Q&A Document 2.pdf
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- Attached to
- Payroll Time and Attendance System
- Solicitation number
- 23046
- Issued by
- Alaska
About this file
This document is a Questions and Answers (Q&A) document for Solicitation 23046 - Payroll Time and Attendance System, issued by the Fairbanks North Star Borough in Alaska. The solicitation seeks a comprehensive cloud-based time and attendance system with a $60,000 budget that includes both implementation and software licenses. The system must support Azure AD credential management and accommodate approximately 457 employees, with 33 potential time clock locations. The borough requires various system capabilities including biometric and HID proximity time clocks, computer and smartphone punch-in/out options, electronic time-off requests, and the ability for employees to view timesheets and schedules from time clocks.
The system will require access for 32 timekeepers, 3 administrators, 45 supervisors/managers, and 3 reporting users. The borough specifically does not want advanced scheduling, phone entry (IVR), or FMLA case management features. An Alaska business license is required within 10 days of the Notice of Intent to Award. The time and attendance system will need to interface with Central Square using a flat file import/export, and support standard proximity card access. Notably, only exempt employees will be allowed to have timesheets auto-populated, and all other employees must actively track their time through the proposed system.
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Questions & Answers - 2
Solicitation 23046 - Payroll Time and Attendance System
Buying Organization Fairbanks North Star Borough
No Question/Answer Question Date
Q5 Question: Budget - Implementation vs. Licenses
Does the $60,000 budget include both implementation and software licenses or only licenses?
Answer: The $60,000.00 budget should include both the implementation and software licenses.
12/09/2022
Q6 Question: Cloud Based
Does the Borough desire a cloud based (Vendor Hosted) solution? Or an on premise (Customer
Hosted) solution?
Answer: Cloud Based. It needs to support Azure AD credential management.
12/15/2022
Q7 Question: Page Requirements
I noticed that each section of the response has a page maximum. For example, the experience and qualifications section is only allowed 5 pages. However, with the 3 reference pages and the resumes, we will run over the 5 page maximum. Will this be acceptable?
Answer: Offerors are required to submit their proposals in accordance with the maximum number of pages set out in the RFP. The resumes should be a condensed narrative of the experience/qualifications related only to the requirements of this project.
12/15/2022
Q8 Question: Business License
Do we need to send over the Alaska business license, or is a general business license sufficient?
Answer: An Alaska business license is required. However, it can be submitted after the proposal has been submitted but must be sent to the Procurement Department within 10 days of the Notice of Intent to Award.
12/15/2022
Q9 Question: Employee Totals
Including full time, part time and seasonal staff how many employees in total will need to be tracked on the system? 600?
Answer: Around 457 we run less in the Winter and more in the summertime. We inactivate when employees term.
12/15/2022
Q10 Question: Admin/Manager Total
How many supervisors, managers, administrators will need access to the system to make approvals, edits or run reports? (I understand 30 will be trained, will there be any more set up?
Answer: We currently have a Timekeeper in each department set up along with a backup timekeeper so (32), administrators (3) Supervisors/Managers and backup designation (45), Reports only (3).
12/15/2022
Q11 Question: Time Clocks
How many time clocks should we include in our proposal?
Answer: If proposing just going with clocks in all departments we would need (33), but we are interested in other options, Geo mapping, Ipad, etc.
12/15/2022
No Question/Answer Question Date
Q12 Question: Time Clocks
Is it desired for the time clocks to be Biometric or HID proximity?
Answer: We would like both.
12/15/2022
Q13 Question: Current Proximity
If proximity is preferred are the current HID cards Indala, iCLASS, or standard Proximity?
Answer: The current ones are Standard Proximity.
12/15/2022
Q14 Question: File interface
Will a flat file import/export be acceptable for the interface to Central Square?
Answer: Yes, that would be acceptable.
12/15/2022
Q15 Question: Advanced Scheduling
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?
Answer: No, advanced scheduling is not something we are currently seeking.
12/15/2022
Q16 Question: Phone Entry
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) If so how many employees will need to be licensed for IVR?
Answer: No, we are not seeking phone entry currently.
12/15/2022
Q17 Question: FLMA Case Management
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?
Answer: No, FMLA Case Management is not required.
12/15/2022
Q18 Question: Punch in/out options
Is it desired for employees to punch in/out from a computer or smart phone?
Answer: Yes, this is desired.
12/15/2022
Q19 Question: Auto populate
Will any employees be allowed to either fill out their timesheets online, or have their timesheets auto populate based on their schedules? (these groups of employees would not punch in/out)
Answer: No, only employees that don’t punch in and out are exempt.
12/15/2022
Q20 Question: Time off requests
Is it desired for employees to request time off electronically at a computer or smart phone?
Answer: Yes, this is desired.
No Question/Answer Question Date
Q21 Question: View Timesheets
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?
Answer: Yes, they need to view them from the time clock as some employees don’t get access to computer.
12/15/2022
Q22 Question: Preview or Demonstration
Has the Borough viewed any demonstrations of timekeeping systems prior to the release of this RFP? If so Which Vendors provided a demonstration?
Answer: No, the Borough has not.
Questions & Answers - 2
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