RFP - 2025-009 Time Keeping and Attendance Software.pdf

TOWN OF JOHNSTON

REQUEST FOR PROPOSALS

Time Keeping and Attendance Software

Bid Number: 2025-009

Issuing Department:

Human Resources

Bid Due Date & Opening:

Time:

April 21st 2025

10:00 AM

PURCHASING DEPARTMENT

TOWN OF JOHNSTON, RHODE ISLAND

Request for Proposals Contents:

Submission Of Bids Instructions

Documents Required For Submission With Sealed Bid Documents Required If Selected As Winning Bidder

Notices To Proposers Bid Form Specifications

The Town of Johnston is seeking proposals for Time Keeping and Attendance Software.

SUBMISSION OF BIDS INSTRUCTIONS

Sealed bids will be accepted at the Office of the Town Clerk at Johnston Town Hall. Proposals may be submitted up to 10:00 AM on April 21st 2025. All proposals will then be publicly opened and read aloud at the Conference Room located at Town Hall.

A sealed package must be submitted containing one (1) original bid, labeled original and one (1) unbound copy.

The bids must be marked with the name and address of the bidder, and the date and time of bid opening. Bids must be received prior to the due date and time. Bids received after that time shall be returned unopened. Packages submitted must be sealed and clearly marked: “Time Keeping and Attendance Software”. Any communications that are not competitive sealed proposals should have “NOT A BID” written on the envelope or wrapper.

Envelopes containing bids must be sealed and addressed to:

Town Clerk’s Office Johnston Town Hall

1385 Hartford Avenue Johnston, RI 02919

The Town is not responsible for accepting any submissions delivered to other town buildings. Bids received prior to the time of opening will be securely kept, unopened until the opening time. No responsibility will attach to an officer or person for the premature opening of a bid not properly addressed and identified.

Documents Required for Submission with Sealed Bid

1. A sealed package must be submitted containing one (1) original bid, labeled original and one (1) unbound copy.

2. Bid Form: Found on page 7 of this RFP. Must be signed by a responsible member of the firm with their signature and official title.

Documents Required if Selected as Winning Bidder

1. Insurance Binder: A certificate of insurance indicating liability and workers’ compensation coverage must be provided.

2. IRS Form W-9: Should be completed and submitted if the bidder falls under IRS requirements to file this form.

NOTICES TO PROPOSERS

I. Any bidder may withdraw the firm's bid by written request at any time prior to the advertised time for opening.

Telephonic, email or facsimile transmitted bids, amendments, or withdrawals will not be accepted.

II. Unless otherwise specified, no bid may be withdrawn after the date and time of the bid opening. Time is of the essence in this bid and failure to deliver within the time period shall be considered default.

III. If any proprietary, trade, brand or manufacturer's name or part number is used herein in describing the required equipment, it shall be understood to indicate the minimum standard of composition and quality desired, and shall not be construed to exclude equipment that equals or exceeds the functional capability and quality of the named equipment. If bids are based on such equivalent equipment, indicate the manufacturer's name, model and number for the equipment and include any literature or other explanation of the equipment's quality or performance.

IV. Negligence on the part of the bidder in preparing the bid confers no rights for the withdrawal of the bid after said bid has been opened.

V. Descriptive materials such as plans, drawings, photographs, written descriptions, and particularly manufacturer's literature that will enable the Town to determine the exact quality, design and appearance of the equipment proposed, shall accompany the bid. All equipment listed, or shown, in the manufacturer's literature, drawings or photographs, and approved by the Town, shall be furnished.

VI. All prices bid must be on the basis of F.O.B. Delivery Point, Town of Johnston. Therefore, shipping costs are to be included within the process quoted. Deliveries must consist only of new merchandise or equipment and shall be made between 7:30am and 3:00pm, or as may be arranged during emergencies.

VII. Bids received prior to the time of opening will be securely kept, unopened. No responsibility will attach to an officer or person for the premature opening of a bid not properly addressed and identified.

VIII. The Finance Director or his designee may waive any or all bids for cause, failure to meet specifications or any reason deemed appropriate. The Town of Johnston reserves the right to reject any or all responses or parts thereof, to waive any informality in them, or accept any bid deemed in the best interest of the Town.

IX. In accordance with R.I. Gen. Laws § 37-2-23, the Finance Director or his designee may cancel this request for proposal, if it is determined, in writing, that it is in the best interest of the Town.

X. An award will be given in writing to the bidder whose offer provides the greatest value to the Town, from the standpoint of meeting specifications and requirements of bidding documents, suitability to purpose, quality, service, previous experience, price, ability to deliver, or for any other reason deemed by the Town to be in its own best interest. Any final analysis or weighted point score does not imply that one bidder is superior to another, but simply, in the Town’s judgment the bidder selected appears to offer the best overall solution for our current and anticipated needs. Thus, the result will not be determined by price alone.

Award will be based on, but not limited necessarily to the following (where applicable):

a) Adherence to all conditions and requirements of the bid specifications;

b) Total bid price; (including any discounts), unit bid price, or extended price;

c) General reputation and experience of bidders;

d) Evaluation of the bidder's ability to service the Town;

e) Financial responsibility of the bidder;

f) Prior knowledge of and experience with the bidder in terms of past performance;

g) Needs and requirements of the Town;

h) Experience with the products involved;

i) Bidder's ability to meet delivery and stocking requirements;

j) Delivery date or service date; and

k) Ordering method.

XI. After the bid is awarded, all documents pertaining to the successful bid will be available for public inspection in the

Town purchasing office.

XII. If all Bids exceed the available funds, the Finance Director may re-solicit new Bids or enter into competitive negotiations with two or more of the lowest bidders meeting all requirements as outlined.

XIII. A reasonable inquiry to determine the responsibility of the bidder or offer may be conducted. Failure to promptly supply information related to such an inquiry may be grounds for disqualification of a bidder. All information supplied is confidential.

XIV. The Town may make such investigations as it deems necessary to determine the ability of the bidder to provide the materials or services, and the bidder shall furnish to the Town all such information and data for this purpose as the Town may request. The Town reserves the right to reject any bid if such bidder fails to satisfy the Town that such bidder is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

XV. Bid price shall be firm; unit price shall include any and all trade discounts. Price shall be inclusive of any freight, handling, delivery surcharges or any other incidental charges. Your bid shall be exclusive of any Federal or State taxes, as the Town of Johnston is exempt from payment of such taxes. A certificate of exemption shall be forwarded to the elected vendor upon request.

XVI. Delivery shall be made to the Town of Johnston on the “ship to” address of the Purchase Order. Delivery is required within the time stated herein from the date of the issuance of the purchase order, unless otherwise noted. Delivery shall include assembly, servicing and placement of equipment in operable status unless specified otherwise. No deliveries shall become due or acceptable without a written Purchase Order issued by the Town of Johnston.

XVII. The Department Director, or his designee, shall accomplish inspection and acceptance of materials/equipment purchased for the department.

XVIII. In case of default, the Town may procure the materials from other sources and hold the bidder responsible for any excess costs occasioned thereby and may immediately cancel the Purchase Order.

XIX. Bidders are advised that this section of the specifications will be evaluated before the technical specifications. Bids that do not comply with our General Conditions, Bonding, Insurance, Delivery, Bidder Qualifications, Service and Warranty requirements will be immediately deemed non-responsive and shall be immediately rejected without further review of the technical specification.

XX. Bids not received by the Bid Submittal Deadline are late. Late Bids will be returned to Bidders unopened.

XXI. No employee, officer or agent of the Town of Johnston shall participate in the selection, the award or administration, of the contract if a conflict of interest, real or apparent, would be involved. Such a conflict would arise when one of the following has a financial or other interest in any firm proposing on or selected for the award:

a) The employee or an officer or agent of the employee;

b) Any member of the employee's immediate family;

c) The employee's business partner; or

d) An organization that employs, or is about to employ, any of the above.

XXII. This is a "prevailing wage" contract. Prevailing Wage refers to the requirements of the Rhode Island General Law

37-13 and the general prevailing rate of pay for regular, holiday and overtime wages to be paid to each craftsman, mechanic, teamster, laborer or other type of worker performing work on public works projects when state or municipal funds are used in excess of $1,000. Contractors must refer to the applicable Davis Bacon Wage Determination rate schedule available at the Rhode Island Department of Labor and Training website to determine the prevailing wage rates for a public works construction project.

BID FORM

Name of Bidder (Firm or Individual):

Contact Name:

Contact Phone Number:

Contact Email:

Business Address:

Signature of Representative

Title of Representative

Date

SPECIFICATIONS

1. Summary

This Scope of Work (SOW) outlines the requirements for procuring a Timekeeping Attendance Tracking Software solution. The intent of this solicitation is to identify a vendor that can deliver a robust software solution that supports accurate timekeeping, manages leave requests efficiently, and ensures compliance with federal and state regulations.

The chosen vendor will provide software, implementation services, training, and ongoing support to ensure a seamless transition and optimal use of the system.

2. Detailed Specifications

The selected software solution must meet the following specifications:

1. General Features

1. Web-based platform accessible via multiple devices (desktop, tablet, mobile).

2. User-friendly interface for both employees and administrators.

3. Multi-user access with role-based permissions.

4. Real-time reporting capabilities for attendance, absences, and compliance metrics.

2. Timekeeping Features

1. Ability for employees to submit time in various ways and be restricted as to how they enter dependent of their employment group.

1. Time submission in clock time in and clock time out.

2. Time submission in total hours worked.

3. Clock in and out submission via physical time clocks with options for proximity readers and biometrics.

2. Flexible shift scheduling and tracking

3. Allowing for overtime and shift differentials, not necessarily State or Federal rules.

4. Ability to handle multiple pay rules and union agreements.

5. Ability to track hours worked for various projects.

1. These projects should be able to be tied to different funding sources/account strings and export in the payroll extract with different account strings.

6. Ability to provide specific account strings on the timesheet for each slice of time. These account strings should export on the payroll extract.

7. Ability to concatenate the account string based on a portion manually entered on the timesheet and a portion based on the employee group.

8. Ability for the employee to submit and recall their timesheet prior to approval.

9. Ability to create multiple levels of approval for a timesheet.

1. Ability for different approvers to see the status of other levels of approval.

3. Time off Calculation and Tracking

1. Multiple time off banks that are able to automatically calculate time off accrual based on different employment groups and appropriate accrual rules.

2. Automatically calculated time off bank caps and usage limits

3. Ability to automatically cap accrual into one bank and transfer additional accrual into another bank.

4. Ability for payroll administrators to manually adjust time off bank balances.

5. Ability for employees, managers, and administrators to see bank balances in real time.

6. Ability for employees to see future time off accrual and usage projections.

7. Ability for employee to submit time off requests that require manager approval.

8. Ability for some time off requests to be approved automatically or skip the approval process based on requested time off.

4. Multiple Assignment Features

1. Ability for one employee to have multiple assignments/positions.

2. Employee should have separate timesheets for each position to track time separately.

3. The application should aggregate the multiple timesheets for calculations.

4. Time off accrual and management able to understand multiple assignments and accrue as configured.

5. Absence Compliance Features

1. Management of various forms of leave (sick leave, vacation, FMLA, ADA-related leaves).

2. Compliance tracking with federal and state regulations, including the Family and Medical Leave Act

(FMLA) and California Family Rights Act (CFRA).

3. Automated alerts and notifications for leave balances, upcoming expirations, and compliance deadlines.

4. Integration with HR policies and collective bargaining agreements for adherence to institutional protocols.

6. Imports, Extracts, and Reporting

1. Ability to import employee data with custom fields as needed via manual import (.csv) and scheduled imports or those integrated with other systems.

2. Ability to export payroll data with a fully customized export file to meet the needs of the Town’s ERP via manual import (.csv) and scheduled imports or those integrated with other systems.

3. Robust reporting tool allowing the Town to extract data in a multitude of ways.

4. Ability for the Town to configure and/or request custom reports.

5. Ability to extract all data for archival purposes.

7. Security and Data Privacy

1. Compliance with relevant regulations including FERPA, HIPAA, and CCPA.

2. Data encryption at rest and in transit to ensure data integrity.

3. Regular software updates and security patches.

4. Audit trails for data changes and access logs for accountability.

8. Technical Specifications

1. Cloud-based solution with guaranteed uptime of 99.9%.

2. Support for multiple browsers and operating systems.

3. Ability to integrate via multiple single sign on methodologies including OAuth and SAML 2.0.

4. Data backup policies to prevent data loss.

5. Access to user support and technical assistance through various channels (email, phone, live chat).

3. Service Requirements

The vendor selected must provide the following services:

1. Implementation Services

1. Project management for the software implementation process.

2. Needs assessment and system configuration to meet the Town’s requirements.

3. Data migration services from existing systems.

4. Integration setup with existing systems.

2. Training Services

1. Development and delivery of training materials and sessions for administrators and end users.

2. Onboarding support for the first month after implementation.

3. Access to user manuals and online help resources.

3. Support Services

1. 24/7 customer support for software issues.

2. Regular software updates and enhancements.

3. Ongoing training and resources to keep users informed of new features and compliance updates.

4. Delivery Requirements

Deliverables associated with this project include:

1. Implementation Timeline

1. The vendor must provide a detailed project timeline outlining key milestones and deliverable dates.

2. The projected duration for implementation should not exceed nine months from the contract signing date.

2. Software Deployment

1. Deployment of the software must occur in a phased approach to ensure minimal disruption to staff and processes.

2. A final demo of the fully functional software must be conducted for Town administrators and key stakeholders prior to full deployment.

3. Documentation

1. Comprehensive documentation of the software features, policies, and procedures must be provided upon deployment.

2. All training materials and user guides must be delivered in both digital and physical formats.

5. Proposal Submission Guidelines

Interested parties are requested to submit their proposals by including:

1. An executive summary highlighting qualifications and relevant experience in providing timekeeping and absence tracking solutions.

2. A detailed overview of how the solution will meet the features and needs of the Town as presented in the Scope of Work.

3. A detailed project plan, including timelines, deliverables, and resource allocations.

4. A pricing structure for software licensing, implementation, and ongoing support.

5. References from at least three current clients, particularly those in the education sector.

6. Evaluation Criteria

Proposals will be evaluated on the following criteria:

1. Compliance with the detailed specifications outlined in this SOW.

2. Experience and qualifications of the vendor.

3. Quality of proposed implementation and support services.

4. Cost-effectiveness of the overall solution.

Please provide pricing for 120 employees and 10 physical time clocks.