Request for Proposal September 12, Employee Time and Attendance System NOTICE TO BIDDERS

Transcription

1 County of Hillsborough Board of Commissioners 329 Mast Road Goffstown, NH Request for Proposal September 12, 2013 Employee Time and Attendance System NOTICE TO BIDDERS Notice is hereby given that the Hillsborough County Board of Commissioners is seeking proposals and the submission of qualifications for the purchase, installation and maintenance of new Employee Time and Attendance Systems for updating and/or replacement of its existing systems. Responses to this Request for Proposal are to be clearly marked as Request for Proposal Employee Time and Attendance System (one original and 3 copies) and must be received no later than 1:00 PM Wednesday, October 3, Responses to this RFP received after this date and time will not be viewed. The Hillsborough County Board of Commissioners reserves the right to accept or reject any and all bids and to waive or disregard minor irregularities, informalities, or deficiencies. The Hillsborough County Board of Commissioners shall be the sole determining factor as to what constitutes an acceptable bid. Hillsborough County reserves the right to amend this RFP at any time prior to the time for receipt of bids. Hillsborough County further reserves the right to cancel this RFP, in whole or in part, at any time whenever such an act is deemed in the County s best interest. The bid will be awarded consistent with New Hampshire RSA 28:8-e By: Chip Roach Network Administrator Hillsborough County Computer & Information Systems Department 329 Mast Road, Suite 107 Goffstown, NH Tel:

2 SCOPE of SERVICES Hillsborough County is seeking to purchase a Non-Hosted Time and Attendance System which must integrate with the County s Tyler Technologies MUNIS application, version 9.4. The proposed system must be one that has been installed in a similar government environment of similar size and complexity as Hillsborough County. The County is also seeking implementation and support services for the selected application(s) and clock terminal hardware. 1. The Automated Time and Attendance System must have a built-in import / export function specifically designed to interface with Tyler Munis, in a Microsoft SQL Server Database environment. The Time and Attendance system must operate in Microsoft SQL Server 2005 or newer. The vendor must provide examples where their system is currently used in a live environment to interface with Tyler MUNIS. 2. All Connections between the Timekeeping system, MUNIS and the individual Time Collection devices, must be achieved via Ethernet networking using TCP/IP Protocol. 3. The Time and Attendance System must allow the MUNIS system to feed information into the T&A system each pay period, pertaining to Employee records, Leave accruals, Job or Pay Codes and pay rates. The system must feedback to MUNIS, each pay period, all approved Time and Attendance records as approved by both Departmental Supervision and the Payroll Department. 4. The Automated Time and Attendance System MUST provide a detailed audit trail whereby Payroll management and Audit staff may track attendance records and changes related to any individual or group timekeeping records. 5. The Time and Attendance System must provide multiple levels of supervisory approval with a workflow based oversight of groups and sub-groups within our organization. 6. The Time and Attendance System must provide user based security to control access to specific departments, groups, and levels of specific employee and departmental information. 7. The Time and Attendance System must allow employees and supervision to enter multiple pay or job codes during the work day. The pay or job codes must have a relation to the same or similar job codes in The County s MUNIS system. Preference may be given to a system which can do so without remapping or cross referencing codes 8. The Time and Attendance System must provide for scheduling employees on multiple shifts with pay differentials or premiums. 9. The Time and Attendance System must provide different pay rates for each employee based on pay/job code. 10. The Time and Attendance system must be configurable to: collect time clock data hourly; perform nightly database backups; check/update terminal time daily (if necessary) and discard/archive time clock data weekly. 11. Clock terminals must be able to continue to collect employee time punches in the event where clock terminals can no longer communicate with the database server and retain this information until communication is restored between the clock terminals and the database server. 12. The system must be scalable, allowing for the installation of a central core database system to which departments may be added in the future. 13. Hillsborough County desires a software purchase and annual support/maintenance agreement that will include future support and upgrades of the proposed system so as not being required to rebuy the entire product in the future. 14. The system must comply with all Fair Labor Standards Act and Hillsborough County payroll policies and procedures. 2

3 NOTICE TO BIDDERS TABLE OF CONTENTS SCOPE OF SERVICES GENERAL TERMS AND CONDITIONS I. Proposals Where Received II. Incomplete Proposals III. Alternative Proposals IV. Proposal Prices V. Price Reductions VI. Basis of Award of Contract VII. Interpretations VIII. Determination of an Acceptable Bid IX. Non-Discrimination Statement X. Bid Response TECHNICAL SPECIFICATIONS I. General II. Pricing Rate and Period III. Renewal and Termination IV. Mandatory Requirements PROPOSAL RESPONSE FORM 1. General 2. Proposal Options 3. Bidder Questions 3

4 GENERAL TERMS AND CONDITIONS I. Proposals Where Received Proposals will be received by the Hillsborough County Computer & Information Systems Department, 329 Mast Road, Suite 107, Goffstown, NH Bids utilizing the attached proposal response form, must be received in a sealed envelope and clearly marked as Request for Proposal Employee Time and Attendance System (one original and 3 copies) and must be received no later than 1:00 PM Wednesday, October 3, 2013, and at that place and time will be publicly opened and read bids aloud. Responses to this RFP received after this date and time will not be viewed. II. III. IV. Incomplete Proposals Proposals that are incomplete, not properly endorsed, or otherwise contrary to these instructions may be rejected as informal by the Hillsborough County Commissioners. Alternative Proposals Alternative proposals that do not conform to all the listed specifications may be considered as long as the proposal is listed as an Alternative Proposal and any deviation from the listed specification is noted as such. Proposal Prices Bidders are required to submit an all-encompassing total bid price for: 1. All software on a guaranteed maximum bid basis. 2. All hardware on a guaranteed maximum bid basis. 3. All support services on a guaranteed maximum bid basis. 4. Maximum not to exceed bid price for data conversion services if necessary. Proposal quotations submitted shall remain firm for a period of 120 days after the time set for the opening of the proposals. The award of the bid is conditioned upon the availability of sufficient funding. V. Price Reductions It is understood and agreed that should any price reduction occur between opening of this proposal and the delivery of any order or service, the benefit of such reductions shall be extended to Hillsborough County. VI. Basis of Award of Contract Hillsborough County reserves the right to reject any and all proposals. All proposals for this system/services are subject to the provisions of all applicable federal, state and local general laws. The County reserves the right to waive minor irregularities and to reject any or all proposals or to accept any proposal. In addition, the bidder recognizes the right of the County to accept alternates in any order or combination and to determine the lowest proposal on the basis of the sum of the base bid and the alternates accepted. It is the intent of the County conforming to NH RSA 28:8-e to award a contract to the lowest responsible bidder provided the proposal has been submitted in accordance with the requirements of the bidding documents, and judged to be reasonable and does not exceed the funds available. The Board of Commissioners, through the Computer & Information Systems department reserves the right to interview appropriate bidders following the bid opening. Interviews will consider, among other matters, the qualifications of the bidder, ability of the bidder to serve the County s Time & Attendance 4

5 needs, as well as providing any further clarification necessary for the County to fully evaluate all bid responses. In addition to price, the following is a partial list of criteria that will be used in the evaluation process: A. Vendor experience and future commitment. B. The ability, capacity, and skill of the Vendor to perform the Contract and provide the service required. C. Whether the bidder can perform the Contract or provide the service required promptly, or within the time specified, without delay or interference. D. The character, integrity, reputation, judgment, experience, and efficiency of the bidder. E. The quality of performance of previous contracts or service. F. The ability of the bidder to provide future maintenance and service. G. The disaster recovery procedures available in case of extended hardware and software failure. H. The sufficiency of financial resources. I. The ability to provide same day support during instances of critical system failure. Bidders must indemnify Hillsborough County and its agents against any and all liability associated with the delivery of goods or services. Bidders must provide copies of all applicable insurance covering such liability. VII. VIII. IX. Interpretation Any questions regarding interpretations of this RFP shall be in writing and directed to the Computer Information Systems Department and open to public review. Responses will also be in writing and open to public review. Determination of an Acceptable Bid The Hillsborough County Commissioners shall be the sole determining factor as to what constitutes an acceptable offer. Non-Discrimination Statement Hillsborough County does not directly or through contractual or other arrangements subject any individual to discrimination on the grounds of race, color, national origin, disability, sex or age. X. Bid Response Bids must be signed by a person authorized to legally obligate the bidder. Said signature shall signify that the bidder accepts all Hillsborough County general conditions, contract terms and conditions and all other requirements of the proposal and shall be accompanied by a certificate stating the signatory is authorized to bind the contractor. TECHNICAL SPECIFICATIONS I. General Hillsborough County currently utilizes version 4.3 of Kronos Time Keeper Central for its two Time and Attendance Systems which are located at our Department of Corrections and at our Nursing Home. These two independent Kronos Systems have been designed to integrate with the County s existing Tyler Technologies MUNIS Suite, version 9.4 (Suite included Financial, Human Resource, and Payroll modules). Hillsborough County is seeking to replace these two independent systems with a single database system hosted at a third central location. In addition the county is seeking a system that would be expandable to incorporate all its facilities. 5

6 A. Current number of Full Time & Part Time employees utilizing our existing Time & Attendance Systems approximately 700 B. Current number of Supervisory or Payroll department Positions utilizing Time & Attendance software access 25 with the potential of up to 20 simultaneous users in the system at one time. C. Current number of facility locations 2 (with two clock terminals at each location) D. Current number of Time clocks terminal utilized 4 (Kronos model 4500 terminal) E. Currently, Hillsborough County generates Bi-weekly payroll while submitting employee payroll data weekly. F. Currently Kronos Time Keeper Central modules utilized: Archiver v4.3, Card Saver v4.3, Scheduler v4.3 and Connect v2.0. G. Currently utilize activity codes, department codes and pay rules across three shifts / day for two separate facilities with two entirely independent sets of rules and job codes. H. Current system capable of supporting multiple groups of employees (including Union, Non Union salary, Non Union hourly and Per Diem) while having different shift and weekend differentials for each group. I. Currently have scheduling for all 3 shifts and departments. J. Current T&A system allows for the export of data into Microsoft Excel in CSV (comma separated value). K. Current system automatically accommodates changes from standard time to daylight savings time and vice versa. L. Current system configured to: collect time clock data hourly; perform nightly database backups; check/update time clock time daily and discard/archive time clock data weekly. M. Hillsborough County utilizes a converged voice and data network which utilizes MPLS circuits to connect six separate geographic locations and share out a common 50 Meg Internet connection. Our network infrastructure and telephone system all operate on Cisco equipment which provides a 1GB backbone at each location. The County has standardized on Microsoft Windows 2003/2008 Server, Windows XP/7/8 Professional, Office 2003/2007 Professional and most PC s are equipped with a minimum of a Pentium 4 processor, XP Pro. SP2, 2 Gig of RAM, and 19 monitor. The installation of this new Time and Attendance system will be able to utilize a new HP DL380 G7 Server, (2) 2.67 GHz E5640 Xeon Processors, 12 Gig RAM, 410 GB Disk Space, running Server 2008 R2, if said system meets bidder recommended hardware requirements. Required Pricing: 1. Base price for core system including installation on a County provided server (listed above). a. If multiple servers are required, additional server pricing must be clearly identified and be included in vendors bid response. 2. Price for any add-on modules required to meet the general requirements set forth by Hillsborough County, and these costs are to be clearly defined in vendors bid response. 3. Vendor to include the cost of any third-party software (and licensing) necessary for implementing vendors proposed Time and Attendance solution. 4. Vendors will provide a level of technical/customer support to Hillsborough County which at a minimum will provide for 8 AM 5 PM Eastern Standard Time (M-F) phone support utilizing a toll free number. Bids will include all pricing for Year One Support/Upgrade and maintenance services from the Go Live date renewable on an annual basis. Vendors bid will clearly define the cost associated to this support and the level of service that it includes. Vendors will be required to accurately project the reoccurring Support/Upgrade and Maintenance costs for years Two and Three and provide these costs to the County with their bid recommendation. Vendors may offer higher levels of support to Hillsborough County but as an optional cost listed outside the required bid pricing. 5. Vendor to include the costs for any other required Time and Attendance related hardware, not including personal computers (i.e.: Time Clocks, Time Clock related battery backup systems, etc.). If the 6

7 County s existing Kronos time clocks (Kronos model 4500) are not compatible with vendor s suggested system, vendor is to include pricing for (4) new fully compatible clock terminals including the description/specifications of the suggested model. Hillsborough County requires the utilized clock terminals to be covered by vendor s Depot Exchange equipment policy and vendor s bid response will clearly reflect that this is included, in their proposal. 6. Final cost to include the creation of all required activity, department, group, labor, pay, and/or work rules or codes necessary to duplicate the County s existing Time and Attendance system. This cost is to be clearly outlined in vendors bid response. 7. Installation, configuration and testing of required Interface to the County s Munis Payroll/Human Resources application (installation &Testing of this payroll interface to occur on non-payroll week) 8. Cost to include Training for up to 30 Time and Attendance application users & 3 IT Department staff. 9. Cost of any necessary data conversion(s) to move any required rules or data over to the proposed system to be included in vendors bid response. 10. Vendors bid response shall be all-inclusive. Any and all expenses incurred by the bidder during the implementation of the proposed Time & Attendance System shall be the sole responsibility of the bidder. The County will not honor requests for so-called reimbursable expenses since it seeks to be provided an All-Inclusive bid price. 11. Approximate existing Time & Attendance System scale: a. Department of Corrections 1. Number of Employees Number of Clock Terminals Number of Supervisory Positions 5 4. Number of Work/Pay Rules 8 5. Number of Pay Codes Number of Departments Number of Shifts (broken by department) 3 b. County Nursing Home 1. Number of Employees Number of Clock Terminals 2 3. Number of Supervisory Positions Number of Activity Codes Number of Work/Pay Rules Number of Departments Number of Shifts (broken by department) 3 Optional Pricing: Vendors may provide optional costs outside the above bid requirements for the County s consideration: 1. Price for any required back-end software such as Microsoft SQL Server necessary to support vendor s application. This cost is being listed as an optional cost since it may be more cost effective for the County to purchase this software and licensing on its own, so as to obtain the lowest possible purchase pricing. 2. Other elevated support options and/or services offered by the vendor. 3. Costs associated for other optional training available to the County (on-site, remote or on-line). 4. Itemized costs for additional clock terminals (to include corresponding support charges, if applicable), if the County where to decide to expand the proposed Time & Attendance system in the future. 7

8 Request for Proposal September 12, 2013 Employee Time and Attendance System REQUEST FOR PROPOSAL Proposal Response Form TO: Hillsborough County Computer & Information Systems Department 329 Mast Road, Suite 107 Goffstown, NH The undersigned has reviewed the Request for Proposal - Employee Time and Attendance System Purchase and Implementation and has become familiar with its terms and conditions, and wishes to submit the following Proposal. I have also received Addenda Nos. (if applicable) and have included their provisions in this Proposal. In submitting this Proposal, I acknowledge the right of the County to reject any or all Bids, to accept any Bid, and to waive any informality or irregularity in any Bid received. Furthermore, I agree: 1. To hold my bid open for ninety-days (120) after the date of the bid opening. 2. To obtain and maintain proper insurances and to furnish proof of insurance. 3. To guarantee all of the work performed under this agreement to be done in accordance with the Bid specifications and related documents. 4. I am authorized to submit this bid proposal. Proposed Time & Attendance System must be able to work effectively across a wide area network. Proposed Time & Attendance System must have an automated interface with our payroll software, Tyler Technology s Munis, version

9 The Time & Attendance System should be a scalable "off-the-shelf" stand-alone package, offering detailed, user defined report and information filtering. Final bid pricing includes the creation of all required activity, department, group, labor, pay, and/or work rules or codes necessary to duplicate the County s existing Time and Attendance system. Final bid pricing includes any necessary data conversion(s) to move any required rules or data from the system currently utilized over to the proposed system to be included in vendors bid response. Implementation of the proposed Time & Attendant System must be capable of being broken out to two separate site installations (one for the Department of Corrections and the other for the Nursing Home). This design will utilize a common database server but each site will maintain its own pay codes and groups, thus changes to one site will not interfere with the processes of the other site. The system must have the capability to calculate weighted or blended overtime for employees that work multiple job descriptions with varying pay rates. The system must have the capability of tracking and viewing employee hours and overtime in real-time. The system must have the capability for viewing employee information by employee (i.e. leave balances, schedules, etc.) from both a computer and from the clock terminals. 9

10 The system must support time off requests via a PC or the chosen clocking terminals. The system must be able to accrue and track multiple types of leave including compensatory, vacation, sick, personal, etc. System must allow multiple approval levels. System must allow supervisor to assign temporary timekeeping responsibility to another employee/supervisor. System must be capable of restricting a supervisor from accessing only their employees timesheets and can correct a timesheet for any employee within their assigned area of responsibility, with notes of explanation for the change. System must allow a supervisor to approve timesheets before going to the payroll system for processing. System must be configurable to: collect time clock data hourly (at a minimum); perform nightly database backups; check/update terminal time daily (if necessary) and discard/archive time clock data weekly. Clock terminals must be able to continue to collect employee time punches in the event clock terminals can no longer communicate with the database server and retain this information until communication is restored between the clock terminals and the database server. 10

11 System must allow for the clocking terminals to operate in a real-time, two way communication with the Time & Attendance database, allowing for all punches to be validated on the spot against the database addressing possible shifts conflicting, missed punches, unauthorized punches outside of scheduled time or over allowed hours (overtime). System must provide an error checking system to evaluate time punches against shift and pay policies. The system must have an employee scheduling functionality and it must be able to restrict employees clocking functions by pre-determined schedules. Clock terminals to support network connectivity using TCP/IP over Ethernet and the utilization of Power-over- Ethernet (PoE), if required. The Time & Attendance System should have the capability to retain data for inactive or terminated employees. The system must not limit access to employee time sheet historical data. The system must record employee punches in real-time. 11

12 The system must allow for real-time reporting for employee time and attendance to include multiple jobs, hourly & salaried staff, work orders, etc. The system will allow or provide the ability to export reports and data to multiple data formats (Adobe (pdf), Microsoft Excel. (xls), and Text (txt). The system must provide a reporting functionality that will contain a useful number of generic/ canned reports and the ability to generate those reports through multiple criteria filters. Describe security for terminated employees. How fast can an employee be removed from access? System must deny access immediately, if required. The system must be able to restrict the employee/user from changing hours and rates of pay. Describe your systems security to avoid changes by the user/employee. The system must have the ability to round at the 7-minute mark (intervals in tenths) System implementation to include training for up to 30 T&A application users/supervisors and 3 Information Technology Department staff. 12

13 System s First-Year of maintenance, technical support and updates to be included in initial purchase price (commencing as of the Go Live date). Bid pricing includes the support costs associated with the utilized clock terminals being covered by vendor s Depot Exchange equipment policy and this level of hardware support is clearly reflected in this bid proposal. Attachment A, Hardware & Software Requirements, completed and enclosed. Attachment B, Examples of similar implementations integrating with Tyler Munis enclosed. Attachment C, Company Profile and Time & Attendance System Details included and enclosed. Attachment D, Proposed Training and Technical Support Details, included and enclosed. Attachment E, Proposed Maintenance & Support Agreement, included and enclosed. All required software, installation/configuration and support services etc. and in general all work required for the proper installation and maintenance of a new Time & Attendance system, which will fully integrate with the County s Tyler Technologies Munis application, will be provided at the following guaranteed maximum bid prices of : All T&A system software installation/configuration services, Munis integration and support on a guaranteed maximum bid price of: $ All required Clock Terminal Hardware, installation/configuration and support services required to either integrate the County s existing (4) compatible clock terminals or to install and configure (4) new compatible clock terminals which will be fully integrated with the proposed Time & Attendance System will be provided at the following guaranteed maximum bid prices of: $ Cost of (4) new clock terminals, IF County s existing clock terminals are not fully compatible with the proposed system. Maximum bid prices of: $ Depot-Exchange support services (for First Year) for either the existing fully compatible clock terminals or four new clock terminals): $ All required system training for up to 30 T&A system users as well as 3 IT department staff will be provided at a guaranteed maximum bid price of: $ 13

14 Total Year-One purchase cost of proposed Time & Attendance system: $ Year-Two Annual Cost for Support/Upgrade and maintenance services: $ Year-Three Annual Cost for Support/Upgrade and maintenance services: $ Optional Costs: 1. Price for any required back-end software such as Microsoft SQL Server necessary to support vendor s application. This cost is being listed as an optional cost since it may be more cost effective for the County to purchase this software and/or licensing on its own, so as to obtain the lowest possible purchase pricing. $ 2. Vendor may also provide pricing for optional elevated support offerings which may be considered at the County s sole discretion. Vendors may attach this additional information to their bid response detailing these elevated support offerings and the annual support costs associated to these offerings. 3. Vendors may also provide additional pricing associated with other training options available to the County, outside the pricing already provided. Vendors may attach this additional training information to their bid response detailing the other training offerings (on-site, remote or on-line) and the pricing associated to theses offering. 4. Itemized costs for additional clock terminals (to include corresponding support charges, if applicable), if the County where to decide to expand the proposed Time & Attendance system in the future. 14

15 I hereby agree to substantially complete the software implementation within months of the award of the bid. The undersigned certifies under penalties of perjury that this submission has been made in good faith and without collusion or fraud with any other person. In submitting this proposal the vendor agrees that no person acting for or employed by the County, has a direct or indirect financial interest in the proposal or in any portion of the profits, which may be derived there from. As used in this certification, the word person shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity or group of individuals. The undersigned further certifies that he/she is a representative of the Vendor duly authorized to bind the Vendor to the terms and conditions of this proposal. DATE SEAL (if proposal by a Corporation) (Please attach a certificate of the Board of Directors, if applicable) SIGNED Title Business Name and Address (Telephone Number) 15

16 ATTACHMENT A HARDWARE & SOFTWARE REQUIREMENTS SERVER: Operating System Processor Speed Memory (RAM) Hard Drive Space RAID requirements Other Minimal Requirements: Recommended Requirements: CLIENT/WORK STATION: Operating System Processor Speed Memory (RAM) Hard Drive Internet Browser Display requirements Other Minimal Requirements: Recommended Requirements: SOFTWARE: (Requirements if necessary) Database Engine Minimal Requirements: Recommended Requirements: Other Note: System to be capable of supporting a minimum of 30 concurrent connections PRINTER: (Requirements if necessary) Minimal Requirements: Recommended Requirements: 16

17 ATTACHMENT B Examples of similar implementations integrating with Tyler Munis (Provided with your bid response) 17

18 ATTACHMENT C Company Profile and Proposed Time & Attendance System Details (Provided with your bid response) 18

19 ATTACHMENT D Proposed Training and Technical Support Details (Provided with your bid response) 19

20 ATTACHMENT E Proposed Maintenance & Support Agreement (Provided with your bid response) 20