute calling on holidays must be provided. A11. Reports are able to be generated without interruption of other operations and system functions. A12.. Staff reporting for the purpose of documenting information applicable to unemployment claims is provided. A13. The system can have multiple supervisors for particular employee groups to approve time worked or time off requests. This shall include tiered approvals prior to Payroll Office receipt of information. A14. System must have all employees housed on the same redundant database in a data center to ensure security. A15. System shall be able to work with all cell phone providers. A16. System must have all employees housed on the same redundant database in a data center to ensure security. A17. System shall allow for administrators to login from home or anywhere on a snow day and close school. This system shall alert the scheduled subs (by phone, and web alert) automatically. Administrators shall also be able to cancel all absences scheduled for that day. As part of that process, the system shall allow for payroll calendars to be updated globally, by employee group/location, to indicate a weather day and make a corresponding adjustment for the makeup day later in the school year. A18. System shall retrieve data from each system, validate the data against the receiving system in realtime mode, and transfer data between the system and MUIS. A19. System shall, if an error occurs upon transferring payroll information from the sub system to MUIS, the operator is notified A2. System shall provide the capability of pulling the MUIS accrual balances for employees, and for proper MUIS accrual types and tables. It shall then update the balances in the

15 LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 system. System shall provide capability of updating time taken and fully maximize MUIS payroll and accrual fields via a daily FTP (File Transfer Protocol) update and exchange. The system shall also reject requests for leave usage when balances exceed certain customizable thresholds (i.e. hours of accrual or some other determined figure, customizable on varying levels such as employee group). A21. The system shall allow for us to control whether the clock in/out feature is via proximity sensor versus internet/application by Job type/employee or individual B. Minimum Customer Support / Training / Updates Requirements B1. will provide free quarterly software upgrades as part of the system. B2. System allows for upgrades to the service without the need for the district to download programs while maintaining functionality. B3. In addition to telephone and , vendor shall provide an additional, convenient option for district staff to obtain system support via live tech support. B4. Training and/or training resources are to be provided for each group involved with the system; i.e., school administrators, substitutes, teachers, system administrator(s), etc. must provide a detailed training plan for all user groups and for the software administrators B5 Along with the initial loading of software, training and telephone support, the vendor will B6 provide training materials to be used for district wide training. Training information will be available which will provide details of all system features and functions. B7. System will provide online training for all users (employees, and building administrators) which is available at all times. C. Minimum Requirements for Discrete Data Collection and Manipulation / ERP Interface C1. The system must completely and comprehensively interface with MUIS financial software for the purposes of payroll data. C2. System must maintain history indefinitely. A minimum of the prior 5 fiscal years must be readily available in the system, with prior data backed up outside the system. o fee shall be charged to access said data. C3. System records staff reasons for absence. C4. System has a calendar function to designate days for which staff is not required and days for which no absences should be reported. This calendar function shall have the ability to be tailored to different school locations and bargaining units, since all locations are not always open on particular days. There shall be no limit on the number of calendars. C5. The system, as part of the interface with MUIS, will capture and store all schedule information for each position at Lexington Public Schools. The system will analyze schedules in MUIS for data integrity (i.e. cannot have overlap for individual holding two positions). C6. System provides status reports containing information about sick, vacation, personal, bereavement days at a particular location, on specific days, by identified individuals. This would be available to school secretaries, building principals, and central office staff per district preference changeable by the district. C7. System has the ability to store and access unlimited positions, pay codes and hours absent 14

16 15 LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 for each employee. C8. System is able to provide absence reason balance reports that can be filtered or sorted by school/location/job code and association affiliation. C9. System includes a custom/ad hoc report writing feature as well as predefiend (canned) reports, with results exportable to common formats such as Excel/PDF. C1. System provides import and export features to enable uploading personnel information and exporting personnel & absence/assignment information. C11. Exports are available in commonly used formats such as Excel. C12.. System has the ability to record absences by days, partial days and, hours. C13 System has the ability to include userdefined fields on reports. C14. designs interface so that coding structure in the sub system is correctly mapped to payroll pay codes, positions, and absence codes with no additional cost and in a timely manner. C15. System has reports available for school level and central administration. The system must be capable of generating automatic s of absence and assignment activity. C16. Users are able to schedule reports to automatically run and send to multiple administrative users. C17. System has the ability to provide userdefined reports of activity to include: Absences by leave categories Absences by days of the week Absences by specific date range Absences by location Absences by employee Absences by job code Absences by association membership C18. System is able to identify consecutive days worked by substitute teachers to change rate of licensed sub pay. C19. System is able to recognize unpaid time during the work day, such as lunches, when reporting absences and/or time worked to a payroll system (MUIS). C2. The system is able to be used to track attendance for all employees, even those that do not require substitute coverage. C21. System is able to track attendance and provide substitutes in minimum increments of 1 hour. C22. The system shall have the ability to pay salary employees who receive balloon payments on the last paychecks in June as part of the interface with MUIS (multiple payrolls are currently generated in MUIS on this pay period, balloon and nonballoon). C23. System is able to pay Instructional Assistants for substitute work completed, automatically coding the logic within the system. This includes additional pay (to a separate paycode) of $1 per hour, up to $5 per day. The system shall not allow for fractions of hours under this pay code or allow for more than 5 hours per calendar day. C24. The system shall validate data against predefined rules to ensure data integrity prior to interface with MUIS for payroll purposes. C25. The proposer s system must be able to upload Professional Development courses offered by Lexington Public Schools including a roster of attendees so employees clock in at the site. These courses have parameters paying $5/hour up to $25 for a calendar day. C26. System shall provide options for easy district customization such as an employee title that can be drawn from a job class code, position control or employee assignment descriptions.

17 LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 C27. The system shall have the ability to track total hours worked for a specific job/project so that they cannot exceed that fiscal year total for that particular employee (i.e. total hour cap for an employee or group of employees for a job/project assigned). C28. The system shall reject hours against a particular position/project that exceed approved hours. The system shall also be able to provide warnings at various, selectable warning levels. C29. The system shall allow for total approved hours for particular positions/projects throughout the year to be amended if additional hours are approved for jobs/projects. C3. The system shall have the ability to report on total schedule deviation YTD by position/project. So we can ensure employees do not exceed their FTEs (allotted hours budgeted in their position). C31. The system shall be able to track extended leaves including projected days unpaid. The system shall report and automatically notify when an employee should not be paid anymore. C32. The system shall handle work years that include 261 days. C33. The system shall track days paid, by pay code (regular, sick, personal, etc), and this information accessible via report to ensure contract compliance. C34. The system shall determine which employees are paid/not paid for weather days given parameters provided by Lexington Public Schools. It shall automatically implement these payroll rules when a calendar day is determined to be a weather day. C35. The system shall generate automatic s to employees regarding the number of hours will be paid on a given payroll. This automatic can be filtered on whether the original submittal from the employee has been adjusted or not. The system shall allow Payroll Administrator to provide notes if desired. The system shall allow for this automatic to be generated at any step in the approval process of time sheets. D. Minimum User Interface Requirements E. D1. System is easy to use and intuitive while requiring minimal end user training. D2. System shall have a multilevel paperless approval process. This process must allow customized workflow to be setup and send specific types of leave requests to multiple levels of approvers while updating the employee with notifications as to where the request is in the process. D3. The system shall have the ability to have a supervisor request a permanent schedule change in the system for Payroll/Finance staff to review with budget compliance. D4. The system shall allow for Payroll/Finance to request a schedule for a particular position from their supervisor to be reviewed by Finance for approval. F. Additional System Clarifications/Requirements E1. Do employees that work two jobs throughout the day need to clock out and clock back in under the second job if they abut next to one another? E2. Can employees clock in at one location (via proximity sensor) then clock out via an internetbased system since they have to do after school work offsite? 16

18 SCOPE OF SERVICE SPECIFICATIO LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 The purpose of this Request For Proposal (RFP) is to obtain from qualified proposers detailed proposals for an automated time clock system for Lexington Public Schools. The Evaluation of the Proposals, Presentation Project Priorities and Price Proposal Automated Time Clock Technical Requirement Spreadsheet sections of this RFP describes these services in detail. TERMS AD CODITIO The terms and conditions of any contract awarded through this procurement are attached hereto and shall be affirmed by the Lexington Public Schools and selected proposer. 1. The proposers bid will remain in effect for a period of 9 days from the deadline for submission of proposals or until it is formally withdrawn, a contract executed or this RFP is canceled, whichever occurs first. 2. The term of the contract will be for five years beginning July 1, 214 through June 3, The Procurement Officer shall cancel the contract if funds are not appropriated or otherwise made available to support continuation of performance in any fiscal year. 4. A contract (Purchase Agreement) is attached hereto. The bidder must be willing to sign the Lexington Public Schools Purchase Agreement. 5. Rule for Award: Lexington Public Schools will award a contract to the proposer submitting the most advantageous proposal taking into consideration the proposal s Evaluation Criteria and composite ratings, references and price. 6. The Contract will be for a period of five years. Rates must remain firm or be reduced throughout the life of the contract. A Contract will be awarded within 45 days unless award date is extended by consent of all parties concerned. 7. The contract period shall commence on the date of execution of the contract by Lexington Public Schools and shall be in effect for a period of three years. GEERAL CODITIO oncollusion Affidavit, M.G.L., Ch. 3b Any person submitting a proposal for the sale, lease or provision of equipment, supplies or materials of services to any governmental unit as defined in M.G.L., Ch. 3B shall certify that the proposal is made without collusion or fraud with any other person. This certification is to be included with the sealed proposal. Failure to submit such statement will result in the proposal being disqualified. 17

19 References LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 References will be contacted to determine if the proposer is responsive and responsible. References will also be asked about their overall impression of the proposer s quality of services performed and the timeliness of service delivery. Lexington Public Schools reserves the right to contact references other than those submitted by the proposer. Proposers should submit references of similar customers to whom proposer has provided similar services (provide at least 3). It is preferred that all clients are current MUIS customers and are municipalities. Please use the spreadsheet tab in the Automated Time Clock Technical Requirements Spreadsheet document for submitting references. Use this form, if necessary, for additional references. Tie Proposals Or Proposals In the case of a tie Proposal, LEXIGTO PUBLIC SCHOOLS reserves the right to take the award based on the factors outlined in this RFP. Proposal Or Proposal Rejection Or Partial Acceptance LEXIGTO PUBLIC SCHOOLS reserves the right to reject any or all Proposals. They further reserve the right to waive technicalities and formalities in Proposals as well as to accept in whole or in part such Proposal where they deem it advisable in protection of the best interests of the LEXIGTO PUBLIC SCHOOLS. Modification, Addenda And Interpretations Any apparent inconsistencies, or any matter seeming to require explanation or interpretation in this RFP, must be inquired into by the Proposer at least 72 hours (excluding weekends and holidays) prior to the time set for the Proposal opening. Any and all such interpretations or modifications will be in the form of written addenda. All addenda shall become part of the Contract Documents and shall be acknowledged and dated on the Proposal Form. Telegraphic/Electronic Proposal Or Proposal Submittal Telegraphic and/or Proposal offers sent by electronic devices are not acceptable and will be rejected upon receipt. Proposing firms will be expected to allow adequate time for delivery of their Proposal either by air freight, postal service, or other means. Cancellation Either party may cancel the award in the event that a petition either voluntary or involuntary is filed to declare the other party bankrupt or insolvent or in the event that such party makes an assignment for the benefit of creditors. Patent Guarantee Proposer shall, with respect to any device or composition of Proposal s design or Proposal s standard manufacture, indemnify and hold harmless each LEXIGTO PUBLIC SCHOOL, its employees, officers, and agents, from costs and damage as finally determined by any court of 18

20 LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 competent jurisdiction for infringement of any United States Letters Patent, by reason of the sale of normal use of such device or composition, provided that Proposer is promptly notified of the all such actual or potential infringement suits, and is given an opportunity to participate in the defense thereof by LEXIGTO PUBLIC SCHOOLS. Term The term of the contract is from July 1, 214 until June 3, 219. Termination Of Award For Cause If, through any cause, the successful Proposer shall fail to fulfill in a timely and proper manner its obligations or if the successful vendor shall violate any of the covenants, agreements or stipulations of the award, LEXIGTO PUBLIC SCHOOLS shall thereupon have the right to terminate the award by giving written notice to the successful Proposer of such termination and specifying the effective date of termination. In that event, all finished or unfinished services, reports or other materials prepared by the successful Proposer shall, at the option of the Agency, become its property, and the successful Proposer shall be entitled to receive just, equitable compensation for any satisfactory work completed, prepared documents or materials as furnished. otwithstanding the above, the successful vendor shall not be relieved of liability to LEXIGTO PUBLIC SCHOOLS for damage sustained by LEXIGTO PUBLIC SCHOOLS by virtue of breach of the award by the successful vendor and LEXIGTO PUBLIC SCHOOLS may withhold any payments to the successful vendor for the purpose of set off until such time as the exact amount of damages due LEXIGTO PUBLIC SCHOOLS from the successful vendor is determined. Termination Of Award For Convenience LEXIGTO PUBLIC SCHOOLS may terminate the award at any time by giving written notice to the successful vendor of such termination and specifying the effective date thereof, at least thirty (3) working days before the effective date of such termination. In that event, all finished or unfinished services, reports, material(s) prepared or furnished by the successful Proposer under the award shall at the option of each LEXIGTO PUBLIC SCHOOL become its property. If the award is terminated by LEXIGTO PUBLIC SCHOOLS as provided herein, the successful vendor will be paid an amount which bears the same ration to the total compensation as the services actually performed or material furnished bear to the total services/materials the successful Proposer covered by the award, less payments of compensation previously made. If the award is terminated due to the fault of the successful Proposer, termination of award for cause, relative to termination shall apply. Taxes LEXIGTO PUBLIC SCHOOLS are exempt from Town, County, State and Federal/Excise Taxes. Certificates will be issued upon request. Any appropriate taxes shall be shown as a separate item on your Proposal or Proposal. Proposer shall obtain all appropriate tax exemption certificates from LEXIGTO PUBLIC SCHOOLS. All tax laws must be followed for the sale and purchase of photographs to taxable entities and the contractor is required to collect and make payment for those liabilities. 19

21 LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 Payment Of Taxes To The Commonwealth Of Massachusetts Pursuant To M.G.L., Ch. 62c, 49a o contract may be entered into with any party that has not filed and paid all taxes required under law. This certification is to be included with the sealed proposal. Failure to submit a statement of compliance with the statute will result in the proposal being disqualified. Competitiveness And Integrity The collective LEXIGTO PUBLIC SCHOOLS have assigned control of this acquisition process to LEXIGTO PUBLIC SCHOOLS Business Office identified in the Proposal or Proposal otice of this document, to prevent biased evaluations and to preserve the competitiveness and integrity of such acquisition efforts. Proposers are to direct all communications regarding this Proposal or Proposal to LEXIGTO PUBLIC SCHOOLS Business Office, unless otherwise specifically noted. Attempts by offering firms to circumvent this requirement will be viewed negatively and may result in rejection of the offer of the firm found to be in noncompliance. LEXIGTO PUBLIC SCHOOLS Business Office may refer communications to other participating LEXIGTO PUBLIC SCHOOLS for clarification. Fob Point The FOB point shall in all cases be the destination. If freight is charged to any of the LEXIGTO PUBLIC SCHOOLS, the vendor will prepay and add. Minority Business Enterprise Plan otice is hereby given that the Town M.B.E. Plan dated December 1, 1984 and the Supplemental Equal Employment Opportunity AntiDiscrimination and Affirmative Action Program are applicable to all Town contracts for goods and services in excess of $4,. Right To Know Legislation, M.G.L., Ch. 111f And 454 Cmr 21.6 All vendors furnishing substances or mixtures which may be classified as toxic or hazardous, pursuant to M.G.L., Ch. 111f, are cautioned to obtain and read the Law and the Regulations referred to above. Copies may be obtained from the State House Bookstore, State House, Room 117, Boston, MA 2133 for a fee. Invoices Individual purchase orders will be assigned to the successful Bidder(s) from the participating LEXIGTO PUBLIC SCHOOLS in this Bid or Proposal and each is to be invoiced separately. All invoices submitted must show the respective LEXIGTO PUBLIC SCHOOLS purchase order number. Payments Payments will be made for all goods/services delivered within 6 days of receipt and acceptance of delivery. 2