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HomeMy WebLinkAboutNovatime Enterprise ( 074tirne' Enterprise Edition :tea 0 0, = tSCAADSE d 4 - CLIA3 � \.� ; .._ � . _ _ r . 1 7',Q .." `'t- r/ LB #5' tom` ' :. ... "‘k•-:� � Y � i t a Ili The Complete Time and Attendance / Workforce Management Solution for Any Organization aOVA(iine ‘') Andrews Technology Cover Letter Novatime Web-Based System May 11, 2016 Ms. Jane Hines I l',Ai 1 2016 City of Sunny Isles Beach 18070 Collins Ave Sunny Isles Beach, FL 33160 Dear Ms. Hines: By way of brief introduction, Andrews Technology is a corporation organized in 2000 and we have been providing and supporting the Novatime system since that point in time. Novatime has over 20,000 customers; supported by 50 independently owned offices throughout the country. We are Novatime's largest office; supporting over 3,000 customers throughout the country. We have over 1000 technicians at our disposal nationwide to ensure the highest levels of support for the City. Andrews Technology focuses on selling, installing, and supporting, the Novatime Time &Attendance system. We specialize in Cities, Towns, and Schools that need time and attendance automation. One of our clients, The City of Norwalk recently selected Andrews Technology for their Time and Attendance needs. The City of Norwalk is now expanding their system and implementing it in the Norwalk Board of Education. Please see the References" section for a full list of references we have provided along with the details for each project. Andrews Technology has offices located in CT, NY, NJ, FL, NC, CA, and AZ. Our main office is located at 1213 Culbreth Drive, Wilmington, NC 28405. Jamie Blundell, Vice President, is authorized to represent Andrews Technology in any gotiations and is legally authorized to sign any contract that may result. The contact information for Jamie Blundell is, mail: Jamie@andrewstechnology.net Phone: 516-592-0885. Fax: 516-674-8119. It is our understanding that City of Sunny Isles Beach is looking to automate Time & Attendance for their 290 employees. It is also apparent that interfacing with Edmunds MCSJ is extremely important to the City. Andrews Technology is capable of meeting all the requirements listed in the City's RFP and is willing to enter into a contract with the City based on the General Terms and Conditions listed in the RFP. References & Industry Standing There are a significant number of Cities, Towns, Counties, and Schools currently using the Novatime System for their Time &Attendance needs. Several examples include: • City of Miami Beach - FL City of Edinburg - TX • City of Melbourne — FL City of Norwalk—CT • Beaufort County - SC Town of East Hampton — NY • Town of Huntington— NY City of Gallatin —TN • Town of Oro Valley -AZ City of Monroe - NC • Town of Leesburg —VA Town of Medway— MA • Spalding County—GA City of Russell - KS Please feel free to contact us directly to answer any questions that you may have as you review this proposal. Thank you for the opportunity to be of service. Sincerely, *ndrew R. Blundell President 1213 Culbreth Drive. Wilmington. NC 28405 (800)319-8096 www.andrewstechnologv.net (516)674-8119(Fax) ® cO Executive Summary Statement of Work- Schedule of Implementation References RFP Response Cost Proposal QNovatime Software & ° Hardware Features Required Forms ® Descriptive Literature 0 AVERY Andrews ® r Technology • Executive Summary Novatime Web-Based System Ms. Jane Hines City of Sunny Isles Beach 18070 Collins Ave Sunny Isles Beach, FL 33160 Dear Ms. Hines: The following represents an overview of our offering. Please see attached "Statement of Work" for more detail. Proposed Approach Upon project approval, both teams would meet for an Installation Planning Session. It is at this meeting where the scope of the project is defined and target dates are agreed upon. This includes a target"go-live" date, installation and training dates. Tasks will be assigned including definition of payroll rules and regulations. These are provided to us via a questionnaire that will be completed by City of Sunny Isles Beach with our assistance. We will also discuss site installation requirements. At the end of the meeting all attendees will be provided a complete planning document that both teams will use to ensure a timely and successful implementation. Pricing Please see the Andrews Technology purchase order form located in the "Cost Proposal" section for Novatime System costs. Pricing reflects a turn-key solution including software licenses to track up to 300 employees, 60 Supervisors, onsite .stallation, unlimited training for all managers/supervisors/administrators, and 12 months of annual maintenance. Two ptions have been provided for the City to select from. A Customer Hosted solution installed on the City's servers, and a Vendor Hosted solution installed on Novatime's servers. A bi-directional interface to Edmunds MCSJ has been included with our response. Edmunds MCSJ payroll is one of over 300 applications that Novatime has an existing interface with. As such, the interface between Novatime and Edmunds has been included at no cost, and is 100% guaranteed. Please note that we provide unlimited on-site/web training for the life of the installation at no additional charge. Recommended Data Collection Regarding data collection options we have quoted on Employee Web Services (PC Entry & Smart Phone). EWS serves as a method for employees to punch in/out at a PC or Smart Phone. In addition to allowing employees to punch in/out from a PC or Smart Phone, EWS is also a self-service module for the employees. EWS allows employees right at a PC or Smart Phone to: • View Time sheet details • View Schedules • View Status of Accruals • Electronically request time off(request is forwarded to a defined supervisor for approval). • Change jobs/departments/cost centers, etc. Training Andrews Technology will provide unlimited training for the life of the installation of the Novatime Web-Based System. This training will be provided at no charge to the City of Sunny Isles Beach. This training will be at the discretion of the customer. It is available on-site, via the web and/or train the trainer. ,e expect to train administrators, supervisors and IT staff. For planning purposes, administrator training takes a day. efresher" classes are available free of charge as required. Supervisor training usually take two hours. The same policy regarding free refresher courses also applies to supervisors. 1213 Culbreth Drive. Wilmington. NC 28405 (800)319-8096 www.andrewstechnology.net (516)674-8119(Fax) Andrews ® 2 Technology Maintenance and Support We only offer"Gold Support". Maintenance is available through your assigned support team or our toll free customer support center twenty-four hours-a-day; seven days-a-week. Any phone call received at our toll free support center is guaranteed to be responded to immediately. Software is updated with enhancements and fixes semi-annually. All software updates are included free of charge with Annual Maintenance. Updates are installed remotely upon the approval of the customer. As long as the customer pays their annual maintenance fee, all software updates, phone support, on-line support, on-site support and machine replacement are covered at no charge. Any hardware failure is resolved by complete machine replacement. We do not waste time looking to replace parts. Any machine that requires replacement will be replaced no later than the following morning. All support on the Novatime Software will be the responsibility of Andrews Technology. We do not outsource any of our support. Support will be available 24-7-365 and will always be from a certified Novatime technician, and a direct employee of Andrews Technology. Authorized Representative and Management Team Andrew R. Blundell (President) is authorized by the Board of Directors to enter into any and all negotiations with the City of Sunny Isles Beach. Your Andrews Technology/Novatime Management team consists of: Gil Honeycutt—Chief Operating Officer (15 years experience) gil@andrewstechnology.net Dave Robinson—Chief Technology Officer (18 years experience) dave@andrewstechnology.net m Nowotny— Senior Technician (18 years experience)jim(a andrewstechnologv.net om Pyatt—Senior Technician (16 years experience) tom@andrewstechnology.net Jamie Blundell—Vice President (7 Years experience)jamie@andrewstechnology.net Thank you again for the opportunity to respond. If you have any questions regarding our responses, please do not hesitate to contact us at(888) 357-7299 or me directly at(516) 697-3966 or ablundell(a�andrewstechnologv.net Sincerely, _C2 % Andrew R. Blundell President -® 1213 Culbreth Drive. Wilmington.NC 28405 (800)319-8096 www.andrewstechnologv.net (5 16)674-8119(Fax) David Robinson 52 Fox Run Rd Naugatuck, CT 116770 2113-815-5100 I dave(d.:utdrewstechnology.net Experience Andrews Technology December 2004 - Present Director of Operations • Oversee all day-to-day operations • Maintain operational budget • Managed technical support, and installation of computerized time and attendance systems • Proficiency with time and attendance municipality accounts • Responsible for all time and attendance accounts in the New England region Amano Integrated Systems September 1997 - December 2004 Service Manager th • Managed technical support, and installation of computerized time and attendance systems • Responsible for all time and attendance accounts in the New England region Education Naugatuck Valley Community College 2 years • Computer Information System Technology Associates Degree Emmett O'Brien Regional Vocational Technical School 4 years • Industrial Electronics Certification • Graduated Top 10% of Class Skills • Microsoft Certified Professional • Novatime Certified Engineer Gil Honeycutt 145 .N E;dgemar fir. Ana helm 11111. t \ 92807 5111-987-561111 a amireuaerlinnlu.*.nei Experience Andrews Technology-January 2013 - Present Chief Operating Officer • Manage all staff and functions related to operations • Proficiency in staff management and account management • Responsible for customer satisfaction GH Sales—June 2008—March 2013 President/CEO • Owner and operator of all company related functions • Responsible for customer satisfaction • Developed company from ground floor up NOVAtime Technology, Inc. - March 2006—November 2008 Customer Relations Manager ® • Managed all staff and functions related to customer support • Managed licensed dealer network • Responsible for customer satisfaction PCS Payroll Services—April 2004—March 2006 Account Manager/Sales Rep. • Sales representative for payroll and time & attendance product offerings • 1 and 43 NOVAtime sales representative in the nation, back to back years PCS Payroll Services—July 1999—.April 2004 Technical Support Manager • Managed all staff and functions related to customer support • Performed time & attendance installations/trainings/support • Responsible for customer satisfaction Education Cypress Community College 2 years • Psychology Rio Hondo Community College I year • Criminal Science Skills • NOVAtime Certified Engineer ® • People Management • Interpersonal Communication • Business Management • Problem Solving James Nowotny 16 Weybosset St. Shelton,CT 06484 203-903-6919 I Jim@andrewstechnology.net Experience Andrews Technology February 2009 - Present Project Manager Responsible for technical support, and implementation of Qqest. Time and Attendance Systems including project management, software configuration, admin/supervisor training and continued system support. Extensive experience with Time and Attendance implementation for Municipal/Government, Healthcare Accounts. Responsible for time and attendance accounts locally & nationally such as City of Pittsburgh, City of Providence, The Kintock Group (1000+ emps, 100+ spvrs) , Coworx (Locations in AZ, PA, NJ) Industrial Time & Systems October 1989 - January 2009 Service Manager Managed technical support, installation, training of Time and Attendance Systems such as Qqest and Novatime.. Extensive experience with Time and Attendance implementation for Municipal/Government Accounts. Responsible for over 1000 Time and Attendance accounts such as City of Hartford, State of CT, Tilcon CT (1500+ emps & 14 Unions) , Yale University, University of CT. Skills Summary • Qqest Certified Novatime Certified . Report Preparation • Project Management Software Support Written Correspondence • Sales Scheduling . Professional Presentations EDUCATION DEVRI'TECHNICAL INSTITUTE-Woodbridge,NJ Electronics Degree, 1981 SHELTON HIGH SCHOOL-Shelton,CT Graduated 1979 JAMES R. BLUNDELL 87 Godfrey Ave Bayville, NY 11709 Cell Phone: (516) 592-0885 EMPLOYMENT ANDREWS TECHNOLOGY 09/05- Present • Outside Software Sales Trained in Time and Attendance Software • Exceeded Sales Quota in each year from 2008-2011. On Average Sales Achievement was 125% to plan per year. • Sold $470,000 in 2007 with a quota of $450,000. • Closed $125,000 in New Business with a quota of $100,000 in 2006. Closed 70 accounts in 2006-2009 OFFICE MAX 06/03-04/05 Outside Sales Executive > Exceeded all sales objectives with client base over 300. ® % Sold $275,000 in 2003 with a quota of $122,000. Achieving 2250/o for the year. • Sold $732,000 in 2004 with a quota of $416,000 Achieving 176% for the year. • Sold $509,000 in first Quarter of 2005 with quota of $145,000 achieving 351% > Opened 66 new accounts in 2004 ranking first in the East Region. VECTOR MARKETING CORPORATION 1/02-05/03 Outside sales Manager selling knives door to door - Exceeded all sales objectives. Grew client base from 0 to 400 customers. • Responsible for a team 6 sales representatives covering Albany NY. • Received Letter of Recommendation from the President of Vector. EDUCATION State University at Albany (SUNY) 09/00-05/04 Majored in Business with a concentration in Finance and Marketing. • Tau Kappa Epsilon, (TKE). ANDREWS TECHNOLOGY NOVATIME TIME & ATTENDANCE PROJECT Statement of Work Prepared for City of Sunny Isles Beach May 11, 2016 Overall Statement of Responsibility 1 Statement of Work - Deliverables 2 - Vendor Installation Responsibilities 2 - Customer Installation Responsibilities 3 - Professional Services Overview 4 - Software Training Overview 6 - Phase Sign-off 7 Exhibit A - Project Time Line Sample Attached Exhibit B — Novatime System Requirements 8 Exhibit C — Maintenance Agreement 9 ® Andrews Technology - Overall Statement of Responsibility Andrews Technology has complete responsibility for the following: • Delivery of System as described on the Andrews Technology Order Form • Installation of Novatime Web Based Software • Configuration of Software • Rules Questionnaire Assistance • Employee File Creation Assistance • Installation of Rules and Employee File • Installation of EDMUNDS MCSJ Interface • Unlimited Training of all Administrators and Supervisors o Training is central site or via web • System Testing (Adjustments as Required) • Support During Go Live Period(s) • Unparalleled Customer Satisfaction During all of the Above • Ongoing System Maintenance (see "Maintenance Agreement — Exhibit C") o Includes all software licenses and all Terminals as shown on the Andrews Technology Purchase Order Form. 41 Page 1 of 10 ® STATEMENT OF WORK ANDREWS TECHNOLOGY— DELIVERABLES As per the electronically attached "Project Timeline — Exhibit A", Andrews Technology has the following responsibilities throughout the three phased Project Plan as described above: Software Phase • Delivery of Software as described on Andrews Technology Purchase Order Form • Installation of Novatime Web Based Software • Configuration of Software • Rules Questionnaire Assistance • Employee File Creation Assistance • Installation of Rules and Employee File • Installation of EDMUNDS MCSJ Interface • Unlimited Training of all Administrators and Supervisors Associated with Phase I o Training is central site or via web • System Testing (Adjustments as Required) • Support During Go Live Period • Unparalleled Customer Service During all of the Above Hardware Phase (Optional) ® • Delivery of Wall Mounted Hardware • Installation of Hardware • Unlimited Training of all Administrators and Supervisors Associated with Phase II o Training is central site or via web • System Testing (Adjustments as Required) • Support During Go Live Period • Unparalleled Customer Service During all of the Above Go Live Phase • Unlimited Training of all Administrators and Supervisors Associated with Phase III o Training is central site or via web • System Testing (Adjustments as Required) • Support During Go Live Period • Unparalleled Customer Service During all of the Above Ongoing System Maintenance (see "Maintenance Agreement — Exhibit C") o Includes all hardware and software listed on Andrews Technology Purchase Order Form(s) • Page 2 of 10 Other Andrews Technology Installation Responsibilities To ensure an optimally performing Novatime System, Andrews Technology will perform the following: • Provide a person who will function as the Project Manager, responsible for securing and scheduling resources for City of Sunny Isles Beach. • Verify that all hardware and technology readiness checks have been completed. • If necessary, recommend a Network Readiness and Performance Assessment to ascertain what improvements are required to provide sufficient response time. • Understand any other applications that will reside on the database server, and discuss any performance implications. • Advise the customer of any conditions, which, in the opinion of Andrews Technology, will reduce the performance of the Novatime System. • Provide server configuration assistance as requested. Customer Installation Responsibilities • Schedule personnel for appropriate Andrews Technology training classes to be held at a central customer site or via the web. • Provide a Customer Project Manager whose responsibilities include but are not limited to: o Participate in periodic meetings and status conference calls. o Review and approve all Project Plan Phases. • Andrews Technology will need a completed pay rules questionnaire addressing specific pay policies, basic work rules and overtime limits. Andrews Technology must receive the completed document within three (3) weeks of scheduled installation date. The pay rules survey establishes the baseline rules used to initialize the Novatime system. During the Implementation Phase you will have an opportunity to test your baseline rules. • Provide Andrews Technology with payroll contact information for interfacing to the payroll system, if applicable. • Work with your Andrews Technology project leader to verify communications to all terminals. • Provide Andrews Technology access to the appropriate resources during all phases. • Provide appropriate resources to test the Novatime System to the System Specification. ® • Sign-off that the Software Phase Responsibilities have been completed. Page 3 of 10 • Sign-off that the Hardware Phase Responsibilities have been completed. • Sign-off that the Go Live Phase Responsibilities have been completed. Professional Services Overview Payroll Rules Questionnaire: The purpose of this document is to assist your payroll staff in defining the rules and regulations that govern your labor cost management requirements. This survey is also used as a guideline for Andrews Technology to custom configure your Novatime system. Your staff members responsible for payroll and work regulations should complete this. Your Andrews Technology Representative will guide you through this survey and Andrews Technology technical staff members will answer any questions that you may have. Employee File Creation: City of Sunny Isles Beach is responsible for the creation of an employee import file. The content of which will be discussed with your assigned Andrews Technology project leader. Software Configuration and Programming Once your Payroll Rules Questionnaire and Employee File are created, your Novatime software will be configured to meet your specifications. During Phase I, test data will be entered and test reports will be generated and validated. This will be a thorough process. Modifications will be made as required. Ethernet Cable/Phone Line Installation City of Sunny Isles Beach is responsible for the installation of all Ethernet cable and jacks and phone lines/jacks. Andrews Technology can assist you by providing information regarding the correct type of communications cable and proven installation techniques to insure error free transfer of punch data from the terminal to your Novatime software. If POE is an identified requirement, Ethernet Jacks would not be necessary and Andrews Technology would design and implementation work accordingly. Software Installation: As soon as all of Andrews Technology' minimum system support requirements have been met, our Installation Team will arrive on-site (as per"Exhibit A") and install the software. Communications will be tested between the server and terminal(s) after the customer installs the hardware. Software Training: The next aspect of the Implementation Phase of the project is the training of the key users and supervisors. Arrangements should be made to allow for uninterrupted training. This ensures that the quality of the training received is the highest possible. All training will be central site (at the customer's main office or via the web). City of Sunny Isles Beach is responsible for notifying all attendees of their assigned class schedule. All software training for key users and supervisors is unlimited in availability. (See below for more information) Page 4 of 10 Implementation Testing and Adjustments: Once the hardware and software is installed, programming and configuration of the system will be tested and adjustments may be made. Any changes that need to be made which vary from the pay rules survey will be identified as a change order item and may be billed on a time and materials basis. It is highly recommended that City of Sunny Isles Beach run a parallel test for one (1) to two (2) pay periods. This gives the Novatime key users and supervisors time to familiarize themselves with the operation of the new software, as well as, develop new ways for management information review. Interface Installation and Training: The Edmunds MCSJ interface should be reviewed by the project leaders from both teams to determine if any modifications are required. The Edmunds MCSJ interface is an existing Novatime interface. The Edmunds MCS] interface will be tested and is 100% guaranteed to work in accordance with the customer's application specifications. • Page 5 of 10 ® Software Training Overview Key User Training Suggested Attendees: Payroll Manager, HR Manager, Supervisor/Administrative Assistant Course Description — Initial Training For Key Users This session will last for approximately six hours at your facility after the installation of the software. The class is intended to provide participants with an understanding of how to maintain employee records and schedules, setup supervisor's privileges and accounts, edit timesheets and process reports. This course also provides key users with an understanding of pay period operations that are necessary for keeping track of and managing employee time and labor data, as well as accessing and interpreting pay period based reports. Course Description — Follow-up Training for Key Users Following the initial training session and system installation, Andrews Technology support personnel will return for a second training session at your facility. This session will be for the previously trained employees and will last from two to four (2 to 4) hours. It will be a review of the first class; and an opportunity to answer any questions that have come up since the first training session. Additional classes are available at no additional charge. Supervisor Training Suggested Attendees: Supervisors and Supervisor Assistants Course Description- Initial Supervisor Training This course provides participants with an understanding of the daily operations that are necessary for keeping track of and managing employee time and labor data. This includes providing information needed to build and maintain individual and group schedules. Procedures will be covered for the standard client and the Supervisor and Employee Web Services. This training is available at the customer's central site or via the web. Class size should not exceed 12 students per class (maximum 2 hours per class). Supervisors are expected to train their employees on the use of Employee Web Services (if appropriate). Andrews Technology will train supervisors as to how to train their employees how to use proximity terminals. Andrews Technology has full responsibility for training employees on the use of all data collection technology (EWS). Course Description — Follow-up Training for Supervisors Following the initial training session and system installation, Andrews Technology support personnel will return for a second training session at your facility. This session will be a refresher for previously trained employees, and an introduction for supervisors not yet trained. The class will last from two to four hours. It will be a review of the first class; and an opportunity to answer any questions that have come up since the first training session. Additional classes are available at no charge. Our quote includes 24/7/365 support and unlimited onsite and webex training/support. • Page 6 of 10 Statement Of Work Phase Completion Sign-Off When a Phase is complete. a meeting of both implementation teams is held. At this meeting. the system is signed off as being complete for all areas of responsibility as addressed in the Statement of Work. Software Phase Sign-Off Agreed to: City of Sunny Isles Beach Agreed to: Andrews Technology By: By: Authorized signature Authorized signature Name (type or print): Name (type or print): President Title Title Date: Date: City of Sunny Isles Beach Andrews Technology Hardware Phase Sign-Off Agreed to: City of Sunny Isles Beach Agreed to: Andrews Technology ® By: By: Authorized signature Authorized signature Name (type or print): Name (type or print): President Title Title Date: Date: City of Sunny Isles Beach Andrews Technology Go Live Phase Sign-Off Agreed to: City of Sunny Isles Beach Agreed to: Andrews Technology By: By: Authorized signature Authorized signature Name (type or print): Name (type or print): President Title Title Date: Date: City of Sunny Isles Beach Andrews Technology Page 7 of 10 1101o� H E: ^ z ® 3 ` y -• E i 1,.. v V z gad > Q� to 2 _ e t)r\ e. a u 2 n oe E 0 u 00 ' ' a e ry cc00 - 0 - - , n qo q m �LeG , mmo 22212 0 — o _ O _ c j o E 0 z 0 Q � 00 m 0 - ` a " m ' mmaarmr 0 00 ' anw ' ' n ' n mnm ' a wieiwn u d o ii E 0 p tat = ° ' Y Y O S S S S S S Q ✓ a 6 M1 1 0. 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I. 0 7 p J F gt. .-}212 ® 0—_, $8s >anxz _4E E EC ' S 6 6 6 6 6 6 6 6 6 6 0 - 0 0 0 0 0 0 0 .2 8 F ; TAU t` t` E a 'Y+ a z of m• 2 e c 2 2 2 2 2 2 2 c a g 2 2 2 2 2 2 2 E E E E 2 2222 c c o c o c e e E E E _ c -. - z lin i c c Q. r i °m " % € X X I I • e e e e e e .in 'a d a n o < • o ® Exhibit B — NOVAtime® Enterprise System Requirements (Applicable only with Customer Hosted Solution) 1) A Two-Tiered architecture (Frontend and Backend) is sufficient for a single tenant deployment. 2) If fault-tolerance and/or load balancing is desired, at the Frontend tier, will need a load balancer and initial quantity of TWO servers. 3) If fault-tolerance and/or load balancing is desired at the SQL tier,increase the Quantity of SQL server to two or more. If SAN is available, the data can take advantage of the SAN too. 4) Novatime Frontend components can run on virtual servers, the key is to have the virtual server meeting the CPU and memory requirements below, and have 50G Bytes disk partition. However, Novatime recommends a dedicated,physical server for initial deployment,and then virtualize subsequent servers that are added to the cluster. Quantity 1 Software s Function Hardware OS Software (initial for Configuration Remarks 2 Production) Microsoft IIS 7.0 with SMTP RAM: 4 Gigs Processor - 2x component, or available SMTP RAID1 or Quad Core Intel one disk as cold spare Frontend - Windows relay Xeon with a ready-to-go image Web + 2008 R2 STD NOVAtime 4000 One Application x64 services: Hard Disks- 2x146G 15K Calculation, • 3.5" SAS Report, Notification, Task Scheduler System Partition: RAID1 RAM: 16 Gigs (SAS 73G 15k rpm drives) Windows Microsoft SQL Data Partition: recommended Backend \ Processor - 2x RAIDS with hot spare 2008 R2 STD 2008 R2 STD x64 One Database Quad Core Intel x64 500 GigaByte is plenty Server Xeon CoyotePoint 1. Min. Active-Standby mode Equalizer Two Load Balancer E4S0GX (see 1i forfaulttolerance. (Optional) OR N/A "Configuration 2. Support sticky/persistent web clusters Cisco CSS Remarks" 11500 series column) 3. Support SSL termination I have read the above System Requirements and by signing this agreement I am indicating that my Servers meet or will meet the requirements and that the terminal location(s) is/are ready or will be ready for the NOVAtime® installation. Any problems during the installation due to the PC's or terminal location not meeting the above requirements will be billed separate from the install. CITY OF SUNNY ISLES BEACH Authorized Signature: aide: MR:Ilease print name here: Date: Page 8 of 10 Exhibit C - Maintenance Agreement Execution below entitles City of Sunny Isles Beach (the "Customer") to full maintenance coverage provided by Andrews Technology ("Vendor') for the attached time and attendance system for one year from the date of execution below. This agreement is renewed automatically each year unless advised by the Customer in writing no less than thirty days prior to the anniversary of the date of execution of this agreement. Maintenance coverage is all inclusive and is described in more detail below: • On-Site Maintenance includes the following features: o All technicians are dispatched locally o Service is available 24 hours-a-day; seven days-a-week. o Customer's assigned technical team can be reached directly by cell phone 24/7. o Toll-Free support is available as a back-up to direct contact with assigned technical team. o Support is provided 24/7. Same day response is guaranteed for any call received prior to 2:00pm. o Machine replacement is next day provided above timing guideline is met. o Parts replacement is next day provided call is received prior to 2:00pm as mentioned above. ® o Customer is responsible for annually completing brief"Customer Satisfaction Survey"to determine assigned technician's performance regarding above standards. • Hardware depot maintenance. Vendor will overnight the customer a replacement device. The Customer is responsible for sending the failing device back to the Vendor. • Labor • Hardware upgrades • Software upgrades • Toll-free online support • On-line support If the customer elects not to execute this document, and therefore be covered on a time and materials basis, the customer is responsible for all machine and parts replacements. The Vendor's hourly rate for service, including travel, is $225 per hour (two hour minimum). Hardware and software upgrades are chargeable to the Customer when not covered under maintenance contract. Maintenance Terms WARRANTEE: Vendor warrants the listed products to be free from defects in material and workmanship, and perform in material respects in accordance with the system specifications (or equivalent) document under normal use for the Warranty Period of 90 days. The term of this agreement will begin after the expiration of the warranty, run for a term of one year from such date, and continue for subsequent one-year terms thereafter until terminated. After the first year, maintenance will be billed at the applicable rate at that time. Page 9 of 10 MAINTENANCE COVERAGE: One full year of software and equipment support for the products listed above will be provided by Vendor to maintain proper functioning of the entire system and the replacement of malfunctioning devices. This signed agreement provides unlimited remote telephone and/or internet support, covering any questions with the configuration or operation of the system. Software updates or patches of the installed version will be provided on a need, or request, basis at no additional charge. SUPPORT TERMS: Support is available twenty-four hours a day; seven days a week except holidays. Without a support contract, service will be billed at the prevailing hourly rate. In this instance, there will be a one hour minimum per phone call for support and two hours minimum for on-site service including travel. PRICE INCREASES: The annual maintenance charges will not exceed the consumer price index in place at the time of the announced increase. LIMITS OF LIABILITY: Failure due to customer alteration of equipment with which the above products are connected, moving or altering of the software or equipment, and/or any problems caused by such actions are not covered under this agreement and are subject to billing at the prevailing hourly rate. This agreement does not cover accidents, misuse, theft, power failure/surge, lightning or storm, or other casualties. The unserviceability of the products will be solely determined by the Vendor. This agreement is not valid until properly signed by the Customer's authorized agent and the Vendor, and may not be amended unless approved by both parties, in writing, and signed by a duly authorized officer of both parties. This agreement may be !ice canceled by either party upon 30 days written notice. Terms are net, paid yearly in advance and ® renewed each year at the prevailing rates. Additional equipment, or software, may be added by the customer providing written notification. In no situation, will the Vendor, or its employees, be held responsible for any loss incurred pertaining to the use, misuse, or failure of the above- mentioned products and or services. Agreed to: City of Sunny Isles Beach Agreed to: Andrews Technology By: By: Authorized signature Authorized signature Name (type or print): Name (type or print): President Title Title Date: Date: City of Sunny Isles Beach Andrews Technology IP Page 10 of 10 c."), Andrews Technology References Novatime Web-Based System May 11, 2016 Ms. Jane Hines City of Sunny Isles Beach 18070 Collins Ave Sunny Isles Beach, FL 33160 Dear Ms. Hines: Andrews Technology specializes in Government installations, specifically, Schools, Cities, Towns, and Counties. We have over 300 Government customers nationwide. The following section provides 6 Cities/Counties/Town references for the City to contact if there are any questions about the Novatime system, or about Andrews Technology in regards to implementation, training or support. Also attached in this section is our BuyerZone Rating Sheet. Buyerzone is a 3rd party company used for leads by many Time and Attendance companies throughout the country. Andrews Technology is proud to hold the highest BuyerZone rating out of any Time &Attendance vendor in the country for our Time & Attendance products and services. Please feel free to contact us directly to answer any questions that you may have as you review this proposal. Thank you for the opportunity to be of service. •ncerely, Andrew R. Blundell President 11. 1213 Culbreth Drive, Wilmington, NC 28405 (800)319-8096 \www.andrewstechnolo .net (516)674-81 19(Fax) ® NO) VAtime® _ FEEL THE POWER SUMMARY OF RELEVANT EXPERIENCE ITEM PROPOSER RESPONSE PROPOSER NAME: Andrews Technology HMS, Inc. CLIENT FOR WHOM SERVICES City of Norwalk WERE PERFORMED: 125 East Avenue, Norwalk, CT 06856 CONT ACT NAME: Fred Gilden PHONE NUMBER: 203-854-7711 E-MAIL: fgilden@norwalkct.orq NATURE OF CLIENT'S BUSINESS: Government/BOE DATES OF SERVICE 2009 to present APPROXIMATE #OF EMPLOYEES City = 1000; BOE = 2500 QTY & TYPE OF DATA COLLECTION City = 15 NT6500 Biometric Finger & PC Entry BOE = 45 NT6500 Badge & PC Entry CLIENT COMPLEXITY Hosted by Andrews Technology; Unions; Multiple complex rules. Use MUNIS for Payroll. Interface between Novatime and MUNIS COMPLETED ON TIME ON BUDGET? ON TIME & ON BUDGET Andrews Technology Never Charges Overages GROSS COST $100,000 (City); $225,000 (BOE) ® ( NOVA time° FEEL THE POWER SUMMARY OF RELEVANT EXPERIENCE ITEM PROPOSER RESPONSE PROPOSER NAME: Andrews Technology HMS, Inc. CLIENT FOR WHOM SERVICES City of Melbourne WERE PERFORMED: 900 E. Strawbridge Ave, Melbourne FL 32901 CONT ACT NAME: Jennifer Chase — Payroll Manager PHONE NUMBER: 321-608-7030 E-MAIL: jchase@melbourneilorida. org NATURE OF CLIENTS BUSINESS: City DATES OF SERVICE April 2016 to present APPROXIMATE # OF EMPLOYEES 700 10 NT7000 HID Proximity Terminals with POE QTY & TYPE OF DATA COLLECTION Employee Web Services for all employees CLIENT COMPLEXITY Unions; Multiple complex rules, Tyler Munis Interface COMPLETED ON TIME ON BUDGET? ON TIME & ON BUDGET Andrews Technology Never Charges Overages GROSS COST $101,000 ® (WOVAtime® ___ FEEL THE POWER SUMMARY OF RELEVANT EXPERIENCE ITEM PROPOSER RESPONSE PROPOSER NAME: Andrews Technology HMS, Inc. CLIENT FOR WHOM SERVICES Town of Leesburg WERE PERFORMED: 25 West Market Street, Leesburg VA 20176 CONT ACT NAME: Kate Trask PHONE NUMBER: 703-737-7144 '.ktrask@leesburgva .gov E-MAIL: NATURE OF CLIENT'S BUSINESS: Town DATES OF SERVICE December 2014 to present APPROXIMATE # OF EMPLOYEES 800 QTY & TYPE OF DATA COLLECTION 6 x NT7000 Biometric Finger Terminals. Employee Web Services (PC Entry & Smart Phone) CLIENT COMPLEXITY Hosted by Novatime. Unions; Multiple complex rules, Use MUNIS for Payroll. Interface between Novatime & Munis COMPLETED ON TIME ON BUDGET? ON TIME & ON BUDGET Andrews Technology Never Charges Overages GROSS COST $75,000 ® ( jVAt!me® FEEL THE POWER SUMMARY OF RELEVANT EXPERIENCE ITEM I PROPOSER RESPONSE PROPOSER NAME: Andrews Technology HMS, Inc. CLIENT FOR WHOM SERVICES Town of East Hampton WERE PERFORMED: 159 Pantigo Rd, East Hampton NY 11937 CONT ACT NAME: Charlene Kagel PHONE NUMBER: 631-324-4141 x2114 E-MAIL: ckagel(a,ehamptonnv.gov NATURE OF CLIENT'S BUSINESS: Town DATES OF SERVICE August 2015 to present APPROXIMATE #OF EMPLOYEES 750 QTY & TYPE OF DATA COLLECTION 11 x NT7000 Biometric Terminals Employee Web Services for all employees CLIENT COMPLEXITY Customer Hosted. Unions; Multiple complex rules, Use Munis for Payroll. Interface between Novatime & Munis COMPLETED ON TIME ON BUDGET? ON TIME & ON BUDGET Andrews Technology Never Charges Overages GROSS COST $120,000 ® NOVA time`"' FEEL THE POWER SUMMARY OF RELEVANT EXPERIENCE ITEM PROPOSER RESPONSE PROPOSER NAME: Andrews Technology HMS, Inc. CLIENT FOR WHOM SERVICES Beaufort County WERE PERFORMED: 102 Industrial Village Rd. Beaufort, SC 29901 CONT ACT NAME: Suzanne Gregory PHONE NUMBER: 843-255-2982 E-MAIL: suzanneq(o)bcgov.net NATURE OF CLIENT'S BUSINESS: County DATES OF SERVICE Dec 2013 to present APPROXIMATE #OF EMPLOYEES 1500 QTY & TYPE OF DATA COLLECTION 60 NT450 Biometric Finger Terminals Employee Web Services for all employees CLIENT COMPLEXITY Unions; Multiple complex rules Tyler Munis Payroll Interface COMPLETED ON TIME ON BUDGET? ON TIME & ON BUDGET Andrews Technology Never Charges Overages GROSS COST $250,000 • NOVA time® FEEL THE POWER SUMMARY OF RELEVANT EXPERIENCE ITEM PROPOSER RESPONSE PROPOSER NAME: Andrews Technology HMS, Inc. CLIENT FOR WHOM SERVICES Town of East Hartford WERE PERFORMED: 740 Main Street, East Hartford CT 06108 CONT ACT NAME: Linda Trzetziak PHONE NUMBER: 860-291-7245 E-MAIL: Itrzetziak o easthartfordct.gov NATURE OF CLIENT'S BUSINESS: Town ® DATES OF SERVICE April 2013 to present APPROXIMATE #OF EMPLOYEES 200 QTY & TYPE OF DATA COLLECTION 5 x NT6500 Barcode Terminals w/ POE CLIENT COMPLEXITY Customer Hosted. Unions; Multiple complex rules, Use Munis for Payroll. Interface between Novatime & Munis COMPLETED ON TIME ON BUDGET? ON TIME & ON BUDGET Andrews Technology Never Charges Overages GROSS COST $30,000 ® rfil -o a) v o O v w S in e 2 .+' o O m n L i v N Em o 0 V Nin ` co ry O i¢ tn ID • O 2 E o o F in a la a) c E a) D i C N N 3 j m L a) V 'i F N V m LA > > a 3t cEo = L C 0) E m ¢ 0 Y an 00 — 9 o L T ul (J C C 0 E a) ¢ 3 v n rn E > tet N C1) 0 y 0 U E E a 3 CU m ¢ mxy to „ V 0 L c oO Lm _ >_ �_ o ` a .0Ec O 7 >. a) p o > N v > 0, • T. C o a 0 3 E co lU — >- Z p u. _ c u c C) v C 0 C al E H a in a v C 7 a a) L O t p y m co O 9 N • o mat 3 u Vic - 0 N . 0 > 0 L Crtt • uuc OE a) D >- 0L C m En = 3 Obi O ayL T. Tm a E3VI . `I c L a 50 CO -0 a) C N 2 - rn - m M o = j a Li m a V .. a J E tu VI In m i+ a) i >. V to C m m 7. O .ai c C @7 C Odt E .o' 30 —` o ® N L >• a N 0.) Uxaw m� E E c dad O U ^ a. to m Q c ¢ t L L O to N in o `o m a 3 — 0 0 C) U) Z c a � a) N O a) C0 C " c a ° to T O >' � — a ti m D N n m 7 >_ >, in 1p N m c m a ...,, LZ c O 0 ¢ E Ec3 O C to ( 7 `� a) cat `_. a " o m a 1 a _ 0.1 2 NC 7 OL m " oo =) om T., > a. O a) a) (O O LC F of c ; a 7 a o 2 ,_ o ti: m tn d c Q .. v m a) mE � 2 CO> m c su Om tJ N @ O CZ cc E N _ N o O a o N C o In T co C 7 1+L- 7 E > a) V (n ) o m D CO m i N N = w c > v C to D E N t>O c i m r a d j CITY OF SUNNY ISLES BEACH IE070,Collins Avenue' Sun,-,y Isles Beach, Florida`33160 " _'r fr: • 305.^,47.0606 wvew.sibn.nei 31r ; . '• c' . • f„l Pro Of 5u Section 5 PROPOSAL SUBMITTAL FORM The undersigned Proposer agrees, if this Proposal is accepted, to enter into an agreement with the City of Sunny Isles Beach to perform and furnish all Services as specified or indicated in the Contract Documents for the Contract Price and within the Contract Time indicated in this Proposal and in accordance with the terms and conditions of the Contract Documents. The Proposer accepts all of the terms and conditions of the Request for Proposal. This Proposal will remain subject to acceptance for 90 days after the day of Proposal opening. The Proposers agrees to sign and submit the Agreement with the other documents required by the RFP within ten days after the date of the City's Notice of Award. In submitting this package, the Proposer represents: The Proposer acknowledges the City has the right to reject any or all Proposals, to accept any Proposal, and to waive any informality or irregularity in the Proposals received. The Proposer has familiarized himself/herself with the nature and extent of the Contract ® Documents, Work, locality, and all local conditions and law and regulations that in any manner may affect cost, progress, performance, or furnishing of the Work. • The Proposer shall guarantee all of the Work performed under this Agreement to be done in accordance with the RFP specifications and related documents including the established schedule for implementation. • The Proposer shall obtain and maintain proper insurances and furnish proof of insurance. • This Proposal is genuine and not made in the interest of or on behalf of any undisclosed person, firm or corporation and is not submitted in conformity with any agreement or rules of any group, association, organization, or corporation; the Proposer has not directly or indirectly induced or solicited any other Proposers to submit a false or sham package; the Proposer has not solicited or induced any person, firm or corporation to refrain from submitting a proposal;; and Proposer has not sought by collusion to obtain for itself any advantage over any other Proposers or over the City. Proposed Time and Attendance System must be able to work effectively across a wide area network. Included: [X] Not Included: El Comments: Novatime is a 100% web based system capable of being accessed from any location that has access to internet. • City of Sunny Isles Beach 'Request for Proposal No. 16-04-03 21 QTY OF,SUNNY ISLES BEACH 15070:Collins Avenue Sunny Iles Bench, Floride`33I60 .ar,f,: • 305.947..L0n606 074 • � www.sibfl.ner ail,., .T:, `n1 110 or �1. Yi O "Oo SUN PNO Proposed Time and Attendance System must have an automated interface with our financial and payroll software, Edmunds MCSJ (in a Microsoft SQL Server Database Environment) - import/export functionality (see 3.3.1, 3.3.2). Included: [X] Not Included: 0 Comments: the integration with Edmunds MCSJ is included with our proposal and is 100% guaranteed. The Time and Attendance system should be a scalable "off-the-shelf° stand-alone software package or hosted subscription, offering detailed, user-defined reporting and information filtering. Included: (X] Not Included: LI Comments: Novatime is a fully scalable system capable of handling over 50.000 employees. It is an off the shelf product. Able to be configured to meet each departments or individual needs. ® _____________________________ Final bid pricing includes the creation of all required activity, department, group, labor, pay and/or work rules or codes necessary to duplicate the City's existing Time and Attendance System. Included: [X] Not Included: ❑ Comments: Implementation is all inclusive and fixed price. Included is the configuration of all activity. departments. groups labor pay and work rules. The system must have the capability of entering/capturing/tracking/viewing employee hours and overtime in real-time (3.3.10), with a detailed audit trail (3.3.3) for management and audit purposes. Included: [X] Not Included: ❑ Comments: All employee hours will be viewed in real time. Any changes to the timesheet or schedule will be tracked in the Audit Trail • City of Sunny Isles Beach I Request for Proposal No. 16-04-03 22 CITY OF,SUNr4Y ISLES BEACH 15070,Coll ins Avenue' • 'Sunny Isles Beath, Florida"33160 S- �"—` 301,47.0606 0^ . wvA sibfl.ne; Sit.' ~•, `12 ,Not . =•i xti�]. h ,���•�iCot SSP l-' 01 SUN h� The system must have the capability for viewing employee information by employee (i.e. leave balances, time entry, schedules, etc.) from both a computer or from an application (for (Pads/smartphones) (3.3.10). Included: [X) Not Included: ❑ Comments: Employees/Supervisors Administrators will have the ability to view employe information such as leave balances. time entry and schedules at a computer. smart phone or iPad. The system must have the capability for entering employee information by employee (i.e. time off requests, time entry) from both a computer or remotely from an application or website (for IPads/smartphones)(3.3.10). Included: [X] Not Included: Comments: Managers/Administrators will have the ability to enter employee information from a computer, smart phone or tablet. Employees can request time off electronically from a computer smart phone or tablet. The system must be able to track and allow time usage/entry for multiple types of job/pay codes (3.3.6) and multiple types of leave - vacation, sick, compensatory, floating holiday, administrative, etc -(accrued in ERP ® system, imported to T&A) Included: [X] Not Included: U Comments: Novatime can track an unlimited number of paycode and leave types. The system must allow multiple approval levels (3.3.4); system must allow supervisor to assign temporary timekeeping responsibility to another employee/supervisor. Included: [X] Not Included: L Comments: Novatime allows for up to 8 levels of approval. Through Novatime Delegation Module managers can assign temporary timekeeping responsibilities to another supervisor for a specified date range. City of Sunny Isles Beach I Request for Proposal No. 16-04-03 23 CITY Of;SUNNY ISLES BEACH I507 0.Collins Avenue' ' Sung IdBeach, Flotido33160 ti�""' Yes 305.9E7.0606 (314: +_ - -- vNM'.stbfLnEr Bt.,' Al 1 I. Cif'0, SUN Pro The system must be capable of restricting supervisor access to a specific group of assigned employees; supervisor should be able to correct a timesheet for any employee within their assigned area of responsibility, with notes of explanation for the change (3.3.5). Included: [X] Not Included: ❑ Comments: Supervisors will have different security rights based on their assigned access groups. Supervisors will have the ability to correct timehseets for any employees assigned to them. If a manager is allowed to make a change to the timesheet Novatime can force managers to also enter a note or select from a reason code at the time of the edit. The system must allow supervisors to review and approve each individual timesheet. The City prefers not to have "mass° approvals (if in system, can it be blocked?) - review and individual approval is desired. Included: [X) Not Included: ❑ Comments: supervisors can review and approve ach individual timesheet. Novatime can restrict mass approvals if desired by the City. -- —The system system must allow for programming of adequate °payroll rules° to enforce standard timekeeping, shift and pay policies. Included: [X) Not Included: ❑ Comments: Novatime is fully configurable. All rule configuration is included with the fixed price implementation. The system should have employee scheduling functionality (3.3.7), along with citywide holiday scheduling (i.e. the calendar of holidays should be programmable by employee group (full-time, part-time) to prevent incorrect time entry by employees). Included: [X] Not Included: ❑ Comments: Novatime has scheduling functionality built directly in the product. Citywide holidays will be programmed. All rules in the system are configurable Citywide. at a group level or at an individual employee level. • City of Sunny Isles Beach I Request for Proposal No. 16-04-03 24 CITY OF.SUN 4Y ISLES BEACH • I.3070,Collins Avenue. Sunny bias Beach, Florido.33160 305_^17.0606 %4• v tsibfl.rief 31r:. i:14‘,72 410 i•-„bit y� `'"Ol SUN pxo The system should have the capability to retain data for inactive or terminated employees/volunteers; it should not limit access to employee time sheet historical data, but should prevent data changes to closed/paid periods which have been exported to the ERP and finalized. Included: [X] Not Included: ❑ Comments: Al inactive or terminated employees will have their history stored in Novatime. Novatime can prevent data changes to all closed pay periods. The system must provide the ability to export all reports and data to multiple formats (Microsoft Excel .xls (mandatory), Adobe .pdf, Text .txt) Included: [X] Not Included: Comments: All reports in Novatime can be exported to Excel. Adobe. Text and CSV. The system must provide a reporting functionality that will contain a useful number of standard reports, and the ability to generate those reports through multiple criteria filters; it is desired that the system contain a query tool for custom queries and reports. Included: (X] Not Included: ❑ Comments: Novatime has over 150 standard reports in the system. Each report is fully configurable and will be created with your assigned Technician. All reports can also be generated automatically and emailed automatically on a scheduled if desired. The system must provide adequate security to restrict employee, supervisor access (3.3.5) appropriately to their respective information and/or assigned employees; must allow for quick security changes when employees terminate to prevent access. Describe your system security capabilities. Included: IX] Not Included: ❑ Comments: Each employee and supervisor will be assigned to a security access group. The features and functions each individual has access to in Novatime will be dictated by the security access group they are tied to.We will train the City Key Users on how to quickly change security rights should that be needed in the future. Additionally included with our response is unlimited support throughout the year. Support is available 24/7. Should the City ever have any questions on how to change something in Novatime we will always be available to assist if needed. City of Sunny Isles Beach 'Request for Proposal No. 16-04-03 25 Y; Andrews ® Technology Pricing Letter Novatime Web-Based System May 11, 2016 Ms. Jane Hines City of Sunny Isles Beach 18070 Collins Ave Sunny Isles Beach, FL 33160 Dear Ms. Hines: The following section details the costs associated with this project. Pricing reflects a turn-key solution including software licenses to track up to 300 employees (can be expanded), 60 managers (can be expanded), onsite installation, unlimited training, and 12 months of annual software maintenance (24/7 support and software updates). A bi-directional interface to Edmunds MCSJ is included with our response. Through the interface employees hours and accruals will be sent from Novatime to Edmunds MCSJ. Employee information such as Name, and ID Number will be sent electronically through the interface from Edmunds MCSJ into Novatime. The interface between Novatime and Edmunds MCSJ is 100% guaranteed. Notes: • We have provided the City with 2 options. A Customer Hosted order form and a Vendor Hosted order form. If Customer Hosted is selected the system will be installed on the City's servers and it will be the City's ® responsibility to maintain the server and back up the data. If the Vendor Hosted option is preferred, the system will be installed on Novatime's servers and we have the responsibly of maintaining the server & backing up data. • Employee Web Services is included for all employees. Employee Web Services allows employees to punch in/out from a PC, or a Smartphone. Employee Web Services can also allow an employee from a PC or Smartphone the ability to request time off electronically, view their schedule, view time record, & view status of sick/vacation days. • All punches via Smart Phone will be GPS tracked. If the vendor Hosted solution is selected we can also enable GEO Fencing. • At the request of the City no Time Clocks have been included with our response. • All travel will be at the expense of Andrews Technology. No travel will be billed to the City. This includes all expenses for Lodging and Meals. The implementation is a fixed cost. If more travel is needed then we anticipated, it will be done at the cost of Andrews Technology. • Andrews Technology is pleased to offer Unlimited Training with our response. All Training will be done onsite if desired by the City. Training is also available as remote web sessions if desired by the City. • Annual Maintenance is included. Annual Maintenance includes 24/7/365 software support, & all software updates. • The 3 Year Total Costs are included for both the Vendor Hosted and the Customer Hosted options so that the City may understand the long term costs of both solutions. • 100% of the Scope of Work for this Project will be completed by Andrews Technology. No subcontractors will be used. Please feel free to contact us directly to answer any questions that you may have as you review this proposal. Thank you for the opportunity to be of service. Sincerely, Andrew R. Blundell President 1213 Culbreth Drive, Wilmineton. NC 28405 (800)319-8096 www.andrewstechnoloey.net (516)674-8119(Fax) CITY OF,SUNNY ISLES BEACH 1801 O,Collins Avenue Sunny Isles Bench, Florida`.33I60 e""''+<e 1/„��•. J 305:>47.0606 °/.k. vnwaib[Lne 6-Ir :�;'nt -� 1%' -f T y +:"oi`C+ y�7 0 `i'`or 5u$PH [X] Attachment A, Hardware & Software Requirements, completed and enclosed [X] Attachment B, Examples of Similar Implementations, enclosed [X] Attachment C, Company Profile and Time &Attendance System Details, included and enclosed [X] Attachment D, Training and Technical Support Details, included and enclosed [X] Attachment E, Maintenance and Support Agreement, included and enclosed Non-hosted software option [X] : All required software, installation/configuration and support services etc. and in general all work required for the proper installation and maintenance of a new Time and Attendance System, which will fully integrate with the City's Edmunds/MCSJ program will be provided at the following guaranteed maximum bid prices: All T&A system software installation/configuration services, Edmunds/MCSJ $33,920 integration and year one support on a guaranteed maximum bid price of: All required system training for up to 60 T&A system users as well as 3 IT department staff will be provided at a guaranteed maximum bid price of: Unlimited Training Included All required data conversion services to convert historical data in existing ® Stromberg system to either a historical database with read access or migrate Included data into new T&A system Total Year One purchase cost of proposed Time and Attendance system $33,920 Year Two Annual Cost for Support/Upgrade/Maintenance Services $4,320 Year Three Annual Cost for Support/Upgrade/Maintenance Services $4,320 Other Costs, if any (please provide details) N/A Hosted/cloud-based subscription option: [X] All T&A system setup/configuration services, Edmunds/MCSJ integration on a $10,320 guaranteed maximum bid price of: All required system training for up to 60 T&A system users as well as 3 IT Unlimited Training Included department staff will be provided at a guaranteed maximum bid price of: All required data conversion services to convert historical data in existing Stromberg system to either a historical database with read access or migrate Included data into new T&A system Year One Per Employee Per Month cost of subscription (300 Users/12 months) $15,084 Total Year One cost of proposed Time and Attendance system $25,404 Year Two Per Employee Per Month cost of subscription (300 Users/12 months) $15,084 Year Fhree Per Employee Per Month cost of subscription (300 Users/12 $15,084 months) Other Costs, if any (please provide details) Annual Maintenance $4,320/yr City of Sunny Isles Beach I Request for Proposal No. 16-04-03 26 ill I hereby agree to substantially complete the implementation of either option bid above in accordance with the timeline provided, with a GO-LIVE DATE no later than January 1, 2017. The undersigned certifies under penalties of perjury that this submission has been made in good faith and without collusion or fraud with any other person. In submitting this proposal, the Vendor agrees that no person acting for or employed by the City, has a direct or indirect financial interest in the proposal or in any portion of the profits, which may be derived there from. As used in this certification, the word `person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity or group of individuals. The undersigned further certifies that he/she is a representative of the Vendor duly authorized to bind the Vendor to the terms and conditions of this proposal. Exact Legal Company Name: Andrews Technology HMS, Inc Business Name (dba), if any: Street Address: 1213 Culbreth Drive, Wilmington NC 28405 ® Mailing Address (it different): Telephone No.: 888-357-7299 x8103 Fax No.: 516-674-8119 Email Address: Jamieeandrewstechnology.com FEIN No.: 27-0239575 *8y signing this document the bidder agrees to all Terms Authorized Signature: Q u 4.L11n-r Q1 L2 Print Name: Jamie Blundell Title: Vice President THE EXECUTION OF THIS FORM CONSTITUTES THE UNEQUIVOCAL OFFER OF PROPOSER TO BE BOUND BY THE TERMS OF ITS PROPOSAL. FAILURE TO SIGN THIS SOLICITATION WHERE INDICATED ABOVE BY AN AUTHORIZED REPRESENTATIVE SHALL RENDER THE PROPOSAL ® NON-RESPONSIVE. THE CITY MAY, HOWEVER, IN ITS SOLE DISCRETION, ACCEPT ANY PROPOSAL THAT INCLUDES AN EXECUTED DOCUMENT WHICH UNEQUIVOCALLY BINDS THE PROPOSER TO THE TERMS OF ITS OFFER. City of Sunny Isles Beach I Request for Proposal No. 16-04-03 Andrews Technology HMS, Inc. rfr 1213 Culbreth Drive NOVA time Wilmington, NC 28405 FEEL THE POWER Rge'am Tn2iovt of Nfwti,e TCGYbyq LL r sales(rzaedrewstechnologv.nei (800) 319-8096 Far:(516) 674-8119 CUSTOMER HOSTED ORDER FORM Invoice To: City of Sunny Isles Beach Hosted By: CUSTOMER Ship To: TBD Terms: 3 Year Term Account 70% Upon Execution Executive: Jamie Blundell 20% Upon Installation of Software 10% Upon Acceptance of the System Qty Description Item Total Novatime Web-Based Time &Attendance System 300 Employee Web Services (PC Entry& Smart Phone) $10 $3,000 300 Novatime Web-Based Time & Attendance Software $50 $15,000 60 Supervisor Module: Approval/Reporting/Review/Modification $100 $6,000 300 Time Data Import Module $10 $3,000 1 Edmunds MCSJ Payroll Interface (Guaranteed Interface) Included Included 1 Electronic In-Out Board N/C N/C 1 Labor Tracking (Activity Based Reporting - 8 Levels) N/C N/C 1 Accrual Module (Includes Sick, Vacation, Personal, etc.) N/C N/C 1 Affordable Care Act Module N/C N/C Government Software Discount 20% -$5,400 Implementation $6,000 Annual Maintenance $4320/yr $4,320 Novatime Fee to Install on Customers Server $2,000 Sales Tax TBD System Total, $ 33,920 One Time Implementation Fees Initial Planning Session Included Rules Questionnaire Assistance Included Install Novatime Web-Based Software Included Install Payroll Rules and Employee File Included Unlimited Administrative/Supervisor Training Included Programming and Install of Hardware N/A System Test/Go Live Included Total One Time Fees $ 6,000 Note:All travel and expenses associated with installation and training will be at the cost of Andrews Technology.Absolutely no travel or expenses will be billed to The Customer. 411 Customer Authorization Title Date Andrews Technology HMS, Inc. Title Date r•, Andrews Technology HMS, Inc. r f 1213 Culhreth Drive NO VA time ® Wilmington, NC 28405 FEEL THE POWER .!I Re ,e,y Trslewt of Ian rre T C. f sales(aandrerosteclrnology.net (800) 319-8096 Fav:(516) 674-8119 3 YEAR TOTAL COSTS Invoice To: City of Sunny Isles Beach Hosted By: CUSTOMER Ship To: TBD Terms: To Be Discussed Account Executive: Jamie Blundell Qty Description Item Total Novatime Web-Based Time &Attendance System Year 1 Cost $33,920 $33,920 Year 2 Cost(Annual Maintenance) S4,320 $4,320 Year 3 Cost(Annual Maintenance) $4,320 $4,320 3 Year Total Cost $42,560 Customer Authorization Title Date Andrews Technology HMS, Inc. Title Date f% Andrews Technology HMS, Inc. 1213 Culbreth Drive Wilmington, NC 28405 (NO VA time ® saleFEEL THE POWER ti nndrewstechuolo�l'•rref .�temr.,Trani*al Maniac r_ __ (800) 319-8(196 Far:(516) 674-8119 VENDOR HOSTED ORDER FORM Invoice To: City of Sunny Isles Beach Hosted By: Vendor Ship To: TBD Terms: 3 Year Term Account 70% Upon Execution Executive: Jamie Bludnell 20% Upon Installation of Software 10% Upon Acceptance of the System Qty Description Item Monthly Novatime Web-Based Time &Attendance System 300 Employee Web Services 50.50 5150 300 Novatime Web-Based Time&Attendance Software $1.30 $390 60 Supervisor Module: Approval/Reporting/Review/Modification 55 $300 300 Time Data Import Module $0.50 $150 1 Edmunds MCSJ Payroll Interface (Guaranteed Interface) Included Included 1 Electronic In-Out Board N/C N/C 1 Labor Tracking (Activity Based Reporting-8 Levels) N/C N/C 1 Standard Supply& Demand Scheduling Module N/C N/C 1 Accrual Module (Includes Sick, Vacation, Personal, etc.) N/C N/C 1 Notification Module N/C N/C 1 Affordable Care Act Module N/C N/C Government Software Discount 20% -$198 ill300 Vendor Hosting Fee $1.55/ee/mo $465 Monthly Total $1,257 12 Month Vendor Hosting Total $15,084 Implementation 56,000 Annual Maintenance 54,320/yr $4,320 Sales Tax TBD 12 Month System Total $ 25,404 One Time Implementation Fees Initial Planning Session Included Rules Questionnaire Assistance Included Install Novatime Web-Based Software Included Install Payroll Rules and Employee File Included • Unlimited Administrative/Supervisor Training Included Programming and Install of Hardware N/A System Test/Go Live Included Total One Time Fees $ 6,000 Note:All travel and expenses associated with installation and training will be at the cost of Andrews Technology.Absolutely no travel or expenses will be billed to The Customer. Customer Authorization Title Date Andrews Technology HMS, Inc. Title Date • 2.. Andrews Technology HMS, Inc. cfr 1213 Culbreth Drive NO VA time ® " ( Wllnungton, NC 28405 FEEL THE POWER r sales(amidrewstech nologit net Re�tvm Trlevvt of Wim¢Ta��R [ me r (800) 319-8096 Fax:(516) 674-8119 3 YEAR TOTAL COST Invoice To: City of Sunny Isles Beach Hosted By: Vendor Ship To: TBD Terms: To Be Discussed Account Executive: Jamie Blundell Qty Description Item Total Novatime Web-Based Time &Attendance System Year 1 Cost (Includes 1st Year Maintenance) $25,404 525,404 Year 2 Cost(Annual Maintenance) S4,320 $4,320 Year 2 Vendor Hosting Fee $15,084 515,084 Year 3 Cost (Annual Maintenance) 54,320 $4,320 Year 3 Vendor Hosting Fee $15,084 $15,084 3 Year Total Cost $64,212 • *Customer Authorization Title Date Andrews Technology HMS, Inc. Title Date Andrews ® r- Technology Novatime Software & Hardware Functions and Capabilities May 11, 2016 Ms. Jane Hines City of Sunny Isles Beach 18070 Collins Ave Sunny Isles Beach, FL 33160 Dear Ms. Hines: The following section details the functions and capabilities of both the Novatime software and hardware. Novatime is a leading web based Time &Attendance solution designed to automate the process of tracking hours worked (regular/overtime/comptime) and accruals. At the end of each pay-period the hours and accrual balances can be electronically sent over to Edmunds MCSJ through Novatime's payroll export functionality. The system can support an unlimited number of employees and managers/users. Employees can punch in/out through several different data collection devices including PC, Pin Entry, Card Swipe, Biometric Finger, Biometric Hand, Phone, and smartphone applications. Novatime also provides employees with Self Service capabilities through PC, time clock, and smart phone. Through the Employee Self Service functionality employees can do any or all of the following: view timesheet, view schedules, view status of accruals, electronically request time off, submit and track expenses. The features of the Novatime software and hardware are best reviewed in-person during a presentation. We strongly recommend a presentation in person, or through webex with the City prior to the contract award. This would allow the City to ask questions on our response and see a demonstration of the software & hardware prior to making the award. slow are several highlights of the software and hardware: Software Functionality Highlights • Notification Module: One of the more state-of-the-art features in Novatime 4000. With this module the system can alert employees and/or managers as things occur by email or text message in real time. Examples include: sending email/text letting an employee know they are "X" minutes late... its 9:30am and they were supposed to punch in by 9am and never did. Managers can get the same alert letting them know how many of their staff have not shown up yet.The Notification module can be used many different ways. Best described over a demo. • Delegation Module: Allows a manager to assign their normal responsibilities to another manager if they will be out on vacation. Items get rerouted to the replacement manager and automatically go back to the normal manager the day they return. • Retropay Module: Retro Pay allows selected payroll personnel to enter hours into a previously closed pay period that the time was missed for payment in the current payroll, but all hours are charged to the pay period they were worked in for reporting etc. • Dashboard: Customizable dashboard for each manager. Allows managers to work much more efficiently in Novatime.The dashboard was designed to allow managers to get in and out of Novatime faster after completing their tasks. Best discussed during a demo. • Employee Web Services: Allows employees to punch in/out at a PC. Allows employees to check their time record or schedule from a PC. Allows employees to view status of sick/vacation/personal days. Allows employees to electronically request time off. • Mobile Applications: Allows employees to download applications for Androids, iPhones and iPads. Employees can be allowed to punch from mobile applications. If so their punch will be GPS tracked. They can also be allowed to do other things, see their schedule, see their timesheet, request a day off right from their phone. • 1 Click Shortcuts: Shortcuts that allow supervisors to easily bounce back and forth from an employee's timesheet, to their schedule, to their HR record without having to jump into different sections of the system. 1213 Culbreth Drive. Wilmington. NC 28405 (800)319-8096 www.andrewstechnologv.net (516)674-8119(Fax) Andrews ® Technology • Hardware Functionality Highlights All of Novatime's time clocks are PUSH devices. Meaning all punches are sent to the server in real time. No polling is needed with Novatime PUSH clocks. Please see the Descriptive Literature section for spec sheets on the NT450 and NT7000 terminals listed below. • NT450:Available as a Proximity, Pin Entry, or Biometric Finger Terminal. The NT450 has function buttons which can be customized to provide employees with self service capabilities or labor tracking capabilities right at the clock. Employees can be allowed to view their schedule, view their timesheet, and/or status of sick/vacation/personal days. The NT45O also has messaging capabilities where managers can send messages to groups or individuals displayed at the clock once employees punch in/out. With Labor tracking employees can be prompted for what job, location, department, etc. are they punching into. • NT7000: Available as a Proximity, Pin Entry, or Biometric finger terminal.The NT70O0 has all of the same features the NT450 offers with a few additional features. The NT7O00 is a touch screen terminal. Instead of interacting with function buttons on the side of the screen as with the NT450, with the NT7O00 employees will interact with the actual screen. The NT7O00 also has a built in camera where a picture can be taken of each employee every time they punch. The NT7000 is also multi language. The clock can be changed to display information in Spanish, French or Chinese. The NT7000 also has communication options. The clock can be standard Ethernet, Power Over Ethernet, or Wireless. Additionally the NT7000 has the ability to allow employees to request time off at the terminal.The request is forwarded to the appropriate supervisor for approval. • GT400: Available as Biometric Hand Terminal. Designed for preventing buddy punching in extremely dirty environments. When employees may not be able to use the biometric finger due to the nature of their work (grease or mud on fingers) the GT400 reads the silhouette of an employee's hand and not an actual print. Note: There is no need for privacy concerns with the fingerprint terminals. No fingerprint information is sent from the clock to the server. All fingerprint templates are saved as numeric codes unique to each employee. The only information sent from the clock to the server is Employee ID number and their Biometric code number. Thank you again for the opportunity to respond. If you have any questions regarding our responses, please do not hesitate to contact us at(888) 357-7299 or me directly at (516) 697-3966 or ablundell(a�andrewstechnology.net Sincerely, Andrew R. Blundell President 1213 Culbreth Drive. Wilmington, NC 28405 (800)319-8096 www.andrewstechnologv.net (516)674-81 19(Fax) CITY OF SUNr4:' ISLES BEACH 1 E070,Collins Avenue' Sunny Isles Maas;Florida:33160 305.9Z7.0606 ° +,. • ww'w sibfl.net jr '. ';:1 .it -µa I" 0 ATTACHMENT A HARDWARE AND SOFTWARE REQUIREMENTS SERVER: Minimum Requirements: Recommended Requirements: Operating System Please see Statement of Processor Speed Work, Exhibit B, Server Memory(RAM) Requirements Document Hard Drive Space RAID Requirements Other CLIENT/WORK STATION: Minimum Requirements: Recommended Requirements: Operating System Novatime is a 100% web ® Processor Speed based system. Please see Memory (RAM) Statement of Work, Exhibit B, Server Requirements Hard Drive Document Internet Browser Display Requirements Other SOFTWARE: Minimum Requirements: Recommended Requirements: (Requirements if necessary) N/A Database Engine Other PRINTERS: Minimum Requirements: Recommended Requirements: (Requirements if necessary) N/A • City of Sunny Isles Beach I Request for Proposal No. 16-04-03 28 CITY OF SUNNY ISLES BEACH I E070,Collins Avenue Sunny lies Beach, Florida-3316U .4e 301947.0606 %g152 www•.sib l.net alt�(.1' • .1121 • ,. y[t 7.31; • Of SUN I" ATTACHMENT B Examples of Similar Implementations (preferably integrating with Edmunds/MCSJ) Please see reference section for 6 references we have included for the City of Sunny Isles Beach to contact if there are any questions about Novatime functionality, or about Andrews Technology in regards to implementation, training, and support. • City of Sunny Isles Beach I Request for Proposal No. 16-04-03 CITY OF SUNNY ISLES BEACH I B070,Callins Avenue Sunny Isles Beach, Florid&33160 0" ;--„ 305.947-0606 °:q .! vnw:.sibfl.ner 6-G iwe 411 o' `" tp Or SUN r` 0 ATTACHMENT C Company Profile and Time & Attendance System Details Please see Executive Summary for company profile. Please see Descriptive Literature & Novatime Software and Hardware features sections for details on the Novatime time and attendance system. S CITY OF.SUN 1Y ISLES BEACH I E070,Collins Avenue Sunny Isles Bench, Flo;idr,'33160 ,gilrefr_ 305 947 0606 i%q ww-t sibII.net &'r- • '1; .._• 5.1%g r'of sus Oa ATTACHMENT D Training and Technical Support Details Andrews Technology is pleased to include Unlimited Training for all supervisors/managers/administrators for the life of the installation. Please see The Executive Summary for more information on our Training. Included with our response is 24/7 support, and All software Updates. Please see Statement of Work Exhibit C Maintenance agreement for details about our support policies. City of Sunny Isles Beach I Request for Proposal No. 16-04-03 • • CITY OF SUNNY ISttS BEACH 13070,CoIlins Avenue Sunny Isles Beach, FI❑rid❑`33160 y 305.947.0606 2/4 - ='+ , vnw:.sibfl.nei 1r. =• -I 40 Co O f i/�Or SUN PN ATTACHMENT E Maintenance & Support Agreement Please see Statement of Work Exhibit C for a copy of our Maintenance agreement. 41 41 City of Sunny Isles Beach I Request for Proposal No. 16-04-03 CITY OF,SUNNlY ISLES BEACH 1E070,Collins Avenue Sunny Isles Beach, Flolida?33160 /. .:. 305.^,67.0O606 4NN...sibfl.nel 514" :1 i;"st " 4' co; sua PNo ACKNOWLEDGEMENT OF ADDENDA INSTRUCTIONS: COMPLETE PART I OR PART II, WHICHEVER APPLIES PART I: LIST BELOW ARE THE DATES OF ISSUE FOR EACH ADDENDUM RECEIVED IN CONNECTION WITH THIS PROPOSAL Addendum #1, Dated 4/27 Addendum #2, Dated 4/27 Addendum #3, Dated Addendum #4, Dated ® Addendum #5, Dated Addendum #6, Dated Addendum #7, Dated Addendum #8, Dated PART II: 0 NO ADDENDUM WAS RECEIVED IN CONNECTION WITH THIS PROPOSAL COMPANY NAME: Andrews TechnologylHMS, Inc. SIGNATURE: C.M 4 lwsJL,1 J?1 TITLE: Vice President ® DATE: 5/2/16 City of Sunny Isles Beach 'Request for Proposal No. 16-04-03 33 CITY OF SUNNY ISLES BEACH I60i0,Collins Avenue Sunny Isles Beath, Florida;33I60 : , 305.947.0606 23/A4.,, -e 4- s 0 Crf'Or SUN PNO AFHDAV �S 00NY /s4 • �0s0` u 11Ay Ocp C/ TY OF SUN PCO • City of Sunny Isles Beach Request for Proposal No. 16-04-03 34 s ran Off/.'�' ,/he,. _ NON-COLLUSION AFFIDAVIT (` _ City of Sunny Isles Beach • 18070 Collins Avenue *. '°>: NY 0,- F+e t/Pv. UBLIC ENTITY CRIMES V - Z ® \� 1. k City of Sunny Isles Beach ),;;;E:_765-t," 18070 Collins Avenue �, � Sunny Isles Beach,FL 33160 o. .o Telephone:(305)947-0606 Fax'(305)949-3113 SWORN STATEMENT PURSUANT TO SECTION 287.133(3)(a) FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES PUBLIC ENTITY CRIMES Pursuant to the provisions of paragraph (2) (a) of Section 287.133, Florida State Statutes - "A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a Bid on a Contract to provide any goods or services to a public entity, may not submit a Bid on a Contract with a public entity for the construction or repair of a public building or public Work, may not submit Bids on leases of real property to a public entity, may not be awarded to perform Work as a Contractor, supplier, Sub-Contractor, or Consultant under a Contract with any public entity, and may not transact business with any public entity in excess of the threshold amount Category Two of Sec. 287.017, FS for thirty six months from the date of being placed on the convicted vendor list". THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER OFFICIAL AUTHORIZED TO ADMINISTER OATHS. 11.1. This sworn statement is submitted to City of Sunny Isles Beach by Andrew Blundell [print individual's name and title for Andrews Technology HMS. Inc. ® [print name of entity submitting sworn statement] whose business address is: 1213 Culbreth Drive. Wilmington. NC 28405 and (if applicable) its Federal Employer Identification number (FEIN) is 27-0239575 . (If the entity had no FEIN, include the Social Security Number of the individual signing this sworn statement: .) 11.2. I understand that a "public entity crime" as defined in Paragraph 287.133(1)(g), Florida Statutes, means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any public entity or with an agency or political subdivision of any other state or with the United States, including, but not limited to, any Bid or Contract for goods or services to be provided to any public entity or an agency or political subdivision of any other state of the United States and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation. 11.3. I understand that"convicted" or"conviction" as defined in Para. 287.133(1)(b), Florida Statutes, means a finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any federal or state trail court of record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, non-jury trial, or entry of a plea of guilty or nob contendere. 11.4. I understand that an "affiliate" as defined in Para. 287.133(1)(a), Florida Statutes, means: a.) predecessor or successor of a person convicted of a public entity crime; or ® b.) Any entity under the control of any natural person who is active in the management of the entity and who has been convicted of a public entity crime. The term "affiliate" includes those officers, directors, executors, partners, shareholders, employees, members, and agents who are active in the management of an affiliate. The ownership by one person of shares constituting a controlling interest in another person, or a pooling of equipment or income among persons when not for fair DECEMBER 28,2010 2 of 7 market value under an arm's length agreement, shall be a prime facie case that one person controls another person. A person who knowingly enters into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall be ® considered an affiliate. 11.5. I understand that a "person" as defined in Para. 287.133(1)(e), Florida Statutes, means any natural person or entity organized under the laws of any state or of the United States with the legal power to enter into a binding Contract and which Bids or applies to Bid on Contracts for the provision of goods or services let by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term "persons" includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in management of any entity. 11.6. Based on information and belief, the statement which I have marked below is true in relation to the entity submitting this sworn statement. (Indicate which statement applies.) X Neither the entity submitting this sworn statement, nor any of it's officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, nor any affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. However, there has been a subsequent proceeding before a Hearing Officer of the State of Florida, Division of Administrative Hearings and the Final Order entered by the Hearing Officer of the ® State of Florida, Division of Administrative Hearings and the Final Order entered by the Hearing Officer determined that it was not in the public interest to place the entity submitting this sworn statement on the convicted vendor list. (Attach a copy of the final order.) I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR THE PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 11.1 (ONE) ABOVE IS FOR THAT PUBLIC ENTITY ONLY AND, THAT THIS FORM IS VALID THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED. I ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIDA STATUTES, FOR CATEGORY TWO OF ANY, CHANGE INFORMATION CONTAINED IN THIS FORM. By: � (5tgfiat Andrew Blundell (Printed Name) President (Title) ll Sworn to and subscribed before me this 1 day of in Ct , 20 ) ' , by (AFFIX NOTARY STAMP HERE) n/o /f‘ C2cro/. .. < Sii3q'f/mature: Notary Public - tate of-Fferiela- / hon, SJ l .cc& U)h, Yrn Sf ® / Print or Type Commissioned Name Personally Known V OR Produced Identification d eh in ex- S -1/- Type of Identification Produced 10/1998 3 of 7 SUNY 1J (' EQUAL OPPORTUNITY / ® 1c AFFIRMATIVE ACTION K ,s` City of Sunny Isles Beach " 18070 Collins Avenue Sunny Isles Beach,FL 33160 Telephone:(305)947-0606 Fax:(305)949-3113 EQUAL OPPORTUNITY/AFFIRMATIVE ACTION STATEMENT The contractors and all subcontractors hereby agree to a commitment to the principles and practices of equal opportunity in employment and to comply with the letter and spirit of federal, state, and local laws and regulations prohibiting discrimination based on race, color, religion, national region, sex, age, handicap, marital status, and political affiliation or belief. lakvadi Signed: (1)m..1_o Title: Vice President Firm: Andrews Technology HMS, Inc. Address: 1213 Culbreth Drive, Wilmington NC 28405 DECEMBER 28,2010 4 of 7 MN, rt ,s �Eru, CONFLICT OF INTEREST u l Is ® '. i , . City of Sunny Isles Beach •_ 18070 Collins Avenue `r r °17::::-;7"17O—.'� o+` Sunny Isles Beach,FL 33160 ' o, sun '" Telephone:(305)947-0606 Fax:(305)949-3113 CONFLICT OF INTEREST STATEMENT The award of any contract hereunder is subject to the provisions of Chapter 112, Florida State Statutes. Proposers must disclose with their Bids,the name of any officer,director,partner,associate or agent who is also an officer or employee of the City of Sunny Isles Beach or its agencies. STATE OF FLORIDA COUNTY OF BEFORE ME, the undersigned authority, personally appeared Andrew Blundell , who was duly sworn, deposes, and states: 18.1. I am the President of Andrews Technology HMS, Inc. with a local office in w; 1 mi nrjtnn, NC and principal office in Wilmington. NC . 18.2. The above named entity is submitting a Bid for the City of Sunny Isles Beach, Bid No. 1 6-04-03 described as: Landscape Maintenance Services. The Affiant has made diligent inquiry and provides the information contained in this Affidavit based upon his own knowledge. 18.3 The Affiant states that only one submittal for the above Bid is being submitted and that the above named entity has no financial interest in other entities submitting Bids for the same project. 18.4 Neither the Affiant nor the above named entity has directly or indirectly entered into any agreement,participated in any collusion, or otherwise taken any action in restraints of free competitive pricing in connection with the entity's submittal for the above Bid. This statement restricts the discussion of pricing data until the completion of negotiations if necessary and execution of the Contract for this project. 18.5 Neither the entity nor its affiliates, nor any one associated with them, is presently suspended or otherwise ineligible from participation in contract letting by any local, State,or Federal Agency. 18.6 Neither the entity,nor its affiliates, nor any one associated with them have any potential conflict of interest due to any other clients, contracts, or property interests for this project. 18.7 I certify that no member of the entity's ownership or management is presently applying for any employee position or actively seeking an elected position with the City of Sunny Isles Beach. 18.8 I certify that no member of the entity's ownership or management, or staff has a vested interest in any aspect of the City of Sunny Isles Beach. 18.9 In the event that a conflict of interest is identified in the provision of services, I, on behalf of the above named entity, will immediately notify the City of Sunny Isles Beach. n Dated thispp day . ``i' . , 201 C/�—�` v.w 4A pC54 U r fR 44 AFFIANT Print o ype Name and Title Sworn to and subscribed before me this /day of , 201‘ " Personally Known ✓ OR Produced Identification ; Type of Identificatiaj / moil( C4io4hr �ii--+-s�t',r--/ NOTARY PUBLIC STATE OF-FLARIDA • to"in- p>" -5412 jj S DECEMBER 28.2010 5 of 7 SUNNY ISLE. • -`1 DISPUTE DISCLOSURE City of Sunny Isles Beach _ 18070 Collins Avenue Sunny Isles Beach,FL 33160 ter' ed a, ,,,s Telephone:(305)947-0606 Fax:(305)949-3113 DISPUTE DISCLOSURE FORM Answer the following questions by placing a "X" after "Yes" or "No". If you answer "Yes", please explain in the space provided, or on a separate sheet attached to this form. 19.1. Has your firm or any of its officers, received a reprimand of any nature or been suspended by the Department of Professional Regulations or any other regulatory agency or professional associations within the last five (5) years? YES NO X 19.2. Has your firm, or any member of your firm, been declared in default, terminated or removed from a contract or job related to the services your firm provides in the regular course of business within the last five (5) years? YES NO X 19.3. Has your firm had against it or filed any requests for equitable adjustment, contract claims, Bid protests, or litigation in the past five (5) years that is related to the services your firm provides in the regular course of business? YES NO X If yes, state the nature of the request for equitable adjustment,contract claim, litigation, or protest, and state a brief description of the case, the outcome or status of the suit and the monetary amounts of extended contract time involved. I hereby certify that all statements made are true and agree and understand that any misstatement or misrepresentation of falsification of facts shall be cause for forfeiture of rights for further consideration of this Bid for the City of Sunny Isles Beach. Andrews Technology HMS, Inc. 5/2/16 Firm f� Date ty 1Qp Jamie Blundell, Vice President Aut orized Signature Print or Type Name and Title 41 DECEMBER 28,2010 6 of 7 '"" ANTI-KICKBACK VI- ,1 t City of Sunny Isles Beach 18070 Collins Avenue r�o••O•. Sunny Isles Beach,FL 33160 o. iot' Telephone:(305)947-0606 Fax:(305)949-3113 ANTI-KICKBACK AFFIDAVIT STATE OF FLORIDA ) COUNTY OF ) I, the undersigned, hereby duly sworn and deposed say that no portion of this sum herein Bid will be paid to any employees of the City of Sunny Isles Beach or its elected officials as a commission, kickback, reward or gift, directly or indirectly by me or any member of my firm or by an officer of the corporation. By: Title: President The foregoing instrument was acknowledged before me this — day of P1 , 20 /, by A✓de8 [name of person],} as ?per-. [type of authority], for b4A4teos atioix-;36,`( t-wS [name of party on behalf of whom instrument was executed]. AFFIX NOTARY STAMP HERE: /1, Notary Public - State ofd 'IC"1 dcrof,�. c /4jawl 44 IDG4.A 14. 1--On Print or Type Commissioned Name Co�h ,r, max/ S/Z/4 0i5 Personally Known ✓ OR Produced Identification Type of Identification Produced DECEMBER 28,2010 7 of 7 ACORD CERTIFICATE OF LIABILITY INSURANCE DATE(MMIDDIYYYY) `.------. 5/2/2016 I THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS ERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies)must be endorsed. H SUBROGATION IS WAIVED, subject to the terms and conditions of the policy,certain policies may require an endorsement A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Di NAME: anne O'Connor Hub International Northeast Limited-NYHn Fit.516-417-5806 I FAX N,1.516-327-5570 100 Sunnyside Boulevard Woodbury NY 11797 E-MAIL E-MAILADORFs dianpe.oDOnnOfehUbintematiOnaLCOm INSURERS)AFFORDING COVERAGE NAIC 0 INSURER A:Travelers Indemnity Co.of CT 25682 INSURED ANDRTEC-01 INSURER a:Travelers Indemnity Co. 25658 Andrews Technology Consultants INSURER C:Phoen ix Insurance Co. 25623 1213 Culbreth Drive INSURER o:United States Liability Ins.Co. 25895 Suite 126 Wilmington NC 28405 INSURERE: INSURER F: COVERAGES CERTIFICATE NUMBER: 1998105343 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT. TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. LTR I TYPE OF INSURANCE UUK WSD ISVND POLICY NUMBER POLICY EFF MDEXP M,DYYYY) (MIOIYYYY) LIMITS A Ix I COMMERCIAL GENERAL LIABILITY Y Y 6801374L45A 3/17/2016 3/17/2017 EACH f'CURRENCE $2,000,000 DAGERENTED I I CLAIMS-MADE I X I OCCUR PREMISESO(Ea zwrrence) 5300,000 I MED EXP(Any one person) 55.000 I PERSONAL 6 ADV INJURY $2,000,000 GEN_AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE 54.000,000 XI POLICY III CT IL LOC PRODUCTS-COMP/OP AGG 54,000,000 IIOTHER: 5 AUTOMOBILE LUABRITY Y Y 6801374145A 3/17/2016 3/17/2017 COMBINED SINGLE LIMIT 5 (Ea acodentl 2,000,000 I ANY AUTO BODILY INJURY(Per person) $ AUTOOWNED n AUTODDULED BODILY INJURY(Per aoadenl) 5 X HIRED AUTOS I % I rrAUTOSWNED (PerPROPERTY DAMAGE 5 I I I 5 B I UMBRELLA LWB I X I OCCUR Y Y CUP4038R570 3/17/2016 3/17/2017 EACH OCCURRENCE $5,000,000 I ExCE55 LIAR I I CLAIMS-MADE AGGREGATE 55,000,000 I DED IX I RETENTIONS 10.000 I $ C WORKERS COMPENSATION UB1374L750 3/17/2016 3/17/2017 I X I;KC ME I IgR"- AND EMPLOYERS'LIABILITY YI N ANY PROPRETOR'PARTNER/EXECUTNENIA I E L.EACH ACCIDENT $1,000.000 OFFICERd4EMBER EXCLUDED? (Mandatory In NH) I EL.DISEASE-EA EMPLOYEE $1,000,000 If yes desmbe under DESCRIPTION OF OPERATIONS Debre E L.DISEASE-POLICY LIMIT I$1,000,000 D Professional liabililty TK 1551367A 10/31/2015 10/30/2016 1000000 Per Claim 2000000 Aggregate DESCRIPTION OF OPERATIONS(LOCATIONS I VEHICLES (ACORD 101,Additional Remarks ScheduIe,may W attached II more space Is required) The Cilty of Sunny Isles Beach is listed as additional insured on a primary and non-contributory basis including waiver of subrogation on behalf of the City of Sunny Isles Beach when required by written contract. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Sunny Isles Beach THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 18070 Collins Avenue ACCORDANCE WITH THE POLICY PROVISIONS. Sunny Isles Beach FL 33160 ® AUTHORIZED REPRESENTATIVE ©1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25(2014/01) The ACORD name and logo are registered marks of ACORD CriaTH/Atime® FEEL THE POWER ® NOVAtime 5000 Solution Overview ---_-. . i NOVAtime Technology, Inc. is a software development company that created the web-based NOVAtime 5000 platform and all previous NOVAtime products. NOVAtime serves as a technological leader in the industry, as its strategy for success focuses on continued research and development of new technologies. NOVAtime strives to continuously improve its workforce management solutions and advance its product offerings—a result of the company's determination to provide a well-rounded product with the ability to integrate with multiple applications CHRIS, Payroll, Finance, ERP, etc.). NOVAtime wants the City to have the best workforce management tool, in order to run efficiently throughout all departments. From an employee's first punch, to a paycheck being issued, NOVAtime's goal is to work with your organization to create a complete solution that is best suited for the City. The NOVAtime 5000 application can be delivered . . Rea!_rurie as Software as a Service, a licensed model, or a Management with Push hybrid solution, giving the City the option to Technology, choose the method most appropriate for your '. � - organization. The system is fully scalable to A t ""aara support time,attendance,leave,and scheduling as .�/' ' \iettiorr standard modules within a single database—all of . which are completely integrated within the ;rte ' application. This means, as real-time hours affect //) C�mp�et -- the accruing of time off, balances will be /.;'' /,r e' calculated and displayed immediately,in real time. 15/0_0rS E*cePtlort Managegy� Natifi4 ten NOVAtime 5000 also tracks a variety of data, -; –•_!ge + including hours worked, attendance policies, n`' S��ut�° ® accrual balances, leave taken, expense accounts, _ n overtime, and more. The system is intuitive and user-friendly, making it easy to learn by any user i 0AuFIX1214ft,,....4441/4 friThesheettype. ' Q:232193 Additionally, NOVAtime 5000 is workflow enabled / .and can send notifications to supervisors via email , Ma"'or through the use of the customizable dashboard. `�'Schetlu ent Electronic communications are provided through secure, confidential communications— streamlining processes and operations, while eliminating the need for paper trails. SSL protocol provides authenticity of the NOVAtime 5000 database, but it also ensures privacy and data integrity through encryption. Firewalls and intrusion prevention systems are deployed to prevent unauthorized access,and the only data that can enter is SSL traffic. Furthermore,because the NOVAtime 5000 application is Plynt Certified,the City can be confident that all system data is secure. Real-Time Management with Push Technology Also known as"server push," the term "push technology" refers to a type of data distribution that automatically delivers data in real time or at defined intervals. NOVAtime was one of the first to market with push technology, beginning in 2006, which now enables NOVAtime 5000 to operate in real time through the use of internet-based communication. When data is entered into the NOVAtime 5000 system through any data collection method, the NOVAtime server will automatically send the updated information to system users, without requiring the user to initiate a request for the update. In contrast, "pull technology" polls data and requires the system user to "refresh" or request an update in order to view the latest information. NOVAtime 5000 eliminates data polling through the use of push technology, providing system users with the most accurate and up-to-date employee data at all times,from any device. 0 NOVAtime Technology,Inc/w''ww?novatime.com Page 1 ( NOVA time® FEEL THE POWER Data Collection Whether your employees use PC/web entry, badge swipe, or biometric identification, the process of collecting time punches becomes quick and easy with the use of NOVAtime 5000. The system supports multiple methods of time entry, and NOVAtime offers the greatest number of data collection options in the industry.This includes PC/web entry,telephone IVR, mobile apps for smartphones and tablets, portable PDA devices, and various time clock models that can verify employees via biometrics, key-in, proximity badges, and magnetic stripe/bar code cards. Additionally, all data collection hardware devices utilize push technology, providing your organization's management with access to real-time tracking of employee data and ultimately helping the City to better understand its labor situation. Exception Tracking and Notification NOVAtime 5000 is exception-based, from pay rules to shifts and schedules. Exceptions are defined and tracked at the employee level, and the system's notification engine will alert supervisors when exceptions occur. NOVAtime 5000 can display timesheet exceptions on a supervisor's user dashboard and the supervisor can also run exception reports. Additionally, the application features an Attendance Points System for effective management of attendance policies and pattern tracking.The Points System allows point values to be assigned to exceptions, e.g.tardiness,absences, and leaving early. Rules and threshold levels can be set up so that supervisors can view employees with the selected exception type meeting or exceeding the threshold. Once a threshold is reached, the system can automatically generate pre-configured HR documents that supervisors may review with their employees. The points system could also be used to reward employees for following attendance guidelines and/or perfect attendance. Timesheet Editing & Approval NOVAtime 5000 allows supervisors to review, edit, and approve assigned employees' timesheets, schedules, accrual, and labor costing information. Employee punches and attendance exceptions are displayed in SWS for quick corrections as needed. This (110 eliminates the need for supervisors to review individual employee timesheets to find any mistakes, ultimately improving efficiency and allowing supervisors to spend more time performing other management tasks. Also, the system features an audit log in which all edits and adjustments are tracked (including who, what, where, and when), and because a note is required for every edit,the audit trail can prevent or resolve disputes over data changes. Employee Management& Scheduling NOVAtime 5000 features a complete scheduling feature that is designed to enable the creation and management of both permanent and temporary employee schedules. This provides supervisors with the ability to create a distinct point of reference for employee information, while providing the system with the expected start and end times of various work shifts. The system also features time saving additions, such as schedule copying/forwarding, budget analysis, group scheduling, departmental coverage, and schedule templates. NOVAtime 5000 is also able to import schedules from other programs, and the system provides multiple scheduling methods, including Smart Scheduling and an Advanced Schedule Manager (ASM) designed for public safety organizations, such as fire departments, police departments, and public works. Please see the Scheduling Modules section for more details on all of the innovative scheduling features of NOVAtime 5000. Pay Rule Automation & Enforcement Pay rules are parameter-driven and easy to setup, change, and track. NOVAtime 5000 enables up to eight labor levels, each able to hold an unlimited amount of pay rule values, and the system will track any amount of transfers between the levels. The system also offers unlimited tracking of job and work assignments, recorded by pay code, and will easily report on these hours while transferring them to the appropriate accounts. The project tracking module supports an unlimited amount of codes that can be assigned to employee hours and pay rules. These may be defined by location, department,job, cost center, project, etc., and drop down menus and lockouts can be set up to enhance the usability of pay codes in the NOVAtime 5000 system. ® [Additional information regarding pay rules is provided on the following page.) NOVAtime Technology,Inc:i ww'w.novatime.com —' "Page 2 3> ® �- - (14.1_1: V VPI C IIllt _ FEEL THE POWER ® NOVAtime 5000's Rule Setup feature is used to configure various rules that affect how employee time is calculated.This includes the following types of pay rules: • Shift rules—scheduled start/end, meals, breaks,and premium parameters; • Policy rules—pay period definitions,overtime, punch rounding rules,etc.; • Holiday rules—paid hours,scheduled day before/after qualifiers,prorate hours based on historical hours worked,etc.; • Accrual rules—vacation, sick time, PTO,etc.; • Pay matrix rules—complex shift differential and premium rules; • Point system rules—automation of attendance policies. Reporting NOVAtime 5000 features an internal report generator that includes over 100 report templates that are defined by business need and can be configured to the City's specific requirements.The powerful report generator allows system users to select the report output(PDF, Excel, RTF, HTML,or CSV),apply various filters,select column order,and utilize dynamic report sorting.Additionally, reports can be published and used by all system users,selected system users,or the report publisher only. HR/Payroll Integration NOVAtime Enterprise Web Services (NEWS) is the interface platform between NOVAtime 5000 and third-party applications. NEWS allows for the import and export of data into multiple systems through standardized XML/SOAP formats, eliminating duplicate data entry. With an internal mapping and interface builder, NOVAtime 5000 can integrate with virtually any system. The system will link to the City's HR system to populate users, departments, leave accruals, etc., and the payroll bridge enables simple transfer of employee pay and hours to payroll. As of today, NOVAtime has developed seamless interfaces to over 300 . payroll, HRIS, ERP, job tracking, scheduling, and accrual systems. New interfaces are being built on a regular basis, and if NOVAtime does not have an existing interface to an application that the City is utilizing, the Research and Development department will be able to create an appropriate interface bridge in minimal time. Self-Service User Accounts NOVAtime 5000 is web-based for all users, including payroll administrators, system administrators, supervisors, and employees. Self-service user accounts can be accessed through a PC via a standard web browser, as well as through selected time clocks, telephony,and the mobile app.The application provides three different types of user accounts,detailed in the following pages. [Information regarding web services for administrators,supervisors,and employees is provided on the following pages.) 411 NOVAtime Technolo• pInc. J w'�wvv.novatime.com - - - Page 3 • evAftme® ® FEEL THE POWER Administrator Web Services(AWS): �`-'"- -- AWS enables system administrators to set up and manage the NOVAtime 5000 solution according to company requirements. The following features can be configured in AWS: • Company-wide system parameters that control web access, report access, IP address restrictions, and email server identification; • System-wide rules to control system function; • Pay codes,pay rules, labor levels,etc.; • User delegation that defines what type of access is granted(e.g.administrator,supervisor,employee); • Security Access Groups that define what pages and features are enabled or disabled; • Benefit accrual and point system rules; • Data collection hardware; • NOVAtime Enterprise Web Services(NEWS)for HTML data exchange with HR/Payroll systems. AWS also enables payroll administrators to perform the following functions: • Review and approve timesheets for payroll; • Generate payroll reports; • Process payroll with the ability to prepay employees based on their scheduled hours. ._„_. faa Is• I•--d.-I T :' - „ ,� — V._ - . ._ _ • _ . . _ _ ic- l.. ) U s� 1'�®�®®®®®1I ,.z .,_ — __ _ - ._ . . _ ,-t.,.._ max; ▪ .. ®ii=1®=GI CI=®®12:91Ii .._�_ • .7 I 4..1 `.J e. L J _. cice ._ _+n ^ . NOVAtime Technology,Inc./ time.com - – –Page–Page 4 NO VA tIme® 0 FEEL THE POWER Supervisor Web Services(SWS): --`—' i SWS provides supervisors with real-time information and features for accurate and efficient labor management. The system enables supervisors to perform the following functions: • Review,edit,and approve employee timesheets; • Configure data fields included in the timesheet view; • View summaries of timesheet information, as well as overall departmental cost and performance evaluation(including total hours and pay amounts sorted by pay type); • Create new employee work schedules and view current and past schedules; • View employees'timesheets, schedules,accruals, history,etc.; • Review budget hours; • Approve, decline,or cancel employee time-off requests; • Review,approve,or reject expense submissions; • Validate employee benefit accruals(including hours available and used for each accrual type); • Review employee point system balances and points history; • Configure and generate management reports. I _ _ t i onus •••^•.+•:.,..e......................._. — r_ — _ _ — — .r— s _ _ _�_ —._�i vi I~ — _ _ 1I : J _I� II l .am 1' u u YEa •IE.1 L.� 1_ f„—_—_— —— 4 _ _.. 1-� `. .. .. .�. .. .. .. - -- - —�l r.an... — _.-.— ._t-- - ••— . ._ _ .7 s — —_ -- . . . — rro- s --y ce .v r ..r_ ... _ r. ® . NOVAtime Technologypint./ www:novatime.com Page 5 CIOTAtime® ® FEEL THE POWER _______ Employee Web Services(EWS): EWS enables employees to access their own time and attendance information online. The system will allow employees to perform the following functions: • Punch IN/OUT and enter other timesheet data (e.g.job transfers,missing punches, etc.); • View current and past pay periods' timesheets and employee data (e.g. summary of hours by type, earnings, deductions, etc.); • View Point System summary; • Sign and submit completed timesheets; • View work schedules in various displays(e.g.summary view and calendar view for pay period or selected date range); • View accrual information and balances by accrual type(e.g. hours earned, used,available,carried over,etc.); • Submit time-off requests; • View complete attendance history by week,month,year,or selected date range; • View a detailed attendance summary for a selected date range; • View and update personal profile information (e.g. email, phone number, address, emergency contact information, password,etc.); • Add notes to time punches for supervisors to view. d �J \L 9 ® I . 4 . — Tie,.. ,--t - .ea i a �- - h J G -1 1 I .r -.-,. ..a.. e ..----11 v; 1 .1.19 •a- _ 1. I . 1 v _. i ti t . F . • _ mom{ , , ._ —.l .110.I- I -1 : - 0 ....... en PP UM Mill • 1- r a.O r IS O Y !-A b Y It r 1 NOVAtime Technology,Inc. I www:novatime.com -.. ` Page 6 • • Cithrthtime• ® FEEL THE POWER ® User Authentication: NOVAtime 5000 features ample security options for user login and authentication. The system supports a "Strong Password" feature,along with the following options that may be enabled or disabled by the City: • Minimum password age: Administrators may define the number of days that a password will remain valid. After this period of time,users will be prompted to change their password. • Password expiration warning message: Administrators may designate the number of days that a password expiration warning will appear,prior to requiring a password to be changed. • Password history: Administrators may define the number of passwords changes that must occur before a past password is reused. • Password requirements: Administrators may set up requirements for case sensitivity, special characters, consecutive characters,and alphanumeric sequences. NOVAtime also enables the following security options for login/password access: • Lightweight Directory Access Protocol (LDAP): NOVAtime 5000 supports the LDAP feature, allowing authentication of users against the client's domain level security (Active Directory) for access to the NOVAtime 5000 solution. Use of this feature simplifies the password and user management for employees, supervisors, and administrators, i.e. if a user is disabled in a domain,access to the NOVAtime 5000 system will not be allowed. • Random Image Authentication (RIA): The RIA feature displays and alphanumeric code that the user must input in order to gain access to the NOVAtime 5000 application. This is often used to ensure human usage of the system, preventing any machine or programmatic use. System administrators may enable the RIA feature for a specific group of employees, supervisors,and/or administrators. • Single Sign-On (SSO): NOVAtime 5000 supports several 550 models. This allows users and employees, who are already logged into other organizational applications, to access the NOVAtime 5000 system without being required to re-enter username and password information.The SSO implementation uses Web Services(SOAP/WCF)extensively and is built using ® the .NET 3.5 framework, so it will not be necessary for the City to build the module in .NET—any environment that can consume the Web Services will be sufficient. 4111 NOVAtime Technology,Inc. /^www.o atime.com Page 7 _ NOVA time ® FEEL THE POWER Scheduling Modules -- Standard Scheduling The NOVAtime 5000 Scheduler module enables the creation and management of both permanent and temporary employee schedules. The system supports unlimited definitions of shift schedules, assignments, patterns, and rotations, while offering time-saving additions, such as schedule copying and forwarding, budget analysis, group schedule features, departmental coverage,and group/personal templates. Template Schedules Templates are used to override assigned shift schedules for individual or multiple employees. The user-defined templates contain the pay code,department,start/end times, meal break minutes, and total scheduled hours. New templates can be easily created and saved for future use, and existing templates can be applied with just a few quick clicks. west of C524:01.Y,Maletet )0Uuvm ,J .aa 1 :Otaro lae.I.(.slam. al/wdIwtal.7.resl.t. 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IJ" _IJ__ -• PI" I alb I i“Fl - -. - IJ„ ii i<I -L-r----1151w 1 (I-=el'L ..lei=+I-C I Free-Form Schedules Free-form schedules can also be created to override assigned shift schedules for individual or multiple employees.The pay code, department, start/end times, total hours, and meal break minutes can each be defined independently, allowing flexibility that accommodates unique schedules that do not necessitate templates. J faw.c !cub rents M M Woe*. Irene, rare! serenir n....... reds tesiaa team MOW I I6711011 Ml]nl M.blIce %U13 I 0.flNII nlG'Pn , R: IFOOnlull z) PC Won Hull lil .C: 1 per east J Sc [:RT Heel{0 T: OIWiI.0011:',Z Sc --Swc+• v.7 K- -dal-• at YClcttq :) Cl miaow .- :) tmialRq l er. ?NM,:0013•] er 7)5 tenon a] n •_saa.+ Ile . ..«l. 7 i o an ea mM ,•Van ,r.I coma -a:m.. 6n.,I ,._.,:.a-il ....&flaw! ...annn ...,. ,.saint nese. ,s. I non ••u•, ••••. •••a. inn: Int ( need Ir 0 Awe. , w: 0 Sauna, Sit O +r eel we. O ,w..el r: f Wee/ r. 11 1 s1 I ' ' II • l." iq .. l,rn .A 'I ..... lin .qq Ia4,jq'1 I+IeI_I -• 11 '.l«I9 I I 1 PC a MT foal _J VC- 164211 13•' .t: Ileo./an'.4 SC: civratneni 0.1 IC: •-6µ3-, 1.4 at ?urn a47 as) m -losrat te:e7 aa. 4,0150.14‘01viCa- (103)00,0•%'_l (.1, -se.c_- 1'.-al rr --sea. ] Ca: —lee:— Ci int ,tnie manna an t.W4' Y O,[a, en- •>Wa aen. trk..l aha. :O,eK, Int 0 &flat net 0 110e0 let l Mains l ..t a mese4 Sat ( ON!! s O Ile :` I i r. -. vi i.� _. 1,•1•4, -- i,n,a i);".j¢: NOVA time® 411 - FEEL THE POWER On-Demand Schedules On-demand scheduling is used to define the resource coverage requirements of specific jobs. The system displays the daily resource demands, actual assignments, and variances of specific jobs. Supervisors can analyze this data and assign employees to job schedules with significant variances,ensuring adequate staffing to meet necessary resource demands. Schedule Import Employee schedules can be imported to NOVAtime 5000 from third-party scheduling applications.The system supports CSV,XSL, and SDF formats,and automatic data import can be scheduled to run at defined intervals. Schedule Recap The Schedule Recap feature displays multiple employees'work schedules in a single page and allows an employee's schedule to be copied and forwarded to future weeks or to other employees' schedules.This feature offers several convenient tools for quick schedule editing,allowing supervisors to move schedules to different days,populate schedules from the employees'default shift setup,remove schedules from an entire week,or add custom schedules to individual days. ..a a1: e.•.✓1e1 l,mal-,.'as:c1.nsl. J Um.., •.a, Llwl..r.a.o.. 6arq.a— 67 41 3.......or v.. :yam•Cy/Cros.. 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T 1.=11 A 3 mo;on alww • 2219 ar Iota.44 • 3mer�w'on• 21ilar law a awl• 9s1a`o la owl• l .022.1 matzo 'r.u. ec-oc<I IKA WI 1'c-0KYI IKAMa1 {KY Ka !•.raWR .1 .yr.iS.e l tWV W .. ."sepanew I.6mCmw r' NOVAtime Technology,Inc. / wwwlnovatime.com . - "-Page 9 m - -, NOVAtime® _ FEEL THE POWER ® I Advanced Schedule Manager The Advanced Schedule Manager(ASM)offers a variety of innovative add-on features that enhance and automate the scheduling capabilities of NOVAtime 5000. With automatic schedule generation, ASM allows for dynamic and powerful workforce schedule management methods that ultimately increase efficiency and productivity. Key ASM features: • Expands the existing eight group level limit to a total of twenty levels • Includes a daily roster that displays the scheduled positions and corresponding assigned employees • Highlights schedule openings, conflicts, and surpluses • Automates schedule generation according to resource requirements, which can be based on location, tasks, certifications, and other qualifications • Management personnel can configure standard availability for each employee, and/or employees can maintain their standard availability or indicate availability on a weekly basis. • Limits standard scheduling based on employee qualifications/certifications • Identifies and contacts employees who are qualified to open schedules • Identifies employees with expired certifications Using ASM, employees can be manually or automatically removed from schedules and placed on leave. The system will then display a list of employees who are available and qualified to fill open positions. For each applicable employee, the system will include configurable contact details,various work hour summaries,and a history of accepted and declined work requests–all of which will aid the selection of employees who are offered to fill the open positions. ASM allows for dynamic and powerful workforce schedule management methods that ultimately increase efficiency and ® productivity—all through a user-friendly,graphical interface. .l'Ytlhc.r, scbolts _rpaee2- RL pots ',-aawKe3 tans Se= Or,,Se%G 'es•zz' lay. 'Cmpa,,SLAM' Men BMA Egtcc - tali-S- Ms.ss Hu I%vtta 0vdw 2rr=aSo.aes .rttkcaS:Weei ItlrmcWSchneYNuaw CAI Derain, Res[ R•q3 C3Ne.SY Surra: loch :-"Geriefetethe • AMemM 41°-Ji a 1.--13.1 schedules for the ek e. u 3. E• _re e. a Apel 20-26.201! _ __ r ea n M • 5 : 23 Sunday 21 Mondry 22 l nday 23 YRb24LN 24 R:.YF 35 I'n1 :3S Sava., '• CIr)8100-BOOK OE MORMON n.amael• • n nYi aw:aJ a Na ew,.: .c S la Calna.3.S la Sena-am:a eo varus.a. r . a . a �_ , Catania 0%Cccw "Capin T.(uPm 0%Care•M • lYen lc tr,aai aa/ 19000-ONCE MUSICAL(MAT) loges I0o m-oe.M - ....r an A. Ilea.. y ea.e creamn) es Carceetel .,11m.seam -"'Cgck toY~ J Y6MCS]®IEa navigate to the la 5e,..,rte""` DaIly page p Syet.e Li UN.,6-naur 9100-ONCE MUSICAL(EVE) itl=n1 ''1 c` .a O 9a'Ce 0 ,r,,,,„,„A. nu n...<e a Na:nand M. Ase Cmc no%CVIXed' r—EO%eymx9' 32 C 02 Coancleee 3%Za•ra, 0%Cuz..: Jo•1a S I Ila- OD<O MOW a-:a%kao- . (Jam"LAIL,' • Le-J la-Jose-wars I 0ZS ow W5CSK:�vtA. �1 I191X.x. i 0•,,,.9N=rias': 9302-ONCE MUSICAL(VOL) itlacrell row.e.-e:_« ew-,e-<—.c:a .Ie'r a-fa ea•:..e-zr-:. m:awes CK Canaan! 0%CSR 32:ratted 3%CeTm NOVAtime Technolog ,Inc. / www:novatime.com Page 10 as • NOVA time® ® FEEL THE POWER , Employer s1/4 � w NOVAtime ASM Architecture' Bill . .._ .. Roster Automated Rer ^^ • Adjustment Employee A Notification 7, ASM : : ' p Eployocessor • gfimma t',�7 - Schedule /!' _� e 1 E .w ;Roster �� _ S apes_ tEYQI L'Te l Pereetenct.e& • 0 *I\ / �Ego � t nc E* rT ASr au[omatvlhaireerates .. . .. Paw I rasters taut rapport sti f! Ma 1111= I manual>dju#rtlems 1 Employee Functions ASM supports a "schedule giveaway" function that allows employees to offer their scheduled work hours to other qualified employees. "Schedule pickup" enables the qualified employees to accept giveaway schedules or other schedule openings, and ® employees may also exchange or swap schedules with one another. To regulate schedule modifications, these employee capabilities may be limited to specific date ranges (e.g. within 10 to 20 days from the current date or within 15 days from the date the schedule was made available). With a variety of scheduling functions offered,the use of each feature can be enabled or disabled based on system security rules and/or supervisor approval. Rrv'A Ahoeel Receest. Ca mhr RedNM./ Advanced Requests Elsa] 'nuns.' • wee wuaxv ic_v.-)ca.e14lsan o maw -cid 701. Correct scb I AIpAe4 Roars!:Geoen41 5ae4r mean Tn.' W lesser T4urde5 Mein Waren 04101014 0421201/ 04221014 04112014 04142014 041512014 04252014 ARW I �.. pesos;Request ._ Scam!Mac Senn Liman T..ader iJ ieeeear TIwNa neer waren 04257014 04212014 04122014 04232014 04247014 041251014 0420414 i GweeM 5cbY0e i I-R:0610FI415211J Click to1'w_si°°rtec 04102014 pickup is J ams work work .i cx+c«d:am schedule ante"a1a 11121 Ara/0117 l.,.oeriol&Rents I Exacta Rags= NOVAtime TechnologyiInc. / www!novatime.com - `Page 11—_ NOVA time® THE POWER Automatic Absence Scheduling When an employee calls the Phone-in System to report an absence, ASM can automate the process of replacing the absent r employee. The system will automatically remove the employee from work schedules and proceed to contact available and qualified employees—via phone, text, email, or internal system message—to fill the open schedule. ASM may be set up to contact applicable employees one at a time, or the system can contact all applicable employees concurrently. When contacting employees one by one,the sequential process is based on priority settings and a defined response time limit,and the system will continue to call qualified employees until the schedule is accepted. When contacting all employees simultaneously, the first employee to accept the offer will be assigned to the schedule. Schedule Priority and Preferences Employees qualify for open schedules according to user-defined priority settings. The priorities determine the order in which the system will consider primary and secondary qualifications.ASM may be set up to schedule employees based on a combination of factors, including seniority,ranking,fewest scheduled hours, least amount of overtime,etc. Schedule Limitations To control total scheduled and overtime hours worked by employees, ASM may be configured to apply minimum and maximum ( hour limitations when identifying which employees are qualified to fill schedules. These limitations can be based on total hours worked daily,weekly,or during custom cycles,taking either scheduled or worked hours into consideration. Notifications Services 0 Notifications are sent to employees and system users—via phone,text,email,or internal system message—when specific events are detected by ASM. For example, a notification may be sent to inform a supervisor of an expired employee certification, which may be triggered to send prior to or following the expiration, depending on the user's preference. The system is also able to generate notifications when open schedules exist, schedules are modified, a supervisor requests additional work hours, or when there are schedule surpluses,conflicts, exchanges,giveaways,and pickups. 11111 NOVAtime Technology,Inc. /'www.o atime.com -- Page 12 1 i rel t NOVAtime® _ FEEL THE POWER I ® Data Collection Hardware Options ' !, NOVAtime 5000 supports various methods of data collection, and NOVAtime offers the greatest number of options of any provider in the industry. All NOVAtime devices utilize push technology and operate in real time, meaning accurate and up-to- date information is pushed directly to system users,immediately upon entry. The available data collection methods include the following: • Punch/Kiosk time clocks(available with PoE) • Biometric kiosk(fingerprint or hand geometry) • Number key-in • Proximity badge • Magnetic stripe/Bar code scan • Badge/ID card swipe • PC workstation with web browser • Telephone IVR System • Mobile access • Portable punch/kiosk time clock • Wireless PDA • Mobile App for smartphones(iPhone and Android;Windows Mobile for supervisor use) • Mobile App for tablets(iPad and Android;Windows Mobile for supervisor use) ...vv.:- f-a: ,l . . 1-a --_ _� ----- o_ s Web Punch Hand Reader USB Fingerprint iPhone!/iPad! Reader Mobile App OPI;;11. " as ►� Lumidigm Fingerprint _- no8 21 _ _ -- Telephone Smart Clock _ no I. y� _ =--i - .... 1 - • Bluetooth Barcode Android^' Smartphone(Tablet Scanner Touchscreen Lumidigm Fingerprint Mobile Time Clock Mobile App Smart Clock all NOVAtime Technology, Inc„`/ www:hovatime.com - -- 'Piga 13 ''"1- - NO VA time® THE POWER o NT7000 Touchscreen Smart Time Clock/Kiosk ..,••-- mew° i ',- 1 ID options include bar code badge, mag stripe badge, proximity badge, key-in, or biometric o=_ - `� fingerprint verification. If a badge method is used, device can be configured to allow entry of �'-1 2m, im, 1 , _------ , SSN when badge is lost or forgotten. Employee can punch in/out, transfer using up to 8 user- _. — defined levels (department, project, locations, etc.), review/submit timesheet, review benefit } _ balances, request time off, review schedules, and more. The terminal can also be used for i___Call access control. NT65M Mobile Clock with Barcode Scanner a Compatible with barcode badges, the NT6SM is a portable solution with Wi-Fi and Wireless WAN I IAB- €;- capabilities and a rugged design. Using the NT6SM, employees can punch in and out, perform transfers, submit time-off requests, input leave hours, and input tips. Supervisors can view employee 'I . . timesheets, view employee work schedules, access employee accrual information, and access _[;_;_. ._ ii t, employee performance tracking data. al i 1,4 NT450 Smart Time Clock/Kiosk ID options include proximity badge, HID badge, key-in, or biometric fingerprint * "'� As verification. If a badge method is used, device can be configured to allow entry of SSN when badge is lost or forgotten. Employee can punch in/out, transfer using up to 8 er !) , user-defined levels (department, project, locations, etc.), review timesheet, review benefit balances, request time off, review schedules, and more. The terminal can also (� be used for access control. JN.l./ GT400P Hand Punch/Kiosk Time Clock 41 ID options include key-in + hand. The GT400P offers self-service functions to employees with no access to desktop computers, or for those who are not located near an HR office. This I. device is a fully functional time clock with KIOSK capability to increase convenience for your employees. It is an ideal standalone workforce management self-service solution. NOVAtime Technology, Inc. / www.no'vatime.com Page 14 ____ NOtime® VA FEEL THE POWER I 4I Web Browser NOVAtime 5000 can be accessed through the use of a PC with a standard web browser and Internet connectivity. No software is t ` required to be installed on the workstation, other than the web browser, i.e. Internet Explorer, Mozilla Firefox, Google Chrome, Ifs'_� r _ s and Safari.This significantly reduces implementation costs and the , : ' - total, overall cost of ownership. Self-service functionality is + r __= provided as a standard feature of the system, and these functions & ----.. can be easily enabled and disabled. 3." —S--- _ `PC equipment depicted is not a product of NOVAtime. --� II[ - Tr-VAt%xary.esr• Native Mobile Applications 122.00:00 "" Employees can punch In/out and perform kiosk functions through Android or Apple smartphones ^T I and tablets. NOVAtime has scheduled a future release for a mobile application on Windows 3f/ _ Mobile. s s a— Win. e Jr NOVAtime IVR Phone-In System J NOVAtime 5000 can be accessed through any telephone or cellular phone. Employees can -+�� punch in/out, perform transfers, review their schedules, review voice messages recorded by ' e. their manager, and alert the system if they will be tardy or absent (with a reason code '• _ i �,n� selection). 'Telephone depicted is not o product of NOVAtime. %, ' o�:`'� NOVAtouch 11—Biometric Web Services Verification :1/2. ,., The NOVAtouch II can be used in conjunction with PC access. Web service can be configured to • �`` re uire s stem users to identi themselves usin their fin er rint before ainin access to the \ - q Y N g g P g g, application. i' e NOVAtimeTechnolo•y, Inc./ www.novatime.com ""Page 15 i