ITB-24-001B Timekeeping Sys Add No 1.pdf

James S. Hartsell Executive Director

State of Florida

DEPARTMENT OF VETERANS’ AFFAIRS

Office of the Executive Director 11351 Ulmerton Road, #311-K

Largo, FL 33778-1630 Phone: (727) 518-3202 Fax: (727) 518-3403 www.FloridaVets.org

Ron DeSantis Governor

Ashley Moody Attorney General

Jimmy Patronis Chief Financial Officer

Wilton Simpson Commissioner of Agriculture

ADDENDUM NO. 1

SOLICITATION NO.: FDVA-ITB-24-001B

SOLICITATION TITLE: AGENCY-WIDE TIMEKEEPING SYSTEM

ISSUE DATE: OCTOBER 20, 2023

The following FDVA responses shall clarify or revise the requirements of Solicitation No. FDVA-ITB-24- 001B.

1) Vendor Question: The RFP mentions a data conversion requirement. Who is the incumbent vendor that we will be converting data from?

FDVA Response: Current provider is IT Computing Services, Inc. (Webclock);

2) Vendor Question: I am aware that you have over 1800 employees, but do you have any part-time staff?

FDVA Response: The SVNHs have both full-time and part-time staff.

3) Vendor Question: How many employees will need to be tracked on the system total?

FDVA Response: Reference -Section III, Page 11, Paragraph 7 Time Clock Application Users

4) Vendor Question: How many supervisors, managers, administrators will need access to the system to make approvals, edits or run reports?

FDVA Response: Reference- Section III, Page 11, Paragraph 7 Time Clock Application Users

5) Vendor Question: How many time clocks should we include in our proposal?

FDVA Response Reference- Section I, Page 3, Paragraph 2 Purpose and Scope, Section III, Page 9, Paragraph 1 General

6) Vendor Question: For the timeclocks were you looking for 3 clocks per building with 2 spares for each building? Or were you looking for 3 clocks per building with 2 spare clocks total?

FDVA Response: Total of two (2) spare clocks stored at a central FDVA Facility

7) Vendor Question: Is it desired for the time clocks to be Biometric, Pin in entry, or HID proximity?

FDVA Response: Up for discussion either Biometric or Pin entry.

8) Vendor Question: If proximity is preferred, will we need to provide the cards?

FDVA Response: No

9) Vendor Question: Will a flat file import/export be acceptable for the interface to People First?

FDVA Response: That is to be determined after we review the bids.

10) Vendor Question: 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) or are you looking for standard scheduling to build schedules and post it for employees?

FDVA Response: Standard scheduling not advanced scheduling will be utilized.

11) Vendor Question: If Advanced scheduling is needed. How many employees will need to be licensed for it?

12) Vendor Question: Will Phone Entry (IVR) be needed for the scope of this project (defined as employees punching in/out via dialing a phone number, or dialing a phone number to dial out sick)?

13) Vendor Question: If so, how many employees will need to be licensed for IVR?

FDVA Response: N/A

14) Vendor Question: 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?

FDVA Response: No, FMLA is tracked through People First, and that should not change.

15) Vendor Question: Is it desired for employees to punch in/out from a computer or smart phone?

16) Vendor Question: 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)

FDVA Response: Yes,

17) Vendor Question: Is it desired for employees to request time off electronically at a computer or smart phone?

FDVA Response: Requests for time off would continue to go through the People First system. Employee requests will be made at a computer.

18) Vendor Question: 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?

FDVA Response: Employees will review these functions in People First on a computer

19) Vendor Question: Our Standard Contract Term is 5 years. Are you open to a 5-year contract term for the best possible pricing?

FDVA Response: FDVA requires a three-year initial term with a three-year renewal option.

20) Vendor Question: Have you viewed any demonstrations of timekeeping systems prior to the release of this RFP?

21) Vendor Question: If so, Which Vendors provided a demonstration?

FDVA Response: No demonstration

22) Vendor Question: When is your desired go live date?

FDVA Response: Before June 30, 2024

23) Vendor Question: There is no form 9 included in the document page 27 – 28 is this form 9?

FDVA Response: Form “9” had been removed from the ITB Package; this notation was not edited out of the packet, please disregard any/all reference to Form “9”

24) Vendor Question: Are you able to send me the Word version of the documents I need to complete?

This will allow me to easily type in the responses.

FDVA Response: No.

25) Vendor Question: In consideration of the short bid timeline, and the amount of requirements analysis, compliance forms and other bid requirements, would the agency consider a 2 – 3-week extension to the bid due date?

26) Vendor Question: Can the agency provide all documents which require a vendor response in an editable, MS Word format?

27) Vendor Question: Is the only means of electronic submittal via email, or is there a means to upload responses via the My Florida Marketplace vendor portal?

FDVA Response: See Sec “II” Paragraph 12 Submission of Bid page 7.

28) Vendor Question: Regarding “web-based time clock system”, does the agency intend to deploy physical, wall mount time clocks using badge base and/or biometric based authentication for time reporting purposes? Or is the agency seeking a web PC based data collection option only using existing web-based devices?

FDVA Response: The former, wall mount time clocks

29) Vendor Question: Regarding references to PBJ system and reporting, Is the agency seeking a separate application to manage PBJ and for the process to be outsourced to a third-party provider (“service bureau”)?

30) Vendor Question: Being said, is it the agency’s intent to replace its’ existing People First payroll system or is only an exchange of data required to facilitate electronic filing by the agency?

FDVA Response: This does not replace People First but must be compatible with it, only an exchange of data required to facilitate electronic filing by the agency.

31) Vendor Question: Does the agency request a separate proposal for Payroll system usage implementation and support in addition to timekeeping?

32) Vendor Question: Does FDVA require their time and labor partner to provide PPD reporting within the system?

FDVA Response: The system should report the data necessary for PBJ.

33) Vendor Question: What Third Party Interfaces does FDVA currently need interfaces into time and labor?

FDVA Response: none

34) Vendor Question: Please explain what the requirement Is within time and labor for PBJ.

FDVA Response: Standard requirements

35) Vendor Question: Is most of the scheduling of staff done by a Staffing Office, or Individual Home Managers?

FDVA Response: All is done by the individual SVNH.

36) Vendor Question: Does the staff level user need a good self-service portal to make changes in schedule, swap shifts, check his benefit accounts, see all his/her shifts, communicate digitally with manager, etc.?

FDVA Response: No, this is handled through PF. The ability to change punches should be restricted to admin users.

37) Vendor Question: Please clarify the requirements on Job Costing (Under section 8 – Time clock application services, page 11)

FDVA Response: To be determined at a later date.

38) Vendor Question: Please clarify the requirements for Location Tracking (Under section 8 – Time clock application services, page 11)

FDVA Response: To be determined at a later date.

39) Vendor Question: Please describe your Kiosks (Under section 9 – Time clock system requirement, page 12 - Leverage existing kiosks)

FDVA Response: We currently utilize Webclock.

40) Vendor Question: What is your EMR system with which the vendor has to Integrate (to get Census data)

FDVA Response: Matrixcare.

41) Vendor Question: What other third-party systems need to be interfaced with – what is your payroll system?

FDVA Response: People First, PBJ

Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. Any protest concerning this FDVA decision must be timely received by FDVA Agency Clerk at: Florida Department of Veterans’ Affairs, Office of the General Counsel - Agency Clerk, The Capitol, Suite 2105, 400 South Monroe Street, Tallahassee, Florida 32399- 0001.

REMINDER: Make sure to fully execute and include Solicitation No. FDVA-ITB-24-001B Form “4” Addendum Acknowledgment with complete bid package submission. Failure to do so may result in respondent bid being considered nonresponsive.

Solicitation No. FDVA-ITB-24-001B is revised to the extent specifically amended by this Addendum.

Otherwise, all other terms, conditions, and provisions of Solicitation No. FDVA-ITB-24-001B remain in full force and effect.

As specified in Solicitation No. FDVA-ITB-24-001B, Respondents bids shall be delivered:

PRIOR TO:

3:00 PM (local time), on Friday, November 03, 2023.

TO:

Vincent Hyland Purchasing Specialist Florida Department of Veterans’ Affairs Mary Grizzle State Office Building 11351 Ulmerton Road, Suite 311-K Largo, FL 33778-1630

Sincerely, Vincent Hyland Purchasing Specialist Florida Department of Veterans' Affairs

END OF DOCUMENT