Mike Prendergast Executive Director State of Florida DEPARTMENT OF VETERANS AFFAIRS Division of Administration and Public Information 11351 Ulmerton Road, #311-K Largo, FL 33778-1630 Phone: (727) 518-3202 Fax: (727) 518-3407 Rick Scott Governor Pam Bondi Attorney General Jeff Atwater Chief Financial Officer Adam Putnam Commissioner of Agriculture ADDENDUM NO. 1 FDVA-ITN-12-001N ITB TITLE: FDVA Homes Program Time Clock System ISSUE DATE: May 1, 2012 The following shall address questions, responses, additions, clarifications, and/or changes relative to FDVA-ITN-12-001N. The below questions, responses, additions, clarifications, changes, and/or attachment(s) shall amend FDVA-ITN-12-001N. CHANGE TO ITN TIMELINE: Original ITN Timeline requiring Submittals due May 10, 2012 (by 3:00PM local time) has been changed to Submittals are due May 14, 2012 (by 3:00PM local time). CHANGE TO ITN STATEMENT OF WORK: Original ITN Statement of Work Item 15(a) found on page 39 of the ITN read as: 15. Application and Implementation Services. (a) Services for 927 active employees access to time clock system (including FDVA Project Manager and Home Administrators access to HR modules per facility). Item is now replaced by the following: 15. Application and Implementation Services. (a) Services for approximately 1193 active employees access to time clock system (including FDVA Project Manager and Home Administrators access to HR modules per facility). VENDOR QUESTIONS AND FDVA RESPONSES: 1. Vendor Question: The 927 employees, is that spread evenly per location or are there specific numbers of employees per location? FDVA Response: See above provided Change. Access count of 1193 is comprised of the following approximate breakdown: Lake City 82, Daytona Beach 183, Land O Lakes 188, Pembroke Pines 177, Springfield 191, Port Charlotte 173, Saint Augustine 190, and FDVA Headquarters Largo 9. 2. Vendor Question: Since the Scout 2000 is to be leveraged or if in the future you purchase additional clocks, we have two methods of installation: (a) The client physically installs the clocks and we provide remote telephone support and remote computer access for configuration; or (b) We offer on-site installation at a price per day plus expense. Which method would you prefer for pricing this agreement? FDVA Response: Successful vendor will leverage present time clocks. Any possible future replacement of time clocks will be under a separate procurement action.
3. Vendor Question: If you do the remote installation with telephone and remote computer configuration, is the FDLE background check and insurance rider required since Vendor resource would not be required on site? FDVA Response: FDLE background check and Insurance shall be secured by the successful vendor. 4. Vendor Question: The Attachment A Agreement, is this required to be executable at the time submitted with the response and if so what date would you like the commencement date to be? FDVA Response: No. Attachment A was provided for informational purposes. Agreement will be executed with successful vendor. 5. Vendor Question: The current hardware is listed as Scout 2000. I believe this is a hand punch that is actually manufactured by Ingersol Rand also known as RSI. I wanted to confirm this as the desire to still utilize this hardware is outlined in the Invitation to Negotiate. If we would be servicing this hardware in the future, what was the original purchase date? FDVA Response: Successful vendor will not be accountable for present time clock s service or warranty. 6. Vendor Question: Would all stations that would be used for clocking in/out for the time clock system or accessing the data be Windows based? FDVA Response: Biometric time clocks will be used for time punches, all other access shall be through windows based PC s. 7. Vendor Question: Page 25, Item G Since respondents are required to make all investigations necessary for a thorough and complete response, are we able to schedule a Discovery phone call to further clarify the user s needs? FDVA Response: No. Interested vendors were to review ITN document and submit questions by 4/24/121 deadline, answered via State Vendor Bid System (VBS) posted addendum. 8. Vendor Question: Page 30, Item E Usually at this point in the process, we do not formally name the project team and rather include sample resumes. At this time, is this acceptable to the Florida Department of Veterans Affairs? FDVA Response: Yes. 9. Vendor Question: Page 35, Item #1 The FDVA requires the project to be completed within 60 business days. Is this a hard schedule or will there be room to create a different schedule of execution? FDVA Response: FDVA considers the ITN timeline and project schedule of execution to be appropriate for its needs. 10. Vendor Question: Page 35, Item #3 The Contractor shall schedule and attend a project launch meeting with the FDVA within three business days of completion of the fully executed agreement. Is this a hard schedule or will there be room to create a different schedule of execution? FDVA Response: Scheduling of the project launch meeting is flexible, as long as it occurs within seven (7) business days of fully executed contract and with FDVA Project Manager s prior approval. 11. Vendor Question: Could you please provide details/specifications on the expense tracking requirements (page 39, Item 15)? FDVA Response: Expense tracking refers to labor costs.
12. Vendor Question: Could you please provide details/specifications on the location tracking requirements (page 39, Item 15)? FDVA Response: Location tracking refers to the seven (7) separate locations, each being separate, but also allowing for FDVA Headquarters access to data. 13. Vendor Question: Could you please provide the expectations for the customizable forms (page 40, Item 16)? FDVA Response: FDVA expects reports to be customizable as to the data shown and format. 14. Vendor Question: Could you please provide more information on the Patient Per Day Census Reporting you require (page 40, Item 16, letter c)? FDVA Response: Job costing is done using basic job descriptions, by direct or indirect (direct hands on resident care or indirect no hands on resident care), and by a specific task (i.e.: training, resident care, etc.). 15. Vendor Question: How are time and labor allocations related to PPD? (page 40, Item 16, letter c)? FDVA Response: See response to question 14. 16. Vendor Question: Could you provide greater detail on the task allocations you require? FDVA Response: Task allocations are basic job descriptions and can be changed at will for a given period. 17. Vendor Question: Could you identify any other interfaces that will be required other than those mentioned on page 40, Item 16, letter d? FDVA Response: There are none. 18. Vendor Question: Could you please explain in greater detail the complex time and attendance reporting capabilities you are seeking? (page 39, Item 16)? FDVA Response: See response to question 14. 19. Vendor Question: Could you please tell us an approximate number of employees that will be clocking in/out per location as well as managers needing to approve time listed on page 35, section 2? FDVA Response: See response to question 1. Also, within the access count there will be approximately 18 to 20 managers per each Veterans Home location. 20. Vendor Question: Are there employees that will be utilizing the system (either to clock in/out or manage time off) that are located at FDVA s headquarters? If so, how many? FDVA Response: There will be approximately 6 managers and 3 IT technicians utilizing the system at the FDVA Headquarters in Largo, FL. 21. Vendor Question: Of the 927 active employees that will be utilizing the time & attendance system, how many will require super-user licenses (managers approving timecards, payroll/hr personnel, etc)? FDVA Response: See responses to questions 1, 19, and 20. 22. Vendor Question: How many different employee pay policies, groups and/or unions are in place today? FDVA Response: FDVA has four (4) different pay plans within FDVA OPS, Career Service (CS), Selected Exempt Service (SES), and Senior Management Service (SMS). There are two (2) unions covering FDVA employees - Collective bargaining agreements with AFSCME, Council 79 (American Federation of State, County and Municipal Employees), and the FNA (Florida Nurses Association).
23. Vendor Question: Do you foresee a need to utilize IVR capabilities (clocking in/out via phone?). FDVA Response: No. 24. Vendor Question: Will the system need to be programmed in any language other than English? If so, please specify. FDVA Response: No. 25. Vendor Question: If after careful examination of your current Scout 2000 time clocks, the vendor has sufficient reason to believe FDVA would benefit more by purchasing new clocks rather than reconfiguring your current clocks, would you be open to this suggestion? FDVA Response: No. 26. Vendor Question: What type of data validation is being used with your Scout 2000 time clocks? (magnetic strip, biometric, proximity, barcode, etc). FDVA Response: Biometric clocks. 27. Vendor Question: If the vendor can provide all the HR capabilities that are listed in section 17 (page 40) with the exception of performance reviews, will the submittal still be considered? FDVA Response: Item being questioned was not found in section referenced. 28. Vendor Question: What system is FDVA currently using for payroll processing? FDVA Response: The State of Florida PeopleFirst system. 29. Vendor Question: Has FDVA been speaking with any other time & attendance vendors prior to the release of this ITN? If so, who? FDVA Response: FDVA has complied with all legal requirements of Section 287.057, Florida Statutes. 30. Vendor Question: Did FDVA receive any guidance or assistance from outside vendors in the preparation of this ITN? If so, from who? FDVA Response: FDVA has complied with all legal requirements of Section 287.057, Florida Statutes. 31. Vendor Question: Will FDVA require any labor distribution (department transfer by employee) either via time clock, IVR or web portal? FDVA Response: No. 32. Vendor Question: Please clarify Item 41, page 16. Are we required to utilize the organization Respect of Florida? Our devices are manufactured privately. FDVA Response: No. 33. Vendor Question: Please clarify Item 1, page 24. Do you want the original and duplicates in separate envelopes or all packaged together? FDVA Response: One (1) original submittal and four (4) copies of the original submittal shall be submitted together inside one (1) larger envelope or box. 34. Vendor Question: Can we get a copy of the RFP in Word? FDVA Response: This solicitation is an ITN, not RFP. Only a PDF copy of the ITN may be reviewed or hard copy printed via the State of Florida Vendor Bid System (VBS).
35. Vendor Question: Do we submit Attachment A with Proposal? FDVA Response: See response to question 4. 36. Vendor Question: After implementation and deployment, what staff and role within the Agency will be responsible for administering and maintaining the system? FDVA Response: In each of the seven (7) State Veterans Nursing Home there are approximately 18 20 individuals that have Managers Access for approvals, additions and deletions. In Largo Headquarters there are approximately 6 Managers and 3 IT Technicians. 37. Vendor Question: Does the Agency have a preference for deployment approach (region by region, all at once, etc.)? FDVA Response: FDVA will deploy one (1) Home per pay period. This schedule is flexible due to Holidays and staff restrictions. 38. Vendor Question: How many technical project team members should be assumed? (Categories - System Admin (X number), DBA (X number), Reporting (X number)? FDVA Response: Two (2) FDVA Technical team members directly from the Homes Division for Categories and Reporting, and two (2) FDVA Technical support staff from our IT Program. 39. Vendor Question: Is a train-the-trainer approach desirable? FDVA Response: Once FDVA Team is trained we will utilize the train the trainer approach. 40. Vendor Question: Is an editable format required for end user documentation or is standard documentation in electronic format acceptable? FDVA Response: We prefer editable electronic format for all Documentation. 41. Vendor Question: How has FDVA trained its team on other large scale implementations in the past? a. Web based virtual training b. Instructor led c. Train the trainer d. Other- please describe FDVA Response: FDVA has used instructor led and train the trainer in the past. 42. Vendor Question: Do you have on-site training facilities and if so, how many students will it accommodate? FDVA Response: Each facility has a room for training and we have WebEX available. Training will be done in shifts. 43. Vendor Question: How many managers/supervisors are in scope? These would be individuals who are responsible for reviewing and signing off of timesheets (example, shift supervisors). FDVA Response: See responses to questions 1, 19, and 20. 44. Vendor Question: Do all seven locations have computers with access to the internet? FDVA Response: All locations have computers with networked internet access. 45. Vendor Question: Page 35, Section V, Item 2 - Does this ITN include the Largo location? If so, confirm the number of employees proposed. There is a concern that the Largo location is included in the Pricing Pages in Appendices D and E, but the employee count may not be accurate (927).
FDVA Response: See questions 1, 19, and 20. The staff in Largo will not be using the time clock system, only reviewing reports and overseeing the system. 46. Vendor Question: Page 39, Item 15(a). What level of detail and automation is required for expense reporting? Will we need to provide an interface to another system (other than PeopleFirst) for expense data? FDVA Response: The only expense we are tracking is payroll costs. Other than State of Florida PeopleFirst there will be no other interface. 47. Vendor Question: When were the Scout 2000 terminals purchased and implemented, and at what cost? FDVA Response: The present Scout terminals have been purchased at varying times over the last few years and at varying costs. 48. Vendor Question: Is there a software application that collects or polls the time and attendance data from the Scout 2000 terminals? If so: a. What is the name of the application? b. Is the software under a support contract? c. What is the annual cost of support? d. What is the expiration date of the current support contract? e. Who is the supporting vendor? f. How is the terminal communicating to the COTS application and computer (i.e., Ethernet, modem, direct connect, etc.)? FDVA Response: Presently we have two different time clock systems. One operates as a standalone system and does not leave the facility. The other has the capability to be a multi-location application and it has a proprietary application that polls the time clock as part of its application. a. The standalone application is Infinitime the other is Webclock. b. Both are under an annual support agreement. c. Time Systems annual cost is $2,495. ITCS annual cost is $8,837. d. Both renew in July. e. The standalone vendor is Time Systems, the other is ITCS. f. The Time Systems installations do not presently upload. ITCS uses a proprietary ethernet methodology. 49. Vendor Question: Are the Scout 2000 terminals covered under a support contract? If so, what is the annual cost of support? What is the expiration date of the current support contract? Who is the supporting vendor? FDVA Response: The present terminals are not under contract. 50. Vendor Question: What version of firmware are the Scout 2000 terminals running? FDVA Response: Varying versions. 51. Vendor Question: Page 39, Item 15(d) and 16(a): Will the Agency consider replacing the Scout 2000 terminals with a more secure and technologically relevant device? FDVA Response: FDVA will not consider changing these terminals at this time.
52. Vendor Question: Does the Agency currently integrate it s time and attendance data with the PeopleFirst System (i.e., pay data to PeopleFirst, employee data and accrual balances from PeopleFirst, etc.)? If not, how much time is spent each week processing the time and attendance data, this would minimally include auditing, reviewing, correcting, validating and data entry, as well as any regulatory reporting? FDVA Response: FDVA does not currently integrate with PeopleFirst. The amount of time spent each week processing the time and attendance data is unknown. 53. Vendor Question: Does the Agency currently schedule at each facility based on patient census and acuity, or are the staffing levels relatively fixed? FDVA Response: Staffing levels are relatively fixed. 54. Vendor Question: Page 40, Item 16(c). Is the Patient Census data contained in an electronic system? If So, does that system provide integration solutions to other systems? FDVA Response: The resident census data is part of another system but is manually entered into the PPD report. 55. Vendor Question: Page 40, Item 16(c). Please provide examples of required Project / Job Costing and Indirect vs. Direct time reporting. FDVA Response: Job costing is done using basic job descriptions and direct or indirect (direct hands on resident care or indirect no hands on resident care) and a specific task (i.e.: training, resident care, etc.). 56. Vendor Question: Page 39, Item 15(b), Page 40, Item 16(e). Please describe the type of basic human resource data desired to be captured. FDVA Response: Re: page 39, item 15(b) access to HR module is to be able to directly enter in a new employee and the information needed to complete this task. Re: page 40, item 16(e) same information, but being able to report on the statistics here by job description, birthdays, etc. 57. Vendor Question: Are there any Overtime Avoidance Policies in use to avoid overtime payout? If so, please provide. FDVA Response: Overtime is paid in accordance with the Federal Fair Labor Standards Act for included employees, and the Florida Administrative Code (F.A.C.) provisions cited below: a. 60L-34.0031, F.A.C. Regular Time and Overtime. b. (1) Agencies shall pay the following at the employee s current straight time hourly regular rate of pay: the first 40 hours of work; hours in an approved extended work period; and hours in the regular work period for excluded employees, including holidays, leave with pay, and any other non-work time for which the employee is paid during these designated periods. c. (2) Agencies shall refer to the FLSA regarding what constitutes compensable hours of work. d. (3) Employees filling excluded positions in the selected exempt service and the senior management service are expected to work the necessary hours required, and shall not be paid overtime unless required by law or otherwise approved by the Department. e. 60L-34.0032, F.A.C., Holidays. f. (1) All employees are entitled to observe the holidays identified in Section 110.117 of the Florida Statutes; provided, that to be eligible for holiday pay, an employee must be in pay status (actual work or paid leave) for at least a portion of the workday before the holiday. If an excluded employee in a senior management service position or a selected exempt service position is unable to observe a holiday, the employee may take an alternate day off during the
work period; provided, that if the employee is unable to observe the holiday, the employee is not eligible for special compensatory leave as described below. 58. Vendor Question: Please provide a process flow of the current paper time recording and reporting process. FDVA Response: The current time recording and reporting process is paperless. All entries are entered into PeopleFirst, which is the State of Florida s self-service, secure, web-based personnel information system and enterprise-wide suite of human resource (HR) services. The work process for reconciling the time clocks with the PeopleFirst time recording system is the following: a. Staffing prints out a daily timesheet for all nursing staff and if a miss punch form is needed manager notifies the employee. b. Once miss punch form is acquired staffing does the correction in time clock. c. Every Thursday HR prints out timesheets from the time clock and provides for staff to use as guide for time entry into PeopleFirst. d. Friday mornings the supervisors print out the timesheets for their staff for time approval. e. Supervisors compare time clock print outs to time entered into PeopleFirst before approval. 59. Vendor Question: Please provide blank samples of all manual forms used today to track time, leave, schedules, overtime, schedule changes/deviations, attendance, etc. and instructions on how to complete each. FDVA Response: See Exhibit A. 60. Vendor Question: Does Sick and Vacation time offset Overtime? If so, is this time paid at straight time, or managed as Comp Time? FDVA Response: Sick and vacation time is paid in accordance with the Florida Administrative Code (F.A.C.) provisions cited in response to question 57, and see also the following citation: 60L-34.004 F.A.C., General Requirements for Leave Earning, Approval, and Use. a. (3) Regardless of the amount of leave originally approved, including administrative leave, the employee will only be charged with or granted the amount of leave necessary to bring the employee to a forty-hour workweek, the regular hours for an approved extended work period, or regular work period for excluded employees. b. (4) Approved leave may be taken only in increments of fifteen minutes or more, rounded to the nearest quarter hour. c. (5) The use of paid leave shall not be authorized and taken before the time it is earned. d. (6) For career service employees, leave shall be credited to the employee at the close of business on the last day of the pay period, or, in the case of separation, on the last day the employee is on the payroll. For senior management service and selected exempt service employees, leave shall be credited upon the first appointment to either of the pay plans and upon the annual anniversary date of that first appointment 61. Vendor Question: How do you assign shifts, vacations and holidays (tenure, cost avoidance, skill set, preference, etc.)? FDVA Response: See Exhibit A. 62. Vendor Question: Please provide copies of pay policies that the Department would like automated? FDVA Response: There are no policies in place at this time, there is one planned once we finalize on a choice of systems. 63. Vendor Question: How many employees in scope part of a union? FDVA Response: FDVA does have some employees that elect membership in unions, and who may elect to have union fees deducted from their payrolls. However, there is no time and
attendance distinction between union vs non-union employees in the scope of the ITN. 64. Vendor Question: How many employees in scope are non-union? What comprises the non-union employees (hourly, salaried non-exempt, full time, etc.)? FDVA Response: See response to question 63. 65. Vendor Question: How many hourly employees are in scope? FDVA Response: FDVA employees paid on a hourly basis are called OPS employees (Other- Personal-Services) and are hired pursuant to Section 110.131, Florida Statutes. FDVA currently has approximately 256 OPS employees statewide. 66. Vendor Question: What was the annual payroll total for in scope hourly employees for the year ending June 30, 2010? 67. Vendor Question: How many salaried non-exempt employees are in scope? FDVA Response: FDVA currently has approximately 867 Career Service (CS) employees. 68. Vendor Question: What was the annual payroll total for in scope salaried non-exempt employees for the year ending June 30, 2010? 69. Vendor Question: How many salaried exempt employees are in scope? FDVA Response: FDVA currently has approximately 70 Selected Exempt Service (SES) employees. 70. Vendor Question: What was the annual payroll total for in scope salaried exempt employees for the year ending June 30, 2010? 71. Vendor Question: How much was paid in overtime for the year ending June 30, 2010? 72. Vendor Question: How much was paid in overtime year to date for the current year ending June 30, 2011? 73. Vendor Question: Did the Agency pay out any comp time for the year ending June 30, 2010? If so, how much? 74. Vendor Question: Has the Agency paid out any comp time this year ending June 30, 2011? If so, how much? 75. Vendor Question: Has the Agency paid out any dollars to settle labor related grievances (i.e., overtime settlements, FLSA claims, FMLA claims, etc.)? If so, how many and how much? Are there any pending claims or settlements? FDVA Response: FDVA has not paid out any dollars to settle labor related grievances relating to payroll, time, or attendance for at least the past three (3) years. 76. Vendor Question: How much is the Agency s current leave liability?
FDVA Response: This question is outside the scope of the ITN. 77. Vendor Question: How much is the Agency s current accrued comp time liability? FDVA Response: This question is outside the scope of the ITN. Failure to file a protest within the time prescribed in 120.57(3), Florida Statues, or failure to file a bond or other security within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. REMINDER: Make sure you mark Addendum No. 1 on Section VIII Addendum Acknowledgment Form and remember to sign and return Addendum Acknowledgment Form with complete bid package. Failure to do so may result in the disqualification of your bid submittal. The ITN is revised to the extent specifically amended by this Addendum #1. Otherwise, all provisions of the ITN remain in effect. As stated in the above Change to ITN Timeline, submittals shall be due May 14, 2012, by 3:00PM (local time). Sincerely, Tim Shaw, FCCM Contracting Administrator Purchasing Bureau Florida Department of Veterans' Affairs 11351 Ulmerton Road, Suite 311-K Largo, FL 33778 Ph: 727-518-3202 x5575 Fax: 727-518-3407 Email: shawt@fdva.state.fl.us