DQ_INF_39 Time and Labor.pdf

TIME AND LABOR TIMECLOCK

SOLUTION

DQ # DQ_INF_0000000039

May 23, 2025

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REQUEST FOR DOCUMENTED QUOTE (DQ)

Procurement Service Center (PSC) University of Colorado 1800 Grant Street, Suite 400 Denver, CO 80203

Purchasing Agent (PA): Crystal DiCino E-Mail: Crystal.DiCino@cu.edu

Documented Quote #: DQ_INF_0000000039

PROPOSALS MUST BE RECEIVED BY: June 2, 2025 at 02:00 PM

E-MAIL OR FACSIMILE RESPONSES WILL NOT BE ACCEPTED.

Rocky Mountain E-Purchasing System (BidNet) website link:

https://www.bidnetdirect.com/colorado/universityofcolorado

Schedule of Activities:

This projected schedule is an estimated timeline and is subject to change at the sole discretion of the University. All times listed in this document are understood to be Denver local time.

Event Date DQ Advertisement May 23, 2025 Last Date to Submit Written Questions May 28, 2025, at 02:00 PM Proposal Due Date June 2, 2025, at 02:00 PM

DQ Questions The University will not answer any telephone inquiries about this DQ. Written questions are due by the deadline for questions listed in the Schedule of Activities above and shall be submitted electronically via the Rocky Mountain E-Purchasing System (BidNet) website. CU requires all questions to be submitted individually on this site.

Questions will be responded to by CU as deemed appropriate. If the Proposers’ questions are unclear or non-substantive in nature, CU may request clarifications or decline to answer.

Note: BidNet limits the characters available to input for the University to respond to each question. For this reason, multiple questions may not be submitted as a single question, as the University is unable to respond to multiple questions in the space provided. Because of this limitation, the University reserves the right to reject groups of questions submitted in a single question box or to select and respond to only one question posed. A multi-part question containing an initial question and a follow-up is the exception to this rule. All questions and answers will be posted on the BidNet website as an addendum to the DQ.

Proposal Submittal The proposal shall be prepared in accordance with the Preparation of Proposal as described in Section III of this DQ. Proposers shall submit their proposal and all required forms via the BidNet website. Proposals are due by the date and time listed in the Schedule of Activities above. Late proposals will not be accepted.

mailto:Crystal.DiCino@cu.edu https://www.bidnetdirect.com/colorado/universityofcolorado

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Allow ample time for the electronic submission of your proposal. Following are links to a BidNet Electronic Bid Submission (EBS) guide and EBS FAQ site. CU strongly encourages Proposers to review this information prior to starting your submission in addition to starting the submission process at least one business day prior to the proposal due date. CU will not extend the submission deadline due to any technical issues or outages you may experience. Also provided below are links to a webinar recording and slide deck related to a vendor training that was conducted on November 8, 2023.

Proposer EBS Guide and FAQs:

https://faq.bidnetdirect.com/electronic-bid-submission/

Bidnet Webinar Recording and Slide Deck:

https://player.vimeo.com/video/886645835?h=6d7aea788f https://communications.bidnet.com/hubfs/University-of-Colorado-Vendor-Webinar-November-8- 2023.pdf https://faq.bidnetdirect.com/electronic-bid-submission/ https://player.vimeo.com/video/886645835?h=6d7aea788f https://communications.bidnet.com/hubfs/University-of-Colorado-Vendor-Webinar-November-8-2023.pdf https://communications.bidnet.com/hubfs/University-of-Colorado-Vendor-Webinar-November-8-2023.pdf

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PROPOSAL SUBMITTAL REQUIREMENTS

The following is a checklist for reference when compiling the proposal submission. The documents listed below are required:

• Technical Proposal:

o Complete responses to the Technical Proposal Content as outlined in Section

IV

• Cost Proposal

• Proposal Form(s) - All complete and signed o CU Solicitation Form

• Variances:

o List of all proposed modifications and/or legal issues regarding terms of the solicitation document and/or the Sample Agreement and Special Provisions, Attachment C

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TABLE OF CONTENTS

REQUEST FOR DOCUMENTED QUOTE (DQ)

PROPOSAL SUBMITTAL REQUIREMENTS

I. UNIVERSITY OVERVIEW

II. SCOPE OF WORK

III. ADMINISTRATIVE INFORMATION

1. Issuing Office

2. Means of Communication

3. Interpretation of DQ Documents

4. Addenda

5. CU BidNet Website

6. Withdrawal of Proposal

7. Award

8. Rights of CU

9. Confidentiality of Records

10. Proposer Agreements

11. Designation of Subcontractors

12. Payment

13. Insurance Requirements

14. Form of the Contract

15. Solicitation Response and Material Ownership

16. Incurring Costs

17. Non-Discrimination

18. News Releases

19. Assignment and Delegation

20. Standard of Conduct

21. Other Applicable Statutes

22. Cooperative Purchasing

IV. PREPARATION OF PROPOSAL

1. Preparation of Proposal – Proposal Forms

2. Preparation of Proposal – Technical Proposal

3. Technical Proposal Contents

4. Cost Proposal

V. EVALUATION OF PROPOSALS AND AWARD

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1. Evaluation of Proposals

2. Best and Final Offers

3. Evaluation Criteria

5. Determination of the Responsibility of the Proposer

6. Award

VI. ATTACHMENTS

A. CU Solicitation Form

B. Insurance Requirements

C. Sample Agreement and Special Provisions

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I. UNIVERSITY OVERVIEW

This solicitation is issued by the University of Colorado (CU or University), through the Procurement Service Center (PSC).

CU is the state’s largest and most influential public research university, a community of approximately 67,000 students and 37,000 employees spanning four campuses and system administration. Every year CU graduates thousands of students who fill critical workforce needs across the state. CU is the state’s third-largest employer with an annual operating budget of $5.5 billion. CU faculty attracted $1.4 billion in sponsored research awards to conduct research in economic sectors critical to the state and nation, including energy, bioscience, aerospace, and health care. Overall, CU contributes approximately $14 billion annually to the state’s economy.

The proposal must be prepared and submitted in accordance with the requirements and procedures contained in this DQ document and the University’s policies, rules, policies, and procedures.

Compliance with these requirements by the Proposer is mandatory and is a condition of responsiveness. Any failure to satisfy these requirements will be a sufficient basis for the University to disqualify the Proposer. The University shall not be liable for any of the Proposer’s expenses associated with its preparation of the proposal or University’s consideration of it. The Proposer, if selected, shall not include any such expenses as part of its fee for performing the Scope of Work.

As a result of this solicitation, CU intends to award a contract to a single proposer. The anticipated start date of the resulting contract will be the date of execution. By submitting a signed proposal in response to this solicitation, the Proposer represents and warrants that it will honor its proposal as being held open as irrevocable until time of award. The term of the contract resulting from the award of this solicitation shall begin upon execution of the contract, and end one (1) year later. The contract may be renewed upon mutual agreement for up to four (4) additional one-year periods for a total term not to exceed five (5) years. CU, at its discretion, may terminate the contract with thirty (30) days’ notice by stating so in writing.

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II. SCOPE OF WORK

1. INTRODUCTION

The University is implementing PeopleSoft’s delivered Time and Labor Module (T&L). As part of this project, it was identified that utilizing a single suppliers physical timeclock, software and integration across the entire University would be advantageous. These clocks would capture all employee punch time and via the PeopleSoft delivered Timeclock Collection Device (TCD) integration, transfer the raw punches from the timeclock software to the T&L module. All payable time calculations would be done within PeopleSoft. The University utilizes several different timeclock suppliers and employees payable time is calculated within the vendor’s software and not in our central payroll system.

The University seeks a unified time collection solution that includes physical timeclocks, timeclock software, and integration with PeopleSoft’s Time and Labor Module (v9.2). The solution must support centralized management across multiple campuses, replacing the current fragmented systems.

The University will provide access to a test environment for integration. While REST and SOAP protocols are commonly used with PeopleSoft Integration Broker, the University is open to other integration approaches. Proposers should describe their preferred integration method and be prepared to engage in a detailed technical discussion to determine the most effective solution for real-time data feeds.

Timeclocks will be distributed approximately 60% to the Boulder campus and 40% to the Anschutz campus.

Proposers must include technical specifications and model information for the proposed timeclock hardware. The expected hardware lifespan is 3–10 years depending on the model, and this should be factored into the proposed refresh cycle.

OVERVIEW:

The University needs to replace all current physical timeclocks that were purchased from multiple suppliers with a single supplier solution.

Timeclock, software, and integration.

• At the time the solicitation posted, below is the current population (subject to change).

o 3,540 employees and 70 timeclocks.

The timeclocks will only be required to collect employee punch times. Payable time calculations will not be executed at the timeclock level.

GOAL:

The goal of this solicitation is to replace the universities’ existing physical timeclocks with a single supplier solution. The timeclock solution needs to be in place for testing that will begin in the December 2025 timeframe.

University reserves the right to modify the dates below.

Estimated timeline for Time & Labor Implementation:

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Design: 3/2025 – 7/2025 Build: 7/2025 – 11/2025 Testing (All phases): 12/2025 – 4/2026 Training: 5/2026 – 7/2026 Deploy: 8/2026 – 10/2026

SCOPE OF WORK:

The University of Colorado desires to engage with a proposer that has experience providing timeclocks and integrations with PeopleSoft Time and Labor for the requirements listed below.

Implement a time collection solution that will integrate into PeopleSoft’s v9.2 Time and Labor Module.

The solution must deliver physical timeclocks, timeclock software and integrations from PeopleSoft to the timeclock as well as the integration from the timeclock to Time and Labor.

The Successful Proposer must deliver:

Physical timeclocks Software for each timeclock Integration from PeopleSoft HCM to the timeclock Integration from the timeclock to PeopleSoft Time and Labor Implementation services:

o Initial timeclock software installation o Initial hardware configuration o Timeclock and software training

PROPOSED TIMELINE:

The proposed timeline resulting from award of this solicitation shall begin upon execution of the contract and shall remain in effect until all services and requirements purchased in conjunction with this DQ have been accepted by the University's authorized representative. The timeclock solution needs to be in place for testing that will begin in the December 2025 timeframe.

Successful Proposer will not be required to be onsite for the duration of the term

MANDATORY REQUIREMENTS:

The Successful Proposer will be responsible for the following:

Physical Timeclock:

Network Integration via an ethernet interface Support badge swiping and biometrics for authentication Power failure data retention User friendly Must meet federal and state accessibility requirements Support (Helpdesk)

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Timeclock Software:

Multi-lingual Offline mode (e.g. university network outage occurs) Must meet federal and state accessibility requirements Records employee’s punch times:

o Support Time Reporting Codes o Clock in o Clock out o Begin break o End Break o Begin lunch o End Lunch

Records Employee Absences o Vacation o Holiday o Jury Duty o Administration Day o Etc.

Record Labor Changes o Speedtype (Accounting Code) o Department ID

Employee Information o Display work schedules o Display leave accrual balances

Integration:

PeopleSoft HCM to Physical Timeclocks o Biographical data o Work Schedules o Leave accrual balances

Physical Timeclocks to T&L o Punch time o Labor changes o Elapsed time

PROPOSER REQUIREMENTS:

Support Structure:

o Firmware Updates o Warranty o Software Upgrades o Licensing model

Operational Support Structure o Hours of operation and time zone coverage for support services.

DQ_INF_000000039 Page 11 o Support tiers (e.g., Level 1, 2, 3) and escalation procedures.

o Response and resolution time commitments for various severity levels (e.g., critical, high, medium, low).

o Availability of 24/7 support for critical issues.

o Methods of support (e.g., phone, email, ticketing system, live chat).

o Reporting and tracking of support metrics (e.g., monthly SLA compliance reports).

o Any service credits or penalties for missed SLA targets.

Security:

o Fully secure application, how is this accomplished for your product?

o Authentication

Training:

The supplier must describe their training approach in detail, including:

o Train-the-trainer or other delivery options available o Materials provided for both administrators and end users (e.g., user guides, videos, FAQs) o Description of all training services offered, including format (live, recorded, self-paced) o Direct training for administrators and system managers o Materials or tools that can be distributed to all 3,540 employees for self-guided onboarding o How the training approach will integrate with the University’s Organizational Change

Management (OCM) efforts o Flexibility to support Boulder and Anschutz campuses, which will lead local training and onboarding efforts in partnership with the supplier

Implementation Fee Structure:

o Professional Services o Non-Recurring Charges (NRC)

Release Structure and Policy o Scheduled releases o Patches o Emergency patches

Pricing structure (annual basis) o Hardware o Software o Professional Services

Timeclock, software, and integration.

o At the time the solicitation posted, below is the current population (subject to change).

o 3,540 employees and 70 timeclocks. Scalability and Flexibility, Proposers must describe how their pricing model and implementation approach will accommodate increases or decreases in the number of timeclocks or users. The University reserves the right to adjust quantities during the term of the contract, and pricing adjustments (if any) must be clearly defined in the proposal.

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MANDATORY REQUIREMENTS OF PROPOSERS:

Proposers who cannot meet requirements below will be deemed unresponsive.

Proposers must describe how they will meet the requirements with their bid response.

• Proposers should have a minimum of five (5) years of experience in the industry. Preference will be given to those with ten (10) or more years of relevant experience, particularly in higher education, healthcare, or public sector environment

• Demonstrates experience providing integrations to and from PeopleSoft HCM and timeclocks.

• Higher education, healthcare or public sector experience

• Proposers must include prior client’s professional references and an example of prior Higher Education, healthcare or public sector experience of similar scope and size.

COMPANY OVERVIEW

Provide a brief overview of your organization including:

• Current clients. Include projects in size and structure to the University of Colorado

• List any previous work done for any University of Colorado campuses along with the name and primary contact for the project.

• Background (years in business, founders, affiliations, funding sources, etc.)

• Staffing and staff allocation by functional area. Clearly indicate which staff is with affiliates/outsourced versus internal.

• Experience/bios of the team member, who would work with University of Colorado on a day-to-day basis.

• Provide a summary of your firm’s background and experience in implementing timeclock solutions for PeopleSoft’s Time and Labor module for higher education, healthcare, government, business, non-profit sector, or other similar markets, consistent with the Scope of Work described in this solicitation.

COMMITMENT OF KEY PERSONNEL:

The Proposer agrees that key personnel identified in its submittal or during contract negotiations as committed to this project will, in fact, be the key personnel to perform during the life of this contract.

Should key personnel become unavailable for any reason, the Successful Proposer shall provide suitable replacement personnel, subject to the approval of the University. Substantial organizational or personnel changes within the agency are expected to be communicated immediately. Failure to do so could result in cancellation of the Contract.

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QUALIFICATIONS:

A. Proposer must submit a firm resume and a description of the resources available to Proposer to provide the services described in this DQ.

B. Proposer must submit a description of the Proposer’s experience performing projects similar in type and magnitude to the subject of this DQ. Proposer should describe its experience in working with institutions of Higher Education, healthcare or public sector, as applicable. Proposer’s description must include a minimum of three (3) examples demonstrating the above experience.

PROJECT IMPLEMENTATION AND TRAINING:

A. Project Plan and Project Schedule.

Proposers shall be responsible for developing and maintaining a Project Plan and Project Schedule for the contract. The Project Plan and Project Schedule define and reflect the Proposers approach to executing the scope of work in conjunction with the University of Colorado project timeline.

The Project Plan shall document the framework for key project activities, for example, infrastructure setup, needs analysis, configuration, security, report and interface development, testing data conversion, and training.

PROJECT MANAGEMENT AND PERSONNEL QUALIFICATIONS:

The Successful Proposer will be responsible for project management responsibilities including timetables, schedules, invoicing, and communication and coordination with the University. The Proposer will propose a plan for managing the contract activities, including:

A. list of proposed personnel for all aspects of the contract with their qualifications and resumes;

B. Effective communication including project management phone conferences accessible by a toll-free dial-in number, effective ongoing and continual communication via e-mails and phone conversations with the University and monthly reports of contract activity and events;

C. Detailed and user-friendly timetables, including project schedules, for all required activities and deliverables of the contract. Schedules will be reviewed and approved by the University. All changes on the timelines or project schedules must be communicated to and approved by the appropriate personnel at the University;

D. The executive team member directly in charge of overseeing the University project shall be identified. This executive team member shall be available both during and outside of normal business hours (Supplier to include what is considered normal business hours) to assist with any urgent situations. Contact information for this individual shall be provided at the time of contract award. Changes to the assigned executive team member, except for those resulting from separation of services, require prior written consent by the University. The replacement shall have qualifications which meet or exceed the original staff member proposed or the staff member holding the position previously and shall be approved by the University

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E. Qualifications of key executive personnel shall be presented in the Proposers proposal. A supporting resume outlining education/training, employment history, and experience in conducting work similar to what is expected under this contract shall be included as an appendix.

F. Qualifications of all key personnel shall be presented in the Proposers proposal. Supporting resumes outlining education/training, employment history, and experience in conducting work similar to what is expected under this contract shall be included as appendices.

IMPLEMENTATION:

The University seeks to partner with a Proposer that provides customer support for both the implementation phase and duration of the term of the contract.

A. Proposer’s response must include a detailed implementation schedule complete with all milestone dates and activities. The schedule must also address a transition/rollout plan. The University expects the awarded proposer to recommend an implementation and testing schedule that aligns with the University's overall project phases. This proposed schedule will serve as an input into the University's broader implementation plan. The proposer should outline how they would approach deployment and testing across all University of Colorado campuses, with particular attention to Boulder and Anschutz, which will lead local implementation and onboarding efforts in coordination with the University’s Organizational Change Management (OCM) teams

B. The Successful Proposer will be responsible to manage any lead time requirements to ensure the implementation schedule is met.

C. Proposers must describe your firm’s recommended approach for a successful implementation.

Include a sample implementation plan with delivery schedule/timeline of key tasks and identifying roles and responsibilities - Proposer versus University resources D. Proposers must provide information about the implementation team that will be assigned to the University under this proposal. If it is not possible to identify specific individuals currently, Proposers must provide information on the number of individuals, position titles, and key responsibilities

E. Proposers must describe in detail how the ongoing administrator support/training will be handled after the implementation phase and initial training is performed.

PROPOSERS SECURITY REQUIREMENTS

• Proposers must be FERPA and ADA compliant

• Ensure that all time clock data (time in/out, user credentials) is encrypted both in transit and at rest.

• Require multi-factor authentication (MFA) for administrative access to time clock systems.

• Devices should have tamper-evident features and alert systems.

• Timeclocks should be securely mounted to prevent theft or physical manipulation.

• The system should maintain detailed access and change logs for audit purposes

III. ADMINISTRATIVE INFORMATION

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1. Issuing Office This DQ is being issued by the University of Colorado (CU or University) through the Procurement Service Center (PSC). This DQ is governed by the University’s policies and Procurement Rules in effect at the time of its issuance. The PSC Purchasing Agent listed herein is the sole point of contact concerning this DQ. All communication must be done through the PSC. Prospective and actual Proposers shall not directly contact other CU personnel regarding matters concerning this solicitation.

2. Means of Communication

During the solicitation process for this DQ, all communication between the PSC and Proposers will be made via postings on CU’s Bidnet website.

The PSC will post notices, which include, but are not limited to, any modifications to administrative or performance requirements, answers to inquiries received, clarifications to requirements, addenda, and the announcement of the awarded Proposer. It is the responsibility of each potential Proposer to monitor the BidNet website regularly to be aware of changes, communications and/or addenda to solicitation.

3. Interpretation of DQ Documents

The Proposer may request, in writing, a clarification or interpretation of any aspect of the DQ documents. Such requests must be made via the BidNet website by the due date and time specified in the Schedule of Activities listed on Page 2. CU shall post all questions and answers on the BidNet website following the deadline for submittal of questions as an addendum to the bid. CU will not accept or respond to oral inquiries. The only ‘official’ responses are those that are posted to the BidNet website for this DQ.

Should any interested Proposer, sales representative, or manufacturer find any part of the listed specifications or terms and conditions to be discrepant, incomplete, or otherwise questionable, it shall be the responsibility of the concerned party to notify the Purchasing Agent of such matters immediately upon discovery.

Proposers cannot rely on any other statements that clarify or alter any specification or other term or condition of the solicitation.

4. Addenda

CU reserves the right to revise the DQ documents at any time up to the time set for submission of the proposals. Any such revision(s) shall be described in an addendum to the DQ and shall be posted on CU’s BidNet website.

If CU determines that the addendum may require significant changes to the Scope of Work, the deadline for submitting the proposals may be postponed by the number of days that CU determines will allow Proposers sufficient time to revise their proposals. Any new submittal deadline date for delivering proposals to CU shall be included in the addendum.

Proposers must acknowledge in the proposal submission that they received all addenda to the proposal documents (see Attachment A). Failure to acknowledge receipt of addenda may disqualify the proposal.

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5. CU BidNet Website It shall be conclusively presumed that the Proposer did, before submitting a proposal and prior to the final proposal deadline, read all addenda, posted decisions and other information items relevant to the DQ which appeared on CU’s BidNet website.

Please visit CU’s BidNet website which contains such services and information as:

a. Advertisements for Documented Quote, RFx and IFB opportunities

b. Status of Documented Quote, RFx and IFB opportunities

c. Addendums including Proposer questions and responses

d. Award information

6. Withdrawal of Proposal

A Proposer may withdraw its proposal, up until time of award, by submitting to CU a written request signed by the Proposer’s authorized representative. The withdrawal of a proposal does not prejudice the right of the Proposer to submit future proposals.

7. Award

Any resulting contract from this solicitation will be awarded to the Proposer whose overall offer is deemed to be the most advantageous to CU. The PSC will notify all Proposers via a posting on CU’s BidNet website of the results of the solicitation evaluation. The posting will be an announcement of the award.

The contents of the proposal (including persons specified to implement the project) of the Proposer will become contractual obligations if acquisition action ensues. Failure of the successful Proposer to accept these obligations in a contract, purchase order, or similar authorized acquisition document may result in cancellation of the award and such Proposer may be removed from future solicitations.

8. Rights of CU

CU reserves the right to cancel or modify this DQ at any time and to reject any or all proposals for any reason or for no reason. This DQ is an open and equitable invitation for proposals, and each proposal constitutes an offer to contract that CU may consider in its sole and absolute discretion. Any errors or omissions in a proposal may result in the rejection and disqualification of the entire proposal. Errors, omissions, and other acts that may result in proposal rejection and disqualification include, but are not limited to, failure to strictly comply with the DQ requirements or any applicable policies, rules, or policies; the submission of any inaccurate or false information; any improper communications or collusion involving Proposers; default or termination for cause of any public or private contracts within the past five years; delinquent arrearages owed to CU; and failure to submit proof of licensing or franchise authority and any related exclusivity requirements.

Notwithstanding the broad rights reserved to CU to reject and disqualify any or all proposals, CU may waive any immaterial deficiencies in proposals and may allow Proposers to cure any such deficiencies if an opportunity to cure is determined by CU to be in CU’s best interests. If given an opportunity to cure, Proposers will be notified of the allotted time to correct the identified deficiency; failure to correct the deficiency in the time allotted may result in proposals being deemed non-responsive and disqualified. CU’s waiver of an immaterial deficiency will in no way modify the DQ or excuse Proposers from full compliance with all DQ specifications. CU

DQ_INF_000000039 Page 17 may exercise the foregoing rights at any time without notice and without any liability whatsoever to any Proposer or other party. By responding to this DQ, each Proposer is deemed to accept and agree to all terms and conditions and to waive any rights to challenge CU’s determinations regarding proposal deficiencies in accordance with this section.

During the evaluation process, CU reserves the right to request additional information from any Proposer, to seek clarification of information provided, to conduct its own due diligence with respect to any Proposer or proposal, reference checks, or any other investigations deemed necessary.

9. Confidentiality of Records

Documents submitted to or created by the University in response to this solicitation are subject to the Colorado Open Records Act (C.R.S. § 24-72-201 et seq.) (“CORA”). In accordance with the University policies and procedures, all documents submitted to or created by the University in response to this solicitation are confidential and privileged and may not be inspected until an award is made or the solicitation is cancelled by the University. An award is made when the University formally executes a contract resulting from this solicitation. A solicitation is cancelled when notice of such cancellation is posted on University’s BidNet Website.

CORA requires the University to withhold certain information, including trade secrets, confidential commercial and financial data, or privileged information. To designate portions of the solicitation as confidential, Proposer must:

1. Mark the cover page as follows: “This response to the Solicitation Name and Number includes trade secrets, confidential financial data, or other privileged information.”

2. Mark each sheet or data to be restricted with the following: “Confidential: Use or disclosure of data contained on this sheet is subject to the restriction on the cover page of this response to the solicitation.”

3. Provide a separate secondary proposal in BidNet with a redacted copy of your entire response to this solicitation. Proposer is responsible for properly and adequately redacting any data which Proposer desires to remain confidential. If entire pages or sections are removed, a page indicating that the page or section has been redacted must represent the redacted pages. Failure to provide a secondary response with a redacted copy may result in disclosure of an unredacted copy under CORA.

4. Provide a written explanation of the basis under which each redacted item has been deemed confidential, making refence to the exception under CORA and/or any other law restricting disclosure.

Neither a proposal in its entirety, nor proposal price information will be considered confidential/proprietary.

A request for non-disclosure of your proposal under the guidelines stated above does not guarantee it can be withheld under CORA. The Proposer's opinion as to what constitutes trade secret, confidential financial data, or privileged information is not binding on the University when responding to a CORA request. Where a CORA request is made to inspect or copy proposals or other documents related to this opportunity, the University has sole discretion to determine whether information or records must be provided under CORA.

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10. Proposer Agreements Proposers may submit proposed agreements of any form (contracts or documents) that contain supplemental terms and conditions that the Proposer desires to be considered by CU for inclusion in the contract. Such forms may include Proposer’s software licensing agreements, maintenance contracts, and technical support agreements. By accepting delivery of these items, CU is not bound to accept them as part of an ensuing contract. CU may negotiate such supplemental terms and conditions that do not materially conflict with the contract terms and conditions detailed in this DQ and do not materially change the nature of this solicitation or adversely affect competition. If the parties cannot agree on the terms of the contract, including any terms desired by Proposer, CU may terminate negotiations with the Proposer and enter into a contract with another responsive Proposer.

11. Designation of Subcontractors

The Proposer shall describe the qualifications of each subcontractor which it intends to use and the percentage and scope of the work which will be assigned to each of them. Resumes for the subcontractor’s key personnel must be included. CU encourages use of small businesses wherever viable. CU will need to vet and approve identified subcontractor(s).

Proposers who submit a proposal in response to this DQ are precluded from participation as a subcontractor with any other Proposers who submit a proposal for this DQ. However, subcontractors may be named on more than one (1) proposal. Subcontractors who are named in more than one proposal are prohibited from sharing information about one Proposer with another Proposer or utilizing such information to assist in the preparation of another proposal.

12. Payment

Appropriate clarifications and additions to the Scope of Work may be made during negotiations with the successful Proposer. It is the intent of CU to enter into a contract in which the Proposer will be paid pursuant to the terms of the contract.

13. Insurance Requirements Proposer shall adhere to all insurance requirements stated in Attachment B, which are attached hereto and incorporated herein by reference.

14. Form of the Contract

A condition of the Proposer’s response shall be that the contract resulting from the award to the Proposer shall be in the form required by current Colorado statutes, University of Colorado Procurement rules and Fiscal Procedures. The contract will include all such terms and conditions required by these statutes and rules. If the Proposer’s forms (or parts of forms) are included as attachments or exhibits in the final contract, the Proposer agrees that where there are contradictions or inconsistencies, the terms of the contract shall always supersede, manage, and control those of any such attachment or exhibit. Further, the terms of the solicitation and of the successful Proposer’s response to the solicitation (the “Response”) shall be incorporated into the final contract, with the contract taking precedence over either the solicitation or the Response, and the solicitation taking precedence over the Response in the event the documents conflict.

The contract will state that Colorado law shall govern the contract and that the Proposer must agree to indemnify the University. A commercially reasonable version of the following language

DQ_INF_000000039 Page 19 shall appear in the contract:

“The supplier shall indemnify, save, and hold harmless the University, its employees and agents, against any and all claims, damages, liability and court awards including costs, expenses, and attorney fees incurred as a result of any act or omission by the supplier, or its employees, agents, subcontractor or assignees pursuant to the terms of this Contract”.

The University is precluded from indemnifying any parties, including proposers.

The contract shall include the “Special Provisions” which are required pursuant to the University of Colorado Fiscal Procedures. The “Special Provisions” are included with the Sample Agreement.

Proposer and the University agree to incorporate DQ requirements and Proposer’s Response into the resulting contract. In the event of any conflict or inconsistency among the following documents, the documents will control in the following order: (a) the contract, any addenda or exhibits, as amended from time to time, (b) the DQ including any attachments or addenda, and

(c) Proposer’s Response including any attachments and addenda.

15. Solicitation Response and Material Ownership

All material submitted regarding this solicitation becomes the property of the University, unless otherwise noted in the solicitation.

16. Incurring Costs

The University is not liable for any cost incurred prior to issuance of a legally executed contract or a purchase order. No property interest, of any nature shall occur until a contract is awarded and signed by all concerned parties.

17. Non-Discrimination The Proposer shall comply with all applicable state and federal laws, rules and regulations involving non-discrimination based on race, color, religion, national origin, age, or sex.

18. News Releases

Neither the University, nor the Proposer, shall make news releases pertaining to this DQ prior to execution of the contract without prior written approval.

19. Assignment and Delegation

Neither party to any resulting contract may assign or delegate any portion of the contract without the prior written consent of the other party.

20. Standard of Conduct

The successful firm shall be responsible for maintaining satisfactory standards of employees' competency, conduct, courtesy, appearance, honesty, and integrity, and shall be responsible for taking such disciplinary action with respect to any employee, as may be necessary. The University may request the successful firm to immediately remove from this assignment any employee found unfit to perform duties due to one or more of the following reasons:

a. Neglect of duty.

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b. Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words or actions or fighting.

c. Theft, vandalism, immoral conduct, or any other criminal action.

d. Selling, consuming, possessing, or being under the influence of intoxicants, including alcohol, or illegal substances while on assignment for the University.

21. Other Applicable Statutes

a. By submission of a response, the Proposer avers that he/she is familiar with Colorado Revised Statutes, 18-8-301, et seq. (Bribery and Corrupt Influence) and 18-8-401, et seq.

(Abuse of Public Office) as amended, and that no violation of such provisions is present.

b. By submission of a response, the Proposer avers that to his/her knowledge, no University of Colorado employee has any personal or beneficial interest whatsoever in the service or property described herein. See CRS 24-18-201 and CRS 24-50-5.

22. Cooperative Purchasing

Successful proposer(s) shall make available to other University departments, and Colorado state agencies or political subdivisions (“Participating Entity”) any and all items specified herein at the contract prices(s) established herein. If a Participating Entity exercises this option, it shall be understood and agreed that such an arrangement does not bind either the Participating Entity or the successful proposer(s) to the terms, conditions or prevailing awards generated through this RFP; nor does it preclude any Participating Entity from pursuing a purchase or purchases through their own contracting methods with another vendor.

It shall be further understood and agreed that the Institutions are not a legally binding party to any contractual agreement made between a Participating Entity and the successful proposer(s) as a result of this RFP. Each Participating Entity which determines to enter into a contractual arrangement with the successful proposer(s) shall establish its own contract, place its own orders, issue its on purchase orders, be invoiced there from and make its own payments, and issue its own exemption certificates as required by the successful proposer(s).

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IV. PREPARATION OF PROPOSAL

1. Preparation of Proposal – Proposal Forms The proposal shall be submitted in accordance with and meet all requirements set forth in herein. The Proposer shall fill in all blank spaces in the applicable Proposal Form(s) and initial all interlineations, alterations, or erasures in its proposal. The Proposer’s completed Proposal Form(s), Technical Proposal, and Cost Proposal Form shall constitute its proposal. It shall be conclusively presumed that the Proposer did, before submitting a proposal, read all addenda, posted decisions and other information items relevant to the DQ that appeared on CU’s BidNet Website.

An authorized representative of the Proposer shall execute Attachment A, CU Solicitation Form.

2. Preparation of Proposal – Technical Proposal

A. GENERAL

The Proposer shall prepare its proposal in the format described below and must ensure that each page of its proposal is identified with the:

a. DQ #

b. Proposer’s name

c. Page number

B. FORMAT

Proposals shall meet the following formatting requirements:

a. Proposals shall be printable on 8 ½” x 11” paper.

b. Proposals shall use the font type and size of Times New Roman 12 point.

c. Proposals shall be in a format and in the order of the Technical Proposal is listed below.

d. Proposals shall include a table of contents.

e. Proposals shall include tabbed or bookmarked sections as appropriate.

f. The Technical Proposal shall not exceed 25 pages. This page limit does not include the cover letter, table of contents, resumes, additional pages (which must be separate) with comments or proposed changes to the Sample Agreement and Special Provisions, tabs, or CU-required forms.

g. Resumes shall be limited to 1 page per individual. Please attach resumes to the end of your Technical Proposal.

h. Proposals which contain unnecessarily elaborate artwork are discouraged.

i. Proposal shall be submitted as an electronic document in an un-secured/un-password protected Adobe Acrobat (.pdf) format.

j. Cost proposal shall be submitted separately from the Technical Proposal.

3. Technical Proposal Contents

This section describes the required contents for your proposal. The proposal is to be organized as follows:

Cover Letter The Proposer shall prepare a cover letter, not exceeding 2 pages in length. It shall include the following:

a. Provide key contact information, including phone number and email address.

b. Company introduction

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c. Qualifications summary

d. Brief summary of Proposer’s methodology

Technical Proposal Contents

A. Technical Capability & Compliance B. Implementation & Support Plan C. Experience & Qualifications

A. Content Section A: Technical Capability & Compliance

Proposers must describe in detail how their solution meets the technical requirements outlined in the Scope of Work. This includes:

• Description of the proposed timeclock hardware and software.

• Integration capabilities with PeopleSoft HCM and Time and Labor modules.

• Compliance with ADA, FERPA, and other relevant standards.

• Support for multilingual interfaces, badge/biometric authentication, and offline data retention.

• Ability to display work schedules and leave balances on the timeclock.

• Security architecture, including authentication methods and data protection measures.

In addition, proposers must respond to the following detailed capability questions:

1. Advanced Scheduling Capabilities

• Can the system support complex scheduling needs such as rotating shifts, split shifts, or on-call scheduling?

• Does it allow for automated schedule generation based on rules or employee availability?

2. Real-Time Monitoring

• Does the system provide real-time visibility into employee attendance and schedule adherence?

• Are there alerts for missed punches, early/late arrivals, or unauthorized overtime?

3. Mobile Access

• Can employees and managers access schedules and timekeeping features via mobile devices?

• Is geofencing or GPS tracking available for mobile punches?

4. Leave and Absence Management

• How does the system handle leave requests and approvals?

• Can it integrate with existing leave policies and accrual rules?

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5. Audit Trails and Compliance

• Does the system maintain detailed audit logs of time entries, edits, and approvals?

• How does it support compliance with labor laws (e.g., FLSA, state-specific rules)?

6. Self-Service Features

• Can employees view their schedules, request time off, and correct missed punches?

• What level of manager override or approval is configurable?

7. Forecasting and Reporting

• Are there tools for forecasting labor needs based on historical data?

• What types of reports are available for scheduling efficiency, absenteeism, and labor costs?

B. Content Section B: Implementation & Support Plan

Proposers must provide a comprehensive implementation and support plan, including:

• A detailed project plan and timeline aligned with the University’s implementation phases.

• Description of the proposer’s implementation methodology and approach to risk mitigation.

• Roles and responsibilities of proposer vs. University resources.

• Training plan, including “train-the-trainer” options, materials provided, and post-implementation support.

• Description of helpdesk and technical support services, including SLAs and escalation procedures.

• Approach to firmware/software updates, patch management, and licensing.

• Hours of operation and time zone coverage.

Proposers must also describe their approach to:

• Handling hardware failures and replacements

• Change management during rollout

• Analytics or dashboards that are available for HR/payroll managers.

• Training delivery, including materials for all employees and direct training for administrators.

Proposers training approach will be integrated into the University’s Organizational Change Management (OCM) planning, led by Boulder and Anschutz campus teams.

C. Content Section C: Experience & Qualifications

Proposers must demonstrate relevant experience and qualifications, including:

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• A company overview, including years in business, organizational structure, and key personnel.

• Experience with similar implementations in higher education, healthcare, or public sector.

• At least three (3) examples of past projects of similar size and scope.

• Resumes of key personnel who will be assigned to the project.

• Description of subcontractors (if any), their roles, and qualifications.

• References from previous clients, preferably from higher education or public sector.

• Proposers should have a minimum of 5 years of experience in the industry. Preference will be given to those with 10 or more years of relevant experience, particularly in higher education, healthcare, or public sector environments.

4. Cost Proposal

a. Proposers must submit a detailed cost proposal that clearly outlines all pricing components associated with the delivery, implementation, and ongoing support of the proposed timeclock solution.

The cost proposal should include, but is not limited to:

• Hardware costs (per unit and total for 70 timeclocks); Include the recommended and/or average refresh cycle for the hardware.

• Software licensing fees (initial and annual renewal)

• Integration and implementation services

• Training services (including materials and delivery)

• Support and maintenance (including SLAs and escalation procedures)

• Any non-recurring charges (NRC) or professional services fees

• Optional or value-added services (if applicable)

Pricing should be provided on a time-and-materials basis where applicable, and include any volume discounts, bundled pricing, or multi-year pricing options. Proposers must also include a pricing model for contract renewal periods, with justification for any anticipated increases. All pricing must be valid for a minimum of 120 days from the proposal due date.

b. Renewal pricing shall be determined prior to renewal. The successful Proposer shall submit pricing the renewal periods and documentation/justification of any price increases.

c. Offer of Value-Added Products and/or Services

i. If a solicitation response includes an offer of value-added products and/or services, such an offer shall be inserted in this section and include associated pricing and any other information relevant to such value-added offer. However, the University is not obligated to purchase value-added products or services.

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V. EVALUATION OF PROPOSALS AND AWARD

1. Evaluation of Proposals CU will review and evaluate the proposals in accordance with the Evaluation Criteria below, the Proposer’s demonstrated experience and the Proposer’s qualifications as they relate to the scope of services required. The Proposer’s ability to present its proposal in writing in a clear, concise, and organized manner will be considered in the evaluation. Responsive Proposers may be required to participate in oral presentations. CU may, in its sole discretion, consider the Proposer’s comments on the Sample Agreement and Special Provisions or other proposed terms and conditions. Upon selection of a successful Proposer, CU shall attempt to negotiate a Contract with the Proposer which it considers the most qualified, responsive, and responsible.

2. Best and Final Offers CU, at its discretion, may utilize a Best and Final Offer (BAFO) stage after submission and prior to award to clarify the Scope of Work, assure full understanding of, and responsiveness to, the solicitation requirement, update pricing, or any other component of the DQ identified by CU.