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Home My WebLink AboutIntelliTime Systems Corp. • IntelllTime M Systems Corporation Technical Proposal to City of Sunny Isles Beach, Florida V$NY is, 0 RECEIVE!) g; -,:? P _ ? MAY 1 20163:2- f C7 r. • : . Cr:sa rA 91 awai ti1C F( • Ftp a 1 J® In Response to a Request for Proposal No. 16-04-03 for an Employee Time and Attendance System IntelliTime Systems Corporation 1 1 18 E. 17th Street Santa Ana, CA 92701 714-444-3020 dpeters@intellitime.com intellitime.com TECHNICAL PROPOSAL t� May 10th. 2016 IntellITime ® Systems Corporation May 10th, 2016 Jane A. Hines, City Clerk, City of Sunny Isles Beach, FL Sunny Isles Beach Government Center 18070 Collins Avenue, 4th floor Sunny Isles Beach, Florida_, 33160 jhinesrCisibfl.net Dear Ms. Hines. I am pleased to submit the enclosed response to your Request for Proposal for an Employee Time and Attendance System for the City of Sunny Isles Beach, Florida. Like all of the other responses you have read, several vendors and us can collect and edit time, manage schedules and provide flexible input methods including time clocks, web timecards, mobile applications and more. The key features that distinguish the IntelliTime solution are below: 1. 100% Public Sector Focus - IntelliTime Systems Corporation specializes in Public Sector Time and Attendance and 24 x 7 Public Safety. Shift Scheduling solutions. One hundred percent of our clients are State, City. County or Municipal organizations. This means that we can share best practices from around North America with your City. ® 2. Completely Browser-Based Solution — 100% of the IntelliTime system is accessible online without any plug-ins, unlike many of our competitors that need Java applets for administrative functions. And whether the City chooses to install IntelliTime locally or opt for our hosted SaaS installation, the system capabilities are identical. 3. Proven track record of implementing client interfaces— While this will be our first Edmunds MCSJ interface, in twenty years of doing business we have interfaced with over 65 different HR/Payroll/ERP systems including custom homegrown software, and we have never failed to implement a client interface on time and on budget. Please ask our provided references about consistent high quality of our implementation services, including configuring interfaces. 4. Advanced Mobile Time Entry—IntelliTime offers the most comprehensive array of time input methods in our industry. including "web clocks", SmartPunch for Android and Apple smartphones with job and pay code changes, the Mobile Crew Sheet Application for Public Works crews, optional time clocks, and optional telephone timekeeping(IVR). Our unique Mobile Crew sheet allows work crews to track Labor, Equipment and Materials in the field on a mobile tablet. Labor copies to the timecard in real time and the material and equipment costs are captured to streamline grant and third party billing such as for road maintenance. We are the only timekeeping vendor that can also track equipment and material costs in a single system. This may save several steps for your Public Works crews. 1118 E. 17th Street Santa Ana, CA 92701 ® 714-444-3020 Tel 714-444-3263 Fax www.IntelliTime.com • 5. Configurable COTS System —the IntelliTime solution was purpose built to handle complex leave and scheduling rules, many of our customers have been impressed with how easy rules are to configure and maintain in IntelliTime versus "bolted-on" time and labor modules of many ERP vendors. Even other timekeeping specialists that claim to have configurable rules actually offer a limited set of"cookie cutter" rules that may not match your City policies without expensive customizations. These customizations must then he maintained through each subsequent software upgrade at great expense. In IntelliTime these rules can be maintained and modified without any programming. Some examples or rules easily handled in IntelliTime include Court or Call Back Minimums, Shift Differentials, Job Rates, FMLA, Affordable Care Act maximums, and "Weighted" Overtime. The savings from reducing ERP customizations alone makes IntelliTime the most economical system to own and operate for many clients. Our powerful timekeeping rules engine can automatically calculate and post shift differentials, call back minimums and handle complex overtime scenarios around standby and call backs as well as charges to Project Codes in 1-IR/Payroll. Some systems require Supervisors and Timekeepers to click on each call in punch and choose"run rules" to apply the call in rules. In IntelliTime this is fully automatic, for further time savings. 6. Powerful Cost Accounting Reporting — Most systems include a single Job Code field with cryptic code structures like GF57243/098/52J1-178/01. The user is left to figure out that "098" is the task code and to remember what that means. In IntelliTime we oiler many custom cost accounting fields, complete with descriptions and effective and expiration dates. We can configure powerful rules around which organizations can charge to which codes and which combinations of codes are valid. Cost accounting is throughout our solution including time clocks, IVR Telephone timekeeping, Web Timecards and even scheduling to account for Special Events for example. 7. Performance Management 'fools — IntelliTime offers a unique optional Performance Management Portal that is tightly integrated to timekeeping and scheduling. Open 311 is provided free of license fees and is completely integrated to timekeeping and scheduling. So as a service request is received on the phone or online, it is instantly routed to the correct department for remediation. Only IntelliTime can then report on the status of the request, or subsequent work orders, at any time, up and until it is completed. Our unique SLA management establishes Service Level Agreements for requests by type so everyone can see if the SLA is being met. As the users work on the requests they track their time, so the costs for completing the requests are also available. Other timekeeping vendors are just catching up on basic cost accounting; IntelliTime is spearheading the;trend towards providing City Executives with the performance tracking tools needed to run government more like a business. The proposed solution will interface tightly to your Edmunds MCSJ HR/Payroll system.This interface imports employee data for use in IntelliTime and also valid Job Codes and Projects for your staff to allocate their time to Grants, Projects, Tasks, Work Orders, etc. in IntelliTime. Leave data will be exported daily to Payroll,and at the conclusion of the pay period IntelliTime can send fully edited and electronically signed timecards to Payroll for importing using our standard bi-directional interface. S IntelliTime Systems Corporation is a Microsoft Silver Certified Partner and our application was built using the .Net environment. The database is Microsoft SQL Server 2012/2014 which you will see is a powerful,reliable and easy to administer database.All of the IntelliTime features use a consistent look and feel for the browser based user interface. Your 300 users will be supported on Windows/Intel servers that will act as the Web. Database server and optionally a separate Interactive Voice Response (IVR)server for any telephone timekeeping functions. Lastly IntelliTime Systems Corporation is proposing a turnkey implementation. \Ve will work with your staff to fully document your requirements and then completely configure the application before providing the on-site administrator, scheduler and user training. You will see that IntelliTime Systems Corporation has the detailed implementation methodology that is comprehensive and designed for large complex Public Sector projects. \Ve respectfully request your recommendation of the IntelliTime Systems Corporation proposal to the City Council of the City of Sunny Isles Beach, Florida. I am authorized to enter into any agreements for the firm. 5itic�1ely. / j (LP- 411 :\ • Dennis Peters President IntelliTime Systems Corporation • 1 ® E EXECUTIVE SUMMARY PROPOSAL SUBMITTAL FORM AND OTHER REQUIRED FORMS NARRATIVE RESPONSES TO SCOPE OF WORK AND DETAILED PRODUCT DESCRIPTIONS TECHNICAL QUALIFICATIONS IMPLEMENTATION PLAN AND SCHEDULE REFERENCES 0 PRICING MAINTENANCE. SUPPORT AND HOSTING 0 » • 1110' » � . Q ' \ 0 IntelliTime Systems Corporation — Executive Summary City of Sunny Isles Beach, Florida Overview In an information intensive environment, productivity is defined as the speed with which information can be collected, approved, edited and processed. Managing complex 24 x 7 schedules, timekeeping, special event and FEMA or grant cost accounting information is a difficult task to manage efficiently. Compounding the challenge of collecting, reviewing, routing, approving and hand keying thousands of timecards is the episodic nature of timecards in that they are only processed every few weeks and only a few days are available for this task. Since maintaining a large data entry staff is inefficient when they are only needed at pay period end, most organizations instead choose to interrupt people's normal jobs for timecard processing. Managing schedules and processing payroll reports manually is made more difficult in a Public Sector/Public Safety organization where typical timecard edits like daily totals and leave balance checks are compounded by often obscure scheduling, work out of class (i.e. Acting Sergeant) or shift differentials and civil service work rules and complex cost accounting restrictions on grants, activities,billable overtime and tasks. Special events and outside overtime compound the normally difficult task of filling overtime shifts caused through normal short staffing, leave, training and court appearances. Assigning overtime fairly and transparently is an important part of maintaining good morale. Neither the schedulers, employees nor the timekeepers can understand and apply all of the rules consistently and accurately using manual procedures. Paper forms must be hand carried ® through the approval workflow and misplaced forms can cause overtime or leave to miss the normal payroll cycle. IntelliTime Systems Corporation has taken great care to insure that we have addressed every requirement of the Employee Time and Attendance System RFP. We are also very proud of the fact that our application has the capability to extend the minimum requirements of the RFP with some very useful features that will save the City of Sunny Isles Beach hundreds of thousands of dollars in staff time now spent manually creating schedules and keying, checking and signing timecards. First we will configure an interface to your Edmunds MCSJ software. This will save the City of Sunny Isles Beach from having to manually enter and maintain 600 employee records in IntelliTime. At the end of the pay period, approved and electronically signed timecards will be uploaded to the MCSJ Payroll module using their standard interface. The following proposal was developed in May of 2016 at the request of the City of Sunny Isles Beach to meet their requirements for a method of more efficiently tracking timekeeping and scheduling for 300 City personnel and for managing complex leave and overtime rules. This proposal describes the software and services that IntelliTime Systems Corporation is proposing for this project and was prepared based on the RFP for an Employee Time and Attendance System for the City of Sunny Isles Beach, Florida. 1111 Copyright 2016, IntelliTime Systems Corporation Page 1 of 4 d ft, IntelliTime SystemsCorporation Executive Summary410 City of Sunny Isles Beach, Florida The system proposed herein was specifically designed for the environment found in public sector agencies where State and Federal work rules are supplemented by bargaining agreement, scheduling and grant reporting rules. Complex edits that would require months of custom programming in software developed for the commercial marketplace are easily configured in IntelliTime. This fact alone makes IntelliTime the most economical system to own and operate for many clients. Project Goals IntelliTime will achieve seven separate goals for the City of Sunny Isles Beach during this project including: 1. To implement a Public Sector Enterprise Time and Attendance solution that is designed for a complex 24 x 7 Public Sector organization like the City of Sunny Isles Beach. IntelliTime specializes in large complex Public Sector and Public Safety workforce automation solutions. One hundred percent of our clients are Public Sector organizations. Our typical implementations handle complex call-ins, court pays, shift differentials, managing complex leave rules and holiday policies and all leave accruals. Our system has Public Sector specific features such as our Group-based Security, Overtime Authorization form and Special Event management modules. Complex cost accounting, grant and billing reporting are also Public Sector specific features. 2. To implement a timekeeping solution that offers powerful, flexible time collection and editing features from a variety of input methods including weekly Web timecards, "Web Punch" from computers, our "SmartPunch" app for smartphones, our Mobile Crew Sheet Application for work crews,optional Time Clocks,and optional Interactive Voice Response (IVR) telephone timekeeping. Punches entered from any of our flexible input methods synchronize to the server in real-time, where Management staff can easily monitor and correct incoming punches online through our interactive "Who Is In" dashboard, with exceptions such as Late Arrivals and Potential Overtime highlighted and a full audit trail of all changes made. At IntelliTime we believe that the best type of report is one that always contains the latest real-time information and automatically provides the analysis Managers need to take action. As such, the IntelliTime solution provides an unparalleled array of real- time analysis dashboards built into our base system, such as our Document Review Screen for reviewing timecards, leave requests, and other time documents, Our Who Is In display for monitoring punches with exceptions highlighted, our Dynamic Schedule display showing real-time views of the latest shift changes, our Work Order Assignment Screen for assigning work orders to crews and monitoring their status, and our Sick vs. Overtime Dashboard that gives a visual display of both totals by calendar year. 4r:, Copyright 2016, IntelliTime Systems Corporation Page 2 of 4 IntelliTime Systems Corporation — Executive Summary City of Sunny Isles Beach, Florida 3. To implement a system that will interface to your Edmunds MCSJ HR/Payroll software. This will streamline administration in IntelliTime as you hire, promote, transfer or retire employees using the existing personnel action forms,the same changes made in MCSJ will update the IntelliTime application. While this will be our first Edmunds MCSJ interface, we have interfaced with over 65 different HR/Payroll/ERP systems including custom homegrown software, and have never failed to implement a client interface on time and on budget. We have provided multiple client references where their interface was the first IntelliTime had created for their HR/Payroll/ERP system. We would also be willing to make configuration of the MCSJ interface our first project deliverable, and if we did not successfully produce this deliverable in 30 days, the City could cancel the contract at no cost. 4. IntelliTime Systems Corporation has taken great care to deliver a system that allows most complex payroll and scheduling rules to be defined as data elements in the database instead of hard coded algorithms that must be modified through each subsequent IntelliTime software release cycle. System workflows are configurable and approvals can be contingent on the timecard entries so maybe overtime requires a department head signature. The system flexibility is one of the most important cost avoidance elements of our proposal. Many of our clients have avoided costly ® modifications to their ERP software by implementing an IntelliTime solution. Often the cost avoidance on the ERP modifications alone more than paid for the entire IntelliTime implementation. Our advanced rules engine easily handles complex rules such as Shift Differentials, Holiday pays, Acting Pays, Standby, Call Ins, Military Pay and all complex FLSA calculations including weighted overtime. In Leave Management we feature an Accruals module that can "project" what a user's leave balances will be in the future so if they request leave today for Vacation in October 2016, IntelliTime knows what their balance will be in October 2016. 5. As the City of Sunny Isles Beach may be aware only IntelliTime also offers a powerful optional 24 x 7 Dynamic Shift Schedule module tightly integrated with our Timekeeping solution in the same database with a common look and feel. This can optionally be implemented to automate the day to day scheduling of your Public Safety and other 24 x 7 departments. The IntelliTime Dynamic Shift Scheduling system will save you time and money by offering strategies for filling open shifts with qualified staff that can be moved from their current assignment without also creating a vacancy to save overtime costs. \Vith part time seasonal staff we can show which staff are qualified to fill a post but will not exceed their maximum weekly Affordable Care Act hours if hired for an open shift. And our Shift and Vacation Bidding modules will save your Public Safety command ® staff hundreds of management hours now spent manually handling bids. Copyright 2016, IntelliTime Systems Corporation Page 3 of 4 IntelliTime.Systems Corporation — Executive Summary City of Sunny Isles Beach, Florida 6. The IntelliTime application has many native features that can provide flexible solutions to a variety of scenarios not called for in your RFP. Examples include our optional Interactive Voice Response (IVR) server where for example an employee can call in sick or enter a leave request over the telephone. If you have extra duty shifts or you need coverage for an employee called in for Jury Duty, the IVR system can dial out automatically and offer the shift to qualified staff based on seniority or least amount of' overtime worked this quarter or many different criteria. Users can also call in and hear their next scheduled shift, hear their available Leave Balances over the phone and call in Sick via the phone under configurable conditions e.g. you can only use the automated system if two hours of notice is given, once you arc closer than two hours to the start of your shift you must speak to a Supervisor to call in Sick, for example. IntelliTime offers an optional Performance Management Portal that is tightly integrated to timekeeping and scheduling. Open 311 is provided free of license fees and is completely integrated to timekeeping and scheduling. So as a service request is received on the phone or online, it is instantly routed to the correct department for remediation.Only IntelliTime can then report on the status of the request,or subsequent work orders, at any time, up and until it is completed. Our unique SLA management establishes Service Level Agreements for requests by type so everyone can see if the 4110 SLA is being met, along with costs for completing each request. 7. Last but not least, the system must be reliable. A fast, easy to use system with every conceivable edit is worthless if system uptime cannot be assured. The IntelliTime solution will be installed on reliable Intel and Microsoft servers located at the City of Sunny Isles Beach or optionally hosted by IntelliTime in partnership with Rackspace, at data centers located in Chicago and Dallas. Summary and Conclusions We encourage the reader to review the entire proposal including the system pricing and technical system description provided later in this proposal. We believe that IntelliTime Systems Corporation, with our twenty years of success in delivering fast, efficient and reliable scheduling cost accounting and payroll data collection systems is the ideal vendor for this project. We trust that as you review this proposal in its entirety and speak to the customer references we have provided the reader will become confident that that IntelliTime Systems Corporation is qualified for this project. We respectfully request your recommendation of our proposal to the City of Sunny Isles Beach Evaluation Team. • Copyright 2016, IntelliTime Systems Corporation Page 4 of 4 • CITY OF SUNNY ISLES BEACH I8070.Callins Avenue Sunny Isles Beath, Florida 33160. 5egg). rrF 305.947.0606 0 .`. • www.sibfl.net • n• o,a yam' fCrry Or Sus t- 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: NI Not Included: n Comments:Yes,as an enterprise solution, 100%of our clients use the system across wide area networks as well as the internet. The IntelliTime solution is entirely browser-based and requires no pluq-ins to run. City of Sunny Isles Beach I Request for Proposal No. 16-04-03 21 ;' , ,;4: c CITY OF SUNNY1SLES;BEACH' Y , ' . ; 'f9070 Collins'Avenue ' " Suriny Isles Beoch7Flondg;33160 ,. :,s0""`!..<22., s 305 947:0606 ,°a.,.,,,-,.;‘, / '7'.';r: syr • www sibil net " •` • " i , 7-_--a' ,t 'se :,ro• a' ° cn}..or sus i'�+ 5.i, S"s4 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. .2). Included: Not Included: ❑ Comments: Yes,we have a standard built in bi-directional interface tool for administrators to easily run imports and exports between IntelliTime and Edmunds MCSJ While this will be our first Edmunds MCSJ interface we have interfaced with over 65 different ERP systems and have never failed to implement a client interface on time and on budget. 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: 1 Not Included: c Comments:Yes,the IntelliTime solution is a COTS system created from the ground up for Public Sector workforce management, including over 80 standard reports and real-time"analysis dashboards"for managers to monitor and correct employee time and multi-shift schedules. Our system is highly scalable with client user populations ranging from 150 to over 16,000 users. 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: '5 Not Included: ❑ Comments: Yes our nronosal includes full configuration services including recreating all the County's work roles/modes, documented in a 200 page"System Configuration and Test Plan". Much of the employee information can be imported from MCSJ using the interface we will create, saving the City from having to update this information manually in IntelliTime. 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: 1 Not Included: ❑ Comments:Yes,time entered from any input method (PC, smartphone,time clock, IVR,etc.)synchronizes with the system in real-time, where Managers can then use our interactive"Who Is In"dashboard to monitor and correct employee time, with exceptions such as tardies and possible overtime highlighted and a full audit trail including original value, new value, date/time the change was made, person who made the change, and comments. N ,mer City of Sunny Isles Beach I Request for Proposal No`16-04-03 i 22 . `' • • -- CITY OF SUNNY ISLES BEACH - _ 18070 CollinsAvenue Sunny Isles Be&h; Florida 33160, o so"" 44...;„, S;s, 305.947.0606 y '; `any`' Q,1" g! 9.114 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: V Not Included: Comments: Yes, employee information such as time entries, leave balances, upcoming schedules. etc.is easily viewed from any PC or mobile computing device with a supported web browser installed.We support all popular browsers including Microsoft 11 and Edge, Firefox.Safari and Chrome. 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 (Pads/smarty ones)(3.3.10). Included: Not Included: ❑ Comments: Yes. employees can enter time and request leave by web browser on any PC or mobile computing device, and also from our optional G-2 time clocks. Employees can also add iob and cost accounting information such as project codes, ® check their upcoming schedule, request overtime. review past timecards and leave/overtime requests.and more. 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: 9f Not Included: ❑ Comments:Yes,we support unlimited leave types and unlimited jobs with job rates. Current balances are imported daily from MCSJ, and our system can accurately"project"each employee's future accrual balances, so if they request vacation in November 2016, the system knows how much vacation they will have in November 2016. The system must allow multiple approval levels (3.3.4); system must allow supervisor to assign temporary timekeeping responsibility to another employee/supervisor. Included: Vf Not Included: ❑ Comments:Yes,our system supports up to 32 approval levels on a single timecard. leave request. etc.Approvals are highly configurable and can be"conditional"based on County defined criteria,for example using FMLA leave could require additional HR approval.And our"Inbox Forwarding"feature allows Supervisors to forward all items pending their approval to their designated alternates with a single mouse click.Supervisors can self-maintain their designated alternates from a list of qualified employees, and will be prompted to select alternates the first time they log into the system City of Sunny Isles Beach I Request for Proposal No. 16-04-03 23 a ��' ,CITY OF SUNNY ISLES BEACH J•� ( ;18070 Colhns`Avenue ' Sunny Isles Beach Flonda,33160 SVNNT,Jr f\ • 305 942.0606 o '\ I� � t =,� °ti ` • 9 ��< wwwsibfl not '�r� '� ��. '+� • a 'r c �1f •:.,I0 O 1.'4 Of SUN Pa 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: I Not Included: ❑ Comments:Yes,system has very configurable security based on user Roles(user, Supervisor, Payroll Clerk,etc.)and Ranges (typically based on the City's Budget structure). Supervisors will only be able to view/edit timesheets for employees within their assigned Range,with a full audit trail of all changes made including original value, new value, date/time, and who made the change. The system must allow supervisors to review and approve each individual timesheet. The City prefers not to have"mos approvals (if in system, can it be blocked?)—review and individual approval is desired. Included: Not Included: ❑ Comments: Yes,the default system behavior is that timecards, leave request, etc. must be reviewed/approved individually by each approver in the workflow(employee, Supervisor,etc.).The ability to"mass"approve timecards can easily be blocked through configurable Role and Range security assignments. The system must allow for programming of adequate"payroll rules"to enforce standard timekeeping, shift 11, and pay policies. Included: y Not Included: ❑ Comments:Yes, IntelliTime easily handles all complex"payroll rules"without any customization;examples include weighted OT, call-in minimums, shift differentials, comp payouts, stipends, these are not a limitation. Many vendors claiming to support configurable rules actually provide a set selection of"cookie cutter"rules that may not match City policies without expensive customizations. In IntelliTime even the most complex pay and scheduling rules are 100% configurable without programming. 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: 4/ Not Included: ❑ Comments:Yes we support unlimited employee schedules of any pattern including variable days on/off,variable start/stop times, cross-midnight shifts,cross-pay period shifts, multiple locations with our"Tours"feature, variable days before the pattern repeats,etc. We also support unlimited Holidays and multiple Holiday Calendars,so maybe Hourly staff observe Christmas on Sunday the 25th, but salaried employees observe Christmas on Monday the 26th.All schedules/holidays are easily configured without programming. e City of Sunny IslesBach I Request for Proposal No. 16-04-03 CITY OF SUNNY ISLES BEACH • 18070 Collins Avenue. .. •Sunny Isles Beach; Florida 33160, ,�""`"a fir. 305.947.0606 f l '` vnvwsibfl.net -1 • 'o t .k off 47 0 r'n or sutra�� 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: V Not Included: ❑ Comments: Yes,the default system behavior is to prevent changes to data from past pay periods that has been finalized. We do have an online Prior Period Adjustment form for making changes to closed pay periods with full audit trail.All historical data remains available for viewing/reporting indefinitely at no extra cost to the City. The system must provide the ability to export all reports and data to multiple formats (Microsoft Excel .xls (mandatory), Adobe .pdf, Text .txt) Included: V Not Included: ❑ Comments:Yes,over 80 standard reports can be viewed/printed directly in browser as PDFs or exported as .xls or.csv files to Office applications.Ad-hoc reports created in the included Analytics module are exportable as Excel-friendly .csv files, and we also provide full system read-only database views for use with 3rd party reporting tools such as MS SQL Server Reports. 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 ustom queries and reports. Included: Not Included: 0 Comments: Yes ystem includes over 80 standard"canned"reports with very flexible search and sort criteria so many reports effectively function as several reports-in-one.We also include our Analytics module for ad-hoc reporting on almost all employee fields jn the system,with the ability to save custom search profiles for re-use and to export the data as .CSV files to Office applications. 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,to inate to prevent access. Describe your system security capabilities. Included: Not Included: 0 Comments:Yes, highly configurable system security based on user Roles (user, Supervisor. Payroll Clerk,etc.)and Ranges(typically based on your budget structure). Roles restrict access to system functions,and Ranges restrict access to employee data; so a Police Supervisor will only have access to Supervisor system functions and Police employee data. Authorized users can lock employees out of the system immediately with our"Suspend"check box in the Employee Information screen. 110 City of Sunny Isles Beach I Request for Proposal No. 16-04-03 25 CITY,OF;SUNNY ISLES BEACH ! 18070 Collins`Avenue. '° Sunny Isles Beoch Florida,.33160 ` o"" site, A 305 9470606 • f t 0! rlc, • c. '4' SU" s0 OF tat. Attachment A, Hardware & Software Requirements, completed and enclosed Attachment B, Examples of Similar Implementations, enclosed Attachment C, Company Profile and Time&Attendance System Details, included and enclosed Attachment D, Training and Technical Support Details, included and enclosed Vf Attachment E, Maintenance and Support Agreement, included and enclosed Non-hosted software option 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 integration and year one support on a guaranteed maximum bid price of: $58,360 All required system training for up to 60 T&A system users as well as 3 IT $6,500 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 $10,000 data into new T&A system _ Total Year One purchase cost of proposed Time and Attendance system $74,860 Year Two Annual Cost for Support/Upgrade/Maintenance Services $7,500 Year Three Annual Cost for Support/Upgrade/Maintenance Services $7,500 Other Costs, if any (please provide details) $none *Note: Detailed breakdown of line item costs attacheded-the above prices are still all-inclusive. Hosted/cloud-based subscription option: !� All T&A system setup/configuration services, Edmunds/MCSJ integration on a $26,860 guaranteed maximum bid price of: All required system training for up to 60 T&A system users as well as 3 IT $6,500 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 $10,000 data into new T&A system Year One Per Employee Per Month cost of subscription (300 Users/12 months) $25,984 Total Year One cost of proposed Time and Attendance system $69,344 Year Two Per Employee Per Month cost of subscription (300 Users/12 months) $25,984 Year Three Per Employee Per Month cost of subscription (300 Users/12 $25,984 months) Other Costs, if any (please provide details) $none `Note: Detailed breakdown of line item costs attached-the above prices are still all-inclusive. City of Sunny Isles Beach I Request for Proposal No. 16-04-03 26 • • - _ CITY OF SUNNY ISLES BEACH 1807,0.C6llins Avenue • Sunny lsles.Beca;Florida 33160 `fj 305:947.0606 www.sibfl.nel • • 2 � I • s #'. •`.O Sir clifr or sus P'Is 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: IntelliTime Systems Corporation Business Name(dba), if any: same as above Street Address: 1118 E 17th Street. Santa Ana. CA 92701 Mailing Address (if different): same as above Telephone No.: (714)444-3020 ext. 105 Fax No.: (714) 559-3145 Email Address: dpeters(@intellitime.com FEIN No.: 33-0766329 *By signing this document me bidder agrees to all Terms f / Authorized Signature: Print Name: Dennis Peters Title: President and CEO 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. 411 City of Sunny Isles Beach I Request for Proposal No. 16-04=03 27 CITY OF SUNNY ISLES BEACH 18070 Collins Avenue Sunny Isles Beach, Florida 33160r 305.947.0606 °�`s�""' <'•.' �- --- -- - - - www.sibil.nel °ila ^I yro o -` 5+ o• C'F or sut+0' ACKNOWLEDGEMENT OF ADDENDA INSTRUCTIONS: COMPLETE PART I OR PART II,WHICHEVER APPLIES PART I: LIST BELOW ARE THE DATES OF ISSUE FOR EACH ADDENDUM RECENED IN CONNECTION WITH THIS PROPOSAL Addendum#1, Dated 4/272016 Addendum#2, Dated 4272016 Addendum#3, Dated Addendum#4, Dated Addendum#5, Dated ® Addendum#6,Dated Addendum#7, Dated Addendum#8, Dated PART II: ❑ NO ADDENDUM WAS RECEIVED IN CONNECTION WITH THIS PROPOSAL • COMPANY NAME: rum, e S , Corporation SIGNATURE: / +'J TITLE: President and CEO DATE: 5/102016 fillCity of Sunny Isles Beach (Request for Proposal No. 16-04-03 33 0 * * 14JH/�rlrtr . , �CH.f NON — COLLUSION AFFIDAVIT ii s City of Sunny ors les Beach 13070 Corns Avenue • ••,•��oo�� Sunny Isles BeaCr,FL 33780 a••u.•'w Telephone:(305)947-0606 Fax(305)949-3113 STATE OF R1DA CA ) COUNTY OF Orange I The undersigned being first duly sworn as provided by law,deposes,art says: This Affidavit is made with the knowledge and intent that it is to be filed with the City of Sunny Isles Beach City Commissfan arid that It wig be relied upon by said County.in any consideration witch may give to and any action it may take with respect to this Bid. The undersigned is authorized to make this Affidavit on behalf ol, Intelliliime Systems Corporation (Name of Corporation,Partnership,Individual,etc.) a. Corporation .formed under the laws of California (Type of Business) • (State) of which he is President and CEO (Sole Owner,Partner,President,etc.) Neither the undersigned nor any person, fine, or corporation named in above Paragraph 10.2, nor anyone else to the knowledge of the undersigned,have themselves solicited or employed anyone else to solicit favorable action for Uls Bid by the City,also that no head of any alli department or employee therein,or any officer of the City of Sunny Isles Beach,Florida is directly interested therein. This Bid is genuine and not collusive or a sham;the person,firm or corporation named above in Paragraph 10.2 has not colluded.conspired, connived or agreed directly or indirectly with any proposes or person,firm or corporation,to put in a sham Bid,or that such person.firn or corporation,shall refrain • Bidding,and has not in any manner,directly or indirectly,sought by agreement or collusion,or communication or conference with a.- • ' n,firm or corporation,to fix the prices of said Bid or Bids of any other proposers;and all statements contained in the Bid . 8.•S de-.'.-, ve true; and further; neither the undersigned, nor the person, firm or corporation named above in Paragraph 10.2, ecty• �tlk .ubmitted said Bid or the contents thereof,or divulged information or data relative thereto,to any association or to any . ...-gent t,� ��f. i _ President and CEO AFFIAN NAME ' AFFIANTS TITLE TAKEN,SWORN AND SUBSCRIBED TO BEFORE ME this 15th day of Aoril ,200.16 Personally Known or Produced Identification J ; Type of identification Driver's License (Affix seal ) Deborah A.Daniel NOTARY PUBLIC(name printed or typed) Pleil..----"--5---Lij j__, n ...„„,. ...---1-1:-.-7,10/A.2.411 0. or<a•eEa2e.2010 1 of 7 40 A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. State of California County of Orange Subscribedand sworn to (or ed) before me on th1 day of L. , 20/ by SLI.S E I proved to me on the basis of satisfactory evidence to be the person(s)who appeared before me. ''4, DEBORAH A.DApo:L 4: COMM.52078205 _. ' ►ebiryPublic-ceuro a omm rues: . u,2oie /Ai(mal) .1,4,r_ 12 l / 4 / S 0 Iscre ale n PUBLIC ENTITY CRIMES + City of Sunny Isles Beach , oma 18070 Collins Avenue %i :•rsos` a•` Sunnylsles Beads FL 53160 at s""' Telephone:(305)917-0606 Far(305)919-3113 SWORN STATEMENT PURSUANT TO SECTION 287.133(3)(a) FLORIDA STATUTES,ON PUBLIC ENTITY CRIMES PUBUC 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 PUBUC OR OTHER OFFICIAL AUTHORIZED TO ADMINISTER OATHS. 11.1. This sworn statement is submitted to City of Sunny Isles Beach by Dennis Peters,President and CEO (pmt nenedual s name and m1e1 for IntellTime Systems Corporation d ip,nt name entity wbm p swam slatanentj ® whose business address is: 1118E 17th Street Santa Ana CA 92701 and(if applicable)its Federal Employer Identification number(FEIN) is 33-0766329 (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 411 interest in another person, or a pooling of equipment or income among persons when not for fair MOWS/213.2010 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 entersinto 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. 11A. Based on information and the statement which I have marked below is true in relation to the entity . , submitting this sworn statement. (Indicate which statement applies.) V Neither the entity submitting thisiworn statement, nor any Of its 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 areactive in the management of the entity, or an affiliate of the entity has been charged with and'convicted of 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 DECEMBE 1 fa THE CALENDAR YEAR IN WHICH IT IS FILED. I ALSO.UNDERSTAND THAT I ANIREIDUI TO I 0' HE PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS.OF THE TW .H0 '.A IIP T PROVIDED IN SECTION 287.017;FLORIDA STATUTES, FOR CATEGORY TWO OF A H• GE E INFORMATION CONTAINED IN THIS FORM. By: (Signature) Dennth Peters (Printed Name) President and CEO (Title) Sworn to and subscribed before me this 15th day of April , 20 16 , by Deborah A Daniel • (AFFIX NOTARY STAMP HERE) 4/4 Signature: Notary Public-State o • rty,/(11A Deborah A Daniel Print or Type Commissioned Name Personally Known OR Produced Identification mi Type of Identification Produced Driver's License SW- 411) 10/1998 3 of 7 ® Anotary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. State of California County of Orange Subscri.-• and sworn to (or ed) before me on this g 111 day of air , 20 b PM Lc 57.1 proved to me on the basis of satisfactory evidence to be the person(s)who appeared before me. T ' DEBOM A.DMIEI 4z cow1.41207820s•. Notary Public-California (Seal) _r"i l / A o S • Vtour g O�y�` R,1 ..‘ j EQUAL OPPORTUNITY / AFFIRMATIVE ACTION o. City of Sunny Isles Beach a..or 01 18070 Cotka Menus Sumq Islas Beach,Fl. 33160 Telephone:(305)947-0606 Fa(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, n ional r sex, age, handicap, marital status, and political affiliation or belief. orSigned: _ • Title: President and CEO Firm: IntefTme Systems Corporation Address: 1118 E 17th Street.Santa Ma,CA 92701 • 411. occaMn 25.2010 4 of 7 .�'yJ�r`fi,!, . W 1_ CONFLICT OF INTEREST : City of Sunny Isles Beach 16070 Camra Avenue ury '•C r • c •` Sry Iles Beach.FL 33150 e•.vs•le Telephone(305)947-0606 Far.(335)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 CA COU O BEFORE ME, the undersigned authority, personally appeared Dennis Peters who was duly sworn, deposes,and states: 18.1. I am the President and CEO of IntellTme Systems Corporation with a local office in N/A and principal office in Santa Ana CA 18.2. The above named entity is submitting a Bid for the City of Sunny Isles Beach, Bid No. 16-04-03 described as: Employee Tine and Attendance System. 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,contracle,or property interests for this project. 18.71 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. 18.81 certify i - • member of 0-- entity's ownership or management, or staff has a vested interest in any aspect of the City of Sunny Isles :-- • . 18.9 In the eve • - •nflie • int ‘• Is identified in the provision of services, I, on behalf of the above named entity,will Immediately n• . •.. es Beach. Dat-• tO d1y 2016. Dennis Peters President end CEO AFFIANT Print or Type Name and Title Sworn to and subscribed before me this 15th day of April 2016. ❑ Personally Known OR O Produced Identification J ;Type of I ntifi tion Driver's Lice se NOTARY PUBLIC STATE OF IDA[_ Q /FcMif A I i� ®' l- pECe10ER M,2010 5 of 7 A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. State of California County of Orange S scri . and sworn to (or ed) before me on thi/-7 da of Jr, ` 20 b tr I. 6f„1 proved to me on the basis of satisfactory evidence to be the • person(s)who appeared before me. DEBORAH tinyam r'! couy.s2mams . a •1:; •.-:-.3 Noisy Public-California k \ral Orarige tarna wis A r (tel) •fet /17 DISPUTE DISCLOSURE ® City of Sunny Isles Beach • •. 18070 Caine Avenue �•�••,•rio• e•� Sunny Wes 6erh.FL 33160 e..v•� 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 assodations 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 Isification of fads shall be cause for forfeiture of rights for further consideration of this Bid for MA ly of A lies Beau. Intel! Ss ! • -tion 5/10/2016 Firm Ill9 Date Dennis Peters,President and CEO Authorized Signature Print or Type Name and Title 411. DEMMER29,2010 6of7 -°/‘47 ANTI - KICKBACK Vi ' •• w` I • City of Sunny Isles Beach 18070 Cogan Avenue . rws a• Sunny Isles Saadi,FL 33100 Telephone.(305)947-0606 Far(305)949-3113 ANTI-KICKBACK AFFIDAVIT STATE 02.l cA ) COUNTY OF Orange ) 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 .c or its elected officials as a commission, kickback, reward or gift, directly or in. a m any member of my firm or by an officer of the corporation. By: Title: President and CEO ® The foregoing instrument was acknowledged before me this Ism day of April 20 16 , by Dennis Peters [name of person), as President and CEO [type of authority], for IntelliTime SystPrns Corporation [name of party on behalf of whom instrument was executed]. AFFIX �Q ARP HERE: (---44§441-4- J Notary Public— State of da AM/A �� Deborah A.Daniel or Print or Typee Commissioned Name Personally Known OR Produced Identification ✓ Type of Identification Produced Drivers License ®. DEMMER28,2010 7 of 7 ® A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. State of California County of Orange Subscri . and sworn to (or ed) before me on this/5Z day of !f'` 20 b ?� f.S ETA proved to me on the basis of satisfactory evidence to be the person(s)who appeared before me. DEBORAH A.DA$ip1 s: couu.nomams• r ;' Nobly rte,California . Orange Cart/ came. p .2011 t "7 (Seal) �-�' / / / Ii; , / ® IntelliTime Systems Corporation Section 3:3 Scope of Work– Narrative Responses 3.3 SCOPE OF WORK 3.3.1. The Automated Time and Attendance System must have a built-in import / export function specifically designed to interface with Edmunds MCSJ, in a Microsoft SQL Server Database environment. The vendor must provide examples where their system is currently used in a live environment to interface with Edmunds MCSJ or a similar system, and provide assurance such interface shall function to meet the needs of the City. IntelliTime Response: Yes. The �Q I- I ' r d 1 ® #?S IntelliTime solution has a standard I "` J, "" built-in bi-directional interface for import/E`°° Setup administrators to easily run imports „� ;Ea F102 � and exports between in IntelliTime o l�Ee• I`tttO'2nN`2'=r!u�u❑ D 1 0lvcu P*,tl Wim acJcutni:t,Lt ,X ItomJ ❑ ❑ o and Edmunds MCSJ. Interfaces 01Paraea.Jars t7cicuatm,st,nta,mt �7.4. ❑ ❑ o are highly configurable, including 0 Capz 1°uta,:n��xr 0 ❑ o support for multiple imports/exports (perhaps by departments), user • - defined import/export time periods, user-defined file formats, these are just a few examples. We are a i_ i"Atio At"mr ,�� ® �- Microsoft Silver Partner and our I I I `"p' 'h No' • system uses Microsoft SQL Server C,,, _,,,,,,o„eaq as the database platform. While this will be our first Edmunds MCSJ interface, we have interfaced with over 65 different HR/Payroll/ERP systems including custom homegrown systems, and have never failed to implement a client interface on time and on budget. The City is encouraged to reach out to our provided reference contacts to confirm how seamless the interface process actually was for their respective implementations. We will also provide the City with a fully configured sandbox site at the beginning of the project. We would agree to create the Edmunds MCSJ interface as our first project deliverable. If IntelliTime was unable to successfully deliver this interface within 30 days, we would agree to cancel the contract at no cost to the City. Copyright 2016, IntelliTime Systems Corporation Page 1 of 6 5/10/2016 • IntelliTime Systems Corporation Section 3:3 Scope of Work— Narrative Responses 3.3.2. The Time and Attendance System must allow the MCSJ system to feed information into the T&A system each pay period, pertaining to Employee records, Leave accruals, Job or Pay Codes. The system must feedback to MCSJ, each pay period, all approved Time and Attendance records as approved by both Departmental Supervision and the Payroll Department. IntelliTime Response: Yes, we will configure the MCSJ interface to import a file of City employees that will be managed in IntelliTime. This saves the City from having to manually maintain this information in IntelliTime. The import can be run at any time and the system is fully functional while the interface is being run, so it can run more than once a day if desired if many HR changes are being made for example. A report runs to show new employees that show up in the import, so the IntelliTime administrator can assign them a schedule for example. The import can also bring in cost accounting structures such as grants or project codes that can be used to charge time. An interface keeps these key systems synchronized with minimal administrative effort. At pay period end, or whenever desired, the export interface will create a file of approved and fully edited time and leave transactions for processing by MCSJ that 111 matches your export file layout specifications. 3.3.3. The Time and Attendance System MUST provide a detailed audit trail whereby Finance / Payroll management and Audit staff may track attendance records and changes related to any individual or group timekeeping records. IntelliTime Response: Yes, our system has a full audit trail of all changes made to time documents or schedules, including the time/date stamp, the original value, the new value, and the person who made the change. 3.3.4. The Time and Attendance System must provide multiple levels of supervisory approval with a workflow based oversight of groups and sub-groups within our organization. It is preferred that the supervisor be required to approve each employee's time entry individually, not approve time entry without individual review. IntelliTime Response: Yes, our system has highly configurable workflow approvals, with up to 32 approval levels supported on a single timesheet, leave request, etc. At each approval level, the system records the digital "signature" of the signer and the date/time stamp at the bottom of the document, so Reviewers can see the approval status at a glance. We even support conditional approvals based on City-defined criteria, for example use of FMLA leave could require additional HR approval. Copyright 2016, IntelliTime Systems Corporation Page 2 of 6 5/10/2016 IntelliTime Systems Corporation Section 3:3 Scope of Work — Narrative Responses The default system behavior is for Supervisors and other approvers to be required to review and approve each timesheet, leave request, etc. individually. `Mass"approval functionality can also optionally be configured for higher level Roles such as Payroll Clerks if desired; it is very flexible. 3.3.5. The Time and Attendance System must provide user based security to control access to specific departments, groups, and levels of specific employee and departmental information. IntelliTime Response: Yes. The IntelliTime System uses configurable security based on user Roles (User, Supervisor, Payroll Clerk, etc.) and Ranges (typically based on the City's budget structure). Roles control access to specific system functions and/or modules, while Ranges control what employee data a user has permission to access. So for example a Police Supervisor would only have access to Supervisor-level system areas and functions, and would only be able to access Police employee data. 3.3.6. The Time and Attendance System must allow employees and supervisors to enter multiple pay or job codes during the work day. The pay or job codes must have a relation to the same job codes in the City's MCSJ system. Preference will be given to a ® system which can do so without remapping or cross referencing codes. ® IntelliTime Response: Yes, our system is technically capable of supporting an unlimited number of pay codes as well as override accounting codes such as job codes, grant codes, project codes, or any City-defined category. IntelliTime has especially robust cost accounting features, with up to five configurable override accounting fields directly on the employee timesheet and robust reporting features for analyze time by job code or other cost accounting categories. We can import all eligible job codes from the MCSJ system without remapping the codes, using our standard built-in bi-directional interface tool. We can also associate pay rates with each job code, and can configure system rules to correctly calculate blended overtime for employees based the rates for each position they worked. Other complex pay rules easily handled in IntelliTime without any customization include call-in minimums, shift differentials, comp payouts, stipends, these are not a limitation. 3.3.7. The Time and Attendance System must provide for scheduling employees on multiple shifts with pay differentials or premiums. IntelliTime Response: Yes, first we support an unlimited number of employee schedules of any pattern: variable days on/off, variable start/stop times, cross-midnight shifts, cross-pay period shifts, variable locations with our "Tours" feature, any pattern length before the schedule repeats, and more. 410 Copyright 2016, IntelliTime Systems Corporation Page 3 of 6 5/10/2016 IntelliTime Systems Corporation • Section 3:3 Scope of Work— Narrative Responses IntelliTime is a COTS solution that was purpose built to handle even the most complex leave, pay and scheduling rules without any custom programming, using interface screens. Many other vendors claiming to support complex rules with customization actually provide a suite of"cookie cutter"rules for vendors to choose from, with a non- binding guarantee of accuracy. So even these supposedly COTS systems required weeks or even months of custom programming, and these customizations then have to be maintained in subsequent upgrades at great expense. Some examples of rules easily configured in IntelliTime include Court or Call Back Minimums, Shift Differentials, Unlimited Jobs with Job Rates, FMLA, Affordable Care Act maximums, Holiday Premiums, and Weighted/Blended Overtime. The savings from reducing customizations alone makes IntelliTime the most economical system to own and operate for many clients. 3.3.8. The City desires an annual support/maintenance structure that will be inclusive of all future support and upgrades of the proposed system (non-hosted or hosted options, both). IntelliTime Response: Yes, our standard support and maintenance agreement includes all minor fixes/patches as well as 2 full system upgrades annually. At IntelliTime we consider support Job One, and we encourage the City to ask our references about the consistently high caliber of IntelliTime support. We have also included a detailed narrative description of our support and maintenance in the Support, Maintenance and Hosting section of our response. 3.3.9. The system must comply with all Fair Labor Standards Act and City payroll policies and procedures. IntelliTime Response: Yes, we will configure all Federal, State and local payroll policies in the IntelliTime system and document these configurations with a 200-page Customer System Configuration and Test Plan for the City's reference and approval. Some examples of complex rules easily configured in IntelliTime include FLSA versus contract overtime, FMLA usage limits, Affordable Care Act maximums and employee totals, Holiday Premiums, Call-ins, Shift Differentials, these are not a limitation. Copyright 2016, IntelliTime Systems Corporation Page 4 of 6 5/10/2016 IntelliTime Systems Corporation Section 3:3 Scope of Work— Narrative Responses 3.3.10. The City desires real-time updating of time and attendance records within the proposed solution. The method by which employees may enter time should be via Windows devices (i.e. PC, tablet), !Pads or Smart Phones. Geotracking is desirable but not mandatory. IntelliTime Response: Yes, IntelliTime system offers the most _- comprehensive selection of time capture methods in our industry including: • 100% Browser-Based Time Entry from desktop or mobile computing devices F6.1'd1117014 • SmartPunch for Android and Apple Smartphones with °'zS~ GPS punch location tracking • Mobile Crew Sheet Application for Public Works Crews to track labor, equipment and materials by work order from a tablet or smartphone °'lt'leiO • Optional Time Clocks with biometric, proximity card, or magnetic stripe/barcode card identification and job changes/cost accounting directly from our G-2 clocks • Time Entry via touch-tone phone with our optional IVR O ® Phone Module Punches entered from any input method all synchronize to the server in real-time, and Supervisors can use our powerful "Who Is In" interactive dashboard to monitor the incoming punches, with exceptions such as Late Arrivals and Possible Overtime highlighted and a full audit trail of any changes made. • ire PMN Mn PEP 5cr ie FaVaI HEFj ing'M1 .: - Who Is In 101012016 - u Isup Dunti.w105 6aaalGena— Esltses "Wal Daaoe U❑ o Th""4""ax"Uw 214 ISaw as ura Maas _ 'fWdY Dab Loath= Sin 53033 MOM Day Cuba Ex 000 BALL MD.4 . .1.x200 01m N Pin Ccersns dak 1125 Iffi 0400 OS 25 0625 1125 2N_5 04.25 Lalialahlaitkonrai 10rOOC TONY OTJ61510 Dim try Cnnattm Rut ErOasa 4206 1106 000 Kt 03 06.0 10250406UN OS:59E9.613T 03057e00 03f11= Musa Cao B 4B0 MS 0J75 0750 075D 1211 1106 0.75 • DNu•t Mout. Vafal0,0200 70101 HARDDIN 2303EIH 001.16x DLO ON Cwclws Fmt crease 2525 1506 00.30 01.50 07.50 {21SyII231 I 121 1406 0400 HONG Cl APGMY 070.1530 215a41 Wang Cif B .4244 '1125 040 COLO a0 1125 1525 0.00 Aad Push LONtIiaa .I0,03 1 ® Copyright 2016, IntelliTime Systems Corporation Page 5 of 6 5/10/2016 IntelliTime Systems Corporation Section 3:3 Scope of Work— Narrative Responses 3.3.11. The system must maintain all data for inactive employees indefinitely; if archiving is required, details must be provided. IntelliTime Response: Yes, all data for inactive employees can be retained for viewing/reporting indefinitely at no additional cost to the City. Our system includes an Auto-Archiving feature that migrates older employee data to historical tables on a City- defined schedule, typically all data more than 1 year in the past. This maintains optimum system performance in the production tables, and all historical data remains accessible for viewing/reporting indefinitely. 3.3.12. All data remains the property of the City and must be available for export in an open format should we ever wish to change to another system. IntelliTime Response: Yes, acknowledged and agreed. Copyright 2016, IntelliTime Systems Corporation Page 6 of 6 5/10/2016 IntdiTi �• Systetnstorporation Version 5.0 Product Description—Time and Attendance The IntelliTime application provides a powerful and flexible tool to automate complex time and attendance, scheduling and activity based cost accounting reporting. This hest of breed application is especially well suited for Public Sector projects where Federal, State and local work rules exist along side of complex Union, Grant Reporting with Public Safety 24 x 7 Shift Scheduling and Hiring Rules. Many of IntelliTime Systems Corporation clients use our comprehensive Activity Based Costing module to collect edit and analyze the Funds, Projects,Job Numbers,Work Orders,Tasks, Locations, Equipment and Material Usage for various Public Works,Transportation, Social Service, CIP and Justice Department Projects and Grants. Many of our clients have saved hundreds of thousands to millions of dollars by implementing an IntelliTime solution instead of making costly modifications to the ERP solution. Often the basic time entry modules provided with the ERP system would require years of effort and significant expense to customize. Cusromizations make future ERP version updates all but impossible to apply without rebuilding the customizations with each new version. An IntelliTime implementation saves modifications to an ERP system and provides a more flexible solution. Our application was developed for complex Unionized Public Sector/Public Safety organizations. IntelliTime was designed to account for the dramatically different business requirements between different e departments of a Public Agency like Public Works, Healthcare, Public Safety, Corrections and Social Services unlike some rime and attendance systems that were developed for the more homogenous private sector, manufacturing or retail organizations. A single IntelliTime install can offer very different tools to each department in your organization to meet the special requirements of each,while sharing common resources such as payroll and holiday calendars, interfaces, reporting and analysis. The IntelliTime application is installed on a Microsoft Windows 2008 R2 Server with Microsoft SQL Server 2008 R2, .Net 4.0 and IIS 7.0, on your network. The application features an attractive easy to use user interface where all functionality can be accessed from a Web browser. Our new Web 2.0 interface features colorful / Thtk t 4 cm)n{®i iii t(y� "®. vC'Y:FrCt.a ri Y� si.Ty -w M.•v icons to access the various application "` modules and an intelligent interface so users i1 O�., .`. _.. only see icons or menu items if they have I.-N: � (© � a�,.a.-- rights to them. The In Box significantly re" 1 simplifies navigation for Supervisors and -- ® ` -=7p_= �=�"�, .^,._� all items that a Supervisor needs to pay attention to are routed to their In Box for one City of click access. The In Box will show a count Anywhere of pending items and a colorful "Done" ^" ® checkbox when you are finished. If you will be -' l Copyright 2013 IntelliTime Systems Corporation 1 i I M /ii . 6 r.^ , - :Systems-Corporation Sys ems Corporation oVersion 5.0 Product Description—Time and Attendance •- rte Interlaces ERP Application nlelliTlme 4.5 Application t- •Financial dime&Attendance . a � Employee 5li ' r • gi0076aroweerb,, •HR and Payroll 'Cosi Accounting mterlaee,.. ynmeTaaniadioda, •24x.7 Shift Scheduling • 'leave Management !Ream- ' 'Workflow/Electronic. . '••. E Time �� ": w 4 •. ` Signatures. EReperlark }a WorkOrder/AssetjTracking ` " CnEtternaI DataiAPl t-t% 4,w- -,,.�••• Analyhca Anatysla Eslstmg,Thlr'd•Party Scheduling $y: �` out of the office, a single click forwards your In Box to your backup supervisor(s). Administrators can add custom messages to users with the News& Information feature. This also allows documents such as policy and procedure manuals or user guides to be associated with a News &Information item online. Many administrative tasks are completely automated with IntelliTime including database and application1110 administration tasks like managing user accounts and security, configuring rules such as valid pay codes, FLSA overtime, accrual management and approval workflows. In IntelliTime as new users are imported from the HR system they automatically join the correct department and all rules are configured instantly for their position, FLSA Status, Union and department using hundreds of different parameters to fine tune the rules to the most exacting standards. If your ERP system calculates accruals ._ use Hnnnnenc. they arc also imported each pay period to be managed by the IntelliTime accrual `pq , Ewi 7P $� "". 6" ` � •°�' I ate• I ,x r�XJXff (� j i7aan un I, nanhr�• - ' management tools. e•ao »t, c.n eh: •„w , .•x,`"Se .,a; 'S..r s.iuitt . ..,, . SNNS WAW WbMC•'+A ..Em9 CY:4 �.rMV �., � irtt When the employee position changes p "°""n"9sy" ��"--"��"--'h �°"" °•^'^°n'P Lk's". through your existing HR change ° ""•'G""`''14,=sac fAP iy +-'�"'"'�''°'\ "•i°> r`a=::, tam . process, IntelliTime dynamically }www, 7sw so y•.< � *ono.. ot..w.: sws vaw•. Hi reconfigures the user rules as appropriate :x1�:a ' '' t . ' g PPro p virtu.. •.i*a -ac+s•- FI-S.PWa "trit;t 71 °."'.t when the new data is passed through n...r...r x .s..s.. r •a 1��m�l'= �t ,nssam:a ' ;c "i,�t,'�..'.t "°°rrew�n'`n$ hrl.,54. l:h the interface to IntelliTime. The screen )-.wuc`onTnawcu ks gyp„ :54 5 at right shows only some of the data r s . yrx b - S w..a.� that can be imported from your ERP 4 ` s x r LBS'''..1•• system to synchronize the IntelliTime , 5i,,,,, *"s,e `•q ` `" • I>.,o.r.l Y 7 J J; � f I o..•,hrlox.rL. .-: �` � �Ir=1Ft application with the ERP solution. Figure I User Maintenance Screen Copyright 2013 Getelli Time Systems Corporation 2 IntaNgurat 7\ Systems Qirporaiion _ i _ Version 5.0 Product Description—Time and Attendance •� Once users are imported into the database, department level timekeepers or payroll clerks are able to assign VTI user roles to employees and other pertinent information that may not be tracked in the HR database like assigned schedule, skills or jobs. Typical configurable roles include: User— Can log in and enter their timecard and apply an electronic signature. The User role is assigned automatically without administrator intervention. A User can have multiple positions in your organization each with a separate profile, if they work for more than one department. Supervisor— Can review and approve timecards for direct reports. Timekeeper— Can review or key timecards for employees in a range of departments/ divisions. Payroll Clerk— Makes final payroll decisions. Can assign roles to users within their department. System Admin— Controls system securing, interfaces, configures rules. ® Roles are used to configure both security and workflow.A role of Timekeeper for example can have a security profile that only allows them to access documents in the Public Works department and the configurable workflow determines whether they only enter time or are authorized to approve the documents as well. Assigning roles can be part of the HR interface or it can be distributed to administrators in your major departments so they can configure the supervisors and user schedules for their users, avoiding a separate personnel change notice to maintain this information. When a user transfers or separates from an organization they are automatically removed from any work flows and their timecard history is migrated to our historical archive database for long term storage while still being available for real time review or reporting. These automated tasks greatly simplify administration. IntelliTime Rules Engine One of the most impressive technologies offered by IntelliTime is our powerful rules engine. Many payroll systems rake hours to run batch edits against timecard transactions. IntelliTime supports thousands of users submitting their timecards in real time where potentially hundreds of rules are run against each timecard in less than a second. Then helpful—configurable— English like edit messages are displayed to the user in real time for any transactions that do not conform to the published rules. The significant advantage to this approach is that errors are caught days earlier in the pay period compared to when paper timecards have been turned into payroll and keyed by hand and then batch edited. Since the user is seeing the edit message they can decide to use an accrual balance with sufficient time to support Copyright 2013 IntelliTime Systems Corporation 3 �dl '�1�� une rt 'Systems Corporation ,{ — ° , Version 5.0 Product Description—Time and Attendance 1 1 40 the leave they are claiming and ask their supervisor which work order they should be charging to if they one they used is closed or invalid or choose comp time or pay for earned overtime. By showing the user these edit messages in real time, they can resolve them before the timecards are submitted to payroll,savings days of time and eliminating most corrections to payroll or cost accounting caused by incorrect entries. The Intelli'I'in'e rules engine includes , ear Code setup a patent pending titnefiante processor . -';` pw+a ' '" , ' /114"0/P1.1,--6",44-(0,1/,4,1 �^.P, ,°ae" `"t„that supports any timeframe required for ' P0e°' oe "."y, ys, , ' oc,), .r aaa P. PTS parr -14 ❑ it -6---:y timekeeping rules.Timeframes as long 11 at- a ,t 0 “lTheegeatone.,.. _- __„r k,-;:„.0°/ Or;40 I .'•a , i...:.O,wr. ovrrt .�.T'❑ O'fi0::11 as a calendar or fiscal year are simple 1�.a, O.'on rd ,- - Name PTspTSH- .n.mr's .;❑ O'.0 4 along with a year"since first use" which ''ons, -_ ru_ Hp.ar.PPO _ ifs ;ty ❑ O;°'O;{: a OTC a, , O.eev.eP w;. - •ova d.,,,,,‘❑ O"O':1 is a rolling timeframe.Timeframes can °.P'" ❑ 01 Ov; i ; mit •a .wrta I o . .c a.,,r *q. " O rt0-q0 be as small as a dayor even smaller such - ne aa,. oa 0. . 5P a&.micn'P.Nm g p ,r ❑, DVCts r'OT50 as , oevar.so.e.rewevtP.aoap we `;T- ❑x Oi, O ' as from 10PM to 6AM like used for , OTT a T , I. a Oslo*'reviver la.a4 r;egrs❑ 10 ',CI...et ' Pet • pet , cnOn r.P.pe,T pea tt` ❑ Dl_iD. editing sonic shift differentials.Time can : %%Inn', _Odm ` t : Pelee DO•re rr,wrrPOCEw:'99, 74•;6cl JOr,'4OL,, P"' Pia, I •Pace Dept EP CEWIFlaamo ❑ r C D also be sliced to show only which part " un 0" . ' '"' seg �-�• ��,� +"E: .�t� ��it+x of a shift overlaps with the timeframe +rt Tie-ita,.Tm R* ° ?a ``G. ., ,attaico of4.`t°'J. r:okooco co,41-t;9r°- x3u: r: or to determine if at least 3 hours fall Figure 2 Pty Code Setup ScreenIII into the rule timeframe. For Section 7 of FLSA covering Public Safety 9, 24-28 day timeframes arc handled easily, even as they cross one or more pay periods. Often edits like this require weeks of programming in more generic timekeeping systems but they are configurable in IntelliTime. Weighted overtime and contract versus FLSA overtime is easily handled. fly Cod.aiiçlbliity • IntelliTime allows an almost '-',9.9.M.49 ie4,�„ a,99'''' c� 04TootAt awW i..,.�`roope '4".1 Ira . unlimited number of pay codes s ;lit: -r-R 4.-kar-'r,, '^a:' w m Mo Mat,K.lrv•4e t .at PTr. i• 0xa?war orrt. lei t;.,a o.y �. o T' o `millg ❑. - - to be defined. The Pay Codes rr,« 2, term ll'y" rr°i"r' en, --i '' care t pe tri o, r$rz-i a Cl x ",111"x"10 fa2Tt,lO o.rr, tw.Gaaa r . in. o'ilp m� r-''p'� ' " r o O t,'. •Kahle allows flexible rules to r_s '1;2944". n 1a dna amly. r rd *I'M 12.11;210411=47.ty 't.s+..P P e WA" o ..mm.1tr o- mmw' °ry 'CI,I.,:' • , sr - E c- n � - ,, s be mnCrgured the same way .,,,,200q,t motto De.u., xrr :vr0. r c tarn, 0 mm ru r., mm .^ .y "' OI rnxnan,ma''waP. xP.e..m wrT,.„aeuy,'o` s$n>4u' ffin '6,11`�'" I 2" u �},� wrou.„, „ a1 a ,� i . ❑ �„,� d that your payroll procedures .r . t o a,.ur •; 1 )0%',w ria tuo"^. um i?t roti' rrrc- o mm o mm �� t7 p'IP t o. ,Mrrwryl.Mmr a = mrd or bargaining unit documents ry'Yr,Tia6TyvA,T,W ♦u uasw., °9n4:475,t o�tmm$ * p, (7 fel �° g �»ay,:n101%, ""r'^'..t�l,& p'aen, o„ =azzaas = -. "° ❑.4 D al•cwtnum, Includmgeffective r.9"2[. t 2,4,9 6a ao'e tIt, a.—'•At oeect o r wiz a".»ffi )tea ...7 ° p ?Pe L�,, . r I 1 („_„�)1,I 1 i dating. The Pay Code eligibility 10uaw I 14...41r 5--:.--;-"2,:'r' '” ;',..t. ,ib+.+'. li ' rules use dozens of fields from Figure 3. Pay Code Eligibility the User Maintenance screen to match defined rules to users automatically.As a new employee is hired or an existing employee is promoted or transferred, the rules automatically reconfigure for the new employee position. ID Copyright 2013 IntelliTime Systems Corporation 4 :._` IirtelhT ktit .4, Systems,Corporation `— Version 5.0 Product Description—Time and Attendance ® V � Multiple Pay Codes can also be defined in IntelliTime for tracking purposes like with overtime codes. Each is sent to the payroll application as OT,but IntelliTime maintains the full detail for analysis such as the reason for the overtime. Dozens of different effective dated rules can be defined For the same pay code to account for a variety of FLSA eligibility rules and periods for the different Unions and employee schedules. Holiday Rules The IntelliTime Holiday Dates interface provides for the most flexible holiday rules available anywhere. Concepts such as multiple Holiday calendars for different employees arc fully supported along with major and minor holidays. Rules about available Holiday Leave or banked holidays are easily configured and can include a flat amount or the employee's scheduled hours for the day or a percentage of the holiday benefit for part rime employees are supported. Should the holiday fall on the employee's normal day off, moveable holidays allow eligible employee to observe the holiday on the working day nearest the published holiday date. Lump sum floating holiday leave or holiday pay grants for Public Safety are also available features. Employee Scheduling IntelliTime offers one of the most comprehensive scheduling capabilities in the Time and Attendance ® industry. Any employee schedule can be defined with our Employee Schedule interface and associated with any employees along with effective dates. Schedules can contain Employes Schedules - any length of shift 1,' ase ..# Dm � �m. m including 24 hours.Any -�r"""—�r'sn"nt" ssmauniuxji(sz as u , .a'a; i. 0 ❑ roam, ..rot H•ry ltssxwlrzx:in= III rmzI t ate .uw:sr. Q p pattern of shifts and I U FSIna. lssroee ltiernofr leszoa , :,z� � 'a 0 a days off can be defined : li°'o" 1sF.we'.,or t,r,, jun—:,Ol: 7u.:maf s>�.,.aee(t=„. p •p - (.w,4. lw:nt,.,c., ssaxe a'l,21007 6520X ush, 73,3117 - 0 p- . For a week, pa}'period, 'i6x'"" t1°'... not tnno_ u»:trlr „ you ..„,,,r.+�,n. _, p ❑, ,om,a (Vr.sttesDy 1,t,4It[6IC)ltt0117 ltv>,not(m::w;om rata Q.,❑. . month or even 112 days - <,ewr. lu.m,e rnn lu_11.2 3421047 ram I u.e..''om,rro ;0 p !SID onaw lro.ro,e,..at lssamt all 71 ssatt I 77:1•4' ooe't.v- ;Q ,0 - if required. Schedules 1wvma • , ar s , lases ;Ie,t, a aysa l +�oa, novo j 0 0 are useful to edit rules l l l 12 i Iw+ I _L�• alit ) that depend on knowing ' Figure 4 Employee Schedules if the employee was scheduled to work that day such as standby. Call backs or holiday rules. IntelliTime also includes an optional Dynamic Shift Scheduling module. The Dynamic Shift Scheduling module includes tracking staffing levels by Job and Skill at user defined locations and shifts including hiring rules and lists, overtime equalization and a variety of schedule templates, daily rosters and schedule ® reports. Please see the product description included with this document. 1 Copyright 20/3 IntelliTrsne Systems Corporation 5 lige ".. -: ,Systems:Corporation. Version 5.0 Product Description—Time and Attendance • 41, Activity Based Cost Accounting Rules In addition to the most comprehensive timekeeping rules, IntelliTime is very proud of our strengths in editing labor distribution entries in real time. Cost accounting reporting codes are validated for effective dating or open and closed flags. Rules are configurable by organization so projects that should only be charged to by Street Maintenance, can only be reported by those users. Missing work orders or tasks arc flagged and valid combination edits are available so that activities call he limited to those supported under a specific grant or project phase. The IncelliTime application includes many more features char streamline reporting of activity based costing. These features include: Roll Forward—A user can select to copy part or all of the last timecard to the next preserving the cost accounting, pay codes and even daily hour allocations from one timecard to the next saving hundreds of hours of retyping. My Detail History—A pop-up window to display the most recently used cost accounting combinations for your timecard that can be copied to your timecard in seconds."this is used when you work on many projects but not every project each pay period. Hyper-Find—Hyper Find provides an instantaneous search of cost accounting validation tables and shows only valid combinations for the various cost accounting fields such as work order, task etc. Once you select a project in Hyper Find, only valid tasks are then displayed for that project for example. Real Time Reporting Report S•Iection Criteria, A variety of reports arc +?-Z.'r<'�•+'vrc tli-._.R.pon ' x Im'p45. J. ° •.a a xnS.V a- available including those r s1,1%r cuwaw. for payroll clerks and also {P,n,rco* "f •4l pswr'I. tlL I for Supervisors, Project .j-E m -� 4 7777, tMc44 f t µyco*i Managers and our Analytics r t�+ S' ik module for ad hoc reporting a xP tPewa �Qvl ara'nr 1 orro ` ae nA a , tis; a and data mining. All ^r�^�•r f,a. t � nsnr:z � til ACTSUP 'a ' s 02,41 t`Yr F it/a .r a a .t a .. ppry# so t I ADM r? P i ffi 4 Slap D.t. x • frwP Reports arc all run in real I-r +x i . ` 1 fp+iy srzoc7 t ° Auio. an� 4 . time and provide summary :.fe' t�:Bs �.`.,D..,?� + ,.fit BRVrvsoir s 1. data and can be filtered for a„„ Ov yu r a O P yPweswnm.y'a I sa e O �rrinpb..u,m R v specific users for only then '4:—t Err"..!ivenbv .x a ( department employees and a rl1, s by specific pay codes or t 3t qRu R'wn " 'c�g s °o �� b ,..rr.._.... �.ak -" activity based costing for figure 5 Hours by Pay Code Report Selection Copyright 2013 bttelli Time Systems Corporation 6 inteihriiiiriS -� Systems Corporation — _ Version 5.0 Product Description—Time and Attendance Sample Reports I _ Z-7- Hon er.tram*Cods — . = = t.:ma.s .. a. .�•w a :.raa. •= T r._ ` sash Marini!' •-•- _ �..._ . Law Cony r:a`ta ' _ _ Errand l7enonnM_ C -•••• _ . Labs r:.wCanal*antes w.r..- Idasie Mil Eiia aaraere xis. • 1 _- -_ - �•rw ••1 __. 'ne,.ota Aum -__ .rnaramae.a _I -__ r _ -... . - _— ...aeoe roams. Rape _= r^ a-i,— ' carr row A • ,- - Mom • M r.eim> u.0.4...eu.0.4...as proam _1 — _2- - I .. _ I .. .. .1 .1 .f r Yana Cal.Mama• —r rimmsd OMY == 1— -- — .—. .. r— .. - 'rYi.I bases _N.M.-..n - .Yme YMY••Yob _ r _ r..�. _ ... .� Y — —.._....� _.- ... !�_ �. a ._ `{t Orehoaa�®uo..._. Oi>o COO e Fame % Li ~-._. Ida mp- 4 [m_f -— y . _ I iY __ I n• I *cm .•a o. ---- - T i 5WG - mau ...is. nom - a. • t �.� I N{� - W.Wp1 tat. W. -. ° '! L . • ifs..A. ON M1C i = tea` (l •'H t b I 1 ' H I o trams �vae • —i - a et D•M.4t •Oe�mewri-_ - - ..- _ HOW...l ® - ___. . Figure 6 Labor Cost Report Selection Copyright 2013 Intelli Tfine Systems Corporation 7 t, m �'" - .'Systems thrpor`"ation hiteilinffne — a rz '4 Version 5.0 Product Description—Time and Attendance fb a variety of date ranges. A Supervisor could run reports for example to highlight all overtime worked or sick days in a year to prepare for an annual review. Even archived timecards are still available for real time reporting. Labor Cost Reports fhe Labor Cost Reports and Activity reports focus on activity based cost accounting including Work Orders, Projects,Tasks, and Equipment etc. They provide reporting also including billing rates and grant reimbursement rates to support third party supplemental billing. IntelliTime Analytics The IntelliTime Analytics Module provides for authorized users to search and extract almost any data element in the IntelliTime database. The Analytics module can be used to pull data for further analysis through the Web to your desktop as a CSV file and analyzed using tools such as Microsoft Excel. Analytics can answer quick questions such as how much did we spend last year on overtime to cover shifts from employees that were out sick? Or how many overtime hours did we have by department?Analytics users can even save commonly used Analytics searches as profiles and reuse them in seconds. Security Security and the strength of our electronic signature feature are based on users having a sign on authentication that cannot be abused. IntelliTime features a variety of authentication methods including linking to your organizations Microsoft Active Directory for user authentication from their desktop computer log on, to using the IntelliTime application level security for users to log in co IntelliTime with their employee number and password. Timekeeping Options The IntelliTime product family includes a wide variety of timekeeping technologies for a diverse workforce. Our most popular interface is the Web based Virtual Timecard Interface or VTI. VTI provides for access to timekeeping from any networked computer with a Web browser. VTI includes a variety of timekeeping documents including Timecards, Leave Requests, Overtime Authorizations, Prior Period Adjustments, Shift Swap/Trade Requests, Leave Donation Forms and "Web Punch" a browser based time clock for punching in and out via a networked computer. 'the time card design in VTI is configurable in order to match your current paper timecard as much as practicable. Since most users work with the timecard most often, if it can be made familiar this lowers the steepness of the learning curve for the new timekeeping,system. Also flexible cost accounting fields can be configured for employees that require this while others do not need this level of complexity and don't have to trip over it on their timecard. The example below shows a timecard with a high level of capability Copyright 2013 IntelliTime Systems Corporation 8 Intellrf® i 1, Systems Corporation 3Version 5.0 Product Description—Time and Attendance I 1 t ., Implore:Sal User.Icor a •af .. o..: - tr. _.. sew r :+a lime. oma- tit As I.. es'' ea ;mm as �— D7 DT L. .. _ .< r...-..- .i.:s• r ti .a•sr Ty. w S. r-.wi.'x. s s- ' sa♦ m ,n Ira n r-sa n nvn'- r.: a •-?.e��m.t I r:is a ca....�\a to\a a\eV/ ..W • \is mm a saw 0. . Or:Ms .....1 o serMS... ..._.. ry a_ _ _ �s . .,,fes. -r - . - • - n • ad f-7, I '1',a 1-Jd 9 :▪- 'rte. __ ..-'` �.�. - my I..flr 1..........\r. t..nags tan.. I..m.s u.nu Figure 7 Sample Complex Bi Nlonthly Timecard pEmpleyn:03000 Admin.OMaia1 r. ranpa a l .p j i=7�I 1. D.w.1!WY U-_Eplyn hi; M11b.ta!e \as. Sth t` MMbd•Nas.�Take Oars j-`ISad.- 0_` in, IA._ _ .� _ Sal Shand .. - - `IA2]oi aye • - iI eat 9 II fa It�I a•a r W ) ml he tst ie ena. %ft ':I g 119 VN Int 1/12 • 1113. !In•5 N5 tNS 1nm Ina. In9 H ® t t ^ _ \.1 v mm mm am.. m _- _ . mm scum.am oda i•t ad A1Rd 1ML--TO f -.Ibn�1 ma am ...tem mm mm r mm.a• 11 � r ` as am- m9cn am•G am Imo osi' .11 rigs 11031.141 .2. I 1 • .. .- . - oo •rata" "0 97 19 14 . r• • els 130Mi]B01 - _ _ . _... e. Ate. .MS_., _ .. -s-, -.v- 410 YjJ aom!.sonar . .i1_ . . . . . _ , _J .j _ _ _ . ] tai _ _ Figure S Sample Start and Stop Time Timecard to handle complex reporting including projects,work codes,equipment, odometers, miles, jobs and comments. Many projects do not require this level of reporting and can be made much simpler. Timecard can display elapsed hours like the example in Figure 7 on the prior page or the start and stop times like the example above. Often the start and stop times might be required to edit shift differentials where the actual hours worked are part of a rule like if the shift contains four hours between 10 PM and 6 AM, a shift differential is earned. The Web Punch interface displays the date and time from the file server that hosts the IntelliTime application software. Since the user cannot edit this time but only Punch "In" or "Out", you improve 411 Copyright 2013 lntelliTrrne Systems Corporation 9 telhTaMt , . . . Systems Corporution". Version 5.0 Product Description—Time and Attendance tferfou,7, IP control without the requirement to install and maintain dlntelliTimedWeb Punch" dedicated time clocks or badge readers. x ` Today Is Tuesday,Apnl 29 2007' The Web Punch screen displays the employee name who has - ' "Current timg,-is;8 05 AMs." logged in and the Date!lime from the file server. 'Ihe user y; ,, 1 can click Punch In, or Punch Out. After the employee clicks Stait their punch they receive a confirmation message that their , t7 ": Y.ShliltrI 4 °t„fir ' transaction was recorded. the next employee can then log , 's:'LunCh(Iqr . .e 111j in and Punch In or Out also. 'the PC does not need to be `1c Lunch'Ou L i rebooted or the network log in changed for multiple employees sBakI ren c b, to perform timekeeping. -'----- - r- '-- -- ' AFigure 9 Web lunch All punches from any source (time clock, IVR, Web Punch) show to timekeepers and supervisors through the easy to use Who Is In interface. Supervisors can see at a glance that the team has arrived without having to visit each individual time card like in some systems. Adding a missing punch can be done with a mouse click and no typing since the screen suggests punch times from the user schedule. Manual punches can be added at any time. Exceptions such as early punches or late arrivals all are flagged for the supervisor on Who Is In. 40 Who Is In yyam�...pp��, pp� �p ia'3 y� 5�e 44f:.,a4 4":W .. Y.S T`tr nJ+s J$ a'9°2'ltt T. °` LC'.Ulu+ i+ ."�A ilk' }'✓�rt�ra k 4. � tfii, 4 kik Stan am; Stopie..",:,pCtiRoll a S MMSor3}'t Y$. "e'R,,h; `ae•intt- t,,v.,i RldPS,- r n °,'7•,Jp$k+ 1 7a" iw" ear a"i 5` OHiS2013 3;aOH162OI3 1!Sep.Mm LJIIDECKER OORDON[J es4 nScepoanifdwdas , rr �'31staigits}5 1,LStSrth4) .+,1 a^t"'ticxaEa,r.'_.:xStee Pnkata a sY,,.a.. '+# .,..: .aL'CSI.S xxzmxPoz»Stan un z ver m Hours afs Pal awt .'vara#ntnaawas Fido taf'�-8 Noma• e, -, Schedule ti4.4, i,ii r.- e,Date s" Loudon < *.Stan YStoparaS Hours Oelry Period Exception +a xdt4 mmo Pay Parol 7"Fr TaNi ,r 2lOgnllRMll I1 11h 3P1115lItt Opaoidn CbM ylppy4.144 p�.IT41S16155jz x } g� tr e^i)1 .�. r w ;x„^ Y's" WJ . sr m -4m fY a r' :. Y� t ure P4 U M.A PMOpY/Yziry, ,t--,.,d PllSPm 0125"' ' Led ''`1- Pn ,,,, OvwnmG2 'Y 1 r< ? t' p.'3 a i a' N' 000 p. x- X.n w Wilted(-Int ei iu 0w.xm GIGS GtVGdfdll.c " W , c?, 7 Oji `q` 1 ", ,- 'w/P:. owalm+u'w:...., ¢7.7n�wdp h e*4 +'r^ i'% 5 9.4„ } 1 m 1 +ti. . '>•v *.K.. 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Figure ID Who Is In Interface 40 Copyright 2013Inte/[iTimte Systems Corporation 10 .„,„T 1..., . •systems;Cbrporaiion Version 5.0 Product Description-Time and Attendance ® V ,re,„-).', Mobile Computing F IntelliTime offers a unique comprehensive mobile ._ _.� �` a 1 computing solution for work crews, including I T' interfaces to many popular asset tracking, service �"`� n.:- .- — wF request and work order management solutions Service requests and work orders are imported and ...anm t is _:` v sfy assign to crews. The crew is configured with staff, -- — assigned equipment and materials.As the assignment ®CI is worked the crew leader can enter the hours one time and they post to all selected users working the - - - same task to save time. Equipment can be associated to an operator and all labor hours for that operator Figure 11 Mobile Computing automatically cope to the assigned equipment also. Materials are configured with user defined units of measure e.g. Load,Ton, Feet etc. and tracked along with the same work order. Labor copies to the user's timecard in real time and the supervisor can sign the crew sheet with the tap of a finger. The Crew Sheet application runs on Apple iPad and Android tablets. With a wireless network the crew sheer synchronizes with the server in real time to track the crew's progress or it ® saves the data until the crew returns to the office and then downloads the data automatically. Time Clock Terminals IntelliTime Systems Corporation features a full line of timekeeping ��•� terminals including dedicated badge readers that connect to your fel c',t:. network via Ethernet TCP/IP connections or modem. Popular tepee-was. O\ '' eater technologies r r include bar code, J.. l , magnetic stripe, 1T1�+�C' �� \ -. / proximity badges and nnk- 1\: Figure 12 Fingerprint Reader biometric fingerprint u�y e � or whole hand reader t/rs�J ��'is7 / I'1 recognition technology. - Interactive Voice Response (IVR) �' " - .i For users who are mobile or only have access to a telephone r... .l line, the IntelliTime Interactive Voice Response Module is a . P i �, ' �\ flexible way for users to dial in and punch in and out for their � e - - shifts using an office or mobile touch tone telephone. The ' punches from the IVR server copy to the user timecard just as ® Figure 13 Hand Geomerr Reader if they used a time clock. Copyright 2013 IntelliTime Systems Corporation 11 • teIL h ... iSystemsCorporation _ Version 5.0 Product Description—Time and Attendance . p The IVR Server also tightly integrates with the 24 x 7 Dynamic Shift Scheduling module to automate sick calls and call outs to fill open shifts. Interface to Third Party Applications with Timekeeping Data- GED In many projects the client has a department level database such as Asset Tracking, Maintenance Management or Employee Scheduling that contains details such as employee number, date, worked hours, cost accounting details and shift type such as regular or overtime. The IntelliTime unique Get External Data (GED) interface can import this information,create hundreds iOEDTtansaeuonReview Punch Detail of timecards in minutes and then a h " '4.4-4—''ram-s{.x"`4," automatically post any leave and 1 5 °s• "b°{t s'�o't t 2 r i o. tr x J i edit all of the information using out IetI-Iry of rs Isus° l m sl era; 0" � ? 4 _ 1-�,�, sl i W lEmobYe neuz!k:* ;S�ero� cit r t' powerful rule engine.The timecards arc then ready for electronic °unti 411 f^"" - " "I`"`"" "" signature and export to the ERP or wrG'.i. °t2) ro two: ria irsio -Isar ssnv casyrwxewnm -et. S dm 2T E�3d kt7R0$AB 7lCsK3Fd�wsr,S 8455.dn n •.< +rq s xi:Cq payroll application. i^iJ R She ENj 1 1554 150 ' 1 `R .. r f� I 102)2005 11A4®0 tM on00. r5h�sui +,isic tsas rw orK.a,�cuMr's fl sv 00s" § ;js E, iIld74 Snl d'�a WPP t512 k 4,a`. @°I,+4,Ja :Mgr g, aSpw „ . � d Shtsun,:15/21512 1,41" nn nsRicy ?',r/ GED saves hundreds of work II mM�'-- ' � . . 4 a t�r ,$wrwww.wl�d 4110 hours a month by eliminating the . Figure 14.•Get External Data Review duplication of effort because these users do not need to also punch a clock or complete a separate timecard for payroll. Our interface also promotes reconciliation between the department level databases and the ERP or payroll system because they all are synchronized with GED. The GED interface is also used to manage timekeeping transactions from time clocks and the IVR telephone timekeeping module. This data can be configured to import into IntelliTime where it is edited and then posted to the employee timecard. Additional rules are run to calculate a post lunch breaks, holidays or premium overtime when these types or rules arc not managed by the third party application. IntelliTime Review Module The IntelliTime Review module allows authorized users to search for and review timecards and other documents that fall within their security profile.The default search profile displays the most ftvquently used view of documents for the current pay period.The simple view includes the employee name and real dine stams so lost timecards ate a thing of the past. The Review Module includes powerful search capabilities to search the entire database including history for all timecards for particular users by a variety of powerful search criteria. Copyright 2013 IntelliTime Systems Corporation 12 ', h.� 9"nte/L■T■ - ••. ,- -Systenls;Cnrporation Version 5.0 Product Description—Time and Attendance 4110 . Document Revpm 0.Ne:- Supr.Mw-. t 0.awim l_ "—°,awls. nwz;-1. __rlet,__ .rye sv,n. lnrte,.«..n .:m 0a.rrbrke - x'41 - ( �- _ . . 12 wenas:5ms!Caulk -....q. tia-.e.. . a I pa kaatly�tem .L'3 Pe,ma'iamv . _ .. Mak Lee 11 17:'3o..ekvarNWTc'.-,, oIrmo. ,.i Isolarag nae. nro.ae.o glom w.eti .t ()Wt.!' 5>aa. 0.10 rnO in. Paa;.Oe[ ry}J.tpisr 14.1E iti ' ),ta .. car 0r54I-,n etntas O sc-et tm K-U ut it nsi sl zx 2m]e,am* O. r�arw .:.-0), u:. ecu, lei na ,fu Yr ' N*,T++re^rl*�e 0 le wl. .�mz;',uw,aar .rare eu GHJ wsxa, tormJAce+ o, -Q Its».al. .u%r+.. i[x 77 aoFaC_ra - -. .L. 41_,I.401- Figure t dd!Figure 15 Document Review Module Interfaces to Popular ERP and Payroll Applications The IntelliTime application interfaces to your existing ERP solution through the exchange of ASCII files using our Web based interface tool. Employee demographic data is imported into IntelliTime from your human resources database ro completely eliminate duplicate administrative effort. Information such as leave ® accrual balances, default labor distribution accounts, position, FLSA status, FT/PT, bargaining unit and full time equivalent are but a few of the data elements that can be synchronized in IntelliTime. New users are created through the employee import Time Upload File Creation Selection interface and retired or separated employee profiles are - — - ' Piaaae sei kt die Pay cyct and Pay Period:~ 3 automatically deleted once their timecard history is Tinais Dre .05±032007, j archived for historical recordkeeping and all without , ril .1 administrative effort. If you organization used labor PayCyc(e; ' o<dw; ,'P:y- s;- a •posed Due 09/W200. _Pldcesied Dau:• 05.2111007.1 distribution reporting the supporting tables of valid work . Groap; -.Dtmo t orders, tasks, funds, account numbers and locations are imported from your financial application to provide fimyea elea'ce 6; '' ne liDeecr'ytian IM, rdi ,Urload validation for timekeeping transactions. In all cases no -. Ay iCal7. modifications arc required to your ERP solution to support - '" • - the exchange of data with IntelliTime. cancel cor,illi Figure 16 Timecard Export Module At the end of payroll processing the timecard export file is created containing current pay period data. This file is then loaded as batches of timecard transactions into your payroll software's batch load utility. In seconds literally thousands of transactions are loaded that would have taken days to key by hand. The data is completely correct and fully edited so as you post and edit the batches with your payroll software, the existing batch ® edits will accept all of the transactions without error or further administrative effort. Copyright 2013 IntelliTime Systems Corporation 1.3 Systetnc Corp"onition' — w _ Version 5.0 Product Description—Time and Attendance ' :1:Y..., ' ID IntelliTime Image Archive • If this optional module is installed,on export of timecard aaa•,,,,,,,,,...,......,. ,as7a tayes <', r : - oI IlnOaa® rg0;1W�� .:'1.r ry , svt MI S•`' ❑ faa Io aam t` data the system will create permanent un-editable images ♦c19rx no _ ton ono aw= • n, aaao mmov. of your signed timecards. "Riese multi-page images contain ii the original submitted timecard,an image containing the audit trail data(if any)and a final timecard image Of 1M=0r3T®� E�®�S�r reflectingd ied:1w that vis sent to troll. Archived im: es .ern P.` a :yaD'' . t" ' oma•' �e.ae ai!ti payroll. Fa000u as o,m - " oils.sato ' r urn + . na?naenn. are typically saved on the file server hard disk for up to - - five years.After that time in order to flee disk space,the PEP program is used to archive timecard images to CD- ., W, . ROM. A complete index to these images is maintained in t` _ � " ' `" "'r a r s Lt �, e.. f i o IntelliTime for a time period only limited by disk space. o"•�x'£E . F J-� —�J VT also allows employees to retrieve images of prior period Figure 17. PEP Image Viewer timecards through their Web browser. When the pay period is complete, timecard data records are published to the data warehouse using the automatic "Move to History" feature which keeps die current portion of the database small to maximize performance. • 410 Why Choose IntelliTime? In addition to the world class features of the IntelliTime software you just read about above,your organization should select IntelliTime for several additional reasons. • World Class Support—Our customers and team of dedicated support staff know that at IntelliTime Systems Corporation, support is job one. We continually train our staff on the latest software builds and features so everyone stays up to dare. Support staffs assist in configuring new client systems between support calls to have hands on practice with the latest versions. 'l hey are also then familiar with your configuration. • Focus on Quality- In addition to our automated and hands on quality assurance, the In telliTime application logs any configuration or software anomalies automatically. Each evening (with the customer's permission) the IntelliTime server sends a status report e-mail to the IntelliTime support team. Often, based on this early warning system, we contact you with an issue or to offer a reconfiguration or a patch before you experience any ill effects. That's proactive support! ❖ Public Sector Focus—One hundred percent of our customers are State, County, City and Municipal organizations across the USA and Canada. This provides IntelliTime with a priceless source of ideas and use cases for meaningful and useful new features. Our implementation team can also use this experience to provide valuable"Best Practices" from many customers just like you where we addressed the same challenges and with proven results. II Copyright 2013 IntelliTime Systems Corporation 14 • IntelliTime Mobile Crew Sheet Overview ® Overview IntelliTime Systems Corporation customers include large State, County, City and Municipal organizations, many of which have mobile field workers. These staffs are often found in departments such as Public Works, Utilities, Community Services and others that work daily in the field.They often work together on common tasks as crews supervised by a foreman or crew leader. IntelliTime heard from its customers that the available mobile solutions offered limited timekeeping functionality and only integrated with a single application such as Work Order Management and Asset Tracking solutions. The desired outcome of this development was to have a single source of crew activity data that would update payroll with properly edited timecards and finance with information necessary to properly account for the work of the field crews.The IntelliTime Mobile Crews Sheet was developed as just such a solution. Its unique features include: • Leverage IntelliTime ERP Interfaces— Each IntelliTime implementation includes a comprehensive interface to the customer's ERP solution that synchronizes employee data, leave accruals, labor chargeable cost accounting, projects or grant information with the IntelliTime application. At pay period end, edited and approved timekeeping data, with labor cost details is available for export for payroll processing. Many customers also process the cost accounting details in their ERP Projects module or as ® Cost Centers typically in the G/L module. This is a very streamlined process and leads to a high degree of reconciliation between the field data collection process, timekeeping, payroll and the G/L and Project Cost Accounting modules in the ERP solution. • Improved Accuracy—Since the IntelliTime solution includes very detailed rules associated with labor agreements, leave policies, overtime and scheduling work rules, collecting the data through IntelliTime is efficient since the data is collected and edited to create a correct work record on the first try. Often data entry into Work Order Management and Asset Tracking Solutions (WOMATS) leaves open many opportunities for errors because they lack the detailed pay and cost accounting rules found in IntelliTime. Then as data is interfaced from the WOMAT to payroll and then edited and corrected, reconciliation suffers because now the two systems have different data. Sending corrections back to the WOMAT creates duplication of effort. • Flexible Interfaces—Many Work Order Management and Asset Tracking Applications (WOMAT) an also receive the edited Mobile Crew Sheet data from IntelliTime for their important work order status tracking and maintenance cost reporting capabilities. Additional data can be interfaced to include work order or service request statuses and 4111 Copyright 2013, IntelliTime Systems Corporation Page 1 IntelliTime Mobile Crew Sheet Overview comments to provide a complete work reporting solution. Hundreds of data fields are available in IntelliTime for the interface. • Comprehensive Approach — Few commercially available Workforce Automation or timekeeping solutions provide a Mobile Crew Sheet with the ability to collect and edit Labor, Equipment and Materials usage like the IntelliTime solution. • Low Cost Tablet Computers Support with Flexible Networking Options—The IntelliTime Mobile Crew Sheet can run on low cost Apple iPad or Android tablet computers. These devices communicate wirelessly or over available cellular networks to the IntelliTime application server using the http protocol.The IntelliTime Mobile Crew Sheet is developed using state of the art HTML 5 which provides many advanced capabilities including support for local storage. This means that as a crew travels throughout their day, the IntelliTime Mobile Crew Sheet can collect edit and save data even outside of wireless or cellular network coverage. Then when the device returns to network range, the application synchronizes with the IntelliTime server. Sample Architecture II r$g i (t <, .5 air r, ERP Solution + • IntelliTime Edit and Approval of Application Server Crew Sheets 0 II WOMAT ,C Mobile Tablet Computers Data Flow The implementation of the IntelliTime Mobile Crew Sheet does not assume or require any change in how the customer currently initiates Work Orders or Service Requests.The IntelliTime Mobile Crew Sheet can simultaneously interface to multiple department level WOMAT type systems. Existing IntelliTime security parameters allow these data to co-exist in the same database to allow multiple departments to operate autonomously in the same database. 11/ Copyright 2013, IntelliTime Systems Corporation Page 2 IntelliTime Mobile Crew Sheet Overview III If desired, the interface can periodically retrieve new active work orders or service requests from the WOMAT to import into IntelliTime for assignment to the appropriate Crew by the existing department work planners following their existing processes.Work Items appear in the top portion of the screen and available crews in the bottom of the screen. Planners and foremen can select the work to be done and assign it to the qualified and available crews in a few mouse clicks. line Review Atlnm - PEP Schedule Crews Favorites HS .. Logout - ' Work Item Assignment Page Type •I 0 Show : Stam �( : Sbdw by Deb sled lStopt __ eSu1N. Jobs descried Week Order Number work Order NOM Deane ad to Start Date End Dare AesiyeData Crew D Reel 0 R2255S1 es lining Street M Po 01/12/2013 0M32013 0312/2013 DOT 0© . e 16356424423-CM General Moraine Pannfl Rertectaoon 0315/2013 03/252013 01010013 DOT O 11-00071.12a Kpui Sete Extend tap 03/25/2013 03262013 0325/2013 DOT r ® .Get OudSed Can. (.Show AE Crews• 1-drew Details.1 I.Add Work Order- .Deete Work Order. I Previous IP;a 11V of 1i Next Crews 'Nos Type Location Status Crew leader Contacts © DOT Road Mart SSM Naenance MIN* AGUILAR.TERRENCE 1234562890 Qj DOT Road Mahnava Street kW4na ce Atlas AGURML TERRENCE 1231564090 El DOT Road Mamrtance STM Maaenace AMa AGURN,TERRENCE 123456-4890 a Attu TM Triaaktg STM Maadaxaa batiks a Brow Scut MaNMIIYa STM Malan ce Clean - Q Waer D¢tEVJon Wear OWlLtOm Stat Madavrce Ltimve BARKER,NDON 1234567690 Preview pace1i:1:put Next 1 :FAssign.II.Dn-Assgn'll.Edd Display FMtls,.l. . Ccp p(JCU13 Lza-r SSca Cao. If required, new Service Requests or Work Orders can be added by clicking the Add Work Order control and then filling in the details.When saved,the new Work Order can be assigned to a Crew. Assignments can be undone and reassigned as needed as priorities change. III Copyright 2013, IntelliTime Systems Corporation Page 3 IntelliTime Mobile Crew Sheet Overview Both Work Orders and Service Requests may be associated with customer defined "Work Types" such as Tree Trimming or Pothole Repair and so can Work Crews.This interface can then use configurable filters to show only the Tree Trimming Work Orders and Service Requests and the available Tree Trimming Crews.This facilitates assignments, in priority order,to qualified crews, in a minimal amount of time. If the assigned crew's Mobile Crew Sheet is within network range,the days assignments displays in real time. Crew Management Crews can be defined within the IntelliTime application using the Crew management module shown below. Predefining crews is not a required action. The Mobile Crew Sheet allows a Foreman or Crew leader to assemble a crew of even a dozen staff in less than one minute each morning. If the makeup of a crew is relatively stable,the configuration of the crew through this module would prepopulate the Mobile Crew Sheet with the expected staffs automatically. On the fly adjustments can still easily be made. lntelhflme p 'C�i ros rpa d . ® I [ ® `' s 1 1 +tc t-*.. 4 iY a s atei t a`E'V,,E atd W„p'SdY$tat$pry2; "P t90u1i:v. .IJ ^ .i:1.$e11 i1�m"'" m8' icy`'..m. Crew Setup ?".;':,,,11%.,.......s.::..- .:41; ,ta'.F ._ i a. .,fie Id c 1 +.' ( :::::."r""°' f6Y Apn ' a tfl' fM Nsn• 49� .0..,0—s., A M nip•, 6 1 Y � lo[etlm M1W 5 • fa V Ilw•fW il• A 11W OMb ,i Mb s56 �1 _h ThrvnNp_�•f154 IMF �PM tlN Lf F uP is 1 Q E . Q f e ri X' D•w D R< 165• lb IM ❑1Sh M Dl' Nr•lz Po°PY I Eay E C7' `©Y ❑ 0011 .15 IM 1fJi< i91J$�lk dM •..❑' IIl51 IM I I ISI Aqh LIF 1 Y {Q, El h❑ O%rID VI v4 "� Wwb D 40 0 W ur Df vlb II iLW D 116 II L�154 M _fll tive L]lF i L 1].^ v$ fry t..„4 w -_.,...A124....456 'ter wyulla vNw wwmAuwg �. Ayt4Yu^rug 41,;:p 'I v p p fdx Fp 1 pp 4J_ ff % A d S d EA':'. .4 l 1;7.-....,"4 F :;,',:',/ 1 .nr.-,P �. e6 i S ';,,,1s,„7,1, .. yg -R .�a, t,tt I Gin 4.1 &u:id' ,aatc;fA21;$sA .a sda D el A .f HI WI LiUl I:J -q $:'§ ^ ' “171 d -7 n.a,s. ¢;t'fi -n7e5: . wr'�.' 9:- 'mow^ e: . . '?. ICupdab Aq. Wk' e um` ..1 w . . e d <, I P ew IP.”'I(Np�tlllaf`Mou I " p . r _. ass ,, hn .. GamestxlJ hddi¢Jpa Cal. •, If desired, standard equipment and material compliments can be assigned to a Crew using the controls above and again on the fly adjustments are easily made.The Override Accounts control allows for definition of standard labor cost accounting values for crews that always use the same account each day e.g. "General Maintenance".These types of crews can still be very productive with the Mobile Crew Sheet to capture their labor,equipment and material usage each day, even though they are not typically assigned discrete Work Orders or Service Requests. 41 Copyright 2013, IntelliTime Systems Corporation Page 4 IntelliTime Mobile Crew Sheet Overview Equipment Setup Similarly an unlimited number of equipment can be defined including flexible billing units and rates. Billing units would include "Hours" "Miles" or"Idle Time" for example. Billing units can also include edits so for example a number from 1-200 may be allowed for miles driven on a Work Order, but Hours would be limited to 24 or less.This helps improve data accuracy even for a disconnected Mobile Crew Sheet where editing by the server is unavailable. Equipment Setup eat teeMem ease- tee,_ maa eat easneemeetea tas. I no t jr-79000 n • c.,rcnn+:a.e.u, Material Setup ® An unlimited number of materials can be defined including custom measurement units. So if the material is road salt, the units may be tons, for loads of sand or gravel the units may be tons, truckloads or yards etc.The system also allows for billing rates to be defined for each material and unit. m. vraw aeea ;,1T; Material Setup e . - u — Oa. ae -nen- m �T_ P..a jen -'f-�i=: a 'R D 9,05 q..awiw.sa-na ans I'-I- - Cd in' to a -n t._ uwra wa.aa Leda z•-.17--.90000e 0 e -Wear-- —n._ o (DOGa I M'rl�J.tLp= Copyright 2013, IntelliTime Systems Corporation Page 5 IntelliTime Mobile Crew Sheet Overview Mobile Crew Sheet When a crew leader is issued the Mobile Crew Sheet they log in using their IntelliTime username and password.The Mobile Crew Sheet immediately syncs up with the server and loads any preconfigured information about crew members, including Jobs, Skills and Schedule. Assigned Work Orders and Service requests are listed in priority order down the left side of the user interface as shown below each under a separate Work Tab. '�P' •• n nCew Sneel AGIIIL AR.TERRENCE •. ".��° p4 ••: • I7M o` �n 4 tie r tl m ',� Imeliln sr tem.corps t 1 1 l DadYF ry`jP "iu x nto LNYIr POUIIAR.iER0.ENCE Dm]24101]'c;;;. 'Dam B] di/ (a0i iWwkie64 Pet"-2;d, }. ♦ S Orr :m4tlem _-••• t werue �• RR2T,ST.Rf ;Atlua n.aui• ' aEllr ^^^M1 1`I Emp ID Parris Pay Ce Reg HStan lSttop Joea Shill Start tn Stop P.pnaN l 11 p l <1 127473 AGUILAR TERFETlCE [Rol ❑. P f 1 1 I` Street Crew Leaner 800 AM 800A .b.Lafih.ti i5 .4?.....:........ap. bh ❑ 171E60BARLDw,HARVEY [k qw„ ❑ t-I L—j 1.�.,, Neary Ep operPalmvlp Driver O 139477 BEST.NAN Lptl=❑. OSni En]L_-1 Street MalNerane Worker 7 00MI 600 WA F] 183037 COMPTOII.JOERaWln Q 0=y t I EJ Street Maintenance Yorker 800M1 800 NA in 183712 ORD.Clem' Lw=hep LE f._1 ' Total 0 0e0n ton da_[] Aad Employs}, cl of v sal cnCr* L :ar l ads Lln. If the crew leader wants to add walk on users they have a pick list at the bottom to "Select an employee to add" with a list of all available staffs. As a crew leader completes a Work Tab,they enter the time for each crew member or click the checkbox next to the Emp ID label to select all employees.Then as they enter time for one employee the entries are copied to all employees. Individual employees may also be selected one or more at a time for data entry of their hours. Equipment Tab The equipment tab shows any assigned equipment for this crew. If desired the hours for a piece of equipment can come from the Labor Tab in the case where Harvey Barlow is the backhoe operator and every hour he works on a Work order is also charged to the backhoe. CO)"a""/ Imellinme Mtems Corpo n Crrew sheet(ACWIAR.JERRENCEI . 1'n.e a ra. ,5•,, "Crew Uatler AGUILPR '.:n �� v iFRRENCE Orte Y14P1] CWx 43H'li Bl] .- ' + int • w + ...E. .v_ ...._..u�x.....+.:...._..e .....a......�wu ❑ pulPm.m'E9ulpmmt0.ic'Ynln Nounimn Operator TotalStart Stop . . El 31 Fora F-350 t O I ❑ v m r I A.pnan Hang —' 0 1658 BXYnoe I—_1]' IB.aor.Ammo ❑ „t`-1l� - - ❑ 262A1 Eonralor 1-----° 1--- -❑' ^___ki 404 Equlpm.nl ales/ The "Select equipment to add" pick list allows ad hoc equipment to be added and used by the crew at any time. Copyright 2013, IntelliTime Systems Corporation Page 6 IntelliTime Mobile Crew Sheet Overview ® Materials Tab If the crew uses materials, this tab can show a preconfigured materials list to save time.The crew leader can enter the usage by selecting the usage units and then touching the up or down arrow next to each item. �...M.r. _ bttmEme Sestets Carpeerbon Ow sheet 00211a,Magna:El . 1("—,q.. Crete Leader AGU65R.1ERR CE Date 312S21113 Crew 4344 Ten In te4ZiD Week tete a=r3 ernes .�. - ❑ wrnw umR.l Dew Units ear AfRfJR Sealinge in 1202 Row Sat-Rock ler ❑. I 222 ___.. ._. .. J__. ❑ MS Asp.atIinN Q. 2 � OIS Gu tial 15. Ira D drel ❑ RROIS Fa It OM 011 it n 2 rte Sura morale 0 ala Malnol C:ear Work Details The work details screen is designed to display the complete details of the assigned tasks.A crew leader can also create new Work Tabs on the fly by clicking on the Work Tabs "+" icon.This provides support for work discovered once in the field that warrants separate reporting from the assigned work. . f'ca� RddYIR semen Cam WLCrew Sheet(SOUSa TERRENCE).. ® ®.... r____—_— Cr..testier AGW_AR.TOIRERCE Dt'J:ISN2Mi Crew 4344 Tears Vied,Eeb -+ 1 ee..r.... u....e =co •.mo-smeeer 13a1274-23422 4CR.R Seaing .� RI*K1 212,23271.2.2 w t3 W. cee1e Goan UY6nMa P[O.cy 112MDecor=Mand ReneaV. OteSreR )12.1213 Seaon IMO DCEN 3'I3/01.3 OmK[M enD Ot.AMgt3 ecewssgtC 3r2s2113 Prtccn3 1.41236 Cu.7meon __ Yw Elm3O The work details may be imported from a WOMAT solution through a configured interface or entered by planning or office staff to describe the assignment and reporting criteria such as cost accounting coding structure. All labor details also copy to each employee's timecard in IntelliTime for seamless reporting. For more information please contact your IntelliTime sales representative. 4111 Copyright 2013, IntelliTime Systems Corporation Page 7 IntelliTime Systems Corporation Section 2: Technical Qualifications— Overview of Responses Technical Qualifications a. Provide a brief Vendor profile, including location, the business legal status (corporation partnership, etc.), date the business was formed. IntelliTime Response: We have attached a detailed company overview in this response section. b. Provide qualifications and experience of employees to be assigned to the implementation team. IntelliTime Response: We have attached a summary overview of the qualifications of the IntelliTime Project Team along with resumes for all project team members in this response section. c. Describe the Vendor's experience in providing Time and Attendance solutions to Florida local governments. IntelliTime Response: While the City would be our first Florida client, we have City government clients across North America. As Public Sector time and attendance ® specialist, 100% of our clients are State, County, City and public organizations, so we bring time and attendance best practices from across North America to your City. d. Indicate the Vendor's experience integrating their Time and Attendance system with MCSJ/Edmunds financial system software. IntelliTime Response: The IntelliTime solution has a standard built-in bi-directional interface for administrators to easily run imports and exports between in IntelliTime and Edmunds MCSJ. Interfaces are highly configurable, including support for multiple imports/exports (perhaps by departments), user-defined import/export time periods, user-defined file formats, these are just a few examples. While this will be our first Edmunds MCSJ interface, we have interfaced with over 65 different HR/Payroll/ERP systems including custom homegrown systems, and have never failed to implement a client interface on time and on budget. We will provide the City with a fully configured sandbox site at the beginning of the project. We would agree to create the Edmunds MCSJ interface as our first project deliverable. If IntelliTime was unable to successfully deliver this interface within 30 days, we would agree to cancel the contract at no cost to the City. Copyright 2016, IntelliTime Systems Corporation Page 1 of 1 5/10/2016 IntelliTime Systems Corporation Response to the City of Sunny Isles Beach, Florida Company Overview/General Information IntelliTime Response: Company Overview Firm Name: IntelliTime Systems Corporation Contact Name: Dennis Peters Contact Title: President Contact E-Mail dpeters@IntelliTime.com Contact: Address: 1118 E. 17th Street Contact e-mail Address: Santa Ana, CA 92701 Contact Phone Number: 714-444-3020 ext. 105 Contact Fax Number: 714-444-3145 Secondary Contact: Megan Wegehoft, Marketing Assistant Secondary Contact E-Mail: mweeehoft(a IntelliTime.com Company Internet address: www.IntelliTime.com Organization: California Corporation In 1994 we were approached by the City of Los Angeles at a trade show. We were marketing a data collection technology that used scanning to read hand printed numbers from paper forms. Our clients included J.D. Power& Associates who used our system to scan 25,000 survey pages each day for their popular market research studies. Other clients include banks and insurance companies who received credit card applications or ® claim forms and needed the data entered efficiently into their computer systems. The City of Los Angeles had a new Mayor who cut the City budget 10%. Their ITA division closed a "free"data entry department with 100 data entry workers, who did free data entry for City departments for documents such as timecards. We won a bid for our scanning technology and created the first version of IntelliTime that linked the City mainframe HR, Payroll and Cost Accounting applications to our scanning software. The first install was for the Bureau of Street Services and their 1,200 employees that produced 5,000 timecards and work reports every two weeks. BOSS estimated that they would need to hire 10 data entry operators to key this data by hand. Our solution allowed 3 clerks to perform the same amount of work. We won the Mayor's Citywide Productivity Award in 1995 for this install because it was mobile, easy for the employee to use and paid for itself in less than one year. Based on this success, other City departments purchased solutions on this contract including: Department of Airports (LAX, Van Nuys, Ontario) 3,400 ee Department of Sanitation 3,000 ee Bureau of Street Services 1,300 ee Information Technology Agency 600 ee Housing department 800 ee Copyright 2016, IntelliTime Systems Corporation Page 1 of 2 5/10/2016 IntelliTime Systems Corporation Response to the City of Sunny Isles Beach, Florida Subsequent to our scanning success at the City of LA we sold over thirty additional municipalities including the City of Fullerton, and the County of Orange, CA. In 1998 we began development of our first Web based solution and release "VTI" for our Virtual Timecard Interface. This was piloted at the County of Orange California who now has 16,000 users across 27 agencies live on the product on a single Microsoft Windows 2003, SQL Server 2005 server cluster. IntelliTime Systems Corporation is 100% employee owned and all stockholders are actively involved in the day to day operations of the company. We are willing to participate in on site demonstrations and have proposed on site visits during the implementation and on-site training. In terms of financial stability, we are a stable, profitable corporation with no outside debt or investors. A partial list of our Public Sector clients includes: City of Irvine CA State of California Superior Court City of Orange CA City of Pasadena CA City of Fullerton CA City of Yakima WA Dublin San Ramon Services District City of St. Clair Shores MI City of Chandler AZ County of Solano CA State of Montana Department City of Olathe KS of Corrections City of St Paul MN City of Topeka KS Marathon County WI Ramsey County MN City of Wausau WI41, City of Monterey CA County of Shelby TN State of Missouri Department City of Hagerstown MD of Conservation County of Cherokee GA Fire Department Copyright 2016, IntelliTime Systems Corporation Page 2 of 2 5/10/2016 IntelliTime Systems Corporation Project Staff Synopsis Below is a brief summary of the qualifications of our proposed project team for the City of Sunny Isles Beach during this project implementation. We have also attached resumes for each team member in this section. If any of these individuals are unavailable at the time of contract signing, they will be replaced by IntelliTime staff with equal or greater qualifications and experience. Proiect Manager: Frank Schave Frank has over ten years' experience in Labor, Food and Finance Management Software implementation and support, working with many well-known names in the US and in Australia. Frank would be the main contact for the City and would lead the implementation process. Technical Lead: Patric Hua Patric has his BS in Computer Science and over six years of experience in .NET application programming, which is the programming environment for IntelliTime software. He designs and tests IntelliTime product upgrades and also provides high- level technical support. Patric would lead on technical aspects of the implementation ® such as setting up the system interfaces. Configuration and Support: Christy Hunzeker Christy has her MBA and several years of experience with IntelliTime, both as support staff and as a Project Manager. Christy would provide configuration and support services during the implementation process and beyond. Trainer: Stephanie Chen Stephanie has her BA in education and several years of teaching experience. She recently led the onsite training for the County of Shelby, which included both timekeeping and Dynamic Scheduling training. Stephanie would conduct all the onsite training classes for the City during implementation. Copyright 2016, IntelliTime Systems Corporation Page 1 of 1 5/10/2016 Frank Schave, ACS Phone: (714) 280-5984 E-mail: Helpuwinglive.com Summary of Qualifications Project Management - 10 plus years: • Responsible for the entire SDLC (Software Development Lifecycle) of over twenty major projects, including kick-off, discovery, planning/designing, execution monitoring and time and cost control. • Provided SME (Subject Matter Expertise) in areas including project scope definition, risk identification, project methodology, resource allocation, facilitation, and other areas of expertise based on established project management techniques. • Helped with the development of the application from the initial idea stage, to writing or proofing design docs, to UI testing, and finally to implementation. • Managed local and off-shore IT personnel, developing local and cloud-based applications • Managed projects using various project management methodologies including Agile, Waterfall, CPM, and tools including MS Project, MS Excel,AceProject,VeoProject, MS Visio, SharePoint and Mantis. Training - 10 plus years: • Have given training classes to vendors and co-workers, one-on-one and in large and small venues. • Created and/or given classes on the various subjects including, application usage, project management, sales techniques, life-coaching and all aspects of money and team management. • Helped bring several company's training modules into the computer age, and helped move other companies toward a paperless goal. ® • Trained using various training methods including, role playing, games, group exercises and used tools including MS Word, MS Power Point, Mindflash and Storyline. Education and Training PMI Member. ACS (Associate, Customer Service)from LOMA, 1999 Certified Proctor for WFG University, and the Steven Covey, First Things First course. California Insurance license from 1989-2007, and NASD Series 6 and 63 registered 1992-2007 Mentorship program recipient from Steven Covey,Anthony Robbins, Lou Holtz and Pat Riley. Have attended over 100 seminars or training sessions given by speakers like, Tom Hopkins, General Schwarzkopf,Art Williams, and Robert Irvine to name a few. Work History 3/15—Present IntelliTime Santa Ana, CA Sr. Project Manager Responsible for leading full life cycle client implementation including discovery, analysis, writing interface specifications, configuration plans, test plan outlines and project plans following IntelliTime Fast Track methodology. Work closely with the client's project manager, project technical lead, vendors and, operational SMEs to meet the technical and business requirements of the client. Internally collaborates with multiple teams and SMEs to assure that the best possible solution is delivered and client is trained on how to receive the maximum benefits from the solution. • Sr. Project Manager on the Shelby County implementation. • Supporting in the implementations of Cherokee and Waukesha Counties. 411 � Page Iof2I I Resume: Frank Schave,ACS fil 7/09—3/15 Altametrics/eRestaurant Costa Mesa, CA Implementation Specialist/Sr. Project Manager Responsible for project management of implementations, release upgrades, CRs (Change Requests) and SOWs(Statements of Work), including cost and resource management,and client training. • Reduced the standard cost of application implementation by deploying a Standard Application methodology. • The only person that had a duel-role of implementing two new clients, at the same time as supporting three existing clients. • Have been the Sr. PM (Project Manager), PM or SME (Subject Matter Expert) on every new client or * POC(Proof of Concept)we have had from January 2011 till August 2014. t'J • Was chosen to travel to Australia alone, and do a POC for an Australian based company. • Have been responsible for data integrations to many major food vendors, and NP and HR systems like, Sysco, US Foods, PeopleSoft, People Management,ADP, Lawson and Home is 5/07-7/09 Acapulco Restaurant Costa Mesa, CA Ai.. Manager /Training Manager a Responsible for the management of all food and labor cost, and for the entire guest experience. • Decreased the cost of training new managers by helping with standardizing training. • Consistently achieved lower than budget,food and labor cost, by using technology. • Identified any items that need to be updated in the field training programs. 3/01 —5/07 World Group Securities, Inc. Orange, CA Marketing Director/Director of Training Responsible for recruiting and hiring new associates, and leading existing ones. Also for, developing, organizing and implementing training programs for product, leadership and sales techniques to both sc. „ ,�� experienced and novice management and sales associates. • Increased retention by 20% and decreased start-up time by 40%, by standardizing the training program. • Increased revenue centers by opening-up a Nevada office. v.sa 1111) Page 2 of 21 CHRISTY M. HINDLEY SUMMARY OF EXPERIENCE March 2007 to Present Project:Manager IntelliTime Systems Corporation • New account project manager • Coordinate Project Plans and Resources July 2004—March 2007 Implementation Manager INDATA Services. LLC • New account project manager • Provide end user training onsite and via WEB demonstrations • Convert data through SQL Server and Microsoft Access • Install and configure INDATA software at client site • Responsible for designing and creating training program for internal staff • Responsible for supervising and managing client support desk to ensure client satisfaction and quality assurance of the product July 2003—July 2004 Marketing Coordinator INDATA Services. LLC • Manage Customer Relation Database • Direct Marketing(Mailers, html emails: press releases and quarterly newsletter) • Coordinate advertisements with industry magazines • Update Company Website Jan. 2004—May 2004 :MBA Consulting Insitio Pharmaceuticals • Assessment of lnsitio's valuation,competitive position, and financing strategy ® • Evaluation of market segmentation • Recommendation regarding licensing technology EDUCATION Sept. 2002—2004 San Diego State University San Diego,CA • MBA in Finance/Marketing_ • Deans List Sept. 1998—June 2002 California Polytechnic State University San Luis Obispo.CA • Received BS in Nutritional Science • Senior Project-- Designed and delivered a curriculum to teach 40 fifth grade students the importance of nutrition • Presidents and Deans List March 2001 —June 2001 University of London Bloomsbury, London QUALIFICATIONS • Skilled at multi-tasking projects • Project team leadership • Develop a curriculum and train users in groups and individually • Reliable, perform with accuracy and effectiveness • Team Player,enjoy working with others • Proficient with Microsoft Word.Access, Excel, PowerPoint.and Outlook • Familiar with Adobe Acrobat.Quark\press, SQL Server 2005,Microsoft Reporting Services,and Html Patric Hua 1432 E. Blossom Ln,Anaheim 92805 714-292-7192 patric.hua@gmail.com Summary: 6 Years of Microsoft .NET web application development using C#/ASP.NET. Computer Skills; Languages • C#(6 years,currently using) • ASP.NET(6 years,currently using) • Winform(4 years,currently using) • SQL Server 2000(6 years, last used 2009) • SQL Server 2005 (4 years,currently using) • Entity Framework(1 year),WCF(<1 year) • NHibernate(3 years, last used in 2009) • AJAX(5 years,currently using) • jQuery(1 year,last used 2010) • C++(10 years,last used in 2005) Certifications • MCTS: .NET Framework 3.5 ASP.NET Applications • MCTS: .NET Framework 3.5 Windows Forms Applications Software • IDE:Visual Studio 2005, 2008, 2010 Education: B.S. Computer Science-University of California, Riverside Dec 2004 Experience: Senior Computer Programmer Jan 2011-Present IntelliTime Systems Corporation, Santa Ana, CA • Develop ASP.Net programs for enhancements to the IntelliTime VTI and Schedule Modules • Install New Customer Sites and Provide Level 3 Support ASP.NET Web Developer Jan 2010-Present OC Probation Office, Santa Ana, CA • Migrated existing AS400 Cobol probation management system to ASP.NET • Created custom reports using SQL Server Reporting Service • Integrated cashiering hardware into software • Developed a cashiering software using Winform and created reporting services for Financial system using ASP.NET, AJAX,and SSRS .NET Instructor Sept 2010-Present CIT College,Anaheim, CA • Teach the fundamentals of.NET framework—Topics include Winform,ASP.NET, Data-Driven application development, Distributed computing Program Lead/Manager of IDX Department Oct 2007-Jan 2010 Superlative, Inc., Irvine, CA • Find and develop solutions that scale to a growing IDX system of more than 100 MLS. • Architect and developed a RETS framework to integrate with the IDX system using C#2.0. ® • Managed the project of converting the older IDX system to use the new RETS technology. • Coordinated the IDX team to produce rapid IDX solutions on a weekly basis. Patric Hua 1432 E. Blossom Ln,Anaheim 92805 714-292-7192 patric.hua@gmail.com Software Developer Feb 2006-Oct 2007 1110 Superlative, Inc., Irvine, CA • Used ASP.NET/C#,AJAX, and NHibernate to develop Studio Broker and Studio Agent version 5 product, a highly responsive suite of software products that serve more than 10,000 realtors • nationwide.It offers both Real Estate Brokers and Agents the ability to maximize their exposure in the Real Estate market. Built upon the latest technology, realtors can setup a website within • minutes with a few simple mouse clicks, and easily manage website content through an intuitive interface. • Met project deadlines and requirements. • Software products developed using ASP.Net and C#,and driven by MS SQL 2005 database • Managed data for more than 70 Multiple Listing Services nationwide in order to provide up-to-date IDX data to realtors daily. Web Developer Feb 2006-Feb 2007 FarHeap Solutions,Santa Ano, CA • Developed part of the company's shopping cart application using Php,Ajax, and Javascript, allowing for real-time price calculation. • Using CSS and Javascript,created context menus and customized menu skins. • Used Smarty templating system to separate front-end design from backend programming. • Developed in-house applications using C#to generate html pages dynamically. Other Projects: • Compiler Design—Wrote a compiler for the ARM7 microprocessor to demonstrate concepts behind compiler design and implementation • Kalaidecam.com—A photography website developed using Php and jQuery • lnntouchTravel.Com—An online reservation system for a resort agency written in Php and MySQL Stephanie R. Chen 1821 Nowell Avenue, Rowland Heights, California 91748 (951) 533-5153 (Cell) stephanie.r.chen@icloud.com ® Objective: To obtain a position in Human Resources,providing an opportunity to make a strong contribution by utilizing and expanding upon related education,skills,experiences and capabilities. Core Strengths: • Over 10 years working in a professional office setting • Creative problem solver • Outstanding communication skills • Developed listening skills • Outstanding at follow-through • Dedicated team player • Type 50+WPM,12528 kph data entry(10-key),Knowledge of MS Office 365(including Excel,Word,and PowerPoint),and Mac OS Education: • Western Governors University,Utah Bachelor of Science,Human Resources Management,in progress • California State University,Fullerton Preliminary Multiple Subjects Credential,earned December 2007 • California State University,Fullerton Bachelor of Science,Child and Adolescent Development,earned January 2007 • Mount San Antonio College Associates of Arts,Liberal Arts,earned December 2004 Work Experience: -IntelliTime Systems Corporation April 2014-present Software Trainer Santa Ana,California • Understand the company's software to a highly technical degree • 50-75%travel to meet and train with client project managers and client staff ® • Prepare training materials and system documentation • Provide world class support for the software in response to customer calls and e-mails -Sylvan Learning Center November 2011-April 2014 Center Director Rancho Cucamonga,California • Manage day-to-day operations of the center and monitor and track center metrics • Hiring and reviewing of part-time staff • Utilizing the sales process and maintaining a monthly accounts receivable list • Curriculum delivery and maximization • Marketing through maintenance of social media franchise pages and building collaborative relationships with schools • Assist Executive Director with quality assurance of all franchise centers through evaluations and ongoing training of part-time and full- time staff • Design and implement staff trainings including writing and publishing training manuals • Providing professional and developmental coaching to struggling staff members -Sylvan Learning Center August 2008-November 2011 Director of Education Claremont,California • Champion the Sylvan curriculum • Manage and ensure quality of programs,educational standards,and staff • Helped center to grow through marketing in the community • Conduct ongoing conferences with parents and teachers -Sylvan Learning Center April 2006-August 2008 Center Instructor/Lead Instructor Diamond Bar/Chino Hills,California • Taught Sylvan programs in a small group setting ® • Supervised and interacted with students as they worked Evaluated student performance and reported to Director of Education ® IntelliTime Systems Corporation Response - Statement of Work City of Sunny Isles Beach, Florida IntelliTime Systems Corporation proposes a phased approach for the Project Work Plan. This approach is typical of our standard implementation methodology as a specialist in complex Public Sector timekeeping and scheduling projects. In this section we have also provided a sample 180-day project timeline. The project timeline and phase lengths described in this section can be modified as needed to meet the City's desired implementation schedule. Discovery Consulting Phase Each project starts with a Discovery Consulting Phase assignment to identify all of the possible "Use Cases" for timekeeping and scheduling. This well organized effort is successful on each project because of the thoroughness of the review. The Discovery Consulting Phase is budgeted at 60 days elapsed time. Information that comes to light after this period and the subsequent effort to reconfigure the system would not be covered under the proposed project budget. We consistently achieve a thorough review by identifying and collecting the following information: C• All Bargaining Agreements — Sworn and Unsworn ® Timekeeping Policies for Non-Represented Employees and Management Payroll and Timekeeping Procedure Manuals o All Accruals and Leave Policies o Holidays and Holiday Pay Policy o FLSA Policies — Including Public Safety Section 7 o Family Medical Leave Policy - FMLA o Attendance Policies and Procedures o A Complete List of Supported Pay Codes from the Payroll System • Configuration of 200 Pay Codes covered under the project budget. Additional or new pay codes might incur additional professional service charges. C. Employee Schedules and any 24x7 Shift Staffing Policies o Employee Schedules — Configure Up to 100 o Staffing Requirements by Shift, Job (rank), Location (post) o Shift Statuses o Hiring Rules, Overtime Rotations or Equalization Plans o Work Out of Class Policies o Shift Trade or Swap Rules C• Workflow — Approval Policies — 4 Approvals o Six documents are included in the proposal, a "Elapsed" Timecard for Exempt or Exception Pay Employees, a "Times" Timecard with start and ® Copyright 2016, IntelliTime Systems Corporation Page 1 of 6 5/10/2016 IntelliTime Systems Corporation Response - Statement of Work City of Sunny Isles Beach, Florida stop times for FLSA Covered employees and those using the Time Clock to Punch in and Out. Also included are an online Leave Request, an Overtime Approval Form, a Prior Period Adjustment Form and a Shift Swap and Trade Form. One workflow per document is proposed but each workflow can be different. A typical workflow would be the User to Supervisor to Payroll Clerk. o A Project Manager workflow is also supported for the Timecard. Often this is for approving the documents when charges are made outside the user home department. This allows a Department head to approve charges to their department by employees outside of their department. 1. Labor Distribution Policies including coding instructions for Departments, Job codes or Project codes. This review includes who is required to report labor distribution and what Project codes etc. are valid for which users. Any configurations necessary that are documented for us during the 90 day discovery period are covered under the proposed budget. Changes required after the 90 day discovery period during the roll out are not included in this budget. Interface Descriptions o Import Employee Data From Edmunds MCSJ HR module o Import Valid Projects, Cost Center Codes from MCSJ HR/Payroll o Export of Payroll Transactions to MCSJ Payroll o Interface to Stromberg legacy timekeeping system to convert employee historical time data All of the above details are inventoried at this step to verify we have a complete picture of each policy or "use case" for timekeeping. By cross referencing these items we can be assured that our review is complete. An example of cross referencing would include if the bargaining agreement stipulates that if a Sergeant goes to the dentist and an Corporal alternate will act as "acting" Sergeant for the balance of the shift and receives a pay premium for this change in job, then we should also have a pay code to report this activity, or if not it may be handled as a dollar per hour differential e.g. $.75 and reported on the timecard and to payroll as money. Alternatively if we see a pay code called Holiday Overtime that is not mentioned in any of the supporting documentation we would know to ask for an explanation of the usage rules, as this type of overtime pay does not typically require the 40 FLSA Hours before being paid and in most cases is earned for working on a holiday. By making sure all the pieces fit we can be confident that a thorough review has been completed. By cross referencing each of the documents mentioned above it is very rare to have a use case not accounted for during the initial discovery process. flb Copyright 2016, IntelliTime Systems Corporation Page 2 of 6 5/10/2016 IntelliTime Systems Corporation Response - Statement of Work City of Sunny Isles Beach, Florida • Physical Plant Review o Identify and Visit Unique Locations — Other Than Networked and Computerized General Office Environments o Time Clock Locations o Interview Remote Timekeepers and Collect Samples of Special Timekeeping Use Cases' o Identify Unique Work Environments — • Mobile Workers • Non-Networked Environments • Workers Without Computer Skills • Hourly Workers — Time Clock Users The physical plant review provides information that is the basis of our recommendations regarding the number and location of timekeeping devices that may be required to support your operations. These can include Time Clocks, Interactive Voice Response (IVR) Telephone timekeeping, Mobile Laptops, Hand Held Computers or Kiosk shared use computers. ® At the conclusion of the Discovery Consulting Phase we prepare several documents for review by the Client Project Manager. These include: • System Configuration and Test Plan Table of Contents — This document, when completed is typically 100-150 pages in length and includes fully documented scheduling and timekeeping use cases and interfaces. • Detailed Project Work Plan — The Discovery Consulting phase has identified all of the scheduling and timekeeping use cases and the professional services to configure test and document these configurations and install at the City. C• Fit-Gap Analysis — This identifies any customizations that may be required to support timekeeping use cases that are not configurable from the baseline version of IntelliTime. A complete line item budget is included for each item. Training Plan — Describes the recommended process for training. Takes into account operational requirements such as customer service locations where the ' This is often an overlooked step when clients attempt to write a detailed requirements document for an RFP prior to involving the vendor. In past projects we have found hundreds of cases where the bargaining agreement and policy manual states one specific procedure but we find by talking to the field staff that in fact the actual practice is completely different and represents the proper policy. Because central payroll is receiving the time cards after they have been reviewed and edited by the remote timekeepers, often ® these practices are invisible to headquarters staffs. Copyright 2016, IntelliTime Systems Corporation Page 3 of 6 5/10/2016 IntelliTime Systems Corporation Response - Statement of Work City of Sunny Isles Beach, Florida public service function must remain open during training possibly requiring two classes to alternate staff between training and the public service function. Also looks at 24x7 facilities to determine if night classes or bringing staff in during the day is preferable. The availability of computer training rooms or lecture halls and lunch rooms are reviewed to plan the training. Configuration and Testing Phase Upon approval of the initial deliverables defining the scope of the engagement, IntelliTime Systems Corporation will configure the software to the required specifications as documented in the System Configuration and Test Plan. This includes defining the following parameters in the software to make it ready for testing by the City. + Configure Pay Cycles and Pay Periods — One Bi-Weekly Pay Cycle • Enter Holiday Calendar(s) • Define Workflows •: Configure Timecards for Required Data Collection Elements • Configure Timekeeping Rules • Configure User Schedules • Configure Employee Import Interface from HR • Configure Schedule Templates and Staffing Metrics + Configure IVR Hiring Scripts • Configure Overtime Hiring Lists and Rules • Configure Skills and Jobs Based on the rules documented in the System Configuration and Test Plan the system will be configured for the required timekeeping and attendance scenarios for the appropriate bargaining units, employee FLSA statuses and positions for example. As chapters of this document are completed they are forwarded to the client's Project Manager for review and approval until the entire plan is completed. The configured system will be installed on the file server at the City in test mode. In the detailed Project Work Plan a Pilot Test group will be identified that is representative of some of the more complex scenarios in the System Configuration and Test Plan. Pilot Test groups should consist of special or more complex timekeeping requirements. Execute the Testing and Training Plan The System Administrator training will be held at City locations. This class includes all system administrator interfaces and procedures over two to three days. The general administrator functions are covered and then the System Configuration and Copyright 2016, IntelliTime Systems Corporation Page 4 of 6 5/10/2016 IntelliTime Systems Corporation Response - Statement of Work City of Sunny Isles Beach, Florida Test Plan scenarios are run on the client server using your copy of the software. This is a major milestone for the project as all of the use cases for timekeeping, attendance and labor distribution have been documented, configured, delivered and now tested on the City of Sunny Isles Beach IntelliTime server. Pilot Testing In this phase the System Administrators and Payroll Supervisors and Schedulers will log into the IntelliTime system and enter schedule changes and timecard transactions from a single prior pay period for 50-75 users with the more complex timekeeping and attendance rules. A pay period with a Holiday is often best. This somewhat more unstructured test will cause real world entries to be evaluated by the newly configured rules in IntelliTime. Any exceptions are noted and reviewed with the IntelliTime training staff and Project Manager to determine the reason for the discrepancy and any impact on the configured rules. The Interfaces would also be tested with these test transactions with the respective test environments of the target systems such as payroll. Parallel Test ® Upon the successful completion of the Pilot Test the Parallel Test would begin a few weeks later. A Parallel Test means that the users will continue to complete their paper timecards for payroll purposes, but also enter their time in IntelliTime for testing purposes. The Parallel Test users would include 20-40 users from representative departments including those using 24x7 scheduling, web time entry or any special use cases. Depending on the actual configuration of the City system by IntelliTime, several separate parallel tests may be run sequentially for unique departments, instead of all at once. The Parallel Test users, supervisors and timekeepers will attend vendor led training classes to learn the specifics of the timekeeping method that will be used by their department or workgroup. They will be instructed to continue with their current manual timekeeping process and to also perform timekeeping in IntelliTime. Often this adds one hour per week of extra effort per user in the worst case scenario. Volunteers with a good attitude are ideal for the parallel test. After the paper timecards are processed, the City Payroll staffs will process the transactions for the same week or pay period in the IntelliTime server from the parallel test users. Reports will be run to compare the results from production payroll and the financial system and the data from the IntelliTime parallel test for the participating users. Any discrepancies will be noted and the client Project Manager will determine whether to continue the parallel testing or to pause and allow time for any reconfiguration or retraining that is required. ® Copyright 2016, IntelliTime Systems Corporation Page 5 of 6 5/10/2016 • IntelliTime Systems Corporation Response - Statement of Work City of Sunny Isles Beach, Florida Presuming that the parallel tests results are clean the customer Project Manager can decide whether to continue the Parallel Test for a subsequent pay period or to instruct the Parallel Test users to cease the manual timekeeping procedures and to only enter their time through IntelliTime. Department Wide Roll Out The Training Plan is then executed. A detailed schedule of the training is important not only for coordinating the schedule and logistics for training but to insure that the City Payroll is sure whether an employee will be paid through the manual process or IntelliTime each pay period until the entire organization is live on IntelliTime. Summary and Conclusions The key benefit of this detailed implementation methodology is that the complex requirements of an organization the size of the City of Sunny Isles Beach are thoroughly discovered and documented before the project proceeds too far into the implementation phase. Also the configured system is thoroughly tested by the vendor before the City's staff starts their training and the City's system administrators and payroll staffs have a substantial amount of training and hands on testing time before the first users see the system. This serves two distinct purposes. First the City staff knows their users and can determine if the configurations will work within the City. Second the administrators have several weeks or months to work with the production candidate software before the first City of Sunny Isles Beach user sees the system. This provides them the chance to climb the learning curve before you are in production and to become familiar with the new terms, features, edit messages and procedures before the first users could start asking them questions. Copyright 2016, IntelliTime Systems Corporation Page 6 of 6 5/10/2016 IntelliTime Systems Corporation Response to the City of Sunny Isles Beach, Florida Training IntelliTime Systems Corporation is proposing a turn-key implementation including on- site training for key users to be held once the system configuration and interfaces are substantially complete. The reader is encouraged to review the Statement of Work and Sample Project Plan for a comprehensive description of our implementation methodology. The training classes start with the System Administrator Operations class that includes a review of the System Configuration and Test Plan use cases for Timekeeping and Scheduling. Held over a four day period the class includes practical experience with timecards that reflect each system rule delivered. Administrators will practice with transactions that originate from Web timecards, time clocks and the 24 x 7 Dynamic Shift Scheduling program. All system interfaces will be tested for the correct import of employee data from the City HR system and the export of time transactions to centralized payroll system. New user setup procedures will be reviewed. Data archiving with be reviewed. At the end of this class the administrators will have a solid understanding of the day to day operations of the configured solution. As part of the above training Administrators will also receive User and Supervisor training to familiarize themselves with the basics of Time and Attendance including ® Leave Requests. The Administrators will then enter 75-100 timecards into IntelliTime on behalf of users, using timecards from the prior pay period as examples of unstructured test cases. The 24 x 7 Dynamic Shift Scheduling module training for the 24 x 7 departments can then be scheduled in parallel with the Administrator training and testing. City 24 x 7 staff will be trained on their Schedules and Rosters configured for their organization. Administrator will be trained on day to day operations including approving Leave Requests, managing schedule events and extra duty assignments. Testing will be done with the Interactive Voice Response (IVR) telephone notification system. The system is typically rolled out on a department by department basis, workgroup by workgroup so a user and their supervisor are both trained on IntelliTime at the same time. If users will be entering their own timecard in IntelliTime via a networked PC, we can train users in a hands on class in a City training room configured with PC's, or they can be trained in a lecture environment with 100+ users in attendance to see a demonstration overview of timekeeping. Both classes take around one hour and forty- five minutes. They receive a handout for users and then return to their office where they can immediately begin using IntelliTime. The decision between a lecture style training for users or hands on training in a PC equipped training room is made by the customer based on cost, hands on training is typically a smaller group so more classes are needed and the City's estimation of their user's PC skills. Many proficient users do fine with a lecture type class. ® Copyright 2016, IntelliTime Systems Corporation Page 1 of 2 5/10/2016 IntelliTime Systems Corporation Response to the City of Sunny Isles Beach, Florida 41) Supervisor training is best provided through hands on classes in a PC equipped training room. This class is also an hour and forty-five minutes in length. One subtle but key role Supervisors play in this type of project is that they provide first line support for their users. If a user has a question about IntelliTime, they will first ask their Supervisor. Then supervisors can ask their department level coordinators if they do not know the answer. Then the department level staffs then ask the Administrators. This hierarchical approach provides for the most efficient knowledge transfer. Once a Supervisor asks a question, they can easily handle the next time the same question is asked by a different user. Users that will use a time clock can be trained in ten minutes by their supervisor at the time clock. If the City desires users to also use the Web interface for example to review historical timecards or leave requests, then the user should also attend the lecture class above for users. IntelliTime Systems Corporation is also proposing to provide six videos for user and supervisor training. 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U .C � N U .'70 < U W N 4 _ B € O Quu C C O m O8 = LO Va O i cy0N74. Q o � (� q U0 TL w UNO C m N U qyy 0 Li E € = E G6Dw -- .) cp2 30 U co ¢ ti Eu tii U E q G F EN u C Vj m E R = e u C, 'frr" DJ) 0 a o c E - - 'C o z a A 4.1U F � IntelliTime Systems Corporation References City of Hagerstown One East Franklin Street Hagerstown, MD 21740 Contact: Scott Nicewarner, CIO (301) 766-4071 snicewarner@hagerstownmd.org Solution Installation Date: 1/17/2014 Number of Users: 500 Provided Services: Citywide implementation of IntelliTime including 24 x 7 Dynamic Shift scheduling solution for Public Safety and Public Works, time clocks and timekeeping, rules configuration for bargaining agreements. Interfaces to MUNIS. County of Cherokee, GA Fire Department 150 Chattin Drive Canton, GA 30115 Contact: Barry (Shane) West, PM (678) 232-4389 bwest@cherokeega.com Solution Installation Date: 12/01/2015 Number of Users: 300 Provided Services: Timekeeping and Dynamic Scheduling for 300 Fire Department users, including mag-stripe time clocks, complex rules configurations and configurable workflow approvals, IVR phone server, and MUNIS interface. City of Chandler, AZ 175 S. Arizona Avenue Chandler, AZ 85225 Contact: Rafael Ortiz, Financial Systems Supervisor (480) 782-2258 rafael.ortiz@chandleraz.gov Solution Installation Date: 06/10/2008 Number of Users: 1800 Provided Services: Citywide Timekeeping solution, complex cost accounting and pay rule configuration. Interface to Oracle and TeleStaff Scheduling. Copyright 2016, IntelliTime Systems Corporation Page 1 of 1 5/10/2016 S * * CITY OF SUNNY.ISIES BEACH . 18070,Collins Avenue Sunny Isles Beach Florida33160 s,3""Y rrt fi 305:947.0606 o f: • wwwsibfl.net • 4111 ' • 1 til' � '. J1 ��• •1.0 ,0 SES f rr/r OF sus ra0 Attachment A, Hardware & Software Requirements, completed and enclosed Attachment B, Examples of Similar Implementations, enclosed Attachment C, Company Profile and Time &Attendance System Details, included and enclosed ''Attachment D, Training and Technical Support Details, included and enclosed yi Attachment E, Maintenance and Support Agreement, included and enclosed Non-hosted software option 1: 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 58,360 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 56,500 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 510,000 ® data into new T&A system Total Year One purchase cost of proposed Time and Attendance system $74,860 Year Two Annual Cost for Support/Upgrade/Maintenance Services 57.500 Year Three Annual Cost for Support/Upgrade/Maintenance Services S7.500 Other Costs, if any(please provide details) S none `Note: Detailed breakdown of line item costs attached-the above prices are still all-inclusive. Hosted/cloud-based subscription option: V( All T&A system setup/configuration services, Edmunds/MCSJ integration on a guaranteed maximum bid price of: 526,860 All required system training for up to 60 T&A system users as well as 3 IT $6,500 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 510,000 data into new T&A system Year One Per Employee Per Month cost of subscription (300 Users/12 months) $25,984 Total Year One cost of proposed Time and Attendance system $69,344 Year Two Per Employee Per Month cost of subscription (300 Users/12 months) $25,984 Year Three Per Employee Per Month cost of subscription (300 Users/12 $25,984 months) Other Costs, if any(please provide details) Snone 'Note: Detailed breakdown of line item costs attached-the above prices are still all-inclusive. ® City of Sunny Isles Beach I Request for Proposal No. 16-04-03 26 • co 0. a- 4 . 8 ; ; To 2 o 0 0 03 oa tfi an — ai To 11 \ \\ | 0 : [ 5 ` ° / ) j 0 o ' \ \ f \ # f io. to Of ` a ` ) co \ \ ! 2 2 \ \ \ } { cc E , : \& a !ia ` . a ! # 2 30 n ,0 \ \j( - °: / {\ \ 0 � \ \ (at 7,E co \�� al �E j - ! 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NN 6 0 0 0 ® IntelliTime Company Information: City of Sunny Isles Beach, Florida Total#of Employees utilizing system: 300(TMs•sem not be total EEa.out Instead total•or Ea:uamg system) Payroll Frequency: W(Enter w for weeldyunaymess of her pay frequency.Ar calculations should assume weekly, Payroll Person's Hourly Equivalent: $24.00(If paid ta/ama.take annual salary and divide by)Wa) Average hours worked by employee/week: 40(Typal./this me be to less lunch mgr eat,day) Average hourly rate/employee: $21.50(Formosa usngme mte.r a system,ether trough a clock or li evbeeg Total Annual Savings $113,256.00 Return-On-Investment (ROI) Calculator Department Head/Auditor Time Savings Audit Savings Studies have shown that the manual totaling of time cards takes approximately 7 minutes per card.' Automated timekeeping reduces that to 1 minute. Number of employees: 300 Minutes saved auditing each card: x 6 Minutes saved per week: 1800 Minutes /60 Convert to Hours Hours saved per week: 30.00 Hours Department Head/Auditors hourly evuivalent rate x 530.00 Per Hour Department Head/Auditors labor savings $900.00 Per Week ® Improved Accuracy in Calculating the Total Human Error Savings!Studies have shown the inaccuracies caused by human error add up to 1-3%of the total payroll. 'Average hours/employee/week 40 Hours Number of Employees x 300 Employees (Tota!Hours Per Week 12000 Hours Average Hourly Rate x $21.30 Per Hour Total Weekly Payroll $255,600.00 Estimated human error factor(using just.5%) x 0.005 iWeekly Savings $1,278.00 Per Week Number of Schedulers 0 Weekly Scheduling Effort for Overtime Hiring,Leave Posting 11 Hours Managing Grant Tracking,3rd Party Event 538.50 Per Hour for Lt., Sgt. (Weekly Scheduling Labor Savings with IntelliTime $0.00 Audit Savings $900.00 Human Error Savings $1278.00 Scheduling and Billing Labor $0.00 Total Weekly Savings $2,178.00 Total Monthly Savings $8,712.00 !Total Annual Savings $113,256.00 'Investment analysis was compiled by independent outside industry sources,including theAmerican Payroll Association(APA) and Robert Half Agencies. IntelliTime Systems Corporation Maintenance and Support Overview Description of Coverage and Warranty Period IntelliTime fully supports the solution at all times during the implementation and beyond with our standard maintenance and support agreement. This includes telephone support, email support, patches and fixes, two (2) full system upgrades annually, and all support services required to maintain the system software and hardware performing to published specifications. New "builds" with patches and minor upgrades are released almost every week, but most clients choose to install these minor fixes once each month, with less than 1 hour of downtime. The support and maintenance agreement also covers two full system upgrades each year. A full IntelliTime version upgrade typically requires system unavailability for 4-6 hours once or twice a year, scheduled in advance, after hours with the customer. Support charges commence from the Project "Go Live" date. IntelliTime will deliver a "Certificate of Installation" signifying the system is fully configured and ready for customer production use. The remaining portion of the calendar year after the effective date of the Project Installation "Go live" is the first "Maintenance Period". Support Desk: Our dedicated, in-house Support Team is comprised entirely of staff with their 4-year degrees and several years of experience with the IntelliTime software. Support Desk Hours of Operation: M-F 7:30am CST to 7:30pm CST Staff can be reached by toll free phone or email, and a response to all submitted issues is guaranteed within 4 business hours. In practice most problems are responded to in less than one hour and resolved within the same business day. While we do not guarantee a response outside of our regular Support Desk hours, in practice we will respond off-hours to critical issues such as loss of server connectivity. When a problem is first submitted Support staff evaluate the problem for severity, based the degree of loss of system functionality and the impact this will have on client payroll processing. More urgent problems with greater impact on system function will always receive first priority, and can be escalated immediately to developers if needed. The Client is updated by email and phone call throughout the problem resolution, and can also check on the status of submitted problems at any time through our browser-based support case tracking portal. 411 Copyright 2016, IntelliTime Systems Corporation Page 1 of 2 5/10/2016 IntelliTime Systems Corporation Maintenance and Support Overview Product Enhancements All of our clients receive documentation emails of each new build released, describing the product fixes/enhancements contained in that build. We provide PDF manuals of all system modules to clients, which are regularly updated as new system functionality is added. And we provide clients with demonstrations/walkthroughs of new product features. IntelliTime frequently extends the system functionality based on customer enhancement requests carried out via change orders. The overwhelming majority of enhancements are baselined in the system as configuration options rather than client-specific customizations. This allows all clients to benefit from product enhancements and greatly reduces the cost of upgrades. IntelliTime considers support to be job number one, and we encourage prospective clients to ask our references about the consistently high quality of our support services! 410 Copyright 2016, IntelliTime Systems Corporation Page 2 of 2 5/10/2016 IntelliTime Systems Corporation Standard Operating Procedure for Client IT Staff Support Responsibilities The following are the standard operating procedures for a client's internal IT support staffs and delineates recommended support responsibilities between internal staffs and IntelliTime. For the server that hosts the IntelliTime web site and database the following tasks are strongly recommended on a daily basis. I. Verify that there is adequate disk space available e.g. >2 GB. Windows Server is unhappy without adequate disk space. The disk space usage does not grow rapidly and is usually less than a few megabytes a pay period. 2. Verify the server is connected to the network and users can reach the server. E.g. by logging into VTI. 3. Perform a tape backup of the IntelliTime server nightly. Periodically try restoring a file such as a Windows Help file from the tape back to the server to assure that the backup is usable. DO NOT restore any file in the IntelliTime application or database folder -- use a non critical file or one you create for this purpose. 4. Review the server Event log and report any critical application alerts to IntelliTime. If there are hardware alerts, resolve those with the hardware support vendor. 5. Download and install Microsoft Live Update patches monthly. (If a service pack for Windows 2003 or SQL Server 2005 is part of the update, contact IntelliTime before installing the service pack.) Often updates might require a server reboot so we don't recommend you set this to automatically download and install updates. You should coordinate the reboot with users to insure no one is surprised by this like the Police or Fire night shift for example. 6. If your implementation includes time clocks, if a clock freezes you might be asked to reset the clock which is similar to a reboot. This involves using the key provided and unplugging the power to the clock and then plugging it back in. You can also just unplug the power transformer from the wall if this is exposed. If a clock is accepting punches but they do not show up in the IntelliTime "Who Is In" page within five minutes, you would troubleshoot the network by seeing if you can ping the clock. The Who Is In page is covered in the upcoming training. If you cannot ping the clock after rebooting it and the clock seems to be accepting punches troubleshoot the network by trying to ping the IntelliTime server from the remote network where the clock is installed. If the clock is dead and the display blank you will replace the clock electronics module with the spare we will provide. You will have a "hot spare" on site at all times for this purpose. Replacing the clock includes un-attaching the network and power cable and the attaching the hot spare. You will then return this to IntelliTime for replacement under our annual support agreement. • Copyright 2014, IntelliTime Systems Corporation Page 1 of 2 IntelliTime Systems Corporation Standard Operating Procedure for Client IT Staff Support Responsibilities If your implementation includes a Interactive Voice Response server for the IVR server controller PC you would only be asked to reboot the PC if it does not answer the phone when called. Similar to a time clock you would ping this PC to verify it is connected to the network. For any other issue you will call IntelliTime. With regard to Microsoft software updates please recognize that we do not receive copies of Microsoft patches or service packs any sooner than our clients. We have all of our internal development and QA servers set to install all updates immediately so we will hopefully encounter any incompatible Microsoft patches or service packs first. So far there have been few over the last five years that have caused minor issues mainly related to changes in security with the server, but no down time. The IntelliTime server database will be set up by us with a "Maintenance Plan" than automatically maintains SQL Server in good working order. This performs tasks such as re- indexing tables and reorganizing data pages and will report any problems to the server Event log, which is why item #4 above is critical to be done daily. Often problems are reported in the Event Log days before any impact on the operation of the server and our application. The maintenance plan also backs up the transaction log hourly and the full database nightly. These backups are saved to the server hard disk. When you run your nightly tape backup, you have now copied the database to offline storage. Even if your server is physically destroyed we can get you back up with your tape backup. If the tape backups are not done reliably, we can restore the IntelliTime application software but all of your data will be lost. This is to be avoided of course. We can coordinate the timing so the database backup is scheduled before the tape backup is run nightly. You will be contacted to determine what time works best. Copyright 2014, IntelliTime Systems Corporation Page 2 of 2 ® IntelliTime Systems Corporation Workstation Software and Hardware Recommendations The IntelliTime system is entirely browser-based, so functionality is independent of a computer's OS-type. We support Internet Explorer 11 and Edge, as well as current versions of Firefox, Safari and Chrome. We also support Apple smartphones running iOs 6.x and higher with Safari, and Android smartphones running Android OS 4.x and higher with Chrome. In terms of minimum workstation recommendations, a Windows XP or Windows 7 workstation with 2 GB of RAM, a 17" display, 100 Mbps NIC and Internet Explorer 8 or 9 is adequate for a regular IntelliTime user. For a power user who frequently works with the schedule a Windows 7 PC with 4 GB of RAM and 19-20" display and IE 9 is best. ® Copyright 2016, IntelliTime Systems Corporation Page 1 of 1 Company Confidential and Customer Internal Use Only 5/10/2016 ® IntelliTime Systems Corporation Server Specifications for Typical Virtual Timecard Interface Server 1. Server Hardware Web Server • At least 2 Core-based Xeon CPU cores. At least 1 core per every 2000 users Database Server • At least 4 Core-based Xeon CPU cores at 2.5 GHz or higher for dynamic scheduling. At least one core per every moo users. • 2 GB RAM per core; • 250/500 GB SSD Drive for Database if Dynamic Staff Scheduling for 1,000+ Users Server Configuration • RAID Array with loo GB Available Disk Space, or equivalent SAN; • Dual Power Supplies; • Gigabit Ethernet Card (multi-homed if available); • Reliable tape backup and UPS; 2. Web and Database Server Software ® • Microsoft Windows 2008 R2/ Windows 2012 Server 32/64 bit, Microsoft SQL Server 2008 R2 / 2012/2014 Standard Edition, Internet Information Server 7, 8 ASP 3.0, Microsoft .Net 4.0, current service pack • Hyper V or VM Ware Supported 3. Remote Access and Administrative Account IntelliTime Systems Corporation will use VPN and/or Remote Desktop with customer permission to access only the server console of the machine listed in #1 and #2 above for installation and troubleshooting and installing patches and fixes as needed. Access to FTP or " another method for transferring files to and from the servers is required. A user account with administrative privileges on the web and database server is required for the remote logon. 4. Integrated Security Account A user account is used for the application security between the IIS, IVR, Time clocks and SQL Server. Our preference is the user account to be named `VTIUser'. The `VTIUser' account should never expire or need to change its password and only needs User privileges. 5. Administrative Tasks Please see IntelliTime Server SOP included with this proposal. Copyright 2015, IntelliTime Systems Corporation Page 1 of 1 Company Confidential and Customer Internal Use Only IntelliTime Systems Corporation Hosting Services System Availability Service Standards ("SASS") IntelliTime Systems Corporation provides this SASS subject to the terms and conditions below,which will be fixed for the duration of the initial term of the Service subscription. If a Service subscription is renewed,the version of this SASS that is current at the time the renewal term commences will apply throughout the renewal term. A. Monthly Service Level a. The Service Level is 99.9% (average of 43 minutes month) b. The Monthly Uptime Percentage is calculated for a given calendar month using the following formula: Monthly Uptime Percentage=(Total number of minutes in a given calendar month- Total number of minutes of Unplanned Downtime in a given calendar month)/Total number of minutes in a given calendar month B. Service Resumption a. Should the Service Level fall below 99.9%for a given month, IntelliTime Systems Corporation will take immediate action to correct issues causing the service level violation. b. IntelliTime Systems Corporation will work directly with customers submitting Service ® Disruption Claims, at no charge,with Service Assistance including dedicated additional processing or data entry that was the result of service disruption. C. Service Disruption Claims a. Customer must provide all reasonable details regarding the Service Disruption Claim, including but not limited to,detailed description of the Incident, the duration of the Incident,the number of affected users and the locations of such users and any attempts made by Customer to resolve the Incident. b. IntelliTime Systems Corporation will use all information reasonably available to it to validate claims and make a good faith judgment on whether the SASS and Service Levels apply to the claim. c. IntelliTime Systems Corporation will use commercially reasonable efforts to process claims within 45-days. In most cases providing immediate assistance to impacted customers. D. Exclusions a. Unplanned Downtime does not include: i. The period of time when the Service is not available as a result of Scheduled Downtime; or IntelliTime Systems Corporation Hosting Services System Availability Service Standards ("SASS") ii. The following performance or availability issues that may affect the Service: 410 1. Due to factors outside IntelliTime Systems Corporation's reasonable control; 2. Related to add-on features for the Service, including, but not limited to customization, unique configurations and bulk data processing; 3. That resulted from Customer's or third party hardware,software or services, including telecom providers; 4. That resulted from actions or inactions of Customer or third parties; 5. Intermittent periods of Unplanned Downtime that are two minutes or less in duration E. Definitions: a. "Service Disruption Claim" means a claim submitted by Customer to IntelliTime Systems Corporation that a Service Level under this SASS has not been met and that a Service Assistance may be due to Customer. b. "Customer" means the person or organization that contracted for Services under the Agreement. c. "Unplanned Downtime" means a period of time when Customers are unable to read or write any service data for which they have appropriate permission. d. "Exclusions" means the performance or availability issues that are noted in Section D. e. "Incident" means a set of circumstances resulting in an inability to meet a Service Level. f. "Monthly Uptime Percentage" is calculated on a calendar month basis (according to the formula set forth in Section A) using data collected about the Service's availability for a given calendar month by activity log analysis store within the IntelliTime Systems Corporation database. g. "Notice" means that within five business days following an Incident, Customer must notify Customer Support of the Incident. h. "Service" or"Services" means the IntelliTime Systems Corporation Online service provided to Customer pursuant to the service agreement. i. "Scheduled Downtime" means published maintenance windows or times where IntelliTime Systems Corporation notifies Customer of periods of Downtime for scheduled network, hardware,Service maintenance or Service upgrades at least 24- hours prior to the commencement of such Downtime. On-going published maintenance windows are considered part of advanced notification. j. "Service Assistance" means dedicated no charge assistance to provide processing,data entry or data correction that was the result of the SASS violation. k. "Service Level" means the percentage of Service availability for a given month that IntelliTime Systems Corporation agrees to provide Customer, which is measured by the Monthly Uptime Percentage. Software License and Annual Support Contract IntelliTime Systems Corporation ® Software License and Annual Support Agreement SOFTWARE LICENSE AGREEMENT made this day of , by and between Intellitime Systems Corporation, incorporated under the laws of the State of California, USA ("Licensor") and the , formed under the laws of the State of "Licensee"). Licensee desires to license certain software programs owned by Licensor for Licensee's own internal use, and Licensor is willing to grant Licensee such a license, subject to the terms and conditions of this Agreement. In consideration of the license fees to be paid hereunder and for other good and valuable consideration, the parties agree as follows: 1. GRANT OF LICENSE . Licensor grants to Licensee and Licensee accepts, on the terms and conditions set forth herein, a nontransferable, nonexclusive right to use the software programs identified on the attached Schedule 1 ("Programs") and the accompanying end user documentation (the "Documentation"; the Programs and the Documentation are collectively referred to herein as the "Software"). Each copy of a Program licensed under this Agreement may only be installed and used on one server at a time, and the Program may only be accessed at any one time by the number of users for which Licensee has paid a license fee. Additional Software may be added to this Software License Agreement through additional Schedules approved by both Licensor and Licensee. ® 2. DELIVERY AND PAYMENT . Licensor shall supply the number of copies of each of the Software listed on the attached Schedule 1 and Licensor will invoice Licensee for the License Fees indicated on the attached Schedule 1. License Fees are exclusive of shipping charges and any federal, state, provincial or local taxes, including any VAT or other withholdings, imposed on this transaction, the License Fees, or on Licensee's use or possession of the Software, all of which shall be paid by Licensee without deduction from the License Fees. Licensee agrees to pay any invoice in full within 10 days of receipt by wire transfer to Licensor's bank pursuant to the wiring instructions set forth on Schedule 1. All prices and payments are in U.S. dollars unless otherwise indicated. 3. USE OF THE SOFTWARE . 3.1. Restrictions on Use . The license granted by Licensor to Licensee to use the Software is subject to the following restrictions: 3.1.1 The Software may be used only by Licensee for its internal business purposes and only for the direct benefit of Licensee. 3.1.2 The Software may be used at any point in time only by the number of persons for whom a license fee has been paid, as specified on Schedule 1; all such use may only be by those persons using the Software for the benefit of Licensee in the course and scope of their employment. Licensee shall be provided with a security code to permit use of the Software by the number of users for whom a license fee has been paid. Software License and Annual Support Contract IntelliTime Systems Corporation 3.1.3 Licensee shall use the Software only in its original form, and shall not modify, reverse compile, reverse engineer, disassemble, or translate the Software, except to the extent necessary to permit interoperability between the Software and other software programs, nor shall Licensee create any derivative works or otherwise use the Software except as specifically permitted in this Agreement. 3.1.4 Licensee shall not rent, lease, sublicense, allow access to, or transfer the Software to any other party, by operation of law or otherwise. 3.1.5 Licensee will not export or re-export the Software without first having obtained the appropriate United States or foreign government export licenses; provided, however, that in no event may Licensee export the Software to any country to which export is prohibited by the United States, or to any country which is not a member of either the Universal Copyright Convention or the Berne Convention (a "Member Country"); provided, that any export to a Member Country is only permitted if such Member Country recognizes copyright protection for software. 3.2. Security Devices . Upon delivery of the Software, Licensor will provide to Licensee one or more authorization codes, which codes will allow the Software to be activated and to allow as many users as for which Licensee has purchased licenses to use the Software. Upon payment of additional license fees, Licensee shall be provided with one or more additional authorization codes that will allow for additional users. Licensee will not,attempt to defeat, modify, copy, work around or duplicate any security devices protecting the Software. 3.3. Proprietary Rights . The Software is copyrighted material under the laws of the United States and international treaty provisions. Notwithstanding the copyright, the fb Software contains trade secrets and confidential information of Licensor. Licensee may make a reasonable number of copies in machine-readable form of the Program which is part of the Software, provided that the copies are used only for back-up or archival purposes and that all copies contain the original copyright notice and all proprietary legends. In addition, Licensee may make the same number of copies of the Documentation as the number of concurrent users for which Licensee has paid a license fee; provided that all copies of the Documentation contain the original copyright notice and all proprietary legends. No other copies may be made of the Software, the Documentation or any part thereof, except as specifically permitted herein. 3.4. Protection of Software . Licensee acknowledges that Licensor represents that the Software and all copies of it, regardless of the form or media in which the original or copies may exist, are the sole and exclusive property of Licensor. Licensee further acknowledges that Licensor represents that the Software, including the source and object codes, logic and structure, constitute valuable trade secrets of Licensor. Licensee agrees to secure and protect the Software consistent with the maintenance of Licensor's rights in the Software, as set forth in this Agreement. Except as expressly permitted herein, Licensee agrees not to disclose or otherwise make available any part of the Software to any third party on any basis. By accepting this License, Licensee does not become the owner of the Software; Licensor retains all right, title and interest in and to the Software. This section shall survive any termination of this Agreement. Software License and Annual Support Contract IntelliTime Systems Corporation ® 4. TERM OF AGREEMENT. 4.1. Term and Termination . This Agreement is effective from the date on which Licensor accepts it after execution by Licensee, and shall remain in effect until terminated. Licensee may terminate this Agreement: (a) at any time upon written notice to Licensor or (b) thirty (30) days after written notice to Licensor in the event that Licensor breaches any provision of this Agreement and has not cured such breach within the thirty (30) day period. Licensor may terminate this Agreement: (a) at any time upon written notice to Licensee in the event of any breach of Section 3 hereof or (b) thirty (30) days after written notice to Licensee in the event that Licensee breaches any provision of this Agreement other than Section 3 hereof and has not cured such breach within the thirty (30) day period. 4.2. Actions to be Taken Upon Termination . Upon termination Licensee shall immediately discontinue use of and return all complete or partial copies of Software, in whatever form or media, and shall delete the Software from its computer libraries. 4.3. Effect of Termination . Termination of this Agreement shall not bar Licensor from seeking any other remedy it may have available against Licensee for breach of the Agreement. Licensee shall hold Licensor harmless for any loss or other consequences of a termination of the License under this Article 4. 5. WARRANTY. 5.1. Limited Warranty . Licensor warrants that the Programs licensed to Licensee ® hereunder, if properly installed and used, shall materially conform to the specifications set forth in the accompanying Documentation for a period of three (3) months from the date of shipment of the Software to Licensee (hereinafter the "Warranty Period"). Licensee shall promptly notify Licensor in writing upon the discovery of any non-conformance. Licensor shall correct any such non-conformance of which it has been properly notified within the Warranty Period, through the means it determines to be most appropriate, whether by telephone instructions, the issuance of updating documentation, corrective code, or other methods. Any replacement of Software shall be effected only after the return of the non- conforming Software to Licensor. 5.2. Notwithstanding the warranty provisions above, Licensor shall have no warranty obligations with respect to any part or parts of the Software which have been damaged in transit or by improper installation or operation, or by misuse, abuse or negligent use or repair or alteration or improper storage or which have been damaged by use which does not conform to the specific or general instructions of Licensor or to the provisions of the Documentation, or if Licensee or any third party has modified or attempted to modify the Software or if the damage has occurred due to causes external to the Software, or if the Software has been subjected to an extreme power surge or electromagnetic field, whether or not through the fault of Licensee, or if Licensee has refused to implement software changes recommended by Licensor. 5.3. THE WARRANTY SET FORTH ABOVE SHALL BE EXCLUSIVE AND IN LIEU OF ALL OTHER LIABILITIES, OBLIGATIONS, CONDITIONS AND/OR WARRANTIES, EXPRESSED OR IMPLIED (INCLUDING BUT NOT LIMITED TO ANY IMPLIED AND/OR STATUTORY WARRANTIES OR CONDITIONS OF MERCHANTABILITY, Software License and Annual Support Contract IntelliTime Systems Corporation NONINFRINGEMENT AND FITNESS FOR A PARTICULAR PURPOSE, AS WELL AS ANY IMPLIED AND/OR STATUTORY WARRANTIES ARISING FROM THE COURSE OF PERFORMANCE, COURSE OF DEALING, OR USAGE OF TRADE), AND LICENSEE HEREBY WAIVES ALL OTHER RIGHTS, OBLIGATIONS AND/OR WARRANTIES AND ASSUMES ALL RISKS AND LIABILITIES IN RESPECT THEREOF. LICENSOR MAKES NO WARRANTY THAT THE OPERATION OF THE SOFTWARE WILL BE ERROR FREE OR WITHOUT INTERRUPTION. LICENSOR DOES NOT WARRANT THAT THE SOFTWARE SHALL OPERATE WITH ANY HARDWARE OR SOFTWARE OTHER THAN AS SPECIFIED IN THE DOCUMENTATION 6. LIMITATION OF LIABILITY. IN NO EVENT SHALL LICENSOR BE LIABLE FOR ANY LOSS OF OR DAMAGE TO REVENUES, PROFITS OR GOODWILL OR OTHER SPECIAL, INCIDENTAL, INDIRECT AND CONSEQUENTIAL DAMAGES OF ANY KIND, RESULTING FROM ITS PERFORMANCE OR FAILURE TO PERFORM PURSUANT TO THE TERMS OF THIS AGREEMENT OR ANY OF THE ATTACHMENTS HERETO, OR RESULTING FROM THE FURNISHING, PERFORMANCE, OR USE OR LOSS OF ANY SOFTWARE OR OTHER • MATERIALS DELIVERED TO LICENSEE HEREUNDER, INCLUDING WITHOUT LIMITATION ANY INTERRUPTION OF BUSINESS, WHETHER RESULTING FROM BREACH OF CONTRACT OR BREACH OF WARRANTY OR OTHERWISE, EVEN IF LICENSOR HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. Notwithstanding anything herein to the contrary, the maximum aggregate amount of money damages for which Licensor may be liable to Licensee under this Agreement, resulting from any cause whatsoever, shall be limited to the amounts actually paid by Licensee to Licensor under this Agreement. • 6.1 Patent and Copyright Infringement - To the extent of any limited liability expressed in the contract, IntelliTime Systems Corporation agrees to indemnify, defend, and hold harmless, not excluding the Licensee' right to participate, the Licensee from any and all claims, actions, damages, liabilities, costs, and expenses, including reasonable attorney's fees and expenses, arising out of any claims of infringement by the contractor of any United States Patent or trade secret, or any copyright, trademark, service mark, trade name, or similar proprietary rights conferred by common law or by any law of the United States or any state said to have occurred because of systems provided or work performed by IntelliTime Systems Corporation, and, IntelliTime System Corporation shall do what is necessary to render the subject matter non-infringing in order that the Licensee may continue its use without interruption or otherwise reimburse all consideration paid by the Licensee to IntelliTime Systems Corporation. 7. SUPPORT AND MAINTENANCE TERMS AND CONDITIONS. 7.1. Provision of Support and Maintenance . Licensee may elect to purchase support and maintenance for the Software as described in this Section 7 by paying Licensor the applicable Maintenance Fees described in herein. 7.2. Term of Maintenance . Licensor agrees to provide Maintenance (as defined herein) to Licensee pursuant to the terms and conditions set forth herein provided that Licensee pays the Maintenance Fee for each Software product for which Maintenance is desired as further described in Section 7.6 below. The remaining portion of the calendar year after the effective date of this Agreement is the first Software License and Annual Support Contract IntelliTime Systems Corporation ® "Maintenance Period" hereunder; each one-year period thereafter beginning on January 1 during the term of this Agreement for which Licensee has paid the applicable Maintenance Fee is a subsequent "Maintenance Period." 7.3. Maintenance Services . In exchange for the Maintenance Fee, Licensor agrees to provide to Licensee during the term of this Agreement support and maintenance (collectively "Maintenance") as follows: 7.3.1. Support - - Licensor will provide telephone support to Licensee for current versions of the Software between the hours of 8:30 a.m. and 8:30 p.m., EST, Monday through Friday, excluding holidays. Licensor will investigate all questions and problems of Licensee promptly. Licensee agrees to provide adequate information to Licensor to assist in the investigation and to confirm that any problems have been resolved. 7.3.2. Maintenance -- Licensor will supply to Licensee, at no additional charge, any improvements, upgrades, or modifications to the Software that Licensor makes generally available. Any such improvements, upgrades, or modifications shall become part of the Software for all purposes of this Agreement. The professional service hours required to install the software and/or new features provided under this section is included in the annual support maintenance and support fee. Licensee agrees to install and test up to two upgrades per year on customer's server. ® Major upgrades such as to new server hardware, significant changes to the Financial or Payroll software interfaces and substantial reconfigurations of rules are not covered under the annual support agreement. These services will be quoted and billed at our then current rates. No billable work will be started without the Licensee's written consent in advance. 7.3.2 Licensee acknowledges and agrees that the Maintenance to be provided by Licensor hereunder is limited to the most current version of the Software and the immediately preceding version. 7.4. Training . Licensee may purchase training from Licensor at Licensor's then current fees for training. The date and time of the training shall be scheduled by Licensor. All travel, living, and other out-of-pocket expenses incurred by Licensee's employees will be paid by Licensee. 7.5. Exclusions . Licensor's obligation to provide Maintenance is contingent upon proper use of the Software. Moreover, Licensor shall be under no obligation to provide Maintenance should such services be required due to (a) damage occurring in transit; (b) improper installation or operation by Licensee; (c) misuse, abuse or negligent use, repair, alteration or improper storage or any use which does not conform to the specific or general instructions of Licensor or to the provisions of the Documentation; (d) any modification or attempted modification of the Software by Licensee or any third party; (e) causes external to the Software or if the Software has been subjected to an extreme power surge or electromagnetic field, whether or not through the fault of Licensee; or (f) Licensee's failure or refusal to implement software changes recommended by Licensor. Software License and Annual Support Contract IntelliTime Systems Corporation 7.6. Consideration . In payment of the services to be provided by Licensor • hereunder, Licensee shall pay Licensor on an annual basis 20% of the then current license fee for each Software program listed on Schedule 1 of this Agreement or such of those Software programs for which Licensee wishes to continue Maintenance ("Maintenance Fee"). Licensor shall invoice Licensee for Maintenance Fees annually, unless either party terminates Maintenance for a subsequent Maintenance Period as provided herein. In addition, Maintenance shall be discontinued for any Maintenance Period for which Licensee fails to pay Licensor's invoice within ten (10) days after the date of the invoice. All payments to Licensor under this Agreement shall be payable in the U.S. dollars and shall be net of any and all taxes, withholdings, set-offs or deductions of any nature. In the event that, by prevailing laws of the territory in which Licensee operates, any withholding or other tax may become necessary, Licensee shall pay on its own account such taxes directly to the tax authorities of the territory. 7.7. Termination . In addition to the rights of Licensor to terminate Maintenance for Licensee's failure to pay Maintenance Fees when due, either party may terminate Maintenance hereunder by so notifying the other party at least thirty (30) days prior to the start of any Maintenance Period. Licensor may terminate the Maintenance for any Software provided it notifies Licensee of such termination at least ninety (90) days prior to such termination and it refunds to Licensee a pro-rated portion of the prepaid Maintenance Fee for such Software. Licensor may terminate Maintenance without notice or refund if this Agreement is terminated. Termination of Maintenance hereunder shall not in and of itself terminate this Agreement. 8. MISCELLANEOUS PROVISIONS . 8.1. Assignment . Neither this Agreement nor any rights hereunder, in whole or in part, shall be assignable or otherwise transferrable by Licensee, and any purported assignment or transfer shall be null and void. 8.2. Severability . If any term or provision of this Agreement shall be found to be illegal or unenforceable, then, notwithstanding, it will be enforced to the maximum extent permissible, and the legality and enforceability of the other provisions of this Agreement will not be affected. IT IS EXPRESSLY UNDERSTOOD AND AGREED THAT EACH AND EVERY PROVISION OF THIS AGREEMENT WHICH PROVIDES FOR A LIMITATION OF LIABILITY OR LIMITED WARRANTY IS INTENDED BY THE PARTIES TO BE SEVERABLE AND INDEPENDENT OF ANY OTHER PROVISION AND TO BE ENFORCED AS SUCH. 8.3 Breach . No consent by either party to, or waiver of, a breach of this Agreement by the other party, whether express or implied, shall constitute a consent to, waiver of, or excuse for any other different, continuing, or subsequent breach. 8.4 Entire Agreement . This Agreement and the Schedules and attachments hereto constitute the entire agreement between the parties concerning the Software and supersede all prior agreements, whether written or verbal, between the parties. No purchase order, other ordering document or any other document which purports to modify or supplement this Agreement or any Schedule or attachment hereto shall add to or vary the terms and conditions of this Agreement unless executed by both Licensor and Licensee. No amendment shall be considered to have been made to this Agreement unless it is in writing and is executed by both of the parties. Software License and Annual Support Contract IntelliTime Systems Corporation 8.5 Governing Law . The parties agree that this Agreement shall be governed and construed by the laws of the State of California. USA. Licensee hereby submits to the jurisdiction and venue of the federal courts of the Southern District of California, USA.