RFP #15-1103-12CS

TIMEKEEPING AND REPORTING HARDWARE

AND SOFTWARE SYSTEM

QUESTIONS AND ANSWERS

JANUARY 5, 2016

Q1.Please confirm 500 employees will be tracked on the system and 500 is the number of licenses we should quote on. (including all full time, part time and seasonal staff).

  • The exact number of employees that will be tracked is not known. For the purpose of this RFP School Nutrition Services shall have no more than 500 employees and does not see this number being exceeded in the immediate future. If your product is priced per licenses use 500 employees to calculate your cost.

Q2.Is this RFP only for the Nutrition Services department? What will the remaining departments use for Time and Attendance, and accrual tracking? How many employees are there across all departments for HCPS?

  • Yes, School Nutrition Services will be the only department utilizing this software at this time. However the software should support the capability to include other departments if needed. All other HCPS departments currently use processes that end with the data being either manually keyed or uploaded into Oracle Time and Labor.

Q3.How many supervisors/managers/administrators will need access to the system to make approvals or edits?

  • 69 Site Managers (Level 1 Approval)
  • 8 Supervisors (Level 2 Approval)
  • 2 Time Keepers (Level 3 Approval)
  • 1 System Administrator

Q4.Is it desired for the system to be installed on the School’s servers (Customer Hosted)? Or in a cloud based environment on our servers (Vendor Hosted)?

  • This System MUST be installed on School Nutrition Services servers (Customer Hosted). This System CANNOT be Vendor Hosted. Cafeterias DO NOT have external network access.(Section B, Line 2)

Q5.How many time clocks will be needed?

  • There will be zero (0) physical clocks at implementation.
  • Software should include the ability for the clocks to run on School Nutrition’s provided computers. This software should support clocking IN and OUT using a touchscreen where no physical keyboard or mouse is present (Section B, Line 11).
  • The System should support implementing any of the listed hardware solutions if a need arises (Section B, Line 10).

Q6.Is it desired for the time clocks to be Biometric finger, Biometric Hand, or Card swipe?

  • Options other than PC based touchscreen timeclock software are not applicable at this time.
  • The System will provide a software application (including browser based applications) meeting the requirements of section B, Line 1.This software should support clocking IN and OUT using a touchscreen where no physical keyboard or mouse is present (Section B, Line 11).
  • The System should support implementing any of the listed hardware solutions if a need arises (Section B, Line 10).

Q7.Will employees need to punch in/out from a computer or smart phone?

  • All Employees will initially use only a computer for clocking IN and OUT. This software should support clocking IN and OUT using a touchscreen where no physical keyboard or mouse is present (Section B, Line 11).
  • Additional hardware clocks may be purchased as needed, and the system should support any and all of the technologies mentioned in the RFP (Section B, Lines 7, 9, 10, 11, 14, 15, 16)

Q8.Which system will be responsible for applying the rules to the punch data? Oracle Time and Labor or the new Time & Attendance system? Will all overtime rule calculations be done in the new time and attendance system and then passed to OTL? Or is the Time and attendance system just being asked to collect raw punch data and send raw punch data over to OTL?

  • Oracle Time and Labor will be the determining factor for all payroll rules and calculations for overtime, accruals, etc.
  • The new Time & Attendance:
  • Will collect raw data and pass the information into Oracle Time and Labor as defined in the RFP Documentation.
  • Will not be expected to perform its own calculations.
  • Willalso accept information from Oracle including leave accrual balance information. (Section B, Lines 4 & 18 Section C, Lines 6)

Q9.How many years will this contract term include?

  • The initial contract will be for one year with four optional renewals.

Q10.How many hardware clocks does the district desire to be quoted in the RFP?

  • There will be zero (0) physical clocks at implementation.
  • Software should include the ability for the clocks to run on School Nutrition’s provided computers. This software should support clocking IN and OUT using a touchscreen where no physical keyboard or mouse is present (Section B, Line 11).
  • The System should support implementing any of the listed hardware solutions if a need arises (Section B, Line 10).

Q11.What type of clocks should be quoted? (barcode, fingerprint, proximity card, etc.)

  • Options other than PC based touchscreen timeclock software are not applicable at this time.
  • The System will provide a software application (including browser based applications) meeting the requirements of section B, Line 1.This software should support clocking IN and OUT using a touchscreen where no physical keyboard or mouse is present (Section B, Line 11).
  • The System should support implementing any of the listed hardware solutions if a need arises (Section B, Line 10).

Q12.On page 30: question 23: The System can generate a call list for employees. Is this referring to a call list for qualified/available substitutes if schedules need to be filled? If so do you want the system to reach out automatically to the substitutes to fill the shift? By email, text or phone call?

  • The system should have the ability to generate a call list of qualified employees. It is not required that the system automatically notify the employee to fill the shift.

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