INTERDEPARTMENTAL MEMORANDUM

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INTERDEPARTMENTAL MEMORANDUM Powered By Docstoc
					                                City of New London
                                 Department of Finance-Purchasing Agent
                                13 Masonic Street • New London, CT 06320 • Phone (860) 447-5215 • Fax (860) 447-5297




                                                 Invitation for Bids
                                Specifications and Proposal Documents Attached


Bid No.:         2010-33                 Opening Date and Time: April 12, 2010 at 2:00 P.M.

Title:           Time Management and Attendance Software Compatible with SunGard Public Sector
                 Software


Special Instructions:


The following information must appear in the lower left hand corner of the envelope:

Sealed Bid No.: 2010-33

Not to be opened until April 12, 2010 at 2:00 P.M.


Return Bid to:

William R. Hathaway, Purchasing Agent
City of New London
13 Masonic Street
New London, CT 06320

Bids shall not be accepted after the Opening Date and Time indicated above.




                                         Affirmative Action – Equal Opportunity Employer
                               City of New London
                                Department of Finance-Purchasing Agent
                               13 Masonic Street • New London, CT 06320 • Phone (860) 447-5215 • Fax (860) 447-5297


                   PLEASE RETURN THIS FORM IMMEDIATELY

                            Acknowledgement: Receipt of Invitation for Bids

Bid No.:       2010-33

Time Management and Attendance Software Compatible with SunGard Public Sector
Software

Please take a moment to acknowledge receipt of the attached documents. Your compliance with this
request will help us to maintain proper follow-up procedures and will ensure that you receive any
addendum that may be issued.

Date Issued:                                     03/22/2010

Date documents received:                         ______/______/________

Do you plan to submit a response?                Yes______            No_____



Print or type the following information:

Company Name:

Address:



Telephone:                                                            Fax:

E-mail:

Received by:


                   Note: Faxed or e-mailed acknowledgements are requested.
                                    Fax No.: (860)447-5297
                           E-mail: whathaway@ci.new-london.ct.us

                         Fax this sheet only. A cover sheet is not required.




                                       Affirmative Action – Equal Opportunity Employer
                                 City of New London
                                  Department of Finance-Purchasing Agent
                                 13 Masonic Street • New London, CT 06320 • Phone (860) 447-5215 • Fax (860) 447-5297


                        Standard Invitation for Bids (IFB) and Contract Terms and Conditions

All Invitations for Bids issued by the City of New London (City) will bind Bidders to the terms and conditions listed below,
unless specified otherwise in any individual Invitation for Bids.

Incorporated by reference into this contract are the provisions of Section 2-66 through 2-71 and Section 2-73 of the Code
of Ordinances of the City of New London.

The contractor agrees to comply with the Code of Ordinances as they exist on the date of the contract and as they may be
adopted or amended from time to time during the term of this contract and any amendments thereto.

Submission of Bids

1.      Bids must be submitted on forms supplied by the City of New London. Telephone, facsimile or e-mail bids will not
        be accepted in response to an Invitation for Bids. An original and one (1) copy of the Proposal Form   shall be
        returned to the Purchasing Agent.

2.      The date and time bids are to be opened are given in each Invitation for Bids issued. Bids received after the
        specified date and time of the bid opening given in each Invitation for Bids will not be considered. Bid envelopes
        must clearly indicate the bid number as well as the date and time of the bid opening. The name and address of
        the bidder should appear in the upper left-hand corner of the envelope.

3.      Incomplete proposal forms may result in the rejection of the bid Amendments to bids received by the Purchasing
        Agent after the date and time specified for the bid opening shall not be considered. Bids shall be computer
        prepared, typewritten or handwritten in ink. Bids submitted in pencil shall be rejected. A person duly authorized
        to sign bids for the bidder shall sign all bids. Unsigned bids shall be rejected. The person signing the Proposal
        Form or their authorized designee must initial errors, alterations or corrections on both the original and copy of the
        Proposal Form to be returned. In the event an authorized designee initials a correction, there must be written
        authorization from the person signing the Proposal Form to the person initialing the erasure, alterations or
        corrections. Failure to do so shall result in rejection of the bid for those items erased, altered or corrected and not
        initialed.

4.      Conditional bids are subject to rejection in whole or in part. A conditional bid is defined as one that limits,
        modifies, expands or supplements any of the terms and conditions and/or specifications of the Invitation for Bids.

5.      Alternate bids will not be considered. An alternate bid is defined as one that is submitted in addition to the
        bidder’s primary response to the Invitation for Bids.

6.      Prices should be extended in decimal, not fraction, to be net and shall include delivery and transportation charges
        fully prepaid by the Contractor to the destination specified in the Invitation for Bids and subject only to cash
        discount.

7.      Pursuant to Sections 12-412 and 12-412(1) of the Connecticut General Statutes, the City of New London is
        exempt from the payment of excise, transportation and sales taxes imposed by the Federal Government and/or
        the State. Such taxes must not be included in the bid prices.

8.      In the event of a discrepancy between the unit price and the extension, the unit price shall govern.

9.      By its submission the Bidder represents that the bid is not made in connection with any other Bidder submitting a
        bid for the same commodity or commodities and is in all respects fair and without collusion or fraud.



                                            Affirmative Action – Equal Opportunity Employer
                        Standard Invitation for Bids (IFB) and Contract Terms and Conditions


10.     All bids will be opened and read publicly and upon award are subject to public inspection.

Guaranty or Surety

11.     Bid bonds, performance bonds, and labor and material bonds will be required as specified below. Guaranty or
        surety may be in the form of certified check. Bonds must meet the following requirements: Corporation – must be
        signed by an official of the corporation above their official title and the corporate seal must be affixed over the
        signature; Firm or Partnership - must be signed by all of the partners and indicate they are “doing business as”;
        Individual – must be signed by the owner and indicated as “Owner”. The surety company executing the bond or
        countersigning must be licensed in Connecticut and an official of the surety company must sign the bond with the
        corporate seal affixed over the signature. Signatures of two (2) witnesses for both the principal and the surety
        must appear on the bond. Power of attorney for the official signing the bond for the surety company must be
        submitted with the bond.

                Bid Bond – Ten percent (10%) due at time of bid for all contract services and public
                works/construction projects that exceed twenty thousand dollars ($20,000.00)

                Performance Bond – One hundred percent (100%) of contract price for projects that exceed
                fifty thousand dollars ($50,000.00).

                Labor and Material Payment Bonds – One hundred percent (100%) of contract price for
                projects that exceed fifty thousand dollars ($50,000.00).

Award

12.     Award of this contract will be made to the lowest responsible bidder and will be based on net cost and City
        specifications. The City of New London reserves the right to award this contract to other than the low proposer
        and to make multiple awards if deemed in the best interest of the City.

13.     The City of New London allows a fifteen percent (15%) local vendor preference. A New London based business
        will be considered the lowest responsible bidder if its bid is within fifteen percent (15%) of the low bid and it is
        willing to accept the award at the low bid price. Any bidder claiming to be a New London based business must
        provide documentation that all of its motor vehicles are registered in New London and that payment of all of its
        property and motor vehicle taxes are current.

14.     The City of New London may reject any bidder in default of any prior contract or guilty of misrepresentation or
        any bidder with a member of its firm in default or guilty of misrepresentation.

15.     The Purchasing Agent may correct inaccurate awards resulting from clerical or administrative errors.

Other Requirements

16.     All contractors for construction projects which utilize apprenticeship trades or occupations in the performance of
        contracts are subject to the following requirements:
                 (a)      The contractor shall be affiliated with a State certified apprenticeship program for each
                          apprenticeship trade or occupation represented in its workforce.
                 (b)      A minimum of ten (10) percent of the workforce by trade employed by contractors on
                          projects covered by prevailing wage dollar thresholds shall be apprentices and, of this
                          number, a minimum of fifty (50) percent shall be in the first year of apprenticeship
                          training.
                 (c)      The contractor or subcontractor must show proof of participation in a State certified
                          apprenticeship program prior to being awarded any contracts.




                                            Affirmative Action – Equal Opportunity Employer
                     Standard Invitation for Bids (IFB) and Contract Terms and Conditions (con’t)


               (d)       For projects covered by this ordinance, the town has an employment preference goal for
                         construction jobs offered to local residents on prevailing wage projects with thresholds
                         greater than $100,000 for renovation projects and $400,000 for new construction. With
                         respect to work covered by this ordinance it is understood that contractors shall make a
                         good faith effort to employ a workforce comprised of twenty-five (25) percent local
                         resident of New London County, CT, with City of New London residents getting a priority
                         representing fifty (50) percent of said participation, which will include twenty-five (25)
                         percent female and minority.

Contract

17.    The existence of a contract shall be determined in accordance with the requirements set forth above.

18.    The Contractor shall not assign or otherwise dispose its contract or its right, title or interest, or its power to
       execute such contract to any other person, firm or corporation without the prior written consent of the City of New
       London.

19.    Failure of a Contractor to deliver commodities or perform services as specified will constitute authority for the City
       of New London to purchase these commodities or services on the open market. The contractor agrees to
       promptly reimburse the City of New London for excess cost of these purchases. The purchases will be deducted
       from the contracted quantities.

20.   The Contractor agrees to hold the City of New London harmless from liability of any kind for the use of any
      copyrighted or uncopyrighted composition, secret process, patented or unpatented invention furnished or used in
      the performance of the Contract; Guarantee its products against defective material or workmanship; repair
      damages of any kind, for which it is responsible to the premises or equipment, to its own work or to the work of
      other contractors; obtain and pay for all licenses, permits, fees etc., and to give all notices and comply with all
      requirements of the City of New London, the State of
      Connecticut and the U.S. Government.

21.   Insurance requirements generally apply to contract services, professional services and public works
      improvement/construction projects. The Contractor will carry commercial general liability insurance to protect the
      City of New London from loss. The following minimum limits shall be met:

               Bodily Injury and Property Damage – One million dollars ($1,000,000.00) each occurrence;
               two million dollars ($2,000,000.00) aggregate

               Products or Completed Operations - One million dollars ($1,000,000.00) each occurrence;
               two million dollars ($2,000,000.00) aggregate

               Professional Liability (Errors and Omissions) Coverage appropriate to the contractor’s
               operations – Two million dollars ($2,000,000.00) each occurrence

               Commercial Automobile Coverage including owned, non-owned, leased and hired
               vehicles (if used on City of New London property) – One million dollars ($1,000,000.00)
               combined single limit for each accident.

               Workers’ Compensation Coverage - Will be in accordance with State of Connecticut
               requirements at the time of bid.

       Any deductible or self-insured retention must be disclosed and any claim payments falling within the deductible
       shall be the responsibility of the contractor.

       The Contractor shall require all subcontractors to carry the same forms and minimum coverages that it is required
       to provide. Evidence of these coverages must be provided to the City of New London Purchasing Agent prior to
       the contractor or subcontractor coming onto the work site.
                     Standard Invitation for Bids (IFB) and Contract Terms and Conditions (con’t)

         All insurance policies shall be endorsed to the City of New London, its officers and employees as additional
         insured, and shall not be reduced or cancelled without thirty (30) days prior written notice to the Purchasing
         Agent. In addition, the contractor’s insurance shall be primary as respects the City of New London, and any other
         insurance maintained by the City of New London shall be excess and not contributing insurance with the
         contractor’s insurance.

22.      Notwithstanding any provision or language in this contract to the contrary, the City Manager may terminate this
         contract upon approval by the City Council, whenever he/she determines that such termination is in the best
         interest of the City of New London. Any such termination shall be effected by delivery to the Contractor of a
         written notice of termination. The notice of termination shall be sent by registered mail to the Contractor address
         furnished to the City of New London for purposes of correspondence or by hand delivery. Upon receipt of such
         notice, the Contractor shall both Immediately discontinue all services affected (unless the notice directs
         otherwise) and deliver to the City of New London all data, drawings, specifications, reports, estimates,
         summaries, and such other information and materials as may have been accumulated by the Contractor in
         performing its duties under this contract, whether completed or in progress. All such documents, information and
         materials shall become the property of the City of New London. In the event of such termination, the contractor
         shall be entitled to reasonable compensation as determined by the City Manager, however, no          compensation
         for lost profits shall be allowed.

Delivery

23.      All products and equipment delivered must be new unless otherwise stated in the proposal specifications.

24.      All deliveries will be to the locations specified by the City of New London. The City of New London does not have
         a loading dock therefore all Contractors will be responsible for inside delivery without assistance from City of New
         London personnel.

25.      Payment terms are net 45 days after receipt of goods or invoice, whichever is later, unless otherwise specified.

26.      Charges against a Contractor shall be deducted from current obligations. Money paid to the City of New London
         shall be payable to the Treasurer, City of New London.

Saving Clause

27.      The Contractor shall not be liable for losses or delays in the fulfillment of the terms of the contract due to wars,
         acts of public enemies, strikes, fires, floods, acts of God or any other acts not within the control of or reasonably
         prevented by the Contractor. The contractor will give written notice of the cause and probable duration of any
         such delay.

Advertising

28.      Contractors may not reference sales to the City of New London for advertising and promotional purposes without
         prior approval of the City of New London.

Rights

29.      The City of New London has sole and exclusive right and title to all printed material produced for the City of New
         London and the Contractor shall not copyright the printed matter produced under this contract.

30.      The Contractor assigns to the City of New London all rights, title and interests in and to all causes of action it may
         have under Section 4 of the Clayton Act, 15 USC 15, or under Chapter 624 of the Connecticut General Statutes.
         This assignment occurs when the contractor is awarded the contract.

31.      The Contractor agrees that it is in compliance with all applicable federal, state and local regulations, including but
         not limited to Connecticut General Statutes Section 7-148i. The Contractor also agrees that it will hold the City
         of New London harmless and indemnify the City of New London from any action which may arise out of any act
         by the Contractor concerning lack of compliance with these laws and regulations. All purchases will be in
                 Standard Invitation for Bids (IFB) and Contract Terms and Conditions (con’t)

      compliance with Sections 22a-194 to 22a-194g of the Connecticut General Statutes related to product packaging.

32.   This contract is subject to the provisions of Executive Order Number Three of Governor Thomas J. Meskill
      promulgated June 16, 1971, the provision of Executive Order Number Seventeen of Governor Thomas J. Meskill
      promulgated February 15, 1973 and Section 16 of Public Act 91-58, nondiscrimination regarding sexual
      orientation, and the provisions of Executive Order No. Sixteen of Governor John G. Rowland promulgated August
      4, 1999 regarding Violence in the Workplace Prevention Policy.
                                 City of New London
                                  Purchasing Agent
                                  13 Masonic Street • New London, CT 06320 • Phone (860) 447-5215 • Fax (860) 447-5297


                                           Specifications for
          Time Management and Attendance Software Compatible with SunGard Public Sector Software

The City of New London (City) is seeking proposals for a time and attendance software system to replace its existing
paper based forms system. This new system must be able to accommodate the following:

                •        Various types of employees (full-time, part-time, temporary, seasonal, etc.)
                •        Hourly, exempt and non-exempt employees
                •        Multiple pay rates and shift differentials
                •        Leave time accrual
                •        A number of separate work locations
                •        A native interface with the City’s SunGard HTE Government Management and Budgetary
                         Accounting GMBA) especially its Public Sector Payroll system

The system must have, but not be limited to, the following features:

                •        The ability to use different methods of time capture. These methods must be capable of
                         preventing employees from “buddy punching” the system
                •        The ability to track time and attendance in real time, allowing both the employees and
                         managers to check their status
                •        The ability to track multiple job categories or cost centers for the same employee
                •        The ability to accommodate employees with multiple pay rates, multiple overtime categories
                         and multiple holiday types
                •        The ability to track different types of leave (vacation, sick time compensatory time, holidays,
                         etc.)

Proposal Format

Each bidder shall use the following format for its proposal:

A.      Management Summary

        Provide a synopsis of the proposal. The synopsis shall contain a brief statement of the features of the
        proposal. It should include an overall cost summary and general recommendations and conclusions.

B.      Corporate Data

        Furnish a detailed background of your company’s experience in the installation of your software. Finalists
        may be required to furnish the company’s most recent annual report and last two (2) years’ annual financial
        statements for proof of financial solvency.

C.      Contact Person

        Provide the name. telephone number and e-mail address to whom the City can address questions regarding
        your firm’s proposal.




                                          Affirmative Action – Equal Opportunity Employer
                                 City of New London
                                  Purchasing Agent
                                  13 Masonic Street • New London, CT 06320 • Phone (860) 447-5215 • Fax (860) 447-5297



D.      References

        Provide at least three (3) customer references with whom you have contracted or for whom you have
        performed similar services. The City is most interested in references in the public sector that use SunGard
        Public Sector software and that may have similar scheduling and pay structures as the City. If similar
        systems have been installed in Connecticut, list them.

        If, in the last five (5) years, your firm has been a party to arbitration, mediation or a party defendant in
        litigation involving similar projects, state the identity of the customer, the nature of the proceedings, when and
        where the proceedings occurred and any official file number or other identifier. Also state a summary of the
        issues and the results of the proceedings.

E.      Proposer Support

        This section must include a narrative that describes the offeror’s ability to provide support in the following
        areas:

                •        Completion and delivery schedule including the lead time between order placement, delivery
                         and completion
                •        Remedies your firm can support and corrective measures it will take to assure contract
                         compliance and user satisfaction for all products
                •        Your firm’s ability to provide timely, on-going technical support and associated costs.

F.      Costs

        Provide itemized and total cost of hardware (if any), software, peripherals, installation, training and annual
        maintenance/warranties of the proposed system

Proposal Due Date and Time:

All proposals must be received by the Purchasing Agent by the date and time indicated on the cover page.

Questions regarding this Request for Proposals must be submitted in writing no later than 12:00 P.M. on March 29,
2010. Questions must be submitted by fax or e-mail to:

                                 William R. Hathaway
                                 Fax: (860)447-5297
                                 E-mail: whathaway@ci.new-london.ct.us




Time Management and Attendance Software

System must be able to support Windows OS on Server and Workstations/Desktops

System must be able to support up to 250 active employees w/ a minimum of 30 concurrent administrative end-users



                                          Affirmative Action – Equal Opportunity Employer
                                  City of New London
                                   Purchasing Agent
                                   13 Masonic Street • New London, CT 06320 • Phone (860) 447-5215 • Fax (860) 447-5297


Software Specifications – General

Time card as it is referred to in the following paragraphs refers to an employee's time record.

Server-side application should be able to automatically update client-side software on an ongoing basis

Network system must use record locking scheme – NOT file locking - in a multi-user environment (i.e. one user must
be able to be in a particular employees time card at the same time another user is in that same employee's schedule)

System must be able to import/export any or all system data files in ASCII, CSV or SQL data format in standard
package

System must be flexible enough to be expanded at a future date for employee capacity and or concurrent network
users

System must be able to allow on-line Benefit Time scheduling using a calendar interface

System must be able to archive up to 999 individual pay periods in separate folders for easy access of prior pay
periods.

The prior period data must not require any special techniques for retrieval or external storage devices.

There must be a ACTIVE/INACTIVE 'switch' for employee record maintenance, allowing them to be excluded from
reports, lists, etc.

System must be able to produce listing of all ACTIVE employees, INACTIVE employees or both status types in a long
format (containing all their setup parameters),

System must store and maintain Employee records (hours history, absentee history) even though they may be
rendered INACTIVE – and include their data in cumulative, historical reports.

INACTIVE employees (due to termination, retirement, layoff, etc.) should not count toward overall employee count for
software license(s) or fees

System must include an on-board user data file 'rebuild' utility to correct file corruption and re-index data files

Time Management Software Specifications – System Management

System must provide required supervisor 'sign off' by assigned password, requiring certain supervisor passwords to
signed off before payroll may be processed

System must be able to display status, indicating whether or not an administrative end-user or supervisor’s password
is signed-off

System must provide override functionality by payroll/HR administrator a designated person or persons at the closing
out of payroll in case of 'emergency' or tight payroll deadline




                                           Affirmative Action – Equal Opportunity Employer
                                 City of New London
                                 Purchasing Agent
                                 13 Masonic Street • New London, CT 06320 • Phone (860) 447-5215 • Fax (860) 447-5297


System must keep a printable audit trail of multiple changes to Time Card, Schedule and Final Hours files (Audit trail
must contain original information, what it was changed to, who changed that record (both ID and name) and the date
and time of the change(s)

Audit trail must be reportable by the Manager/Supervisor ID, Employee ID#, Date of change, and Date of original
transaction.

Time Management Software Specifications – Employee Scheduling

System must provide for 'round the clock' scheduling the standard software module for a minimum of three shifts
seven days per week.

System must provide ability to pre-schedule for shift premiums - even if that employee normally does not receive
premium

System must provide ability to automatically assign employees to a 'standard' schedule, thus automatically assigning
their scheduled time to their default Department or Cost Center

System must provide ability to make automatic schedule changes for employees (without having to make changes to
each individual schedule.) based on their Department, Cost Center, Employee Classification, or based upon their
current assigned schedule code or 'template'.

System must allow for automatic change of scheduled lunch times and lunch period lengths without having to edit
individual schedule files.

System must allow for automatic changes to schedules based upon the Pay Type or Earnings Code they contain

System must allow for 'permanent' changes to be made to current, next or all future scheduled shifts

System must provide for scheduling of vacations, leave of absence, personal time, etc. at least 52 weeks in advance.

System must also query the Benefit Accrual files, making sure that benefit time is actually available

System must provide for scheduling of Stand-by (On-Call) pay.

System must provide ability to match employee check-in/out to varying schedules as a standard option

System must provide ability to properly match employee check-in/out to schedules that have identical START times
and different STOP times (ex. 8:00- 16:00, 8:00-18:00 and 8:00-20:00), thus properly assigning Early and Late
'exception codes'

System must provide ability to schedule unpaid leave time without generating an absence, as an option

System must allow for setup of individual shift/schedule changes or paid/unpaid leave time up to 2 years in advance,
as a minimum

System must offer a scheduling tool for creating nonstandard rotating schedules (4 On, 4-Off; 4-On, 3-Off, 3-On, 4-
Off, etc.) up to 52 weeks that run indefinitely requires no maintenance after setup




                                         Affirmative Action – Equal Opportunity Employer
                                 City of New London
                                  Purchasing Agent
                                  13 Masonic Street • New London, CT 06320 • Phone (860) 447-5215 • Fax (860) 447-5297


System must provide a means of making 'spot' edits to the schedule(s) for an employee who's been assigned a
schedule template (no matter how far into the future that change takes place), without permanently changing the
assigned template or rotation of schedule

Time Management Software Specifications – Time Card Management

System must provide look-up of an employee Time Card, Schedule, etc.

When adding employees, system must provide a 'COPY' function that will create an identical record to the one you
specify, less the name, SS# and Badge Identification.

When using the 'COPY' function, system must also automatically create an identically assigned schedule for that new
employee

While editing Time Card, system must provide quick access to employee schedules, benefit time, current calculated
hours, historical hours details and employee master profile record(s) from the same screen, without opening other
software modules or programs

System must clearly and automatically identify onscreen why a Time Card has been brought to the attention of the
user, identifying/detailing the exception and providing an explanation of the exception for the user

System must automatically notify end-user if Benefit Time total has been exceeded and displaying onscreen how
many hours of that type are actually available to be paid

System must provide the ability to choose whether benefit hours may be paid in excess of their current available
balance (while still notifying the user that they have exceeded that balance)

System must allow user to quickly verify the current calculated hours 'on-the-fly (as changes made to the Time Card
and/or Schedule) and allow the end-user to return to make further changes if necessary and to verify the final hours
calculation before proceeding

System must be able to track and calculate shifts (even those with associated ‘premiums’) that cross midnight
System must be able to calculate shifts - including shift premiums, OT and any Holiday conditions that may exist for
shifts in excess of 24 hours

System must provide ability to determine whether hours that cross midnight are allocated to the next day (ex. Hours
worked from 19:00 on a Monday to 02:30 AM on Tuesday count toward Tuesday's hours, not Monday's)

Time Management Software Specifications – Holidays

System must provide the unlimited ability to schedule Holiday pay 5 years in advance (at a minimum)

System must be able to automatically substitute at least seven (7) alternate types of benefit time for the originally
assigned type of time (ex. Holiday or Vacation)

System must be able to automatically pay by the number of hours represented in an employee's schedule or a set
number of hours as an option

System must be able to assign holiday pay rules on an individual basis




                                          Affirmative Action – Equal Opportunity Employer
                                  City of New London
                                  Purchasing Agent
                                  13 Masonic Street • New London, CT 06320 • Phone (860) 447-5215 • Fax (860) 447-5297


System must be able to automatically determine whether an employee is eligible for holiday pay based on a minimum
number of days worked

System must be able to automatically pay premium (OT) for hours worked on a holiday in addition to that employee's
paid holiday hours without any manual editing or user intervention (This includes payment of any shift differentials
involved)

System must be able to automatically pay the difference between the hours worked on a holiday (paid at OT) and the
8 hours of regular holiday pay to be received without having to perform manual edits to the Time Card or final hours
records

System must be able to automatically determine the 'zones' in which holiday or premium hours are to be paid, even if
that time precedes the actual holiday (ex. Dec. 25th is a holiday; but all hours worked on Dec. 24th between 21:00
and 7:00 AM on the 26th are paid as holiday or at a premium, depending on the employee group)

System must be able to automatically handle the substitution of holiday or vacation hours, if an insufficient number of
hours are available as part of their accrued benefit time (ex. An employee is scheduled for 8 hours of vacation, but
only has 3 hours available; the additional 5 hours would be made up from a list of other available times, even if it took
several types of time to satisfy it)

Time Management Software Specifications

System must be able to display all reports to screen, offering a 'preview' option for all printed reports before they are
sent to the printer

System must be able to send print output to an ASCII file for e-mail distribution, later printing or for printing at another
location (network printer). Report file names must be user-definable for drive specification, folder name, and file name.

System must be able to produce up-to-the-minute historical hours/labor reports that include information from the
current pay period so that Year-to-date reports, month-to-date reports, etc. may be created. User defined date ranges
must also be available.

System must be able to produce up-to-the minute exception reports detailing one or all of the following (Absences,
Late In, Late Out, Early Departure, Missing Transactions) as well as Reason Codes. This should also be available in
Year-to-date, month-to-date and pay period-to-date formats, as well as for userdefined date ranges.

System must be able to produce Year-at-a-glance reports.

System must provide complete time & attendance reporting capabilities (as well as editing functionality) for at least
150 archived pay periods (including Time Card reports, Schedule reports, Exception reports, Employee Listings, Shift
reports, Department reports, Job reports, etc.)

Reports must be able to be 'filtered' by employee Name (using one/ all/range or a user-defined pick-list of names)

Reports must be able to be 'filtered' by department (using one/ all/range/user-defined list of departments)

Reports must be able to be 'filtered' by 'master' schedules (using one/all/range/user-defined list of schedules)

Reports must be able to be 'filtered' by hire date (using one/all/range/user-defined list of hire dates)

Reports must be able to be 'filtered' by assigned pay rule (using one/all/range/user-defined list of pay rules)


                                           Affirmative Action – Equal Opportunity Employer
                                  City of New London
                                   Purchasing Agent
                                   13 Masonic Street • New London, CT 06320 • Phone (860) 447-5215 • Fax (860) 447-5297


Reports must be able to be 'filtered' by birth date (using one/all/range/user-defined list of birth dates)

Reports must be user-configurable, allowing users to report hours with or without gross dollar totals, including shift
premiums, OT or job classification premiums

System must be able to produce employee listings, based on ACTIVE or INACTIVE status.

General System Requirements: Provided Data Collection

Proposals must include pricing for ten (10) reader devices capable of both biometric and card reader functions.
Pricing should be

System must be able to support multiple data collection and reader types. All data collection terminals should be able
to work together and/or in conjunction with one another (badge readers, biometric readers, security badge/device
readers)

System must be able to support PC based Data Collection over a network or the Internet.

System must be able to restrict employees to entering transactions at one or more 'home' clocks (ex. Employee A can
punch at clocks 1, 2 and 3 only; not at clocks 4, 5 and 6)

Employees at the Public Works Garage Facility must be able to look up their most recent punches at a particular
clock or clocks and the terminals at this facility must provide employees with a means of making schedule requests at
the clock (for Vacation, Personal Time and Dr. Appointments, etc.) Requests must be able to be reported from within
the software

Clocks must be able to communicate across networks using TCP/IP protocol.

System must be able to upload updated biometric (hand & finger) templates from the hand reader, so that they are
always current in the software

System must be able to download employee PIN numbers and hand templates to the Hand Punch (as well as other
biometric devices)

Clocks must be able to control access at certain doors, providing an audit trail of who came in those doors.

System must be able to pay OT or DT for time worked before and/or after the scheduled time, even if it does not meet
the 8 hr./day OT (or 40 hr./week) rules

Interface Requirements:

The Time Management system must provide a native interface to the Sungard Public Sector Payroll system at no
additional cost to the city.

The Time Management system must provide a “single button” data transfer to the Sungard Public Sector Payroll sub-
system.

Updated and tested interface software for each revision of the Sungard and Time Management systems as part of
normal system maintenance fees.




                                           Affirmative Action – Equal Opportunity Employer
                                City of New London
                                 Purchasing Agent
                                 13 Masonic Street • New London, CT 06320 • Phone (860) 447-5215 • Fax (860) 447-5297


Proposed Solution

The proposed solution shall include all necessary server and client software including all Operating system, Database
Management, and any other software and licensing required to operate the system. Additionally, if the system will not
support hosting in the VMWare environment the vendor shall include all necessary server hardware in the proposed
solution.

The proposed solution shall include training necessary for the administrators, supervisors, and end users to configure,
support, and operate the system.




                                         Affirmative Action – Equal Opportunity Employer

				
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