IFB-S000000128.pdf

STATE OF ARKANSAS

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220 Little Rock, Arkansas 72201-1023

INVITATION FOR BID

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

Solicitation Number: S000000128 Solicitation

Issued: May 6, 2022

Description: Workforce 7100 Time Clocks

Department: Statewide Contract

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid Opening Date: May 12, 2022 Bid Opening Time: 02:00:00 PM, Central Time

Bid responses for this Invitation for Bid must be submitted through ARBuy, the State’s eProcurement system.

It can be accessed at https://arbuy.arkansas.gov. Bids received after the submission deadline may be rejected as untimely. See section 1.2 for information regarding Live Bid Openings.

TSS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

TSS OSP Buyer: Shane Phillips Buyer’s Direct Phone Number: 5013249322

Email Address: Jordan.Phillips@arkansas.gov TSS OSP’s Main Number: 501-324-9316

TSS OSP

Website: https://www.transform.ar.gov/procurement/ https://arbuy.arkansas.gov/ mailto:Jordan.Phillips@arkansas.gov https://www.transform.ar.gov/procurement/

SECTION 1 – REQUIREMENTS

• Do not provide responses to items in this section unless specifically and expressly required.

1.1 INTRODUCTION

This Invitation for Bid (IFB) is issued by the TSS Office of State Procurement (TSS OSP) to obtain pricing and a contract for a Statewide Contract for the purchase and rental of Workforce 7100 Time Clocks (no substitutions). Direct all questions, comments, or concerns you may have regarding this solicitation to the TSS Office of State Procurement.

1.2 LIVE BID OPENING

Use the information below to view the bid opening online.

Zoom Meeting Link: https://arkansas-gov.zoom.us/j/87159761971?pwd=NUdIcVdvVXJuVERmT3F3VExQTmF1dz09 Meeting ID: 871 5976 1971 Meeting Password: 626042 Dial-In Information: 877 853 5257 US Toll-free 888 475 4499 US Toll-free

1.3 CLARIFICATION OF SOLICITATION

A. The Prospective Contractor should notify the TSS OSP buyer of any term, condition, etc., that precludes the Prospective Contractor from submitting a compliant, Responsive Bid. Prospective Contractors should note that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and conditions of the contract, prior to the submission of a bid.

B. Prospective Contractors may contact the TSS OSP buyer with non-substantive questions at any time prior to the bid opening.

C. An oral statement by TSS OSP will not be part of any contract resulting from this solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by TSS OSP.

1.4 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

B. “Prospective Contractor” means a responsible bidder who submits a Responsive Bid in response to this solicitation.

C. The terms “Invitation For Bid”, “IFB” and “Solicitation” are used synonymously in this document.

D. “Responsive Bid” means a bid submitted in response to this solicitation that conforms in all material respects to this IFB.

E. “Shall” and “Must” mean the imperative and are used to identify requirements.

F. “Requirement” means something required.

G. “Specification” means any technical or purchase description or other description of the physical or functional characteristics, or of the nature, of a commodity or service. “Specification” may include a description of any requirement for inspecting, testing, or preparing a commodity or service for delivery.

https://arkansas-gov.zoom.us/j/87159761971?pwd=NUdIcVdvVXJuVERmT3F3VExQTmF1dz09 https://arkansas-gov.zoom.us/j/87159761971?pwd=NUdIcVdvVXJuVERmT3F3VExQTmF1dz09

H. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this solicitation, that obligation is limited to the Department using such a contract.

1.5 GENERAL REQUIREMENTS

A. The Contractor shall provide Workforce 7100 Timeclocks for purchase and for rent. Substitutions or alternate equipment shall not be accepted.

B. The Contractor shall provide new equipment at the time of order that is assembled and ready for use at the time of delivery.

C. The State anticipates placing an initial order for 300 Workforce 7100 Timeclocks upon award.

1.6 WORKFORCE 7100 TIMECLOCK SPECIFICATIONS

A. Workforce 7100 Timeclocks must meet the following specifications:

Display 10” full color, high resolution multi-touch display, 1280 x 800 pixel resolution

Enclosure 9.1 inches x 10.8 inches x 3.8 inches (230mm x 275mm x 96mm)

Power

12V DC

Power over Ethernet (PoE) 802.3at / 802.3af (optional) Battery Backup, up to 2 hours1

Certifications CE, FCC (Part 15 Class B) Barcode (Visible and Infrared) or External Scanner Magnetic stripe (Track 1 & 2)

Optional

Badge readers2 Proximity card readers: supports a full range of reader types, including HID Prox 125kHz Contactless smartcard readers: Mifare, iClass SE, EM4100, LEGIC For other badge types, contact WorkForce Software

Biometrics Lumidigm M320 reader with biometric identification and verification support

Verification options Finger biometric verification Employee PIN verification *Onboard camera with planned future support for facial recognition

Onboard storage/memory

8GB high performance flash

2GB RAM

SDXC SD card slot for expandable memory (not in use currently)

Estimated record counts

100,000+ employee badges 50,000+ labor allocation record types 100,000+ offline transactions

Timekeeping functionality

Real-time transaction posting and validation with punch restriction Meal break enforcement Multiple assignments Default and self-selected labor allocation Duplicate punch detection Supervisor overrides Server time synchronization/multiple time zones Currency/Unit data entry Offline support

Employee Self- Service functionality

View Bank Balances View Schedule Time Review

B. For additional information, please see the manufacturer’s specification sheet included as Attachment A.

1.7 WARRANTY

A. Warranty must be included for all equipment and services for a period of no less than the manufacturer’s standard warranty. Said warranty must begin on the date the product is accepted as operational and put into service by the purchasing agency or entity, or the date of service performance. If maintenance or support is purchased by the requesting agency or entity, it will run concurrently with the manufacturer’s standard warranty.

1.8 RENTAL AGREEMENT TERMS & CONDITIONS

A. If Prospective Contractor requires additional terms and conditions not included in the IFB as part of their rental agreement, Prospective Contractor should submit any such terms with their bid.

Contractor’s terms and conditions must be in compliance with State of Arkansas Law. If any of the Contractor’s terms and conditions are not compliant with State Law, the State reserves the option not to award a contract.

1.9 INSTALLATION

A. The Contractor should provide an hourly rate for optional installation services for the Workforce 7100 Timeclocks. Upon request by a Purchasing Entity, the Contractor shall prepare a Scope of Work and estimated number of hours to complete the installation using the rates proposed on the Official Bid Price Sheet.

1.10 DELIVERY: FOB DESTINATION

A. The State requests delivery within thirty (30) calendar days after ordering. If this delivery date cannot be met, the Prospective Contractor must state the alternate number of days required to begin the service and/or place the commodity in the ordering Department’s designated location. Failure to state the alternate delivery time obligates the Contractor to complete delivery by the Department’s requested date. Extended delivery dates may be considered when in the best interest of the State.

B. All deliveries must be made during normal State work hours and within the agreed upon number of days unless otherwise arranged and coordinated with the Department. The Contractor shall give the Department immediate notice of any anticipated delays or plant shutdowns that will affect the delivery requirement.

C. Loss or damage that occurs during shipping, prior to the order being received by the Department, is the

Contractor’s responsibility. All orders should be properly packaged to prevent damage during shipping.

D. The State assumes no liability for commodities produced, processed or shipped in excess of the amount specified on the Department’s purchase order.

1.11 ACCEPTANCE STANDARDS

A. Inspection and acceptance/rejection of product(s) will be made within thirty (30) days of receipt.

B. The State has the option to return any product(s) within the thirty (30) day timeframe for any reason.

C. Bid must include a “total satisfaction” return policy for all products and must not impose any liability on the State for such returns.

Multiple language support

Available (see supported languages documentation)

Support Plan Workforce Premium Support

SECTION 2 – GENERAL INSTRUCTIONS AND INFORMATION

• Do not provide responses to items in this section unless specifically and expressly required.

2.1 TYPE OF CONTRACT

A. As a result of this IFB, TSS OSP intends to award a contract to a single Contractor.

B. The anticipated starting date for any resulting contract is May 30, 2022, except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting a signed bid in response to the IFB, the Prospective Contractor represents and warrants that it will honor its bid as being held open as irrevocable for this period.

C. The initial term of a resulting contract will be for four (4) years. Upon mutual agreement by the

Contractor and Department, the contract may be renewed by TSS OSP for up to three (3) additional one-year terms or portions thereof, not to exceed a total aggregate contract term of seven (7) consecutive years.

2.2 CONTRACTOR SELECTION

A. Award will be made to the lowest-bidding, responsible Prospective Contractor on an all or none basis.

2.3 RESPONSE DOCUMENTS

A. All bid responses must be submitted through ARBuy, the State’s eProcurement system. The system can be accessed at https://arbuy.arkansas.gov.

B. Bid Response Packet

1. The following are bid submission requirements and must be submitted as part of a Prospective

Contractor’s bid response.

a. Signed Bid Signature Page. Signature may be ink or digital. (See Bid Response Packet.)

b. Completed Bid Response Packet, which must be in the English language.

c. Completed Pricing Response. Official Bid Price Sheet attached to solicitation posting.

Pricing must be proposed in U.S. dollars and cents.

d. Proposed Subcontractors Form. The utilization of any proposed subcontractor is subject to approval by the Department.

e. Exceptions Form.

2. The following items, which must be submitted prior to a contract award to the Prospective

Contractor, may also be included with the Prospective Contractor’s bid response:

a. EO 98-04 Contract & Grant Disclosure Form.

b. Copy of Prospective Contractor’s Equal Opportunity Policy.

c. Voluntary Product Accessibility Template (VPAT), if applicable.

3. DO NOT include any other documents or ancillary information, such as a cover letter or promotional/marketing information.

https://arbuy.arkansas.gov/

2.4 ACCEPTANCE OF REQUIREMENTS

A. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the Requirements in the Requirements Section(s) of this IFB by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor understands and agrees its submission of a bid to represent that its bid meets all such Requirements.

B. A Prospective Contractor’s bid may be rejected if the Prospective Contractor takes exception to any Requirements in the Requirements Section(s) of this IFB.

2.5 ADDITIONAL TERMS AND CONDITIONS

A. This IFB incorporates all of the Solicitation Terms and Conditions located on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

B. Any special terms and conditions included in this solicitation shall override the Solicitation Terms and Conditions.

C. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the terms in the Services Contract (SRV-1) Fillable Form by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor agrees and shall adhere to all terms if selected as the successful Contractor. Items identified as non-negotiable may only be modified if the legal requirement is satisfied and approved by the State. The Services Contract (SRV-1) Fillable Form can be viewed on the TSS OSP website here (Agencies – Services – Forms):

https://www.transform.ar.gov/procurement/agencies/services/.

D. A Prospective Contractor’s bid may be rejected if a Prospective Contractor takes exception to any terms or conditions in the documents listed in 2.5.A and 2.5.C.

2.6 CONVENIENCE FEE

A. Convenience Fee

Contractor shall remit a convenience fee in the amount of one percent (1%) of all Contract Sales made to State, Departments, and to local entities as defined in Arkansas Code Annotated § 19- 11-206 (i.e. local governments, cities, counties, school districts, water districts, and other participants, collectively “State”). The convenience fee is based on Contractor invoice date and is effective upon the date of execution of the Contract. Contract Sales is defined as gross sale amounts less credits, taxes, regulatory fees and separately stated shipping charges not included in the unit prices. The State, at its sole discretion, may expand the applicability of this fee after providing notice to Contractors.

Unit prices are inclusive of the convenience fee and Contractor is not to charge the fee directly to the State in the form of a separate line item. Contracts shall not have separate or different prices for Department customers and local entities as defined in Arkansas Code Annotated § 19-11-206 participants.

B. Quarterly Reporting and Fee Remittance

Contractor shall submit a Sales Report documenting all contract sales, made to State and such submission, including any supplemental information submitted, is deemed public record.

The Sales Report shall be submitted, and the related convenience fee shall be remitted no later than thirty (30) calendar days after the end of each calendar quarter. The calendar quarters will end March 31, June 30, September 30, and December 31. The Sales Report must contain the following information:

1. Complete and accurate details of all sales, credits, returns, refunds, and the like for the reporting quarter.

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/ https://www.transform.ar.gov/procurement/agencies/services/

2. Purchasing entity.

3. Total of Convenience Fee amount due.

4. Such other information as the State may reasonably request.

5. If no Sales were made to State during the reporting quarter, then a report shall be submitted showing zero sales and zero convenience fees due.

C. Payment of Convenience Fee The Contractor shall timely remit Convenience Fee via Automated Clearing House (ACH) transactions, unless otherwise directed by State, to the bank account directed by the State. Failure to remit convenience fees timely and accurately in accordance with State requirements may result in Contractor’s goods and services being made ineligible for purchase by State or any other recourse available, including contract cancellation, or as further provided for by law.

D. Retention and Inspection of Records

The Contractor shall keep records of Sales to State in sufficient detail to enable the State to determine the Convenience Fee payable by the Contractor. State may examine and audit, at its own expense, Contractor’s sales records and Sales Reports for completeness and accuracy. In the event that such examination reveals underpayment of the Convenience Fee, the Contractor shall immediately pay to the State the amount of deficiency. If the examination reveals an underpayment of 5% or more, then the Contractor shall reimburse the State for the cost of the audit.