JACKSON COUNTY SCHOOLS SPECIFICATIONS FOR TIME AND ATTENDANCE SYSTEM

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1 INSTRUCTION TO BIDDERS The Jackson County School District will receive sealed bids until 2:00 PM January 27, 2009, at 4701 Colonel Vickrey Road, P.O. Box 5308, Vancleave, MS for the specified time and attendance system on the attached bid form. All bids shall be placed on said Bid Form. All bids shall be sealed and plainly marked on the exterior of the bid envelope, "Bid on Time System" and addressed to the attention of Harold W. Rushing, Business Manager, Jackson County School District at the above address. All items shall be bid at delivered and installed prices and include shipping and handling and all costs. The equipment and software shall include one year support cost in the bid price. The bidder shall include descriptive literature for Time and Attendance System software and hardware for bid evaluation purposes. The Jackson County Board of Education reserves the right to reject any and/or all bids and to waive formalities. REQUIREMENT: Bidder shall place the Certificate of Responsibility number on the exterior of Bid Envelope or a statement on the exterior that the Bid enclosed does not exceed $50,000. A Bid that does not meet the above requirement will not be opened. JACKSON COUNTY SCHOOLS SPECIFICATIONS FOR TIME AND ATTENDANCE SYSTEM Furnish and install according to these specifications, complete computerized Time and Attendance Labor Management System. The model numbers given are those of Infotronics and constitute the type and quality of equipment and software to be furnished. The successful vendor shall have trained service personnel available on a twenty four hour basis, with response time of not more than two hours by telephone with remote available diagnostic software and can be on site when phone or remote support capabilities cannot clear trouble. The vendor shall provide a minimum of twelve hours of training (power users at Jackson facility and school personnel onsite plus additional remote) to the agencies users. The vendor shall make all final connections. The school district shall provide network connections (TCP/IP) for IT3100 Barcode time recorder and provide a dedicated power circuit at each time recorder location/and at the central computer. The selected vendor must hold a current State of Mississippi general contractors license as requested by section , Mississippi Code 1972 if project is over $50,000. Vendor should have at least five references available for phone reference with one available for site reference. Any vendor bidding is to do an on site visit to determine full scope of project. Failure to do this will result in rejection of bid.

2 Equipment and material to be furnished is as follows: HARDWARE Hardware is to be provided for the following locations: 1. East Central Lower Elementary School 2. East Central Upper Elementary School 3. East Central Middle School 4. East Central High School 5. St. Martin East Elementary School 6. St. Martin North Elementary School 7. St. Martin Upper Elementary School 8. St. Martin Middle School 9. St. Martin High School Blue Building 10. St. Martin High School Gold Building 11. Vancleave Lower Elementary School 12. Vancleave Upper Elementary School 13. Vancleave Middle School 14. Vancleave High School 15. Alternative School 16. Technology Center 17. Business Office 18. District Office 19. East Central Lower Elementary Cafeteria 20. East Central Upper Elementary Cafeteria 21. East Central Middle Cafeteria 22. East Central High Cafeteria 23. St. Martin East Elementary Cafeteria 24. St. Martin North Elementary Cafeteria 25. St. Martin Upper Cafeteria 26. St. Martin Middle Cafeteria 27. St. Martin High Cafeteria Blue Building 28. St. Martin High Cafeteria Gold Building 29. Vancleave Lower Elementary Cafeteria 30. Vancleave Upper Elementary Cafeteria 31. Vancleave Middle Elementary Cafeteria 32. Vancleave High Cafeteria

3 Terminals shall be Infotronics IT3100 barcode reader terminals or equivalent. Terminal shall be capable of reading standard 3 of 9 barcode badges Terminal shall accommodate up to 1000 users per time recorder. In addition, terminal shall accommodate 5000 transactions, 3000 schedules and 7000 workgroups. Terminal shall provide the following functionality: Employee review of last punch, schedules, pay designations, benefit balances. In addition shall be able to do job transfer at time recorder and punch restrictions if set up. Terminal shall conform to Americans with Disability Act (ADA) specification Terminal shall provide a LCD backlight display for easy viewing. Terminal shall communicate with HTTP push technology, not requiring server to poll but can synchronize at periodic intervals such as every 15 minutes. Terminal shall operate offline if network goes down. Terminal shall operate with standard Ethernet cabling requiring static IP addresses. Terminal shall offer option to be field upgradeable to biometric technology such as finger reader simply by changing out readers. Terminals that do not offer that option are not acceptable. Terminal shall also have up to four hours operational battery to allow full operation while on battery backup.

4 SOFTWARE School District will provide Microsoft SQL database and appropriate licensing. Software to include for up to 750 Employees and Multi User Version (20 Supervisor User Accounts) and remote reporting/editing/scheduling over district WAN through browser enabled utility (The only client/server software installed should be at central office). Time and Attendance Software shall provide automatic calculation of all employee hours at PC. Time and Attendance Software shall be equivalent to Infotronics Attendance Enterprise (32 bit). Time and Attendance Software shall be a server based application utilizing Microsoft MS SQL/Windows server 2003, 2005, and The application should offer as part of operation true browser based operation that does not require software to be installed on the PCs (MS Windows operating system) accessing server and require minimum of bandwidth. All workstations accessing shall run under supported MS Windows operating system. Any software that needs to be installed on PCs other than server is not acceptable. Time and Attendance Software shall accommodate report generation, basic supervisory punch/hours editing and employee file maintenance records through browser connection over WAN. All web enabled application software should use isapi browser components so that information is maintained without cookies or java applets to provide highest security. Any web enabled or browser components that use ASP technology are not acceptable. Time and Attendance Software shall offer password protection to limit access by supervisor. The software shall provide automatic operation of tasks such as synchronization, report generation, import/export file creation. The attendance software should provide real time dashboards of essential labor information such as attendance exceptions, worked/non worked hours/employee notifications and

5 shall be drill down without going to different screens. The dashboard design per supervisor to show only needed functions on desktop and improves workflow by supervisor. The software shall keep the following information on employees: name, ID number, badge number, holiday pay, class assigned, schedule rollover patter, six user defined fields, department, effective date of department change, social security number, hired date, full time status, date of full time, termination status, date of termination, status (full time or part time), pay type (hourly or salary), rate of pay, two phone numbers. The software shall support the following pay periods: Custom ability to accommodate the districts varying monthly payperiods by being able to select up to two years monthly schedules.in addition, multiple payperiod classes should accommodate any paygroups with weekly, bi weekly or semi monthly groups. The software should provide specific capability to support blended overtime rates in cases were multiple jobs are worked with different wage rates and one overtime rate needs to be calculated from these multiple rates if overtime is worked. The software should support payment of compensatory time not only as pay designation but if overtime is paid as compensatory time it is automatically converted to comp time(ie; 44 hours paid as comp time should give 6 hours comp time off when used when figuring 1.5 multiplier on hours over 40). The software should have as optional capability ability to support employees and/or supervisors to do leave benefit requests electronically(through employee self service at desktop/kiosk).this should give employees/supervisors ability to request time off which then can be reviewed electronically to insure benefits are sufficient and there are no scheduling conflicts. Leave management should have capability of allowing supervisors to approve/deny requests and this be sent electronically back to employees to desktop/kiosk. If approved it should have capability of replacing scheduled time with requested time off and when that date is reached automatically making that transaction to employees

6 timecard and automatically update benefit banks. Time off requests should have capability of requesting partial day off, day off or range of days. The software shall provide the following reports: Absent/unscheduled report, actual vs. scheduled coverage report, actual vs. scheduled hours/dollars, approaching overtime report, archived time card report, arrived early report, badge usage report, comprehensive employee report, daily pay designations report, daily worked hours report, distributed hours report, employee rate transfer report, event log report, exception history report, gross dollars report, left early report, left late report, missing punch report, on premise report, pay designation history report, period totals report, presence indicator report, requested benefits report, scheduled coverage report, schedule pattern report, schedule report, simple employee report, supervisor edit report, tardy report, time card report, wage history report, year to date history report, reason code history report. These reports can be sorted by employee name, badge number, class, clock group, cost center code, cost center name, cost center number, date of birth, date of full time, date of hire, date of termination, department code, department name, department number, ID number, location code, location name, location number, pay type, rate of pay, schedule pattern, plus up to 6 user definable fields, social security number, status. These sort definable fields orders shall be able to be ascending or descending. The software shall also have capability to do custom reports with these fields such as date of hire report, date of birth, employees hired in a certain timeframe, etc. Reports shall be able to be set to also filter by pay type (hourly or salaried), status type (part time or full time), plus those on probation, training, disciplinary action or on leave. All reports shall have the capability to go to the printer screen, PDF, file (including Rich Text File or Word Format), HTML (browser) format plus provide e mail notification to supervisors. Reports shall be able to be displayed and printed in easy to read graphic formats, not text. Reports shall be definable for day, week, pay period, month or custom date range. Header names, font type and sizes shall be definable by the user.

7 In addition to reports, software functionality should include ability to set exception views to allow for custom setup of any exceptional information such as missed punches, absences, tardiness, etc to flow directly to folders on desktop which when accessed go directly to timecard screen eliminating keystrokes. These exceptions should be able to be tailored by department, work group, shift, etc. The software shall have on line pay period sensitive employee time card archives, on line date sensitive archives of employee pay designations and exceptions, advanced individual or group scheduling with budgeting and unique color coding. All of these functions shall be accessible within employee tree menu. The system should automatically track per employee hours they have worked in a rolling period such as last twelve months, etc to work with FMLA type reports. Software should track all activity of employee from date of hire to all hours paid, edits, benefits paid and adjustments made to personal information screens. The software shall provide an easy user interface providing a minimum amount of point and click to do routine functions. The software shall provide a full screen editor on the time card screen. All editing shall be in cell and shall allow add, delete or alter the state of on punch transactions. It shall allow for punch adjustments, pay designation adjustments (add and subtract) and pop up windows for supervisor edits, quick schedules, exceptions, period totals, daily totals. Punches that fail to follow established company rules are displayed in color. Also, as edits are done, total hours shall automatically re compute after new data is received. Any software that requires additional tasks to merge or calculate or take any length of time to process, are unacceptable. From this screen, it shall be a matter of point and click to go from one employee to the next. Anything that requires leaving this screen is unacceptable. The software shall also provide global editing to add/subtract hours and punches. Software should allow for personal notes to be appended from timecard screen. Software shall allow for employee schedules to be set up and then transmitted to Time recorder so as to track exceptions enforce schedules, provide restrictions outside of schedules if necessary. Schedules shall be able to be set up with the following options: an individual monthly scheduling screen per employee that will allow schedules to be set up to one year in advance. The software should also allow for automatic rollover of set schedules per individual employees. This

8 rollover should allow schedules to repeat in any time frame, up to 99 days per employee. The software shall allow for group scheduling where up to 100 employees can be scheduled with one point and click. In addition, throughout the software, common schedules should be able to be assigned with one point and click, having at least 20 common schedules per department. The software shall also allow for flex scheduling where the employee can be assigned to the nearest common schedule or as open (no) schedule. Software shall also provide ability to import schedules in ASCII form from other scheduling systems plus export schedules to Excel. Scheduling should also allow for personal notes to be appended through scheduling screen. Software shall be ODBC compliant and allow for open architecture to other programs such as Microsoft Access, Report Smith, and Crystal Report Writer. Vendor shall have capability to modify or customize reports. In addition, the software shall be able to take advantage of OLE automation utilities to directly connect labor summaries to an Excel spreadsheet. Vendor shall be able to set up this link and provide testing, if necessary. Communication between time system and Microsoft SQL database should use ADO (active data objects) for better communications. Software shall be able to use either NT/SQL user authentication or a combination of the two (mixed mode) for highest level of user security. Systems that do not incorporate this technology are not acceptable. Software shall be able to provide import and export of data such as employee information, punches, hours and schedules in ASCII format. Software shall provide extensive payroll calculation facilities to provide for unlimited classes of employees, both hourly and salaried. It shall provide in/out punch rounding, lunch/break rounding, grace periods, daily, weekly period and special day overtime. It shall also provide premium pay, worked and non worked holiday pay, variable department rate assignments, automatic lunch deductions or credits. It shall have option of breaking time up to 7 work groups such as location, cost center, and department. It shall provide multiple wage assignments (option) per employee. It shall provide up to 10 benefits categories such as sick,

9 vacation, personal. Software shall track of these categories and show employees usage plus balance at any time. Software should provide capability of interface with Marathon financials and vendor should have history of having worked with them previously. Capability should be available to work with upcoming.net version provided all file formats are provided by Central access. In addition system should provide capability to clock in/out using telephony for any employees such as bus drivers requiring such. Software to have clock in/out from telephone (either land based line or cell phone) with automatic import of punch transactions (hosted ASP solution preferred to dialogic phone board system). System requiring additionalcomputers and additional phone lines for this functionality are not as acceptable as hosted solution. This will be for bus drivers to clock in remotely or for employees on appropriate professional work outside of school properties. Telephony solution shall have capability to allow employees to enter 800 number along with 4 digit company code along with 4 digit employee ID number. Options in addition to clock in/out shall be ability to do job transfers at phone, credit hours from phone and ability to pass phone to another employee if selected for use. Time entered should automatically integrate with central time and attendance database without running additional functions.

10 Bid Form Hardware-IT3100 barcode/ethernet time recorders or equivalent-32 terminals Total $ Bidding on Annual support-hardware-32 terminals (include one year support) Year 2 Total $ Year 3 Total $ Software-Time and attendance, 750 employees, 35 user supervisor accounts, Browser enabled across network. Marathon interface, telepunch telephone clock in/out software Total $ Telepunch monthly or recurring charges (include per minute charges/hosting and system requirements Total $ Installation, Configuration, Training (24 hours minimum) and one year support Total $ Annual software support (with first year included) Year 2 Total $ Year 3 Total $ Explanation of support coverage- (Bidder shall attach) Automated time and attendance system Grand Total $ Additional options and time attendance software and hardware Each additional 5 supervisor user accounts Total $ Each additional 50 employees, software license Total $ Each additional IT3100 terminal or equivalent Total $ Support per additional IT3100 terminal or equivalent Total $ Name: Company: Address: Phone: Fax: Please be sure to put your Certificate of Responsibility Number on the Exterior of the envelope or a statement that "the Bid Enclosed Does Not Exceed $50,000."