Time Clocks, Support and Integration Services

The State of Maine's Department of Administrative and Financial Services, Division of Procurement Services, has issued a Request for Quotation (RFQ) for Time Clocks, Support, and Integration Services in preparation for their Workday Human Resources/Payroll system implementation scheduled for August 9, 2025. The procurement seeks 25 new time clocks to be installed across six correctional centers and two hospitals, with accompanying cloud-based middleware, system configuration, and implementation services. Quotations are due by November 7, 2025, at 4:00 p.m. Eastern Standard Time, to be submitted exclusively through the State of Maine's AdvantageME Vendor Self Service (VSS) system. Bidders must be Workday Partners and meet specific technical requirements, including ADA compliance, 7-inch minimum color screens, HID I-Class card readers, battery backup, POE support, and 15-minute or better API data transfer capability. The evaluation criteria will focus on the lowest cost among bidders meeting all specified requirements, with vendors required to provide product specification sheets, warranty information, and a list of items needed from the State. Equipment must be delivered within 30 business days of order receipt, with pricing structured in two components: one-time costs for hardware and implementation, and recurring monthly support fees.

No specific set-aside designations or restrictions on respondent types were explicitly detailed in the RFQ. The procurement allows for potential future adjustments in location and clock quantities based on the State's evolving business needs. Pricing will be invoiced in a structured manner: one-time equipment costs 30 days after delivery, professional services and training after completion, and support fees annually in advance. The State is tax-exempt and will provide exemption certificates upon contract finalization. While no specific contract value or budget range was mentioned, the scope includes 25 time clocks, cloud-based middleware, configuration services, and ongoing 24/7, 365-day support with a 4-hour response time. The implementation is expected to take 6-8 weeks, with all equipment to be delivered on an FOB Destination basis to the specified locations. Vendors must also demonstrate compliance with Maine's Digital Accessibility Policy and Information Security Policy as part of their proposal.