TIME AND ATTENDANCE SYSTEM REQUEST FOR PROPOSAL Joplin Schools Technology Department P.O. Box 128 Joplin MO 64802-0128 Phone (417) 625-5200 General Information 1. Joplin Schools ( District ) seeks proposals from companies for a Time and Attendance System. A copy of Joplin Schools formal bid terms and standard conditions is attached and made a part of this RFP. 2. Estimated timetable: Release RFP: Nov. 20th, 2015 Deadline to submit questions Dec. 22nd, 2015 Deadline for submittal of RFP Jan. 11th, 2015 Recommendation to Board of Education Jan. 26th, 2015 Submittal Instructions 1. Proposals must be received by mail or email by Jan 11th 2015 at 12PM. 2. Mailed proposals should be clearly marked TIME AND ATTENDANCE SYSTEM RFP and sent to the attention of Eric Pitcher/Robyn Gilliland Joplin Schools at P.O. Box 128, Joplin MO 64802 (physical address: 310 West 8 th Street, Joplin MO 64801, 417-625-5200 ext. 2010). 3. Emailed bids in.pdf format may be sent to sealedbid@joplinschools.org by the date and time specified. Be sure that the subject line reads TIME AND ATTENDANCE SYSTEM RFP and that the size of your submission does not exceed a total of 10 MB. If you choose to send the bid to the district s secure mailbox, you will receive a complimentary thank you auto reply message. If you do not receive this message please contact Robyn Gilliland at 417-625-5200 ext. 2010 immediately. 4. Bid should include all hardware, software and services, including both one time fees and ongoing annual fees needed for TIME AND ATTENDANCE RFP and, if applicable, include (8) time clock Terminals. The District is not responsible for lateness or non-delivery by the U.S. Postal Service or by email to the District. The time and date recorded by the District shall be the official time of receipt. Late bids will not be considered. Joplin Schools is not responsible for non-delivery or non-receipt of electronic bids. Page 1 of 7
Current Timekeeping Procedures Joplin Schools currently employs 500 staff members who use a time and attendance system to record hours worked. Hourly employees clock in and out daily on computers in 20 separate buildings and use eight time clock terminals in five different locations. Approximately eighty bus drivers currently use two time clocks mounted indoors to enable them to efficiently keep time during normal office hours. A time clock mounted outside the building is used for recording time after hours for field trips. Proposed equipment or alternate solution that doesn't use time clocks should enable multiple drivers to record time quickly and efficiently. These employees currently do not have access to a laptop or computer. Minimum Scope of Services Time and Attendance System should include, but not be limited to: 1. The system must integrate with our payroll software (Alio) and have the built in functionality to export/import data to multiple, common formats (pdf,.xls, and.txt). 2. The Time and Attendance System must have the ability to track multiple job codes and pay rates for the employee with the capability to calculate the weighted or blended overtime. Overtime must be calculated according to District practice for shifts that end after midnight on the last day of the week. 3. The Time and Attendance System must have the capability to track employees' time based on multiple calendars and schedules with the ability to restrict employees from clocking in and out based on the predetermined schedule. Must generate reports to track variances from predetermined schedule and active employees with no time reported. 4. The Time and Attendance System must be able to accrue and track multiple types of leave including vacation, sick, personal, professional, docked time, etc. 5. The Time and Attendance System must allow for multiple approval levels including (at a minimum) employee, department supervisor and payroll, documenting the approval at each level. 6. The Time and Attendance System must be able to restrict the employee from changing hours. 7. The Time and Attendance System must provide the supervisor/reviewer with notes to be entered without showing time edited. Notes should be easily viewed and available to print on time summary reports. Page 2 of 7
8. The Time and Attendance System should have the capability to retain data for inactive or terminated employees. 9. The Time and Attendance System must record employee punches in real-time. 10. The Time and Attendance System should operate in Microsoft SQL 2008 or newer. 11. The Time and Attendance System must support LDAP authentication. 12. The Time and Attendance System needs to provide a reporting functionality that will contain a useful number of generic reports and the ability to create custom reports. 13. The Time and Attendance System should come with software and annual support/maintenance contracts that supports a future scalability and upgrades so that Joplin Schools does not have to purchase a completely new system in the future. If Time Clock Terminals (8) are part of the bid then they should include, but not limited to: 1. The Time Clock Terminals need to be wall mounted and should have a minimum of 3 year maintenance/hardware replacement. 2. The Time Clock Terminals need to allow employees to use an I.D. badge when utilized with an employee access code. 3. All connections between the Time Clock Terminals, timekeeping system and our payroll system must support network connectivity and also support Power-over- Ethernet (POE). 4. The Time Clock Terminals need to operate in a real-time two way communication with The Time and Attendance System. 5. The Time Clock Terminals need to be able to operate in an offline mode to collect time punches until the connection with the server is reinitialized.. 6. The Time Clock Terminals should automatically adjust for standard/daylight savings time changes. 7. The Time Clock Terminals must have a touch screen interface providing employees with the ability to punch in/out, to view hours, schedules, and make time off requests. 8. Provide information regarding the make of the clock, location of the maker, and Page 3 of 7
average timeline for clock maintenance and repair. Please provide detailed responses to the questions below: 1. Provide the legal name and address of your company. 2. Please provide a brief history of your organization. 3. Please provide a general description of size and assets of the organization. 4. List all impartial service, industry or other ratings and/or reports regarding your company. 5. Experience and reliability of the proposer s organization are considered in the evaluation process. Therefore, the proposer is advised to submit any information that proves successful and reliable experience in past performances, especially those performances related to the requirements of this RFP. Specifically, please provide any information which demonstrates extensive experience with accounts of this size or with other public sector accounts. 6. Provide information regarding software development - length of time this product has been in service, typical number of updates in an annual period and dates of any major overhaul of this product. Are new platforms currently being developed that would replace this product? If so, provide estimated date of completion. Page 4 of 7
Clarification and Discussion 1. The District is under no obligation to conduct discussions with any or all proposers. The District specifically reserves the right to award the contract with no discussions with proposers and based only on the written qualifications the District receives by the deadline. The District further reserves the right to conduct discussions with selected proposers only. 2. The District will notify proposers of the need for clarification of the information submitted and the District reserves the right to request additional information from one or more proposers (Including a demonstration) for the district if a need is determined by the District. 3. Vendors in responding to this RFQ are prohibited from contacting and discussion of this RFQ with Board of Education members, administrators, or staff through the date of Board action on award of this contract, except as described in Submittal Instructions (Page #1, #2 and #3). 4. Respondents or other authorized representatives are expected to fully inform themselves as to all conditions, requirements and specifications before submitting RFQ s. Failure to do will be at the respondent s own risk. Proprietary Information Any proprietary information submitted to Joplin Schools in response to this RFQ should be identified as such. Any information identified as proprietary will be handled in accordance with the provisions of Missouri s Open Meetings and Records Law as it applies to such information. Certification By my signature below, I certify that this proposal meets or exceeds the requirements of this RFP. Authorized signature: Printed name and title: Date: Phone and email: Page 5 of 7
JOPLIN SCHOOLS FORMAL BID TERMS AND STANDARD CONDITIONS By submission of bid, written or electronic, bidder certifies that he has read all terms and conditions and that bids are submitted in accordance therewith. Such terms and conditions will be a part of each contract awarded. 1. Bids are to be submitted only on the specified bid sheet. Original must be signed by a responsible agent of the firm making the bid and show his or her title. 2. Both written and electronic bids must be sealed and be marked as sealed bids. All bids will be opened and read at the time and date specified on the bid sheet. This may be witnessed by any bidder or his/her agent. Bids received in the Purchasing Office after the specified time will not be considered. 3. Prices quoted will be considered to be net prices unless otherwise stated by the bidder. Cash discounts requiring payments in less than 15 days will not be considered in making awards. 4. Prices quoted shall be F.O.B. the designated Joplin Schools delivery point unless otherwise specifically stated on proposal. In either case, delivery charges must be prepaid. 5. By submission of bid, bidder certifies that he will be in a position to make delivery of items for which he/she bids within a period not exceeding 30 days after receipt of order or award unless otherwise specifically stated by line item. In the event that more than 30 days will be required, he shall state the number of days which will be required on each item which he/she cannot deliver during the 30-day period. Time of delivery in excess of 30 days may be considered in making awards. 6. Acceptance of a bid by Joplin Schools will be in the form of a regular purchase order, contract, or special written notice, to be issued within 30 days following the date of opening. 7. In case of default of contractor in making deliveries as per contract, Joplin Schools may procure the articles or services from other sources and hold the contractor responsible for all excess costs occasioned thereby. Bidder's record as to satisfactory performance under previous contracts will be considered a factor in making awards and retaining his name on bid lists. 8. Joplin Schools reserves the right to reject any or all bids, in part or in whole, and to waive informalities in bids received. 9. Bids on items which are proposed as "equal" to base specifications must show name of manufacturer, brand name, and catalog number, if any. In addition, bidder will furnish samples and complete specifications on such items, if and when requested by Joplin Schools. In all such cases the burden of establishing equality is upon the bidder and failure to do so within a reasonable time will result in rejection. Alternative bids (those on items which do not meet minimum specifications or which are submitted under highly restrictive conditions) will not be considered unless no other type bid for the item is received. 10. In case of tie bids, with all other factors considered equal, award will be made to only one of the low bidders. "Splitting" will be avoided and award of previous contract(s) will not be a factor. Awarding of the bid when all other factors considered are equal will be determined by the flip of a coin. 11. Final inspection and acceptance or rejection will be made after delivery. Items rejected because of nonconformance shall be removed and replaced immediately with those which meet specifications. 12. Quality, time of performance, probability of performance, and location of bidder will be factors in awards of all contracts. 13. In the event of any conflict between this policy and the bid proposal or terms submitted on any particular contract or purchase, the terms and conditions set forth in this policy shall take precedence. Note: A copy of this policy shall be furnished to all prospective bidders who are invited to bid on any contract with or purchase from the District, and the same shall become and be a part of each invitation to bid. Page 6 of 7
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