HomeMy WebLinkAboutAdd 2Wednesday, April 27, 2016
Addendum No. 2
CITY OF SUNNY ISLES BEACH
Employee Time and Attendance System
CITY RFP NO. 16-04-03
To All Bidders:
Bidders for the above-referenced project shall take note of the following changes,
additions, deletions, clarifications, etc. to the Plans and Specifications, which in
accordance with the Contract Documents shall become a part of and have precedence
over anything shown or described otherwise.
Response to questions:
What do your Public Works Departments use for asset management software?
We ask because we can optionally interface with this system to import work orders
and valid equipment and materials. Public Works crews can then use our Mobile
Crew Sheet Application to track their labor, equipment and materials for each work
order on a mobile tablet. Comp leted work order charges will automatically be
exported back to the asset management system, and labor charges also copied to
each crew member’s timecard.
IT is currently in the process of developing or purchasing a work order system.
This is not going to be part of this RFP, but additional functionality and room for
future expansion can be noted for reference.
What do your Public Safety Departments use for advanced scheduling software,
i.e. multi-shift schedule rosters with configurable hiring lists and shift
requirements? We ask because we have an optional Dynamic Scheduling module
that is seamlessly integrated with our timekeeping features and has Public Sector
Specific features such as Shift Swaps/Trades, online Overtime/Extra Duty sign -
ups, configurable shift hiring lists that can support complex overtime equalization
policies, Special Events Management, Shift Bidding and Vacation Bidding.
We do not use scheduling software currently in any city department.
Wednesday, April 27, 2016
For Scope of Work Requirement 3.3.7 for schedu ling functionality, is the City
looking for advanced shift scheduling functionality, i.e. multi -shift schedule rosters
with configurable hiring lists and shift requirements? If so, how many employees
would be scheduled with the Advanced Scheduling function ality, for licensing
purposes?
We were not looking for advanced scheduling functionality at this time, just basic
scheduling functionality (i.e. holidays (all employees), basic shifts (public safety,
parks workers)). Additional functionality and room for future expansion can be
noted for reference.
Regarding the Cost Category “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”, how many years of employee
historical time data does the City want to convert?
Five years for records retention purposes.
Will any time clocks be desired as part of this installation?
No.
If so how many time clocks should we quote on in our proposal?
None, we do not use time clocks.
What type of time clocks are desired Biometric or cards swipe?
Not Applicable.
Is it desired that the time clocks communicate by standard Ethernet, Power Over
Ethernet, or Wireless?
Not Applicable.
If card swipe clocks are desired, will the Vendor need to provide the cards, or will
we need to work with the City’s existing cards?
Not Applicable.
Will Public Safety scheduling be a part of this project?
No.
If public safety schedules will be done in the new Time & Attendance system, will
employees need to swap shifts at a computer?
Not Applicable.
Will employees need to dial a phone number to call out sick, wh ich will then
prompt the Time & Attendance system to automatically find the most qualified
person to fill the shift and reach out to that individual by email, text or by dialing
their phone? The employee would then have the ability to accept or decline the
shift.
Not Applicable.
Please confirm the term for this contract will be 3 years?
Please see Addendum No. 1
Wednesday, April 27, 2016
Can companies from Outside USA apply for this?
We did not place any geographical restrictions on who can respond to the RFP.
You must have documented US references.
Whether we need to come over there for meetings?
We have not decided whether there will be face to f ace meetings or whether they
could be handled remotely; however, our preference would likely be face to face
and demonstrations will be requested of our top choices.
Can we perform the tasks (related to RFP) outside USA?
It may be possible. W e hadn’t considered the possibility and would have to
analyze the response and references to determine if the proposal would meet our
needs.
Can we submit the proposals via email?
No. Paper copies according to submission requirements are necessary.
What is the amount of the performance bond ?
A Performance Bond is not a requirement of this RFP.
What is the motivation for replacing the current system?
Stromberg (our former system) has been discontinued and support shall sunset at
end of this calendar year.
What is the number of time clocks to be used for the purposes o f developing the
cost proposal?
We do not use time clocks.
Will the city install the clocks if clocks are needed?
No, we do not wish to use time clocks.
What is the weight of each the factors in the evaluation criteria?
We do not use a scoring system for evaluation.
How will each factor be measured in an objective manner?
We do not use a scoring system for evaluation. It will be a committee decision.
Does the city have a budget for this project?
No, we know existing system cost, and will use data obtained from the bid process
to set a budget for the 2016-17 fiscal year beginning 10/1/16.
Has the city conducted a feasibility analysis for this project? If so, where can this
analysis be found?
No, we did not conduct a feasibility analysis.
Wednesday, April 27, 2016
How can a contractor become a registered vendor for this RFP titled?
The City does not require vendors to register with them to be eligible to submit a
proposal.
END OF SECTION