20242050_A2_Addendum 1.pdf

RFP 20242050 Timekeeping Software and Related Products 1

Date: March 15, 2024 To: All Potential Proposers From: Michelle Hahn, Purchasing Analyst Subject: Request for Information #20242050 Timekeeping Software and Related Products

ADDENDUM #1

The solicitation referenced above is updated & amended as follows:

1. Answer questions from potential Proposers.

a. For the completed questions for offers form - does this need to be answered individually going down the list in order, or can we answer all items in our own documents? For example, we have a document that outlines our customer support, which was asked about in question 12 in the scope of services section. Do you prefer a brief synopsis of our support, or can we use our documents already created that will share a bit more detail?

If using your own document, each question should be highlighted in the appropriate section that provides the answer. It is required that every question is answered and the questionnaire form is provided to make that easier for you.

b. Letter of Interest - I am not seeing the Letter of Interest attached in the RFI document.

Can you please provide this document, or explain what is needed from the vendors?

The letter of interest should be a cover letter supplied by the vendor. There is not a form.

c. When are you looking to start the project? When are you looking to go live?

We would like to start the project as soon as possible with the rollout occurring in the 4th quarter of 2024.

d. How Many supervisors, managers, and administrations oversee the 550 employees?

Can you confirm you need a license for all 550 employees?

Approximately 30 supervisors, managers and administrators will be using the system.

All temporary employees will need the ability to submit, review and approve their own time. The number of licenses will depend on how they are structured within the solution. If licenses are not required for users who only enter and approve their own time, then we will only need licenses for the supervisors, managers, and admins.

e. Is it desired for the 20 time clocks to be Biometric or HID proximity?

Currently, users’ clock in using proximity cards or by manually entering their employee ID. Biometric time clocks are desired but not required.

RFP 20242050 Timekeeping Software and Related Products 2

f. If proximity is preferred are the current HID cards Indala, iCLASS, or standard Proximity?

The cards used by these employees are standard HID proximity cards.

g. Will a flat file import/export be acceptable for the interface to Peoplesoft? Will you be importing any other information aside from schedules from When to Work?

For the Peoplesoft integration, a flat file is not acceptable. A bi-directional API is our preference as we need the ability to audit for data errors before fully importing the data into Time & Labor. We would also like to have leave balance information available in the new solution – sourced from Peoplesoft.

h. Will Advanced scheduling be included in this scope of work? (Advanced scheduling is defined as employees who need to do Shift swaps, vacation bidding, or having scheduling rules in the system which automatically assign the correct employees to open shifts) If Advanced scheduling is needed, how many employees will need to be licensed for it?

Advanced scheduling features (as defined in this question) are not a requirement for the system, but we are interested in reviewing any included scheduling features.

i. Is FMLA Case Management required? Defined as the new time & attendance system automating the process of requesting FMLA leave, allowing employees to fill out required forms directly in the new Time & Attendance system, and tracking the open case, automatically alerting employees/managers when an employee is due back or running out of FMLA time?

No, we are not looking to manage FMLA via the solution.

j. Is it desired for employees to punch in/out from a computer or smart phone?

Employees should be able to punch in and out via computer, mobile and physical timeclock.

k. Will any employees be allowed to either fill out their timesheets online, or have their timesheets auto-populated based on their schedules? (these groups of employees would not punch in/out) Employees entering their own timesheets online is not a requirement for the system, but we do have employees where a timekeeper enters time on their behalf. We would like to be able to auto-populate timesheets from a schedule (When to Work integration) for some employees.

l. Is it desired for employees to request time off electronically at a computer or smart phone?

Requesting time off is not a requirement for the system.

RFP 20242050 Timekeeping Software and Related Products 3

m. Do employees need to be able to view timesheets, view schedules, or request time off from the time clock? or will the ability to do these functions at a computer /smartphone suffice?

Employees should be able to review and approve their time in the same method that they entered it – via timeclock, computer or mobile.

The last date for questions or clarification requests is March 20, 2024.

All other terms, conditions and specifications of this solicitation remain unchanged. Questions regarding this Addendum should be emailed to Michelle Hahn, MHahn@eugene-or.gov mailto:MHahn@eugene-or.gov