AUTOMATED TIME CLOCK SYSTEM REQUEST FOR PROPOSALS

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 http://lps.lexingtonma.org (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 http://lps.lexingtonma.org (under Quick Links: LPS Procurement/Purchasing) Questions Due 4/2/214 By 4: p.m. Email at LexingtonMA.Bids@sch.ci.lexington.ma.us Amendments Due 4/2/214 By 4: p.m. Posted on: http://lps.lexingtonma.org (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: LexingtonMA.Bids@sch.ci.lexington.ma.us 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

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 http://lps.lexingtonma.org (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 emailed to LexingtonMA.Bids@sch.ci.lexington.ma.us 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, 214. 1

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... 12 TERMS AD CODITIO... 17 GEERAL CODITIO... 17 AUTOMATED TIME CLOCK SYSTEM RFP TRAMITTAL COVER SHEET... 23 IMPLEMETATIO PLA COVER SHEET... 24 VEDOR BACKGROUD MATERIALS COVER SHEET... 25 PRICE PROPOSAL AUTOMATED TIME CLOCK TECHICAL REQUIREMET COVER SHEET... 26 REFERECE IFORMATIO... 27 CERTIFICATIO REGARDIG DEBARMET, SUSPEIO, IELIGIBILITY & VOLUTARY EXCLUSIO... 28 DISCLOSURE OF LOBBYIG ACTIVITIES FORM... 29 CERTIFICATE OF OCOLLUSIO... 3 CERTITICATE OF AUTHORITY... 31 CORPORATE/PARTERSHIP FORM... 32 PURCHASE AGREEMET... 33 2

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 http://lps.lexingtonma.org (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 emailed 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

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 http://lps.lexingtonma.org (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

5 LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 Employee Group Salary Hourly Total Dept of Pub Works 5 5 Library 44 44 Fire Dept 55 55 Police Dept 48 48 Election Workers 169 169 Recreational/Seasonal Employees 318 318 Miscellaneous (Finance, Mgmt, Treasurers, etc) 1 96 Grand Total 372 58 88 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 16 44 24 1 month Support Staff 78 78 Administrators 42 42 Athletic Stipends 58 58 Central Office Middle Managers 28 1 29 Occupational Therapist Assistants 3 3 6 Teachers 676 676 Education Support Staff 176 176 Campus Monitor 1 1 on Union Employees 11 66 77 Principals 9 9 Academic Stipends 12 12 Special Class Teacher Aides 13 13 12 month Support Staff 24 24 Substitutes 198 198 Summer Staff 5 5 Technology 13 7 2 Grand Total 1,19 616 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.

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

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 email 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 emailed 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

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

Electronic Bid Submission (supplement): LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 Email exact electronic copy of paper/hard copy submission to LexingtonMA.Bids@sch.ci.lexington.ma.us on April 11, 214 by 11: a.m. Email 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

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 emailed 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 emailed to proposers and posted on http://lps.lexingtonma.org. However, prior to the proposal opening proposers may correct, modify, or withdraw proposals by email request to LexingtonMA.Bids@sch.ci.lexington.ma.us. A signed letter by the proposer must be attached to the email 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

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

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

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) email notifications in the following scenarios: 1. Reminds staff of assignments, with date, location and time to report. 2. Emails daily absence summaries to building administrators 3. System is customizable to have control over what types of emails 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, email 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

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 email, 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

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 emails 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.

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 emails to employees regarding the number of hours will be paid on a given payroll. This automatic email 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 email 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 email 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

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, 219. 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

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

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

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

Delivery LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 The delivery time, as stated in the Proposal or Proposal Form, shall be the time required to deliver the complete item after the receipt of the order or award of the Contract. The right is reserved to reject any Proposal or Proposal in which the delivery time indicated is considered sufficient to delay the operational needs for which the commodity/ service is intended. For the term of this proposal DELIVERY is described to include unloading and movement of the furniture and/or boxes into the school building for all LEXIGTO PUBLIC SCHOOLS members. In some cases on small shipments, a building custodian may be available to help unload. However, under no circumstances shall a vendor assume LEXIGTO PUBLIC SCHOOL employees will be available for unloading. The vendor is responsible for coordination of delivery labor personnel with the trucking company. Debarment or Suspension The COTRACTOR certifies that it has not been debarred or suspended under M.G.L. c. 29, Section 29F, nor will the COTRACTOR contract for supplies from a debarred or suspended subcontractor on any public contract. 21

LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 PROPOSAL RESPOE FORMS FOR THE LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP 22

LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 ame of Proposer: AUTOMATED TIME CLOCK SYSTEM RFP TRAMITTAL COVER SHEET Must be submitted as the cover sheet to the completed LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM REQUEST FOR PROPOSAL to be valid Town of Lexington LEXIGTO PUBLIC SCHOOLS Instructions to Proposers Automated Time Clock System RFP By submitting this proposal the undersigned represents to the Town that it has examined and understands the Invitation for Proposals, contract forms, and all other documents in this proposal package. By submitting this proposal, the undersigned agrees that it shall be subject to the jurisdiction of the courts of the Commonwealth of Massachusetts with respect to any actions arising out of or related to this proposal or any contract that may be entered into based upon this proposal, and that any such actions commenced by the undersigned shall be commenced in the courts of the Commonwealth of Massachusetts. A Proposer wishing to amend this proposal after transmittal to the Town may do so only by withdrawing this proposal and resubmitting another proposal prior to the time for opening proposals. The undersigned proposes to furnish all labor and materials required for the work of the contract referred to above for the prices stated on the attached LEXIGTO PUBLIC SCHOOLS Automated Time Clock System, which prices are incorporated by reference into this proposal form. This undersigned vendor also agrees that, if selected as contractor, it will within five (5) days, Saturdays, Sundays and legal holidays excluded, after receipt of a contract from the Awarding Authority, execute the contract in accordance with the Request For Proposals. Authorized Signature Date Print Authorized ame Company ame Phone umber Address City/Town State Zip Code Email Address of Contact Person 23

RESPOE TABLE of COTETS Introduction Global Issues System Global Issues Data Center General Reporting Service Level Requirements Service Level Agreements (SLAs) External System Integration Web Enabled Functions Cloud Configuration Software Usability Transition Planning Client Web Interface User Compatibility Dashboard Functions Time & Attendance Attendance Data Capture Scheduling Functions Document Capture Document Retrieval Workflow Processing Business Continuity Plan Data Migration and Conversion Cloud Administration System Configuration Security System Implementation System Support (Return to TOP) ITRODUCTIO Copyright 1993 214 1

This excel file is formated to electronically collcect data and infomration regarding your companies response to the Town of Lexington, Lexington Public Schools Time Clock Request for Proposals. RESPOE (Return to Top) VEDOR GLOBAL ISSUES Contact Data: ame: Street Address: City: State: ZIP: Country: Web Site URL: Sales Contact: Phone: Cell Phone: Email: Sales Support Contact: Phone: Cell Phone: Email: Proposal ame: History: Please enter as appropriate your parent company, subsidiaries, affiliates, and other related entities. Parent Company: Subsidiaries: Affiliates: Copyright 1993 214 2

Partners: Other: If "OTHER" is indicated in the previous question, please list that information in the Response column: RESPOE Please enter into column C the YEAR the responding company was founded. 1993 Enter into column C the name of the responding company's CEO, or, if not a corporation, the current owner. Please indicate how long your company's CEO or OWER has been with the company: Less than 1 year: Less than 3 years: Less than 7 years: Less than 1 years: More than 1 years: Please indicate how long your company has been in business under the same ownership: Less than 1 year: Less than 3 years: Less than 7 years: Less than 1 years: More than 1 years: Please indicate how long your company has been active in the markets and industry segments addressed by this RFP: Less than 1 year: Less than 3 years: Less than 7 years: Less than 1 years: More than 1 years: Bill Jones How many lawsuits have been filed against the proposing vendor over the history of the company? Copyright 1993 214 3

RESPOE Is it TRUE there is O litigation pending, and O judgments outstanding, against the proposing vendor in any jurisdiction? If O, please describe the litigation or judgment in more detail in the Response column. Financial Profile: Is the firm responding to this RFP a public firm? If the response to the previous question is "YES", please enter the stock exchange and symbol of the responding firm in Column C: Is it TRUE the proposing vendor has OT received any large cash inflows from sources unrelated to software sales. Examples include stock sales, asset sales, and loans. If O, please use the Response column to describe large cash inflows that are not related to software sales. Enter your firm's CURRET Balance Sheet Data: Cash & Cash Equivalents: $. Other Current Assets: $. Current Liabilities: $. Total Debt owed: $. Quick ratio (current assets current liabilities): $. Enter your firm's CURRET YeartoDate Results: Total Revenue: $. Total Profit: $. Software License revenue: $. Software Services revenue: $. Support/Maintenance revenue: $. Hardware revenue: $. Enter your firm's Last Year Ending Results: Total Revenue: $. Total Profit: $. Software License revenue: $. Copyright 1993 214 4

RESPOE Software Services revenue: $. Support/Maintenance revenue: $. Hardware revenue: $. Enter your firm's Prior Year Ending Results: Total Revenue: $. Total Profit: $. Software License revenue: $. Software Services revenue: $. Support/Maintenance revenue: $. Hardware revenue: $. If asked, is the proposing vendor willing and able to provide audited (certified) financial statements for the last two fiscal years? Please indicate the average percentage of your company's resources (people and money) that are dedicated to new product development instead of existing product support? Less than 1%: 11 up to 25%: 26 up to 35%: 36 up to 5%: 51 up to 75%: (Return to TOP) & Staff Certifications: Will at least one member of the implementation team managing the proposed project on a daily basis be a Project Management Institute (PMI) certified Project Management Professional (PMP)? Will at least one member of the implementation team managing the proposed project on a daily basis be a Microsoft Certified Systems Engineer (MCSE)? Copyright 1993 214 5

Has your firm been certified at a specific Capabilities Maturity Model level? RESPOE Please indicate the SEI CMM Level your firm is currently certified at: O Certification: CMM Level o QC standardization: CMM Level 1 Informal QC standards: CMM Level 2 QC planned and monitored: CMM Level 3 Well defined QC: CMM Level 4 Quantitatively controlled QC: CMM Level 5 Continuously improving QC: Is your firm currently certified at SEI People Capability Maturity Model (PCMM) Level 2? Is this product's developer ISO 9 certified? Is your firm currently ISO 91:2 certified? The Customer requires the Contractor to demonstrate quality of past performance. This must be done by providing at least 5 references, of which at least 2 are similar to the Customer. If you are supplying references at this time enter a response of YES and click the "References" Tab to enter references. (Return to TOP) Project Management Capabilities: Although this phase of the project will be conducted jointly by the Lexington and the vendor this contract may be awarded to, the Lexington requires the vendor to play a lead role in managing the daytoday activities of the project. The Lexington will maintain overall responsibility for management of the project through a management team director appointed by the Lexington. The vendor will provide Project Status Reports to the Lexington management team director appointed by the Lexington. Will an implementation team dedicated solely to the Lexington's project be provided by the proposing vendor? Copyright 1993 214 6

Do you employ a refined, triedandtested system development and implementation methodology? If "YES", please describe this methodology fully in the " Explanation" column. RESPOE Will at least one member of the dedicated implementation team managing the proposed project on a daily basis be a Project Management Institute (PMI) certified Project Management Professional (PMP)? Please list the members of the dedicated implementation team to be provided. Use the cell in the "Response" column. Project Team Resumes: The Customer requires a resume in MS Word format for each member of the Project Team that will be assigned in the event a contract is awarded. Please include a ZIP file containing these resumes with your response to this RFP, and place the filename of this ZIP file in the "Response" column. ndor_resumes.zipresumes Project Schedule: An implementation schedule for the proposed system, including delivery dates, implementation milestones, task relationships and dependencies, and a timeline. Please include this on a separate document, in either Word or Excel format, and place the filename of this document in the "Response" column. dor_sched.doc Please indicate where the dedicated consulting team members will be located: Onsite at the Customer location: In the LOCAL office: In the REMOTE office: BOTH Customer site and office: (Return to Top) Copyright 1993 214 7

RESPOE SYSTEM GLOBAL ISSUES The features and functions listed in this section, and the corresponding vendor responses to each, apply globally to all components of the proposed system. Please indicate if the proposed system is: Webbased (a.k.a. SaaS): OnSite: BOTH Webbased and OnSite: Can multiple native languages be used simultaneously? Does the proposed system support multiple corporate entities simultaneously? Does the proposed system support multiple corporate entities simultaneously in just one database? Can the proposed system automatically transfer data, such as an employee s responses/paperwork, among different divisions, companies, locations, and corporate entities (EIs)? If YES, please explain in more detail in the Response column. Is an online Help Menu offering an Index of Topics and searchable by keyword, similar to that found in Windows, available in the proposed software? Does the proposed system support SQL fully? Please describe any SQL implementation or support issues relating to the proposed product. Is the proposed system based upon a client/server architecture? (Return to Top) Operating System Support: Copyright 1993 214 8

Please indicate which of the following are fully supported as SERVER Operating Systems: (OTE: enter any Version, Service, Support Pack, or other special requirements in the Explanation column as needed) o Server eeded Hosted SaaS Cloud based SaaS Apple Mac OS X Server v1.6 Snow Leopard Apple Mac OS X Server v1.5 Apple Mac OS X Server v1.4 Citrix XenServer 5.6 Citrix XenServer 5.5 Citrix XenServer 5. U3 Citrix XenServer 5. FreeBSD 8.x FreeBSD 7.x HPUX11i v3 Data Center OE (DCOE) HPUX11i v3 High Availability OE (HAOE) HPUX11i v3 Virtual Server OE (VSEOE) HPUX11i v3 Base OE (BOE) HPUX11i v2 IBM AIX 5L 5.2 IBM AIX 7.1 IRIX 6.5 ovell Open Enterprise Server ovell etware 6.5 ovell etware 6.5 SBS ovell etware 6. ovell etware 6. SBS ovell etware 5.1 ovell etware 5.1 SBS Linux 2.6.9 Linux 2.6.x Linux (Debian) Linux (Mandrake) Citrix XenServer 5.6 Oracle Enterprise Linux 5 Oracle Enterprise Linux 4 RESPOE Copyright 1993 214 9

RESPOE Red Hat Enterprise Linux 5.X Advanced Platform Red Hat Enterprise Linux 5.X Base Server Red Hat Enterprise Linux 5.X x86 (32 bit) Red Hat Enterprise Linux 5.X AMD64/Intel64 (64 bit) Red Hat Enterprise Linux 5.X XE Red Hat Enterprise Linux 5.X IBM POWER Red Hat Enterprise Linux 4.X x86 (32bit) Red Hat Enterprise Linux 4.X AMD64/Intel64 (64 bit) Red Hat Enterprise Linux 4.X XE Red Hat Enterprise Linux 5.X IBM POWER Red Hat Enterprise Linux IBM System z Solaris 1 x86 9/1 Solaris 1 x86 1/9 Solaris 1 x86 5/9 Solaris 1 x86 1/8 Solaris 1 x86 5/8 Solaris 1 x86 8/7 Solaris 1 x86 11/6 SUSE Linux Enterprise Server 11 x86 SUSE Linux Enterprise Server 11 AMD64 SUSE Linux Enterprise Server 11 XE SUSE Linux Enterprise Server 1 x86 SUSE Linux Enterprise Server 1 AMD64 SUSE Linux Enterprise Server 1 XE Ubuntu Linux 1.4 Ubuntu Linux 8.4 Ubuntu Linux 7.1 VMware ESX 2.X VMware ESX 3.X Vmware ESX 4.X Windows Server 28 / R2 DC (Datacenter) Windows Server 28 / R2 ET (Enterprise) Windows Server 28 / R2 Foundation Windows Server 28 / R2 HyperV Windows Server 28 / R2 STD (Standard) Windows Server 28 / R2 Web Copyright 1993 214 1

RESPOE Windows Server 28 X64 Academic Windows Server 28 X64 Datacenter Windows Server 28 X64 Enterprise Windows Server 28 X64 Foundation Windows Server 28 X64 High Performance Computer (HPC) Windows Server 28 X64 HyperV Windows Server 28 X64 Standard Windows Server 28 X64 Web Server Windows Essential Server Solutions EBS X64 28 Std Windows Essential Server Solutions X64 EBS 28 Prm Windows Essential Server Solutions X64 SBS 28 Std Windows Essential Server Solutions X64 SBS 28 Prm Windows Server 28 X86 Enterprise Windows Server 28 X86 Standard Windows Server 28 X86 Web Server Windows Server 23 / R2 ACA (Academic Edition) Windows Server 23 / R2 CCS (Computer Cluster Server) Windows Server 23 / R2 DC (Datacenter Edition) Windows Server 23 / R2 EE (Enterprise Edition) Windows Server 23 / R2 EE x64 Windows Server 23 / R2 S (Standard Edition) Windows Server 23 / R2 S x64 Windows Server 23 / R2 WEB (Web Edition) Windows Server 23 / R2 SBS (Small Business Server) Windows Server 23 DC (Datacenter Edition) Windows Server 23 EE (Enterprise Edition) Windows Server 23 EE x64 Windows Server 23 S (Standard Edition) Windows Server 23 S x64 Windows Server 23 WEB (Web Edition) Windows Server 23 SBS (Small Business Server) OTHER Server OS: If Other Server OS, please describe: Copyright 1993 214 11

Which of the following are fully supported as CLIET Operating Systems: RESPOE o Server eeded Hosted SaaS Cloud based SaaS Apple Mac OS Apple Mac OS X IBM OS/2 Warp IBM Linux (PowerHost) MS Windows ME MS Windows T MS Windows XP MS Windows 2 MS Windows VISTA? MS Windows 7? Red Hat Linux Standard Desktop SUSE Linux Desktop Ubuntu Linux Are "thinclients" fully supported by the proposed software? OTHER OS: If Other OS, please describe: Please list the Wireless technologies currently supported by the proposed software: Satellite: Cellular: GSM: CDMA: Wireless LA 82.11b: 82.11g: Bluetooth: UWB (Ultra Wide bandwidth): WAP: IMode: Copyright 1993 214 12

Other: If "OTHER" is indicated in the previous question, please list that information in the Response column: RESPOE Please indicate if the proposed software currently interfaces with and supports the following Portable/Handheld devices: Blackberry devices: iphones/ipads QR Codes Windows/Android devices Java enabled Cell Phones: Mobile Scanners: Swipe Time Clocks: Swipe Bar Coded ID Card Reader: Swipe MAG strip ID Card Reader: Biometric Hand Punch: Bar Code Gun: Bluetooth Bar Code Reader: extel Bar Code Reader: ID Card Printers: Biometric Fingerprint Scanners: Touch Screen Monitor: 3rd Party Time Entry Systems: Other: If "OTHER" is indicated in the previous question, please list that information in the Response column: Please indicate if the proposed software currently interfaces with PDA/Smartphone using the following Mobile Operating System(s): Android (Google): Apple ios: Bada (Samsung): Blackberry OS (RIM): Linux: Symbian O.S. (okia/accenture): Copyright 1993 214 13

webos (HP): Windows CE 3. and up: Windows Mobile 23: Windows Mobile 5.: Windows Mobile 6.: Windows Mobile 6.1 Windows Mobile 6.5: Windows Mobile 7.: Windows Mobile 7.5 Windows Mobile 8.: Windows Phone: Windows 8 (Microsoft future): Other: If "OTHER" is indicated in the previous question, please list that information in the Response column: RESPOE Please indicate which of the following PDA/Smartphones are interfaced with and supported by the proposed system: Blackberry (Verizon): Blackberry (Sprint/extel): Android iphone 4, 4s, 5, 5c, 5s Other Devices: If "OTHER DEVICES" is indicated in the previous question, please list that information in (Return to TOP) etworks Supported: Which of the following networks provide a compatible platform for the Windows version of the proposed system? PC LA Server? 3COM? Copyright 1993 214 14

Microsoft LA Manager? ovell? SCO UIX LA? Banyan Vines? Lantastic? PCET? Other? RESPOE Please describe the version requirements, if any, relating to the supported networks described in the preceding questions. Are any changes to the existing network software required? Please indicate which of the protocols (methodologies) listed below are supported by the proposed software for operation over a Wide Area etwork (WA): Leased Lines: T1: T3: X.25 (Cisco): Frame Relay: SOET/SDH: MPLS: ATM: ISD: WDM: SMDS: SDLC (Cisco): DSL: Bisync: Cable Modem: Other: If "OTHER" is indicated in the previous question, please list that information in the Response column: Is a dedicated server required? Copyright 1993 214 15

If a dedicated server is required please describe the server required and it's benefits: RESPOE Is there any limit on the size of a single library? Are any modifications to existing hardware required by the proposed system? If hardware changes are required please describe them here. (Return to TOP) System Fault Tolerance Please indicate which of the following measures or devices are provided by the proposed software: RAID 5 Disk support: Mirrored disk support: Hot backup system support: Warm backup system support: UPS monitoring: Redundant power supply: Transaction rollback function: (Return to TOP) Standards Supported: Does the proposed software provide or support standardsbased development tools (e.g. XML, CSS, DHTML, XSLT and other open standards)? Does the proposed software support current industry standard web programming frameworks (e.g. J2EE or Microsoft.ET). Does the software being proposed fully support standard messaging protocols (e.g. SMTP, MIME, HTML). Copyright 1993 214 16

Does the software support data exchange involving open standards and protocols for web services. This includes WSDL (web services definition language), UDDI (Universal Description, Discovery and Integration) and SOAP (Simple Object Access Protocol). RESPOE Please indicate which of the following standards and programming languages are integrated into and fully supported by the planned system: Does the system fully support C? Does the system fully support C++? Does the system fully support HTML? Does the system fully support VB? Does the system fully support XML? Does the system fully support J2EE? Does the system fully support Java? Does the system provide the JDK 1.4? Does the system fully support the second version of the Simple API for XML (SAX2)? Does the system fully support Document Type Definition iti (DTD)? Does the system fully support the Extensible Stylesheet Language Transformations (XSLT)? Is the Integrated Services Digital etwork ( ISD ) standard supported for all communications related functions? Is the ODMA (Open Document Management API) standard supported by the proposed system? Is the Fiber Distributed Data Interface ( FDDI ) standard for networking supported? Does the system fully support TWAIcompliant hardware peripherals? Does this vendor/product support the DMA standards? Is SSL fully supported by the proposed software? Are Digital Certificates fully supported by the proposed software? Does the system fully support TWAIcompliant hardware peripherals? Copyright 1993 214 17

Is the proposed software compliant with LDAP (Lightweight Directory Access Protocol)? RESPOE Is the proposed software CORBA compliant? Is the proposed software COM compliant? Is the proposed software DOM compliant? Is the proposed software ODBC compliant? (Return to TOP) Software Release Dates: When was the proposed software FIRST originally released to the general market? 25 What is the release date of the CURRET (last) release of the proposed software? 25 When is the next release of the proposed software planned? 25 Will the next release of the proposed p software require any data to be converted to a format different than the format required by the current version of the proposed software? Is the Architectural Orientation of the proposed software "Webcentric"? When was the proposed software first released with a "webcentric" architecture? 25 (Return to TOP) Scalability Issues: How scalable is the proposed software regarding the number of users? Please respond with a Min # Max # range, for example, 3 1 users. How many users per application server are supported by the proposed software? (Return to TOP) Copyright 1993 214 18

RESPOE VEDOR DATA CETER If the proposed solution is presented as SaaS or Cloudbased, please respond to the following to indicate how your data center is organized: Architecture: Please indicate where the data center computing infrastructure and services used to provide the proposed system are actually located: the Proposing 's Data Center: Amazon Web Services (AWS) Elastic Compute Cloud (EC2): Google AppEngine: Oracle Exalogic Elastic Cloud: SalesForce.com's Force.com: Other: If responding YES to Other, please describe: Does the data center provide full hardware infrastructure redundancy at all levels? Does the data center provide redundant and failover switches, routers, and servers? Does the proposed system utilize a loadbalanced server farm? Does the proposed system utilize operating systems that comply with the Center for Internet Security s standards? Does the proposed system utilize Microsoft.ET? Data Integrity Protection: Does the proposed system utilize RAID architecture? Does the proposed system use Enterprise Storage Area etwork (SA) equipment with xpb capacity? Does the proposed system utilize redundant d SA processor and switch connectivity? it Does the proposed system utilize redundant SA processor switch connectivity? (Return to Top) Copyright 1993 214 19

RESPOE GEERAL REPORTIG Foundation Issues: Can a user in any remote location use the Web to access the proposed software to initiate and receive a report via email? Please indicate which of the following file types a user can export reports to: Word: Excel: Access: PDF: TXT: HTML: If the proposed software offers a custom report writer, can newly created reports be added to the menu for later reuse, without programming? If the proposed software does not offer a custom report writer, can Crystal Reports be used, without programming? Is a popular, standard report generator used to create both the standard and custom reports offered by the proposed software? If YES, please explain in more detail in the Response column. Please indicate if the proposed system supports the following data presentations: Shows all detail at the transaction level: Shows all data summarized by transaction or data type: Shows all data summarized in line graph form: Shows all data summarized in bar chart form: Shows all data summarized in pie chart form: Does the proposed software provide standard, menudriven reports enabling the user to generate a summary or detail level report? Copyright 1993 214 2

Does the proposed software provide standard, menudriven reports enabling the user to generate a summary or detail level report categorized by user, project, or activity for a specified date range RESPOE Does the proposed software ability to filter reports by: Time entries that are completed: Approved: ot approved: Variance from Schedule Posted: Please indicate which of the following report sorting capabilities are supported by the proposed software: by site or range of sites: by cost center or range of cost centers: by client or range of clients: by portfolio or range of portfolios: by project or range of projects: by activity it or range of activities:: iti by task or range of tasks: by employee or groups of employees: by a group or range of groups: by team or range of teams: (Return to Top) Reporting Does the proposed system provide adhoc report writer? If "Yes" is indicated in the previous question, please describe in the Response column: Can the proposed system provide online analytical processing (OLAP)? If "Yes" is indicated in the previous question, please explain in the Response column: Can the proposed system provide dashboard capability? If "Yes" is indicated in the previous question, please explain in the Response column: Copyright 1993 214 21

Can the proposed system provide the ability to create workforce alerts (e.g. email reminders, reports) If "Yes" is indicated in the previous question, please explain in the Response column: RESPOE Can the proposed p system provide reports? If "Yes" is indicated in the previous question, please list reports in the Response column: Are table joins required in order to create reports from multiple data sources: Absenteeism/Attendance accrual data Job Salary Hours worked Hours expended of approved/budgeted hours Other: If "OTHER" is indicated in the previous question, please list that information in the Response column: Provides ability to schedule standard reports. Provides access to unlimited years of check and schedule history. Does the proposed system provide users the ability to define the following : selection criteria data ranges sorting and grouping options report output Other: If "OTHER" is indicated in the previous question, please list that information in the Response column: Provides ability to access reports area from within the system. Provides userfriendly, graphical user interface for accessing and running reports. Copyright 1993 214 22

Provides pointintime reporting capabilities. Provides integrated ad hoc report writer. Generates reports on all fields that exist in the data dictionary. Allows for incorporation of graphics such as logos. Provides easytouse report catalog; user is not required to understand the database design. Presents data in a way that makes it easy for users to navigate within a database and assemble reports. Provides ability to change field names. Does the system provide the managers with standard preformatted reporting functionality: RESPOE Managers can run reports on live data. Managers can select report criteria at run time. Access to reports is based on a manager s role (filtered security setup). Data on reports is filtered by the manager s security (filtered security setup). Report results can be stored. Managers can view and reuse a previously stored report. Managers can select a report sort order. Manager can select a report group order. Manager can select report page breaks. Managers can set expiration dates for reports. Managers can set up scheduled reports Managers can output reports in PDF format. Managers can output reports in Excel format. Does the system provide Ad hoc Reporting from a Web browser: Ad hoc reports can be scheduled. Reports be run while managers are in other parts of the system. Managers can store and access previously run reports. Managers can create custom reports. Reports can be assigned an expiration date for automatic purging. (Return to TOP) Copyright 1993 214 23

RESPOE SERVICE LEVEL REQUIREMETS In addition to the business processes mentioned elsewhere in this RFP, there are several special service functions that must be addressed on their own. These are Disputes Resolution, Disaster Recovery Planning (DRP), HelpDesk, Security, and Confidentiality. Each is described below. Please indicate your agreement and compliance by marking each with a YES response. Dispute Resolution: The Client requires all ESPs responding to this RFP to agree that they are not permitted to withhold services in the event a dispute arises over some aspect of the contract between the Client and the ESP. The ESP agrees to establish a binding dispute settlement process as part of the transition plan discussed elsewhere in this document. The Client requires the successful bidder to prepare a detailed "Cessation of Services" plan designed to transfer the outsourced business processes back to the Client. This plan must be developed as part of the Transition effort. Disaster Recovery Planning: The ESP shall provide a Disaster Recovery and Business Continuity Plan to ensure that all resources supporting Client's outsourced business processes are protected. The plan must be an ongoing process, in which both preventive and preparedness measures are taken to help prevent a business interruption and survive a disaster. The ESP must provide proof of existing management policies and procedures addressing the development, maintenance, and testing of business continuity and recovery plans for the services being provided. The plan must include the technology infrastructure that ensures the continued operation of critical business functions when business services are disrupted or otherwise unavailable. Subjects that must be addressed include: risk assessment and control, business continuity alternatives, emergency response, communication plans, and overall business recovery plan maintenance. ESP acceptance can your firm meet the above requirement? Help Desk: Copyright 1993 214 24

The Client requires the ESP to provide a customer Help Desk to service, track and route requests for help with the outsourced procedures and services. This includes both incident management and service request management. The ESP's customer support Help Desk must be tailored to address Client specific functions. RESPOE The HelpDesk must be provided via a toll free telephone number for service calls. The phone number must be available 24 hours a day, 365 days a year with response consistent with the service level selected by the client. Security: The Client requires ESPs to implement and manage systems and procedures that address the Client's security ypolicies, and adopt any revised or expanded policies that the Client implements during the life of the contract. Activities that must be addressed include user ID creation/deletion, password setting/resetting, creation of limited access shared space on servers, secured installation of assets, secured backup tape storage, destruction of data on failed hardware components (for example, data on a server hard drive that fails) and confidential data protection methodologies. The ESP will also secure network resources against unauthorized access from internal or external sources Confidentiality: The Client requires that all information the Client considers to be sensitive must be protected by the ESP from unauthorized disclosure, modification, or access. Types of sensitive information that will be found in the Client's systems the ESP may support or have access to include, but are not limited to: Privacy Act information, information subject to special statutory protection, including data with respect to children and family services, information on pending cases by Equal Employment Opportunity (EEO), labor relations, legal actions, disciplinary actions, complaints, IT security, pending cases, civil and criminal investigations, Health Insurance Portability and Accountability Act (HIPAA) data, and Federal Tax data subject to IRS Publication i 173. (Return to TOP) SERVICE LEVEL AGREEMETS (SLAs) Copyright 1993 214 25

The Client requires a comprehensive set of Service Level Agreements (SLAs) to monitor the execution of the outsourced business processes. At minimum, a detailed SLA for each business process and its applicable performance evaluation parameters, as mentioned in the Business Process Analysis section above, must be prepared by the ESP. Each SLA must address the following topics at minimum: RESPOE SLA overall purpose and goal. Deliverables what will be delivered: Description each instance of each transaction Service Description. What is OT included a detailed description! Communication Method: Service Level Breakdown: Definition: Function/Activity Description: Delivery Time Window: Delivery Deadline (if applicable): Response Cycle Time (if applicable): Levels of Effort definitions of each: Output Requirements: Performance Specifications: Security required safeguards needed: Contingency Plan handling unusual situations: Reliability eeded: d Loss of Service Impact (the impact on Client if this service is not available or accessible). Disaster Recovery Planning (describes how fast this service must be recovered). SLA Management (describe how will it work). SLA Management Reporting (describe what reports are needed and their frequency) SLA Disagreements (describe how will they be resolved.) Cost Structure: by Incident or Transaction (as applicable): by Time Period (as applicable): Copyright 1993 214 26

Performance Incentives: (list any incentives available if specific levels of service are maintained): Performance Penalties: (list penalties to be paid if specific levels of service are maintained) Will the ESP allow the customer to exit the contract without penalty if there are repeated failures to meet the SLA? Will the ESP provide SLAs for computer hardware? Will the ESP provide SLAs for computer operating systems? Can the ESP provide SLAs for business procedure specific issues in addition to system level technical issues? Will the ESP provide SLAs for third party applications? Can the ESP provide an average turnaround time for each type of SLA it proposes? RESPOE Can the ESP provide an average problem resolution time for each type of SLA it proposes? (Return to TOP) Copyright 1993 214 27

RESPOE EXTERAL SYSTEM ITEGRATIO General: Please indicate if the proposed software supports the following data export formats: MS Excel: TXT: HTML: XML: TSV: CSV: Plain ASCII: Proprietary Format: Other: If "OTHER" is indicated in the previous question, please list that information in the Response column: Please indicate which of the following systems and tools the proposed p software successfully integrates with: MS SQL Server 2: Level of Integration: API Level: ProcedureCall Level: Messaging Level: Batch Import/Export: Certified using a formal certification process? MS SQL Server 25: Level of Integration: API Level: ProcedureCall Level: Messaging Level: Batch Import/Export: Copyright 1993 214 28

RESPOE Certified using a formal certification process? MS Access Level of Integration: API Level: ProcedureCall Level: Messaging Level: Batch Import/Export: Certified using a formal certification process? MS Excel Spreadsheets: Level of Integration: API Level: ProcedureCall Level: Messaging Level: Batch Import/Export: p Certified using a formal certification process? 3rd Party ETL tools: Level of Integration: API Level: ProcedureCall Level: Messaging Level: Batch Import/Export: Certified using a formal certification process? Oracle RDBMS: Level of Integration: API Level: ProcedureCall Level: Messaging Level: Batch Import/Export: Copyright 1993 214 29

RESPOE Certified using a formal certification process? Other: Level of Integration: API Level: ProcedureCall Level: Messaging Level: Batch Import/Export: Certified using a formal certification process? If "OTHER" is indicated in the previous question, please list that information in the Response column: External Web Services Integration: Please indicate if the software supports web services using the following technologies: SOAP Java Does the proposed software provide facilities for integrating external news sources (subscription/syndication)? Does the proposed software provide any Open Content Services for integrating thirdparty content management systembased content? Does the proposed system support synchronous and asynchronous messaging between multiple systems? Does the proposed system support the XML protocol? Does the proposed software's browser based system functions support the Java protocol? Does the proposed system support the Microsoft SharePoint Portal Server? Can the proposed system be configured to be accessed through the Customer's public and/or internal web sites, which use Schoolwires (http://www.schoolwires.com/site/default.aspx?pageid=1). Copyright 1993 214 3

RESPOE (Return to Top) WEB EABLED FUCTIO Foundation Issues: Is access to the proposed system fully Web browser based for all suites, modules, and functions? Does the proposed system employ (supports) a web services architecture? Web Site Integration Capabilities: If needed, can the proposed software be seamlessly integrated with the Customer's existing web site? Does the proposed software provide facilities for fully capturing data from the Customer's existing iti Wb Web site via HTMLf forms? Does the software enable the user to save a specific database view as an HTML page? Does the proposed software provide a facility that enables the user to publish data to the Customer's s website? Administration: Please indicate if the software provides the ability to provide the following portal administration features: Personal profiles Usage and Activity statistics Security reports Load balancing and caching Copyright 1993 214 31

Please indicate if the software enable users to quickly create a community subsite and delegate ongoing site management and content publishing to line of business teams? RESPOE Does the software provide utilities for changes to underlying tools and programs, including portlets, pagelets, content? Does the software provide reports documenting changes made to underlying tools and programs, including portlets, pagelets, content? Site Capabilities: Please indicate which of the Web Portal functions listed below are supported by the proposed software: Email Client: Save Sent Email : Create/Maintain Mail Folders: Store All Email in Folders: Create/Maintain Address Books: Email Search & Retrieval Function: Web Search Engine Capabilities: Internal Sitewide Search Engine Capabilities: Web Portal Page Creation & Maintenance: Static Web Pages: Dynamic Web Pages: Prebuilt Home Page Templates: Prebuilt Content Page Templates: Graphics Library: Discussion Forum Capabilities: Shopping Cart Capabilities: Product Catalogue Maintenance Facilities: Sales Order Management Capabilities: Customer Order Status Query Function: Copyright 1993 214 32

RESPOE Payment Gateway Capabilities: Feedback Email Form: Classified Ad Module: Online Auction Capabilities: Whitepaper p Submission Capabilities: Whitepaper Retrieval Module: Other: If "OTHER" is indicated in the previous question, please list that information in the Response column: Content t Management: Does the proposed software provide facilities for rolebased filtering of content? Does the software provide the following content management functions: Versioning Publishing ( to production servers) Audience targeting Does the software enable and support content categorization, classification, and XMLdefined content taxonomies/schemas? Does the software support the association of information (content) with a business transaction, no matter where it resides? Collaboration: Does the software support Collaboration by providing the following: Survey capabilities Selfadministered discussion threads: Distributed discussion threads: Copyright 1993 214 33

RESPOE avigation: Does the proposed software provide the facilities needed to create a personalized, multitabbed homepage with: Single SignOn Userdefined Personalization Userdefined ''My Links' Userdefined "Shortcut" collections Search Functions: Does the proposed software provide search engine capabilities for structured content? Does the proposed software provide search engine capabilities for unstructured content? Does the proposed software provide search notifications for users when new content appears in the search results? Workflow: Does the software facilities for Routing and Approval processes, alerts and document management? Does the proposed software provide a visual tool for building workflow processes with 'drag and drop' components? Databases Supported: Does the proposed system support use with the following databases: Access (Microsoft): Adabas by Software AG: CodeBase: DB2 (IBM): Copyright 1993 214 34

RESPOE Empress DBMS: Filemaker: Gupta SQLBase: Informix (IBM): mysql: Oracle Database: SQL Server (Microsoft): Sybase Adaptive Server: Other: If "OTHER" is indicated in the previous question, please list that information in the Response column: Browser Support: Please indicate which of the Web Browsers listed below are supported by the proposed software: Google Chrome (current versions): Oldest version supported (respond in Col C:) CrystalPort (current versions): Oldest version supported (respond in Col C:) Emacs@ (current versions): Oldest version supported (respond in Col C:) Konqueror (current versions): Oldest version supported (respond in Col C:) Icab (current versions): Oldest version supported (respond in Col C:) Internet Explorer (current version): Oldest version supported (respond in Col C:) Lynx (current version): Oldest version supported (respond in Col C:) Mosaic (current versions): Oldest version supported (respond in Col C:) Mozilla (current versions): Oldest version supported (respond in Col C:) eoplanet (current versions): Copyright 1993 214 35

Oldest version supported (respond in Col C:) etscape (current version): Oldest version supported (respond in Col C:) ettamer (current versions): Oldest version supported (respond in Col C:) OmniWeb (current versions): Oldest version supported (respond in Col C:) Opera (current versions): Oldest version supported (respond in Col C:) Phoenix (current versions): Oldest version supported (respond in Col C:) Safari: Oldest version supported (respond in Col C:) Other: If "OTHER" is indicated in the previous question, please list that information in the Response column: RESPOE Web Security: Does the proposed system provide Content access control based on: User Profile: User Action: Role: Content type: Can the proposed system provide Dynamic security based on userdefined business rules? Does the proposed system provide native integration with Microsoft Active Directory? (Return to TOP) Cloud Configuration (True Cloud vs Hosted): Is the proposed system a Cloudbased system that utilizes the following: Multipletenant, multiple database structure: Copyright 1993 214 36

Multiple tenant with shared database, multiple schema per tenant: RESPOE Multipletenant with Shared database & shared schema: Is the proposed system setup to be a: singletenant applications with isolated databases, running in their own application instance: multitenant, completely webbased application: Does the proposed Cloud system provide all customers with selfservice applications? Does the proposed system offer all customers instant upgrades that are installed automatically when they are released? Does the proposed system provide a set of connectors to other cloud services in a secure environment? Is the proposing vendor a hosting Value Added Reseller (VAR) for the proposed system? Will the proposing vendor guarantee that you organization is always running on the latest version of the software? In the proposed system, will customizations be upgraded automatically? (Return to Top) Copyright 1993 214 37

RESPOE SOFTWARE USABILITY USER ITERFACE If the proposed system is capable of running on multiple dissimilar platforms, such as Mac OS X (latest version), Linux and Windows 7, is the user interface consistent on all supported platforms, with only minor variations between the two? Search Facilities: Can users search the document database by keyword? Can users search the document database by Boolean command string? Can users search for documents by keyword and Boolean commands simultaneously? Is it possible for a user to quickly change which data is displayed in the results of an inquiry or search? Is it possible for an user to attach a hardcopy document to a existing document by scanning the document, then setting up a link to the document scan image from the document maintenance screen? Is it possible for a user to attach an email to an existing document by setting up a link to the email from the document maintenance screen? Can users search the attached documents or emails? Can users easily view a hotlist of recently performed searches and reuse them if desired? (Return to Top) Copyright 1993 214 38

RESPOE USER DEFIED FEATURES Customizable Online Help: Is a customizable online Help facility offering an Index of Topics and searchable by keyword, available in the proposed software? Can the online help provided by the proposed software be customized by an administrative user with appropriate security? Can the online Help be modified by a user with proper clearance? Does the proposed software provide contextsensitive help, i.e., help specific to individual data entry fields or related collections of fields? If the proposed software provides for userdefined fields, can online help related to each individual field be created? Are DETAILED error messages that enable the user to identify and correct the problem causing the error provided by the proposed software? (Return to Top) Customizable Screens: Does the proposed software provide the ability for an authorized user to customize screens? If YES, please indicate which of the following can be customized by the user: Screen background Field locations Source menu Please indicate which of the following can be customized by an authorized user: Field Labels: Field Data Types: Input Validations: Is the ability to create enduser specific "views" provided by the proposed software? (Return to Top) FieldLevel Customizations: Copyright 1993 214 39

Does the proposed software offer a facility to easily customize the key field terminology used throughout the system without programming or scripting? RESPOE Can terminology appearing in onscreen Field Labels be customized? For example, can "staff" be changed to "technician" in all appropriate onscreen Field Labels? Can terminology appearing in onscreen text boxes be customized? For example, can "staff" be changed to "technician" in all appropriate Text Boxes? Can terminology appearing in onscreen DropDown Boxes be customized? For example, can "staff" be changed to "technician" in all appropriate DropDown Boxes? Can terminology appearing in Screen Captions be customized? For example, can "staff" be changed to "technician" in all appropriate Screen Captions? Can terminology appearing in Screen Displays be customized? For example, can "staff" be changed to "technician" in all appropriate Screen Displays? If the proposed software provides user defined fields, does it allow a user with proper clearance to designate the input validation rules used to validate data entered into the field? (Return to TOP) Copyright 1993 214 4

RESPOE TRAITIO PLAIG Transition is defined as those tasks required to move the Client's operations, as defined elsewhere in this document, to the ESP's environment. A "discovery" or "due diligence" period may be required to review the Client's existing environment and procedures key information. The Client requires a thorough transition plan to be created. At minimum, this plan should address the following: (Please mark your compliance with a YES response.) Project Team Building: Level 3 Process Development & Design: Project Management: SubProcess Sequencing: Task ID: Timelines: Work Breakdown Structure (WBS) chart: Hiring (if needed): Develop Approval Process: Training at Client Site: Training at ESP Site: Develop Reporting Specifications: Report Format: Rpt Frequency: Develop & Agree on Service Levels: Develop and agree Detailed Pricing: Stress Testing: Investigate Failure Points: Perform Failure Mode and Effects Analysis (FMEA): Develop Failure Mitigation strategies and implement: Adjust & Validate Pricing: CutOver: Copyright 1993 214 41

The ESP agrees to work with the Client to develop a dispute resolution plan for resolving disputes that may arise over the terms of any contract that may exist between the two parties. The ESP further agrees that withholding services to settle a dispute is not an option. Withholding of services can only be done if both parties agree. RESPOE (Return to TOP) CLIET WEB ITERFACE Since the vast majority of all contact with the Cloud will be over the web, it is critical the Web interface provided by the ESP be especially robust and dynamic. The ability of Client users to easily obtain information from, and provide information to, the Cloud system is of vital importance. Please indicate which of the following can be configured dynamically by a duly authorized Client user: Accessible Functions (System Parameter Maint, Approval, etc.): Fields visible onscreen: Access to System Functions: (Return to Top) USER COMPATIBILITY User Defined Fields Does the proposed software enable an authorized user to define totally new fields on screens currently used within the system? If the proposed software enables new user defined fields, does it allow a user with proper clearance to designate the Field Label displayed onscreen to describe the field? If the proposed software enables new user defined fields, does it allow a user with proper clearance to designate the allowable Field Data Type (numeric, binary, etc.)? Copyright 1993 214 42

If the proposed software enables new user defined fields, does it allow a user with proper clearance to designate if the new field should be indexed for use in indexed searches? RESPOE If the proposed software enables new user defined fields, does it allow a user with proper clearance to designate the input validation rules used to validate data entered into the field? If the proposed software supports new user defined fields, does it allow a user with proper clearance to designate DropDown Lists containing the entries valid for each field? If the proposed software enables new user defined fields, does it allow a user with proper clearance to designate that t the new field be used as a workflow control parameter? If the proposed software enables new user defined fields, does it allow a user with proper clearance to designate that the new field be used on a userdefined report? (Return to Top) Online Help Issues Is an online Help Menu offering an Index of Topics and searchable by keyword, similar to that found in Windows, available in the proposed software? Can the online Help be modified by a user with proper p clearance? Does the proposed software provide contextsensitive help, i.e., help specific to individual data entry fields or related collections of fields? If the proposed software provides for userdefined fields, can online help related to each individual field be created? Are DETAILED error messages that enable the user to identify and correct the problem causing the error provided by the proposed software? Copyright 1993 214 43

RESPOE (Return to Top) Process Customization Does the proposed software enable an authorized user to specify the business process rules to be used? Is a graphical flowcharting tool made available to the user for creation of business process rules and workflow using a "drag and drop" action? Does the proposed software provide the ability to setup timers and alarms, within the workflow process being defined, to alert users of impending deadlines? Does the proposed software provide a userdefinable "Agent" or "Wizard" facility to automate existing business processes by displaying the screens needed in the correct sequence? (Return to Top) DASHBOARD FUCTIO Dashboard Design: Does the proposed software provide a webbased design environment? Does the proposed p software provide tools to facilitate ease of design and maintenance? Does the proposed software provide system components reusable in multiple dashboards? Does the software provide WYSIWYG design mode? Does the proposed software provide structure mode for faster design without all data required? Does the proposed software provide the ability to undo? Does the proposed software provide the ability to record in design mode? Can the software provide the ability to Format templates for consistent look and feel? Does the proposed software provide facilities for embedding a Java development environment or Visual Studio or SDK? Copyright 1993 214 44

RESPOE Does the proposed software support userdefined calculations using data not in data warehouse? Dashboard Layout: Can the proposed software provide the ability to resize portal objects independently Does the software provide multiple data sources within dashboard presentation? Can the proposed software provide the ability to display multiple objects (table, chart) on a page? Can the proposed software provide user defined layout? Dashboard Presentation: Does the software provide the ability to display maps? Does the software system provide the ability to display the following charts: Bullet Graphs Hi/Lo Chart Spark Lines Gauge Chart Other If "OTHER" is indicated in the previous question, please list that information in the Response column: Does the software provide the ability to create own visualizations? Conditional formatting traffic lights, trend arrows, highlighting of exceptions and variances within tabular display Does the software system provide conditional formatting : Traffic Lights: Trend Arrows: Highlighting exceptions within tabular display: Highlighting variances within tabular display: Other: If "OTHER" is indicated in the previous question, please list that information in the Response column: Alerting: Copyright 1993 214 45

RESPOE Does the software system provide the following alerts : Visual display of exception values or text: Email notification: User defined in addition to centrally defined: If "OTHER" is indicated in the previous question, please list that information in the Response column: Does the software system provide alert as textual display within dashboard? Does the software system provide alert as RSS feed? Analysis: Does the software system provide top 1 ranking Does the software system provide trending time based analysis Does the software system provide this Year/Last Year analysis Does the software system provide predictive analysis / what if Does the software system provide asymmetrical reporting (expand Q4, collapse Q1Q3) KPIs/Metrics: Does the software system provide ITdeveloped KPIs as part of dashboard? Does the software system provide webbased screen for users to enter target for KPI Does the software system provide userdefined KPIs Does the software system provide multiple targets per metrics (stretch goals) Dashboard Interactivity: Does the software system provide the ability to drilldown Does the software system provide the ability to drill from one dashboard to another with context passed Does the software system provide the ability to pivot / drill by other dimensions Does the software system provide global filter for all gadgets in dashboard? Does the software system provide the ability to resort data in a table within an existing dashboard? Does the software system provide Sliders/ Lassos to select content? Does the software system provide overall usability and navigation Does the software system provide flash animation? Copyright 1993 214 46

RESPOE Delivery: Does the software system provide the ability to print the whole dashboard? Does the software system provide the ability to export to PDF Does the software system provide the ability to export to Excel Does the software system provide the ability to print one widget Does the software system provide PowerPoint Does the software system provide disconnected access Does the software system provide Live Excel connectivity Architecture: Does the software system provide broad and flexible data access for the following: OLAP: Relational: Other: If "OTHER" is indicated in the previous question, please list that information in the Response column: Does the software system provide the ability to cache fast response time consistently? Does the software system provide dashboard integration with other tools in the BI Suite? Does the software system provide auto refresh/requery of dashboard objects? Does the software system provide inmemory database? Does the software system provide webbased dashboard delivery? Does the software system provide support for 64bit Does the software system provide support for Linux/Unix Does the software system provide the ability to use Applet/activex controls? (Return to Top) TIME & ATTEDACE COMPLIACE ISSUES Please indicate if the proposed software is in full compliance with the following regulations and guidelines: HIPAA (Healthcare Insurance Portability & Accountability Act) Copyright 1993 214 47

RESPOE 21 CFR Part 11 on FDA Compliance: ISO Certification: FMLA (Family Medical Leave Act): FLSA (Fair Labor Standards Act): SOP 98 for GAAP: Government Paperwork Elimination Act (GPEA): United States' (FAR) regulations: State wage laws (ex: Massachusetts wage laws): SIX Sigma: Disabilities Act: DCAA (Defense Contractor Audit Agency): FMFIA (Federal Managers Financial Integrity Act): European Time Directives: (Return to Top) USER DEFIED PROCESSES Please indicate which of the following are made available on a userdefined basis by the proposed software: Time & Attendance Rules: Employee specific default timesheet view: Approval workflow: Overtime policy: Automated approval rules: Does the proposed software support and utilize a userdefined Work Breakdown Structure (WBS)? Please indicate which of the following WBS components can be defined by the user: Clients: Projects: Tasks: Activities: Indicate which of the standard time periods are supported: Weekly: Biweekly: Semimonthly: Monthly: Copyright 1993 214 48

RESPOE Can period types and lengths be overridden on an individual employee basis? Can period types and lengths be overridden on an group of employees basis? (Return to Top) OVERALL CAPABILITIES Please indicate the function categories available at the desktop: Time sheet entry: Activity assignment: Time sheet approval: Reporting: Please indicate which functions are totally enabled through any Web browser without the installation any other software: Time sheet entry: Activity assignment: Time sheet approval: Reporting: Can GPS data be collected to locate remote time collection? Please indicate which of the following functions are supported and available via email: Time sheet entry: Activity assignment: Time sheet approval: Reporting: (Return to Top) TIME AD ATTEDACE DATA CAPTURE Does the software enable employees to attach OTES to time entries? Does the proposed software enable users to enter the activity performed during a specific time range? Does the proposed system report average hourly employee pay rates in user defined periods without constraints? Does the proposed system require daily based accrual tables? Does the proposed system require hourly based accrual tables? Copyright 1993 214 49

RESPOE Does the system automatically calculate the following: Vacation time accrued: Sick time accrued: Compensation time accrued: Does the proposed system totally eliminates the requirement for manual time card preparation, collection, filing, storage, and retrieval.? Please indicate if the proposed software supports access by and data entry from the following devices: Biometric (fingerprint): Magnetic strip: Bar code: PC: PDA: Wireless devices: RIM devices: Web Punch: Web Punch w/touch Screen: Windows Applications: Windows App w/touch Screen: Can employees submit their timesheets by email? Are timesheets submitted via email AUTOMATICALLY entered into the database? Please indicate the email protocols supported by the proposed software: POP3: MAPI: SMTP: VIM: Is the use of First Class for time entry and assignment fully supported? Is the use of MC Excel for time entry and assignment fully supported? Are Time Clock punches made available to authorized employees for viewing/reporting purposes in realtime? Copyright 1993 214 5

The system shall allow for management overrides as required. RESPOE The system should allow management to set early/late clockin thresholds with automatic adjustment to scheduled hours. The system should require management authorization for early/late clockins. The system should require management authorizations for unscheduled clockins. The system should support an unlimited number of shifts. The system should support an unlimited number of pay policies. Please indicate which of the following overtime pay capabilities are supported by the proposed software: Daily, weekly, or period level multiple overtime thresholds: Overtime paid if outside of scheduled work time or on holidays: Weekly overtime for semimonthly or monthly pay schedules: Calculate l credits to FLSA requirements for daily overtime according to company policies: Attendance Tracking System must be able to identify employees that are clocked in and track hours over user definable periods. The system should support flex time, split shifts, departmental transfers, etc.. System must track attendance records showing late days, absences etc.. Copyright 1993 214 51

Can the proposed software automatically alert management of impending events such as breaks, lunches, shift changes, etc. as they are approached, met and exceeded in user defined periods. RESPOE Management must be able to manually enter/audit time and attendance data as necessary. Employees should be able to temporarily override automated time and attendance limits. Management must authorize transactions ti based on the previous item within user defined d limits. System must maintain employee schedules for an unlimited number of shifts. Access rights of employee information must be limited by employee and/or employee group. The system should provide a user interface with access rights per employee and/or employee groups for scheduling. (Return to Top) Scheduling Functions The system should support scheduling of employee by location and position. Are true ROTATIG schedules fully supported by the proposed software? Does the software fully support REPEAT user schedules? The system should support scheduling employees time across multiple shifts and/or locations. Can the proposed software track the following time elements used by designated employees over user definable periods? FMLA: Copyright 1993 214 52

Holiday: Sick: Vacation: Track leave time earned by exempt or nonexempt employees: RESPOE Please indicate which of the following leave management functions are fully supported: Userdefined leave time usage and entry policies: Supports for borrowed time & negative leave time entries: Automatically updates timesheet for holidays: Automatically updates timesheet for Employer Defined nonwork days: Track leave time earned by exempt or nonexempt employees: The system must be able to set constraints for scheduling of employees based on user defined parameters including workable hours, shifts, days of week, vacations, etc. Each location must be able to print a schedule for posting. System must display the currently scheduled hours and cost of labor for the current day The proposed system must display the total hours and cost for the week. System must display daily and weekly productivity based on the scheduled hours and recent weeks sales information The system must be able to print or export a copy of each individual employee's schedule or the entire weekly schedule displaying all employees scheduled for all days during the week. System must support Sunday as a week starting day and Saturday as a week ending day System must support Friday as a week starting day and Thursday as a week ending day Copyright 1993 214 53

RESPOE Please indicate which of the following periods are supported: Bi Weekly: System must maintain employee schedules for an unlimited number of shifts. System must keep a journal as back up for all transactions System must store database of all employees with key personal information, including availability The system must support all federal, state and local regulations regarding wage and hour for adults and minors. Alerts & Messaging System must alert appropriate managers of employee probation period approach, met or exceeded. Please indicate which of the following Email messaging capabilities the proposed software supports: Changes in Timesheet status (completed, approved, rejected): On Timesheet exceptions (early departure, no punch out, lates, etc.): Reminders about Leave time before it expires: Employee review dates: Employee termination date: Can the user define the content of a specific message type? Can the user define what event will cause an alert message to be sent automatically? Can the user define in advance which user(s) or group of users should receive a specific type of automatic email alert? Copyright 1993 214 54

System must be able to alert appropriate employees when employee hours or store hours are approaching, reached and/or exceeded. RESPOE (Return to Top) 3rd PARTY APPLICATIO ITERFACES Please indicate if a full interface is supported between the proposed software and the following Payroll systems: MUIS: Please indicate if a full interface is supported between the proposed software and the following Enterprise Application systems: MUIS: The system should be able to export user defined payroll data in common open formats. Time and Attendance Can the proposed system provide scheduling capabilities? If "Yes" is indicated in the previous question, please explain in the Response column: Can the proposed system provide leave management feature? Includes multiple rounding rules by pay group. Multiple grace periods by pay group. Allow for the ability to automatically lock timesheet records once approved. Allow for authorized users, such as Payroll Admin, the ability to have full access to locked timesheet. Allow for the ability for supervisors to designate a backup for a defined date/time range. Unlimited number of user defined time/earnings code. Includes the definition and application of complex pay rules based on timesheet details. Date effective recording of all timesheet and employeerelated data. Our organization can maintain and modify any and all complex pay rules without vendor intervention. Copyright 1993 214 55

RESPOE Does the proposed system provide the definition and processing of holiday roll calculations where an employee may be paid for a public holiday on an alternate day? For example, the public holiday falls on an employee s off day. Therefore, employee will take the holiday and receive holiday pay on their last scheduled workday. Includes shift differentials that are paid in multiple different ways based on pay group, union contract and shift worked. Allow employee punch captured for start and stop times of shifts, breaks and lunches. Allow group change capabilities to modify common elements in a group of employee timesheets. Timesheet values can be adjusted by week and selected days within a week by authorized users. Provides a comprehensive audit trail of all changes made to the timekeeping records. Tracks both standard and actual hours by activity code for analysis purposes. Stores employee (contractor) hours to be withheld from payroll upload. Allow automatic processing of dual rate employees those that get paid a higher rate when working out of class jobs. Retro calculations based on payroll transfer date. (LPS: OT REQUIRED) Does the proposed system provide the ability to view overtime by: employee's shift time period Other: If "OTHER" is indicated in the previous question, please list that inforfmation in the Response column: Allow validation of labor codes, in an online fashion, when activity code is entered at timekeeping device. Does the proposed system provide various types of payroll lockdown dates to freeze timesheet edits for payroll processing such as: supervisor lockout date handsoff date Copyright 1993 214 56

Weather/Closure Date Other: If "OTHER" is indicated in the previous question, please list that information in the Response column: RESPOE Allow a fully reconciled payroll, labor and job activity information captured and maintained within the application Allow the tracking of labor metrics (includes project, job, and department). Does the proposed system provide tracking of labor metrics such as: Project Job Department Other: If "OTHER" is indicated in the previous question, please list that information in the Response column: Does the proposed system allow the realtime alerting of immediate time and attendance value/ rule violations including; Minor rule violation Contract rule violation State rule violation Local rule violation o shows Approaching Overtime o punches without override Does the proposed system allow employees to do the following : punch in punch out make position changes additional rule changes online Other: Copyright 1993 214 57

If "OTHER" is indicated in the previous question, please list that information in the Response column: RESPOE Allow online edits to daily timesheets by employee and by authorized users. Do you have the capacity to roll schedules forward by person? Allow employees to view upcoming schedules online. Do you have the capability by person to add multiple time schedules that work in conjunction with rounding rules? Allow real time access to activities and related costing information. Allow the validation of absence codes against associated leave balances. Allow for absence tracking with year at a glance scoring and analysis. Allow for the viewing employee and team attendance data for a given year. Allow employees to request time off, tracks status with dynamic validation against time off business rules. Allow for the employee to view their timesheet along with weekly hours and costs. Allow for nontechnical personnel to generate standard reports via a webbased, wizardstyle interface. Allow for scheduled reports to run automatically and be distributed to specific users/distribution lists, via email or other means of distribution. Allow for the building, modification and maintenance of custom reports by nontechnical employees. (Return to TOP) DOCUMET CAPTURE DOCUMET ETRY Which of the following document entry (capture) methods/sources are supported by the planned software? Faxing? Scanning? Email? Voice? Digital still cameras? Graphics software Copyright 1993 214 58

HTML? Spreadsheets Word Processors/Test editors Video frame grabbers? Video? XML? Please list the document file types that may be imported directly into the proposed system. RESPOE Please list the IMAGE file formats types that may be imported directly into the proposed system. BMP Windows/OS2 bitmapped graphics: CGM Computer Graphics Metafile: GIF CompuServe Graphic Interchange Format: IMG GEM Paint: JPG (Joint Photographics Expert Group): JPEG (Joint Photographics Expert Group): Is CCITT Group 3 & 4 compression supported: MPG (Moving Pictures Experts Group): MPEG1 (Moving Pictures Experts Group): MPEG2 (Moving Pictures Experts Group): PCD Kodak Photo CD: TIF (Tagged Image File) TIFF (Tagged Image File Format) TIF(F) file versions supported: Other: If "OTHER" is indicated in the previous question, please list that information in the Response column: Is a separate & merge facility for Exporting/Importing documents and their associated IDEX data to/from other sites using the proposed system included? (Return to TOP) Scanning Capabilities: What is the scanner's throughput? Copyright 1993 214 59

Is duplex (one page, double sided) scanning supported? RESPOE Are multiple page documents supported by the proposed software? If YES, is manual control required? Does the proposed software support multiple page document scanning using "marker" pages or symbols? Please indicate the scanner image types supported BMP Windows/OS2 bitmapped graphics: CGM Computer Graphics Metafile: GIF CompuServe Graphic Interchange Format: IMG GEM Paint: JPG (Joint Photographics Expert Group): JPEG (Joint Photographics Expert Group): Is CCITT Group 3 & 4 compression supported: PCD Kodak Photo CD: TIF (Tagged Image File) TIFF (Tagged Image File Format) TIF(F) file versions supported: Is a form removal" function available within the planned system?" (Return to TOP) OCR Capabilities: Is Optical Character Recognition (OCR) an integral part of the proposed software? What is the average character recognition accuracy of the OCR in the proposed system? Are all documents AUTOMATICALLY passed through the OCR during the entry or capture process, or must the user perform the OCR step discretely? Copyright 1993 214 6

Can the OCR facility be made to process just specific portions of the image (sometimes called Point & Shoot" or "Zone Capture" OCR), to identify text data that always appears in the same spot, and then have this data placed in a certain database field?" RESPOE Can the proposed software automatically implement multiple OCR zone capture commands during document entry, so that the text data needed for multiple key (index) fields is obtained and stored in the applicable fields? Is a Full Text Indexing facility available once the document has been processed by the OCR? Describe any special preparation required to search for, retrieve, or view documents over the Web or inhouse via a Web browser. (Return to TOP) DATA PROCESSIG: Please indicate which of the third party backend database listed below are supported by the proposed software: Access (Microsoft): Adabas by Software AG: CodeBase: DB2 (IBM): Empress DBMS: Filemaker: Gupta SQLBase: Informix (IBM): mysql: Oracle Database: SQL Server (Microsoft): Copyright 1993 214 61

Sybase Adaptive Server: Other: If "OTHER" is indicated in the previous question, please list that product(s) in Column C: RESPOE Are transparent links to standard SQL databases provided? Which of the following IDEXIG methods are supported: by Author? by last activity date? by Creation Date? by Document umber? by Category? by Keywords? (Return to TOP) Automated Indexing Capabilities: Can the proposed software index an entire column and all of it's entries? Does the proposed system support point & shoot" indexing, also known as "spot" or "zone" indexing?" Is "trigger" oriented indexing supported by the proposed system?" Is Indexing by Schedule supported by the proposed software? Is Indexing by Subject supported by the proposed software? Is Indexing by Userdefined category supported by the proposed software? How many index (key) fields may be defined by the user? ame or describe the Search Engine used in the proposed system. ame or describe the search method used to retrieve document Profile information? ame or describe the Full Text Engine or method used by the system: Can reports export information? Does the proposed system allow userdefinable report formats? The following OTES apply to the next question relating to Report availability. Please indicate which of the basic report topics listed below are offered by the proposed system: Files Deletion activity reporting? Files Archived reporting? Files Accessed Reporting? Copyright 1993 214 62

RESPOE Document Entries by User? System Configuration Reporting? Document Storage Mapping? User Configuration (if needed) Configuration Changes Report? The proposed software allows documents to be selected for archiving (backup) by: by Customer (client)? by Creation Date? by Document umber? by Author? by Last Edit Date? by Keywords? by Category? by Userdefined date range? by Userdefined Field or category? by DOS filename? Does the proposed software rely on the network for archiving functions or does the software include it's own? Which of the following will the proposed software automatically archive documents to: to Other Servers? to a Bernoulli Box? to Tape? to an Optical Disk? Please indicate which of the following document purging functions are provided by the proposed system: by Date Range or specific date? by specific Customer (client)? by specific Author? by specifying a Subject code? May more than one purge control topic be combined? An example would be to purge all documents written by X between two dates". " (Return to TOP) DOCUMET RETRIEVAL: Copyright 1993 214 63

Is a database management approach using key fields the foundation of the proposed system's document retrieval process? RESPOE Is the database predefined? If the proposed system's database is predefined, how many KEY fields are provided for conducting various document searches with? (Return to TOP) Search Functions: Does the proposed system offer a full text search function to retrieve documents with? Can the user fully define the field names, field types, field lengths, and whether or not the field is an index field used in document retrieval queries, in the database needed for each application? Are descriptive filenames of an extended length used to convey extra information about the contents of each document file? Can nontext content be queried? Can the proposed system support searches across multiple networks? Does the proposed software allow one search to be nested" within another search?" Does the proposed software include a sophisticated retrieval query engine that offers Boolean operators? Does the proposed software include a sophisticated retrieval query engine allowing user defined search variables? Can documents be searched for by author? May a document search extend across multiple system volumes? Copyright 1993 214 64

May documents be retrieved using a specific or a range of document creation dates? RESPOE Are wildcard searches offered by the proposed system? Can a search be performed using a predefined subject code? Does the proposed system offer a phonetic search capability? Does the proposed system allow searches by userdefined category? Is pattern matching a supported search method offered by the system? Can documents be searched for by KEYWORDS? Can documents be searched for by document number? Can documents be searched for using FUZZY logic? Can documents be searched for by client (customer)? Are COCEPTUAL searches offered by the proposed system? Does the proposed software support document searches employing a RAGE of dates? Can documents be searched for using a combination of document profile variables such as AUTHOR, CREATIO DATE, etc., and keyword or phrase variables? What is the maximum number of Boolean operators allowed in any one search formula? Copyright 1993 214 65

Can more than one user search for and retrieve the same document at the same time? RESPOE Can documents located at remote sites be retrieved? Are query agents" available to automatically detect when new documents meeting query criteria are available?" Can document retrieval queries be made from portable computers? Can both ITER and ITRA company boundaries be spanned for or by retrieval requests from 1 application? Can the documents listed in response to a specific query be browsed and verified as to their relevance? Is a facility yprovided for VIEWIG a document without the application software that created it online? Can query response lists be filtered by user permission level only show results the user is authorized to see? Are personal folders containing checked out documents available on the desktop? Is a Form Overlay" function provided by the proposed software?" Can the document search and retrieval queries be saved and reused at a later time? Support for integration of universal servers from RDMS vendors ((cartridges or data blades)? Can multiple users access the SAME document at the SAME time? Do the queries return the goodness" of fit for each item offered in response to a query?" Copyright 1993 214 66

RESPOE Is the capability for converting one text format to another provided by the proposed system? Are document viewing/storing capabilities provided for the following: Laserfiche Integration (provided to Town by General Code) Microsoft Word for Windows Microsoft Excel ASCII files? Is a viewer for vector graphics files available within the proposed system or from third parties? Is a viewer for bitmapped graphics files available within the proposed system or from third parties? List the third party viewers that may be utilized by the proposed system: Does the proposed system offer Application Programming Interfaces (APIs) for utilizing the document repositories of other vendor's systems? Does the proposed system offer gateways to the document repositories of competing systems? Can more than one library (repository) be queried simultaneously? Can libraries originally installed separately be merged into one? Is the location of a document transparent to the user? Please list the Webenabled document search and retrieval functions that are supported? Can a document be retrieved using a Web browserbased based interface? Please indicate which of the Web Browsers listed below are supported by the proposed software: Copyright 1993 214 67

AOL (current versions): Oldest version supported (respond in Col C:) CrystalPort (current versions): Oldest version supported (respond in Col C:) Emacs@ (current versions): Oldest version supported (respond in Col C:) Konqueror (current versions): Oldest version supported (respond in Col C:) Icab (current versions): Oldest version supported (respond in Col C:) Internet Explorer (current version): Oldest version supported (respond in Col C:) Lynx (current version): Oldest version supported (respond in Col C:) Mosaic (current versions): Oldest version supported (respond in Col C:) Mozilla (current versions): Oldest version supported d( (respond din Col lc) C:) eoplanet (current versions): Oldest version supported (respond in Col C:) etscape (current version): Oldest version supported (respond in Col C:) ettamer (current versions): Oldest version supported (respond in Col C:) OmniWeb (current versions): Oldest version supported (respond in Col C:) Opera (current versions): Oldest version supported (respond in Col C:) Phoenix (current versions): Oldest version supported (respond in Col C:) Safari: Oldest version supported (respond in Col C:) Other: RESPOE Copyright 1993 214 68

If "OTHER" is indicated in the previous question, please list that information in the Response column: RESPOE Are searchable userdefined document profile fields displayed via the Web browser interface? Are selected documents converted to HTML for realtime viewing, transmitted as images only for realtime viewing, or simply downloaded for viewing using a 3rdparty application at a later time? Can a fulltext search be launched via a Web browser? Describe how security is provided, encryption, etc.. (Return to Top) Copyright 1993 214 69

RESPOE WORK FLOW PROCESSIG: General Features: Does the proposed workflow product require an application server? Can the proposed system export to XML? Is process data maintained internally as XML by the proposed system? Can the proposed system act as a Webenabled Services platform to request, broker, and deliver Web services? Please use a YES answer to indicate which of the following standards are supported by the proposed software: Hypertext Markup Language (HTML): Document Type Definitions (DTDs): Extensible Markup Language (XML): Extensible Stylesheet Language Transformation (XSLT): XML Schemas: Java Server Pages (JSP): Web Service Definition Language (WSDL)? Use a YES response to indicate which of the following Business Process Management (BPM) standards the proposed software supports: WARIA: WfMC: BPMi: WfXML: UDDI: Does the proposed software provide a "point and click" wizards for management reporting function? Is a rules editor to enhance or modify the rules engine provided by the proposed system? Is full scripting support provided by the software being proposed? Can the proposed system be customized via XML without any programming skills? Does the proposed software enable the creation of multiple user interfaces to process information? For example, could each department manager set the user interface to display the information commonly accessed by his/her department? Are predefined templates for industry standard processes included in the proposed system? Copyright 1993 214 7

Does the proposed system provide automatic Web form generation? Does the proposed software provide a predefined facility for routing work to those entities (people or systems) with the least amount of current work? RESPOE (Return to Top) User Interface: Does the proposed software utilize a single user interface (UI) across all process participant work areas such as process definition, management, process monitoring, and reporting? If supported on multiple platforms, is the UI consistent regardless of the platform type, with only small, cosmetic variations? Is the proposed system's user interface (UI) completely webbased? Is the proposed system's user interface (UI) a combination of serverbased or Webbased applications depending on the function being used? Are advanced search functions for easily searching for and retrieving specific process and system related data provided by the proposed software? Does the proposed software provide a single "control panel" type screen enabling properly authorized users to access, control, or perform many, if not all, key system functions? Does the proposed system's "control panel" screen allow an authorized user to access operational areas such as: Access new work to process Start existing processes Monitor process performance View the status of existing processes: Generate reports: View reports: Configure "outofoffice" dates: Determine where work should be sent when the primary recipient is "outofoffice": Does the proposed system's "control panel" screen allow an authorized user to access administrative areas such as: Test new processes in simulated environments: Deploy new processes: Create supporting electronic forms for new or existing processes: Copyright 1993 214 71

RESPOE Manage user privileges: Manage user roles: Manage security: (Return to Top) Process Design Tools: Does the proposed software enable an authorized user to specify the business process rules to be used? Is a graphical flowcharting tool made available to the user for creation of business process rules and workflow using a "drag and drop" action? Does the proposed software provide the ability to setup timers and alarms, within the workflow process being defined, to alert users of impending deadlines? Is a graphical, drag & drop, point & click design workflow modeling environment provided by the proposed software? Does the proposed software's process design facility use "checkin/checkout" rules to ensure workflow design integrity? Does the proposed system provide builtin property editors to configure automatic activity information such as: Business rules: Routing logic: Actors: Actions: Deadlines: Escalation rules: Priority levels: Does the proposed system provide builtin property editors to configure rules governing manual activity in the following areas: Business Rules: Routing logic: Actors: Actions: Deadlines: Escalation rules: Priority levels: (Return to Top) Copyright 1993 214 72

RESPOE Process Definition Capabilities: Are predefined, builtin tasks provided by the proposed software for Looping: Branching: Email: Is full subworkflow (subprocess) support provided by the system being proposed? Can the workflow needed to address errors and omissions be modeled using the proposed software? Does the proposed system provide the ability to embed exception handling processes into the workflow being defined? Does the proposed system enable modeling multiple escalation workflows based on problem type? Is parameterized email creation and use fully supported by the proposed software? Is a full workflow simulation capability provided by the proposed software? Does the proposed system utilize distinct process instances (or versioning) where each individual parent process invocation will have its own, full, dedicated process instances? (i.e., will a process definition change affect work in progress?) Does the proposed software support Asynchronous Interaction with external thirdparty systems, i.e., can it initiate work in the external system then proceed onward without an acknowledgement or response from the other system? Does the proposed software support Synchronous Interaction with external thirdparty systems, i.e., can it suspend a process until the external system responds? Is the ability to capture the transaction status codes needed to ensure workflow system integrity provided by the proposed system? If YES, please explain in more detail in the Response column. Can "timeout" code from thirdparty systems in the workflow be received and logged by the proposed software? Can failure code from thirdparty systems in the workflow be received and logged by the proposed software? Is the ability to use thirdparty system timeout and failure codes as the "trigger" codes of other process within a given workflow system provided by the proposed software? Indicate which of the following actions can be triggered by another system's timeout/failure codes: Failover processes: Copyright 1993 214 73

RESPOE Alerts: Rulesbased events: Retransmissions: Queries: Escalations: Can thirdparty timeout and failure codes by used by the proposed software in Configurable user interfaces: Reports: Graphical process maps: Search lists: Does the proposed system support dynamic process variables that provide realtime stat change as the workflow progresses? Does the proposed software support multiple variable types? Please indicate which variable types are supported by the proposed software. umber: Date: umber: String: Does the proposed software provide a way to crossreference one variable name to another when tow different processes reference the same variable under different names? Has the proposed software ever been tested and approved (certified) for deployment to large numbers of users? Who was the testing company? How large a deployment was the software tested for? (Return to Top) Electronic Forms Support: Can the proposed software utilize electronic forms created by thirdparty applications? Please indicate which of the following can create forms compatible and usable by the proposed system: Laserfiche Word Excel Adobe Copyright 1993 214 74

Please describe the extent to which forms created in these thirdparty applications can be utilized. Is a forms design function for creating interactive electronic forms, to be accessed by workflow participants, provided by the proposed system? Can the forms designer create new forms? Can the forms designer utilize forms created by a thirdparty application? Can the forms designer add intelligent functionality for data prepopulation to new or existing forms? Can the forms designer add electronic signature functionality to new or existing forms? RESPOE Can the forms designer add math calculation functionality to new or existing forms? Can the forms designer add dropdown down list functionality to new or existing forms? Can the forms designer add check box functionality to new or existing forms? (Return to Top) Routing Rules: Does the proposed software provide the ability to define rules that split the execution path of a process into two or more parallel paths? Can the separate paths of a specific process be joined at a specific point? Can data from each path be merged together (consolidated into a single document)? Can a process with multiple starting and ending points be defined using the proposed software? A process can be triggered in the proposed system by which of the following: A event in an external system? File transfer? Application launch? Database event? HTTP post? If other events can be detected, please list: Can a process be ended in multiple ways, using different subprocesses based on a given value? Does the proposed software provide facilities for adhoc routing? Does the software provide the ability to select desired information recipient(s) from a predefined dropdown list? Please indicate with a YES response if the following can be used as a recipient in an adhoc routing situation: Copyright 1993 214 75

RESPOE Users: Departments: Positions (roles): Groups: (Return to Top) Event Response Functions: Can the proposed software detect external events and then initiate and/or complete a specified process? Can the proposed system detect and respond to events such as a: File transfer? Application launch? Database event? HTTP Post? If other events can be detected please list: Can the proposed software launch another application in reaction to a specified event? (Return to Top) Manual Activity Interface: Does the proposed software provide predefined process modeling tools for including manual activities such as decision making, data entry, information review, and other activities requiring human intervention? Can manual activities be assigned an icon of their own for use in a graphical process design process? Can manual activities be assigned to a job position, or employee group, rather than a specific person if needed? Can an electronic form(s) be setup to appear at each manual activity in the workflow process definition? Can a specific application be setup to be launched (executed) at each manual activity in the workflow process definition? Are applications such as Word, MS Outlook, and Adobe supported by the proposed software? Can a priority be assigned to a manual activity within a specific workflow? Can a priority be assigned specific relative deadline (cycle time) within a specific workflow? Copyright 1993 214 76

Can a priority be assigned an expiration deadline within a specific workflow? Can a manual activity reminder be setup within a specific workflow? Can a priority be assigned a specific escalation action after a deadline or expiration date has passed, within a specific workflow? Are nested processes fully supported by the proposed software? Can departmentlevel processes be embedded into larger, entitywide processes? Can a higherlevel (parent) process pass its variables to its embedded subprocesses? Can a parent process pass its attachments to its embedded subprocesses? Can a higherlevel (parent) process pass its comments to its embedded subprocesses? RESPOE Does the proposed software support nested procedures even across multiple server clusters? (Return to TOP) BUSIESS COTIUITY PLA The Client requires all ESPs responding to this RFP to have established, well defined Business Continuity Plans that address all forms of natural and manmade catastrophes. Does your firm have the ability to perform client production work in multiple geographically dispersed locations? Does your firm perform different production work processes in geographically dispersed locations as part of its normal operations? In the event of an emergency, can one production facility perform work normally done at another site on a temporary basis? Does your firm have an established Crisis Action Plan dedicated to the transfer of data, documents, systems, and client projects from a facility impacted by a crisis to another, unaffected facility? Can a current Crisis Action Plan (or similar name) be reviewed if required? Does your firm maintain a continuously updated Disaster Recovery Plan containing preventative and emergency response procedures for both natural and manmade catastrophic events? Copyright 1993 214 77

Does your firm maintain a continuously updated plan for achieving a state of normal business operations as quickly as possible after a natural or manmade disaster? RESPOE Does your firm conduct detailed risk assessments on a periodic basis to continuously validate these disaster recovery and business continuity procedures are sufficient? Are all of the production and support facilities utilized by your firm protected by backup electric power generation systems? Please indicate which of the following items are provided in each of the backup power supply systems at all facilities: An Uninterruptible Power Supply (UPS) for all servers: What is the UPS Battery Size in KVA: Generator set: Generator Capacity in KVA: How much fuel is stored and available at each site? (liters please): (Return to TOP) Data Conversion & Migration: Please indicate if your firm has inhouse expertise in the following Data Migration task areas: Conversion planning & design: Data extraction: Data cleansing: Data transformation: Data Loading: Data verification: Copyright 1993 214 78

RESPOE Please indicate if your form has inhouse expertise in migrating/converting the following record types: Master Entity records: Please list the applications and record types encountered in your experience: (Examples are Customer Master, Inventory Master, etc.) Open Transaction records: Please list the applications and record types encountered in your experience: (Examples are Accounts Receivable trx, Accounts Payable trx, etc.) Historical records: Does your firm have inhouse expertise for scrubbing and formatting data? If your firm does OT use Excel to perform the above tasks, please list the ones you do use in the Response column: Please indicate which of the following data integration tools and/or techniques your firm uses on a recurring basis: CSV Imports: Web Services: Boomi: Scribe: Others: If "OTHER" is indicated in the previous question, please list that information in the Response column: Please indicate if your firm's ETL tools support the following types of multitenancy data migration: separate database tenancy: shared database with separate schema: Copyright 1993 214 79

shared schema model with tenant id values: Other: If "OTHER" is indicated in the previous question, please list that information in the Response column: RESPOE Please indicate if your firm has a proven extraction strategies and tools needed to effectively apply data filters which can extract the correct data using: Attribute based: Selection table based: Aggregation functions in SQL: Other: If "OTHER" is indicated in the previous question, please list that information in the Response column: Does the proposing vendor enable prospective customers to specify where their data will reside? If "YES" is indicated in the previous question, please describe the data location choices given to the customer: Please indicate if the storage options below are provided by the proposed cloud provider : Directattached disks (DAS): Storage area networks (SA): networkattached storage (AS): contentaddressable t storage (CAS): cloud storage services (general) irvanix cloud storage service: Other: Copyright 1993 214 8

If "OTHER" is indicated in the previous question, please list that information in the Response column: RESPOE (Return to TOP) Cloud Administration: Does the proposed Cloud offer xcat (Extreme Cloud Administration Toolkit)? Does the proposed system support Google Cloud Connect? Does the proposed system support SSO? Please indicate if the following administration i ti tools are supported by the proposed Cloud: Alert Logic: Amazon VPC: Elastra: Makara Cloud Application Platform: rpath: VPCubed : Other: If "OTHER" is indicated in the previous question, please list that information in the Response column: Please indicate if the following complex cluster management facilities are made available by the proposed Cloud: Install an AIX or Linux cluster with utilities for installing many machines in parallel: Manage an AIX or Linux cluster with tools for management and parallel operation: Set up a highperformance computing software stack for batch job submission: Set up a highperformance computing software stack for parallel libraries: Copyright 1993 214 81

Set up a highperformance computing stack for other software that is useful on a cluster: Set up a highperformance stack for manage diskless clusters: Other: RESPOE If "OTHER" is indicated in the previous question, please list that information in the Response column: Please indicate if the proposed Cloud provides the tools to works well with the following cluster types: HPC: High Performance Computing (for Physics, Seismic, Finite Element Analysis) : Administrative: HS: Horizontal Scaling for Web farms and similar: Operating Systems: cloning & imaging support nodes to run Windows & other O.S.: Other: tools for building any type of cluster: Other: If "OTHER" is indicated in the previous question, please list that information in the Response column: (Return to Top) SYSTEM COFIGURATIO: (Return to Top) Enterprise Integration: Can the proposed software access and utilize information from LDAP compliant systems? Can Microsoft Project plans be imported into, and utilized by, the proposed software system? Can Visio shapes and diagrams be imported into the proposed system? Can the proposed system provide functionality that can be easily embedded in a Web or intranet portal? Can the proposed system be deployed through the ADO.et framework? Copyright 1993 214 82

RESPOE Does the proposed software fully support the integration and use of applications built within the.et environment? If YES, please explain in more detail in the Response column. Is XML supported by the proposed system? Is WSDL supported by the proposed software? Is UDDI supported by the proposed system? OLE/DDE Support: Can the document management features be accessed via OLE? Can the proposed system function as a DDE Server? Can the proposed software function as a DDE Client? Are discrete document resources such as graphic files, fonts, etc., tracked automatically? Is otes integration support the following: What level of integration is provided, OE, OE WAY, or TWO WAY? Can otes documents be searched, checked out, and used in workflow processes? Is integrated version control provided by both the EDMS and otes for each document? Can storage locations be defined based on user/document type? What amount of RAM is recommended for each workstation? Programming Interface: Is the Source Code for the proposed software available through an escrow agreement? Is the Source Code available for use by the customer? Please indicate which of the programming languages listed below are supported by the proposed software's application integration & customization kit: COBOL: VB: Lisp: VBA: Pascal: C: Copyright 1993 214 83

Perl: C+: C#: C++: Other: If "OTHER" is indicated in the previous question, please list that information in the Response column: RESPOE Please describe the contents of the Programmer's Toolkit provided as part of the standard package. Is a collection of standard, published, and fully documented Application Programming Interface(s) provided with the proposed software? Is a collection of standard, published, and fully documented XML Object(s) provided with the proposed software? Can applications provided by others be easily integrated with the proposed software through a standard, documented Application Programming Interface (API) collection? Do the standard APIs and XML Objects provided with the proposed p software enable full integration with third party ERP systems? Does the proposed software provide fully documented Application Programming Interfaces (APIs)? Is a C++ API provided by the proposed system? Is a Visual Basic API provided by the proposed system? Is an API for Java provided by the proposed system? Is a SOAP API provided d by the proposed system? Is an XML API provided by the proposed system? Does the proposed software provide integration with a telephone switch or PBX through a published standard method? If YES, please explain in more detail in the Response column. Is the Web interface enabled through CGI programming, userdefined HTML templates, or a proprietary highlevel scripting language? (Return to Top) SECURITY (Return to TOP) Copyright 1993 214 84

RESPOE SaaS / CLOUD SECURITY If the proposed solution is presented as SaaS or Cloudbased, please respond to the following to indicate how it can provides a secure environment for the Customer's content: Core Application Security: Does the proposed system offer Folder level access restrictions for specific users and/or groups? Does the proposed system offer Documentlevel access restrictions for specific users and/or groups? Does the proposed system offer VeriSign Encryption and Secure Sockets Layer (SSL)? Does the proposed system offer Encryption and Secure Sockets Layer (SSL) via another provider? If responding YES to the previous question, please name that provider: Does the proposed system provide twofactor authentication? Please indicate if the system provides for authentication using which of the following: User ame: User Password: Authentication Tokens : Digital Certificates : Other: If responding YES to Other, please describe: Does the proposed system support the use of encrypted VP connections? Does the proposed system undergo an AUAL thirdparty application security assessments? Copyright 1993 214 85

Does the proposing vendor utilize DOCUMETED Secure software development lifecycle procedures? If YES to the previous question, please indicate if the procedures include the following: RESPOE Risk assessment: Threat modeling: Other: If responding YES to Other, please describe: Security Controls: Is the proposed system's managed by Certified Information Systems Security Professionals? Is the proposed system in compliance with Control Objectives for Information and Related Technology (CoBiT) driven security design standards? Is the proposing vendor's Information Security Management System (ISMS) certified as compliant with ISO/IEC 271:25 by an Accredited Registrar? Does the proposed system adhere to the International Organization for Standardization (ISO/IEC) 272 guidelines? Is the proposed system adhere to IT Infrastructure Library (ITIL) standardsdriven security design standards? Does the proposed system comply with ational Institute of Standards and Technology (IST) 853 controls relating to security? Security Management: Does the proposed system provide audit trails throughout the entire application and data center infrastructure? Copyright 1993 214 86

Does the proposed system fully support the IT Service Management V3 security process? RESPOE Does the proposing vendor's Data Center management enforce policies and procedures designed to ensure that only those staffers who have a need to access production systems are given access? Does the proposing vendor's Data Center management enforce policies and procedures designed to ensure that those staffers who have a need to access production systems can do so only for a limited amount of time? Does the proposed system adhere to the International Organization for Standardization (ISO/IEC) 277 guidelines? Is the data center hosting the proposed solution Statement of Auditing Standards (SAS) 7 Type II Certified? Does the proposed system undergo Quarterly audits? Does the proposed p system undergo Annual audits? Does the proposed system undergo BOTH Quarterly and Annual audits? Does the proposed system undergo a RECURRIG automated source code analysis? If YES to the previous question, please indicate how often the analysis is performed: Weekly: Monthly: Quarterly: Other: If responding YES to Other, please describe: GLOBAL FUCTIO Is a multilevel password based security scheme provided by the proposed system? Are passwords for each employee possible? Copyright 1993 214 87

Are passwords for each document possible? Are passwords for each department possible? Are passwords for each corporation possible, assuming multiple corporations may be defined in the proposed software?? Does the proposed system automatically keep a system access log? Is a log of FAILED password and other access attempts kept by the system? RESPOE (Return to Top) FILE ACCESS RIGHTS The proposed system allows document access rights to be assigned by: by Directory? by Group? by User? by Document Category? Does the proposed system's security function provide the following GROUP restrictions? o Access rights? Read Only rights? Edit rights? See Filename Only? Does the proposed system's security function place the following restrictions on USERS? o Access rights? Read Only rights? Edit rights? See Filenames Only rights? Does the proposed system provide it's OW security function? Does the proposed system rely solely on the host network's security system? Is document encryption provided by the proposed system's security function? Can multiple user security profiles be created to control the access to all of the proposed system's features and functions enjoyed by different groups of users? Can a security profile controlling the ability of multiple users to access specific features and functions of the proposed system be created? Please indicate if the proposed system enables the creation of a security profile controlling a user's ability to: Copyright 1993 214 88

View ALL documents: View only specific document groups: View only departmental documents: Does the proposed software provide the ability to view all userdefined security profile codes, and select the one desired, via a dropdown list box when maintaining help desk staff members? Please indicate the levels at which access privileges are established by the proposed software: Individual level: Role (position): Group level: Does the proposed system provide default user group settings to help speed up initial system implementation? Is Object level security provided by the proposed system? When using the proposed system, are process participants able to see only what their security privileges enable them to see (participants see only what they need to perform their activities)? Does the proposed system provide the ability to lock and hide specific data fields? Does the proposed software utilize the CheckIn/CheckOut function to monitor and verify the integrity of all security settings? Is Public Key Infrastructure (PKI) support offered by the proposed software? Are digital signatures supported by the proposed software? Are digital certificates supported by the proposed software? Does the proposed software provide any features or functions designed to minimum the risk of collaboration beyond the firewall? If YES, please explain in more detail in the Response column. RESPOE (Return to Top) SYSTEM IMPLEMETATIO System Methodologies: Describe the vendor company's written product development and version update procedures. Please explain how your firm will capture the business processes that currently exist in the targeted application environment. Copyright 1993 214 89

In what form will the impacted business processes be documented? How will the current business processes be translated into logical workflow? Please explain how systems are designed at your firm: RESPOE What system design language will your firm use? Please elaborate on the benefits your firm's system design methodology will provide to this project. What means will be used to estimate the workload that will be placed on the various system components during peak usage times? To what extent will Rapid Prototyping techniques be used to determine the data entry/inquiry/reporting formats most suitable to end user needs? Describe the techniques that will be used to integrate the various databases already in use at the present time? System Implementation Practices: Please explain how the TOTAL ownership costs incurred over the life of this system will be minimized. What methods will be employed to reduce the potential of system level conflicts between the many software applications comprising this system? Describe the software implementation project management experience and capabilities of your firm. Describe how your firm's project management experience can ensure a successful implementation. (Return to Top) SYSTEM SUPPORT Copyright 1993 214 9

Is a local source of software support available for the vendor's product? Are the local support technicians employee's of the vendor or are they employees of a third party support group? Does the vendor company fully support customized software? RESPOE HelpDesk Availability: Will a Help Desk offering live telephone support be available during normal business hours for this system when live usage starts? Is live HelpDesk support available 24/7? Is a Web site dedicated to interactive HelpDesk functions available? Will a web site dedicated to ongoing support of the system be provided by the vendor? OnSite Support: When onsite support is needed, what is the guaranteed response time? Same day as initial call: ext business day: As soon as possible (not defined): Is a staff member dedicated to software support available during normal business hours? Is support available 24 hours/day, 7 days/week? Is onsite training available during the installation of the software? Is onsite training available on an ongoing basis? Can the training be customized to meet the needs of this specific client? Are training manuals, i.e., software procedure manuals, provided during the training? Is online HELP available at the screen level? Is field level online help available at all times? Is the online help customizable by the user without recompiling? Does the system provide dynamic listings of valid codes or text choices at each point where they are used? (Return to Top) Copyright 1993 214 91

LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP IMPLEMETATIO PLA COVER SHEET Proposers must attach this cover sheet to the proposer s Automated Time Clock System Implementation Plan information. 24

LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP VEDOR BACKGROUD MATERIALS COVER SHEET All proposers submitting bids for this RFP must attach this cover sheet to any packet of background materials on the proposer s automated time clock system submission. 25

LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP PRICE PROPOSAL AUTOMATED TIME CLOCK TECHICAL REQUIREMET COVER SHEET All proposers must submit this cover sheet attached to the Price Proposal Automated Time Clock Technical Requirement Spreadsheet which is under separate cover from this RFP. 26

System ame Display hod Delivery Metho Enhancement Cost RESPOE TABLE of COTETS Global Issues System Pricing (Return to TOP) ITRODUCTIO This excel file is formated to electronically collcect data and infomration regarding your companies response to the Town of Lexington, Lexington Public Schools Time Clock Request for Proposals. (Return to Top) VEDOR GLOBAL ISSUES Contact Data: ame: Street Address: City: State: ZIP: Country: Web Site URL: Sales Contact: Phone: Cell Phone: Email: Sales Support Contact: Phone: Cell Phone: Email: Proposal ame: System ame Display evel Importance Le Explanation ns Copyright 1993 214 Infotivity Technologies, Inc. Gregory A. Lohr

RESPOE SYSTEM PRICIG How many users will the proposed system support concurrently? Is the proposed software licensed by: concurrent user? user seat? IITIAL OETIME COSTS Initial TOTAL License Cost: What is the TOTAL, allinclusive license cost for ALL software needed to build the proposed system? Please enter in the "RESPOE" column. $. System ame e Display hod Delivery Metho Enhancement t Cost evel Importance Le Explanation ns What is the TOTAL, allinclusive license cost for EACH software needed to build the proposed system? Please enter in the "RESPOE" column. Package A: $. Package B: $. Package C: $. TOTAL License Cost: $. Requirements Analysis: If needed, enter the TOTAL cost of performing an "ASIS" System Evaluation in Column C: $. If needed, enter the cost of identifying new BPO Opportunities: Enter the cost of performing all needed d Business Process Reengineering: i $. $. TOTAL Requirements Analysis Cost: $. Installation: Enter the TOTAL, allinclusive cost of all software custom programming tasks required before any and ALL software needed for the proposed system stem can be 1% available ailable and ready to use by the customer in all its operations: $. Copyright 1993 214 Infotivity Technologies, Inc. Gregory A. Lohr

Enter the TOTAL, allinclusive cost of all software installation parameter setup or configuration scripting tasks required before any and ALL software needed for the proposed system can be 1% available and ready to use by the customer in all its operations: System ame RESPOE $. e Display hod Delivery Metho Enhancement t Cost evel Importance Le Explanation ns Enter the TOTAL, allinclusive cost of all software installation tasks required before any and ALL software needed for the proposed system can be 1% available and ready to use by the customer in all its operations: $. TOTAL Installation Cost: $. Data Conversion: What is the cost to convert the customer's existing data in Data file A: $. What is the cost to convert the customer's existing data in Data file B: $. What is the cost to convert the customer's existing data in Data file C: $. TOTAL Data Conversion Cost: $. Test and System Validation: Enter the TOTAL cost of all Testing & Validation required to implement the system: $. Initial Training: What is the TOTAL, allinclusive user training cost for ALL software being proposed in the $. proposed system? TOTAL IITIAL OETIME COSTS: $. Expansion Increment: What is the next incremental increase in the number of users in the proposed software license agreement? Please enter in the "X" number of users format shown in the X Users response column. What is the incremental cost increase required to expand the number of users to the next highest level? Enter this in the $Y Dollars / X number of users format shown in the $./X Users Response column. Copyright 1993 214 Infotivity Technologies, Inc. Gregory A. Lohr

RESPOE OGOIG COSTS Per Transaction or Per Occurrence Costs: Please identify those offerings provided at a flat rate per each transaction or occurrence: Transaction or Occurrence Offering A $. Transaction or Occurrence Offering B $. Transaction or Occurrence Offering C $. Ongoing Monthly Costs: Please identify those services, other than support or maintenance, provided at a flat, fixed amount per MOTH: Service Offering A $. Service Offering B $. Service Offering C $. System ame e Display hod Delivery Metho Enhancement t Cost evel Importance Le Explanation ns TOTAL Ongoing Monthly Cost: $. Ongoing Yearly Costs: Please identify those services, other than support or maintenance, provided at a flat, fixed amount per YEAR: Service Offering A $. Service Offering B $. Service Offering C $. TOTAL Ongoing Yearly Cost: $. Annual Software Support: What is the AUAL cost for software support on a normal business day basis for any $. required software? Annual Software Maintenance: What is the TOTAL AUAL cost for software maintenance, including all version $. upgrades, for any required software? Additional Training What is the TOTAL, allinclusive user training cost per day for additional onsite training required to use the proposed system? $. Copyright 1993 214 Infotivity Technologies, Inc. Gregory A. Lohr

System ame Display hod Delivery Metho RESPOE TOTAL IITIAL PRICE: $. $. The Total Price includes all costs pertinent to License Fees, Data Conversion, Software Installation, and Initial Training. Cost for Additional Training, Annual Support, and Annual Maintenance fees are OT included in the Total Price above. They are in the column beginning in the Price Section. (Return to Top) System ame Display Enhancement t Cost evel Importance Le Explanation ns (Return to Top) Copyright 1993 214 Infotivity Technologies, Inc. Gregory A. Lohr

LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 REFERECE IFORMATIO Submit references of similar customers to whom you have provided similar services (provide at least 3) preferably all clients that are current MUIS customers. Please use the spreadsheet tab in the Technical Requirements document for submitting references. Use this form, if necessary, for additional references. 27

References Please enter the contact data for organizations who have contracted with your firm to provide software systems similar to the one you are proposing. Include five current customer references, of which at least two must be in the same industry as the Customer. The Customer reserves the right to contact any of the references. Completion of this section is mandatory for advancement. Current Users: USER # 1 Organization ame Contact ame Title Address Address Email Phone umber USER # 2 Organization ame Contact ame Title Address Address Email Phone umber USER # 3 Organization ame Contact ame Title Address Address Email Phone umber USER # 4 Organization ame Contact ame Title Address Address Email Phone umber USER # 5 Organization ame Contact ame Title Address Address Email Phone umber

LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 CERTIFICATIO REGARDIG DEBARMET, SUSPEIO, IELIGIBILITY & VOLUTARY EXCLUSIO Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions This certification is required by the Department of Education regulations implementing Executive Order 12549, Debarment and Suspension, 34 CFR Part 85, for all lower tier transactions meeting the threshold and tier requirements stated at Section 85.11. Instructions for Certification 1. By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below. 2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. 3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. 4. The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered transaction," "participant," " person," "primary covered transaction," " principal," "proposal," and "voluntarily excluded," as used in this clause, have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact the person to which this proposal is submitted for assistance in obtaining a copy of those regulations. 5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated. 6. The prospective lower tier participant further agrees by submitting this proposal that it will include the clause titled ΑCertification Regarding Debarment, Suspension, Ineligibility, and Voluntary ExclusionLower Tier Covered Transactions, without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions. 7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may but is not required to, check the onprocurement List. 8. othing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. 9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. Certification (1) The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. (2) Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. AME OF APPLICAT PR/AWARD UMBER AD/OR PROJECT AME PRITED AME AD TITLE OF AUTHORIZED REPRESETATIVE SIGATURE DATE ED 814, 9/9 (Replaces GCS9 (REV.12/88), which is obsolete) 28

LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 DISCLOSURE OF LOBBYIG ACTIVITIES FORM 29

LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 Lexington Public Schools CERTIFICATE OF OCOLLUSIO M.G.L. Ch. 3B, s1, PROPOSAL PROPOSALS: Certificate of oncollusion MADATORY The undersigned certifies, under the penalties of perjury, that this proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this section, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club or other organization, entity or group of individuals. Dated: Company or Corporation Authorized Official's Signature ATTESTATIO STATEMET: State Taxes Paid MADATORY Pursuant to M.G.L. Ch. 62c 49a, I certify under the penalties of perjury that I, to my best knowledge and belief, have filed all state tax returns and paid all state taxes required under law. State tax paid to using Federal ID or SS# Dated: Company or Corporation Authorized Official's Signature 3

LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 CERTITICATE OF AUTHORITY At a duly authorized meeting of the Board of Directors of (name of corporation) held on* at which all the Directors were present or waived notice, it (date) was voted that, of this (name) (office) corporation, be it he or she, hereby is authorized to execute proposal documents, contracts and bonds in the name and on behalf of said corporation, and affix its Corporate Seal thereto, and such execution of any proposal document or contract or obligation in this corporation s name on its behalf under seal of the corporation, shall be valid and proposaling upon this corporation. ATTEST: (clerk or secretary) Place of Business: I certify that I am the clerk/secretary of the (name of Corporation) and that is the duly elected (name) (office) and that the above vote has not been amended or rescinded and remains in full force and effect as of the date set forth below. ATTEST: (clerk or secretary) Date:* * This date must be on or before the date of the Contract 31

LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 CORPORATE/PARTERSHIP FORM OTE: If the Proposer is a corporation, indicate state of incorporation; if a partnership, give full names and addresses of all partners; and if an individual, give residential address if different from business address. Use the following spaces: If a Corporation: Incorporated in what state: President: Treasurer: Secretary: If a foreign corporation (incorporated or organized under laws other than laws of the Commonwealth of Massachusetts), is the corporation registered with the Secretary of State of Massachusetts? Yes o. If the Proposer is selected for the work referred to above, it is required under M.G.L. c.3 39L to furnish to the awarding Town a certificate of the Secretary of State stating that the corporation has complied with M.G.L. c.181 3, 5 and the date of such compliance. If a Partnership: (ame all Partners) ame of Partner: Residence: ame of Partner: Residence: If an Individual: ame: Residence: If an Individual doing business under a firm name: ame of Firm: ame of Individual: Business Address: Residence: Other form of business organization: 32

LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 TOW OF LEXIGTO LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP PURCHASE AGREEMET THIS AGREEMET ( Agreement or Contract ) is made between The Town of Lexington, a municipality of the Commonwealth of Massachusetts, acting through the Lexington Public Schools, as Lexington TOW, and _ VEDOR whose address is as VEDOR. In consideration of these mutual terms and conditions, the parties covenant and agree as follows: The will perform all work, provide all services and labor, materials, transportation, supplies, supervision, organization and other items of work and cost necessary for the manufacture, delivery, warranty of those items listed in the Lexington Public Schools Automated Time Clock System RFP. Definitions/Interpretation For the purposes of this contract and any additional instruments which may become a part of this contract, the terms contractor, seller and shall be interchangeable. The terms buyer, owner, grantee, The Town of Lexington and the Town shall be interchangeable. Contracting Officer: The School Department Procurement Officer will enter into and administer this contract and make determinations and findings in regard to the contract on behalf of the School Department. Contractor: The successful bidder to whom a contract is awarded. Authorized Signature: The person who executes this contract on behalf of the Bidder/Contractor and who is authorized to bind the Bidder/Contractor. Supplier: Any manufacturer, individual company or agency providing the Products or units, components or subassemblies for inclusion in the Products. Supplier items shall require qualification by type and acceptance tests in accordance with requirements, if any, defined in bidding documents. Work: Any and all labor, supervision, services, materials machinery, equipment, tools, supplies and facilities called for by the contract and/or necessary to the completion thereof. Defect: Patent or latent malfunction or failure in manufacture or design of any component or subsystem that causes the Products to cease operating or causes it/them to operate in a degraded mode. 33

LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 Invitation for Bids: The document provided by the Town stating the purchase description, evaluation criteria and instructions for completing the bid, and including other materials, as referenced, as well as addenda. otice of Award: The written notice sent by the Town notifying the selected Bidder of the award of contract. Specifications: The written description and statement of necessary requirements of the Products to be provided. Contract Documents This Agreement, Request for Proposal and Contractor s Proposal, conditions, specifications, addenda and modifications constitute the Contract Documents and are complementary. Specific federal and state laws, the terms of this Agreement and the Contract Documents (other than this Agreement), in that order respectively, supersede other inconsistent provisions. Scope Of Agreement This order is an offer to purchase and is limited to the terms and conditions contained herein. Any terms and conditions contained in quotations or similar forms of or that may be proposed in any acknowledgement or acceptance which are additional to or different from these terms and conditions are hereby rejected and shall not become part of the purchase agreement without Contracting Officer s written consent. The shall not produce any of the goods covered by this purchase order, or procure any of the materials required in their production, or ship any of such goods to the Town, except to the extent authorized in written instructions furnished to the by the Town or as necessary to meet specific delivery dates provided in this purchase order. The Town shall have no responsibility for goods for which delivery dates or such written instructions have not been provided. Shipments in excess of those authorized may be returned to the and the shall pay the Town for all packing, handling, sorting, loading and transportation expenses in connection with such shipments. Acceptance Of Material o Release Unless the Town otherwise agrees, acceptance of any portion of the Products prior to final acceptance shall not release the from liability for faulty workmanship, materials, performance or for failure to comply with all of the terms of this Contract. The Town reserves the right and shall be at liberty to inspect all materials and workmanship at any time during the manufacturing process, and shall have the right to reject all materials and workmanship which do not conform with the instructions, contract requirements and specifications; provided, however, The Town is under no duty to make such inspection and no inspection so made shall relieve from any obligation to furnish materials and workmanship in accordance with the instructions, contract requirements and specifications. 34

Modifications LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 The Town may modify this contract and order changes in the work to be performed under this contract whenever it shall be deemed necessary or advisable to do so. If any such change causes an increase or decrease in the cost of, or the time required for, the performance of any part of the work under this contract, an equitable adjustment shall be made in the contract price or delivery schedule, or both, and the contract shall be modified in writing accordingly. Term And Termination Term The term of this contract will be for five years beginning July 1, 214 and ending June 3, 219. Termination For Convenience The Town may terminate this Contract for convenience and without cause, in whole or in part, at any time by written notice to the specifying the termination date. The shall immediately take all practical steps to minimize its costs to terminate the work. The shall be paid its actual, necessary and verifiable costs to effect termination including contract closeout costs and a reasonable profit on work performed satisfactorily up to the date of termination. The shall promptly submit to the Town its termination claim supported by detailed documentation of each cost item claimed in a form satisfactory to the Town. Termination For Default If the does not deliver the Products in accordance with the Contract delivery schedule, or, if the fails to perform services in the manner called for in the Contract, or if the fails to comply with any other material provisions of the Contract, the Town, may terminate this Contract in whole or in part, for default if, ten days (or such longer date as the Town may specify in its sole discretion) after the date of the Town s/school Department s written notice to the, the failure of the performance of the has not been completely cured or the has not made reasonable progress, as determined by the Town in its sole discretion, to cure the failure. Termination shall be effected by serving a notice of termination on the s representative or agent in the Commonwealth of Massachusetts or shall be deemed served three (3) days after mailing said notice to the s address by registered mail. Such notice shall set forth the manner in which the is in default. The will only be paid the contract price for the Products upon delivery and acceptance, or service satisfactorily performed in accordance with the manner of performance set forth in the Contract; and any other costs shall be borne by the. The shall assume and bear all termination and Contract closeout costs, including those of subcontractors, suppliers and vendors. In the event of a default termination, the Town shall be entitled to withhold any payments then due or to become due to the, reasonable amounts for damages suffered by the Town as a result of the s default and to exercise any other rights or remedies available to the Town at law. 35

LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 The shall also be deemed to be in default upon the occurrence of any one or more of the following events: if is bankrupt or insolvent; if makes a general assignment for the benefit of creditors; if a trustee or receiver is appointed for, or for any of s property; if files a petition to take advantage of any debtor s act, or to reorganize under any bankruptcy chapter or law; if repeatedly fails to make prompt payments to vendors, suppliers, subcontractors or others for labor, materials, or equipment; if disregards laws, ordinances, rules, regulations, or orders of any public body having jurisdiction; if the fails to correct defect(s) noted during acceptance inspection(s) within sixty (6) days of notification of said defect; and if violates in any substantial way the provisions of the Contract Documents. If it is later determined by the Town that the was not in default, the Town, after establishing a new delivery schedule, may allow the to continue work without increase in the contract prices, or treat the termination as a termination for convenience. The termination of the Contract for nonperformance shall in no way relieve the from any of its covenants, undertakings, duties and obligations under this Contract, nor limit the rights and remedies of the Town hereunder in any manner whatsoever. Delivery Of Goods And Completion Of Services A. Delivery costs are included in the proposal pricing. must not charge additional shipping charges in the cost of the items listed on the vendor s bid pricing form. B. Time of Performance The must deliver the Products within 4 days of the date of Postmark of the purchase order. Failure to deliver or complete the Products within the time specified in the Contract Documents, unless a written extension of time has been granted by the Town, will likely result in damage to the Town. In that event, the Town specifically reserves the right to claim against and recover from the damages to the Town, whether direct or indirect, caused by or arising from such unexcused delays. In cases where The Town and the agree that it would be difficult to document damages due to late delivery or performance, it is further agreed this Contract will use a flat fee of $5 (Fifty Dollars) per day, for each and every day the Products are/is not delivered or performed after the agreed upon delivery/completion date. The Town further reserves the right to claim such damages as they occur during the Contract as charges against the Contract. If the refuses or fails to pay the charges within thirty (3) days of receipt of a written demand from the Town which sets forth the basis for charge, the Town may withhold said damages from any payments then due, or to become due, to the. C. Destination for Delivery The Products shall be delivered to the following destination: 36

LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 The Lexington Public School Listed on the Purchase Order with proper attention to information listed as per the Purchase Order. D. Transportation All goods shall be properly packed, marked, loaded and shipped as required by this order and the transporting carrier and shipped in a manner which will permit the lowest transportation rates to apply. The shall reimburse the Town for all expenses incurred due to improper packing, marking, loading or routing. E. Risk of Loss Delivery shall not be complete until goods have been actually delivered to and accepted by the Town, notwithstanding any agreement to pay freight, express, parcel post or other transportation charges. The risk of loss or damage in transit shall be upon the. F. Delays The shall in the event of a delay or threat of delay, due to any cause, in the production or delivery of goods or services hereunder, immediately notify the Town and shall include with such notice all relevant information with respect to such delay or threatened delay. The shall be liable for any damages resulting from failure to make delivery within the time called for by this order or by any written instructions of the Town, except where: (1) such delay in delivery shall be due to causes beyond the reasonable control of the ; and (2) the notifies the Town as aforesaid. If the for any reason cannot comply with the Town s/school Department s delivery schedule, the Town, in addition to any other rights or remedies available to it by law or under these terms and conditions, may terminate this purchase order or cancel any shipments thereunder without further liability to the. Indemnification And Hold Harmless The agrees to indemnify, defend and hold harmless the Town and its agents, officers, boards, committees and employees, except for wrongful or negligent acts of the Town for any and all claims, losses, costs, expenses or damages of any kind resulting from or arising out of the performance of this contract by the, its officers, agents or employees. If any action, claim or demand is made against the Town, other than for a wrongful or negligent act of the Town, the agrees to assume the expense and shall pay all costs, charges, attorney s fees, settlements, judgments or other expenses incurred by or obtained against the Town. To the extent that the s obligations hereunder require the performance of services by the or work to be done by the on the Town s property or on property under The Town s/school Department s control, the agrees: (a) to accept full responsibility for performing all work in a safe manner so as not to jeopardize the safety of The Town s/school Department s personnel, property or members of the general public; and (b) to comply with and enforce all The Town Department s safety and fire protection regulations in all applicable state and municipal safety regulations, building codes or ordinances. For work to be performed in 37

LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 certain isolated areas, waivers from specific Town safety and fire protection regulations may be obtained in writing from The School Department s Contracting Officer. Patents And Royalties The, without exception, shall indemnify and save harmless, the Town and its employees from liability of any kind, including cost and expenses for or on account of any copyrighted, patented or unpatented invention, process or article manufactured or used in the performance of the contract including its use by the Town. If the uses any design, device or materials covered by letters, patent or copyright, it is mutually agreed and understood without exception that the bid prices shall include all royalties or cost arising from the use of such design, device or materials in any way involved in the work. Price The Town will pay according to the attached LEXIGTO PUBLIC SCHOOLS Price Proposal Form, (which is the vendor s bid pricing sheet), the amount agreed upon in the s bid, as full compensation for everything furnished and performed under this Contract, subject to allowable additions and deductions as provided. Payment will be made in accordance with the payment instructions listed below. If no price is specified in this order, the goods or services shall be billed at the price last quoted to the Town or at the prevailing market price, whichever is lower. o extra charges of any kind will be allowed unless specifically agreed to in writing by the Town. The price quoted in any proposal submitted shall include all items of labor, material, tools, equipment and other costs necessary to fully complete the manufacture, delivery, assembly, installation, accessories, warranty, training of personnel, service manuals, wiring schematics and drawings, if required, pursuant to the specifications and requirements included in the Request for Proposal. It is the intention of the specifications that the provide complete components and accessories of the type prescribed, ready for operation by Town personnel. Any items omitted from the specifications which are clearly necessary for the operation of such equipment although not directly specified or called for in these specifications, shall be considered an integral part of the basic specifications of the Products. All parts shall be new. In no case will parts be used, reconditioned or obsolete parts (except for testing). Any one part shall be an exact duplicate in manufacture and design and furnished as specified. Prices quoted are to be firm and final. 38

Payment LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 The shall be paid, upon the submission of proper invoices or vouchers as follows: a. All invoices need to be dated, description of items purchased, quantity, price including shipping and handling and total due and should be sent to: Lexington Public Schools c/o Finance Office 146 Maple Street Lexington, MA 242 b. All pricing and or discounts should be in accordance with the bid specifications. s should not accept any orders for materials or services without an authorized purchase order number. The shall provide the Town, simultaneously with and as a condition to each payment if the payments are in installments, all documentation necessary to evidence transfer to The Town of full and unencumbered title to the item for which payment is being made. The will send its applications for payment to: Lexington Public Schools Attn: Finance Department 146 Maple Street Lexington, Massachusetts 242 The granting of any payments by the Town shall not constitute in any sense acceptance of the work or of any portion thereof, and shall in no way lessen the liability of the to replace work or material which does not conform to the contract documents, though the character of such work or material may not have been apparent or detected at the time such payment was made. Materials, components or workmanship which do not conform to the instructions or their contract requirements and specifications, or are not equal to the samples submitted to and approved by the Town, will be rejected and shall be replaced by the without delay. Taxes o charge by the shall be made for federal or state excise taxes. The Town, as a municipal corporation of the Commonwealth of Massachusetts, is exempt from federal and state excise tax and such taxes shall not be included in proposal prices. The Town agrees to furnish, upon acceptance of articles supplied under this order, with an exemption certificate. The agrees to pay all sales and use tax for which the Town is not exempt, if any. Insurance shall effect and maintain insurance at its own cost and expense to protect itself from claims under Workers Compensation Acts; from claims for damages because of bodily injury including sickness, disease or death of any of its employees; and for damage or destruction of the Products prior to acceptance by the Town. 39

LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 Equal Employment Opportunity In connection with the execution of this contract, the shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, age, sexual orientation, national origin, sexual orientation or presence of any sensory, mental or physical handicap as provided by M.G.L. c. 151 B. The shall take affirmative action to ensure that applicants are employed, and that employees are treated during their employment without regard to their race, religion, color, sex, age, sexual orientation, national origin or presence of any sensory, mental or physical handicap. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. further agrees to insert a similar provision in all subcontracts, except subcontracts for standard commercial supplies or raw materials. Hazardous Materials Any materials required by this order that are deemed hazardous will be packaged, marked and shipped by the to comply with all present and future federal, state and local regulations and will further comply with any special company requirements. This may be noted on the face of the purchase order. Compliance With Laws The warrants that all goods supplied hereunder will have been produced in compliance with and the agrees to be bound by all applicable federal, state and local laws, orders, rules and regulations. Special Tooling If all of the costs of any special tooling used in the performance of this order have been charged to this order or to other orders placed by the, title to such special tooling shall vest in the Town at the option of the Town. Such tooling is to be used only in performance of this purchase order unless otherwise provided by the Town. Delegation And Assignment either party to this contract may delegate the performance of this contract to a third party unless mutually agreed in writing. This contract cannot be assigned without the written consent of the other party. 4

LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 otices Any notice or other communication required or permitted hereunder shall be in writing and shall be delivered personally, telegraphed, telexed, sent by facsimile transmission or sent by certified, registered or express mail, postage prepaid. Any such notice shall be deemed given when so delivered personally, telegraphed, telexed or sent by facsimile transmission or, if mailed, two days after the date of deposit in the United States mails, as follows: (A) (B) if to the School Department, to: Superintendent of Schools Lexington Public Schools Town of Lexington 146 Maple Street Lexington, MA 242 if to the : to: {Contact ame} {Department} {Company ame} {Address} {City}, {State} {Zip Code} Limitation Of The Town Of Lexington s Liability In no event shall he Town be liable for anticipated profits or for incidental or consequential damages. The Town s liability on any claim of any kind for any loss or damage arising out of or connected with or resulting from this agreement or from the performance or breach thereof shall, in no case exceed the price allocable to the goods or services or unit thereof which gives rise to the claim. The Town shall not be liable for penalties of any description. Title And Security Interests If full or partial payment is made to the prior to the delivery of all goods or the performance of all services hereunder, title to all goods identified to this order at the time of such payment or thereafter shall pass to the Town, and the shall be deemed a bailee of all goods remaining in its possession, but in no event shall the risk of loss pass to the Town until the goods are delivered to the destination specified herein and accepted. The agrees to maintain insurance coverage in types and amount satisfactory to the Town for all goods that are or become so identified at any time to this order. Additionally, the grants to the Town a security interest in all goods that are or may become so identified, which security interest shall be in addition to all other rights of the Town under this order or applicable laws, and the agrees to execute financing statements or such other documents as the Town may reasonably require to perfect and protect that interest. Merger This Agreement constitutes the entire agreement of the parties. There are no other Agreements, oral or written, which modify or affect this Agreement. This Agreement supersedes any and all provisions on the face and reverse side of any purchase order or any attachment thereto inconsistent with or in addition to the provisions hereof, and this provision constitutes notice by the Town of its objection to any such inconsistent or additional provision. The Agreement may not be amended except in writing signed by both parties to the Agreement. 41

LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 Jurisdiction Laws Venue This Agreement shall be governed by the laws of the Commonwealth of Massachusetts and any action to enforce the Agreement shall be brought in Middlesex County, Massachusetts. The agrees that if a lawsuit is instituted by the Town for any default on the part of the, and the is adjudged to be in default, the shall pay to the Town all costs and expenses, expended or incurred by the Town in connection therewith, and reasonable attorney s fees. Warranty Final payment by the Town shall constitute notification to the of the commencement of the warranty period. In addition to any implied warranties, the hereby warrants that the Products shall be fit for the intended use and shall be free from defects in and malfunctions arising from workmanship, material and design and shall conform to the requirements of this contract. Inspection, test, acceptance or use of the goods furnished hereunder shall not affect the s obligation under this warranty, and such warranties shall survive inspection, test, acceptance and use. If the Town shall give the notice of any defect, deficiency or nonconformance within twelve (12) months from the date of final payment by the Town, shall, at no cost to the Town and within a reasonable time, repair or replace all such defective, deficient or nonconforming items. In the event of failure by the to correct defects in or replace nonconforming goods or services within a reasonable time, The Town may make such corrections or replace such goods and services and charge the for the cost incurred by The Town thereby. Representations And Certifications Of The The hereby represents and certifies under the penalties of perjury: A. oncollusion: The certifies under penalties of perjury that this proposal has been made and submitted in good faith and without collusion or fraud with any other person. 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. B. Tax and Contributions Compliance: The is in full compliance with all laws of the Commonwealth of Massachusetts relating to taxes and to contributions and payments in lieu of contributions. The s social security/tax identification number is. C. Conflict of Interest: The certifies that no official or employee of the Town has a financial interest in this bid or in the Contract with the offers to execute or in the expected profits to arise therefrom, unless there has been compliance with the provisions of M.G.L. c 268A. The vendor certifies that they will require employees to adhere to Conflict of Interest Law as it pertains to public employees and students in this financial arrangement. D. Licenses and Permits: The shall obtain all required licenses and permits pertaining to work under this Agreement. The shall submit copies of such licenses and/or permits upon request. 42

LEXIGTO PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP March 14, 214 E. Debarment or Suspension: The certifies that it has not been debarred or suspended under M.G.L. c. 29, Section 29F, nor will the contract for supplies from a debarred or suspended subcontractor on any public contract. I WITESS WHEREOF, This Agreement has been executed in duplicate as of the day and year written below. Date: Approved as to the availability of Mary Ellen Dunn, Assistant Superintendent For Finance & Business Operations Executed by: Town of Lexington funds: Mary Ellen Dunn Chief Procurement Officer Executed by : Authorized Signature Title Address City/Town Contact ame Contact Phone # Contact Email Address 43