Payroll Time and Attendance System

The Fairbanks North Star Borough's Human Resources Division is soliciting proposals for a comprehensive, integrated Payroll Time and Attendance System through Request for Proposal (RFP) No. 23046. The procurement seeks a web-based software solution capable of supporting 500-600 clocking employees and approximately 400 employees accessing leave balances, with specific requirements including multiple pay classes, work schedules, and diverse time tracking methods such as PCs, time clocks, and potential geo-mapping devices. Key system deliverables must include support for Azure AD credential management, biometric and HID proximity time clocks, electronic time-off requests, employee timesheet and schedule viewing, and integration with Central Square Finance Enterprise 16.2 using flat file import/export capabilities. The system evaluation will be weighted across several criteria: 35% for system functions, 25% for pricing, 20% for methodology and management plan, 15% for experience and qualifications, and 5% for project understanding. Critical dates include a pre-proposal conference held on December 16, 2022, with proposal submissions due on January 12, 2023, at 2:00 P.M., and an initial contract term from March 1, 2023, to February 28, 2024, with options to renew for four additional one-year periods.

The RFP allows international companies to participate provided they meet all outlined requirements, with no specific set-aside designations for disadvantaged enterprises mentioned. Vendors must possess an Alaska business license, obtainable within 10 days of the Notice of Intent to Award. The system must accommodate 32 timekeepers, 3 administrators, 45 supervisors/managers, and 3 reporting users, with specific exclusions for advanced scheduling, phone entry (IVR), and FMLA case management features. The project has a strict budget constraint of less than $60,000 for implementation, software, and testing, with proposals exceeding this amount potentially being declared non-responsive. The existing technological infrastructure requires integration with Central Square using standard proximity card access, and the system must support various employee types, multiple project codes, and union contract rules. Insurance requirements include commercial general liability, automobile liability, workers' compensation, and cyber liability coverage, with the Fairbanks North Star Borough to be named as an additional insured. The project timeline mandates completion no later than June 30, 2023, with full technical support, training for 4-6 payroll staff and IT personnel, and provisions for system warranty and extended maintenance.