AUTOMATED TIME CLOCK SYSTEM REQUEST FOR PROPOSALS

(1)

REQUEST FOR PROPOSALS

Item

Date

Time

Location

Notice

3/6/2014

&

3/13/2014

Lexington

Minuteman

Newspaper

and

http://lps.lexingtonma.org

(under Quick

Links: LPS Procurement/Purchasing)

Release

of

Proposal

3/10/2014

11:00

a.m.

Business

Office/146

Maple

Street

Lexington,

MA

02420

or

posted

on

http://lps.lexingtonma.org

(under Quick

Links: LPS Procurement/Purchasing)

Questions

Due

4/2/2014

By

4:00

p.m.

Email

at

Amendments

Due

4/2/2014

By

4:00

p.m.

Posted on:

http://lps.lexingtonma.org

(under Quick Links: LPS

Procurement/Purchasing)

Submittal

Date

4/11/2014

11:00

a.m.

Delivery

of

Hard

Copy

required

to:

Business

Office/146

Maple

Street,

Lexington,

MA

02420

Delivery

of

electronic

Technical

Requirements

excel

file

to:

Vendor

Presentation

Interviews

Week

of

May

19,

2014

TBD

In

Person

or

Virtual

Alternative

Award

Date

May

30,

2014

Term

July

1,

2014

–

June

30,

2019

All proposals should be sent to:

LEXINGTON PUBLIC SCHOOLS

Attn:

Mary Ellen Dunn,

Assistant Superintendent for Finance and Business

146 Maple Street

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AUTOMATED TIME CLOCK

SYSTEM

REQUEST FOR PROPOSAL

Posted on

http://lps.lexingtonma.org

(under Quick Links: LPS Procurement/Purchasing)

• The Lexington School Committee is requesting proposals for an Automated Time Clock

System for Lexington Public Schools.

• Sealed Proposals (official response) officially submitted are due at the School

Administration Building, 146 Maple Street, Lexington, MA 02420 by April 11, 2014 at

11:00 a.m.

• Lexington Public Schools is also requesting an electronic copy of the proposal

submissions.

• All RFP electronic submissions (unofficial submission) must be emailed to

on April 11, 2014 by 11:00 a.m.

• Lexington Public Schools will confirm electronic bid submission received.

• Lexington Public Schools will allow for some delay of electronic submissions received on April

11, 2014 but must receive an electronic copy identical to the RFP bid submitted in hard copies

by vendors to the Lexington Public Schools’ mailroom by 11:00 a.m. on April 11, 2014.

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PROPOSAL SPECIFICATION AND PREPARATION ... 7

PROPOSAL SUBMISSION INSTRUCTIONS ... 8

COMPARATIVE EVALUATION CRITERIA ... 10

PRESENTATION INFORMATION ... 12

TERMS AND CONDITIONS ... 17

GENERAL CONDITIONS ... 17

AUTOMATED TIME CLOCK SYSTEM RFP TRANSMITTAL COVER SHEET ... 23

IMPLEMENTATION PLAN COVER SHEET ... 24

VENDOR BACKGROUND MATERIALS COVER SHEET ... 25

PRICE PROPOSAL AUTOMATED TIME CLOCK TECHNICAL REQUIREMENT COVER

SHEET ... 26

REFERENCE INFORMATION ... 27

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY &

VOLUNTARY EXCLUSION ... 28

DISCLOSURE OF LOBBYING ACTIVITIES FORM ... 29

CERTIFICATE OF NON-COLLUSION ... 30

CERTITICATE OF AUTHORITY ... 31

CORPORATE/PARTNERSHIP FORM ... 32

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The Town of Lexington, Massachusetts, acting through the LEXINGTON PUBLIC SCHOOLS,

the Awarding Authority, invites sealed proposals for an Automated Time Clock System for

LEXINGTON PUBLIC SCHOOLS located in Lexington, Massachusetts in accordance with the

documents included in and incorporated by reference thereto into this Request for Proposal

(“RFP”)

no later than 11:00 AM local time on April 11, 2014, at the

LEXINGTON PUBLIC SCHOOLS

Central Administration Building

146 Maple Street

Lexington, Massachusetts 02420.

(Note: access is via 328 Lowell Street)

OR

Posted on

http://lps.lexingtonma.org

(under Quick Links: LPS Procurement/Purchasing).

Sealed Proposals must be received and time and date stamped by the official time clock in the

Mailroom at the Central Administration Building

by the specified date and time listed above.

No facsimile or telegraphic proposals will be accepted. Mailed Proposals should be sent to:

LEXINGTON PUBLIC SCHOOLS

Attn: Mary Ellen Dunn

Assistant Superintendent for Finance and Business

146 Maple Street

Lexington, MA 02420

Proposals dropped off in person should be delivered to:

LEXINGTON PUBLIC SCHOOLS

Attn: Mary Ellen Dunn

Assistant Superintendent for Finance and Business

146 Maple Street

Lexington, MA 02420

(Note: access via 328 Lowell Street)

The official RFP submission must be delivered in hard copy to the Lexington Public Schools’

mailroom at 11:00 a.m. on April 11, 2014. The electronic copy of the original RFP must be emailed to

[email protected] on April 11 by 11:00 a.m. Lexington Public Schools will

confirm electronic bid submission received. Lexington Public Schools will allow for some delay of

electronic submissions received on April 11, 2014 but must receive an identical paper original of the

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Laws. The Awarding Authority reserves the right to cancel this Proposal, or reject in whole or in

part any and all Proposals, or waive any informality if it serves in the Awarding Authority’s best

interest to do so.

Proposal documents, specifications and related information, are available to all proposers at

LEXINGTON PUBLIC SCHOOLS Central Administration Building, 146 Maple Street (Note:

Access is via 328 Lowell Street) in Lexington during normal business hours, 8:30 AM to 4:00

PM Monday through Friday, legal holidays excepted or online at

http://lps.lexingtonma.org

(under Quick Links: LPS Procurement/Purchasing).

It is in the interest of LEXINGTON PUBLIC SCHOOLS to award a contract to the responsive

and responsible proposer offering the most advantageous Proposal taking into consideration

price and the evaluation criteria set forth in the Request for Proposal. Lexington Public Schools

may or may not require vendors to provide a demonstration of their product.

PURPOSE

AND

OBJECTIVES

OF

THE

REQUEST

FOR

PROPOSAL

(RFP)

Lexington Public Schools is seeking for the purpose of the this Request for Proposal (RFP), to

obtain a Automated Time Clock System with demonstrated experience with full integration with

MUNIS our payroll and accounting services program. The contract would be for five years

beginning July 1, 2014 through June 30, 2019. It is the school’s goal to begin the integration and

training on the system beginning on July 1, 2014.

BACKGROUND

Payroll Background & Additional Information

The Town of Lexington employs approximately 2,515 employees in total. Approximately 1,391

are salary employees and 1,124 are hourly employees.

Employees are largely split between two main categories, Town and School Department

employees. The Town side includes a total of 880 employees, split between 372 salary

employees and 508 hourly employees. Generally, these employees’ breakdown within the

following groups:

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Miscellaneous

(Finance,

Mgmt,

Treasurers,

etc)

100

96 Grand

Total

372

508

880 The majority of employees of the Town of Lexington work for the School Department. In total,

there are currently 1,635 active employees, with 616 of those being hourly/daily employees and

1,019 being salary employees. Despite this approximate split, some employees can fall under

both hourly/daily and salary as many employees have multiple jobs within the School

Department. These employees break down in the following employee bargaining units/groups:

Employee

Group

Salary Hourly Total

Behavioral

Analysts

7

7 Adult

Education

160

44

204

10 ‐

month

Support

Staff

78

78 Administrators

42

42 Athletic

Stipends

58

58 Central

Office

Middle

Managers

28

1

29 Occupational

Therapist

Assistants

3

6 Teachers

676

676 Education

Support

Staff

176

176 Campus

Monitor

1

1 Non

‐

Union

Employees

11

66

77 Principals

9

9 Academic

Stipends

12

12 Special

Class

Teacher

Aides

13

12 ‐

month

Support

Staff

24

24 Substitutes

198

198 Summer

Staff

5

5 Technology

13

7

20 Grand

Total

1,019

616 1,635

The School Department has very unique Payroll/Time clock needs based on the numerous and

varying methods in which employees are paid.

Within the hourly employee groups, some work 181, 182, 183, 184, 190, 194, 224, and 260 days

in a given fiscal year. Additionally, the specific contract days worked within any one of these

groups can vary depending on the location of the employee (Elementary, Middle School, High

School, etc). Employees in different groups are afforded different benefits with respect to

vacation, sick leave, and personal time. Weather days and early release days are also treated

differently throughout these groups. On early release days, some groups receive their full

regularly scheduled day of pay, while others are only paid for time worked on early release days.

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paycheck over a predetermined number of pay periods, thus causing challenges to pay one of

these employees through a different pay code (sick, vacation, personal, jury duty). Employees

within these groups also receive different benefits and are required to work different contract

days (depending on location).

Currently time worked for hourly employees is collected mainly via a paper time sheet and

submitted to the Payroll office on a weekly basis for processing. The current pay period spans

from Friday through Thursday and covers two weeks, however the goal is to ultimately align this

pay period with a Sunday through Saturday model spanning two weeks.

Time is also collected for various professional development opportunities that our teachers

(salaried employees) attend routinely. These sessions are paid at $50/hour for those attending up

to a daily total of $250. Additionally, some employees over the summer, in preparation for the

upcoming year, are paid their per diem rates for work they complete (Nurses, Guidance

Counselors). We have a number of hourly employees that work with students tutoring them

either at home or in a hospital and we collected time worked for these employees as well. We

have approximately 198 current staff members that are paid on a per diem basis. Lexington

Public Schools currently utilizes AESOP as part of logging sick/personal leaves for teachers to

coordinate substitutes.

We currently offer some employee groups various incentives, such as attendance incentives for

reduced sick leave/personal leave usage. This is currently done in a manual fashion. Ultimate

integration and streamlined automation within the time clock software and MUNIS is the end

goal. Some employee groups are also afforded the opportunity to “cash out” unused personal day

time. This is also done in a manual fashion, with the integration and streamlined automation

within the time clock software and MUNIS being the end goal.

At this time accruals are tracked and adjusted manually within MUNIS (financial software). This

includes the actual accruing and usage of each accrual type. This is done in a decentralized

manner at each respective location by those responsible (and overseen by the School Human

Resources Department). These are currently denominated in “days”, which causes issues for

many reasons. Automation and integration of this system with the time clock software and

MUNIS is the end goal.

Quality Requirements

Proposer’s Automated Time Clock System must be currently providing an automated time clock

system that interfaces fully with Munis. Proposer must has five or more years of experience

providing an automated Time Clock System to one or more municipalities that service over 1000

employees.

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School and one central administration building. The district employs approximately 1,635 active

staff members.

The district seeks an automated Time Clock System that easily integrates with our MUNIS

payroll software. Minimum system requirements are outlined in this RFP.

System Requirements

The proposal must be able to certify that the system being proposed meets or exceeds all

minimum requirements stated in the technical requirements document (spreadsheet). System

must integrate with our Financial Application (MUNIS) and maintain daily updates.

PROPOSAL

SPECIFICATION

AND

PREPARATION

All information in the proposal should be organized and presented as directed below. Accuracy

and completeness are essential. The successful proposal will be incorporated into a contract. The

proposal should provide a straightforward and concise description of the proposal's commitment

and ability to perform the services described in this document. To expedite the evaluation of

proposals, it is essential that the proposer strictly adhere to the instructions in this part. A

proposal may be deemed to be non-responsive, at the Procurement Officer’s discretion, if the

proposer fails to comply with the following instructions.

Introduction

The introductory portion of the proposal must include a Transmittal Cover Sheet signed by the

individual authorized to bind the proposer contractually. The letter must include: the name of the

individual(s) who is/are authorized to negotiate and sign a contract on the proposer’s behalf; the

name, title, address, telephone number and email of the individual(s) who can supply additional

information and a brief description of the overall services proposed. The signature of the

authorized official (s) must be provided on all the proposal forms. Failure to answer any

question, to complete any form, or to provide the documentation required will be deemed

non-responsive and result in automatic rejection of the proposal unless the School Department

determines that such failure constitutes a minor informality, as defined in Chapter 30B.

Price Proposal Time Clock Technical Requirement Spreadsheet

Each proposer must submit a sealed price proposal. In addition, we are asking that an electronic

version of the price proposal may be emailed to [email protected].

The spreadsheet file must be password protected, with the password provided in the sealed price

proposal submission. The purpose of the excel file is to eliminate any mathematical errors and to

evaluate price in a single format.

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Implementation Plan

Each Proposer must submit an Implementation Plan outlining a base plan on implementing their

program into Lexington Public Schools payroll system. An Implementation Plan Cover Sheet

should be attached to this outline (See Page 27). This implementation plan should be included

with the RFP with the title “Implementation Plan for Lexington Public Schools” list on each

page. Lexington Public Schools will be awarding this contract on or before May 30, 2014.

Contract would start on July 1, 2014. Ideally, Lexington Public Schools would like this program

fully implemented by July 1, 2014 and completed by August 25, 2014. In order to achieve this

schedule, vendor should include in their implementation plan, information the vendor will need

from Lexington Public Schools on May 30, 2014 to keep on this time schedule.

Vendor Background Materials

Each proposer must submit a “Vendor Background Materials” Cover Sheet with any background

materials proposer would like to submit with their proposal submission. This information must

be submitted in the “Non-Price Proposal” envelope along with other RFP bid submission

documents.

PROPOSAL

SUBMISSION

INSTRUCTIONS

Paper/Hard Copy Originals (official submission):

Two (2) separate sealed submissions must be delivered or mailed to:

Mary Ellen Dunn

Procurement Officer

Lexington Public Schools

146 Maple Street

Lexington, MA

no later than 11:00 a.m. on April 11, 2014.

Paper copy is your official bid submission.

1. one containing one (1) original plus three (3) paper/hard copies of the Non-Price

Technical Proposal marked

“Non-Price Proposal for Automated Time Clock

System RFP”

, and

2. one containing one (1) original plus three (3) copies of the

“Price Proposal

Automated Time Clock Technical Requirement Spreadsheet”

(under separate

cover) and marked “Price Proposal for Automated Time Clock System RFP.

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1. One (1) electronic copy of the “Non-Price Proposal”,

2. one (1) electronic copy of the “Price Proposal Automated Time Clock Technical

Requirement Spreadsheet”

Proposal Forms to sign and/or submit with RFP submission are:

Non- Price Proposal

a.

Automated Time Clock System RFP Transmittal Cover Sheet (Page 23)

b.

Technical Requirements Document (spreadsheet)

c.

Implementation Plan with Cover Sheet (Page 24)

d.

Vendor Background Materials Information with Cover Sheet (Page 25)

e.

References Form (under Technical Requirement Spreadsheet under separate

cover) and Cover Sheet (Page 27)

f.

Certificate Regarding Debarment, Suspension, Ineligibility & Voluntary

Exclusion (Page 28)

g.

Disclosure of Lobbying Activities Form (Page 29)

h.

Certificate of Non-Collusion (Page 30)

i.

Certificate of Authority (Page 31)

j.

Corporate/Partnership Form (proposer modifications included) (Page 32)

k.

Purchase Agreement (Page 33)

l.

W-9

Price Proposal

a.

Price Proposal Automated Time Clock Cover Sheet (Page 27)

b.

Price Proposal Automated Time Clock Technical Requirement Spreadsheet (under

separate cover)

Proposal Components:

1. The signature of the authorized official(s) must be provided on all the proposal forms

where designated for signature.

2. Accuracy and completeness are essential. The successful proposal will be incorporated

into a contract; therefore, the proposer should not make claims that they are not prepared

to commit themselves contractually.

3. The Price Proposal Time Clock Technical Requirement Spreadsheet must be completed

as instructed. No substitute form will be accepted. Pricing must remain firm for a period

of five years. Any changes or additions made to the Lexington Public Schools’ purchase

agreement must be noted on the purchase agreement indicating there was a modification

to the Automated Time Clock System RFP and submitted with vendor’s proposal

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5. All interpretations of the RFP and supplemental instructions will be in the form of written

addenda to the RFP specifications.

Requests for clarification or any questions about

information contained in the RFP are due on April 2, 2014 by 4:00 p.m. and should

only be emailed to:

No questions will be answered by phone or fax. No requests or questions will be accepted after

4:00 p.m. on April 2, 2014. All questions, answers and any addendums will be emailed to

proposers and posted on

http://lps.lexingtonma.org

.

However, prior to the proposal opening proposers may correct, modify, or withdraw proposals by

email request to

.

A signed letter by the proposer must be attached to the email requesting the change or

withdrawal of the proposer and be submitted by the proposal due date and time listed in the RFP.

EVALUATIONS OF THE PROPOSALS

Proposals that meet the System Requirements will be reviewed for responses to the Comparative

Evaluation Criteria. Each member of the Selection Committee will assign a rating of Highly

Advantageous, Advantageous, Not Advantageous to each comparative evaluation criterion.

Based on these evaluation criteria ratings, a composite rating by each evaluator will be

determined for each proposal.

All proposals will be reviewed by the Evaluation Committee in accordance with M.G.L. Chapter

30B. Final selection will be based on evaluation and analysis of the information and materials

required under the RFP, including information obtained by direct contact with references. The

Evaluation Committee will be composed of staff from Lexington Public Schools.

Proposers are required to complete one Price Proposal Automated Time Clock Technical

Requirement excel spreadsheet as part of this RFP. This spreadsheet is technical specifications

inventory.

COMPARATIVE

EVALUATION

CRITERIA

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determines that the criteria set forth have not been met.

The following are the components of the system in which a presentation should be centered.

These items are of utmost concern to the district in moving from a paper based time collection

instrument to an electronic time collection instrument.

The purpose of information requested in this section is to assist Lexington Public Schools in

evaluating the proposer’s qualifications, including its professional and clinical strength and

its management capabilities. Responses to the following areas should be brief, yet

complete.

COMPOSITE RATING EVALUATION

Each responsive and responsible proposal will be assigned a composite rating using the

categories of “Highly Advantageous”, “Advantageous”, “Not Advantageous”.

User Interface, Data Accessibility and Reporting Functions

All comparative evaluation criteria will be weighed equally.

1)

Highly Advantageous:

System provides all requested elements, user interface provides

ease of use with limited training, data is easily accessed by employee and

supervisor/payroll administrator, reporting is flexible and can be user defined providing

pertinent and useful information.

2)

Advantageous:

System provides at least 50% of the requested elements, user interface

provides ease of use with moderate to high levels of training, data is accessible by

employee and supervisor, canned reports are available and cannot be user defined.

3)

Not Advantageous:

System does not meet requested elements, user interface is difficult

to use, data is not accessible to employees and supervisors, reporting is limited.

Program Management and Implementation Support

1)

Highly Advantageous:

Proposer provides all requested elements of project management

and implementation that meets the Town and District needs for a successful project.

2)

Advantageous:

System provides at least 50% of the requested elements, of project

management and implementation that meets the Town and District needs for a successful

project

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2)

Advantageous:

System requires additional support from the Proposer to complete

routine maintenance, work flow updates, data correction, and updates.

3)

Not Advantageous:

System does not meet requested elements of project management

and implementation that meets the Town and District needs for a successful project

Training support for IT Dept., Users, Finance, and Human Resources

1)

Highly Advantageous:

Proposer provides online and in person training during the initial

implementation and online video support for ongoing training of users, and staff.

Proposer also provides additional training or re-training (on-call/in-person) after

implementation is provided and supported by contract.

2)

Advantageous:

Proposer provides in person training during the initial implementation

and additional training or re-training (on-call/in-person) after implementation is provided

and supported by contract.

3)

Not Advantageous:

Proposer provides does not provide online or in-person training

during the initial implementation and does not provide online video support for ongoing

training of users, and staff. Proposer does not provide additional training or re-training

(on-call/in-person) after implementation is provided and supported by contract.

PRESENTATION INFORMATION

Based on the review of the written proposals, certain proposers may be asked to participate in an

on-site interview or demonstration during the week of May 19, 2014. Proposers should therefore

be prepared to travel to Lexington for this interview or demonstration or provide an equivalent

virtual alternative. The project manager and other personnel who will be working on the project

on a day-to-day basis should be present at the interview. Interview participants will be expected

to answer questions from the Evaluation Committee. Lexington Public Schools will not assume

any travel costs related to these interviews.

PRESENTATION PROJECT PRIORITIES

Presentations (60 minutes) will be scheduled during the week of May 19, 2014 of selected

vendors. All presentations and/or demonstrations will need to cover the requirements below.

The system will be evaluated by Lexington Public Schools committee members and will be

judged by the fulfillment of these requirements listed below:

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A4.

System has backup power that can run continuously for seven straight days.

A5.

System provides the capability to allow employees to obtain approval from one or more

designated supervisors depending upon absence reason. System shall allow for absence to

be “held” or “not held” pending approval(s).

A6.

System has the option to send (or to not send) email notifications in the following scenarios:

1. Reminds staff of assignments, with date, location and time to report.

2. Emails daily absence summaries to building administrators

3. System is customizable to have control over what types of e-mails the employees

receive under a unique set of circumstances such as when a job has changed or been

cancelled.

A7.

System allows for multiple security administrators.

A8.

The system allows each individual school the ability to have a custom security profile to

govern his/her access to the system.

A9.

Central operations personnel are able to search and view all staff information in multiple

search orders.

A10.

The system has the ability to set up calling methods, times, dates, and block substitute

calling on holidays must be provided.

A11.

Reports are able to be generated without interruption of other operations and system

functions.

A12.. Staff reporting for the purpose of documenting information applicable to unemployment

claims is provided.

A13.

The system can have multiple supervisors for particular employee groups to approve time

worked or time off requests. This shall include tiered approvals prior to Payroll Office

receipt of information.

A14.

System must have all employees housed on the same redundant database in a data center to

ensure security.

A15.

System shall be able to work with all cell phone providers.

A16. System must have all employees housed on the same redundant database in a data center to

ensure security.

A17.

System shall allow for administrators to login from home or anywhere on a snow day and

close school. This system shall alert the scheduled subs (by phone, email and web alert)

automatically. Administrators shall also be able to cancel all absences scheduled for that

day. As part of that process, the system shall allow for payroll calendars to be updated

globally, by employee group/location, to indicate a weather day and make a corresponding

adjustment for the make-up day later in the school year.

A18.

System shall retrieve data from each system, validate the data against the receiving system

in real-time mode, and transfer data between the system and MUNIS.

A19.

System shall, if an error occurs upon transferring payroll information from the sub system to

MUNIS, the operator is notified

A20.

System shall provide the capability of pulling the MUNIS accrual balances for employees,

and for proper MUNIS accrual types and tables. It shall then update the balances in the

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B. Minimum Customer Support / Training / Updates Requirements

B1.

Vendor will provide free quarterly software upgrades as part of the system.

B2.

System allows for upgrades to the service without the need for the district to download

programs while maintaining functionality.

B3.

In addition to telephone and e-mail, vendor shall provide an additional, convenient option for

district staff to obtain system support via live tech support.

B4. Training

and/or

training

resources are to be provided for each group involved with the

system; i.e., school administrators, substitutes, teachers, system administrator(s), etc.

Vendor

must provide a detailed training plan for all user groups and for the software

administrators

B5

Along with the initial loading of software, training and telephone support, the vendor will

provide training materials to be used for district wide training.

B6

Training information will be available which will provide details of all system features and

functions.

B7.

System will provide online training for all users’ (employees, and building administrators)

which is available at all times.

C. Minimum Requirements for Discrete Data Collection and Manipulation / ERP

Interface

C1.

The system must completely and comprehensively interface with MUNIS financial

software for the purposes of payroll data.

C2.

System must maintain history indefinitely. A minimum of the prior 5 fiscal years must be

readily available in the system, with prior data backed up outside the system. No fee shall

be charged to access said data.

C3.

System records staff reasons for absence.

C4.

System has a calendar function to designate days for which staff is not required and days

for which no absences should be reported. This calendar function shall have the ability to

be tailored to different school locations and bargaining units, since all locations are not

always open on particular days. There shall be no limit on the number of calendars.

C5.

The system, as part of the interface with MUNIS, will capture and store all schedule

information for each position at Lexington Public Schools. The system will analyze

schedules in MUNIS for data integrity (i.e. cannot have overlap for individual holding

two positions).

C6.

System provides status reports containing information about sick, vacation, personal,

bereavement days at a particular location, on specific days, by identified individuals.

This would be available to school secretaries, building principals, and central office staff

per district preference – changeable by the district.

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C11.

Exports are available in commonly used formats such as Excel.

C12.

. System has the ability to record absences by days, partial days and, hours.

C13

System has the ability to include user-defined fields on reports.

C14.

Vendor designs interface so that coding structure in the sub system is correctly mapped

to payroll pay codes, positions, and absence codes with no additional cost and in a timely

manner.

C15.

System has reports available for school level and central administration. The system

must be capable of generating automatic emails of absence and assignment activity.

C16.

Users are able to schedule reports to automatically run and send to multiple

administrative users.

C17.

System has the ability to provide user-defined reports of activity to include:

Absences by leave categories

• Absences by days of the week

• Absences by specific date range

• Absences by location

• Absences by employee

• Absences by job code

• Absences by association membership

C18.

System is able to identify consecutive days worked by substitute teachers to change rate

of licensed sub pay.

C19.

System is able to recognize unpaid time during the work day, such as lunches, when

reporting absences and/or time worked to a payroll system (MUNIS).

C20.

The system is able to be used to track attendance for all employees, even those that do not

require substitute coverage.

C21.

System is able to track attendance and provide substitutes in minimum increments of 1

hour.

C22.

The system shall have the ability to pay salary employees who receive balloon payments

on the last paychecks in June as part of the interface with MUNIS (multiple payrolls are

currently generated in MUNIS on this pay period, balloon and non-balloon).

C23.

System is able to pay Instructional Assistants for substitute work completed,

automatically coding the logic within the system. This includes additional pay (to a

separate paycode) of $10 per hour, up to $50 per day. The system shall not allow for

fractions of hours under this pay code or allow for more than 5 hours per calendar day.

C24.

The system shall validate data against pre-defined rules to ensure data integrity prior to

interface with MUNIS for payroll purposes.

C25.

The proposer’s system must be able to upload Professional Development courses offered

by Lexington Public Schools including a roster of attendees so employees clock in at the

site. These courses have parameters paying $50/hour up to $250 for a calendar day.

C26.

System shall provide options for easy district customization such as an employee title that

can be drawn from a job class code, position control or employee assignment

descriptions.

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C30.

The system shall have the ability to report on total schedule deviation YTD by

position/project. So we can ensure employees do not exceed their FTEs (allotted hours

budgeted in their position).

C31.

The system shall be able to track extended leaves including projected days unpaid. The

system shall report and automatically notify when an employee should not be paid

anymore.

C32.

The system shall handle work years that include 261 days.

C33.

The system shall track days paid, by pay code (regular, sick, personal, etc), and this

information accessible via report to ensure contract compliance.

C34.

The system shall determine which employees are paid/not paid for weather days given

parameters provided by Lexington Public Schools. It shall automatically implement

these payroll rules when a calendar day is determined to be a weather day.

C35.

The system shall generate automatic emails to employees regarding the number of hours

will be paid on a given payroll. This automatic email can be filtered on whether the

original submittal from the employee has been adjusted or not. The system shall allow

Payroll Administrator to provide notes if desired. The system shall allow for this

automatic email to be generated at any step in the approval process of time sheets.

D. Minimum User Interface Requirements

E. D1.

System is easy to use and intuitive while requiring minimal end user training.

D2.

System shall have a multi-level paperless approval process. This process must allow

customized workflow to be setup and send specific types of leave requests to multiple

levels of approvers while updating the employee with email notifications as to where the

request is in the process.

D3.

The system shall have the ability to have a supervisor request a permanent schedule

change in the system for Payroll/Finance staff to review with budget compliance.

D4.

The system shall allow for Payroll/Finance to request a schedule for a particular position

from their supervisor to be reviewed by Finance for approval.

F. Additional System Clarifications/Requirements

E1.

Do employees that work two jobs throughout the day need to clock out and clock back in

under the second job if they abut next to one another?

E2.

Can employees clock in at one location (via proximity sensor) then clock out via an

internet-based system since they have to do after school work offsite?

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TERMS

AND

CONDITIONS

The

terms

and

conditions

of

any

contract

awarded

through

this

procurement

are

attached

hereto

and

shall

be

affirmed

by

the

Lexington

Public

Schools

and

selected

proposer.

1. The proposers bid will remain in effect for a period of 90 days from the deadline for

submission of proposals or until it is formally withdrawn, a contract executed or this RFP is

canceled, whichever occurs first.

2. The term of the contract will be for five years beginning July 1, 2014 through June 30, 2019.

3. The Procurement Officer shall cancel the contract if funds are not appropriated or otherwise

made available to support continuation of performance in any fiscal year.

4. A contract (Purchase Agreement) is attached hereto. The bidder must be willing to sign the

Lexington Public Schools’ Purchase Agreement.

5. Rule for Award: Lexington Public Schools will award a contract to the proposer submitting

the most advantageous proposal taking into consideration the proposal’s Evaluation Criteria

and composite ratings, references and price.

6. The Contract will be for a period of five years. Rates must remain firm or be reduced

throughout the life of the contract. A Contract will be awarded within 45 days unless award

date is extended by consent of all parties concerned.

7. The contract period shall commence on the date of execution of the contract by Lexington

Public Schools and shall be in effect for a period of three years.

GENERAL

CONDITIONS

Non-Collusion Affidavit, M.G.L., Ch. 30b

Any person submitting a proposal for the sale, lease or provision of equipment, supplies or

materials of services to any governmental unit as defined in M.G.L., Ch. 30B shall certify that

the proposal is made without collusion or fraud with any other person. This certification is to be

included with the sealed proposal. Failure to submit such statement will result in the proposal

being disqualified.

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services (provide at least 3). It is preferred that all clients are current MUNIS customers and are

municipalities. Please use the spreadsheet tab in the Automated Time Clock Technical

Requirements Spreadsheet document for submitting references. Use this form, if necessary, for

additional references.

Tie Proposals Or Proposals

In the case of a tie Proposal, LEXINGTON PUBLIC SCHOOLS reserves the right to take the

award based on the factors outlined in this RFP.

Proposal Or Proposal Rejection Or Partial Acceptance

LEXINGTON PUBLIC SCHOOLS reserves the right to reject any or all Proposals. They further

reserve the right to waive technicalities and formalities in Proposals as well as to accept in whole

or in part such Proposal where they deem it advisable in protection of the best interests of the

LEXINGTON PUBLIC SCHOOLS.

Modification, Addenda And Interpretations

Any apparent inconsistencies, or any matter seeming to require explanation or interpretation in

this RFP, must be inquired into by the Proposer at least 72 hours (excluding weekends and

holidays) prior to the time set for the Proposal opening. Any and all such interpretations or

modifications will be in the form of written addenda. All addenda shall become part of the

Contract Documents and shall be acknowledged and dated on the Proposal Form.

Telegraphic/Electronic Proposal Or Proposal Submittal

Telegraphic and/or Proposal offers sent by electronic devices are not acceptable and will be

rejected upon receipt. Proposing firms will be expected to allow adequate time for delivery of

their Proposal either by air freight, postal service, or other means.

Cancellation

Either party may cancel the award in the event that a petition either voluntary or involuntary is

filed to declare the other party bankrupt or insolvent or in the event that such party makes an

assignment for the benefit of creditors.

Patent Guarantee

Proposer shall, with respect to any device or composition of Proposal’s design or Proposal’s

standard manufacture, indemnify and hold harmless each LEXINGTON PUBLIC SCHOOL, its

employees, officers, and agents, from costs and damage as finally determined by any court of

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₁₉

Termination Of Award For Cause

If, through any cause, the successful Proposer shall fail to fulfill in a timely and proper manner

its obligations or if the successful vendor shall violate any of the covenants, agreements or

stipulations of the award, LEXINGTON PUBLIC SCHOOLS shall thereupon have the right to

terminate the award by giving written notice to the successful Proposer of such termination and

specifying the effective date of termination. In that event, all finished or unfinished services,

reports or other materials prepared by the successful Proposer shall, at the option of the Agency,

become its property, and the successful Proposer shall be entitled to receive just, equitable

compensation for any satisfactory work completed, prepared documents or materials as

furnished. Notwithstanding the above, the successful vendor shall not be relieved of liability to

LEXINGTON PUBLIC SCHOOLS for damage sustained by LEXINGTON PUBLIC

SCHOOLS by virtue of breach of the award by the successful vendor and LEXINGTON

PUBLIC SCHOOLS may withhold any payments to the successful vendor for the purpose of set

off until such time as the exact amount of damages due LEXINGTON PUBLIC SCHOOLS from

the successful vendor is determined.

Termination Of Award For Convenience

LEXINGTON PUBLIC SCHOOLS may terminate the award at any time by giving written

notice to the successful vendor of such termination and specifying the effective date thereof, at

least thirty (30) working days before the effective date of such termination. In that event, all

finished or unfinished services, reports, material(s) prepared or furnished by the successful

Proposer under the award shall at the option of each LEXINGTON PUBLIC SCHOOL become

its property. If the award is terminated by LEXINGTON PUBLIC SCHOOLS as provided

herein, the successful vendor will be paid an amount which bears the same ration to the total

compensation as the services actually performed or material furnished bear to the total

services/materials the successful Proposer covered by the award, less payments of compensation

previously made. If the award is terminated due to the fault of the successful Proposer,

termination of award for cause, relative to termination shall apply.

Taxes

LEXINGTON PUBLIC SCHOOLS are exempt from Town, County, State and Federal/Excise

Taxes. Certificates will be issued upon request. Any appropriate taxes shall be shown as a

separate item on your Proposal or Proposal. Proposer shall obtain all appropriate tax exemption

certificates from LEXINGTON PUBLIC SCHOOLS.

All tax laws must be followed for the sale and purchase of photographs to taxable entities and the

contractor is required to collect and make payment for those liabilities.

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₂₀

The collective LEXINGTON PUBLIC SCHOOLS have assigned control of this acquisition

process to LEXINGTON PUBLIC SCHOOLS’ Business Office identified in the Proposal or

Proposal Notice of this document, to prevent biased evaluations and to preserve the

competitiveness and integrity of such acquisition efforts. Proposers are to direct all

communications regarding this Proposal or Proposal to LEXINGTON PUBLIC SCHOOLS

Business Office, unless otherwise specifically noted. Attempts by offering firms to circumvent

this requirement will be viewed negatively and may result in rejection of the offer of the firm

found to be in non-compliance. LEXINGTON PUBLIC SCHOOLS’ Business Office may refer

communications to other participating LEXINGTON PUBLIC SCHOOLS for clarification.

Fob Point

The FOB point shall in all cases be the destination. If freight is charged to any of the

LEXINGTON PUBLIC SCHOOLS, the vendor will prepay and add.

Minority Business Enterprise Plan

Notice is hereby given that the Town M.B.E. Plan dated December 1, 1984 and the Supplemental

Equal Employment Opportunity Anti-Discrimination and Affirmative Action Program are

applicable to all Town contracts for goods and services in excess of $4,000.

Right To Know Legislation, M.G.L., Ch. 111f And 454 Cmr 21.06

All vendors furnishing substances or mixtures which may be classified as toxic or hazardous,

pursuant to M.G.L., Ch. 111f, are cautioned to obtain and read the Law and the Regulations

referred to above. Copies may be obtained from the State House Bookstore, State House, Room

117, Boston, MA 02133 for a fee.

Invoices

Individual purchase orders will be assigned to the successful Bidder(s) from the participating

LEXINGTON PUBLIC SCHOOLS in this Bid or Proposal and each is to be invoiced separately.

All invoices submitted must show the respective LEXINGTON PUBLIC SCHOOLS’ purchase

order number.

Payments

Payments will be made for all goods/services delivered within 60 days of receipt and acceptance

of delivery.

(22)

₂₁

furniture and/or boxes into the school building for all LEXINGTON PUBLIC SCHOOLS

members. In some cases on small shipments, a building custodian may be available to help

unload. However, under no circumstances shall a vendor assume LEXINGTON PUBLIC

SCHOOL employees will be available for unloading. The vendor is responsible for coordination

of delivery labor personnel with the trucking company.

Debarment or Suspension

The CONTRACTOR certifies that it has not been debarred or suspended under M.G.L. c. 29,

Section 29F, nor will the CONTRACTOR contract for supplies from a debarred or suspended

subcontractor on any public contract.

(23)

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PROPOSAL RESPONSE FORMS

FOR THE

LEXINGTON PUBLIC SCHOOLS

AUTOMATED TIME CLOCK SYSTEM

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₂₃

Town of Lexington

LEXINGTON PUBLIC SCHOOLS

Instructions to Proposers

Automated Time Clock System RFP

By submitting this proposal the undersigned represents to the Town that it has examined and understands

the Invitation for Proposals, contract forms, and all other documents in this proposal package. By

submitting this proposal, the undersigned agrees that it shall be subject to the jurisdiction of the courts of

the Commonwealth of Massachusetts with respect to any actions arising out of or related to this proposal

or any contract that may be entered into based upon this proposal, and that any such actions commenced

by the undersigned shall be commenced in the courts of the Commonwealth of Massachusetts.

A Proposer wishing to amend this proposal after transmittal to the Town may do so only by withdrawing

this proposal and resubmitting another proposal prior to the time for opening proposals.

The undersigned proposes to furnish all labor and materials required for the work of the contract referred

to above for the prices stated on the attached LEXINGTON PUBLIC SCHOOLS Automated Time Clock

System, which prices are incorporated by reference into this proposal form. This undersigned vendor also

agrees that, if selected as contractor, it will within five (5) days, Saturdays, Sundays and legal holidays

excluded, after receipt of a contract from the Awarding Authority, execute the contract in accordance with

the Request For Proposals.

Authorized

Signature

Date

Print Authorized Name

Company

Name

Phone

Number

Address

City/Town

State

Zip

Code

(25)

RESPONSE

-INTRODUCTION

- - -- -

(26)

-RESPONSE This excel file is formated to electronically collcect data and infomration regarding your

companies response to the Town of Lexington, Lexington Public Schools Time Clock Request for Proposals.

- -

--

-(Return to Top) - -

-VENDOR GLOBAL ISSUES

- -

--

-Vendor Contact Data: -

-Vendor Name: -Street Address: -City:y -State: -ZIP: -Country:

-Web Site URL:

-Sales Contact:

-Phone:

-Cell Phone:

-Email:

-Sales Support Contact:

-Phone: -Cell Phone: Cell Phone: -Email: -Proposal Name: -Vendor History:

-Please enter as appropriate your parent company subsidiaries affiliates and other Please enter as appropriate your parent company, subsidiaries, affiliates, and other

related entities.

• Parent Company: • Subsidiaries: • Affiliates:

(27)

RESPONSE • Partners:

• Other:

If "OTHER" is indicated in the previous question, please list that information in the Response column:

Please enter into column C the YEAR the responding company was founded Please enter into column C the YEAR the responding company was founded.

1993 Enter into column C the name of the responding company's CEO, or, if not a corporation,

the current owner. Bill Jones

Please indicate how long your company's CEO or OWNER has been with the company:

• Less than 1 year: N

• Less than 3 years: N

• More than 10 years: _N

Pl i di t h l h b i b i d th hi

Please indicate how long your company has been in business under the same ownership:

More than 10 years: _N

Please indicate how long your company has been active in the markets and industry

segments addressed by this RFP:

How many lawsuits have been filed against the proposing vendor over the history of the

(28)

RESPONSE Is it TRUE there is NO litigation pending, and NO judgments outstanding, against the

proposing vendor in any jurisdiction? N

- If NO, please describe the litigation or judgment in more detail in the Response column.

-Vendor Financial Profile:

-Is the firm responding to this RFP a public firm? N

- If the response to the previous question is "YES", please enter the stock exchange and symbol of the responding firm in Column C:

Is it TRUE the proposing vendor has NOT received any large cash inflows from sources

unrelated to software sales. Examples include stock sales asset sales and loans _N

unrelated to software sales. Examples include stock sales, asset sales, and loans. _N

- If NO, please use the Response column to describe large cash inflows that are not related to software sales.

Enter your firm's CURRENT Balance Sheet Data:

• Cash & Cash Equivalents: $0.00

• Other Current Assets: $0.00

• Current Liabilities: $0.00

• Total Debt owed: $0.00

• Quick ratio (current assets - current liabilities): $0.00

Enter your firm's CURRENT Year-to-Date Results:

-T t l R $0 00

• Total Revenue: $0.00

• Total Profit: $0.00

• Software License revenue: $0.00

• Software Services revenue: $0.00

• Support/Maintenance revenue: $0.00

• Hardware revenue: $0 00

Hardware revenue: $0.00

Enter your firm's Last Year Ending Results:

(29)

RESPONSE

• Support/Maintenance revenue: _$0.00

• Hardware revenue: $0.00

Enter your firm's Prior Year Ending Results:

-T t l R $

• Software License revenue: $0.00

• Support/Maintenance revenue: _$0.00

• Hardware revenue: _{$0 00}

• Hardware revenue: _$0.00

If asked, is the proposing vendor willing and able to provide audited (certified) financial

statements for the last two fiscal years? N

Please indicate the average percentage of your company's resources (people and money) that are dedicated to new product development instead of existing product support?

• Less than 10%: N • 11 up to 25%: N • 26 up to 35%: N • 36 up to 50%: N • 51 up to 75%:p N -(Return to TOP)

-Vendor & Staff Certifications:

-Will at least one member of the implementation team managing the proposed project on a daily basis be a Project Management Institute (PMI) certified Project Management

Professional (PMP)? N

Will at least one member of the implementation team managing the proposed project on a daily basis be a Microsoft Certified Systems Engineer (MCSE)?

(30)

RESPONSE Has your firm been certified at a specific Capabilities Maturity Model level?

N Please indicate the SEI CMM Level your firm is currently certified at:

• NO Certification: N

• CMM Level 0 - No QC standardization: N

• CMM Level 1 - Informal QC standards: N

• CMM Level 2 - QC planned and monitored: N

• CMM Level 3 - Well defined QC: N

• CMM Level 4 - Quantitatively controlled QC: N

• CMM Level 5 - Continuously improving QC: _N

Is your firm currently certified at SEI People Capability Maturity Model (PCMM) Level 2? Is your firm currently certified at SEI People Capability Maturity Model (PCMM) Level 2?

N

Is this product's developer ISO 9000 certified? _N

Is your firm currently ISO 9001:2000 certified? N

The Customer requires the Contractor to demonstrate quality of past performance. This must be done by providing at least 5 references of which at least 2 are similar to the must be done by providing at least 5 references, of which at least 2 are similar to the Customer. If you are supplying references at this time enter a response of YES and click the "References" Tab to enter references.

N

-(Return to TOP)

-Project Management Capabilities:

-Although this phase of the project will be conducted jointly by the Lexington and g p p j j y y g

the vendor this contract may be awarded to, the Lexington requires the vendor to play a lead role in managing the day-to-day activities of the project. The Lexington will maintain overall responsibility for management of the project through a management team director appointed by the Lexington. The vendor will provide Project Status Reports to the Lexington management team director appointed by the Lexington.

-Will an implementation team dedicated solely to the Lexington's project be provided by the

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RESPONSE Do you employ a refined, tried-and-tested system development and implementation

methodology? If "YES", please describe this methodology fully in the "Vendor Explanation"

column. N

Will at least one member of the dedicated implementation team managing the proposed project on a daily basis be a Project Management Institute (PMI) certified Project

Management Professional (PMP)? _N

Please list the members of the dedicated implementation team to be provided. Use the p p cell in the "Response" column.

Project Team Resumes: The Customer requires a resume in MS Word format for each member of the Project Team that will be assigned in the event a contract is awarded.

Please include a ZIP file containing these resumes with your response to this RFP,

and place the filename of this ZIP file in the "Response" column. _{ndor resumes zip}_{ndor_resumes.zip}

Project Schedule: An implementation schedule for the proposed system, including delivery dates, implementation milestones, task relationships and dependencies, and a timeline Please include this on a separate document in either Word or Excel

timeline. Please include this on a separate document, in either Word or Excel

format, and place the filename of this document in the "Response" column. dor_sched.doc

Please indicate where the dedicated consulting team members will be located:

• On-site at the Customer location: N

On site at the Customer location: N

• In the Vendor LOCAL office: N

• In the Vendor REMOTE office: N

• BOTH Customer site and Vendor office: N

(32)

-RESPONSE

SYSTEM GLOBAL ISSUES

-The features and functions listed in this section, and the corresponding vendor

responses to each, apply globally to all components of the proposed system.

-Please indicate if the proposed system is: _NS

• Web-based (a.k.a. SaaS):( ) NS

• On-Site: NS

• BOTH Web-based and On-Site: _NS

Can multiple native languages be used simultaneously? NS

Does the proposed system support multiple corporate entities simultaneously? NS Does the proposed system support multiple corporate entities simultaneously in just one

database? NS

Can the proposed system automatically transfer data, such as an employee’s responses/paperwork, among different divisions, companies, locations, and corporate entities (EINs)?

N If YES, please explain in more detail in the Response column.

Is an online Help Menu offering an Index of Topics and searchable by keyword, similar to

that found in Windows, available in the proposed software? _NS

Does the proposed system support SQL fully? _NS

Please describe any SQL implementation or support issues relating to the proposed product.

Is the proposed system based upon a client/server architecture? NS

-(Return to Top)