RFP #2-25-1 Addendum 2 (Q_A).pdf

REQUEST FOR PROPOSAL

Time and Attendance System

RFP #2-25-1

ADDENDUM 2 – QUESTIONS AND ANSWERS

Q1: What system/vendor does the district utilize as their Financial/ERP Software?

A1: The district uses Business Plus by PowerSchool for its ERP system.

Q2: Can you share what current Time and Attendance Software the district utilizes today?

A2: The district utilizes a paper time card and manual entry system currently.

Q3: 1) As a vendor currently utilized by several of your neighboring districts, we know the district values quality, which we achieve in our proposals through rigorous methodology, reviews and validation. Would the district consider granting an extension of two weeks, as many other educational RFPs are currently being solicited? We would like to discuss options internally and with partners and allocate resources appropriately. Your consideration is greatly appreciated! 2) Will Littleton Public Schools require physical time clocks to allow employee access to its multiple locations? If so, how many? 3) It looks like the district might use a variety of Frontline products.

Suppose a vendor can offer benefits outside of time keeping (ie, HR, Recruiting, Onboarding, and other comprehensive HR products). Is the district open to exploring or hearing any alternative solutions to its current products? 4) Has the district conducted any pre-RFP discussions with any vendors? If so, then who? 5) Has the district conducted any pre-RFP demonstrations with any vendors? If so, then who? 6) Can you confirm that the district is utilizing Frontline for Payroll? 7) Can you confirm that the district utilizes Business Plus for its ERP system?

A3: 1) We have extended the deadline by 10 days with the new closing date being Monday, March 31. 2) We would prefer to use laptops in lieu of physical time clocks, however if we decide to use physical time clocks we would need approximately 60 and would prefer RFID badge enabled with biometric capabilities. We are also interested in a mobile app that has geofencing capabilities. 3) No. 4) No. 5) No. 6) No, we use the payroll module in Business Plus.

7) Yes, we use Business Plus for our ERP system.

Q4: Hello. I respectfully request a deadline extension to April 11, in order for us to create a robust and complete response to your RFP.

A4. We have extended the deadline by 10 days to Monday, March 31st.

Q5: Hello.1) Did LPS use a consultant in the formation of this RFP, if so, which one? 2) Is this item already budgeted for? If so, are you able to disclose amount?

A5: 1) No we did not use a consultant. 2) The budget is currently being completed for fiscal year 25/26 and this will be included. We do not have an amount budgeted currently.

RFP #2-25-1

Q6: Do you have any preferences for a FedRamp certified solution? Would that be given weight in your scoring rubric?

A6: No to both questions.

Q7: Of the 2200 licensed employees, how many supervisors, managers, and administrators need access to the system to make approvals, edit or run reports?

A7: Approximately 250 will need access to the system to approve, edit and run reports.

Q8: What is the desired Project start date and Go live date?

A8: We are looking to start on or around July 7, 2025 and hope to go live January 5, 2026.

Q9: How many wall mounted time clocks should be included in the proposal? Is it desired for the time clocks to use Facial Recognition Biometrics or Fingerprint Biometrics?

A9: We would prefer to use laptops, however if we decide to utilize time clocks we would need approximately 60 that are RFID enabled with biometric capabilities.

Q10: 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?

A10: Yes, automated FMLA tracking is preferred.

Q11: Will advanced scheduling be included in this scope of work? (Advanced scheduling is defined as employees who need to do Shift swaps 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?

A11: We are open to advance scheduling options. It would be for approximately 85 employees.

Q12: 1. How many employees does the district wish to track with the system? Are substitutes included in this number? 2. Are there any employee groups that receive comp time instead of being paid out for it? How is that being tracked and reported on today? 3. If comp time is utilized, is it employee choice to select comp time or being paid out? 4. Are there any hourly employees whose pay is spread over 12 months, and their hours worked versus contracted are reconciled each pay period? What kind of time and resources does it take to reconcile these overages or shortages each pay period? 5. Are there any problems with your current leave banks where the employees are seeing balances that are outdated or behind? 6. If the timekeeping system dealt with leave balances in real time, and it wouldn’t cost the district more, would the district be open to tracking the leave within the timekeeping system for real time visibility and forecasting capabilities? 7. Are there any employee groups that could work multiple positions in the district and could result in a blended or weighted overtime situation because of

RFP #2-25-1

multiple rates of pay? How is that handled and calculated today? What kind of time and resources does it take to calculate blended/weighted overtime during each pay period? 8. How does the district handle grant tracking today and would that be important to perform within the timekeeping system? 9. How does the district report on Title 9 work performed today and what type of reporting is required for it? 10. How many time clocks should be quoted in the response?

11. What type of badge do the district employees carry today? Does the district badges have a chip inside of them for access control or do they just have a bar code or magnetic strip on them? 12. If the badge is proximity/rfid (has a chip in them), please provide the brand name and specifics on the badge.

A12: 1) 2200. Substitutes are not included in this number. 2) Comp time Yes. LARS System and Extra duty time sheets is how we currently track and report. 3) For non-exempt employees, in lieu of payment for overtime, compensatory time equal to one and one-half times the additional hours worked in excess of forty hours in a work week shall be recorded and accumulated to a maximum of 80 hours. Compensatory time can be taken as approved paid time off, but must be approved by the immediate supervisor in advance of the time taken. Any unused compensatory time will be paid in full at the time of termination, resignation, or retirement at the current rate of pay. Any compensation time accumulated over 80 hours is paid out automatically. 4) Yes. Employees track unpaid time off/extra duty/OT/comp time on extra duty timesheets, managers review and submit these timesheets to Payroll. Payroll enters adjustments, extra duty, OT and comp time as needed. Contract overages or shortages are reconciled on a case by case basis if employment status changes. 5) Yes, accruals are always a month behind since we process absences the month after they occur. 6) Yes, that is preferred.. 7) Yes. It is calculated manually. Time and resources spent is variable. 8) No, it does not need to be performed within the time keeping system, but it will have to interface with Business Plus and match the pay assignment or position information. 9) We would track Title 9 outside of the timekeeping system. 10) Approximately 60. 11) Please see attached for the badges the district utilizes. Yes, they are RFID. 12) The specs sheet is page 4 of this document.

Q13: 13. Does the district prefer the time clocks to connect via a standard outlet or connect via Power over Ethernet? 14. Will the time clocks be connected to switches that have battery backups or should the clock be required to have internal battery back up? 15. Are there any locations where there is not a network connection and a Wi-Fi connection for the time clock may be more feasible? If so, how many of the time clocks should connect to the network via hardwire versus Wi-Fi? 16. In section 1.3 of the Time and Attendance System Requirements form, what is meant by “sick leave bank automation”? What is the district looking to happen with the sick leave bank?

A13: 13) Whichever option is more economical is preferred. 14) The clocks should have an internal battery backup. 15) It is the preference of the district to rely on laptops and Wi-Fi rather than physical time clocks. If we do use time clocks, the preference would be a Wi-Fi connection. 16) Ideally what we would like is for the system to automatically start drawing on the sick bank if an employee uses up all of their available accrued time and has enrolled in the sick bank program. This is a nice to have, not a necessity.

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Form Factor Part

Number

Clamshell 3326

ISO PVC 3386

ISO Composite 3586

ISO PVC Mag Stripe

ISO Composite Mag Stripe

KEYFOB 3349

PVC Disc 3391

125 kHz PROXIMITY CREDENTIAL PART NUMBERS

125 kHz PROXIMITY CREDENTIALS SPECIFICATIONS Credential Type ISO CARD CLAMSHELL KEYFOB DISC

Dimensions 3.37 x 2.125 x 0.03 inches

3.37 x 2.125 x 0.075 inches

1.44 x 1.18 x 0.25 inches 35 mm

Weight 0.212 oz. 0.317 oz. 0.15 oz. 0.045 oz.

Frequency 125 kHz 125 kHz 125 kHz 125 kHz

Read Range* Up to 6 inches Up to 6 inches Up to 2.5 inches Up to 2 inches

Slot Punch Vertical or Horizontal Vertical Keyring hole None

Operating Temperature

-50° to 160°F -50° to 160°F -15° to 165°F -50° to 160°F

Material PVC Hard shell: ABS Cover label: PVC ABS Plastic PVC/Adhesive

Backing

Part Numbers 3386, 3586, 3336, 3536 3326 3349 3391

F O R M A T S 26 bit (similar to H10301) 35 bit (similar to C-1000) 37 bit (similar to H10302) 37 bit (similar to H10304) More formats available

O P T I O N S We can provide the following options for your custom needs:

* Slot Punch

(Vertical or Horizontal)

* Custom Artwork

(Text or Graphic)

3milliD credentials are comparable in performance and functionality to other part numbers referenced.