Time and Attendance System Request for Proposal

Transcription

1 Time and Attendance System Request for Proposal CITY OF KINGSVILLE, TEXAS P. O. BOX E. KLEBERG KINGSVILLE, TEXAS Attn: DAVID MASON, PURCHASING/IT DIRECTOR RFP # Request for Information Release Date: _FEBRUARY 29, 2012_ Written Clarifications & Additional Information Requests due by: _MARCH 8, 2012; 12:00 P.M. Clarification of Responses posted no later than: _MARCH 15, 2012; 12:00 P.M._ RFP Due Date: _MARCH 27, 2012; 1:30 P.M._

2 NOTICE TO BIDDERS Notice is hereby given that the City of Kingsville ( City ) is requesting proposals for a Time & Attendance System. The City is seeking one integrated Time & Attendance System (System) to provide multiple end user interface options for employee time and attendance management that interfaces with Tyler Technologies Incode software. The proposed System must be one that has been installed in city government environments that are similar in size and complexity to the City of Kingsville. The City is also seeking implementation and support services for the selected application. RFP documents are available at ( Any addenda issued can only be sent to those firms who contact the Purchasing Director with intent to respond to this solicitation. For any additional information contact David Mason, at (361) or dmason@cityofkingsville.com. A pre-proposal meeting is scheduled for 10:00 A.M., Thursday, March 8, 2012, at City Hall, 200 E. Kleberg Ave., Kingsville, Texas, Sealed proposals must be received by 1:30 P.M., Tuesday, March 27, 2012, 2nd Floor, Purchasing Department, City Hall, 200 E. Kleberg Ave., Kingsville, Texas, Proposals received after the designated time and date will be returned unopened. The name of all firms submitting a RFP received by the stated date, time, and place will be publicly open and read aloud at City Hall as provided by State Law. A staff committee will evaluate the responses to this request. The committee reserves the right, where it may serve the City s best interest, to request additional information or clarification from responders, or to allow corrections of errors or omissions. At the discretion of the committee, selected firms submitting responses may be requested to make oral presentations as part of the evaluation process. Minority/Women/Emerging Small Business ( MWESB ) firms are encouraged to submit proposals in response to this solicitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award of any contract entered into pursuant to this advertisement. The City may reject any proposal not in compliance with all prescribed solicitation procedures and requirements and other applicable law, and may reject any or all proposals in whole or in part when the cancellation or rejection is in the best interest of the City as determined by the City. There is no expressed or implied obligation for the city to reimburse responding firms for any expenses incurred in preparing responses to this request. David Mason Director of Purchasing/IT Purchasing/IT Department

3 All Proposal and RFP documents submitted shall become the property of the issuer of this proposal at the time of the proposal opening, including all supporting documentation Proposals shall be received no later than _MARCH 27, 2012; 1:30 P.M. in the offices of the DAVID MASON, PURCHASING/IT DIRECTOR. Immediately following the deadline, proposals will be opened and the respondents listed. Any proposal received later than the specified time, whether delivered in person or mailed, will be disqualified. Faxed or electronically submitted proposals cannot be accepted. Provide three (3) references who utilize Tyler Technologies Incode, including contact information and dates of implementation. Proposal Guidelines: The Vendor or Proposer shall submit five (5) sets of all Proposal and RFP documents, including all supporting documentation. One (1) clearly marked original Four (4) clearly marked copies. One electronic copy of all documentation on a CD or a flash drive. Clearly entitle all files with company name, City of Kingsville Time and Attendance System Request for Proposal, and the opening date and time. Identify your firm's key contacts. Vendors should provide proposals in the following format: Cover Sheet Letter of Transmittal Executive summary information about your company and the proposed solutions demonstrated ability to interface with our payroll software References Key contacts for this project Detailed explanation of the functions and capabilities of product being proposed Response to Time and Attendance Solution requirements Support Options list and describe available support options Training options - list and describe available training options Timeline for proposed implementation Pricing

4 Requirements City of Kingsville desires to provide a hosted time and attendance solution to its existing and future customer base. Hosting services will be performed at the City of Kingsville s data center located at City Hall, 200 E. Kleberg Ave., Kingsville, Texas, To fulfill this hosting model, City of Kingsville requires a web-based time and attendance software with multi-tenant attributes and the Minimum Functional Requirements as specified within this RFP. This software must also support multiple Ethernet based data entry devices such P.C. clocking, fingerprint, and/or hand scanner readers. City of Kingsville desires a Software License Scheme that will include future support and upgrades. Minimum Functional Requirements Requirement 1 The system must have an automated interface with our payroll software, Incode. 2 The system should be an "off-the-shelf" stand-alone timekeeping package, offering detailed, user defined report and information filtering. 3 The system must have the capability to calculate weighted or blended overtime for employees that work multiple job descriptions with varying pay rates. 4 The system must have the capability to track and calculate actual time and overtime based on civil service employees and non-civil service employees. 5 The system must have the capability to track annualized employee s time based on multiple calendars and schedules. 6 The system should have the capability for viewing of information by employees, i.e. leave balances, schedules, etc., from a P.C. and the clocking terminals. 7 The system must be able to accrue and track multiple types of leave including compensatory, vacation, sick, personal, etc. 8 System must support time off requests via a PC or the chosen clocking terminals. 9 System must allow multiple approval levels. System must allow supervisor to assign temporary timekeeping responsibility to another employee/supervisor. 10 Supervisor can access 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. 11 Supervisor must approve timesheets before going to the payroll system for processing. 12 Describe security for terminated employees. How fast can an employee be removed from Yes/ No Comments

5 access? System must deny access immediately. 13 The system/product must be able to restrict the employee/user from changing hours and rates of pay. Describe your systems/products security to avoid changes by the user/employee. 14 The system must be able to restrict employees to performing clocking functions at specified clocking terminals and PC s. 15 The system must have an employee scheduling functionality and it must be able to restrict employees clocking functions by pre-determined schedules. 16 The system should have the capability to retain data for inactive or terminated employees. 17 The system must not limit access to employee time sheet historical data. 18 The system must have a backup utility. 19 The system must record employee punches in real-time. 20 The system must be compatible with Microsoft IIS. 21 The web based portions of the system must support secure digital certificates. 22 The system must have the ability to round at the 6-minute mark (intervals in tenths). 23 The system must be able to accept imports in standard ASCII, comma separated, or fixed length file format from 3 rd party applications. 24 The proposed time and attendance solution should operate using a centralized database. 25 LDAP authentication must be supported by the time and attendance system. 26 Allow real-time reporting for employee time and attendance to include multiple jobs, hourly & salaried staff, work orders, etc. 27 Allow biometric fingerprint identification for areas that may require added employee verification. 28 Ability to process pay by hourly, salary, and up to 40 user-defined special pay types. 29 Gives an option to monitor breaks. 30 Allow for the clocking terminals to support network connectivity TCP/IP over Ethernet. 31 Allow for a variety of time collection methods including biometric fingerprint, biometric hand scanning and P.C. clocking (both by installed client and web browser). All of these clocking methods must be able to be used in conjunction with each other on the same database.

6 32 Allow for the chosen clocking terminals to operate in a real-time two way communication with the database, allowing for all punches to be validated on the spot against the database addressing possible conflicting shifts, missed punches, unauthorized punches outside of scheduled time or over allowed hours (overtime). 33 Allow for the clocking terminals to have an offline mode - e.g. continue to collect time when not able to communicate in real-time with server database. 34 System must provide an error checking system to evaluate time punches against shift and pay policies. 35 Allow for software and clocking terminals to synchronize to the server time and adjust automatically for standard/daylight savings time changes. 36 Allow for clocking terminals to support Power-over-Ethernet (PoE). 37 Allow for the sending messages to individual staff members or staff groups at the chosen clocking terminal or clocking P.C. For example: Please report to the duty manager, OR REMINDER Shift meeting today at 2:00PM. 38 Allow or provide the ability to export reports and data to multiple, common formats (Adobe (pdf), Microsoft Excel. (xls), and Text (txt). 39 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. 40 Ability to accommodate up to remote 11 timekeeping locations

7 General Terms and Conditions Freight All deliveries shall be freight prepaid, F.O.B. destination and shall be included in all pricing offered unless otherwise clearly stated in writing. Warranty Conditions All supplies, equipment and services shall include manufacturer's minimum standard warranty with one (1) year labor warranty, unless otherwise agreed to in writing. Customer support The Vendor shall provide timely and accurate technical advice and sales support to City of Kingsville staff. Assignment of Contracts No assignment of contract may be made without the prior written approval of City of Kingsville. Payment can only be made to the awarded Vendor unless otherwise approved by City of Kingsville. Disclosures Vendor affirms that he/she has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor or service to a public servant in connection with this contract. Vendor shall attach, in writing, a complete description of any and all relationships that might be considered a conflict of interest in doing business with City of Kingsville. The vendor affirms that, to the best of his/her knowledge, the offer has been arrived at independently, and is submitted without collusion with anyone to obtain information or gain any favoritism that would in any way limit competition or give an unfair advantage over other vendors in the award of this contract. Certificates of Insurance Certificates of Insurance, name and address of Vendor, the limits of liability, the effective dates of each policy and policy number shall be delivered to the City of Kingsville prior to commencement of work on City of Kingsville premises. The Vendor shall give City of Kingsville a minimum of ten (10) days notice prior to any modifications or cancellation of policies. The Vendor shall require all subcontractors performing any work to maintain coverage as specified. Independent Contractor Relationship It is agreed that the legal relationship between Vendor and City of Kingsville is of a contractual nature. Both parties assert and believe that Vendor is acting as an independent contractor in providing the services and performing the duties required by City of Kingsville hereunder. Vendor is at all times acting as an independent contractor and not as an officer, agent, or employee of City of Kingsville. As an independent contractor, neither Vendor nor employees of Vendor will be within the protection or coverage of City of Kingsville's worker's compensation insurance, nor shall Vendor or employees of Vendor be entitled to any current or future benefits provided to employees of City of Kingsville. Further, City of Kingsville shall not be responsible for withholding of social security, federal, and/or state income tax, or unemployment compensation from payments made by City of Kingsville to Vendor.

8 Modification This agreement may not be modified except in writing signed by the parties hereto. To provide necessary flexibility for the most effective execution of this contract, whenever both City of Kingsville and Vendor mutually agree, changes to this contract may be effected by placing them in written form and incorporating them into this contract. Indemnification The Vendor shall indemnify and hold harmless City of Kingsville from any and all claims, demands, suits, actions, proceedings, loss, cost, and damages, which may be brought or made against or incurred by City of Kingsville on account of loss of or damage to any property or for injuries to or death of any person, caused by, arising out of, or contributed to, in whole or in part, by reasons of any act, omission, professional error, fault, mistake, or negligence of Vendor or its employees in connection with or incident to the performance of this Contract. Vendor's obligation under this Section shall not extend to any liability caused by the negligence of City of Kingsville or its employees.