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HomeMy WebLinkAboutKronos Incorporated �� KRONOS® Kronos Incorporated phone +1978 250 9800 297 Billerica Road fax +1978 367 5900 Chelmsford, MA 01824 url www.kronos.com May 11, 2016 k'%+� 1 1 201fi i 1 Ms. Jane A. Hines City Clerk City of Sunny Isles Beach Sunny Isles Beach Government Center 18070 Collins Avenue,4th Floor Sunny Isles Beach, FL 33160 Subject: Employee Time and Attendance System Dear Ms. Hines, ® Enclosed with this letter is Kronos' response to the City of Sunny Isles Beach Employee Time and At- tendance System Request for Proposal. Please note that this offer to the City of Sunny Isles Beach is valid for 60 days from the date on the cover page of this proposal. I look forward to working with the staff at the City of Sunny Isles Beach. If you have any questions, please do not hesitate to contact me at (978) 947-4670 or by email at patrick.friel@kronos.com. Sincerely, Patrick Friel Account Executive Kronos Incorporated \4 KRONOS. City of Sunny Isles Beach, FL Employee Time and Attendance System RFP No. 16-04-03 May 11, 2016 4110 Kronos Incorporated 297 Billerica Road Chelmsford, MA 01824 www.kronos.com Patrick Friel Account Executive Phone: (978) 947-4670 Email: patrick.friel@kronos.com KRONOS' 1 Contract Proposal Kronos is submitting its proposal with the intention of using the U.S. Communities contract, terms and conditions of the Contract #14-)LR-003 dated March 18th, 2014 between the Harford City Public Schools (acting as the "Lead agency") and Kronos Incorporated, hereby incorporated by reference (referred to as the "Kronos Agreement"). The Kronos Agreement was awarded further to an RFP process and can be reviewed through the following link: http://www.kronos.com/uscommunities.aspx (Click Workforce Ready link under Kronos Solutions). Kronos recognizes that some of the terms and conditions in the Kronos Agreement vary from those contained in this RFP, and understands that City of Sunny Isles Beach (the "City") may have certain statutory mandates that could affect the terms of the Kronos Agree- ment. Kronos expects that neither the RFP nor Kronos' proposal will be incorporated into any definitive agree- ment, including without limitation a Purchase Agreement. The implementation scope and time frame is an estimate only and will be subject to a final Statement of Work to be mutually agreed upon by the City and Kronos prior to finalizing the contract. © 2016 Kronos Incorporated. Kronos and the Kronos logo, Workforce Central, and Timekeeper Central are registered trademarks, and Workforce Payroll and Workforce HR are trademarks of Kronos Incorporated or a related Company. For a full list of Kronos trademarks please visit the "Trademarks" page at www.kronos.com. All other product and company names mentioned are used for identification purposes only, and may be the trademarks of their respective owners. _111 Kronos Incorporated Proposal in response to City of Sunny Isles Beach Employee Time and Attendance System Page i May 11,2016 RFP No.16-04-03 KRONOS° n ® Table of Contents Scope of Work 1 Proposal Requirements 3 Technical Qualifications 3 Schedule for Implementation of Time and Attendance System 4 References 5 Pricing 6 Additional Terms and Conditions 8 Proposal Submittal Form 10 Attachment A — Hardware and Software Requirements 11 Attachment B — Examples of Similar Implementations 12 Attachment C — Company Profile and Time & Attendance System Details 13 Attachment D —Training and Technical Support Details 14 ® Attachment E — Maintenance & Support Agreement 17 Non-Collusion Affidavit 18 Sworn Statement Pursuant to Section 287.133(3)(a) Florida Statutes, on Public Entity Crimes 19 Equal Opportunity/Affirmative Action Statement 20 Conflict of Interest Statement 21 Dispute Disclosure Form 22 Anti-Kickback Affidavit 23 Acknowledgement of Addenda 24 Appendix 1 — Certificate of Insurance 25 ® Kronos Incorporated Proposal in response to Table of Contents City of Sunny Isles Beach Employee Time and Attendance System Page ii May 11,2016 RFP No.16-04-03 ® KRONOS' 410 Scope of Work 3.3.1.The Automated Time and Attendance System must have a built-in import/export function spe- cifically 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. Yes. this is a standard feature. 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 rec- ords as approved by both Departmental Supervision and the Payroll Department. Yes, this is a standard feature. 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 individu- al or group timekeeping records. Yes, this is a standard feature. 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. Yes, this is a standard feature. 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. Yes, this is a standard feature. 411 Kronos Incorporated Proposal in response to Scope of Work City of Sunny Isles Beach Employee Time and Attendance System Page 1 May 11,2016 RFP No.16-04-03 i KRONOS' ® 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. Yes, this is a standard feature. 3.3.7.The Time and Attendance System must provide for scheduling employees on multiple shifts with pay differentials or premiums. Yes, this is a standard feature. 3.3.8.The City desires an annual support/maintenance structure that will be inclusive of all future sup- port and upgrades of the proposed system (non-hosted or hosted options, both). Yes, this is standard as part of your contract. 3.3.9.The system must comply with all Fair Labor Standards Act and City payroll policies and proce- dures. Yes, this is a standard feature. 3.3.10. The City desires real-time updating of time and attendance records within the proposed solu- tion. The method by which employees may enter time should be via Windows devices (i.e. PC, tablet), IPads or Smart Phones. Geotracking is desirable but not mandatory. Yes, this is a standard feature. 3.3.11. The system must maintain all data for inactive employees indefinitely; if archiving is required, details must be provided. Yes, this is a standard feature. No archiving is needed since the database will contain all data ele- ments for past and current employees. 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. Yes, this is a standard feature. Kronos Incorporated Proposal in response to Scope of Work City of Sunny Isles Beach Employee Time and Attendance System Page 2 May 11,2016 RFP No.16-04-03 j4 KRONOS' ® Proposal Requirements Technical Qualifications a. Provide a brief Vendor profile, including location, the business legal status (corporation partner- ship, etc.), date the business was formed. Kronos® Incorporated is a privately held company. The company was founded by Mark S. Alm in 1977. His vision was to automate the employee timekeeping process by integrating microprocessor technology into time clocks. In 1979, Kronos shipped its first automated, standalone timekeeping sys- tem. The application became widely known as "time and attendance."This patented technology evolved into PC,client/sen-er and Web-based solutions for labor management. During the last decade, the company has enhanced its competitive position by acquiring and develop- ing related technologies that go beyond its core time accounting. Today, Kronos is a single-source provider and global leader in workforce management solutions that enable organizations to control labor costs,minimize compliance risk, and improve workforce productivity. Over 30,000 organiza- tions in more than 100 countries—including more than half of the Fortune 1000®,—use Kronos time and attendance, scheduling, absence management, HR and payroll, hiring, and labor analytics ap- plications. Widely recognized as a market and thought leader in managing the workforce in the cloud, ® Kronos has unrivaled reach with more than 35 million people using a Kronos solution every day. Kronos offers our solutions to a diverse array of industries,including public sector, healthcare, retail & hospitality, services &distribution,and manufacturing. We believe that our experience and com- mitment to technical and industry leadership uniquely qualify us to help businesses find new ways to optimize their labor resources. b. Provide qualifications and experience of employees to be assigned to the implementation team. We provide a project team with a diverse set of skills,certifications and affiliations. Certification is based on many factors,including: product knowledge and proficiency,years of experience,diversity of concluded projects, communication skills,and analytical aptitude. The combination of these factors ensures that our teams of Kronos professionals are always qualified for their respective roles on your project. The Kronos Sen-ice team is the team that implements your Workforce Ready solution. They are re- sponsible for working with you during the Discovery calls, utilizing Best Practices,building your solution, training your team and ultimately monitoring your Go Live. Since we do not know at this time who would be assigned to your implementation, specific experience/resumes cannot be provid- ed. Kronos Incorporated Proposal in response to Proposal Requirements City of Sunny Isles Beach Employee Time and Attendance System Page 3 May 11,2016 RFP No.16-04-03 KRONOS ® This team consists of the following • Project Coordinator—will facilitate an introduction call,which is used to prepare you for the upcoming discovery meeting. • Application Consultant - offers Best Practice advice during the course of your implementation to help educate you on the Workforce Ready system so you can take full advantage of the sys- tem's functionality. • Trainer (may be your Application Consultant) -will conduct training for your administrators and managers who in turn will train their direct reports. • Manager- oversee the processes and ensure a high level of client satisfaction c. Describe the Vendor's experience in providing Time and Attendance solutions to Florida local governments. Kronos has a dedicated Public Sector sales division and currently has 161 county/municipal/special district government customers in Florida. d. Indicate the Vendor's experience integrating their Time and Attendance system with MCSJ/Edmunds financial system software. Kronos has experience integrating to \1CS)/Edmunds with our enterprise application Workforce Central. Kronos Workforce Ready integrates to many different payroll vendors as long as they can ac- ® cept a .csv file. We can review this in greater detail if chosen as a vendor. Schedule for Implementation of Time and Attendance System The City of Sunny Isles Beach requests an implementation time schedule be provided by the Vendor as part of the submittal. The City's targeted "GO LIVE"date shall be no later than January 1, 2017. (We anticipate capturing time on the new time and attendance system for the pay period beginning 1/1/2017 and ending 01/14/2017, to be paid on check date 1/20/2017). Please see the sample timeline below: Kronos Incorporated Proposal in response to Proposal Requirements City of Sunny Isles Beach Employee Time and Attendance System Page 4 May 11,2016 RFP No.16-04-03 0 KRONOS' ® Timeline for Workforce Ready Full Suite Implementations ❑ PM OMB Solution Ctal VIOp Desu loy6 -u eyed Weeks 1-2 Weeks 3-5 Weeks 6-8 Weeks 9-13 Weeks 14-16 Weeks 17+ •Attend welcome •Complete •Prepare far testing •Conduct user •Go live •Based on modules MOW discovery •Training • •Attend requlre0 documents •Provide data testing� l 1st additional purchased meetings •Extract data from imports •Document testing •Process 2nd disc-wery Communicate legacy lysin outWffiesPayton e do umts, t •goals and success and provide data •Imount time Uocks e and • urticate •Production lne meetings assessmestraining, • alienia P •Attend testing issues signoff and testing,validation •Attend discovery •Attend training administrative •Retest acceptance and deployments training •Attend assessment training configuration •Transltron may be needed •Standardize meetings charges global support policies •Assist with •Prepare for system .,Project claw •Complete finalizing project cutover - assessment plan •Roll out end use deliverables •Develop test cases training •Review and sign- •Solution ' off solution design acceptance sign-o17 .•Sales-to-service •Assessment •Configuration/ •Support customer •Go live •Based on modules transition workshops building solution testing •1st payroll— N ,•Project team •Solution design •Unit test solution •Investigate and . support additional kick-0tt and •Testing •Facilitate testing resolve identified •2nd payroll— discovery Introduction requirements preparation Issues documents, support assesment in •Project planning workshop meeting •Prepare for deploy- •Production live meetings,training, and resource '•Facilitate solution •Complete data and support sign-off and testing,validation scheduling design acceptance imports •Solution acceptance aki deployments ® review acceptance •Transition to may be nee0ed •Finalize project sign-off global support plan •Project close •Train testing team •Review and sign- ott solution design References The City of Sunny Isles Beach requests a list of a minimum of three current client references who are utilizing the system(s) being proposed, preferably similar governmental entities of similar size and complexity as the City of Sunny Isles Beach. Village of Wellington, FL - Using Workforce Ready Timekeeping and Accruals for 350 employees, pre- viously used Stromberg Contact: Kann Ahwai Phone: 561-791-4732 Email: kahwai@wellingtonfl.gov ® Kronos Incorporated Proposal in response to Proposal Requirements City of Sunny Isles Beach Employee Time and Attendance System Page 5 May 11,2016 RFP No.16-04-03 $4 KRONOS° 7 ® Village of Pinecrest, FL- Using Workforce Ready Timekeeping and Accruals for 175 employees Contact: Mavra R. Sauleda Tide: Human Resources Manager Address: 12645 Pinecrest Parkway, Pinecrest, Florida 33156 Phone: (305) 234.2121 Email: sauleda(tr)s;pinecrest-fl.goy Osceola County Tax Collector- Using Workforce Ready Timekeeping for 125 employees Contact: Tern-Gayle Tide: Payroll& Purchasing Associate Phone: (407) 742-4020 Email: tgavle(t1)osceola.org Pricing Vendors response shall include the requested payment schedule. Please note the City will require the Vendor agree to a holdback/final retainage payment of no less than 10%which will not be payable until satisfactory completion of installation and training has occurred, typically not until 60 days after "go-live." Pricing should accommodate normal fluctuation in number of"active" employees due to growth/changes and clearly state impacts of such. Bidders of Hosted/Cloud-Based System i.e. Subscription: A. Monthly per EmployeeNolunteer subscription price for system access. 53.78 per employee per month subscription fee for Workforce Ready Timekeeping and Accruals modules. B. Price for any add-on modules required to meet the general requirements set forth by the City, and these costs are to be clearly defined in vendors bid response. All general requirements are met with Workforce Ready Timekeeping and Accruals per employee per month cost provided above. C. Vendor to include the cost of any third-party software (and licensing) necessary for implementing vendors proposed Time and Attendance solution. All software is included and is delivered directly through Kronos. Kronos Incorporated Proposal in response to Proposal Requirements City of Sunny Isles Beach Employee Time and Attendance System Page 6 May 11,2016 RFP No.16-04-03 ® KRONOS' .0 ® D. Vendors will provide a level of technical/customer support to City of Sunny Isles Beach which at a minimum will provide for 8 AM —5 PM Eastern Standard Time (M-F) phone support utilizing a toll free number. Bids will include all pricing for"Year One" Subscription, SupporUUpgrade and maintenance services from the "Go Live"date renewable on an annual basis. Vendors bid will clearly define the cost associated to this support and the level of service that it includes. Vendors will be required to set fixed pricing for the reoccurring Support/Upgrade and Maintenance costs for years "Two" and "Three" and provide these costs to the City with their bid recommendation. Ven- dors may offer higher levels of support to City of Sunny Isles Beach but as an optional cost listed outside the required bid pricing. Kronos Global Support services are included in the monthly per employee per month subscription fee. Standard support is 8:00 a.m.—8:00 p.m. EST and reached by a toll free number. E. Vendor to include the costs for any other required Time and Attendance related hardware, not in- cluding personal computers (i.e.: Time Clocks, Time Clock related battery backup systems, etc.). No hardware is required, only internet access. F. Final cost to include 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. This cost is to be clearly outlined in vendors bid response. Cost to create all required activity,department,group, labor, pay, and/or work rules are included in the one-time setup fee of S4,000. G. Installation, configuration and testing of required Interface to the City's Edmunds MCSJ Pay- roll/Human Resources application (installation &Testing of this payroll interface to occur on non- payroll week) Installation,configuration and testing of required interface to Edmunds MCSJ payroll/Human Re- sources application is included in the one-time setup fee of 54,000. H. Cost to include Training for up to 60 Time and Attendance application users & 3 IT Department staff. Cost of training is included in the one-time setup fee of 54,000. I. Cost of any necessary data conversion(s) to move any required rules or data over to the proposed system to be included in vendors bid response. Demographic data import is included in 54,000 setup. Optional Stromberg History Viewer can be purchased which is an annual fee of 5500. Kronos Incorporated Proposal in response to Proposal Requirements City of Sunny Isles Beach Employee Time and Attendance System Page 7 May 11,2016 RFP No.16-04-03 4 KRONOS' J. Vendors bid response shall be all-inclusive. Any and all expenses incurred by the bidder during the implementation of the proposed Time &Attendance System shall be the sole responsibility of the bidder. The City will not honor requests for so-called reimbursable expenses since it seeks to be provided an "All-Inclusive" bid price. The Kronos Workforce Ready Proposal is all-inclusive. K. Vendors bid response shall include the requested payment schedule. Please note the City will re- quire the vendor agree to a holdback/final retainage payment of no less than 10%which will not be payable until satisfactory completion of installation and training has occurred, typically within 60 days after"go-live." Kronos takes exception to any term requiring a holdback/final retainage payment. Additional Terms and Conditions There is no expressed or implied obligation for the City of Sunny Isles Beach to reimburse responding firms for any expenses incurred in preparing proposals in response to this request. The City of Sunny ® Isles Beach reserves the right to reject any or all proposals submitted. Submission of a proposal indi- cates acceptance by the firm of the conditions contained in this RFP, unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the City of Sunny Isles Beach and the firm selected. Excluding any RFP instructions and procedures, Kronos takes general exception to any general terms and conditions in Section 1, Instructions to Proposer/General Terms and Conditions,Section 2, Special Terms and Conditions or any terms in any section of the RFP,which are inconsistent with the Kronos Agreement or don't apply to Kronor'products or sen-ice offering. Without limiting the generality of the foregoing, Kronos makes the following exceptions and/or comments on the terms in the Sections of the RFP identified below: • Section 1.13, Payments. Kronos payment terms are Net 30. • Sections 1.21, 1.26 and 1.35, Indemnification. Kronos takes exception to these Sections. Kronos does agrees to indemnify Customers and to hold them harmless from and against any and all claims,costs, fees and expenses (including reasonable legal fees) relating to actual or alleged infringement of any IP patents or copyrights asserted against Customer by virtue of Customer's use of the Sofnvare as deliv- ered and maintained by Kronos. Please review Section 13 of the Kronos WFR SaaS Contract in the US Community Contract for the terms and conditions addressing Kronos' indemnification obligations for claims brought against Customer for IP infringement as a result of Customer's use of Kronos Software and/or Equipment. Kronos Incorporated Proposal in response to Proposal Requirements City of Sunny Isles Beach Employee Time and Attendance System Page 8 May 11,2016 RFP No.16-04-03 4 KRONOS' • ® • 1.22, Local Business Tax (Occupational License Registration). Kronos does not have an of- fice in the City of Sunny Isles Beach, and therefore is not required to have a license. • Sections 1.24 and 2.7. Insurance. Kronos includes its evidence of insurance as pan of its proposal (see Appendix 1) and takes exception to any insurance requirements of the RFP that are inconsistent with its Kronos insurance certificate (attached). Kronos will list the City as an additional insured on its Cer- tificate of Insurance upon execution of a final agreement. Any other special requests must be within the guidelines of Kronos'Insurance Agent. • Section 1.13,Payment. Kronos takes exception to any requirements in this Section that are not con- sistent with the US Community Contract. Please review Section 3.2 of the Kronos \VFR SaaS Contract in the US Community. • Section 1.12. Kronos takes exception to a requirement for a performance bond,or a substitute to it, as it is not applicable to its WFR SaaS offering. • Section 1.41. Kronos takes exception to any term requiring us to allow our VTR to audit or inspect our books and records. 411 ® Kronos Incorporated Proposal in response to Proposal Requirements City of Sunny Isles Beach Employee Time and Attendance System Page 9 May 11,2016 RFP No.16-04-03 KRONOS" ® Proposal Submittal Form = Kronos has included the completed Proposal Submittal Form herein. Kronos Incorporated Proposal in response to Proposal Submittal Form City of Sunny Isles Beach Employee Time and Attendance System Page 10 May 11,2016 RFP No.16-04-03 CITY OF SUNNY ISLES BEACH 18070 Collins Avenue Sunny Isles Beach, Florida 33160 i'""`'tai. 305.947.0606 sra www.sibfl.net 'r' o _ ® \si4 t •=YtT Cyt�'.,\•oo� y�� ejnor su"'V 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. Subject to the Contract Proposal, 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. all • 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. Notwithstanding the above, this guarantee is subject to the Contract Proposal terms to be mutually agreed between the parties. • 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: 0 Not Included: ❑ Comments: Workforce Ready is a web based solution working on different types of browsers,IE, Chrome Firefox and Safari. City of Sunny Isles Beach I Request for Proposal No. 16-04-03 21 CITY OF SUNNY ISLES BEACH 18070 Collins Avenue Sunny Isles Beach, Florido 33160os so""'Eh, 305.947,0606 vniwsib8.net r'f ' .'=0.�, • ® ,-,11iy .;�o 0V'47 CQ),Or sus og Proposed Time and Attendance System must have an automated interface with our financial and payroll software, Edmunds MCSJ (in a Microsoft SQL Server Database Environment)—import/export functionality (see 3.3.1, 3.3.2). Included: RI Not Included: ❑ Comments: An interface can be created to export to your Edmunds MCSI system. \Vorkforce Ready has import/export functionality built into the application. 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: I21 Not Included: ❑ Comments:This is standard functionality. Every report can be modified with easy-to-use,built-in reporting tools. Users can modify any report to reflect the data they need. Reports can be filtered by employees or by column. Users can run reports for any time period and may select from a wide range of predefined selections,such as "Today;' "Last Week," or "Year-to-date." In fact,there are approximately 40 predefined selections. Users ® can enter any range of dates,or any date expression. such as "90 days before today." Reports can be sorted by any column displayed.They can be grouped by column. Leveraging reporting tools,users can reorder columns,add or drop columns, or even remove all columns and start from scratch. Repots can be exported to a variety of different file formats: CSV Excel PDF. HTML. XML,and Text. 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: Il Not Included: ❑ Comments:These are standard implementation features. 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: 0 Not Included: ❑ Comments: Audit trails and real visibility is a standard feature within the applications. City of Sunny Isles Beach I Request for Proposal No. 16-04-03 22 CITY OF SUNNY ISLES BEACH 18070 Collins Avenue Sunny Isles Beach, Florida 33160 sU""r's q; • 305.947.0606 • www.sibflnel �r„ , ,t Or , t7� sOrh Or SU � M 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: 0 Not Included: 0 Comments: These items are all available in the browser view or in a mobile view. Here are some of the mobile features: Application Features Include: EMPLOYEES • Punch in/out with GPS coordinates • Offline punch (once a connection is re-established,punches will be pushed to the'Workforce Ready applications) • Change cost centers/labor transfer • Submit timesheet • View schedule • View time-off and leave-of-absence calendars • View accrual balances • Request time off all • HR actions such as viewing profile and accessing onboarding tasks • View pay statements MANAGERS • Approve time-off and leave-of-absence requests • Make timesheet corrections • Approve submitted timesheets • View reports: time-off calendar, dot board,birthday and anniversary calendars • View employee lists,employee information,and employee pay statements • Complete HR actions such as checklists, new hires,transfers,and benefits enrollments The system must have the capability for entering employee information by employee(i.e. time off requests, time entry) from both a computer or remotely from an application or website (for IPads/smartphones)(3.3.10). Included: ll Not Included: 0 Comments: Most employee data must be entered using your browser. Some edits can be done on the mobile device. City of Sunny Isles Beach I Request for Proposal No. 16-04-03 23 CITY OF SUNNY ISLES BEACH • 18070 Collins Avenue Sunny Isles Beach, Florida 33160os J� � 305.947.0606 • www.sibfl.net "r 0: n Y ZI 41110 •''\ ,o' se '•no • s� C44'or sus i" 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: 0 Not Included: ❑ Comments: These are standard features using the different types of data collection devices. The system must allow multiple approval levels(3.3.4); system must allow supervisor to assign temporary timekeeping responsibility to another employee/supervisor. Included: E Not Included: ❑ Comments: Delegation is available and dates can be set when it is available to a different supervisor. 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: E Not Included: ❑ Comments: Edit and approval functionality is determined by security profile and each are completely customizable down to the field level. Security profiles are associated with positions providing system/product security. The system must allow supervisors to review and approve each individual timesheet. The City prefers not to have "mass"approvals (if in system, can it be blocked?)—review and individual approval is desired. Included: IBJ Not Included: ❑ Comments: This is a standard feature and mass edit can be by groups of employees,departments, cost centers. proiects. etc. The system must allow for programming of adequate"payroll rules"to enforce standard timekeeping, shift and pay policies. Included: 21 Not Included: ❑ Comments: Kronos provides an integrated time and attendance system that handles all the heavy lifting and complex payments associated with employee's working multiple locations,multiple jobs, multiple shifts,and complex premium requirements. As the employee works real time visibility is provided to their total accumulated hours. Upon sign off of the labor hours,batches of payroll are initiated to calculate the gross/net for each employee. It is a seamless process due to the single database solution. i City of Sunny Isles Beach I Request for Proposal No. 16-04-03 24 CITY OF SUNNY ISLES BEACH 13070 Collins Avenue Sunny Isles Beach, Florida 33160 PlY d>r.'!1. 305.947.0606 www.sibB.net Sir ^O c i, • • moi sus 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: 9 Not Included: ❑ Comments: Schedules and holiday tables can be tailored based on your needs as an organization. Multiple types of holiday tables and rules can be configured too. 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: 9 Not Included: ❑ Comments: There is a termination page available to HR or the system admin. This page allows the user to complete the termination process and setup effective dates for the termination. Terminated employees do not have access to the system. The system must provide the ability to export all reports and data to multiple formats (Microsoft Excel .xls (mandatory),Adobe .pdf, Text .txt) Included: 9 Not Included: ❑ Comments: Reports can be sorted by any column displayed. They can be grouped by column. Leveraging reporting tools, users can reorder columns,add or drop columns,or even remove all columns and start from scratch. Reports can be exported to a variety of different file formats: CSV, Excel, PDF, HTML,XML.and Text. The system must provide a reporting functionality that will contain a useful number of standard reports, and the ability to generate those reports through multiple criteria filters; it is desired that the system contain a query tool for custom queries and reports. Included: 0 Not Included: ❑ Comments: Every report can be modified with easy-to-use,built-in reporting tools. Users can modify any report to reflect the data they need. Reports can be filtered by employees or by column. Users can run reports for any time period and may select from a wide range of predefined selections,such as "Today," "Last Week" or "Year-to-date." In fact,there are approximately 40 predefined selections. Users can enter any range of dates,or any date expression such as "90 days before today." Reports can easily be customized. Users may change a column label to reflect their organization's terminology. Column widths can be adiusted. Headers and footers can be hidden. Page breaks can be added or removed. Margins and font size can be changed. City of Sunny Isles Beach I Request for Proposal No. 16-04-03 25 CITY OF SUNNY ISLES BEACH 18070 Collins Avenue Sunny Isles Beach, Florida 33160 Y^<� ig 305.947.0606 0, • -^ • • www.sibfl.net (t,t , O- z — — -E — • • en orsus'° Custom columns can be easily added. Workforce Ready even provides lists of valid functions,along with examples. Users will also find a listing of data fields that can be included in equations or fust as a new column. The system must provide adequate security to restrict employee, supervisor access (3.3.5) appropriately to their respective information and/or assigned employees; must allow for quick security changes when employees terminate to prevent access. Describe your system security capabilities. Included: 9 Not Included: ❑ Comments:Workforce Ready end-users authenticate using a unique password. Kronos uses industry- standard,modern hashing algorithms to secure these passwords and they are never stored in clear text. Your end-users may gain access to Workforce Ready via Single Sign-On (SSO). To implement Security Assertion Markup Language (SA\II_i 2.0,Workforce Ready requires an X.509 certificate,which may be self- signed. You will also need to provide the entity ID of your Identity Provider, such as ADFS 2.0. and a login redirect URL. Once a user is logged in via SSO, a mull-faceted security profile controls the role-based functional and data access tights of supervisors and employees. I , City of Sunny Isles Beach I Request for Proposal No. 16-04-03 26 CITY OF SUNNY ISLES BEACH 18070 Collins Avenue Sunny Isles Beach, Florida 33160 osPIT 305.947.0606 www.sibfl.net 1 r;, •; O<• 110 - - -17 em,Or sus IZIAttachment A, Hardware &Software Requirements,completed and enclosed ElAttachment B, Examples of Similar Implementations, enclosed Attachment C, Company Profile and Time&Attendance System Details, included and enclosed I (Attachment D,Training and Technical Support Details, included and enclosed 171Attachment 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: All required system training for up to 60 T&A system users as well as 3 IT $ department staff will be provided at a guaranteed maximum bid price of: All required data conversion services to convert historical data in existing Stromberg system to either a historical database with read access or migrate $ ® data into new T&A system Total Year One purchase cost of proposed Time and Attendance system $ Year Two Annual Cost for SupporUUpgrade/Maintenance Services S _Year Three Annual Cost for Support/Upgrade/Maintenance Services Other Costs, if any(please provide details) S Hosted/cloud-based subscription option: 0 All T&A system setup/configuration services, Edmunds/MCSJ $4,000 integration on a All required system training for up to 60 T&A system users as well included in $4000 setup as 3 IT department staff will be provided at a guaranteed maximum bid price of: All required data conversion services to convert historical data in Demographic data import is existing Stromberg system to either a historical database with read included in S4000 setup. access or migrate data into new T&A system Optional Stromberg History Viewer can be purchased which is an annual fee of S500. Year One Per Employee Per Month cost of subscription(300 Users/12 $13,608.00 Total Year One cost of proposed Time and Attendance system $17,608.00 Year Two Per Employee Per Month cost of subscription (300 Users/12 $14,152.32 Year Three Per Employee Per Month cost of subscription (300 $14,718.41 Users/12 Other Costs, if any(please provide details) $500 annual fee for optional Stromberg History Viewer City of Sunny Isles Beach I Request for Proposal No. 16-04-03 27 ® KRONOS' Workforce Ready Proposal Date: 5/2/2016 Customer PO e: . Version e: 0 Salesperson: Patrick Friel Expires: 6/30/2016 Bill To: Attn:Elena Pavlova Ship To: Attn:Elena Pavlova City of Sunny Isles City of Sunny hies 18070 Collins Ave 18070 CoAns Ave Sunny files Beach,FL 33160 Sunny Isles Beach,Ft 33160 FOB: Shipping Point Solution ID:6095187 Shipping Method: Fedi.Ground Currency USD Email Contact:epavlova€sib0.net Payment Terms: N30 Phone n: 304792-1707 Note:Customer witt continue support on their Stromberg products and will be cancelled upon written request once the new product is implemented. SaaS Services Workforce Ready Time Keeping 300 53.15 $945.00 Workforce Ready Accruals 300 50.63 $189.00 I Minimum Monthly Total: $1,134.00 Setup Fees Workforce Ready Setup Fee S4.000.00 Optional Ser ices Fee $0.00 Total Price:l $4,000.03 Quote Summary Minimum Monthy Fee _ - _- 4 07 _ $1.13400 ® Minimum Annual Fee 513,608. lone Time Setup Fees I 54,000.071 NOTICES:Al legal notices required to be given hereunder shall be in writing and shag be deemed given if sent to the addressee specified herein:(a)by either registered or certified United States mail, return receipt requested,postage prepaid,three days after such mailing:or Ib)by national overnight courier service and addressed to the persons set forth herein,the nett business day.All other notices,including notices of non-payment,may also be sent via facsimile or email,and will be deemed given on the day delivery is electronically confirmed. Kronos I Time&Attendance • Scheduling • Absence Management • HR & Payroll • Hiring • Labor Analytics Kronos Incorporated 297 Billerica Road Chelmsford,MA 01824 (800)225-1561 (978)250-9800 www.Kronos.com CITY OF SUNNY ISLES BEACH . 18070 Collins Avenue Sunny Isles Beach, Florido 33160 ho"��<„ 305.947.0606 � o" �1 wwwsibfl • .nof t/ r• `n ` ., s� •�•• 'to- 4,' c14 or sus e 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: Kronos Incorporated Business Name(dba), if any: Street Address: 297 Billerica Road, Chelmsford, MA 01824 Mailing Address(if different): ® Telephone No.: (978) 250-9800 Fax No.: (978) 367-5900 Email Address: info@kronos.com FEIN No.: 04-2640942 *By signing this document the bidder agrees to all Terms id Authorized Sig nature /�� Print Name: John O'Bri A / Title: Senior Vice President, Global Sales THE EXECUTION OF THIS FORM CONSTITUTES THE UNEQUIVOCAL OFFER OF PROPOSER TO BE BOUND BY THE TERMS OF ITS PROPOSAL. FAILURE TO SIGN THIS SOLICITATION WHERE INDICATED ABOVE BY AN AUTHORIZED REPRESENTATIVE SHALL RENDER THE PROPOSAL NON-RESPONSIVE. THE CITY MAY, HOWEVER, IN ITS SOLE DISCRETION, ACCEPT ANY PROPOSAL THAT INCLUDES AN EXECUTED DOCUMENT WHICH UNEQUIVOCALLY BINDS THE PROPOSER TO THE TERMS OF ITS OFFER. • City of Sunny Isles Beach I Request for Proposal No. 16-04-03 27 KRONOS° / Attachment A - Hardware and _Software - Requirements SERVER• N/A - Not needed. Workforce Ready is a SaaS solution. CLIENT/WORKSTATION• Please refer to the Client Requirements document on the following pages. SOFTWARE• No software is downloaded to the client. All functionality is accessed using a browser. PRINTERS• Any printer can be used. 411 ® Kronos Incorporated Proposal in response to Attachment A—Hardware and Software Requirements City of Sunny Isles Beach Employee Time and Attendance System Page 11 May 11,2016 RFP No.16-04-03 J ® 4 KRONOS' / ill Workforce Ready Client Side Requirements End-User Desktop Requirements Workforce Ready is fully accessible through the following web browsers: Browsers I Version Number Operating System Internet Explorer 111 Windows 8 Internet Explorer 110 Windows 7 SPI Internet Explorer 10 Windows 8 Internet Explorer 9 Windows 7 Internet Explorer 9 Windows Vista Internet Explorer 9 Windows XP ® Internet Explorer 8 Windows 7 Internet Explorer 7 Windows XP Internet Explorer 17 Windows Vista Internet Explorer 7 Windows 2000 Firefox 25 Windows 7 Firefox 19 Windows 7 Firefox 19 Windows Vista Firefox 19 Windows XP Chrome 31 Windows 7 Chrome 25 Windows 7 Chrome 25 Windows Vista Chrome 125 Windows XP Safari 5 Windows 8 Safari 5 Mac OS ® WFR Client Requirement I Version 2.April 2015 Page I of 2 ® ® KRONOS Mobile Requirements Workforce Ready is fully accessible through the following web browsers (on any OS the browser is supported on): • iPhone/iPad iOS 4 or higher • Android OS 2.2 or higher • Windows Mobile • Data plan or WiFi Data Collection and Encryption Options Web browser is secured using Secure Sockets Layer(SSL)utilizing port 443 Mobile is securing using Secure Sockets Layer(SSL)utilizing port 443 Kronos InTouch terminal is Ethernet-based using port 80 Note: The Kronos InTouch terminal connections may utilize Secure Sockets Layer(SSL)to encrypt data transmitted when the customer provides a digital ID certificate from a third-party vendor. 4111 Authentication Options Kronos Authentication—Internal and controlled by Workforce Ready application. We utilize MD%Message-Digest Algorithm for user passwords. Single Sign On—To implement SAML,Workforce Ready will need an X.509 certificate(which may be self- signed). You will also need to provide the entity ID of your Identity Provider and a login redirect URL. Note: Once logged in a multi-faceted security profile controls the functional and data access rights of supervisors and employees. WFR Client Requirements I Version 2,April 2015 Pau 2 of Co KRONOS' 111 Attachment B = Examples of Similar Implementations ` Village of Pinecrest, FL- 175 employees using Workforce Ready Timekeeping and Accruals Village of Wellington, FL- 350 employees using'Workforce Ready Timekeeping and Accruals.moved off of Stromberg Osceola County Tax Collector- Using Workforce Ready Timekeeping for 125 employees 411 Kronos Incorporated Proposal in response to Attachment B—Examples of Similar Implementations City of Sunny Isles Beach Employee Time and Attendance System Page 12 May 11,2016 RFP No.16-04-03 1 / KRONOS' ® Attachment C - Company Profile and Time & Attendance System Details Company Profile Kronos®Incorporated is a privately held company. The company was founded by Mark S. Ain in 1977. His vision vas to automate the employee timekeeping process by integrating microprocessor tech- nology into time clocks. In 1979, Kronos shipped its first automated, standalone timekeeping system. The application became widely known as "time and attendance." This patented technology evolved into PC,client/server and Web-based solutions for labor management. During the last decade, the company has enhanced its competitive position by acquiring and developing related technologies that go beyond its core time accounting. Today, Kronos is a single-source provider and global leader in workforce management solutions that enable organizations to control labor costs, minimize compliance risk,and improve workforce products in-. Over 30,000 organizations in more than 100 countries—including more than half of the Fortune 1000®,—use Kronos time and attendance, scheduling,absence management, HR and payroll, hiring,and labor analytics applications. Widely recog- nized as a market and thought leader in managing the workforce in the cloud,Kronos has unrivaled reach with more than 35 million people using a Kronos solution every day. ® Kronos offers our solutions to a diverse array of industries, including public sector, healthcare, retail& hospitality, services &distribution, and manufacturing. We believe that our experience and commitment to technical and industry leadership uniquely qualify us to help businesses find new ways to optimize their labor resources. Time & Attendance System Details Please see the Workforce Ready Timekeeping and Accruals Datasheets and Feature Lists on the following pages. ® Kronos Incorporated Proposal in response to Attachment C–Company Profile and Time&Attendance System Details City of Sunny Isles Beach Employee Time and Attendance System Page 13 May 11,2016 RFP No.16-04-03 �� KRONOS' M©RKFORCl RE/11)W • VIIPA1 c c oc DATASHEET Control Labor Costs with Automated Time and Attendance Management Looking to gain a competitive advantage and drive bottom-line results? Kronos Workforce Ready® Time Keeping, a module in the integrated, cloud- Key Benefits based Kronos Workforce Ready suite, provides the complete automation and high-quality information you need when and where you need it — to help your organization control labor costs, minimize compliance risk, and improve > CAPTURE ACCURATE TIMEKEEPING workforce productivity. DATA from time clocks, web, and mobile Workforce Ready Time Keeping addresses all your time and attendance require- sources ments — from timecard management and labor cost tracking to employee scheduling and absence management. The solution simplifies routine tasks such > TRACK AND UNDERSTAND TRUE as approving timesheets, correcting exceptions, responding to time-off requests, LABOR COSTS by enforcing user- and managing schedules, using configurable built-in workflows. Real-time defined pay rules visibility makes it easy to manage exceptions, enforce work and pay rules, and update schedules for ongoing compliance and cost control. And robust reporting > MAINTAIN COMPLIANCE and payroll provides real-time insight to drive more informed decision making and help you accuracy with simplified timecard optimize your labor spend. management ® ` dpture accurate labor data from a variety of sources > MANAGE EXCEPTIONS, including missed punches and early/late arrivals, Workforce Ready Time Keeping automatically captures labor information from in real time a wide variety of data collection sources, including the Kronos InTouch® time clock, web entry, telephony, and mobile applications. Workforce Ready lets > IMPLEMENT SCHEDULES that tightly employees clock in and out for shifts or meals and perform labor transfers using align staffing with operational goals an intuitive web-based interface. It can also track salaried employees and other workforce segments that need to assign time to projects. For organizations with > FREE IT from maintenance and upgrade a dispersed or mobile workforce, Workforce Ready offers a mobile app with hassles with a cloud delivery model geographic punch restrictions and a telephony option that captures employee time data via a landline or mobile phone. • .-- Boa C+-.� CB e...,,.... —. , —"'---�___ �_ .' t, _ Information-rich dashboards provide real-time insights to . O•--•—..+�Y............... i:0'34.*. '� drive better workforce management decisions. Format and se.----- ----•— •1•.•_�•••�.`m- _V v.... save almost any screen as a report to meet your specific !' business needs. Export or deliver reports at a scheduled fi—.•--. ca 'j time to provide the right people with the right data— ' right when they need it. WORKFORCE READY TIM KEEPING The configurable Workforce Ready employee dashboard enables Automate attendance tracking and accruals for peace of mind Odloyees to request time off; view their schedules, timecards, Manual attendance management processes are not only complicated accrued time-off balances; and more — all from a single and error prone, but they make it difficult to document infractions screen. Employees can also use the dashboard to review, approve, and prove compliance. Workforce Ready automates policies annotate, and submit timesheets, which are automatically routed for attendance and accruals to drive more accurate, consistent to managers, or a series of approvers, through a custom workflow. enforcement. The system automatically updates employee attendance points/occurrences to reflect the accurate balance — Simplify routine time and attendance tasks to drive efficiency with no manual intervention required—giving managers immediate visibility to current status. In addition, with the Workforce Ready The Workforce Ready Time Keeping dashboard provides one-click Accruals module, the system calculates accrued time off based on access to key data and frequently performed tasks — in real an employee's performance/attendance points. time — to speed and ease time and attendance management. The solution simplifies tasks such as approving timesheets, Managers can easily enforce absence-related policies, including correcting exceptions, responding to time-off requests, and federal, state, and organization regulations. The system makes it managing schedules, that occur daily, weekly or per pay period. simple to confirm each employee's eligibility for paid and unpaid In addition, the time-off calendar provides at-a-glance visibility leave based on vacation, sick time, and other user-defined criteria. into which employees are off and when. Alerts, notifications, and Workforce Ready automatically notifies managers when employees reporting keep managers up to date on PTO management so they exceed established point thresholds to help ensure compliance. can minimize the impact of absences. Assign and track employee schedules with ease Maintain compliance with real-time visibility into exceptions Workforce Ready makes it simple to assign daily, weekly, or Exceptions such as missed punches, early/late arrivals, and configurable patterns to schedules. For flexibility and conve- extended or skipped breaks can result in payroll errors and increased nience, you can assign employees to schedules or schedules to compliance risk. Workforce Ready Time Keeping automatically employees, view preferences, make adjustments on the fly, and Its sexceptions that violate your organization's policies and alerts give employees access from the web, a mobile app, or the time nagers so they can take action. Complete automation eliminates clock. You can even track scheduled hours versus worked hours, timekeeping errors, while real-time calculations help maintain as well as projected hours, to more effectively budget labor costs, compliance and payroll accuracy. Plus, the system automatically forecast overtime, and keep costs within expectations. sends the correctly calculated hours to your payroll system — no matter whether you use Workforce Ready Payroll or another solution —so that each employee check is cut right the first time. QO KRa.WS wins...Reads main I 117 EMPLOYEES I swum Taw I swum aPatau mammas maws 1 w moc *iv mown 1 nos _ _ ft,.4r_,rine e, ,Tana..,Es •u.et...f c....ora,. a .,... 11_31 . -- -,>, Enread w..anice a.. anr„a� s...,- rtl.2a,,x , w.Y„ - - 10 mew o _.__ m'rye W " - _ a _ `0 - _ _ Workforce React'Time Keeping automatically flags s..,a>.... , ase.,. - - - - exceptions that violate your organization's policies '�"TM�tO t �se.'ea - - • and sends them directly to the appropriate manager for immediate corrective action. �" KRONOS' 1 Workforce Innovation That Works" Kronos Incorporated 297 Billerica Road Chelmsford, MA 01824 +1 800 225 1561 +1 978 250 9800 www.kronos.com O 2014.Kronor Incorporated.Kronos and the Kronos logo are regrstered trademarks and Workforce Innovation That Works is a trademark of Kronos Incorporated or a related company.For a full 451 of Kronos trademarks.pease visa Me'trademarks'page at www.kronos.com_All other trademarks,if any,are property of their respective owners.Ni specifications are sublet[to change.Ni rights reserved. CV0367-Usvl KRONOS' Workforce Ready Time Keeping LABOR MANAGEMENT PAY RULES Employee/Manager Self-Service Location Timesheet Approval Workflow Cost Center (9 cost centers, up to 10 levels each) Mass Edit Capabilities Shift Differentials ImporUExport Utility Pay Rule Priority Document Storage (receipts, company handbook, etc.) Auto-Populated Holidays Automated Points Tracking (attendance trends) Multiple Pay Periods (weekly, monthy, etc.) Temporary Manager(Back-Up) Assignment Time Zones Itemized Expense Tracking Non-Standard Pay Periods Employee Self-Service lime Off Request Tool and Manager Auto Deductions (breaks, meals) Approval Workflow Paid Meals Flat Pay Extra Time and Guaranteed Minimum lime Grace and Rounding Track Eligibility, Tenure, Hours Worked Holiday Pay Synch with External HR or Payroll Systems Overtime SCHEDULING . RATE TRACKING Daily, Weekly, or Configurable Recurring Patterns Job Costing On-the-Fly Entries/Edits for Day-to-Day Changes Pay Categories (such as direct, indirect) Visibility from Employee Timesheet Multipliers, Special Rates Assign Employees to Schedules, or Schedules to Employees Effective Dating Assign Two Schedules Per Employee Per Day Piece Rate Quantity Tracking (units, miles, etc.) View Schedule, Location, Department, Job, etc. Pay Rate Per Piece/Piece Rate Requirements Kronos Workforce Ready Accruals is an add-on module \ Workforce Ready Time Keeping '1 _. .REPORTS. __isi . DATA COLLECTION Over 50+ Built-In Standard Reports Ethernet-Based Clocks Create Custom/Ad Hoc Reports Mag-Stripe, Proximity and Barcode Badges Export to 5 Formats (CSV, Excel, PDF, HTML, XML) Biometric Verification and Identification Daily Email Summary Report Remote Hardware Management Report Saving and Sharing with Quick Link Access Remote Punch via Mobile App In/Out Dot Board Exception Reporting .SECURITY . . Time Off Calendar Dynamic Drill-Down Capabilities Permanent, Detailed Audit Trail Security Profile Settings for Defining Access IP Address and/or Punch Restriction Application Manager/User Access Profiles MOBILE APPLICATION .. , , RSA Login Authentication User/Manager Configurable User Interface Timesheet Accruals EMAIL NOTIFICATIONS (alerts, reminders, etc.) ®Schedule Time Off Request Standard Time Off Request, Rejection and Approval Time Off Calendar Standard Timesheet Request, Rejection and Approval Punch In/Out Beginning& End of Period Manager/Employee Notifications GPS Punch Tracking Accrual Balance Notifications Job/Cost Center Transfer Exception Notifications Report Access Point Notifications Apple• iPhone•, AndroidTM, or Windows* Mobile KRONOS'alk ' • TIME • 8 ATTENDANCE SCHEDULING ABSENCE MANADEMENT HR&PAYROLL HIRING LABOR ANALYTICS Kronos Incorporated 297 Billerica Road Chelmsford, MA 01824 +1 800 225 1561 +1 978 250 9800 www.kronos.com 02012.Kronos Incorporated.Kron and the Kronos logo are registered trademarks of Kronos Incorporated or a related company.All other product and company names menliawn are used lei idenli(itaton purposes only.and may oe the trademarks of their respective owners.AA specilcallons are subject to change.All rights reserved. CV0182-USv3-EN 4 KRONOS KRO TOS mo . folgl READS7 ACClCJJALS DATASHEET Automate Accrual Tracking for Improved Accuracy and Consistency Employees need a break from work every once in a while to stay healthy, productive, and engaged. That's why organizations like yours offer paid time KeyBenefits off (PTO) in the form of vacation days, holidays, personal time, sick time, and more. While PTO is an important benefit for attracting and retaining top talent, tracking time-off accruals manually can be a tedious and error-prone process. The time and effort associated with manual calculations, spreadsheet-based > CONTROL LABOR COSTS by accurately record keeping, and responding to employee inquiries can place a heavycalculating and tracking time-off accruals administrative burden on managers and human resources (HR) staff. > AUTOMATICALLY ENFORCE organization- If accruals are not tracked properly, you could be setting your organization specific accrual policies to help drive up for some serious headaches. Inaccurate tracking can cause managers to compliance and impartial treatment approve paid time off that employees haven't legitimately earned. It can lead of employees to scheduling challenges that impact productivity and service levels. It can > SPEED AND SIMPLIFY time-off requests even result in employee grievances and litigation for unfair time-off practices. and approvals in Workforce Ready Time And if state law or company policies mandate payout of unused PTO when an Keeping with instant visibility into each employee terminates, accrual inaccuracies can add up quickly and hurt the employee's current accrual balance tom line. t . nos Workforce Ready®Accruals can help. This powerful solution, an add-on > FACILITATE RESPONSIBLE USAGEof time-off benefits to minimize impact module to the integrated Workforce Ready suite, automatically calculates and on schedules tracks each employee's accrued time off based on your organization's specific rules, policies, and regulations. Automated accrual tracking eliminates manual > DISPLAY ACCRUAL BALANCES on errors; supports fair, consistent policy enforcement; and gives employees and employee pay statements with Workforce managers instant visibility into current status to speed and simplify time-off Ready Payroll requests and approvals. Accruals that work the way you work With Workforce Ready Accruals, you can calculate and track accruals based on your organization's specific policies. Set up benefit accrual profiles to determine the rate at which an employee or a group of employees accrues time off, including vacation, personal time, sick time, and more. Track accruals based on user-defined criteria such as hours worked; seniority; grade level; and attendance, performance, and/or wellness points. Create carry-over settings to specify whether an employee can carry forward accrued time, how much, and for how long. Automatic enforcement of policies and regulations minimizes your compliance risk while driving fair, consistent treatment of employees across the organization. In a recent study, Workforce Ready customers reported the following KPI improvements:1 Costs associated with Time required for Time required to manage PAPER TRACKING: HR ADMINISTRATIVE TASKS: UNEXPECTED EMPLOYEE ® Reduced 80 - 95% Reduced 25 - 35% ABSENCE: Reduced 60 - 80% 'Sanjeev Aggarwal,Laurie McCabe,and Dwight Davis, Research Study:Cloud-Based Workforce Management Powers Midsized Organizations,SMB Group(sponsored by Kronos Incorporated),August 2015,at 6. KRONOS WORKFORCE READY ACCRUALS Streamlined processes improve efficiency kforce Ready Accruals gives Workforce Ready Time Keeping ustomers immediate access to accrual balances for submitting MY TO DOrras0 0 f or approving time-off requests. Employees can check their accrual Wendt/at TmeOtfnewer(Manager' --, balances — by PTO category via Web or mobile app to make Enpbyee.&Frmd Fisher 6) ^' Vrruch sure they have earned time off available before making a request. 70-42/3oesL Oe.W/22 it tNOMiy) When managers receive an employee time-off request, they can Flows 090 APPRovE R<n-rt instantly view accrual balances and approve, modify, or reject the Workflow:Tile Off Request P+mager) request accordingly. Notifications automatically alert managers EmpnyeeB anq 0/pe) when employees exceed established accrual thresholds. anine�'�s � Cate: 11A 3201/chmadayl Rm.f 8m In addition, Workforce Ready Payroll customers can display APPROvE REJECT worlEbw:rime Off Request(is/App0ven accrual balances directly on employee pay statements. EmNoyee8ct.ncornety 031 L.dasTme Oft. Perioral �� �^+l este: ,132](1015(F. 5(FF 41an 800 Robust reporting supports decision making APPROVE REJECT — — and compliance The comprehensive Accrual Balances report shows the amount of When reviewing time-off requests. managers can simply click on the hourglass time earned, taken, scheduled, and remaining for each employee icon to view an employee's current accrual balance for faster, more informed within all applicable PTO categories. With one-stop access to decision making. detailed accrual information in their To Do Items, your managers can make fast, informed decisions that effectively balance employee requests with coverage requirements. .RAL WCES --- --- --_--- it P ii CARRY EARNED li nACE ACCRUED CURRENT CURRENT PENDING OVER 115® lJSi AFTER TAKEN I OFF TO ACCRTAKENBALANCE SalACCRUEACCRUE RATE ro 81' CARRY LAST 115E DATE OVER CARRY OVER Hit 21:00 0:00 2400 0:00 0:00 OW 2400 Pe-SC/lel 01/01/2016 Days'. 3.0 Days/Yearly I 3 0 3 0 0 0 3 I I HIS: 40:00 0:00 4000 000 000 0.00 40:0) Sack 01/01/2016 Dan: 5 0 5 0 0 5/Yearly D 5 ItrY i ,� Vacatjon 07/01/2015 2W 0:00 5 0:0066661 Hra000 223 Q25 I. Dem 025 0 0.:0.25 0 0 . MOOtRty 0.3 095 h t Hit 25:53 0.00 25:58 000 090 0:00 2598 wellness U6/142915 Days 5/Yearly I 3.25 0 325 0 0 0 3.25 The belences cbsp4ayed ere best estunations at the time of viewing.Please contact your manager to confirm what your actual balance is. The Accrual Balances report shows the amount of time earned. taken. scheduled. remaining. and carried over as well as the accrue rate for each PTO category for which the employee is eligible. �i KRONOS. Workforce Innovation That Works" Kronos Incorporated 297 Billerica Road Chelmsford, MA 01824 +1 800 225 1561 +1 978 250 9800 www.kronos.com 0 2016 Kroms Incorporated.Kronor and the Kronos logo are registered trademarks and Workforce Innovation That Works is a trademark of Kronos Incorporated or a rotted company.For a lull list of ?Crones trademars,pease visit the'trademarks"page at wmv.kronos.corn All other trademarks,if any.are property al their respective owners.All spectlirations are subject to change.All rights reserved. CV0584-Usvl KRONOS' Kronos Workforce Ready® Accruals Prerequisites: Requires Kronos Workforce Ready® Time Keeping or Payroll ACCRUAL SETTINGS ACCRUAL MANAGEMENT System-maintained values — accrual balances will be Modify accrual balances calculated automatically in system Zero out accrual balances User-maintained values—accrual balances will be manually updated by the system administrator Import accrual balances Imported values — accrual balances will be calculated Modify employee hours taken externally and imported to the system on a regular basis Test accruals Tenure changes — will be shown if tenure changes in the middle of an accrual period Maximum accrued amount (per accrual year) — maximum NOTIFICATIONS hours that can be accrued based on tenure Maximum running balance — maximum balance that an Negative balances employee can have at any given time End of a waiting period Balance move — move any excess accrued amounts to a specific bucket Utilization order in which different time-off buckets are EMPLOYEE SELF-SERVICE ®used Accrual day—first or last day of month View accrual balances New hire accruals—when and how much a new hire starts Request time off—automatically updates accrual balances accruing his or her first month Time-off balance report Waiting period schedule — schedule on which an employee will accrue after the waiting period settings have been reached Processing accruals — amount and frequency accruals MOBILE are calculated (automatically, manually, individual users, multiple users, all users) View accrual balances Request time off BENEFIT ACCRUAL PROFILES — Approve time off DETERMINES THE RATE AT WHICH AN 1111SE II ,EE AGGRUES BENEFIT TiIME PAYROLL* Default— applied to all new employees added in system Calculate accruals in payroll based on hours worked Tenure Hours worked Display accrual balance on pay statement Points Waiting period Carryover settings 'Requires Kronos Workforce Read,Payroll 14 KRONOS' Workforce Innovation That Works" Kronos Incorporated 297 Billerica Road Chelmsford, MA 01824 +1 800 225 1561 +1 978 250 9800 www.kronos.com 0 2015 Kronos Incorporated-Kronos and the Kronos logo are registered trademarks and Workforce Innovation That Works is a trademark of Kronos Incorporated or a related company.For a full list of Kronos trademarks,please vsrt the'trademarks"page at v,ww.kronus.com.All other trademarks,if any,are property of their respective owners.MI specificarrom are sutgect to change.All rights reserved. CW5s1-Usv2 KRONOS' O • Attachment D Training and Technical Support Details Workforce Ready — Customer Training Options Overview Workforce Ready provides a simple,yet powerful solution for Your Workforce Management needs. Kronos Education provides just the right amount of role-based training targeted to what you need to know to effectively and efficiently gain the most value from your solution. Our training is delivered by role and based on the selected solutions. Access these training offerings from My Learning within the Workforce Ready product. Role Product Total Training Time Notes Project Team HR/TLM/ 2-10 hours(based on The Implementation Essentials courses Payroll/Accruals total number of prepare Project Team members to classes) complete the Discovery Document for each module. Participants learn the key ® concepts as well as information regarding the implementation process. Employee HR/TLM/Payroll Varies Provides access to a library of learning Users see only the resources and performance support resources relevant to their role or security that provide users with step-by-step level. instructions on common workforce management tasks in Task and Labor Management, HR, and Payroll. The step-by-step instructions are provided to users in job aids. Department Manager HR/TLM/ Varies Provides access to a library of learning Users see only the resources Accruals and performance support resources relevant to their role or security that provide users with step-by-step level instructions on common workforce management tasks in HR, Task and Labor Management, and Accruals. The step-by-step instructions are provided to users in job aids.Also,there are 3- minute how-to simulations that quickly show users how easy it is to perform their tasks. Kronos Incorporated Proposal in response to Attachment D—Training and Technical Support Details City of Sunny Isles Beach Employee Time and Attendance System Page 14 May 11,2016 RFP No.16-04-03 a KRONOSr _ _ - / n HR User/Administrator HR 2 hours This course prepares HR Users and Administrators to use and maintain their configured systems,covering key HR tasks. Payroll User/Administrator Payroll 3 hours This course prepares Payroll Users and Administrators to use and maintain their configured systems,covering key Payroll tasks. TLM Administrator TLM 2 hours This course prepares Time and Labor Users and Administrators to use and maintain their configured systems, covering key Time and Labor tasks. Workforce Ready eLearning— My Learning Your investment in Workforce Ready represents a major step toward more cost effective workforce man- agement. It can deliver measurable value only if you and your employees use it consistently and effectively, and take full advantage of all of its capabilities. With learning and performance support resources at your fingertips, you can be more productive on the job. all Workforce Ready provides users with access to My Learning (powered by Kronos KnowledgePass)with online, role-based training content and support tools that provide step-by-step training on a vanew of common tasks. 1M'ACM! MEIelOVp WCCEmE M! cons ty Mn- .asr...*' ✓S.4 v.�N nmw tapy 9mN y tq T�eR Atetaesatal Yekoq ttgyaoes talarI r-3-Neste t -To bbvpy Ione dab.p .a °rite a E*Dun emrixr QCtwuisop—pteeVO iiSt1011112 arr toe a1°.}crit _ maurtneo m»on Yleuap arm m i6ten Kronos Incorporated Proposal in response to Attachment D—Training and Technical Support Details City of Sunny Isles Beach Employee Time and Attendance System Page 15 May 11,2016 RFP No.16-04-03 4 KRONOS° • ® • Three-minute how-to simulations: Quick and easy demonstrations of common tasks that provide ef- fective training on skills reinforcement. • Job aids: Handy, printable reference sheets with step-by-step instructions for performing common tasks and that supplement and support employee training to help ensure optimized system adoption. • Sandboxes with Exercises (available in 2014): Available for Administrators, these tools ler users prac- tice performing tasks in a training database. Users can follow steps in the exercises document and perform specific tasks in a training database to which they have temporary access. Accessed directly from the Workforce Ready interface, My Learning is an ideal resource for: • On-boarding new hires without pulling other staff from their tasks • Assisting employees who transition to management roles • Delivering a skills refresher on a particular application or feature set • Staling up-to-date on product enhancements • Reducing support calls For more information visit: http://edwebl.kronos.com/education/wfr/WorkforceReadvMvLeamingContentCatalog.pdf Technical Support Our hours of operation for Workforce Ready support are: Monday-Friday: 8:00am - 8:00pm EST Our Standard Support Plan is designed to help you stay current with product news,industry trends, and software and legislative updates. In addition,it provides access to the tools and comprehensive infor- mation you need to diagnose and resolve issues—quickly and efficiently—so You can optimize productivin-and realize greater value from your Kronos investment. With the Standard Support Plan,your organization receives: • Coverage during the following hours: 8:00 a.m.–8:00 p.m. EST Monday through Friday • Unlimited case (incident) generation and management • Case escalation, resolution, and confirmation • Proactive emails and news messaging • Online access via the customer portal to: o eCase:web-based case logging and tracking o Comprehensive, searchable knowledge base o Customer forums o System documentation o Technical tips ® Kronos Incorporated Proposal in response to Attachment D–Training and Technical Support Details City of Sunny Isles Beach Employee Time and Attendance System Page 16 May 11.2016 RFP No.16-04-03 1$ KRONOS' ® Attachment E Maintenance &Support Agreement` Kronos is submitting its proposal with the intention of using the G.S. Communities contract,terms and conditions of the Contract#14-JLR-003 dated March 18th, 2014 between the Harford City Public Schools (acting as the "Lead agency") and Kronos Incorporated, hereby incorporated by reference(referred to as the"Kronos Agreement"). The Kronos Agreement was awarded further to an RFP process and can be reviewed through the following link: http://wu-w.kronos.com/uscommunities.aspx (Click Workforce Ready link under Kronos Solutions). 4111 ® Kronos Incorporated Proposal in response to Attachment E—Maintenance&Support Agreement City of Sunny Isles Beach Employee Time and Attendance System Page 17 May 11,2016 RFP No.16-04-03 1 KRONOS n n Non-Collusion- Affidavit Please refer to the completed form on the following page(s). —® Kronos Incorporated Proposal in response to Non-Collusion Affidavit City of Sunny Isles Beach Employee Time and Attendance System Page 18 May 11,2016 RFP No.16-04-03 yJNNY'tit 4.0:4111111‘. NON - COLLUSION AFFIDAVIT ® ° x City of Sunny Isles Beach 18070 Collins Avenue ,•�•4'•rYolloa..`t Sunny Isles Beach,FL 33160 '0' wt.'' Telephone:(305)947-0606 Fax(305)949-3113 Commonwealth of Massachusetts STATE-OF-FLORIDA ) COUNTY OF Middlesex ) ) The undersigned being first duly sworn as provided by law,deposes,and says: This Affidavit is made with the knowledge and intent that it is to be filed with the City of Sunny Isles Beach City Commission and that it will be relied upon by said County,in any consideration which may give to and any action it may take with respect to this Bid. The undersigned is authorized to make this Affidavit on behalf of, Kronos Incorporated (Name of Corporation,Partnership,Individual,etc.) a, corporation ,formed under the laws of MA (Type of Business) (State) of which he is Senior Vice President, Global Sales (Sole Owner,Partner,President,etc.) Neither the undersigned nor any person, firm, or corporation named in above Wiz, nor anyone else to the knowledge of the ® undersigned, have themselves solicited or employed anyone else to solicit favorable action for this Bid by the City,also that no head of any 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 Par-graph 1n'r has not colluded,conspired, connived or agreed directly or indirectly with any proposers or person,firm or corporation, to put in a sham Bid, or that such person, firm or corporation,shall refrain from Bidding,and has not in any manner,directly or indirectly,sought by agreement or collusion,or communication or conference with any person,firm or corporation,to fix the prices of said Bid or Bids of any other proposers;and all statements contained in the Bid or Bids described above true; and further; neither the undersigned, nor the person, firm or corporation named above in Paragraph 30-2,has directly or indirectly submitted said Bid or the contents thereof,or divulged information or data relative thereto,to any association or to any member or agent thereof. John O'Brien i Senior Vice President, Global Sales AFFIANTS NAME AFFIANTS TITLE14— n TAKEN,SWORN AND SUBSCRIBED TO BEFORE ME this (l day of ,200_. Personally Known k or Produced Identification _ Type of identification (Affix seal here) „1_f1'T ' 1. M " ;r. NOTARY PUBLIC(name printed typed) Notary Public V. My Commission Expires •` 30. 2021 ® . DECEMBER 28,2010 1 of 7 1 KRONOS' Swbrh Statement Pursuant td Section 287. 133(3)(a) Florida Statutes; on Public Entity Crimes - Please refer to the completed form on the following page(s). Kronos Incorporated Proposal in response to Sworn Statement Pursuant to Section 287.133(3)(a)Florida Statutes, on Public Entity City of Sunny Isles Beach Employee Time and Attendance System Page 19 May 11,2016 RFP No.16-04-03 SV$NY fJ<(sit all : .o: PUBLIC ENTITY CRIMES V - 't\ Z • ti • City of Sunny Isles Beach • • 18070 Collins Avenue • ,1ot'o0s' Sunny Isles Beach,FL 33160 o.su• '� Telephone:(305)947-0606 Fax:(305)949-3113 SWORN STATEMENT PURSUANT TO SECTION 287.133(3)(a) FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES PUBLIC ENTITY CRIMES Pursuant to the provisions of paragraph (2) (a) of Section 287.133, Florida State Statutes - "A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a Bid on a Contract to provide any goods or services to a public entity, may not submit a Bid on a Contract with a public entity for the construction or repair of a public building or public Work, may not submit Bids on leases of real property to a public entity, may not be awarded to perform Work as a Contractor, supplier, Sub-Contractor, or Consultant under a Contract with any public entity, and may not transact business with any public entity in excess of the threshold amount Category Two of Sec. 287.017, FS for thirty six months from the date of being placed on the convicted vendor list". THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER OFFICIAL AUTHORIZED TO ADMINISTER OATHS. 11.1. This sworn statement is submitted to City of Sunny Isles Beach by John O'Brien, Senior Vice President, Global Sales limit unorvMual s name and bile] for Kronos® Incorporated(pmt name of entity submitting sworn statement] whose business address is: 297 Billerica Road,Chelmsford, MA and (if applicable) its Federal Employer Identification number(FEIN) is 04-2640942 (If the entity had no FEIN, include the Social Security Number of the individual signing this sworn statement: .) 11.2. I understand that a "public entity crime" as defined in Paragraph 287.133(1)(g), Florida Statutes, means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any public entity or with an agency or political subdivision of any other state or with the United States, including, but not limited to, any Bid or Contract for goods or services to be provided to any public entity or an agency or political subdivision of any other state of the United States and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation. 11.3. I understand that"convicted" or"conviction" as defined in Para. 287.133(1)(b), Florida Statutes, means a finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any federal or state trail court of record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, non-jury trial, or entry of a plea of guilty or nob contendere. 11.4. I understand that an "affiliate" as defined in Para. 287.133(1)(a), Florida Statutes, means: a.) predecessor or successor of a person convicted of a public entity crime; or b.) Any entity under the control of any natural person who is active in the management of the entity and who has been convicted of a public entity crime. The term "affiliate" includes those officers, ® directors, executors, partners, shareholders, employees, members, and agents who are active in the management of an affiliate. The ownership by one person of shares constituting a controlling interest in another person, or a pooling of equipment or income among persons when not for fair DEGEu9EF 28.2010 2 of 7 market value under an arm's length agreement, shall be a prime facie case that one person controls another person. A person who knowingly enters into a joint venture with a person who ® has been convicted of a public entity crime in Florida during the preceding 36 months shall be considered an affiliate. 11.5. I understand that a "person" as defined in Para. 287.133(1)(e), Florida Statutes, means any natural person or entity organized under the laws of any state or of the United States with the legal power to enter into a binding Contract and which Bids or applies to Bid on Contracts for the provision of goods or services let by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term "persons" includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in management of any entity. 11.6. Based on information and belief, the statement which I have marked below is true in relation to the entity submitting this sworn statement. (Indicate which statement applies.) *to the best of my knowledge X Neither the entity submitting this sworn statement, nor any of it's officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, nor any affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. However, there has been a subsequent proceeding before a Hearing Officer of the State of Florida, Division of Administrative Hearings and the Final Order entered by the Hearing Officer of the ® State of Florida, Division of Administrative Hearings and the Final Order entered by the Hearing Officer determined that it was not in the public interest to place the entity submitting this sworn statement on the convicted vendor list. (Attach a copy of the final order.) I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR THE PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 11.1 (ONE)ABOVE IS FOR THAT PUBLIC ENTITY ONLY AND, THAT THIS FORM IS VALID THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED. I ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIDA STATUTES, FOR CATEGORY TWO OF ANY - •NGE IN THE INFORMATION CONTAINED IN THIS FORM. By: Ar air (Sign; John O'Brien (Panted Name) Senior Vice President, Global Sales (Title) Sworn�oand subscOed before me this /PL. day of 1k 0 , 20/(e , by ..Jr h() DMY/e-✓), I 64MM!Sr datgenp . +FTL. HENDE• • Notary Public Sig ture: Notary Pubob. l4ic-State-Of-Fiorid'a Co rrYILm a ` cc P, r0.{'1 L. ttenisrc vt ney.Commisa on Expires Print or Type Commissioned Name • J 30. YP Personally Known OR Produced Identification Type of Identification Produced ion9,3e 3 of 7 • 1 KRONOS' • Equal Opportunity/Affirmative Action Statement Please refer to the completed form on the following page(s). Kronos Incorporated Proposal in response to Equal Opportunity/Affirmative Action Statement City of Sunny Isles Beach Employee Time and Attendance System Page 20 May 11,2016 RFP No.16-04-03 04 s'' Y , `F. ® EQUAL OPPORTUNITY / AFFIRMATIVE ACTION •.,e0` City of Sunny Isles Beach ter'o. su+ '„ 18070 Collins Avenue Sunny Isles Beach,FL 33160 Telephone:(305)947-0606 Fax(305)949-3113 EQUAL OPPORTUNITY/AFFIRMATIVE ACTION STATEMENT The contractors and all subcontractors hereby agree to a commitment to the principles and practices of equal opportunity in employment and to comply with the letter and spirit of federal, state, and local laws and regulations prohibiting discrimination based on race, color, religion, national region, sex, age, handicap, marital status, and political affiliation or belief. Signe.. rale Ss Title: Aenior Vice 'resident,Global Sales Firm: Kronos Incorporated Address: 297 Billerica Road Chelmsford, MA 01824 411 DECEMBER 28.2010 4 Of 7 2-4 KRONOS' 7 ® Conflict of Interest Statement Please refer to the completed form on the following page(s). 4111 ® Kronos Incorporated Proposal in response to Conflict of Interest Statement City of Sunny Isles Beach Employee Time and Attendance System Page 21 May 11,2016 RFP No.16-04-03 son NY t:Lei f CONFLICT OF INTEREST ® r V I• - t t •• :/ • City of Sunny Isles Beach • Y 18070 Collins Avenue ‘"•Y r•• ,t o•'0•�•• Sunny Isles Beach,FL 33160 r o. sun'� Telephone:(305)947-0606 Fax:(305)949-3113 CONFLICT OF INTEREST STATEMENT The award of any contract hereunder is subject to the provisions of Chapter 112, Florida State Statutes. Proposers must disclos?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. 'to the best of its knowledge STATE _L ORIDA Commonwealth of Massachusetts COUNTY OF Middlesex BEFORE ME, the undersigned authority, personally appeared ---1 41(1 // 6✓1gill , who was duly sworn, deposes, and states: 18.1. I am the Senior Vice President, Global Sales of Kronos Incorporated with a local office in Miramar, FL and principal office in Chelmsford,MA 18.2. The above named entity is submitting a Bid for the City of Sunny Isles Beach, Bid No. 16-04-03 described as: .' The Affiant has made diligent inquiry and provides the information contained in this Affidavit based upon his own knowledge. 'Employee Time and Attendance System 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. 'to the best of its knowledge,any of 18.6 Neither the entity, norits affiliates, nor any one associated with them have any potential conflict of interest due to any other clients,contracts,or property interests for this project. 'to the best of its knowledge,any of 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. 'to the best of its knowledge 18.81 certify that'no member of the entity's ownership or management, or staff has a vested interest in any aspect of the City of Sunny Isles Beach. 'to the best of its knowledge 18.9 In the event that a conflict of interest is identified in the provision of services, I, on behalf of the above named entity, will immediately notify = ity of Sunny Isles Beach. Dat�i7/Lb �_ May 2040.2016 _ _ John O'Brien,Senior Vice President,Global Sales AF/FI•.•'` Print or Type Name and Title Om to a • . / ed before me this 7 day of Y(' 7ct,' ,2049.2016 Pers. Known OR 0 Produced Identification ;Type of I tification I a NOTARY PUBLIC STATE-Cif-FLORIDA Commonwealth of Massachusetts DEBORAH I.. HENDERSON Public 411 uCOMMONWEALTHOF MASSACHUSETTS My Commission Expires a _Ad/ 30, 2021 ` DEcEMSER 2e,2010 5 of 7 44 KRONOS' / . .0 ® Dispute Disclosure For • m Please refer to the completed form on the following page(s). ® Kronos Incorporated Proposal in response to Dispute Disclosure Form City of Sunny Isles Beach Employee Time and Attendance System Page 22 May 11,2016 RFP No.16-04-03 • DISPUTE DISCLOSURE ,1 • City of Sunny Isles Beach • 18070 Collins Avenue 4e.•''• rtoOoo Sunny Isles Beach,FL 33160 'o. ,u$'• Telephone:(305)947-0606 Fax:(305)949-3113 DISPUTE DISCLOSURE FORM Answer the following questions by placing a "X" after "Yes" or "No". If you answer "Yes", please explain in the space provided, or on a separate sheet attached to this form. 19.1. Has your firm or any of its officers, received a reprimand of any nature or been suspended by the Department of Professional Regulations or any other regulatory agency or professional associations within the last five (5) years? YES NO X 19.2. Has your firm, or any member of your firm, been declared in default, terminated or removed from a contract or job related to the services your firm provides in the regular course of business within the last five (5) years? YES X NO See Attachment A 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 X NO if yes, state the nature of the request for equitable adjustment, contract daim, 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. See Attachment A I hereby certify that all statements made are true and agree and understand that any misstatement or misrepresentation of falsification of facts shall be cause for forfeiture of rights for further consideration of this Bid for the City of Sunny Isles Beach. Kronos Incorporated May 6, 2016 Firm r Date John O'Brien, Senior Vice President, Global Sales Authoriz-• gnature Print or Type Name and Title DECEMBER 28,2010 6 o f 7 Attachment A 19.2 Kronos does not track this type of information specifically to address why contract are terminated or non renewed. In addition,given the type of services provided Kronos terms and conditions usually include annual support renewal and periodic implementation project.Customers can for any reason decide to decline the renewal of the support services or terminate a specific project, including termination for convenience. Kronos does not maintain records of the reasons of Customer's decisions. 19.3 Like most major corporations, Kronos has received occasional bid protest in the past five years usually from competitors.Kronos handles these in the ordinary course of business. 44 KRONOS' / Anti-Kickback Affidavit Please refer to the completed form on the following page(s). ® Kronos Incorporated Proposal in response to Anti-Kickback Affidavit City of Sunny Isles Beach Employee Time and Attendance System Page 23 May 11,2016 RFP No.16-04-03 O`y,NN♦,,,_ ANTI - KICKBACK 41, ral City of Sunny Isles Beach 18070 Collins Avenue '•r1o�' Sunny Isles Beach.FL 33160 o. ,vv ' 4� Telephone:(305)947-0606 Fax:(305)949-3113 ANTI-KICKBACK AFFIDAVIT Commonwealth of Massachusetts STATE Of FLORIDA COUNTY OF Middlesex ) I, the undersigned, hereby duly sworn and deposed say that no portion of this sum herein Bid will be paid to any employees of the City of Sunny Isles Beach or its elected officials as a commission, kickback, reward or gift, directly or indirectly by me or any member of my firm or by an officer of the corporation. By: /..if Title: S= for Vice L._-••-T',Global Sales S die foregoing instrument was acknowledged before me this �t' day of LekMe f )/11 i 20 bx Dia G [name of perso` n], as Sr, tee. I'feii dnt b M i) 3a Le--; [type of authority], for r\VCYIOS zfle))rporr-ed [name of party on behalf of whom instrument was executed]. n AFFIX NOTARY STAMP HERE: l ( ) et4G ) H Nt' Notary Public — State-of-Florida Not y Public Commonwealth of Massachusetts i. M*SSCC$ETTS M' Commission Expires Dabdfal L. -�j�ci/ rsg 30. 2021 !'�� 0'"1^v Print or Type Commissioned Name Personally Known / ' OR Produced Identification Type of Identification Produced S DECEMBER 262010 7 017 KRONOS° ❑ n Acknowledgement of Addenda Please refer to the completed form on the following page(s). Kronos Incorporated Proposal in response to Acknowledgement of Addenda City of Sunny Isles Beach Employee Time and Attendance System Page 24 May 11.2016 RFP No.16-04-03 CITY OF SUNNY ISLES BEACH 18070 Collins Avenue Sunny Isles Beach, Florida 33160 305.947.0606 °� 7•. • www.sibf.net `( 6, o . '74 fch Or sus ACKNOWLEDGEMENT OF ADDENDA INSTRUCTIONS: COMPLETE PART I OR PART II, WHICHEVER APPLIES PART I: LIST BELOW ARE THE DATES OF ISSUE FOR EACH ADDENDUM RECEIVED IN CONNECTION WITH THIS PROPOSAL Addendum #1, Dated April 27, 2016 Addendum #2, Dated April 27, 2016 Addendum #3, Dated Addendum#4, Dated Addendum#5, Dated Addendum#6, Dated Addendum#7, Dated Addendum#8, Dated PART II: 0 NO ADDENDUM WAS RECEIVED IN CONNECTION WITH THIS PROPOSAL COMPANY NAME: K'ronos Incorporat-., SIGNA' UR • /�' TITLE: Sen'.r Vice Pre • : . :.al Sales DATE: May 6, 2016 City of Sunny Isles Beach I Request for Proposal No. 16-04-03 33 00 KRONOS' I111 n Appendix. l = Certificate of Insurance 4 Kronos Incorporated Proposal in response to Appendix 1 —Certificate of Insurance City of Sunny Isles Beach Employee Time and Attendance System Page 25 May 11,2016 RFP No.16-04-03 Client#: 313009 KRONOS ACORD.. CERTIFICATE OF LIABILITY INSURANCE DATE(MMIDDrrYYY) 10/14/2015 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED PRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. ORTANT:If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must be endorsed. If SUBROGATION IS WAIVED,subject to e terms and conditions of the policy,certain policies may require an endorsement.A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CNAME:ONCT NEE Certificates TA HUB International New England PHONE (AIC, ) 978 657-5100 I(A,No): 866 475.7959 IL Ert 299 Ballardvale St ADDRESS: nee.certificates@hubinternational.com Wilmington, MA 01887 INSURER(S)AFFORDING COVERAGE NAIL 0 978 657-5100 INSURER A:Charter Oak Fire Ins Co 25615 INSURED INSURER B:Travelers Property Casualty Co 25674 Kronos Incorporated 297 Billerica Road INSURER C:Travelers Indemnity Co of Ameri 31194 INSURER D:Zurich American Insurance Compa Chelmsford, MA 01824 INSURER E: I INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT. TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN. THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS. EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR 'ADDLSUBR POLICY EFF POLICY EXP LTR TYPE OF INSURANCE IINSR IWVD I POLICY NUMBER (MDD/YYYY) (MMIDDIYYYY)I MILIMITS A GENERAL LIABILITY 6300F198831 10/01/201510/01/2016 EACH OCCURRENCE S1,000,000 XI COMMERCIAL GENERAL LIABILITY DRAMGETOaEMEDnte) 51,000,000 I CLAIMS-MADE I X I OCCUR I MED EXP(Any one person) 510,000 J PERSONAL S.ADV INJURY 51,000,000 J GENERAL AGGREGATE s2,000,000 GENE AGGREGATE LIMIT APPLIES PER: I PRODUCTS-COMP/OP AGG 52,000,000 AI POLICY n JE T I I LOC I CBINED S AUTOMOBILE LIABILITY BAOF195804 10/01/2015 10/01/2016$OMaacadenSINGLE LIMIT 51,000,000 AI ANY AUTO I BODILY INJURY(Per person) S IALL OWNED ri SCHEDULED AUTOS AUTOS BODILY INJURY(Per acddent) S XI HIRED AUTOS I X I AUTOSSWNED I I erOPERTYe MAGE -S I I I I s B XI UMBRELLA LIAB I X I OCCUR CUP0F198831 10/01/2015 10/01/2016 EACH OCCURRENCE s5,000,000 I EXCESS UAB I I CLAIMS-MADE I AGGREGATE s5,000,000 I DED I I RETENTIONS I I $ C WORKERS COMPENSATION UBOF144017 10/01/2015 10/01/2016 X IWCSTATU- I IOTH- ANDEMPLOYERS'UABILRY Y/N TORY LIMBS FR ANY PROPRIETOR/PARTNER/EXECUTIVEI E L EACH ACCIDENT S1,000,000 OFFICER/MEMBER EXCLUDED' I N I NIA (Mandatory in NH) I E L DISEASE-EA EMPLOYEE 51,000,000 If yes desmte under DESCRIPTION OF OPERATIONS below I E.L.DISEASE-POLICY LIMIT S1,000,000 D Professional E00013690201 10/01/2015 10/01/2016 2,000,000 Liability/E&O (aka Cyber Liab) DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES(Attach ACORD 101,Additional Remarks Schedule,if more space is required) ProfessinalLiability/E&O(aka Cyber Liability) CERTIFICATE HOLDER CANCELLATION I V� Evidence of Covera a SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE g THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Kronor Incorporated ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED\UT � REPRESENTATIVE • n _I Eh. ©1988-2010 ACORD CORPORATION.All rights reserved. ACORD 25(2010/05) 1 of 1 The ACORD name and logo are registered marks of ACORD #S1477659/M1470921 DK004