Timekeeping RFP 2025.pdf

SHERIFF AND EX-OFFICIO TAX COLLECTOR

505 TRAVIS STREET * SUITE 700 * SHREVEPORT, LOUISIANA 71101-3029

PHONE: (318) 681-0687 * FAX: (318) 681-0888 * WEB SITE: WWW.CADDOSHERIFF.ORG

SHERIFFS OF

CADDO PARISH

ALEXANDER BOYD

STERRETT

1838-1840

MATTHEW WATSON

1840-1857

THOMAS R. SIMPSON

1857-1858 1865-1868

HENRY JOHN GREY

BATTLE

1859-1860

NATHAN HASS

1860-1862

ISRAEL W. PICKENS

1862-1865

JOHN J. HOPE

JOHN J. O'CONNOR

1868-1869

MICHAEL A. WALSH

1869-1875

JAMES W. WILSON

1875-1876

WILLIAM HEFFNER

1876-1877

ALONZO FLOURNOY

1877-1878

J.D. CAWTHONE

JOHN LAKE

1879-1892

JOHN S. YOUNG

1892-1900

SAMUEL J. WARD

1900-1906

J.P. "PAT" FLOURNOY

1906-1916

THOMAS ROLAND HUGHES

1916-1940

J. HOWELL FLOURNOY

1940-1966

JAMES M. GOSLIN

1966-1976

HAROLD TERRY

1976-1980

DONALD E. HATHAWAY

1980-2000

STEVE PRATOR

2000-2024

MARK “JAY” LONG

HENRY WHITEHORN, SR.

2024 -

REQUEST FOR PROPOSALS

Sealed proposals or electronically submitted proposals are hereby invited by Henry Whitehorn Sr., Sheriff, Caddo Parish Louisiana for the following:

ELECTRONIC TIMEKEEPING

Paper proposals must be returned to the Senior Accountant at the Caddo Parish Sheriff’s Office, 505 Travis Street, Suite 700, Shreveport, Louisiana 71101-3029 in an envelope sealed and plainly marked:

Paper proposal specifications and instructions may be obtained by contacting the Caddo Parish Sheriff’s Office Finance office Senior Accountant at (318) 681-0624.

There will be a mandatory virtual Q&A session May 23, 2025 at 2:30 PM.

Optional electronic proposing is available at www.Bidnetdirect.com. Vendors desiring to submit electronic proposals must register with Bidnet Direct. There is no fee required to register and bid. All proposals submitted electronically shall include a digital signature.

As required by Louisiana State Law, ALL proposals must be submitted by 2:30 p.m.

on June 16, 2025 (i.e., paper proposals must be delivered to the Caddo Parish Sheriff’s Office Finance Office Senior Accountant, and electronic proposal must be finalized in Bidnet Direct) NO PROPOSAL WILL BE ACCEPTED AFTER THIS TIME.

At 3:00 p.m. on June 16, 2025, ALL proposer’s company names will be read publicly in the conference room of the Caddo Parish Sheriff’s Office, 505 Travis Street, Suite 700, Shreveport, Louisiana 71101-3029; meaning, at the indicated hour, paper proposals will be opened and electronic proposals will be downloaded.

Done in accordance with Louisiana Public Bid Law (Louisiana Revised Statutes 38:2211 et seq.,)

HENRY WHITEHORN, SR.

SHERIFF, CADDO PARISH LOUISIANA

Advertised in The Times: May 14, 2025 May, 21, 2025

SHERIFF HENRY WHITEHORN, SR.

http://www.bidnetdirect.com/

CADDO PARISH SHERIFF’S OFFICE

PROPOSAL

DELIVER TO:

Caddo Parish Sheriff’s Office

ATTN: FINANCE – SENIOR ACCOUNTANT

505 Travis Street, Suite 700 Shreveport, Louisiana 71101-3029

PROPOSAL OF:

ADDRESS:

PHONE:

DATE:

I, the undersigned certified that he/she has (or they have) carefully examined the Instructions to Proposers and the Specifications hereto attached and made a part hereof. The undersigned agrees to comply with all terms of the Proposer Specifications, and to furnish the items and services referred to therein for the price or prices stated on the schedule attached to this proposal.

Proposer must indicate status by check mark:

Individual

Firm

Corporation

SIGNATURE OF PROPOSER:

(Authorized representative of the corporation, partnership, or other legal entity stated above)

PROPOSER PRINTED NAME:

DATE SIGNED:

PHONE: (318) 681-0687 * FAX: (318) 681-0888 * WEB SITE: WWW.CADDOSHERIFF.ORG

INSTRUCTIONS TO PROPOSERS

Optional electronic proposing is available at www.bidnetdirect.com. Vendors desiring to submit electronic proposals must register with Bidnet at www.Bidnetdirect.com. There is no fee required to register and propose. All proposals submitted electronically shall include a digital signature as required by Louisiana State Law.

All paper proposals must be submitted and signed in ink by an authorized member of the firm. Proposal envelope must be sealed and plainly marked in accordance with the Request for Proposals. Paper proposals must be either mailed or delivered to the Caddo Parish Sheriff’s Office, ATTN: FINANCE - SENIOR ACCOUNTANT, 505 Travis Street, Suite 700, Shreveport, Louisiana 71101-3029, within the time limit set forth in the Request for Proposals. Proposals received after this time will be returned to the proposer unopened.

Any proposal(s) submitted not in compliance with proposal instructions showing unauthorized additions, conditional or, incomplete proposals, etc., may be rejected.

The Caddo Parish Sheriff reserves the right to reject any and all proposals and waive any informalities.

Proposal must address the items in the specifications section below.

Proposal must include a section on setup and implementation explaining the steps from award through setup and training through ongoing updates and support. Exact dates will not be required, but estimated durations of each step should be included. The Caddo Parish Sheriff’s office acknowledges that our availability is a factor the proposer cannot accurately anticipate in this estimate.

Discounts will not be considered and should be included as part of the individual proposal price.

The use of brand names of particular manufacturers/producers, etc., for proposal item specifications shall be for the purpose of describing item and establishing a quality standard. Use of these brands is not intended to limit the merchandise to a specific manufacturer/producer, etc., product. Where a particular manufacturer/producer, etc., product is specified, the specification shall be understood and read to contain the phrase “or approved equivalent.”

Where the item(s) being offered is of a different manufacturer than that which is specified, proposers shall be required to cross-reference the specified brand and shall list manufacturer’s name on Brand Discount Form. If no other brand and part number are listed, it is assumed the brand and part number listed are being proposed.

By submitting and signing this proposal, proposer certifies that proposal prices are the lowest prices quoted for quality products or at prices no greater than the wholesale rate for the same item.

The Caddo Parish Sheriff’s Office shall reserve the right to cancel contract with thirty (30) days written notice.

Price quotations will be a factor in the selection of the proposal; however, quality, delivery date, availability, and proposer responsiveness and responsibility are also considerations.

Proposal for Electronic Timekeeping will be awarded as a single contract.

http://www.bidnetdirect.com/

PHONE: (318) 681-0687 * FAX: (318) 681-0888 * WEB SITE: WWW.CADDOSHERIFF.ORG

REQUIREMENTS AND SPECIFICATIONS

FOR ELECTRONIC TIMEKEEPING SYSTEMS

1. SCOPE

A. It is the intent of the Caddo Parish Sheriff’s Office to purchase an electronic timekeeping solution along with professional implementation services.

2. REQUIREMENTS

A. Pricing

(1.) Proposer shall indicate within their proposal the purchase price of all components of their solution

(2.) Proposer shall indicate within their proposal the implementation costs for setup and deployment of their solution..

(3.) Proposer shall indicate within their proposal update and support costs for their solution on an annual basis.

(4.) The Caddo Parish Sheriff’s Office reserves the right to reject partial and/or incomplete proposal(s).

(5.) Prices to include all freight and delivery charges.

(6.) No additional charges may apply.

(7.) All pricing is not subject to escalation without permission from the Caddo Parish Sheriff’s

Office.

(8.) In the event of any extensions of the support and update provisions beyond the initial one (1) year period, the Caddo Parish Sheriff’s Office reserves the right to either accept or reject any price adjustment.

B. Ordering

(1.) The Caddo Parish Sheriff’s Office shall issue a purchase order to cover orders placed by authorized Caddo Parish Sheriff’s Office personnel under this award.

(2.) Order modifications will require a changed or separate purchase order.

(3.) The successful proposer will be provided a list of Caddo Parish Sheriff’s Office personnel authorized to place orders, either in person, electronically, and/or via telephone.

(4.) All invoices and delivery tickets pertaining to this contract shall reference the purchase order number, name of authorized individual who placed the order, individual that signed for receipt of order, producer/brand name, manufacturer’s/brand’s name part number (if applicable,) description, and price. Invoices should not be presented until delivery has been made.

(5.) Should a need arise for equipment covered in this proposal which are not available from the successful proposer within the contracted time frame and equivalent substitutions are not offered at the contracted price per unit the Caddo Parish Sheriff’s Office reserves the right to purchase products from another vendor. However, the successful vendor is subject to being invoiced the cost difference incurred from the Caddo Parish Sheriff’s Office purchasing same merchandise from next available vendor.

PHONE: (318) 681-0687 * FAX: (318) 681-0888 * WEB SITE: WWW.CADDOSHERIFF.ORG

C. Delivery (1.) Equipment for Electronic timekeeping will be shipped or electronically transmitted to the attention of CPSO Information Technology 501 Texas St room 101, Shreveport LA 71101.

(2.) Equipment for Electronic Timekeeping will need to be able to be installed at multiple CPSO locations throughout Caddo Parish

D. Performance Warranty (1.) The successful proposer shall replace, at no cost to the Caddo Parish Sheriff’s Office, any

Electronic Timekeeping Equipment purchased as a result of this proposal, if that product is deemed unacceptable for any reason resulting from deviations from the specifications contained herein, or as a result of improper storage, shipping or handling of product by the successful proposer or its designated carrier.

3. SPECIFICATIONS

A. The Electronic Timekeeping solution proposed must integrate with the Caddo Parish Sheriff’s

Office existing Human Resources and Payroll system, Tyler Technologies ERP Solutions.

B. The solution must support timekeeping for an estimated 700 employees to include clock in and out, leave dates, space for comments or department.

C. Multiple access points and types must be supported with integrated security features. At a minimum, employees should be able to use the following:

(1.) Web based application (2.) Physical timeclocks with biometric identification (retina preferred) (3.) iPhone application (4.) Android based phone application

D. Security for electronic access must include geolocation and user identity and integration with employee schedules, preventing clock-ins by unscheduled employees, but allow for supervisor override.

E. Supervisor review and approval of time entered before transfer to payroll system, with tracking of any changes made

F. Leave requests to include multiple types of leave (sick, vacation, compensatory, administrative, bereavement, jury duty, military) including supervisor approval.

G. Employee Scheduling, to include (1.) minimum or maximum hours per week or pay period and existing leave requests (2.) Minimum staffing requirements by area (3.) Management of vacant positions or shifts within scheduling (4.) Real time ability for supervisor updates and/or overrides (5.) Automatic supervisor notification of absent employees and/or missed clock in/out.

H. Hours tracking to include:

(1.) Different overtime rules (2.) Overtime cap (3.) Overtime tracking of department time is worked for (4.) Overtime approval by either the employee’s supervisor or the supervisor in the department the overtime is worked in.

(5.) Shift differentials for overnight or weekend time worked for eligible employees.

I. System must maintain data from onset on a server controlled by CPSO.

J. System must include the ability to build custom reports from the data.

K. System must include the ability for employees to view their historical data, or that of the employee(s) they supervise.

L. Equipment needed for the system, excluding existing workstations or cell phones used to access timekeeping solution by individual employees should be included in the proposal. CPSO estimates that 4 total physical timeclocks will be needed across three addresses within Caddo Parish, Louisiana.

4. QUESTIONS

A. A mandatory question and answer session will take place online May 23, 2025 at 2:30

B. To register, please email rebecca.austin@caddosheriff.org with the email address of all individuals you wish to attend.

C. Questions for the session may be submitted to the same email by 5:00 PM May 21, 2025 or during the session.

D. Other questions may be submitted by email or on bidnet by the end of the day Wednesday June 11th. All questions and answers outside the Q&A session will be posted publicly on bidnet, no later than 5 PM Thursday June 12,, 2025.

5. PROPOSAL EVALUATION/AWARD

A. Proposals shall be evaluated based on the suitability of items/services offered for the intended use.

The proposer’s responsiveness and responsibility are also considerations.

B. Caddo Parish Sheriff’s Office reserves the right to invite proposers to present their proposals in person after proposals are opened.

PHONE: (318) 681-0687 * FAX: (318) 681-0888 * WEB SITE: WWW.CADDOSHERIFF.ORG

C. The proposal award will be based on the following criteria:

(1.) Total compliance to all written specifications (2.) Price factor (3.) Experience and capabilities to provide Electronic Timekeeping systems (4.) Proposer responsiveness and responsibility

D. Proposal will be awarded on an “all-or-nothing” basis. The entire proposal will be awarded to one

(1) vendor.

To be completed by the proposer, attached, and made a part of the proposal.

VENDORS, PLEASE NOTE: Louisiana Revised Statute 38:2251, et. seq., details the conditions and requirements by which preference claims may be made for certain materials, supplies, and provisions, produced, manufactured, grown, or assembled in Louisiana.

Preference is hereby given to materials, supplies, and provisions, produced, manufactured, or grown in Louisiana, quality being equal to articles offered by competitors outside of the state.

If you, as a vendor of Louisiana products defined by statute, wish to claim preference for those products, you may do so provided you fully comply with all requirements and conditions of the law. If you elect to claim preference for an item(s), complete this form and make it a part of the submitted proposal.

In claiming preference, you are certifying that the products meet the criteria of Louisiana products. You must specifically name the Louisiana products, show the full name and complete address (location) of the manufacturer, processor, producer, grower, or assembler, the proposed item number, and the appropriate percentage preference claimed in the space provided for each item as applicable. Failure to provide complete information will invalidate your preference.

Proposed

Item Number

Name of

Louisiana Product

Name & Exact Address of Manufacturer, Processor, Producer, Grower, or Assembler of Louisiana Products

PHONE: (318) 681-0687 * FAX: (318) 681-0888 * WEB SITE: WWW.CADDOSHERIFF.ORG

I am proposing and claiming preference for Louisiana Products as defined by Louisiana Revised Statute 38:2251, et. seq. I have listed the items, name, and exact address of the manufacturer, processor, producer, grower, or assembler of Louisiana Products and the percentage preference claimed according to product type as appropriate and permitted by law. If I have a Louisiana workforce, it is made up of at least fifty percent (50%) Louisiana residents in order for me to claim the preferences provided in Louisiana Revised Statute 38:2251, et. seq.

Signature of Proposer:

Printed Name of Proposer:

Date Signed:

I am proposing and claiming preference for Louisiana Materials, Supplies, or Equipment as defined by Louisiana Revised Statute 38:2251, et. seq. I have listed the items, name and exact address of the manufacturer, processor, producer, assembler, or producer of Louisiana Products and the percentage preference claimed according to product type as appropriate and permitted by law. If I have a Louisiana workforce, it is made up of at least fifty percent (50%) of Louisiana residents in order for me to claim the preferences provided in Louisiana Revised Statute 38:2251 et. seq.

Signature of Proposer:

Printed Name of Proposer:

Date Signed:

To be completed by the proposer, attached, and made a part of the proposal.