RFP Vendornet QA.xlsx
XLSX spreadsheet 32 KB Posted
- Solicitation number
- CCITC01022026
- Issued by
- Marquette County, Wisconsin
About this file
RFP Q&A Document Summary
This RFP Q&A document presents clarifications and responses from the City-County Information Technology Commission (CCITC) regarding a cloud-based Public Safety Scheduling and Time & Attendance solution procurement for Marathon County, the City of Wausau, and North Central Health Care. The solicitation seeks a comprehensive scheduling and timekeeping system to serve three public safety departments: Wausau Police Department (112 users), Wausau Fire Department (90 users), and Marathon County Sheriff's Office (200 users). A vendor Q&A webinar was held on January 14, 2026, with an original proposal deadline of January 23, 2026; this deadline was subsequently extended to February 2, 2026. The solution must integrate with Workday ERP (API preferred), support multiple scheduling groups (two for Fire, six for Police), accommodate FLSA 7(k) compliance, and provide data segregation capability between police, fire, and sheriff departments through either separate instances or data flags. The system must support shift bidding, leave accrual management, overtime tracking, off-duty scheduling, and grant time tracking, with capabilities for real-time alerts and mobile access. Implementation timing has not been determined pending vendor and internal resource availability. The contract term is a minimum of three years.
Pricing must be provided on a combined basis for all three entities where possible, though separate costs and contracts may be required if separate system instances are necessary. The incumbent vendor is Intellitime, with current annual costs of approximately $21,000 per year. CCITC indicated that the decision to upgrade was driven by gaps in the current vendor's functionality and features. Regarding vendor qualifications, privately held companies may submit a letter of good standing from their bank instead of financial statements, with CCITC reserving the right to request greater detail during contract negotiations. Key contract considerations addressed in the Q&A include: vendor IP ownership remains with the contractor while CCITC retains ownership of inputted data; annual billing is likely acceptable; the indemnification cap is likely acceptable at three times the amount paid in the preceding 12 months (excluding IP infringement, fraud, gross negligence, and willful misconduct); assignment to affiliates in connection with mergers or acquisitions is permissible subject to contract continuity; termination for convenience clauses require language addressing no-appropriation termination; and HIPAA storage is subject to further clarification from vendors whose systems do not support covered records. Contractors should provide their committed service level agreements and confirm whether uptime percentages of 99.5% monthly are acceptable.
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Other files
| File | Type | Posted |
|---|---|---|
| Public Safety Scheduling and Time and Attendance RFP.pdf | ||
| Exhibit A Functional Requirements.xlsx | XLSX spreadsheet | |
| Public Safety Scheduling and Time Tracking RFP V2.pdf |
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RFP Q&A
| RFP Questions Received | Answers |
| 1/8/26 via email: | NOTE: Responses in red were provided during the Jan 14, 2026 Q&A Webex |
| 1. RFP Timeline | |
| Given the January 2 release date, January 14 vendor Q&A, and January 23 proposal deadline, would CCITC consider a brief extension to allow vendors sufficient time to prepare complete and accurate responses to the functional, security, and integration requirements? | Deadline will be extended to February 2, 2026 |
| 2. Entity Structure & Data Architecture | |
| Can CCITC clarify whether the City of Wausau, Marathon County, and North Central Health Care are expected to operate within a single shared system/database, or whether separate systems/tenants with appropriate data segregation and access controls are required? | Need a way to separate Police Dept, Fire Dept and Sheriff's Office data - this could be separate instances or a data flag to differentiate by dept |
| 3. Future HR & Payroll Considerations | |
| While this RFP is scoped specifically to public safety scheduling and time & attendance, has CCITC discussed any future considerations around HR and Payroll systems across the participating entities? Should vendors assume the selected solution will remain a standalone time and scheduling system, or prioritize compatibility with a potential future state where time and payroll operate within a unified system of record, if evaluated separately at a later date? | The scope is only Scheduling and Time & Attendance for 3 public safety depts (City of Wausau Fire and Police Depts, Marathon County Sheriff's Office). We are NOT considering replacing functionality for any other depts that are currently using our Workday ERP for scheduling and time tracking. |
| 1/9/2026 via email: | |
| 1. What is the contract term? | 3 years minimum |
| 2. Who is your current vendor/current product in use for this service? | Intellitime |
| 3. What’s working with your current vendor / product? | NA |
| 4. What gaps does your current vendor/product have that may be remedied through this solicitation? | NA |
| 5. How many anticipated users will use the service? | Included in RFP cost section |
| 6. What is the set aside for this contract? | NA |
| 7. What was the budget for this work in the last two years? | $21K per year |
| 8. Due to the complexity in the required response, may we have an extension to 2 weeks past when vendor questions are answered? | Will extend to Feb 2, 2026 |
| 9. What prompted CCITC to issue an RFP at this time? | Decision on upgrading current product |
| 10. What other vendors have you reviewed recently for this scope of service? | NA |
| 11. Are you adding vendors with this solicitation or consolidating services? | Replacing |
| 12. Are all features and functionalities listed in “Exhibit A Functional Requirements.xlsx” required? Or are some items a ‘wish list’ of wanted features? | Some are Nice to Have |
| 13. Are all requirements listed in Section V. Desired Outcome and Requirements subsection “4. Security” required? Or is this a list of items that are a ‘nice-to-have’? | Some are Nice to Have |
| 14. Does your current provider meet all listed features and functionality requirements? | No |
| 15. As a privately held company, we do not release financial statements. Would a letter of good standing from our bank be sufficient? Or would CCITC suggest an alternate to meet this requirement? | You can choose to not provide details in the RFP. We will likely expect greater detail if we are negotiating a contract with the selected provider. |
| 16. Contractor intends on submitting its standard license terms and conditions with its proposal. Will CCITC include the standard license terms and conditions in any final agreement to the extent they do not conflict with CCITC’s terms and conditions? | These details can be worked out with the selected vendor |
| 17. Contractor’s system is not intended to store and/or process records that are covered by HIPAA. We do not consent to the storage of HIPAA covered records in our system and we do not consent to being a Business Associate. Is this position contrary to the services the CCITC desires to purchase? | We'll need more details |
| 18. Contractor provides service level uptime at 99.5% (excluding routine maintenance and emergency patches) as measured on a monthly basis from the Contractor’s servers. Is this uptime percentage acceptable to CCITC? | Provide whatever your committed SLA times are in your response |
| 19. Contractor is offering subscriptions to cloud hosted commercial off-the-shelf products and services. Any enhancements, modifications, improvements, derivations, etc., to Contractor’s intellectual property (IP) become immediately, inextricably intertwined with the Contractor’s IP, and cannot be separated out. Will CCITC agree that Contractor maintains sole ownership and control over any enhancements, modifications, improvements, derivations, etc., made to its IP? | Your IP is your IP. We will maintain that all data that we input is owned by us. |
| 20. Contractor provides annual billing for subscriptions to its cloud hosted SaaS solutions, associated documentation and course content at the beginning of each contract year. Will CCITC accept annual billing? | Likely to be acceptable, just include in your proposal |
| 21. Termination for convenience makes it difficult for Contractor to prepare its budget and allocate resources to projects. Accordingly, will CCITC agree that Contractor’s SaaS subscriptions are due and earned upon being invoiced and non-refundable when paid unless the Agreement is terminated for cause as a result of the Contractor’s breach? | NEED TO LOOK AT LANGUAGE. Need termination for no-appropriation. |
| 22. Contractor is offering a limited, non-exclusive, non-transferrable license to its cloud hosted products and services to CCITC for its own internal business purposes for the term of the Agreement. Is this scope of license acceptable? | Likely to be acceptable, just include in your proposal |
| 23. Will CCITC agree to a reasonable cap on indemnification requirements that would include a cap on the defense and indemnification obligations at three times (3X) the amount paid to the Contractor in the preceding 12 months except for claims related to intellectual property infringement, fraud, gross negligence, and willful misconduct for which there will be no cap? | Likely to be acceptable, just include in your proposal |
| 24. Will CCITC agree to exclude its own error’s, acts, omissions, or negligence from the Contractor’s defense and indemnification obligations? | Yes |
| 25. Contractor exists in a very dynamic business environment where mergers and acquisitions are common. Will CCITC agree to permit Contractor to assign the contract (subject to reasonable conditions) to an affiliate, or in connection with a merger, acquisition, corporate reorganization, or sale of all or substantially all of Contractor’s assets? | Subject to usual conditions such as all elements of the contract stay in place. Include specific language in your response. |
| 1/12/26 via email: | |
| Thanks for reviewing the clarification questions we sent last Friday. I wanted to circle back on one point that affects all vendors: |
The current schedule gives us seven business days between the Jan 14 Q&A session and the Jan 23 due date, with Jan 19 (MLK Day) a federal holiday and hard-copy delivery required.
Because physical submission and carrier lead times can easily absorb two of those six working days, even a brief extension (for example, to Monday Jan 29) would allow us to prepare a more complete, carefully validated proposal.
| Could you let us know whether CCITC is open to moving the deadline back a few business days? That guidance will help us plan resources and logistics appropriately. | Will extend to Feb 2, 2026 |
| 1/12/26 via email: | |
| In Exhibit A starting around Excel line 190 the questions on Leave Time accruals seem to ask that the bidder take over the full management of accruals, periodic calculations, maintaining full history, year end caps and rollovers etc. |
| Are you looking for the new vendor to take over and fully manage acruals or calculate accruals in Workday and import the current balances and verify adequate time as leave is requested? | We currently calculate accruals in Workday and load them. However, if there is an advantage of fully managing accurals in your solution please include notes on your recommendation. | ||
| 1/13/26 via email: | |||
| RFP Process & Timeline | |||
| · Would CCITC consider a brief extension to the January 23 proposal deadline given the federal holiday and hard-copy submission requirement? | Will extend to Feb 2, 2026 | ||
| · Will clarification questions be accepted beyond the January 14 vendor Q&A session? | Yes. Submit by Jan 20, 2026 in order to see response by Jan 26 | ||
| · Who should vendors direct clarification questions to at this stage? | tami.coulson@ccitcwi.gov | ||
| Entity Structure & System Architecture | |||
| · Should the City of Wausau, Marathon County, and North Central Health Care operate within a single shared system or separate tenants? | Need a way to separate Police Dept, Fire Dept and Sheriff's Office data - this could be separate instances or a data flag to differentiate by dept | ||
| · Are employees expected to work across entities, and how should access and reporting be handled? | |||
| Future HR & Payroll Considerations | |||
| · Has CCITC discussed future HR or Payroll system alignment across entities? | The scope is only Scheduling and Time & Attendance for 3 public safety depts (City of Wausau Fire and Police Depts, Marathon County Sheriff's Office). We are NOT considering replacing functionality for any other depts that are currently using our Workday ERP for scheduling and time tracking. | ||
| · Should vendors prioritize compatibility with a future unified time-to-payroll environment? | Integration with Workday ERP is required (API preferred) | ||
| Scheduling Groups & Organizational Structure | |||
| · How many scheduling groups are required for the Sheriff’s Office, Police, and Fire? | City Fire has two scheduling groups and City Police has six scheduling groups. | ||
| · Are additional specialty units anticipated? | Not at this time, but the flexibility to add would be nice to have. | ||
| Notifications & Alerts | |||
| · Should hour-limit alerts be real-time or post-event? | |||
| · Which leave banks require maximum balance alerts? | |||
| Time Entry & Activity Tracking | |||
| · What activity codes are expected to be tracked? | City Police and Fire departments track reasons for overtime such as specific grant work, sick coverage, training coverage, meetings, late calls, reimbursable events, etc. | ||
| · What additional data should be captured with time entry (e.g., equipment usage)? | |||
| Pay Period & Accrual Handling | |||
| · Please provide examples of end-of-pay-period shift carryover. | We pay all hours on the first day of the shift, when the employee begins work. For example, our pay period ends on Saturday. A police officer works the night shift and starts work at 6:00pm on Saturday and the shift ends at 6:00am on Sunday. The timecard shows all 12 hours on Saturday. No hours are reported on Sunday. | ||
| · Are carryover rules driven by scheduling, payroll, or both? | Carryover rules are driven by scheduling. | ||
| Comp Time, Job Data & Integrations | |||
| · Should job or comp changes entered in Workday update the time system automatically? | Yes | ||
| · What system is the source of truth for job titles and pay rates? | Workday | ||
| Leave Management | |||
| · What is the objective of shared leave tracking? | |||
| · Which leave types require expiration alerts? | |||
| Bidding Processes | |||
| · How many shift, time-off, and overtime bids are required per department? | |||
| · How frequently are bids conducted? | |||
| Open Shifts & Notifications | |||
| · Which notification channels should be configured initially for open shifts? | |||
| Project & Grant Time Tracking | |||
| · How many active projects and grants are tracked? | |||
| · Do employees log time across multiple grants in a pay period? | Yes. | ||
| Reporting & Outcomes | |||
| · What are the primary reporting outcomes CCITC expects from the solution? | |||
| 1/14/26 via email: | |||
| A. Procurement, Evaluation & Presentation Expectations | |||
| 1. | We would like to utilize the option mentioned in the pre-bid meeting of submitting electronically. Will that be done via email, or will there be an option to upload via the portal? | Questions can be submitted electronically to tami.coulson@ccitcwi.gov until Jan 20, 2026 |
All RFP responses should be sent via mail or delivery service with both a paper and digital copy on a thumb drive per the instructions in the RFP
2. Presentations & Demonstrations Will finalist presentations and product demonstrations be conducted onsite, remote, or hybrid?
How many sessions should proposers plan for, and which stakeholder groups are expected to attend (IT, Police, Fire, Sheriff’s Office, HR, Payroll, Command Staff)? Are open to either online or remote presentations and demonstrations. However, if you don't have the ability to display mobile functionality via online meeting it may behoove you to be in person.
Anticipate having 1 round of demonstrations, but would likely want additional discussions with finalists to dig into more detail on Workday integrations, specific functionality that we still have questions on, licensing/implementation questions and to arrange customer reference calls.
Expect having a diverse group of stakeholders including IT, each public safety department, HR and Finance for the presentations.
| 3. | Evaluation Emphasis | |
| Within the 45% “fit with requirements,” are there specific functional areas (e.g., public safety scheduling, FLSA 7(k), Workday integration, off-duty scheduling) that will be weighted more heavily? | There are some requirements that will be weighted higher as they are considered must haves. However, the expectation is that you indicate your ability to meet each functional requirement without knowing the weighting. | |
| B. Training, Change Management & Adoption | ||
| 3. | Training Delivery Preferences |
Does CCITC prefer onsite training, remote training, or a blended approach?
Are there different training expectations for administrators, supervisors, schedulers, and line staff? Encourage you to base training recommendations on your standard implementation process and/or best practice.
Typically would expect different training based on role.
| Workday Integration & System of Record | |
| 5. | Time-Off & Leave Requests |
Should time-off and leave requests be initiated and approved in Workday, the scheduling/time system, or both?
If dual-entry is not desired, which system is considered the system of record for accrual balances?
6. Integration Scope Please confirm whether the Workday integration is expected to be:
• API-based only
• Near-real-time or batch
• One-way (time to Workday) or bi-directional (employee, job, pay rules, accruals)
7. Compliance & Audit Does Workday currently serve as the compliance and audit system of record, or is compliance reporting expected within the scheduling/time solution?
| D. Time Capture & Workforce Composition | |
| 8. | Time Capture Methods |
How do departments currently capture employee time (e.g., physical clocks, web, mobile, supervisor entry)?
Are different capture methods required by department or employee type?
| 9. | What is the preferred method to capture employee time? (web clock, mobile or physical clocks) |
| 10. | Departments in Scope |
Please confirm all departments included in initial scope beyond Wausau Police Department, Wausau Fire Department, and Marathon County Sheriff’s Office.
11. Jail / Corrections Is the County Jail included in scope?
If yes, do jail schedules, posts, rotations, and staffing rules differ materially from patrol or fire operations?
12. Volunteers & Non-Standard Workers Are there volunteer, reserve, or auxiliary staff?
If so, do they follow different scheduling, timekeeping, or pay rules?
| 13. | What is the number of employees that you would want to capture time or filling out a digital time sheet to track hours worked. |
| E. Labor Rules, CBAs & Compliance | |
| 12. | Collective Bargaining Agreements |
Are there multiple CBAs across departments?
Can CCITC provide the applicable CBAs or summarized rule sets (OT triggers, premium pay, comp time, callbacks, minimum staffing)?
13. FLSA & Public Safety Rules Are all departments operating under FLSA 7(k) exemptions?
Are work periods consistent across departments?
14. Rule Variability Are there department-specific or role-specific exceptions that require rule-based automation rather than manual overrides?
| Scheduling, Shift Bidding & Rotations | |
| 15. | Shift Bidding |
Will any departments require formal shift bidding?
If yes, is bidding seniority-based, and are bids annual, quarterly, or ad hoc?
16. Shift Trade & Coverage Are shift trades, giveaways, and pickups allowed?
Do these require supervisory approval or automatic validation against rules?
17. Rotations & Repeats Do departments operate on unique rotations, platoons, or repeating patterns?
Are rotations consistent across Police, Fire, Sheriff, Jail, and EMS?
| Off-Duty, Special Events & Third-Party Billing | |
| 18. | Off-Duty Definition |
Please define off-duty scheduling (special events, traffic control, private details, court overtime).
19. Pay Source Are off-duty hours paid by City/County payroll, a third-party entity, or both depending on event type?
20. Invoicing Requirements Is third-party invoicing required?
If yes, does CCITC expect itemized invoices by officer, event, rate, and hours?
| Paper Processes & Digitization | |
| 21. | Paper Forms |
Are any departments still using paper forms for time adjustments, leave requests, overtime authorization, or off-duty approval?
Should these be digitized and routed electronically?
| 1. Will all three agencies be onboarding at the same time? | We have not determined an implemenation plan yet as it depends upon availability of both vendor and internal resources. Would lay this out based on input from vendor on resource needs. |
| 2. Do you prefer to have separate environments set up for each agency? | Need a way to separate Police Dept, Fire Dept and Sheriff's Office data - this could be separate instances or a data flag to differentiate by dept |
| 3. Is there interest in onsite implementation? | Do not expect that all implementation activities would need to be onsite. If there are some meetings or training that would be more effective if done in person please indicate. |
| 4. Do you prefer onsite training or remote training? | Encourage you to base training recommendations on your standard implementation process and/or best practice. |
| 5. Is there a preference for individual agency pricing or combined pricing for all three? | Prefer to have combined pricing, in particular if there is adventagous pricing by combining. However, if there is a need to have separate tenants/instances that would require separate contracts for each department or agency then separate costing should be provided. |
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