AUTOMATED TIME CLOCK SYSTEM REQUEST FOR...

LEXINGTON PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM RFP

3/14/14

LEXINGTON PUBLIC SCHOOLS 146 Maple Street

Lexington, Massachusetts 02420

AUTOMATED TIME CLOCK SYSTEM 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 [email protected]

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: [email protected]

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

Lexington, MA 02420


3/14/2014

1

LEXINGTON PUBLIC SCHOOLS 146 Maple Street

Lexington, Massachusetts 02420

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 [email protected] 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.


March 14, 2014

2

TABLE OF CONTENTS

REQUEST FOR PROPOSALS ................................................................................................................. 3

PURPOSE AND OBJECTIVES OF THE REQUEST FOR PROPOSAL (RFP) ................................ 4

BACKGROUND ......................................................................................................................................... 4

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

PURCHASE AGREEMENT ................................................................................................................... 33


March 14, 2014

3

LEXINGTON PUBLIC SCHOOLS

REQUEST FOR PROPOSALS FOR AN

AUTOMATED TIME CLOCK SYSTEM 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


Lexington, MA 02420 Proposals dropped off in person should be delivered to:

LEXINGTON PUBLIC SCHOOLS Attn: Mary Ellen Dunn


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


March 14, 2014

4

RFP bid submitted at 11:00 am on April 11, 2914 at Business Office, 146 Maple Street, Lexington, MA. If, at the time of the Proposal due date, LEXINGTON PUBLIC SCHOOLS are closed due to uncontrolled events such as fire, snow, ice, wind or building evacuation, the Proposal due date will be postponed until 11:00 a.m. on the next normal business day. All Proposers must comply with the provisions in Chapter 30B of the Massachusetts General 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:


March 14, 2014

5

Employee Group Salary Hourly TotalDept of Pub Works 50 50 Library 44 44 Fire Dept 55 55 Police Dept 48 48 Election Workers 169 169 Recreational/Seasonal Employees 318 318 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 TotalBehavioral 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 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 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.


March 14, 2014

6

Full weather days can also vary between employee groups, whether paid or not paid, depending on various elements. Schedules are currently tracked and stored manually in Excel to reconcile budgeted hours against actual hours worked. These schedules are also utilized for weather days and early release days to adjust hours worked to various agreed upon bargaining unit articles. Within the salary employee groups, some work as little as 1-60 days per year (Adult Education and Athletics) with most working 184, 186, 192, 194, 196, 204, 207, 224, 225, 227, and 260 days per year. Salary employees working under 260 days are typically paid a blended bi-weekly 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.


March 14, 2014

7

Confidentiality and Public Records Law All proposals or other materials submitted by the vendor in response to this Request for Proposal will be open for inspection by any person and in accordance with the Massachusetts Public Records Law. Lexington Public Schools is a district with 6 elementary schools, 2 middle schools, 1 High 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.


March 14, 2014

8

The Price Proposal Time Clock Technical Requirement Spreadsheet must be completed as instructed. Attach the “Price Proposal Time Clock Technical Requirement Cover Sheet to the spreadsheet. No substitute form will be accepted. Pricing must remain firm throughout the contract. The Price Proposal Time Clock Technical Requirement Spreadsheet must be submitted, under separate cover, to the Business Office. The proposer should make no reference to pricing, in any other part of the proposal. Failure to adhere to this may result in disqualification of the proposal.

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.


March 14, 2014

9

Electronic Bid Submission (supplement):

Email exact electronic copy of paper/hard copy submission to [email protected] on April 11, 2014 by 11:00 a.m. Email confirmations will be sent to all vendors submitting electronic RFP bid submissions. Electronic submission is NOT an official bid submission.

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


March 14, 2014

10

submission. Lexington Public Schools will decide whether to accept or reject this any revisions to this RFP.

4. Failure to answer any questions or complete any form or to provide the documentation required will be deemed non-responsive and result in automatic rejection of the proposal unless Lexington Public Schools determines that such failure constitutes a minor informality, as defined in Chapter 30B.

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:

[email protected]

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 [email protected]. 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 Evaluation


March 14, 2014

11

Once the evaluations of the non-price proposals are complete, the price proposals will be opened. The price proposals will be evaluated and ranked. The contract will not necessarily be awarded to the proposal that receives the highest ranking with respect to the price proposal. Lexington Public Schools will award the contract to only one responsive and responsible proposer submitting the most advantageous proposal taking into consideration the proposals’ quality requirements, evaluation criteria and composite ratings, interview, references and price. Before awarding the contract, Lexington Public Schools may request additional information from the proposer. Lexington Public Schools reserves the right to reject any and all proposals if it 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


March 14, 2014

12

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

Ease of Set-Up/Management/Work Flow/Data Correction/Updates

1) Highly advantageous: System provides for the ease of general maintenance and updates that does not require additional support from the Proposer.

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:


March 14, 2014

13

A. Minimum System Reliability / Integrity / Security Requirements

A1. System enforces security of information and prevents unauthorized access to the system and meets industry standards and federal requirements for the protection of individual identities from outside threats.

A2 System has backup procedures for use when the system malfunctions. A3. System provides active notification of system performance issues to a qualified Lexington

Public Schools’ IT team at all times. 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


March 14, 2014

14

system. System shall provide capability of updating time taken and fully maximize MUNIS payroll and accrual fields via a daily FTP (File Transfer Protocol) update and exchange. The system shall also reject requests for leave usage when balances exceed certain customizable thresholds (i.e. 0 hours of accrual or some other determined figure, customizable on varying levels such as employee group).

A21. The system shall allow for us to control whether the clock in/out feature is via proximity sensor versus internet/application by Job type/employee or individual

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.

C7. System has the ability to store and access unlimited positions, pay codes and hours absent


March 14, 2014

15

for each employee. C8. System is able to provide absence reason balance reports that can be filtered or sorted by

school/location/job code and association affiliation. C9. System includes a custom/ad hoc report writing feature as well as pre-defiend (canned)

reports, with results exportable to common formats such as Excel/PDF. C10. System provides import and export features to enable uploading personnel information

and exporting personnel & absence/assignment information. 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.


March 14, 2014

16

C27. The system shall have the ability to track total hours worked for a specific job/project so that they cannot exceed that fiscal year total for that particular employee (i.e. total hour cap for an employee or group of employees for a job/project assigned).

C28. The system shall reject hours against a particular position/project that exceed approved hours. The system shall also be able to provide warnings at various, selectable warning levels.

C29. The system shall allow for total approved hours for particular positions/projects throughout the year to be amended if additional hours are approved for jobs/projects.

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?


March 14, 2014

17

SCOPE OF SERVICE SPECIFICATIONS The purpose of this Request For Proposal (RFP) is to obtain from qualified proposers detailed proposals for an automated time clock system for Lexington Public Schools. The Evaluation of the Proposals, Presentation Project Priorities and Price Proposal Automated Time Clock Technical Requirement Spreadsheet sections of this RFP describes these services in detail.

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.


March 14, 2014

18

References References will be contacted to determine if the proposer is responsive and responsible. References will also be asked about their overall impression of the proposer’s quality of services performed and the timeliness of service delivery. Lexington Public Schools reserves the right to contact references other than those submitted by the proposer. Proposers should submit references of similar customers to whom proposer has provided similar 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


March 14, 2014

19

competent jurisdiction for infringement of any United States Letters Patent, by reason of the sale of normal use of such device or composition, provided that Proposer is promptly notified of the all such actual or potential infringement suits, and is given an opportunity to participate in the defense thereof by LEXINGTON PUBLIC SCHOOLS. Term The term of the contract is from July 1, 2014 until June 30, 2019. 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.


March 14, 2014

20

Payment Of Taxes To The Commonwealth Of Massachusetts Pursuant To M.G.L., Ch. 62c, §49a No contract may be entered into with any party that has not filed and paid all taxes required under law. This certification is to be included with the sealed proposal. Failure to submit a statement of compliance with the statute will result in the proposal being disqualified. Competitiveness And Integrity 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.


March 14, 2014

21

Delivery The delivery time, as stated in the Proposal or Proposal Form, shall be the time required to deliver the complete item after the receipt of the order or award of the Contract. The right is reserved to reject any Proposal or Proposal in which the delivery time indicated is considered sufficient to delay the operational needs for which the commodity/ service is intended. For the term of this proposal DELIVERY is described to include unloading and movement of the 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.


March 14, 2014

22

PROPOSAL RESPONSE FORMS

FOR THE


AUTOMATED TIME CLOCK SYSTEM RFP


March 14, 2014

23

Name of Proposer:

AUTOMATED TIME CLOCK SYSTEM RFP TRANSMITTAL COVER SHEET

Must be submitted as the cover sheet to the completed LEXINGTON PUBLIC SCHOOLS AUTOMATED TIME CLOCK SYSTEM REQUEST FOR PROPOSAL to be valid

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 Email Address of Contact Person

Town of Lexington, Lexington Public Schools Distribution and use of this RFP for any purpose by any party not duly licensed by Infotivity Technologies, Inc. is prohibited.

ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat

ions Time & Attendance Software

Request for Proposal (RFP)

For HELP, place the cursor in desired column cell on this row:For HELP, place the cursor in desired column cell on this row:RESPONSE

TABLE of CONTENTS - - -

- - -Introduction - - -Vendor Global Issues - - -System Global IssuesSystem Global Issues - - - Vendor Data Center - - - General Reporting - - - Service Level Requirements - - - Service Level Agreements (SLAs) - - - External System Integration - - -

Web Enabled Functions - - - Web Enabled Functions - - - Cloud Configuration - - -Software Usability - - -Transition Planning - - -Client Web Interface - - -User Compatibility - - -

Dashboard Functions - - - Dashboard FunctionsTime & Attendance - - - Attendance Data Capture - - - Scheduling Functions - - -Document Capture - - -Document Retrieval - - -Workflow Processing - - -Business Continuity Plan - - - Data Migration and Conversion - - -Cloud Administration - - -System Configuration - - -Security - - -System Implementation - - -y pSystem Support - - -

- - -(Return to TOP) - - -

INTRODUCTION - - -- - -

Copyright © 1993 - 2014 Infotivity Technologies, Inc. Gregory A. Lohr

All Rights Reserved 1


ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




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: -yState: -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 otherPlease enter as appropriate your parent company, subsidiaries, affiliates, and other related entities. -

• Parent Company: • Subsidiaries: • Affiliates:




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




• 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 foundedPlease 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 • Less than 7 years: N • Less than 10 years: N • More than 10 years: NPl i di t h l h b i b i d th hiPlease indicate how long your company has been in business under the same ownership: -

• Less than 1 year: N • Less than 3 years: N • Less than 7 years: N • Less than 10 years: N

• More than 10 years: N More than 10 years: NPlease indicate how long your company has been active in the markets and industry segments addressed by this RFP: -

• Less than 1 year: N • Less than 3 years: N • Less than 7 years: N • Less than 10 years: N • More than 10 years: NHow many lawsuits have been filed against the proposing vendor over the history of the company? 0




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




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 Nunrelated 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): $0.00Enter 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: $0.00Enter your firm's Last Year Ending Results: - • Total Revenue: $0.00 • Total Profit: $0.00 • Software License revenue: $0.00




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




• Software Services revenue: $0.00 • Support/Maintenance revenue: $0.00 • Hardware revenue: $0.00Enter your firm's Prior Year Ending Results: -

T t l R $ • 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: $0.00If 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%: Np

-(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)?

N




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




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 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: NIs 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? NIs your firm currently ISO 9001:2000 certified? NThe 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 themust 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 gthe 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 proposing vendor? N




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




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 pcell 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 zipndor_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 Exceltimeline. 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

-(Return to Top) -




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




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: NSCan multiple native languages be used simultaneously? NSDoes the proposed system support multiple corporate entities simultaneously? NSDoes 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? NSPlease 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) -Operating System Support: -




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Please indicate which of the following are fully supported as SERVER Operating Systems: (NOTE: enter any Version, Service, Support Pack, or other special requirements in the Vendor Explanation column as needed)

-

No Server Needed - Hosted SaaS NS Cloud based SaaS NS Apple Mac OS X Server v10.6 Snow Leopard NS Apple Mac OS X Server v10.5 NS Apple Mac OS X Server v10.4 NS Citrix XenServer 5.6 NS Citrix XenServer 5.5 NS Citrix XenServer 5.0 U3 NS Citrix XenServer 5.0 NS FreeBSD 8.x NS FreeBSD 7.x NS HP-UX11i v3 Data Center OE (DC-OE) NS HP-UX11i v3 High Availability OE (HA-OE) NS HP-UX11i v3 Virtual Server OE (VSE-OE) NS

HP UX11i v3 Base OE (BOE) NS HP-UX11i v3 Base OE (BOE) NS HP-UX11i v2 NS IBM AIX 5L 5.2 NS IBM AIX 7.1 NS IRIX 6.5 NS Novell Open Enterprise Server NS Novell NetWare 6.5 NS Novell NetWare 6.5 SBS NS Novell NetWare 6.0 NS Novell NetWare 6.0 SBS NS Novell NetWare 5.1 NS Novell NetWare 5.1 SBS NS Linux 2.6.9 NS Linux 2.6.x NS Linux (Debian) NS Linux (Mandrake) NS Citrix XenServer 5.6 NS Oracle Enterprise Linux 5 NS Oracle Enterprise Linux 4 NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Red Hat Enterprise Linux 5.X Advanced Platform NS Red Hat Enterprise Linux 5.X Base Server NS Red Hat Enterprise Linux 5.X x86 (32 bit) NS Red Hat Enterprise Linux 5.X AMD64/Intel64 (64 bit) NS Red Hat Enterprise Linux 5.X XEN NS Red Hat Enterprise Linux 5.X IBM POWER NS Red Hat Enterprise Linux 4.X x86 (32bit) NS Red Hat Enterprise Linux 4.X AMD64/Intel64 (64 bit) NS Red Hat Enterprise Linux 4.X XEN NS Red Hat Enterprise Linux 5.X IBM POWER NS Red Hat Enterprise Linux IBM System z NS

Solaris 10 x86 09/10 NS Solaris 10 - x86 09/10 NS Solaris 10 - x86 10/09 NS Solaris 10 - x86 05/09 NS Solaris 10 - x86 10/08 NS Solaris 10 - x86 05/08 NS Solaris 10 - x86 08/07 NS

Solaris 10 - x86 11/06 NS Solaris 10 x86 11/06 NS SUSE Linux Enterprise Server 11 x86 NS SUSE Linux Enterprise Server 11 AMD64 NS SUSE Linux Enterprise Server 11 XEN NS SUSE Linux Enterprise Server 10 x86 NS SUSE Linux Enterprise Server 10 AMD64 NS SUSE Linux Enterprise Server 10 XEN NS Ubuntu Linux 10.4 NS Ubuntu Linux 8.4 NS Ubuntu Linux 7.10 NS VMware ESX 2.X NS VMware ESX 3.X NS Vmware ESX 4.X NS

Windows Server 2008 / R2 DC (Datacenter) NS Windows Server 2008 / R2 - DC (Datacenter) NS Windows Server 2008 / R2 - ENT (Enterprise) NS Windows Server 2008 / R2 - Foundation NS Windows Server 2008 / R2 - Hyper-V NS Windows Server 2008 / R2 - STD (Standard) NS Windows Server 2008 / R2 - Web NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Windows Server 2008 - X64 - Academic NS Windows Server 2008 - X64 - Datacenter NS Windows Server 2008 - X64 - Enterprise NS Windows Server 2008 - X64 - Foundation NS Windows Server 2008 - X64 - High Performance Computer (HPC) NS Windows Server 2008 - X64 - Hyper-V NS Windows Server 2008 - X64 - Standard NS Windows Server 2008 - X64 - Web Server NS Windows Essential Server Solutions EBS X64 - 2008 Std NS Windows Essential Server Solutions X64 - EBS 2008 Prm NS Windows Essential Server Solutions X64 - SBS 2008 Std NS

Windows Essential Server Solutions X64 SBS 2008 Prm NS Windows Essential Server Solutions X64 - SBS 2008 Prm NS Windows Server 2008 - X86 - Enterprise NS Windows Server 2008 - X86 - Standard NS Windows Server 2008 - X86 - Web Server NS Windows Server 2003 / R2 - ACA (Academic Edition) NS Windows Server 2003 / R2 - CCS (Computer Cluster Server) NS

Windows Server 2003 / R2 - DC (Datacenter Edition) NS Windows Server 2003 / R2 DC (Datacenter Edition) NS Windows Server 2003 / R2 - EE (Enterprise Edition) NS Windows Server 2003 / R2 - EE x64 NS Windows Server 2003 / R2 - S (Standard Edition) NS Windows Server 2003 / R2 - S x64 NS Windows Server 2003 / R2 - WEB (Web Edition) NS Windows Server 2003 / R2 - SBS (Small Business Server) NS Windows Server 2003 - DC (Datacenter Edition) NS Windows Server 2003 - EE (Enterprise Edition) NS Windows Server 2003 - EE x64 NS Windows Server 2003 - S (Standard Edition) NS Windows Server 2003 - S x64 NS Windows Server 2003 - WEB (Web Edition) NS

Windows Server 2003 SBS (Small Business Server) NS Windows Server 2003 - SBS (Small Business Server) NS OTHER Server OS: NS If Other Server OS, please describe:

-




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Which of the following are fully supported as CLIENT Operating Systems:-

No Server Needed - Hosted SaaS NS Cloud based SaaS NS

Apple Mac OS NS Apple Mac OS NS Apple Mac OS X NS IBM OS/2 Warp NS IBM Linux (PowerHost) NS MS Windows ME NS MS Windows NT NS MS Windows XP NS MS Windows 2000 NS MS Windows VISTA? NS MS Windows 7? NS Red Hat Linux Standard Desktop NS SUSE Linux Desktop NS Ubuntu Linux NS

Are "thin clients" fully supported by the proposed software? NS Are "thin-clients" fully supported by the proposed software? NS OTHER OS: NS If Other OS, please describe:

Please list the Wireless technologies currently supported by the proposed software:-

• Satellite: NS • Cellular: - - GSM: NS - CDMA: NS • Wireless LAN - - 802.11b: NS - 802.11g: NS - Bluetooth: NS - UWB (Ultra Wide bandwidth): NS • WAP: NS • I-Mode: NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




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

Please indicate if the proposed software currently interfaces with and supports the following Portable/Handheld devices: -following Portable/Handheld devices:

• Blackberry devices: NS • iPhones/iPads NS • QR Codes NS • Windows/Android devices NS • Java enabled Cell Phones: NS

• Mobile Scanners: NS • Mobile Scanners: NS • Swipe Time Clocks: NS • Swipe Bar Coded ID Card Reader: NS • Swipe MAG strip ID Card Reader: NS • Biometric Hand Punch: NS • Bar Code Gun: NS

• Bluetooth Bar Code Reader: NS • Bluetooth Bar Code Reader: NS • Nextel Bar Code Reader: NS • ID Card Printers: NS • Biometric Fingerprint Scanners: NS • Touch Screen Monitor: NS • 3rd Party Time Entry Systems: NS

• Other: NS • Other: NSIf "OTHER" is indicated in the previous question, please list that information in the Response column:

Please indicate if the proposed software currently interfaces with PDA/Smartphone using the following Mobile Operating System(s): -

• Android (Google): NS( g ) • Apple iOS: NS • Bada (Samsung): NS • Blackberry OS (RIM): NS • Linux: NS • Symbian O.S. (Nokia/Accenture): NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




• webOS (HP): NS • Windows CE 3.0 and up: NS • Windows Mobile 2003: NS • Windows Mobile 5.0: NS • Windows Mobile 6.0: NS • Windows Mobile 6.1 NS • Windows Mobile 6.5: NS • Windows Mobile 7.0: NS • Windows Mobile 7.5 NS • Windows Mobile 8.0: NS • Windows Phone: NS • Windows 8 (Microsoft future): NS • Other: NSIf "OTHER" is indicated in the previous question, please list that information in the Response column:

Please indicate which of the following PDA/Smartphones are interfaced with and supported by the proposed system: -supported by the proposed system:

• Blackberry (Verizon): NS • Blackberry (Sprint/Nextel): NS • Android NS • iPhone 4, 4s, 5, 5c, 5s NS • Other Devices: NSIf "OTHER DEVICES" is indicated in the previous question please list that information in NSIf "OTHER DEVICES" is indicated in the previous question, please list that information in NS

-(Return to TOP) -( )Networks Supported: -Which of the following networks provide a compatible platform for the Windows version of the proposed system? -

PC LAN Server? NS 3COM? NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Microsoft LAN Manager? NS Novell? NS SCO UNIX LAN? NS Banyan Vines? NS Lantastic? NS PC-NET? NS Other? NS

Please describe the version requirements, if any, relating to the supported networks described in the preceding questions.

Are any changes to the existing network software required? NSPlease indicate which of the protocols (methodologies) listed below are supported by the proposed software for operation over a Wide Area Network (WAN): -

• Leased Lines: NS • T1: NS • T3: NS • X.25 (Cisco): NS • Frame Relay: NS • SONET/SDH: NS • MPLS: NS • ATM: NS • ISDN: NS

S • WDM: NS • SMDS: NS • SDLC (Cisco): NS • DSL: NS • Bisync: NS • Cable Modem: NS

• Other: NS • Other: NSIf "OTHER" is indicated in the previous question, please list that information in the Response column:

Is a dedicated server required? NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




If a dedicated server is required please describe the server required and it's benefits:

Is there any limit on the size of a single library? NSAre any modifications to existing hardware required by the proposed system?

NSNS

If hardware changes are required please describe them here.-

(Return to TOP) -System Fault Tolerance -Please indicate which of the following measures or devices are provided by the proposed -software: RAID 5 Disk support: NS Mirrored disk support: NS Hot backup system support: NS Warm backup system support: NS UPS monitoring: NS

Redundant power supply: NS Redundant power supply: NS Transaction rollback function: NS

-(Return to TOP) -Standards Supported: -Does the proposed software provide or support standards-based development tools (e.g. XML, CSS, DHTML, XSLT and other open standards)? NS, , , p ) NS

Does the proposed software support current industry standard web programming frameworks (e.g. J2EE or Microsoft .NET). NS

Does the software being proposed fully support standard messaging protocols (e.g.Does the software being proposed fully support standard messaging protocols (e.g. SMTP, MIME, HTML). NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Does the software support data exchange involving open standards and protocols for web services. This includes WSDL (web services definition language), UDDI (Universal Description, Discovery and Integration) and SOAP (Simple Object Access Protocol). NS

Please indicate which of the following standards and programming languages arePlease indicate which of the following standards and programming languages are integrated into and fully supported by the planned system: -

- Does the system fully support C? NS - Does the system fully support C++? NS - Does the system fully support HTML? NS - Does the system fully support VB? NS - Does the system fully support XML? NS - Does the system fully support J2EE? NS - Does the system fully support Java? NS - Does the system provide the JDK 1.4? NS

Does the system fully support the second version of the Simple API for XML (SAX2)?NS

D th t f ll t D t T D fi iti (DTD) ?Does the system fully support Document Type Definition (DTD) ? NSDoes the system fully support the Extensible Stylesheet Language Transformations (XSLT) ? NS

Is the Integrated Services Digital Network ( ISDN ) standard supported for all communications related functions? NS

Is the ODMA (Open Document Management API) standard supported by the proposedIs the ODMA (Open Document Management API) standard supported by the proposed system? NS

Is the Fiber Distributed Data Interface ( FDDI ) standard for networking supported?NS

Does the system fully support TWAIN-compliant hardware peripherals? NSDoes this vendor/product support the DMA standards? NSSIs SSL fully supported by the proposed software? NSAre Digital Certificates fully supported by the proposed software?

NS

Does the system fully support TWAIN-compliant hardware peripherals? NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Is the proposed software compliant with LDAP (Lightweight Directory Access Protocol)?NS

Is the proposed software CORBA compliant? NS

Is the proposed software COM compliant? NSIs the proposed software DOM compliant? NSIs the proposed software ODBC compliant? NS

-(Return to TOP) -Software Release Dates: -When was the proposed software FIRST originally released to the general market?When was the proposed software FIRST originally released to the general market?

2005

What is the release date of the CURRENT (last) release of the proposed software?2005

When is the next release of the proposed software planned? 2005Will the next release of the proposed software require any data to be converted to a format p p q ydifferent than the format required by the current version of the proposed software? NS

Is the Architectural Orientation of the proposed software "Web-centric"?NS

When was the proposed software first released with a "web-centric" architecture? 2005-

(Return to TOP) -Scalability Issues: -How scalable is the proposed software regarding the number of users? Please respond with a Min # - Max # range, for example, 3 - 100 users.

How many users per application server are supported by the proposed software?How many users per application server are supported by the proposed software?-

(Return to TOP) -




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




VENDOR DATA CENTER -If the proposed solution is presented as SaaS or Cloud-based, please respond to the following to indicate how your data center is organized: -

-Architecture: -Please indicate where the data center computing infrastructure and services used to provide the proposed system are actually located: -

• the Proposing Vendor's Data Center: N • Amazon Web Services (AWS) Elastic Compute Cloud (EC2): N

• Google AppEngine: N • Google AppEngine: N • Oracle Exalogic Elastic Cloud: N • SalesForce.com's Force.com: N • Other: N • If responding YES to Other, please describe:

Does the data center provide full hardware infrastructure redundancy at all levels? NDoes the data center provide redundant and failover switches, routers, and servers? NDoes the proposed system utilize a load-balanced server farm? NDoes the proposed system utilize operating systems that comply with the Center for Internet Security’s standards? N

Does the proposed system utilize Microsoft NET? NDoes the proposed system utilize Microsoft .NET? N-

Data Integrity Protection: -Does the proposed system utilize RAID architecture? NDoes the proposed system use Enterprise Storage Area Network (SAN) equipment with xPB capacity? N

D th d t tili d d t SAN d it h ti it ?Does the proposed system utilize redundant SAN processor and switch connectivity?N

Does the proposed system utilize redundant SAN processor switch connectivity? N

-(Return to Top) -




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




GENERAL REPORTING --

Foundation Issues: -Can a user in any remote location use the Web to access the proposed software to initiate and receive a report via email? NSand receive a report via email? NS

Please indicate which of the following file types a user can export reports to: - - Word: NS - Excel: NS - Access: NS

PDF: NS - PDF: NS - TXT: NS - HTML: NSIf the proposed software offers a custom report writer, can newly created reports be added to the menu for later reuse, without programming? NS

If the proposed software does not offer a custom report writer, can Crystal Reports be used, without programming? NS

Is a popular, standard report generator used to create both the standard and custom reports offered by the proposed software? N

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

Please indicate if the proposed system supports the following data presentations: - Shows all detail at the transaction level: NS Shows all data summarized by transaction or data type: NS Shows all data summarized in line graph form: NS Shows all data summarized in bar chart form: NS Shows all data summarized in pie chart form: NSDoes the proposed software provide standard, menu-driven reports enabling the user to generate a summary or detail level report? NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Does the proposed software provide standard, menu-driven reports enabling the user to generate a summary or detail level report categorized by user, project, or activity for a specified date range NS

Does the proposed software ability to filter reports by: -Does the proposed software ability to filter reports by: - Time entries that are completed: NS Approved: NS Not approved: NS Variance from Schedule NS Posted: NSPlease indicate which of the following report sorting capabilities are supported by the g p g p pp yproposed software: -

by site or range of sites: NS by cost center or range of cost centers: NS by client or range of clients: NS by portfolio or range of portfolios: NS by project or range of projects: NS

b ti it f ti iti NS by activity or range of activities:: NS by task or range of tasks: NS by employee or groups of employees: NS by a group or range of groups: NS by team or range of teams: NS

-(Return to Top) -(Return to Top)Reporting -

- Does the proposed system provide ad-hoc report writer? NIf "Yes" is indicated in the previous question, please describe in the Response column:

Can the proposed system provide on line analytical processing (OLAP)? N Can the proposed system provide on-line analytical processing (OLAP)? NIf "Yes" is indicated in the previous question, please explain in the Response column:

Can the proposed system provide dashboard capability? NIf "Yes" is indicated in the previous question, please explain in the Response column:




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Can the proposed system provide the ability to create workforce alerts (e.g. e-mail reminders, reports) N

If "Yes" is indicated in the previous question, please explain in the Response column:

Can the proposed system provide reports? Np p y p pIf "Yes" is indicated in the previous question, please list reports in the Response column:

Are table joins required in order to create reports from multiple data sources:-

• Absenteeism/Attendance NS• accrual data NS accrual data NS

• Job NS • Salary NS • Hours worked NS • Hours expended of approved/budgeted hours NS • Other: NSIf "OTHER" is indicated in the previous question, please list that information in the Response column:

Provides ability to schedule standard reports. NSProvides access to unlimited years of check and schedule history. NSDoes the proposed system provide users the ability to define the following :

-

• selection criteria NS • data ranges NS • sorting and grouping options NS • report output NS • Other: NSIf "OTHER" is indicated in the previous question, please list that information in the Response column:

Provides ability to access reports area from within the system. NSProvides user-friendly, graphical user interface for accessing and running reports. NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Provides point-in-time reporting capabilities. NSProvides integrated ad hoc report writer. NSGenerates reports on all fields that exist in the data dictionary. NSAllows for incorporation of graphics such as logos. NSProvides easy-to-use report catalog; user is not required to understand the database NSdesign. NS

Presents data in a way that makes it easy for users to navigate within a database and assemble reports. NS

Provides ability to change field names. NSDoes the system provide the managers with standard pre-formatted reporting functionality: -

• Managers can run reports on live data NS • Managers can run reports on live data. NS • Managers can select report criteria at run time. NS • Access to reports is based on a manager’s role (filtered security setup). NS • Data on reports is filtered by the manager’s security (filtered security setup). NS • Report results can be stored. NS • Managers can view and reuse a previously stored report. NS

• Managers can select a report sort order. NS Managers can select a report sort order. NS • Manager can select a report group order. NS • Manager can select report page breaks. NS • Managers can set expiration dates for reports. NS • Managers can set up scheduled reports NS • Managers can output reports in PDF format. NS • Managers can output reports in Excel format. NSDoes the system provide Ad hoc Reporting from a Web browser: - • Ad hoc reports can be scheduled. NS • Reports be run while managers are in other parts of the system. NS • Managers can store and access previously run reports. NS • Managers can create custom reports. NS • Reports can be assigned an expiration date for automatic purging. NS

-(Return to TOP) -




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




SERVICE LEVEL REQUIREMENTS -In addition to the business processes mentioned elsewhere in this RFP, there are several special service functions that must be addressed on their own. These are Disputes Resolution, Disaster Recovery Planning (DRP), HelpDesk, Security, and Confidentiality Each is described below Please indicate your agreement and

-Confidentiality. Each is described below. Please indicate your agreement and compliance by marking each with a YES response.

-Dispute Resolution: -The Client requires all ESPs responding to this RFP to agree that they are not permitted to withhold services in the event a dispute arises over some aspect of the contract between the Client and the ESP. The ESP agrees to establish a binding dispute settlement Nthe Client and the ESP. The ESP agrees to establish a binding dispute settlement process as part of the transition plan discussed elsewhere in this document.

N

The Client requires the successful bidder to prepare a detailed "Cessation of Services" plan designed to transfer the outsourced business processes back to the Client. This plan must be developed as part of the Transition effort.

N

-Disaster Recovery Planning: -The ESP shall provide a Disaster Recovery and Business Continuity Plan to ensure that all resources supporting Client's outsourced business processes are protected. The plan must be an ongoing process, in which both preventive and preparedness measures are taken to help prevent a business interruption and survive a disaster.

N

The ESP must provide proof of existing management policies and procedures addressingThe ESP must provide proof of existing management policies and procedures addressing the development, maintenance, and testing of business continuity and recovery plans for the services being provided. The plan must include the technology infrastructure that ensures the continued operation of critical business functions when business services are disrupted or otherwise unavailable. Subjects that must be addressed include: risk assessment and control, business continuity alternatives, emergency response, communication plans, and overall business recovery plan maintenance.

N

ESP acceptance - can your firm meet the above requirement? N-

Help Desk: -




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




The Client requires the ESP to provide a customer Help Desk to service, track and route requests for help with the outsourced procedures and services. This includes both incident management and service request management. The ESP's customer support Help Desk must be tailored to address Client specific functions.

N

The HelpDesk must be provided via a toll free telephone number for service calls TheThe HelpDesk must be provided via a toll free telephone number for service calls. The phone number must be available 24 hours a day, 365 days a year with response consistent with the service level selected by the client.

N

-Security: -The Client requires ESPs to implement and manage systems and procedures that address the Client's security policies, and adopt any revised or expanded policies that the Client y p p y p pimplements during the life of the contract. Activities that must be addressed include user ID creation/deletion, password setting/resetting, creation of limited access shared space on servers, secured installation of assets, secured backup tape storage, destruction of data on failed hardware components (for example, data on a server hard drive that fails) and confidential data protection methodologies. The ESP will also secure network resources against unauthorized access from internal or external sources

N

-Confidentiality: -The Client requires that all information the Client considers to be sensitive must be protected by the ESP from unauthorized disclosure, modification, or access. Types of sensitive information that will be found in the Client's systems the ESP may support or have access to include, but are not limited to: Privacy Act information, information subject to special statutory protection, including data with respect to children and family services, information on pending cases by Equal Employment Opportunity (EEO), labor relations, legal actions, disciplinary actions, complaints, IT security, pending cases, civil and criminal investigations, Health Insurance Portability and Accountability Act (HIPAA) data, and Federal Tax data subject to IRS P bli i 10 3

N

Publication 1073.

(Return to TOP) -

SERVICE LEVEL AGREEMENTS (SLAs) -




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




The Client requires a comprehensive set of Service Level Agreements (SLAs) to monitor the execution of the outsourced business processes. At minimum, a detailed SLA for each business process and its applicable performance evaluation parameters, as mentioned in the Business Process Analysis section above, must be prepared by the ESP. Each SLA must address the following topics at minimum:

-

y g

SLA overall purpose and goal. N Deliverables - what will be delivered: N Description - each instance of each transaction N Service Description - . N What is NOT included - a detailed description! Np Communication Method: N Service Level Breakdown: N Definition: N Function/Activity Description: N Delivery Time Window: N Delivery Deadline (if applicable): N

N Response Cycle Time (if applicable): N Levels of Effort - definitions of each: N Output Requirements: N Performance Specifications: N Security required - safeguards needed: N Contingency Plan - handling unusual situations: N

R li bilit N d d N Reliability Needed: N Loss of Service Impact - (the impact on Client if this service is not available or accessible). N

Disaster Recovery Planning (describes how fast this service must be recovered). N

SLA Management - (describe how will it work). N SLA Management Reporting - (describe what reports are needed and their frequency) N

SLA Disagreements - (describe how will they be resolved.) N Cost Structure: N by Incident or Transaction (as applicable): N by Time Period (as applicable): N




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Performance Incentives: (list any incentives available if specific levels of service are maintained): N

Performance Penalties: (list penalties to be paid if specific levels of service are maintained) N

Will the ESP allow the customer to exit the contract without penalty if there are Nrepeated failures to meet the SLA? N

Will the ESP provide SLAs for computer hardware? NWill the ESP provide SLAs for computer operating systems? NCan the ESP provide SLAs for business procedure specific issues in addition to system level technical issues? N

Will the ESP provide SLAs for third party applications? NCan the ESP provide an average turn-around time for each type of SLA it proposes?

N

Can the ESP provide an average problem resolution time for each type of SLA it proposes? N

-(Return to TOP) -( )




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




EXTERNAL SYSTEM INTEGRATION --

General: -Please indicate if the proposed software supports the following data export formats: -

• MS Excel: NS • TXT: NS • HTML: NS • XML: NS • TSV: NS • CSV: NS • Plain ASCII: NS • Proprietary Format: NS • Other: NSIf "OTHER" is indicated in the previous question, please list that information in the Response column:

Please indicate which of the following systems and tools the proposed software g y p psuccessfully integrates with: -

• MS SQL Server 2000: NS - Level of Integration: - - API Level: NS - Procedure-Call Level: NS - Messaging Level: NS - Batch Import/Export: NS - Certified using a formal certification process? NS • MS SQL Server 2005: NS - Level of Integration: -g - API Level: NS - Procedure-Call Level: NS - Messaging Level: NS - Batch Import/Export: NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




- Certified using a formal certification process? NS • MS Access NS - Level of Integration: - - API Level: NS - Procedure-Call Level: NS - Messaging Level: NS - Batch Import/Export: NS - Certified using a formal certification process? NS • MS Excel Spreadsheets: NS - Level of Integration: - - API Level: NS - Procedure-Call Level: NS - Messaging Level: NS - Batch Import/Export: NSp p NS - Certified using a formal certification process? NS • 3rd Party ETL tools: NS - Level of Integration: - - API Level: NS - Procedure-Call Level: NSNS - Messaging Level: NS - Batch Import/Export: NS - Certified using a formal certification process? NS • Oracle RDBMS: NS

- Level of Integration: - - Level of Integration: - - API Level: NS - Procedure-Call Level: NS - Messaging Level: NS - Batch Import/Export: NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




- Certified using a formal certification process? NS • Other: NS - Level of Integration: - - API Level: NS - Procedure-Call Level: NS - Messaging Level: NS - Batch Import/Export: NS - Certified using a formal certification process? NSIf "OTHER" is indicated in the previous question, please list that information in the Response column:

-External Web Services Integration: -Please indicate if the software supports web services using the following technologies:

NS

SOAP NSJava NS

Does the proposed software provide facilities for integrating external news sources (subscription/syndication)? NS

Does the proposed software provide any Open Content Services for integrating third-party content management system-based content? NS

Does the proposed system support synchronous and asynchronous messaging between multiple systems? NS

Does the proposed system support the XML protocol? NSDoes the proposed software's browser based system functions support the Java protocol?

NS

Does the proposed system support the Microsoft SharePoint Portal Server? NSCan the proposed system be configured to be accessed through the Customer's public and/or internal web sites, which use Schoolwires (http://www.schoolwires.com/site/default.aspx?PageID=1). NS

-




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




(Return to Top) -

WEB ENABLED FUNCTIONS -

-Foundation Issues: -Is access to the proposed system fully Web browser based for all suites, modules, and functions? NS

Does the proposed system employ (supports) a web services architecture?NS

--Web Site Integration Capabilities: -If needed, can the proposed software be seamlessly integrated with the Customer's existing web site? NS

Does the proposed software provide facilities for fully capturing data from the Customer's i ti W b it i HTML f ?existing Web site via HTML forms? NS

Does the software enable the user to save a specific database view as an HTML page?NS

Does the proposed software provide a facility that enables the user to publish data to the Customer's web site? NSCustomer s web site? NS

-Administration: -Please indicate if the software provides the ability to provide the following portal administration features: NS

Personal profiles NSUsage and Activity statistics NSSecurity reports NSLoad balancing and caching NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Please indicate if the software enable users to quickly create a community sub-site and delegate ongoing site management and content publishing to line of business teams? NS

Does the software provide utilities for changes to underlying tools and programs, including portlets pagelets content? NSportlets, pagelets, content? NS

Does the software provide reports documenting changes made to underlying tools and programs, including portlets, pagelets, content? NS

-Site Capabilities: -Please indicate which of the Web Portal functions listed below are supported by the proposed software: -

• Email Client: -- Save Sent Email : NS - Save Sent Email : NS

- Create/Maintain Mail Folders: NS - Store All Email in Folders: NS - Create/Maintain Address Books: NS - Email Search & Retrieval Function: NS • Web Search Engine Capabilities: NS

• Internal Site-wide Search Engine Capabilities: NS • Internal Site-wide Search Engine Capabilities: NS • Web Portal Page Creation & Maintenance: - - Static Web Pages: NS - Dynamic Web Pages: NS - Pre-built Home Page Templates: NS - Pre-built Content Page Templates: NS

- Graphics Library: NS - Graphics Library: NS - Discussion Forum Capabilities: NS - Shopping Cart Capabilities: NS - Product Catalogue Maintenance Facilities: NS - Sales Order Management Capabilities: NS - Customer Order Status Query Function: NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




- Payment Gateway Capabilities: NS • Feedback Email Form: NS • Classified Ad Module: NS • Online Auction Capabilities: NS • Whitepaper Submission Capabilities: -p p p • Whitepaper Retrieval Module: NS • Other: NSIf "OTHER" is indicated in the previous question, please list that information in the Response column:

-C t t M tContent Management: -Does the proposed software provide facilities for role-based filtering of content?

NS

Does the software provide the following content management functions:NS

Versioning NSgPublishing ( to production servers) NSAudience targeting NS

Does the software enable and support content categorization, classification, and XML-defined content taxonomies/schemas? NS

Does the software support the association of information (content) with a businessDoes the software support the association of information (content) with a business transaction, no matter where it resides? NS

-Collaboration: -Does the software support Collaboration by providing the following:

NSpp y p g g

NS

Survey capabilities NSSelf-administered discussion threads: NSDistributed discussion threads: NS

-




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Navigation: -Does the proposed software provide the facilities needed to create a personalized, multi-tabbed homepage with: NS

Single Sign-On NSSingle Sign-On NSUser-defined Personalization NSUser-defined ''My Links' NSUser-defined "Shortcut" collections NS

-Search Functions: -Does the proposed software provide search engine capabilities for structured content?

NS

Does the proposed software provide search engine capabilities for un-structured content?NS

Does the proposed software provide search notifications for users when new content appears in the search results? NSappears in the search results? NS

-Workflow: -Does the software facilities for Routing and Approval processes, alerts and document management? NS

Does the proposed software provide a visual tool for building workflow processes with 'drag and drop' components? NS

-Databases Supported: -Does the proposed system support use with the following databases: NS • Access (Microsoft): NS • Adabas by Software AG: NS • CodeBase: NS • DB2 (IBM): NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




• Empress DBMS: NS • Filemaker: NS • Gupta SQLBase: NS • Informix (IBM): NS • mySQL: NS • Oracle Database: NS • SQL Server (Microsoft): NS • Sybase Adaptive Server: NS • Other: NSIf "OTHER" is indicated in the previous question, please list that information in the Response column:

-Browser Support: -Please indicate which of the Web Browsers listed below are supported by the proposed software: -

• Google Chrome (current versions): NS- Oldest version supported (respond in Col C:) Oldest version supported (respond in Col C:)

• CrystalPort (current versions): NS - Oldest version supported (respond in Col C:) • Emacs@ (current versions): NS - Oldest version supported (respond in Col C:) • Konqueror (current versions): NS

- Oldest version supported (respond in Col C:) Oldest version supported (respond in Col C:) • Icab (current versions): NS - Oldest version supported (respond in Col C:) • Internet Explorer (current version): NS - Oldest version supported (respond in Col C:) • Lynx (current version): NS

- Oldest version supported (respond in Col C:) - Oldest version supported (respond in Col C:) • Mosaic (current versions): NS - Oldest version supported (respond in Col C:) • Mozilla (current versions): NS - Oldest version supported (respond in Col C:) • Neoplanet (current versions): NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




- Oldest version supported (respond in Col C:) • Netscape (current version): NS - Oldest version supported (respond in Col C:) • Net-Tamer (current versions): NS - Oldest version supported (respond in Col C:)pp ( p ) • OmniWeb (current versions): NS - Oldest version supported (respond in Col C:) • Opera (current versions): NS - Oldest version supported (respond in Col C:) • Phoenix (current versions): NS - Oldest version supported (respond in Col C:)pp ( p ) • Safari: NS - Oldest version supported (respond in Col C:) • Other: NSIf "OTHER" is indicated in the previous question, please list that information in the Response column:

-Web Security: -Does the proposed system provide Content access control based on: NS

User Profile: NSUser Action: NSRole: NSRole: NSContent type: NS

Can the proposed system provide Dynamic security based on user-defined business rules? NS

Does the proposed system provide native integration with Microsoft Active Directory? NS-

(Return to TOP) -(Return to TOP) -Cloud Configuration (True Cloud vs Hosted): -Is the proposed system a Cloud-based system that utilizes the following:

-

• Multiple-tenant, multiple database structure: NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




• Multiple tenant with shared database, multiple schema per tenant: NS

• Multiple-tenant with Shared database & shared schema: NS

Is the proposed system setup to be a: -

• single-tenant applications with isolated databases, running in their own application instance: NS

• multitenant, completely web-based application: NS

Does the proposed Cloud system provide all customers with self-service applications?NSNS

Does the proposed system offer all customers instant upgrades that are installed automatically when they are released? NS

Does the proposed system provide a set of connectors to other cloud services in a secure environment? NS

Is the proposing vendor a hosting Value Added Reseller (VAR) for the proposed system?NS

Will the proposing vendor guarantee that you organization is always running on the latest version of the software? NS

In the proposed system, will customizations be upgraded automatically?NS

-(Return to Top) -




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




SOFTWARE USABILITY --

USER INTERFACE --

If the proposed system is capable of running on multiple dissimilar platforms such as MacIf the proposed system is capable of running on multiple dissimilar platforms, such as Mac OS X (latest version), Linux and Windows 7 , is the user interface consistent on all supported platforms, with only minor variations between the two?

NS

-Search Facilities: -Can users search the document database by keyword? NSCan users search the document database by Boolean command string?Can users search the document database by Boolean command string?

NS

Can users search for documents by keyword and Boolean commands simultaneously? NS

Is it possible for a user to quickly change which data is displayed in the results of an inquiry or search? NS

Is it possible for an user to attach a hardcopy document to a existing document by scanning the document, then setting up a link to the document scan image from the document maintenance screen?

NS

Is it possible for a user to attach an email to an existing document by setting up a link to the email from the document maintenance screen? NS

Can users search the attached documents or emails? NSCan users easily view a hotlist of recently performed searches and reuse them if desired? NS

-(Return to Top) -




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




USER DEFINED FEATURES --

Customizable Online Help: -Is a customizable online Help facility offering an Index of Topics and searchable by keyword available in the proposed software? NSkeyword, available in the proposed software?Can the online help provided by the proposed software be customized by an administrative user with appropriate security? NS

Can the online Help be modified by a user with proper clearance? NSDoes the proposed software provide context-sensitive help, i.e., help specific to individual data entry fields or related collections of fields? NS

If the proposed software provides for user-defined fields can online help related to eachIf the proposed software provides for user defined fields, can online help related to each individual field be created? NS

Are DETAILED error messages that enable the user to identify and correct the problem causing the error provided by the proposed software? NS

-(Return to Top) -Customizable Screens: -Does the proposed software provide the ability for an authorized user to customize screens? NS

If YES, please indicate which of the following can be customized by the user: - Screen background NS Field locations NS Source menu NSNSPlease indicate which of the following can be customized by an authorized user: - Field Labels: NS Field Data Types: NS Input Validations: NSIs the ability to create end-user specific "views" provided by the proposed software? NS

-(Return to Top) -Field-Level Customizations: -




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Does the proposed software offer a facility to easily customize the key field terminology used throughout the system without programming or scripting?

NS

Can terminology appearing in on-screen Field Labels be customized? For example canCan terminology appearing in on-screen Field Labels be customized? For example, can "staff" be changed to "technician" in all appropriate on-screen Field Labels?

NS

Can terminology appearing in on-screen text boxes be customized? For example, can "staff" be changed to "technician" in all appropriate Text Boxes?

NSNS

Can terminology appearing in on-screen Drop-Down Boxes be customized? For example, can "staff" be changed to "technician" in all appropriate Drop-Down Boxes?

NS

Can terminology appearing in Screen Captions be customized? For example, can "staff" be changed to "technician" in all appropriate Screen Captions? NS

Can terminology appearing in Screen Displays be customized? For example, can "staff" be changed to "technician" in all appropriate Screen Displays? NS

If the proposed software provides user defined fields, does it allow a user with proper clearance to designate the input validation rules used to validate data entered into the field?

NS

-(Return to TOP) -




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




TRANSITION PLANNING --

Transition is defined as those tasks required to move the Client's operations, as defined elsewhere in this document, to the ESP's environment. A "discovery" or "due diligence" period may be required to review the Client's existing environmentdue diligence period may be required to review the Client s existing environment and procedures key information.

-

The Client requires a thorough transition plan to be created. At minimum, this plan should address the following: (Please mark your compliance with a YES response.) -

Project Team Building: NSLevel 3 Process Development & Design: NS Level 3 Process Development & Design: NS

Project Management: NS Sub-Process Sequencing: NS Task ID: NS Timelines: NS Work Breakdown Structure (WBS) chart: NS Hiring (if needed): NS Develop Approval Process: NS Training at Client Site: NS Training at ESP Site: NS Develop Reporting Specifications: NS Report Format: NS Rpt Frequency: NS

D l & A S i L l NS Develop & Agree on Service Levels: NS Develop and agree Detailed Pricing: NS Stress Testing: NS Investigate Failure Points: NS Perform Failure Mode and Effects Analysis (FMEA): NS Develop Failure Mitigation strategies and implement: NS

Adjust & Validate Pricing: NS Adjust & Validate Pricing: NS Cut-Over: NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




The ESP agrees to work with the Client to develop a dispute resolution plan for resolving disputes that may arise over the terms of any contract that may exist between the two parties. The ESP further agrees that withholding services to settle a dispute is not an option. Withholding of services can only be done if both parties agree.

NS

-(Return to TOP) -

CLIENT WEB INTERFACE --

Since the vast majority of all contact with the Cloud will be over the web, it is critical the Web interface provided by the ESP be especially robust and dynamic. The ability of Client users to easily obtain information from, and provide information to, the Cloud system is of vital importance.

-

Please indicate which of the following can be configured dynamically by a duly authorized Client user: -

Accessible Functions (System Parameter Maint, Approval, etc.): NS Fields visible on-screen: NS Access to System Functions: NS

-(Return to Top) -

USER COMPATIBILITY --

User Defined Fields -Does the proposed software enable an authorized user to define totally new fields on screens currently used within the system? NS

If the proposed software enables new user defined fields, does it allow a user with proper clearance to designate the Field Label displayed onscreen to describe the field? NS

If the proposed software enables new user defined fields, does it allow a user with proper clearance to designate the allowable Field Data Type (numeric, binary, etc.)? NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




If the proposed software enables new user defined fields, does it allow a user with proper clearance to designate if the new field should be indexed for use in indexed searches? NS

If the proposed software enables new user defined fields, does it allow a user with proper clearance to designate the input validation rules used to validate data entered into the NSclearance to designate the input validation rules used to validate data entered into the field?

NS

If the proposed software supports new user defined fields, does it allow a user with proper clearance to designate Drop-Down Lists containing the entries valid for each field? NS

If the proposed software enables new user defined fields, does it allow a user with proper l t d i t th t th fi ld b d kfl t l t ?clearance to designate that the new field be used as a workflow control parameter? NS

If the proposed software enables new user defined fields, does it allow a user with proper clearance to designate that the new field be used on a user-defined report? NS

-(Return to Top) -Online Help Issues -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

Can the online Help be modified by a user with proper clearance?p y p pNS

Does the proposed software provide context-sensitive help, i.e., help specific to individual data entry fields or related collections of fields? NS

If the proposed software provides for user-defined fields, can online help related to each individual field be created? NS

Are DETAILED error messages that enable the user to identify and correct the problem causing the error provided by the proposed software? NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




-(Return to Top) -Process Customization -Does the proposed software enable an authorized user to specify the business process rules to be used? NS

Is a graphical flowcharting tool made available to the user for creation of business process rules and workflow using a "drag and drop" action? NS

Does the proposed software provide the ability to setup timers and alarms, within the workflow process being defined, to alert users of impending deadlines? NS

Does the proposed software provide a user-definable "Agent" or "Wizard" facility to automate existing business processes by displaying the screens needed in the correct sequence?

NS

-(Return to Top)

DASHBOARD FUNCTIONS --

Dashboard Design: -Does the proposed software provide a web-based design environment? NSDoes the proposed software provide tools to facilitate ease of design and maintenance? NSp p p g NS

Does the proposed software provide system components re-usable in multiple dashboards? NS

Does the software provide WYSIWYG design mode? NSDoes the proposed software provide structure mode for faster design without all data required? NS

D th d ft id th bilit t d ? NSDoes the proposed software provide the ability to undo? NSDoes the proposed software provide the ability to record in design mode? NSCan the software provide the ability to Format templates for consistent look and feel? NSDoes the proposed software provide facilities for embedding a Java development environment or Visual Studio or SDK? NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Does the proposed software support user-defined calculations using data not in data warehouse? NS

-Dashboard Layout: -Can the proposed software provide the ability to resize portal objects independently NSDoes the software provide multiple data sources within dashboard presentation? NSCan the proposed software provide the ability to display multiple objects (table, chart) on a page? NS

Can the proposed software provide user defined layout? NS-

Dashboard Presentation: -Does the software provide the ability to display maps? NSDoes the software provide the ability to display maps? NSDoes the software system provide the ability to display the following charts: -

Bullet Graphs NSHi/Lo Chart NSSpark Lines NSGauge Chart NSOther NS Other NS

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

Does the software provide the ability to create own visualizations? NSConditional formatting - traffic lights, trend arrows, highlighting of exceptions and variances within tabular display NSvariances within tabular displayDoes the software system provide conditional formatting : -

Traffic Lights: NSTrend Arrows: NSHighlighting exceptions within tabular display: NSHighlighting variances within tabular display: NSOther: NS Other: NS


-Alerting: -




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Does the software system provide the following alerts : -Visual display of exception values or text: NSEmail notification: NS

User defined in addition to centrally defined: NSIf "OTHER" is indicated in the previous question, please list that information in the Response column:

Does the software system provide alert as textual display within dashboard? NSDoes the software system provide alert as RSS feed? NS

-Analysis: -Analysis:Does the software system provide top 10 ranking NSDoes the software system provide trending - time based analysis NSDoes the software system provide this Year/Last Year analysis NSDoes the software system provide predictive analysis / what if NSDoes the software system provide asymmetrical reporting (expand Q4, collapse Q1-Q3) NS

-KPIs/Metrics: -Does the software system provide IT-developed KPIs as part of dashboard? NSDoes the software system provide web-based screen for users to enter target for KPI NSDoes the software system provide user-defined KPIs NSDoes the software system provide multiple targets per metrics (stretch goals) NS

-Dashboard Interactivity: -Does the software system provide the ability to drill-down NSDoes the software system provide the ability to drill from one dashboard to another with context passed NS

Does the software system provide the ability to pivot / drill by other dimensions NSDoes the software system provide global filter for all gadgets in dashboard? NSDoes the software system provide global filter for all gadgets in dashboard? NSDoes the software system provide the ability to re-sort data in a table within an existing dashboard? NS

Does the software system provide Sliders/ Lassos to select content? NSDoes the software system provide overall usability and navigation NSDoes the software system provide flash animation? NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




-Delivery: -Does the software system provide the ability to print the whole dashboard? NSDoes the software system provide the ability to export to PDF NSDoes the software system provide the ability to export to Excel NSDoes the software system provide the ability to print one widget NSDoes the software system provide PowerPoint NSDoes the software system provide disconnected access NSDoes the software system provide Live Excel connectivity NS

-Architecture: -Does the software system provide broad and flexible data access for the following:Does the software system provide broad and flexible data access for the following: -

OLAP: NSRelational: NS

Other: NSIf "OTHER" is indicated in the previous question, please list that information in the Response column:Does the software system provide the ability to cache fast response time consistently? NSDoes the software system provide the ability to cache fast response time consistently? NSDoes the software system provide dashboard integration with other tools in the BI Suite? NS

Does the software system provide auto refresh/requery of dashboard objects? NSDoes the software system provide in-memory database? NSDoes the software system provide web-based dashboard delivery? NSDoes the software system provide support for 64-bit NSoes t e so t a e syste p o de suppo t o 6 b t SDoes the software system provide support for Linux/Unix NSDoes the software system provide the ability to use Applet/activex controls? NS

-(Return to Top) -

TIME & ATTENDANCE --

COMPLIANCE ISSUES --

Please indicate if the proposed software is in full compliance with the following regulations and guidelines: -

HIPAA (Healthcare Insurance Portability & Accountability Act) NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




21 CFR Part 11 on FDA Compliance: NS ISO Certification: NS FMLA (Family Medical Leave Act): NS FLSA (Fair Labor Standards Act): NS SOP 98 for GAAP: NS Government Paperwork Elimination Act (GPEA): NS United States' (FAR) regulations: NS State wage laws (ex: Massachusetts wage laws): NS SIX Sigma: NS Disabilities Act: NS DCAA (Defense Contractor Audit Agency): NS

FMFIA (Federal Managers’ Financial Integrity Act): NS FMFIA (Federal Managers Financial Integrity Act): NS European Time Directives: NS

-(Return to Top) -USER DEFINED PROCESSES -

-Please indicate which of the following are made available on a user-defined basis by the g yproposed software: -

Time & Attendance Rules: NS Employee specific default timesheet view: NS Approval workflow: NS Overtime policy: NS Automated approval rules: NSDoes the proposed software support and utilize a user-defined Work Breakdown Structure (WBS)? NS

Please indicate which of the following WBS components can be defined by the user: - Clients: NS Projects: NS Tasks: NS

Activities: NS Activities: NSIndicate which of the standard time periods are supported: - Weekly: NS Bi-weekly: NS Semi-monthly: NS Monthly: NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Can period types and lengths be overridden on an individual employee basis? NSCan period types and lengths be overridden on an group of employees basis? NS

-(Return to Top) -OVERALL CAPABILITIES -

-Please indicate the function categories available at the desktop: - Time sheet entry: NS Activity assignment: NS Time sheet approval: NS Reporting: NSPlease indicate which functions are totally enabled through any Web browser without the installation any other software: -

Time sheet entry: NS Activity assignment: NS Time sheet approval: NS Reporting: NSCan GPS data be collected to locate remote time collection? NSCan GPS data be collected to locate remote time collection? NSPlease indicate which of the following functions are supported and available via email: -

Time sheet entry: NS Activity assignment: NS Time sheet approval: NS Reporting: NSp g

-(Return to Top) -TIME AND ATTENDANCE DATA CAPTURE -Does the software enable employees to attach NOTES to time entries? NSDoes the proposed software enable users to enter the activity performed during a specific time range? NSgDoes the proposed system report average hourly employee pay rates in user defined periods without constraints? NS

Does the proposed system require daily based accrual tables? NSDoes the proposed system require hourly based accrual tables? NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Does the system automatically calculate the following: - Vacation time accrued: NS Sick time accrued: NS Compensation time accrued: NSDoes the proposed system totally eliminates the requirement for manual time cardDoes the proposed system totally eliminates the requirement for manual time card preparation, collection, filing, storage, and retrieval.? NS

Please indicate if the proposed software supports access by and data entry from the following devices: -

Biometric (fingerprint): NSM ti t i NS Magnetic strip: NS

Bar code: NS PC: NS PDA: NS Wireless devices: NS RIM devices: NS

Web Punch: NS Web Punch: NS Web Punch w/Touch Screen: NS Windows Applications: NS Windows App w/Touch Screen: NSCan employees submit their timesheets by email? NSAre timesheets submitted via email AUTOMATICALLY entered into the database? NSPlease indicate the email protocols supported by the proposed software: - POP3: NS MAPI: NS SMTP: NS VIM: NSIs the use of First Class for time entry and assignment fully supported?

NS

Is the use of MC Excel for time entry and assignment fully supported?NS

Are Time Clock punches made available to authorized employees for viewing/reporting purposes in real-time? NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




The system shall allow for management overrides as required.NS

The system should allow management to set early/late clock-in thresholds with automatic adjustment to scheduled hours. NS

The system should require management authorization for early/late clock-ins.NS

The system should require management authorizations for unscheduled clock-ins.�NS

The system should support an unlimited number of shifts.NS

The system should support an unlimited number of pay policies.NS

Please indicate which of the following overtime pay capabilities are supported by the proposed software: NSproposed software: NS

Daily, weekly, or period level multiple overtime thresholds:NS

Overtime paid if outside of scheduled work time or on holidays: NS Weekly overtime for semi-monthly or monthly pay schedules: NS

C l l di FLSA i f d il i di Calculate credits to FLSA requirements for daily overtime according to company policies: NS

-Attendance Tracking -System must be able to identify employees that are clocked in and track hours over user definable periods. NS

The system should support flex time, split shifts, departmental transfers, etc..NS

System must track attendance records showing late days, absences etc..NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Can the proposed software automatically alert management of impending events such as breaks, lunches, shift changes, etc. as they are approached, met and exceeded in user defined periods. NS

Management must be able to manually enter/audit time and attendance data as necessary. NS

Employees should be able to temporarily override automated time and attendance limits.NS

M t t th i t ti b d th i it ithi d fi dManagement must authorize transactions based on the previous item within user defined limits. NS

System must maintain employee schedules for an unlimited number of shifts.NS

Access rights of employee information must be limited by employee and/or employee group. NSg p

The system should provide a user interface with access rights per employee and/or employee groups for scheduling. NS

-(Return to Top) -Scheduling Functions -The system should support scheduling of employee by location and position.The system should support scheduling of employee by location and position.

NS

Are true ROTATING schedules fully supported by the proposed software?NS

Does the software fully support REPEAT user schedules?NS

The system should support scheduling employees time across multiple shifts and/or locations.� NS

Can the proposed software track the following time elements used by designated employees over user definable periods? -

FMLA: NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Holiday: NS Sick: NS Vacation: NS Track leave time earned by exempt or non-exempt employees:

NS

Please indicate which of the following leave management functions are fully supported: -

User-defined leave time usage and entry policies: NS Supports for borrowed time & negative leave time entries: NS Automatically updates timesheet for holidays: NS Automatically updates timesheet for Employer Defined non-work days: NS Track leave time earned by exempt or non-exempt employees: NSThe system must be able to set constraints for scheduling of employees based on user defined parameters including workable hours, shifts, days of week, vacations, etc.� NS

Each location must be able to print a schedule for posting.�NS

System must display the currently scheduled hours and cost of labor for the current day�NS

The proposed system must display the total hours and cost for the week.�NS

System must display daily and weekly productivity based on the scheduled hours and recent weeks sales information� Srecent weeks sales information� NS

The system must be able to print or export a copy of each individual employee's schedule or the entire weekly schedule displaying all employees scheduled for all days during the week. NS

System must support Sunday as a week starting day and Saturday as a week ending day� NS

System must support Friday as a week starting day and Thursday as a week ending day�NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Please indicate which of the following periods are supported: - Bi- Weekly: NSSystem must maintain employee schedules for an unlimited number of shifts.�

NS

System must keep a journal as back up for all transactions�NS

System must store database of all employees with key personal information, including availability� NS

The system must support all federal, state and local regulations regarding wage and hour for adults and minors. NS

-Alerts & Messaging -System must alert appropriate managers of employee probation period approach, met or exceeded. NS

-Please indicate which of the following Email messaging capabilities the proposed software supports: -

Changes in Timesheet status (completed, approved, rejected): NS On Timesheet exceptions (early departure, no punch out, lates, etc.): NS Reminders about Leave time before it expires: NS Employee review dates: NS Employee termination date: NSCan the user define the content of a specific message type?

NS

Can the user define what event will cause an alert message to be sent automatically?NS

Can the user define in advance which user(s) or group of users should receive a specific type of automatic email alert? NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




System must be able to alert appropriate employees when employee hours or store hours are approaching, reached and/or exceeded.� NS

(Return to Top) -3rd PARTY APPLICATION INTERFACES3rd PARTY APPLICATION INTERFACES -

-Please indicate if a full interface is supported between the proposed software and the following Payroll systems: -

MUNIS: NSPlease indicate if a full interface is supported between the proposed software and the following Enterprise Application systems: -following Enterprise Application systems: MUNIS: NSThe system should be able to export user defined payroll data in common open formats. NS

-Time and Attendance -

-Can the proposed system provide scheduling capabilities? NIf "Yes" is indicated in the previous question, please explain in the Response column:

Can the proposed system provide leave management feature? NIncludes multiple rounding rules by pay group. NSMultiple grace periods by pay group. NSp g p y p y g pAllow for the ability to automatically lock timesheet records once approved. Allow for authorized users, such as Payroll Admin, the ability to have full access to locked timesheet.

NS

Allow for the ability for supervisors to designate a backup for a defined date/time range. NS

Unlimited number of user defined time/earnings code. NSIncludes the definition and application of complex pay rules based on timesheet details. NS

Date effective recording of all timesheet- and employee-related data. NSOur organization can maintain and modify any and all complex pay rules without vendor intervention. NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Does the proposed system provide the definition and processing of holiday roll calculations where an employee may be paid for a public holiday on an alternate day? For example, the public holiday falls on an employee’s off day. Therefore, employee will take the holiday and receive holiday pay on their last scheduled workday.

NS

Includes shift differentials that are paid in multiple different ways based on pay group, union contract and shift worked. NS

Allow employee punch captured for start and stop times of shifts, breaks and lunches. NS

Allow group change capabilities to modify common elements in a group of employee timesheets. NS

Timesheet values can be adjusted by week and selected days within a week by authorizedTimesheet values can be adjusted by week and selected days within a week by authorized users. NS

Provides a comprehensive audit trail of all changes made to the timekeeping records. NS

Tracks both standard and actual hours by activity code for analysis purposes. NSStores employee (contractor) hours to be withheld from payroll upload. NSAllow automatic processing of dual rate employees – those that get paid a higher rate

NSAllow automatic processing of dual rate employees those that get paid a higher rate when working out of class jobs. NS

Retro calculations based on payroll transfer date. (LPS: NOT REQUIRED) NSDoes the proposed system provide the ability to view overtime by: -

• employee's NS • shift NS

ti i d NS • time period NS • Other: NSIf "OTHER" is indicated in the previous question, please list that inforfmation in the Response column:

Allow validation of labor codes, in an on-line fashion, when activity code is entered at NStimekeeping device. NS

Does the proposed system provide various types of payroll lockdown dates to freeze timesheet edits for payroll processing such as: -

• supervisor lockout date NS • hands-off date NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




• Weather/Closure Date NS • Other: NSIf "OTHER" is indicated in the previous question, please list that information in the Response column:

Allow a fully reconciled payroll, labor and job activity information captured and maintained within the application NS

Allow the tracking of labor metrics (includes project, job, and department). NSDoes the proposed system provide tracking of labor metrics such as: -

• Project NS • Job NS • Department NS • Other: NSIf "OTHER" is indicated in the previous question, please list that information in the Response column:

Does the proposed system allow the real-time alerting of immediate time and attendance value/ rule violations including; -

• Minor rule violation NS • Contract rule violation NS • State rule violation NS • Local rule violation NS • No shows NS • Approaching Overtime NS • No punches without override NSDoes the proposed system allow employees to do the following : -

• punch in NS• punch out NS punch out NS

• make position changes NS • additional rule changes on-line NS • Other: NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat





Allow on-line edits to daily timesheets by employee and by authorized users. NSDo you have the capacity to roll schedules forward by person? NSDo you have the capacity to roll schedules forward by person? NSAllow employees to view upcoming schedules on-line. NSDo you have the capability by person to add multiple time schedules that work in conjunction with rounding rules? NS

Allow real time access to activities and related costing information. NSAllow the validation of absence codes against associated leave balances. NSAllow for absence tracking with year at a glance scoring and analysis. NSg y g g y NSAllow for the viewing employee and team attendance data for a given year. NSAllow employees to request time off, tracks status with dynamic validation against time off business rules. NS

Allow for the employee to view their timesheet along with weekly hours and costs. NSAllow for non-technical personnel to generate standard reports via a web-based, wizard-style interface. NS

Allow for scheduled reports to run automatically and be distributed to specific users/distribution lists, via email or other means of distribution. NS

Allow for the building, modification and maintenance of custom reports by non-technical employees. NS

-(Return to TOP) -

DOCUMENT CAPTUREDOCUMENT CAPTURE -

-

DOCUMENT ENTRY -Which of the following document entry (capture) methods/sources are supported by the planned software? -

Faxing? NS Faxing? NS Scanning? NS Email? NS Voice? NS Digital still cameras? NS Graphics software NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




HTML? NS Spreadsheets NS Word Processors/Test editors NS Video frame grabbers? NS Video? NS XML? NSPlease list the document file types that may be imported directly into the proposed system.

Please list the IMAGE file formats types that may be imported directly into the proposed system. -

BMP Windows/OS-2 bit-mapped graphics: NSpp g p CGM Computer Graphics Metafile: NS GIF CompuServe Graphic Interchange Format: NS IMG GEM Paint: NS JPG (Joint Photographics Expert Group): NS JPEG (Joint Photographics Expert Group): NS Is CCITT Group 3 & 4 compression supported: NS MPG (Moving Pictures Experts Group): NS MPEG-1 (Moving Pictures Experts Group): NS MPEG-2 (Moving Pictures Experts Group): NS PCD Kodak Photo CD: NS TIF (Tagged Image File) NS TIFF (Tagged Image File Format) NS

TIF(F) fil i t d NS TIF(F) file versions supported: NS Other: NSIf "OTHER" is indicated in the previous question, please list that information in the Response column:

Is a separate & merge facility for Exporting/Importing documents and their associated NSINDEX data to/from other sites using the proposed system included? NS

-(Return to TOP) -Scanning Capabilities: -What is the scanner's throughput? NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Is duplex (one page, double sided) scanning supported? NS

Are multiple page documents supported by the proposed software? NS If YES, is manual control required? NSDoes the proposed software support multiple page document scanning using "marker" pages or symbols? NS

Please indicate the scanner image types supported - - BMP Windows/OS-2 bit-mapped graphics: NS

CGM Computer Graphics Metafile: NS CGM Computer Graphics Metafile: NS GIF CompuServe Graphic Interchange Format: NS IMG GEM Paint: NS JPG (Joint Photographics Expert Group): NS JPEG (Joint Photographics Expert Group): NS Is CCITT Group 3 & 4 compression supported: NS

PCD Kodak Photo CD: NS PCD Kodak Photo CD: NS TIF (Tagged Image File) NS TIFF (Tagged Image File Format) NS TIF(F) file versions supported: NSIs a form removal" function available within the planned system?" NS

-(Return to TOP) -OCR Capabilities: -Is Optical Character Recognition (OCR) an integral part of the proposed software?

NS

What is the average character recognition accuracy of the OCR in the proposed system?NS

Are all documents AUTOMATICALLY passed through the OCR during the entry or captureAre all documents AUTOMATICALLY passed through the OCR during the entry or capture process, or must the user perform the OCR step discretely?

NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Can the OCR facility be made to process just specific portions of the image (sometimes called Point & Shoot" or "Zone Capture" OCR), to identify text data that always appears in the same spot, and then have this data placed in a certain database field?"

NS

Can the proposed software automatically implement multiple OCR zone capture commands during document entry, so that the text data needed for multiple key (index) fields is obtained and stored in the applicable fields? NS

Is a Full Text Indexing facility available once the document has been processed by the OCR? NS

Describe any special preparation required to search for, retrieve, or view documents over the Web or in-house via a Web browser.

-(Return to TOP) -DATA PROCESSING: -

-Please indicate which of the third party backend database listed below are supported by the proposed software: -

• Access (Microsoft): NS • Adabas by Software AG: NS • CodeBase: NS • DB2 (IBM): NS • Empress DBMS: NS • Filemaker: NS • Gupta SQLBase: NS • Informix (IBM): NS • mySQL: NS • Oracle Database: NS • SQL Server (Microsoft): NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




• Sybase Adaptive Server: NS • Other: NSIf "OTHER" is indicated in the previous question, please list that product(s) in Column C:

Are transparent links to standard SQL databases provided? NSWhich of the following INDEXING methods are supported: - by Author? NS by last activity date? NS by Creation Date? NS

by Document Number? NS by Document Number? NS by Category? NS by Keywords? NS

-(Return to TOP) -Automated Indexing Capabilities: -Can the proposed software index an entire column and all of it's entries? NSDoes the proposed system support point & shoot" indexing, also known as "spot" or "zone" indexing?" NS

Is "trigger" oriented indexing supported by the proposed system?" NSIs Indexing by Schedule supported by the proposed software? NSIs Indexing by Subject supported by the proposed software? NSIs Indexing by User-defined category supported by the proposed software? NSHow many index (key) fields may be defined by the user?How many index (key) fields may be defined by the user?Name or describe the Search Engine used in the proposed system.Name or describe the search method used to retrieve document Profile information?Name or describe the Full Text Engine or method used by the system:Can reports export information? NSDoes the proposed system allow user-definable report formats? NSThe following NOTES apply to the next question relating to Report availability. -The following NOTES apply to the next question relating to Report availability.Please indicate which of the basic report topics listed below are offered by the proposed system: -

Files Deletion activity reporting? NS Files Archived reporting? NS Files Accessed Reporting? NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Document Entries by User? NS System Configuration Reporting? NS Document Storage Mapping? NS User Configuration (if needed) NS Configuration Changes Report? NSThe proposed software allows documents to be selected for archiving (backup) by: - by Customer (client)? NS by Creation Date? NS by Document Number? NS by Author? NS by Last Edit Date? NS

by Keywords? NS by Keywords? NS by Category? NS by User-defined date range? NS by User-defined Field or category? NS by DOS filename? NSDoes the proposed software rely on the network for archiving functions or does the software include it's own? NSsoftware include it s own?Which of the following will the proposed software automatically archive documents to: -

to Other Servers? NS to a Bernoulli Box? NS to Tape? NS to an Optical Disk? NSPlease indicate which of the following document purging functions are provided by the proposed system: -

by Date Range or specific date? NS by specific Customer (client)? NS by specific Author? NS by specifying a Subject code? NSMay more than one purge control topic be combined? An example would be to purge allMay more than one purge control topic be combined? An example would be to purge all documents written by X between two dates". " NS

-(Return to TOP) -

DOCUMENT RETRIEVAL: --




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Is a database management approach using key fields the foundation of the proposed system's document retrieval process? NS

Is the database pre-defined? NSIf the proposed system's database is pre-defined, how many KEY fields are provided for conducting various document searches with?

-(Return to TOP) -Search Functions: -Does the proposed system offer a full text search function to retrieve documents with?

NSNS

Can the user fully define the field names, field types, field lengths, and whether or not the field is an index field used in document retrieval queries, in the database needed for each application?

NS

Are descriptive filenames of an extended length used to convey extra information about the contents of each document file? NS

Can non-text content be queried? NSCan the proposed system support searches across multiple networks?

NS

Does the proposed software allow one search to be nested" within another search?"NSNS

Does the proposed software include a sophisticated retrieval query engine that offers Boolean operators? NS

Does the proposed software include a sophisticated retrieval query engine allowing user defined search variables? NS

Can documents be searched for by author? NSMay a document search extend across multiple system volumes?

NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




May documents be retrieved using a specific or a range of document creation dates?NS

Are wildcard searches offered by the proposed system?NS

Can a search be performed using a pre defined subject code?Can a search be performed using a pre-defined subject code?NS

Does the proposed system offer a phonetic search capability?NS

Does the proposed system allow searches by user-defined category?NS

Is pattern matching a supported search method offered by the system?NS

Can documents be searched for by KEYWORDS? NSCan documents be searched for by document number?

NS

Can documents be searched for using FUZZY logic?NS

Can documents be searched for by client (customer)?NS

Are CONCEPTUAL searches offered by the proposed system?NSNS

Does the proposed software support document searches employing a RANGE of dates?NS

Can documents be searched for using a combination of document profile variables such as AUTHOR, CREATION DATE, etc., and keyword or phrase variables?

NS

What is the maximum number of Boolean operators allowed in any one search formula?




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Can more than one user search for and retrieve the same document at the same time?NS

Can documents located at remote sites be retrieved?NS

Are query agents" available to automatically detect when new documents meeting queryAre query agents available to automatically detect when new documents meeting query criteria are available?" NS

Can document retrieval queries be made from portable computers?NS

Can both INTER and INTRA company boundaries be spanned for or by retrieval requests f 1 li ti ?from 1 application? NS

Can the documents listed in response to a specific query be browsed and verified as to their relevance? NS

Is a facility provided for VIEWING a document without the application software that y p ppcreated it on-line? NS

Can query response lists be filtered by user permission level - only show results the user is authorized to see? NS

Are personal folders containing checked out documents available on the desktop?NS

Is a Form Overlay" function provided by the proposed software?"NS

Can the document search and retrieval queries be saved and re-used at a later time?NS

Support for integration of universal servers from RDMS vendors ((cartridges or data blades)? NSblades)?Can multiple users access the SAME document at the SAME time?

NS

Do the queries return the goodness" of fit for each item offered in response to a query?"NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Is the capability for converting one text format to another provided by the proposed system? NS

Are document viewing/storing capabilities provided for the following: - Laserfiche Integration -(provided to Town by General Code) NS Microsoft Word for Windows NS Microsoft Excel NS ASCII files? NSIs a viewer for vector graphics files available within the proposed system or from third parties? NS

Is a viewer for bitmapped graphics files available within the proposed system or from third parties? NSparties?

List the third party viewers that may be utilized by the proposed system:

Does the proposed system offer Application Programming Interfaces (APIs) for utilizing the document repositories of other vendor's systems? NS

Does the proposed system offer gateways to the document repositories of competing systems? NS

Can more than one library (repository) be queried simultaneously?NS

Can libraries originally installed separately be merged into one?NS

Is the location of a document transparent to the user?NS

Please list the Web-enabled document search and retrieval functions that are supported?

Can a document be retrieved using a Web browser based interface? Can a document be retrieved using a Web browser-based interface?NS

Please indicate which of the Web Browsers listed below are supported by the proposed software: -




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




• AOL (current versions): NS - Oldest version supported (respond in Col C:) • CrystalPort (current versions): NS - Oldest version supported (respond in Col C:) • Emacs@ (current versions): NS - Oldest version supported (respond in Col C:) • Konqueror (current versions): NS - Oldest version supported (respond in Col C:) • Icab (current versions): NS - Oldest version supported (respond in Col C:) • Internet Explorer (current version): NS - Oldest version supported (respond in Col C:) • Lynx (current version): NS - Oldest version supported (respond in Col C:) • Mosaic (current versions): NS - Oldest version supported (respond in Col C:) • Mozilla (current versions): NS

Old i d ( d i C l C ) - Oldest version supported (respond in Col C:) • Neoplanet (current versions): NS - Oldest version supported (respond in Col C:) • Netscape (current version): NS - Oldest version supported (respond in Col C:) • Net-Tamer (current versions): NS

Oldest version supported (respond in Col C:) - Oldest version supported (respond in Col C:) • OmniWeb (current versions): NS - Oldest version supported (respond in Col C:) • Opera (current versions): NS - Oldest version supported (respond in Col C:) • Phoenix (current versions): NS

Oldest version supported (respond in Col C:) - Oldest version supported (respond in Col C:) • Safari: NS - Oldest version supported (respond in Col C:) • Other: NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat





Are searchable user-defined document profile fields displayed via the Web browser interface? NSinterface? NS

Are selected documents converted to HTML for real-time viewing, transmitted as images only for real-time viewing, or simply downloaded for viewing using a 3rd-party application at a later time?

NS

Can a full-text search be launched via a Web browser?NS

Describe how security is provided, encryption, etc..

-(Return to Top) -




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




WORK FLOW PROCESSING: --

General Features: -Does the proposed workflow product require an application server? NSCan the proposed system export to XML? NSCan the proposed system export to XML? NSIs process data maintained internally as XML by the proposed system? NSCan the proposed system act as a Web-enabled Services platform to request, broker, and deliver Web services? NS

Please use a YES answer to indicate which of the following standards are supported by the proposed software: -

Hypertext Markup Language (HTML): NS Hypertext Markup Language (HTML): NS Document Type Definitions (DTDs): NS Extensible Markup Language (XML): NS Extensible Stylesheet Language Transformation (XSLT): NS XML Schemas: NS Java Server Pages (JSP): NS Web Service Definition Language (WSDL)? NSUse a YES response to indicate which of the following Business Process Management (BPM) standards the proposed software supports: -

WARIA: NS WfMC: NS BPMi: NS WfXML: NS

UDDI: NS UDDI: NSDoes the proposed software provide a "point and click" wizards for management reporting function? NS

Is a rules editor to enhance or modify the rules engine provided by the proposed system? NS

Is full scripting support provided by the software being proposed? NSCan the proposed system be customized via XML without any programming skills? NSCan the proposed system be customized via XML without any programming skills? NSDoes the proposed software enable the creation of multiple user interfaces to process information? For example, could each department manager set the user interface to display the information commonly accessed by his/her department?

NS

Are pre-defined templates for industry standard processes included in the proposed system? NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Does the proposed system provide automatic Web form generation? NSDoes the proposed software provide a pre-defined facility for routing work to those entities (people or systems) with the least amount of current work? NS

-(Return to Top) -User Interface: -Does the proposed software utilize a single user interface (UI) across all process participant work areas such as process definition, management, process monitoring, and reporting?

NS

If supported on multiple platforms, is the UI consistent regardless of the platform type, with l ll ti i ti ? NSonly small, cosmetic variations? S

Is the proposed system's user interface (UI) completely web-based? NSIs the proposed system's user interface (UI) a combination of server-based or Web-based applications depending on the function being used? NS

Are advanced search functions for easily searching for and retrieving specific process and system related data provided by the proposed software? NS

Does the proposed software provide a single "control panel" type screen enabling properlyDoes the proposed software provide a single control panel type screen enabling properly authorized users to access, control, or perform many, if not all, key system functions? NS

Does the proposed system's "control panel" screen allow an authorized user to access operational areas such as: -

Access new work to process NS Start existing processes NS Monitor process performance NS View the status of existing processes: NS Generate reports: NS View reports: NS Configure "out-of-office" dates: NS Determine where work should be sent when the primary recipient is "out-of-office": NS

Does the proposed system's "control panel" screen allow an authorized user to access administrative areas such as: -

Test new processes in simulated environments: NS Deploy new processes: NS Create supporting electronic forms for new or existing processes: NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Manage user privileges: NS Manage user roles: NS Manage security: NS

-(Return to Top) -Process Design Tools: -Does the proposed software enable an authorized user to specify the business process rules to be used? NS

Is a graphical flowcharting tool made available to the user for creation of business process rules and workflow using a "drag and drop" action? NS

Does the proposed software provide the ability to setup timers and alarms, within the workflow process being defined to alert users of impending deadlines? NSworkflow process being defined, to alert users of impending deadlines?Is a graphical, drag & drop, point & click design workflow modeling environment provided by the proposed software? NS

Does the proposed software's process design facility use "check-in/check-out" rules to ensure workflow design integrity? NS

Does the proposed system provide built-in property editors to configure automatic activity information such as: -information such as: Business rules: NS Routing logic: NS Actors: NS Actions: NS Deadlines: NS Escalation rules: NS Priority levels: NSDoes the proposed system provide built-in property editors to configure rules governing manual activity in the following areas: -

Business Rules: NS Routing logic: NS Actors: NS

Actions: NS Actions: NS Deadlines: NS Escalation rules: NS Priority levels: NS

-(Return to Top) -




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Process Definition Capabilities: -Are pre-defined, built-in tasks provided by the proposed software for - Looping: NS Branching: NS Email: NSIs full sub-workflow (sub-process) support provided by the system being proposed? NSCan the workflow needed to address errors and omissions be modeled using the proposed software? NS

Does the proposed system provide the ability to embed exception handling processes into the workflow being defined? NS

Does the proposed system enable modeling multiple escalation workflows based on problem type? NSproblem type?Is parameterized email creation and use fully supported by the proposed software? NSIs a full workflow simulation capability provided by the proposed software? NSDoes the proposed system utilize distinct process instances (or versioning) where each individual parent process invocation will have its own, full, dedicated process instances? (i.e., will a process definition change affect work in progress?)

NS

Does the proposed software support Asynchronous Interaction with external third-partyDoes the proposed software support Asynchronous Interaction with external third party systems, i.e., can it initiate work in the external system then proceed onward without an acknowledgement or response from the other system?

NS

Does the proposed software support Synchronous Interaction with external third-party systems, i.e., can it suspend a process until the external system responds? NS

NSIs the ability to capture the transaction status codes needed to ensure workflow system NSintegrity provided by the proposed system? NS

If YES, please explain in more detail in the Response column.Can "timeout" code from third-party systems in the workflow be received and logged by the proposed software? NS

Can failure code from third-party systems in the workflow be received and logged by the proposed software? NS

Is the ability to use third party system timeout and failure codes as the "trigger" codes ofIs the ability to use third-party system timeout and failure codes as the trigger codes of other process within a given workflow system provided by the proposed software? NS

Indicate which of the following actions can be triggered by another system's timeout/failure codes: -

Failover processes: NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Alerts: NS Rules-based events: NS Retransmissions: NS Queries: NS Escalations: NSCan third-party timeout and failure codes by used by the proposed software in - Configurable user interfaces: NS Reports: NS Graphical process maps: NS Search lists: NSDoes the proposed system support dynamic process variables that provide real-time stat change as the workflow progresses? NSchange as the workflow progresses?Does the proposed software support multiple variable types? NSPlease indicate which variable types are supported by the proposed software. - Number: NS Date: NS Number: NS

String: NS String: NSDoes the proposed software provide a way to cross-reference one variable name to another when tow different processes reference the same variable under different names? NS

Has the proposed software ever been tested and approved (certified) for deployment to large numbers of users? NS

Who was the testing company?How large a deployment was the software tested for?

-(Return to Top) -Electronic Forms Support: -Can the proposed software utilize electronic forms created by third-party applications? NS

Please indicate which of the following can create forms compatible and usable by thePlease indicate which of the following can create forms compatible and usable by the proposed system: -

Laserfiche NS Word NS Excel NS Adobe NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Please describe the extent to which forms created in these third-party applications can be utilized.Is a forms design function for creating interactive electronic forms, to be accessed by workflow participants, provided by the proposed system? NS

Can the forms designer create new forms? NSCan the forms designer utilize forms created by a third-party application? NSCan the forms designer add intelligent functionality for data pre-population to new or existing forms?

NS

Can the forms designer add electronic signature functionality to new or existing forms? NS

Can the forms designer add math calculation functionality to new or existing forms? NSCan the forms designer add drop down list functionality to new or existing forms? NSCan the forms designer add drop-down list functionality to new or existing forms? NSCan the forms designer add check box functionality to new or existing forms? NS

-(Return to Top) -Routing Rules: -Does the proposed software provide the ability to define rules that split the execution path of a process into two or more parallel paths? NSp p pCan the separate paths of a specific process be joined at a specific point? NSCan data from each path be merged together (consolidated into a single document)? NSCan a process with multiple starting and ending points be defined using the proposed software? NS

A process can be triggered in the proposed system by which of the following: - A event in an external system? NS File transfer? NS Application launch? NS Database event? NS HTTP post? NS If other events can be detected, please list: NSCan a process be ended in multiple ways, using different sub-processes based on a given value? NSvalue?Does the proposed software provide facilities for ad-hoc routing? NSDoes the software provide the ability to select desired information recipient(s) from a pre-defined drop-down list? NS

Please indicate with a YES response if the following can be used as a recipient in an ad-hoc routing situation: -




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Users: NS Departments: NS Positions (roles): NS Groups: NS

-(Return to Top) -Event Response Functions: -Can the proposed software detect external events and then initiate and/or complete a specified process? NS

Can the proposed system detect and respond to events such as a: - File transfer? NS

Application launch? NS Application launch? NS Database event? NS HTTP Post? NS If other events can be detected please list: NSCan the proposed software launch another application in reaction to a specified event? NS

-(Return to Top) -Manual Activity Interface: -Does the proposed software provide pre-defined process modeling tools for including manual activities such as decision making, data entry, information review, and other activities requiring human intervention?

NS

Can manual activities be assigned an icon of their own for use in a graphical process NSdesign process?

NS

Can manual activities be assigned to a job position, or employee group, rather than a specific person if needed? NS

Can an electronic form(s) be setup to appear at each manual activity in the workflow process definition? NS

Can a specific application be setup to be launched (executed) at each manual activity in the workflow process definition? NSthe workflow process definition?Are applications such as Word, MS Outlook, and Adobe supported by the proposed software? NS

Can a priority be assigned to a manual activity within a specific workflow? NSCan a priority be assigned specific relative deadline (cycle time) within a specific workflow? NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Can a priority be assigned an expiration deadline within a specific workflow? NSCan a manual activity reminder be setup within a specific workflow? NSCan a priority be assigned a specific escalation action after a deadline or expiration date has passed, within a specific workflow? NS

Are nested processes fully supported by the proposed software? NSCan department-level processes be embedded into larger, entity-wide processes? NSCan a higher-level (parent) process pass its variables to its embedded sub-processes? NSCan a parent process pass its attachments to its embedded sub-processes? NSCan a higher-level (parent) process pass its comments to its embedded sub-processes? NS

Does the proposed software support nested procedures even across multiple server l t ? NSclusters? NS

-(Return to TOP) -

BUSINESS CONTINUITY PLAN --

The Client requires all ESPs responding to this RFP to have established, well defined Business Continuity Plans that address all forms of natural and man-made catastrophes. -

Does your firm have the ability to perform client production work in multiple geographically dispersed locations? NS

Does your firm perform different production work processes in geographically dispersed locations as part of its normal operations? NS

In the event of an emergency can one production facility perform work normally done In the event of an emergency, can one production facility perform work normally done at another site on a temporary basis? NS

Does your firm have an established Crisis Action Plan dedicated to the transfer of data, documents, systems, and client projects from a facility impacted by a crisis to another, unaffected facility?

NS

Can a current Crisis Action Plan (or similar name) be reviewed if required?NS

Does your firm maintain a continuously updated Disaster Recovery Plan containing preventative and emergency response procedures for both natural and man-made catastrophic events? NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Does your firm maintain a continuously updated plan for achieving a state of normal business operations as quickly as possible after a natural or man-made disaster?

NS

Does your firm conduct detailed risk assessments on a periodic basis to continuouslyDoes your firm conduct detailed risk assessments on a periodic basis to continuously validate these disaster recovery and business continuity procedures are sufficient?

NS

Are all of the production and support facilities utilized by your firm protected by backup electric power generation systems? NS

Please indicate which of the following items are provided in each of the backup power supply systems at all facilities: NS

An Uninterruptible Power Supply (UPS) for all servers: NSWhat is the UPS Battery Size in KVA: NS What is the UPS Battery Size in KVA: NS

Generator set: NS Generator Capacity in KVA: NS How much fuel is stored and available at each site? (liters please): NS

-(Return to TOP) -Data Conversion & Migration: -gPlease indicate if your firm has in-house expertise in the following Data Migration task areas: -

• Conversion planning & design: NS • Data extraction: NS

• Data cleansing: NS • Data cleansing: NS • Data transformation: NS • Data Loading: NS • Data verification: NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Please indicate if your form has in-house expertise in migrating/converting the following record types: -

• Master Entity records: NSPlease list the applications and record types encountered in your experience: (Examples are Customer Master, Inventory Master, etc.)

• Open Transaction records: NSPlease list the applications and record types encountered in your experience: (Examples are Accounts Receivable trx, Accounts Payable trx, etc.)

• Historical records: NSDoes your firm have in-house expertise for scrubbing and formatting data?

NS

If your firm does NOT use Excel to perform the above tasks, please list the ones you do use in the Response column:

Please indicate which of the following data integration tools and/or techniques your firm uses on a recurring basis: -

• CSV Imports: NS • Web Services: NS

Boomi • Boomi: NS • Scribe: NS • Others: NSIf "OTHER" is indicated in the previous question, please list that information in the Response column:

Please indicate if your firm's ETL tools support the following types of multi-tenancy data migration: -

• separate database tenancy: NS • shared database with separate schema: NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




• shared schema model with tenant id values: NS • Other: NSIf "OTHER" is indicated in the previous question, please list that information in the Response column:

Please indicate if your firm has a proven extraction strategies and tools needed to effectively apply data filters which can extract the correct data using: -

• Attribute based: NS • Selection table based: NS • Aggregation functions in SQL: NS • Other: NSIf "OTHER" is indicated in the previous question, please list that information in the Response column:

Does the proposing vendor enable prospective customers to specify where their data will reside? NS

If "YES" is indicated in the previous question, please describe the data location choices given to the customer:

Please indicate if the storage options below are provided by the proposed cloud provider :-

• Direct-attached disks (DAS): NS • Storage area networks (SAN): NS • network-attached storage (NAS): NS

t t dd bl t (CAS) • content-addressable storage (CAS): NS • cloud storage services (general) NS • Nirvanix cloud storage service: NS • Other: NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat





-(Return to TOP) -Cloud Administration: -Cloud Administration:Does the proposed Cloud offer xCAT (Extreme Cloud Administration Toolkit)?

NS

Does the proposed system support Google Cloud Connect? NSDoes the proposed system support SSO? NSPl i di t if th f ll i d i i t ti t l t d b th d Cl dPlease indicate if the following administration tools are supported by the proposed Cloud: -

• Alert Logic: NS • Amazon VPC: NS • Elastra: NS • Makara Cloud Application Platform: NS

• rPath: NS rPath: NS •VPN-Cubed : NS • Other: NSIf "OTHER" is indicated in the previous question, please list that information in the Response column:Please indicate if the following complex cluster management facilities are made available by the proposed Cloud: -

• Install an AIX or Linux cluster with utilities for installing many machines in parallel:NS

• Manage an AIX or Linux cluster with tools for management and parallel operation:NS

• Set up a high performance computing software stack for batch job submission: • Set up a high-performance computing software stack for batch job submission:NS

• Set up a high-performance computing software stack for parallel libraries:NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




• Set up a high-performance computing stack for other software that is useful on a cluster: NS

• Set up a high-performance stack for manage diskless clusters: NS • Other: NSIf "OTHER" is indicated in the previous question, please list that information in the Response column:Please indicate if the proposed Cloud provides the tools to works well with the following cluster types: -

• HPC: High Performance Computing (for Physics, Seismic, Finite Element Analysis) :NS

• Administrative: NS • HS: Horizontal Scaling for Web farms and similar: NS • Operating Systems: cloning & imaging support nodes to run Windows & other O.S.: NS

Oth t l f b ildi t f l t NS • Other: tools for building any type of cluster: NS • Other: NSIf "OTHER" is indicated in the previous question, please list that information in the Response column:

-(Return to Top) -

SYSTEM CONFIGURATION:SYSTEM CONFIGURATION: --

(Return to Top) -Enterprise Integration: -Can the proposed software access and utilize information from LDAP compliant systems? N

Can Microsoft Project plans be imported into and utilized by the proposed softwareCan Microsoft Project plans be imported into, and utilized by, the proposed software system? N

Can Visio shapes and diagrams be imported into the proposed system? NCan the proposed system provide functionality that can be easily embedded in a Web or intranet portal? N

Can the proposed system be deployed through the ADO.Net framework? N




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Does the proposed software fully support the integration and use of applications built within the .Net environment? N

If YES, please explain in more detail in the Response column.Is XML supported by the proposed system? NIs WSDL supported by the proposed software? NIs UDDI supported by the proposed system? N

-OLE/DDE Support: -Can the document management features be accessed via OLE? NCan the proposed system function as a DDE Server? NCan the proposed software function as a DDE Client? NAre discrete document resources such as graphic files fonts etc tracked automatically?Are discrete document resources such as graphic files, fonts, etc., tracked automatically? N

Is Notes integration support the following: N What level of integration is provided, NONE, ONE WAY, or TWO WAY? N Can Notes documents be searched, checked out, and used in workflow processes? N

Is integrated version control provided by both the EDMS and Notes for each N Is integrated version control provided by both the EDMS and Notes for each document? N

Can storage locations be defined based on user/document type? NWhat amount of RAM is recommended for each workstation?

-Programming Interface: -Is the Source Code for the proposed software available through an escrow agreement? NN

Is the Source Code available for use by the customer? NPlease indicate which of the programming languages listed below are supported by the proposed software's application integration & customization kit: -

• COBOL: N • VB: N • Lisp: N • VBA: N • Pascal: N • C: N




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




• Perl: N • C+: N • C#: N • C++: N • Other: NIf "OTHER" is indicated in the previous question, please list that information in the Response column:

Please describe the contents of the Programmer's Toolkit provided as part of the standard package.Is a collection of standard published and fully documented Application ProgrammingIs a collection of standard, published, and fully documented Application Programming Interface(s) provided with the proposed software? N

Is a collection of standard, published, and fully documented XML Object(s) provided with the proposed software? N

Can applications provided by others be easily integrated with the proposed software through a standard, documented Application Programming Interface (API) collection? N

Do the standard APIs and XML Objects provided with the proposed software enable full Nj p p pintegration with third party ERP systems? N

Does the proposed software provide fully documented Application Programming Interfaces (APIs)? N

Is a C++ API provided by the proposed system? NIs a Visual Basic API provided by the proposed system? NIs an API for Java provided by the proposed system? NI SOAP API id d b th d t ? NIs a SOAP API provided by the proposed system? NIs an XML API provided by the proposed system? NDoes the proposed software provide integration with a telephone switch or PBX through a published standard method? N

If YES, please explain in more detail in the Response column.Is the Web interface enabled through CGI programming, user-defined HTML templates, or a proprietary high-level scripting language? Na proprietary high-level scripting language?

-(Return to Top) -

SECURITY --

(Return to TOP) -




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




SaaS / CLOUD SECURITY -If the proposed solution is presented as SaaS or Cloud-based, please respond to the following to indicate how it can provides a secure environment for the Customer's content:

-

-Core Application Security: -Does the proposed system offer Folder level access restrictions for specific users and/or groups? N

Does the proposed system offer Document-level access restrictions for specific users and/or groups? N

Does the proposed system offer VeriSign Encryption and Secure Sockets Layer (SSL)?Does the proposed system offer VeriSign Encryption and Secure Sockets Layer (SSL)?N

Does the proposed system offer Encryption and Secure Sockets Layer (SSL) via another provider? N

• If responding YES to the previous question, please name that provider:

Does the proposed system provide two-factor authentication? NPlease indicate if the system provides for authentication using which of the following: - • User Name: N • User Password: N • Authentication Tokens : N • Digital Certificates : N • Other: N • If responding YES to Other, please describe:

Does the proposed system support the use of encrypted VPN connections? NDoes the proposed system undergo an ANNUAL third-party application security assessments ? N




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Does the proposing vendor utilize DOCUMENTED Secure software development lifecycle procedures? N

If YES to the previous question, please indicate if the procedures include the following: -

• Risk assessment: N • Threat modeling: N • Other: N • If responding YES to Other, please describe:

-Security Controls: -Is the proposed system's managed by Certified Information Systems Security Professionals? N

Is the proposed system in compliance with Control Objectives for Information and Related Technology (CoBiT) driven security design standards? NTechnology (CoBiT) driven security design standards? N

Is the proposing vendor's Information Security Management System (ISMS) certified as compliant with ISO/IEC 27001:2005 by an Accredited Registrar? N

Does the proposed system adhere to the International Organization for Standardization (ISO/IEC) 27002 guidelines? N(ISO/IEC) 27002 guidelines? N

Is the proposed system adhere to IT Infrastructure Library (ITIL) standards-driven security design standards? N

Does the proposed system comply with National Institute of Standards and Technology (NIST) 800-53 controls relating to security? N

-Security Management: -Does the proposed system provide audit trails throughout the entire application and data center infrastructure? N




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Does the proposed system fully support the IT Service Management V3 security process?N

Does the proposing vendor's Data Center management enforce policies and procedures designed to ensure that only those staffers who have a need to access production systems are given access?

Nsystems are given access?

Does the proposing vendor's Data Center management enforce policies and procedures designed to ensure that those staffers who have a need to access production systems can do so only for a limited amount of time?

N

Does the proposed system adhere to the International Organization for Standardization (ISO/IEC) 27007 guidelines? N( ) g

Is the data center hosting the proposed solution Statement of Auditing Standards (SAS) 70 Type II Certified? N

Does the proposed system undergo Quarterly audits? N

Does the proposed system undergo Annual audits? Np p y g N

Does the proposed system undergo BOTH Quarterly and Annual audits? N

Does the proposed system undergo a RECURRING automated source code analysis?N

If YES to the previous question, please indicate how often the analysis is performed: - • Weekly: N • Monthly: N • Quarterly: N • Other: N • If responding YES to Other, please describe:

-

GLOBAL FUNCTIONS --

Is a multilevel password based security scheme provided by the proposed system? NSAre passwords for each employee possible? NS




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Are passwords for each document possible? NSAre passwords for each department possible? NSAre passwords for each corporation possible, assuming multiple corporations may be defined in the proposed software?? NS

Does the proposed system automatically keep a system access log? NSIs a log of FAILED password and other access attempts kept by the system? NS

-(Return to Top) -FILE ACCESS RIGHTS -

-The proposed system allows document access rights to be assigned by: - by Directory? NS by Group? NS by User? NS by Document Category? NSDoes the proposed system's security function provide the following GROUP restrictions? -

No Access rights? NS No Access rights? NS Read Only rights? NS Edit rights? NS See Filename Only? NSDoes the proposed system's security function place the following restrictions on USERS? -

No Access rights? NSg Read Only rights? NS Edit rights? NS See Filenames Only rights? NSDoes the proposed system provide it's OWN security function? NSDoes the proposed system rely solely on the host network's security system? NSIs document encryption provided by the proposed system's security function? NSCan multiple user security profiles be created to control the access to all of the proposed system's features and functions enjoyed by different groups of users? NS

Can a security profile controlling the ability of multiple users to access specific features and functions of the proposed system be created? NS

Please indicate if the proposed system enables the creation of a security profile controlling a user's ability to: -




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




View ALL documents: NS View only specific document groups: NS View only departmental documents: NSDoes the proposed software provide the ability to view all user-defined security profile codes, and select the one desired, via a drop-down list box when maintaining help desk NSstaff members?Please indicate the levels at which access privileges are established by the proposed software: -

Individual level: NS Role (position): NS Group level: NSDoes the proposed system provide default user group settings to help speed up initialDoes the proposed system provide default user group settings to help speed up initial system implementation? NS

Is Object level security provided by the proposed system? NSWhen using the proposed system, are process participants able to see only what their security privileges enable them to see (participants see only what they need to perform their activities)?

NS

Does the proposed system provide the ability to lock and hide specific data fields? NSDoes the proposed system provide the ability to lock and hide specific data fields? NSDoes the proposed software utilize the Check-In/Check-Out function to monitor and verify the integrity of all security settings? NS

Is Public Key Infrastructure (PKI) support offered by the proposed software? NSAre digital signatures supported by the proposed software? NSAre digital certificates supported by the proposed software? NSDoes the proposed software provide any features or functions designed to minimum the NSrisk of collaboration beyond the firewall? NS

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

(Return to Top) -

SYSTEM IMPLEMENTATION --

Vendor System Methodologies: -Describe the vendor company's written product development and version update procedures.Please explain how your firm will capture the business processes that currently exist in the targeted application environment.




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




In what form will the impacted business processes be documented?How will the current business processes be translated into logical workflow?Please explain how systems are designed at your firm:

What system design language will your firm use?What system design language will your firm use?

Please elaborate on the benefits your firm's system design methodology will provide to this project.

What means will be used to estimate the workload that will be placed on the various system components during peak usage times?

To what extent will Rapid Prototyping techniques be used to determine the data entry/inquiry/reporting formats most suitable to end user needs?Describe the techniques that will be used to integrate the various databases already in use at the present time?

-System Implementation Practices: -Pl l i h h TOTAL hi i d h lif f hi ill bPlease explain how the TOTAL ownership costs incurred over the life of this system will be minimized.

What methods will be employed to reduce the potential of system level conflicts between the many software applications comprising this system?

Describe the software implementation project management experience and capabilities of your firm.

Describe how your firm's project management experience can ensure a successful implementation.

-(Return to Top) -

SYSTEM SUPPORT --




ost

el

0 Deliv

ery

Met

hod

Enha

ncem

ent C

oIm

porta

nce

Leve

l

Vend

or

Expl

anat




Is a local source of software support available for the vendor's product? NAre the local support technicians employee's of the vendor or are they employees of a third party support group? N

Does the vendor company fully support customized software? N-

HelpDesk Availability: -Will a Help Desk offering live telephone support be available during normal business hours for this system when live usage starts? N

Is live HelpDesk support available 24/7? NIs a Web site dedicated to interactive HelpDesk functions available? NWill a web site dedicated to ongoing support of the system be provided by the vendor? N

-On-Site Support: -When on-site support is needed, what is the guaranteed response time? - Same day as initial call: N Next business day: N

As soon as possible (not defined): N As soon as possible (not defined): NIs a staff member dedicated to software support available during normal business hours? N

Is support available 24 hours/day, 7 days/week? NIs on-site training available during the installation of the software? NIs on-site training available on an on-going basis? NCan the training be customized to meet the needs of this specific client? NAre training manuals, i.e., software procedure manuals, provided during the training? NIs on-line HELP available at the screen level? NIs field level on-line help available at all times? NIs the on-line help customizable by the user without re-compiling? NDoes the system provide dynamic listings of valid codes or text choices at each point where they are used? N

-(Return to Top) -




March 14, 2014

24


IMPLEMENTATION PLAN COVER SHEET Proposers must attach this cover sheet to the proposer’s Automated Time Clock System Implementation Plan information.


March 14, 2014

25


VENDOR BACKGROUND MATERIALS COVER SHEET

All proposers submitting bids for this RFP must attach this cover sheet to any packet of background materials on the proposer’s automated time clock system submission.


March 14, 2014

26



PRICE PROPOSAL AUTOMATED TIME CLOCK TECHNICAL REQUIREMENT COVER SHEET

All proposers must submit this cover sheet attached to the Price Proposal Automated Time Clock Technical Requirement Spreadsheet which is under separate cover from this RFP.


eDi

spla

y

hod

t Cos

t

evel

nsTime & Attendance Software

Syst

em N

ame

Deliv

ery

Met

ho

Enha

ncem

ent

Impo

rtanc

e Le

Vend

or

Expl

anat

ion Time & Attendance Software


For HELP, place the cursor in desired column cell on this row:RESPONSE

TABLE of CONTENTS - - -Vendor Global Issues - - -System Pricing - - -

- - -(Return to TOP) - - -

INTRODUCTION - - -- - -

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 ISSUESVENDOR GLOBAL ISSUES - - -- -

Vendor Contact Data: - -Vendor Name: -Street Address: -City: -State: -State:ZIP: -Country: -Web Site URL: -Sales Contact: -Phone: -Cell Phone: -Cell Phone:Email: -Sales Support Contact: -Phone: -Cell Phone: -Email: -Proposal Name:Proposal Name:

System Name Display -

- -


All Rights Reserved


eDi

spla

y

hod

t Cos

t

evel


Syst

em N

ame

Deliv

ery

Met

ho

Enha

ncem

ent

Impo

rtanc

e Le

Vend

or

Expl

anat




SYSTEM PRICING --

How many users will the proposed system support concurrently? -Is the proposed software licensed by: - - concurrent user? N - user seat? N

-INITIAL ONE-TIME COSTS -

-Initial TOTAL License Cost: -What is the TOTAL, all-inclusive license cost for ALL software needed to build the proposed system? Please enter in the "RESPONSE" column. $0.00

What is the TOTAL, all-inclusive license cost for EACH software needed to build the proposed system? Please enter in the "RESPONSE" column. -

Package A: $0.00

Package B: $0.00

Package C: $0.00

TOTAL License Cost: $0.00

-Requirements Analysis: -If needed, enter the TOTAL cost of performing an "AS-IS" System Evaluation in Column C:

$0.00

If needed, enter the cost of identifying new BPO Opportunities:$0.00

E t th t f f i ll d d B i P R i iEnter the cost of performing all needed Business Process Reengineering:$0.00

TOTAL Requirements Analysis Cost: $0.00

-Installation: -Enter the TOTAL, all-inclusive cost of all software custom programming tasks required before an and ALL soft are needed for the proposed s stem can be 100% a ailable andbefore any and ALL software needed for the proposed system can be 100% available and ready to use by the customer in all its operations: $0.00


All Rights Reserved


eDi

spla

y

hod

t Cos

t

evel


Syst

em N

ame

Deliv

ery

Met

ho

Enha

ncem

ent

Impo

rtanc

e Le

Vend

or

Expl

anat




O f fEnter the TOTAL, all-inclusive cost of all software installation parameter setup or configuration scripting tasks required before any and ALL software needed for the proposed system can be 100% available and ready to use by the customer in all its operations:

$0.00

Enter the TOTAL, all-inclusive cost of all software installation tasks required before any and ALL software needed for the proposed system can be 100% available and ready toand ALL software needed for the proposed system can be 100% available and ready to use by the customer in all its operations: $0.00

TOTAL Installation Cost: $0.00

-Data Conversion: -Data Conversion:What is the cost to convert the customer's existing data in Data file A:

$0.00

What is the cost to convert the customer's existing data in Data file B: $0.00

What is the cost to convert the customer's existing data in Data file C: $0.00

TOTAL Data Conversion Cost: $0 00TOTAL Data Conversion Cost: $0.00

-Test and System Validation: -Enter the TOTAL cost of all Testing & Validation required to implement the system:

$0.00

-Initial Training: -Initial Training: -What is the TOTAL, all-inclusive user training cost for ALL software being proposed in the proposed system? $0.00

-TOTAL INITIAL ONE-TIME COSTS: $0.00

-Expansion Increment:Expansion Increment:What is the next incremental increase in the number of users in the proposed software license agreement? Please enter in the "X" number of users format shown in the response column.

X Users

What is the incremental cost increase required to expand the number of users to the next highest level? Enter this in the $Y Dollars / X number of users format shown in the Response column.

$0.00/X Users


All Rights Reserved


eDi

spla

y

hod

t Cos

t

evel


Syst

em N

ame

Deliv

ery

Met

ho

Enha

ncem

ent

Impo

rtanc

e Le

Vend

or

Expl

anat




-ON-GOING COSTS -

-Per Transaction or Per Occurrence Costs: - Please identify those offerings provided at a flat rate per each transaction or occurrence: -

- Transaction or Occurrence Offering A $0.00g - Transaction or Occurrence Offering B $0.00

- Transaction or Occurrence Offering C $0.00-

On-going Monthly Costs: -Please identify those services, other than support or maintenance, provided at a flat, fixed amount per MONTH: -

- Service Offering A $0.00 Service Offering A $

- Service Offering B $0.00

- Service Offering C $0.00

TOTAL Ongoing Monthly Cost: $0.00

-On-going Yearly Costs: -Please identify those services, other than support or maintenance, provided at a flat, fixed -amount per YEAR: -

- Service Offering A $0.00

- Service Offering B $0.00

- Service Offering C $0.00

TOTAL Ongoing Yearly Cost: $0.00

-Annual Software Support:Annual Software Support: -What is the ANNUAL cost for software support on a normal business day basis for any required software? $0.00

-Annual Software Maintenance: -What is the TOTAL ANNUAL cost for software maintenance, including all version upgrades, for any required software?

$0.00pg y q

-Additional Training -What is the TOTAL, all-inclusive user training cost per day for additional on-site training required to use the proposed system?

$0.00

-


All Rights Reserved


eDi

spla

y

hod

t Cos

t

evel


Syst

em N

ame

Deliv

ery

Met

ho

Enha

ncem

ent

Impo

rtanc

e Le

Vend

or

Expl

anat




TOTAL INITIAL PRICE: $0.00 $0.00

The Total Price includes all costs pertinent to License Fees, Data Conversion, Software Installation, and Initial Training. -

Cost for Additional Training, Annual Support, and Annual Maintenance fees are NOT included in the Total Price above. They are in the Vendor Explanations column beginning in the Price Section.

-

(Return to Top) System Name Display(Return to Top) System Name Display

-(Return to Top) -

--------


All Rights Reserved


March 14, 2014

27

REFERENCE INFORMATION

Submit references of similar customers to whom you have provided similar services (provide at least 3) preferably all clients that are current MUNIS customers. Please use the spreadsheet tab in the Technical Requirements document for submitting references. Use this form, if necessary, for additional references.

Organization NameContact NameTitleAddressAddressEmailPhone Number





USER # 2

USER # 3

USER # 4

USER # 5

Vendor References

Please enter the contact data for organizations who have contracted with your firm to provide software systems similar to the one you are proposing . Include five current customer references, of which at least two must be in the same industry as the Customer. The Customer reserves the right to contact any of the references. Completion of this section is mandatory for advancement.

Current Users:USER # 1


March 14, 2014

28

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY & VOLUNTARY EXCLUSION

Certification Regarding Debarment, Suspension, Ineligibility and

Voluntary Exclusion -- Lower Tier Covered Transactions

This certification is required by the Department of Education regulations implementing Executive Order 12549, Debarment and Suspension, 34 CFR Part 85, for all lower tier transactions meeting the threshold and tier requirements stated at Section 85.110. Instructions for Certification 1. By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below. 2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. 3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. 4. The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered transaction," "participant," " person," "primary covered transaction," " principal," "proposal," and "voluntarily excluded," as used in this clause, have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact the person to which this proposal is submitted for assistance in obtaining a copy of those regulations. 5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated.

6. The prospective lower tier participant further agrees by submitting this proposal that it will include the clause titled ΑCertification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion-Lower Tier Covered Transactions,≅ without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions. 7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may but is not required to, check the Nonprocurement List. 8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. 9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.

Certification (1) The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals are presently debarred,

suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency.

(2) Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall

attach an explanation to this proposal.

NAME OF APPLICANT PR/AWARD NUMBER AND/OR PROJECT NAME

PRINTED NAME AND TITLE OF AUTHORIZED REPRESENTATIVE

SIGNATURE DATE

ED 80-0014, 9/90 (Replaces GCS-009 (REV.12/88), which is obsolete)


March 14, 2014

29

DISCLOSURE OF LOBBYING ACTIVITIES FORM


March 14, 2014

30

Lexington Public Schools

CERTIFICATE OF NON-COLLUSION

M.G.L. Ch. 30B, s10, PROPOSAL PROPOSALS: Certificate of Non-Collusion - MANDATORY The undersigned certifies, under the penalties of perjury, that this proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this section, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club or other organization, entity or group of individuals. Company or Corporation Dated: Authorized Official's Signature ATTESTATION STATEMENT: State Taxes Paid – MANDATORY Pursuant to M.G.L. Ch. 62c 49a, I certify under the penalties of perjury that I, to my best knowledge and belief, have filed all state tax returns and paid all state taxes required under law. State tax paid to using Federal ID or SS# Company or Corporation Dated: Authorized Official's Signature


March 14, 2014

31

CERTITICATE OF AUTHORITY At a duly authorized meeting of the Board of Directors of ________________________ (name of corporation) held on* _______________ at which all the Directors were present or waived notice, it (date) was voted that ______________________, ________________________ of this (name) (office) corporation, be it he or she, hereby is authorized to execute proposal documents, contracts and bonds in the name and on behalf of said corporation, and affix its Corporate Seal thereto, and such execution of any proposal document or contract or obligation in this corporation’s name on its behalf under seal of the corporation, shall be valid and proposaling upon this corporation. ATTEST: ______________________________ (clerk or secretary) Place of Business: ________________________ I certify that I am the clerk/secretary of the ____________________________________ (name of Corporation) and that _______________________________ is the duly elected __________________ (name) (office) and that the above vote has not been amended or rescinded and remains in full force and effect as of the date set forth below. ATTEST: ______________________________ (clerk or secretary) Date:*___________________________________ * This date must be on or before the date of the Contract


March 14, 2014

32

CORPORATE/PARTNERSHIP FORM NOTE: If the Proposer is a corporation, indicate state of incorporation; if a partnership, give full names and addresses of all partners; and if an individual, give residential address if different from business address. Use the following spaces: If a Corporation: Incorporated in what state: __________________________________ President: _______________________________________________ Treasurer: _______________________________________________ Secretary: _______________________________________________ If a foreign corporation (incorporated or organized under laws other than laws of the Commonwealth of Massachusetts), is the corporation registered with the Secretary of State of Massachusetts? Yes __ No __. If the Proposer is selected for the work referred to above, it is required under M.G.L. c.30 §39L to furnish to the awarding Town a certificate of the Secretary of State stating that the corporation has complied with M.G.L. c.181 §§3, 5 and the date of such compliance. If a Partnership: (Name all Partners) Name of Partner: Residence: Name of Partner: Residence: If an Individual: Name: Residence: If an Individual doing business under a firm name: Name of Firm: Name of Individual: Business Address: Residence: Other form of business organization:


March 14, 2014

33

TOWN OF LEXINGTON



PURCHASE AGREEMENT

THIS AGREEMENT (“Agreement” or “Contract”) is made between The Town of Lexington, a municipality of the Commonwealth of Massachusetts, acting through the Lexington Public Schools, as Lexington “TOWN,” and _“VENDOR” whose address is as“VENDOR”. In consideration of these mutual terms and conditions, the parties covenant and agree as follows:

The Vendor will perform all work, provide all services and labor, materials, transportation, supplies, supervision, organization and other items of work and cost necessary for the manufacture, delivery, warranty of those items listed in the Lexington Public Schools Automated Time Clock System RFP.

Definitions/Interpretation

For the purposes of this contract and any additional instruments which may become a part of this contract, the terms “contractor,” “seller” and “Vendor” shall be interchangeable. The terms “buyer,” “owner,” “grantee,” “The Town of Lexington” and “the Town” shall be interchangeable.

Contracting Officer: The School Department Procurement Officer will enter into and administer this contract and make determinations and findings in regard to the contract on behalf of the School Department.

Contractor: The successful bidder to whom a contract is awarded.

Authorized Signature: The person who executes this contract on behalf of the Bidder/Contractor and who is authorized to bind the Bidder/Contractor.

Supplier: Any manufacturer, individual company or agency providing the Products or units, components or subassemblies for inclusion in the Products. Supplier items shall require qualification by type and acceptance tests in accordance with requirements, if any, defined in bidding documents.

Work: Any and all labor, supervision, services, materials machinery, equipment, tools, supplies and facilities called for by the contract and/or necessary to the completion thereof.

Defect: Patent or latent malfunction or failure in manufacture or design of any component or subsystem that causes the Products to cease operating or causes it/them to operate in a degraded mode.


March 14, 2014

34

Invitation for Bids: The document provided by the Town stating the purchase description, evaluation criteria and instructions for completing the bid, and including other materials, as referenced, as well as addenda.

Notice of Award: The written notice sent by the Town notifying the selected Bidder of the award of contract.

Specifications: The written description and statement of necessary requirements of the Products to be provided.

Contract Documents

This Agreement, Request for Proposal and Contractor’s Proposal, conditions, specifications, addenda and modifications constitute the Contract Documents and are complementary. Specific federal and state laws, the terms of this Agreement and the Contract Documents (other than this Agreement), in that order respectively, supersede other inconsistent provisions.

Scope Of Agreement

This order is an offer to purchase and is limited to the terms and conditions contained herein. Any terms and conditions contained in quotations or similar forms of Vendor or that may be proposed in any acknowledgement or acceptance which are additional to or different from these terms and conditions are hereby rejected and shall not become part of the purchase agreement without Contracting Officer’s written consent. The Vendor shall not produce any of the goods covered by this purchase order, or procure any of the materials required in their production, or ship any of such goods to the Town, except to the extent authorized in written instructions furnished to the Vendor by the Town or as necessary to meet specific delivery dates provided in this purchase order. The Town shall have no responsibility for goods for which delivery dates or such written instructions have not been provided. Shipments in excess of those authorized may be returned to the Vendor and the Vendor shall pay the Town for all packing, handling, sorting, loading and transportation expenses in connection with such shipments.

Acceptance Of Material - No Release

Unless the Town otherwise agrees, acceptance of any portion of the Products prior to final acceptance shall not release the Vendor from liability for faulty workmanship, materials, performance or for failure to comply with all of the terms of this Contract. The Town reserves the right and shall be at liberty to inspect all materials and workmanship at any time during the manufacturing process, and shall have the right to reject all materials and workmanship which do not conform with the instructions, contract requirements and specifications; provided, however, The Town is under no duty to make such inspection and no inspection so made shall relieve Vendor from any obligation to furnish materials and workmanship in accordance with the instructions, contract requirements and specifications.


March 14, 2014

35

Modifications

The Town may modify this contract and order changes in the work to be performed under this contract whenever it shall be deemed necessary or advisable to do so. If any such change causes an increase or decrease in the cost of, or the time required for, the performance of any part of the work under this contract, an equitable adjustment shall be made in the contract price or delivery schedule, or both, and the contract shall be modified in writing accordingly.

Term And Termination

Term

The term of this contract will be for five years beginning July 1, 2014 and ending June 30, 2019.

Termination For Convenience

The Town may terminate this Contract for convenience and without cause, in whole or in part, at any time by written notice to the Vendor specifying the termination date. The Vendor shall immediately take all practical steps to minimize its costs to terminate the work. The Vendor shall be paid its actual, necessary and verifiable costs to effect termination including contract closeout costs and a reasonable profit on work performed satisfactorily up to the date of termination. The Vendor shall promptly submit to the Town its termination claim supported by detailed documentation of each cost item claimed in a form satisfactory to the Town.

Termination For Default

If the Vendor does not deliver the Products in accordance with the Contract delivery schedule, or, if the Vendor fails to perform services in the manner called for in the Contract, or if the Vendor fails to comply with any other material provisions of the Contract, the Town, may terminate this Contract in whole or in part, for default if, ten days (or such longer date as the Town may specify in its sole discretion) after the date of the Town’s/School Department’s written notice to the Vendor, the failure of the performance of the Vendor has not been completely cured or the Vendor has not made reasonable progress, as determined by the Town in its sole discretion, to cure the failure. Termination shall be effected by serving a notice of termination on the Vendor’s representative or agent in the Commonwealth of Massachusetts or shall be deemed served three (3) days after mailing said notice to the Vendor’s address by registered mail. Such notice shall set forth the manner in which the Vendor is in default. The Vendor will only be paid the contract price for the Products upon delivery and acceptance, or service satisfactorily performed in accordance with the manner of performance set forth in the Contract; and any other costs shall be borne by the Vendor. The Vendor shall assume and bear all termination and Contract closeout costs, including those of subcontractors, suppliers and vendors.

In the event of a default termination, the Town shall be entitled to withhold any payments then due or to become due to the Vendor, reasonable amounts for damages suffered by the Town as a result of the Vendor’s default and to exercise any other rights or remedies available to the Town at law.


March 14, 2014

36

The Vendor shall also be deemed to be in default upon the occurrence of any one or more of the following events: if Vendor is bankrupt or insolvent; if Vendor makes a general assignment for the benefit of creditors; if a trustee or receiver is appointed for Vendor, or for any of Vendor’s property; if Vendor files a petition to take advantage of any debtor’s act, or to reorganize under any bankruptcy chapter or law; if Vendor repeatedly fails to make prompt payments to vendors, suppliers, subcontractors or others for labor, materials, or equipment; if Vendor disregards laws, ordinances, rules, regulations, or orders of any public body having jurisdiction; if the Vendor fails to correct defect(s) noted during acceptance inspection(s) within sixty (60) days of notification of said defect; and if Vendor violates in any substantial way the provisions of the Contract Documents.

If it is later determined by the Town that the Vendor was not in default, the Town, after establishing a new delivery schedule, may allow the Vendor to continue work without increase in the contract prices, or treat the termination as a termination for convenience. The termination of the Contract for nonperformance shall in no way relieve the Vendor from any of its covenants, undertakings, duties and obligations under this Contract, nor limit the rights and remedies of the Town hereunder in any manner whatsoever.

Delivery Of Goods And Completion Of Services

A. Delivery costs are included in the proposal pricing. Vendor must not charge additional shipping charges in the cost of the items listed on the vendor’s bid pricing form.

B. Time of Performance

The Vendor must deliver the Products within 40 days of the date of Postmark of the purchase order. Failure to deliver or complete the Products within the time specified in the Contract Documents, unless a written extension of time has been granted by the Town, will likely result in damage to the Town. In that event, the Town specifically reserves the right to claim against and recover from the Vendor damages to the Town, whether direct or indirect, caused by or arising from such unexcused delays. In cases where The Town and the Vendor agree that it would be difficult to document damages due to late delivery or performance, it is further agreed this Contract will use a flat fee of $50 (Fifty Dollars) per day, for each and every day the Products are/is not delivered or performed after the agreed upon delivery/completion date. The Town further reserves the right to claim such damages as they occur during the Contract as charges against the Contract. If the Vendor refuses or fails to pay the charges within thirty (30) days of receipt of a written demand from the Town which sets forth the basis for charge, the Town may withhold said damages from any payments then due, or to become due, to the Vendor.

C. Destination for Delivery

The Products shall be delivered to the following destination:


March 14, 2014

37

The Lexington Public School Listed on the Purchase Order with proper attention to information listed as per the Purchase Order.

D. Transportation

All goods shall be properly packed, marked, loaded and shipped as required by this order and the transporting carrier and shipped in a manner which will permit the lowest transportation rates to apply. The Vendor shall reimburse the Town for all expenses incurred due to improper packing, marking, loading or routing.

E. Risk of Loss

Delivery shall not be complete until goods have been actually delivered to and accepted by the Town, notwithstanding any agreement to pay freight, express, parcel post or other transportation charges. The risk of loss or damage in transit shall be upon the Vendor.

F. Delays

The Vendor shall in the event of a delay or threat of delay, due to any cause, in the production or delivery of goods or services hereunder, immediately notify the Town and shall include with such notice all relevant information with respect to such delay or threatened delay. The Vendor shall be liable for any damages resulting from failure to make delivery within the time called for by this order or by any written instructions of the Town, except where: (1) such delay in delivery shall be due to causes beyond the reasonable control of the Vendor; and (2) the Vendor notifies the Town as aforesaid. If the Vendor for any reason cannot comply with the Town’s/School Department’s delivery schedule, the Town, in addition to any other rights or remedies available to it by law or under these terms and conditions, may terminate this purchase order or cancel any shipments thereunder without further liability to the Vendor.

Indemnification And Hold Harmless

The Vendor agrees to indemnify, defend and hold harmless the Town and its agents, officers, boards, committees and employees, except for wrongful or negligent acts of the Town for any and all claims, losses, costs, expenses or damages of any kind resulting from or arising out of the performance of this contract by the Vendor, its officers, agents or employees. If any action, claim or demand is made against the Town, other than for a wrongful or negligent act of the Town, the Vendor agrees to assume the expense and shall pay all costs, charges, attorney’s fees, settlements, judgments or other expenses incurred by or obtained against the Town.

To the extent that the Vendor’s obligations hereunder require the performance of services by the Vendor or work to be done by the Vendor on the Town’s property or on property under The Town’s/School Department’s control, the Vendor agrees: (a) to accept full responsibility for performing all work in a safe manner so as not to jeopardize the safety of The Town’s/School Department’s personnel, property or members of the general public; and (b) to comply with and enforce all The Town Department’s safety and fire protection regulations in all applicable state and municipal safety regulations, building codes or ordinances. For work to be performed in


March 14, 2014

38

certain isolated areas, waivers from specific Town safety and fire protection regulations may be obtained in writing from The School Department’s Contracting Officer.

Patents And Royalties

The Vendor, without exception, shall indemnify and save harmless, the Town and its employees from liability of any kind, including cost and expenses for or on account of any copyrighted, patented or unpatented invention, process or article manufactured or used in the performance of the contract including its use by the Town. If the Vendor uses any design, device or materials covered by letters, patent or copyright, it is mutually agreed and understood without exception that the bid prices shall include all royalties or cost arising from the use of such design, device or materials in any way involved in the work.

Price

The Town will pay according to the attached LEXINGTON PUBLIC SCHOOLS Price Proposal Form, (which is the vendor’s bid pricing sheet), the amount agreed upon in the Vendor’s bid, as full compensation for everything furnished and performed under this Contract, subject to allowable additions and deductions as provided. Payment will be made in accordance with the payment instructions listed below. If no price is specified in this order, the goods or services shall be billed at the price last quoted to the Town or at the prevailing market price, whichever is lower. No extra charges of any kind will be allowed unless specifically agreed to in writing by the Town.

The price quoted in any proposal submitted shall include all items of labor, material, tools, equipment and other costs necessary to fully complete the manufacture, delivery, assembly, installation, accessories, warranty, training of personnel, service manuals, wiring schematics and drawings, if required, pursuant to the specifications and requirements included in the Request for Proposal. It is the intention of the specifications that the Vendor provide complete components and accessories of the type prescribed, ready for operation by Town personnel.

Any items omitted from the specifications which are clearly necessary for the operation of such equipment although not directly specified or called for in these specifications, shall be considered an integral part of the basic specifications of the Products. All parts shall be new. In no case will parts be used, reconditioned or obsolete parts (except for testing). Any one part shall be an exact duplicate in manufacture and design and furnished as specified. Prices quoted are to be firm and final.


March 14, 2014

39

Payment

The Vendor shall be paid, upon the submission of proper invoices or vouchers as follows:

a. All invoices need to be dated, description of items purchased, quantity, price including shipping and handling and total due and should be sent to:

Lexington Public Schools c/o Finance Office 146 Maple Street

Lexington, MA 02420

b. All pricing and or discounts should be in accordance with the bid specifications.

Vendors should not accept any orders for materials or services without an authorized purchase order number. The Vendor shall provide the Town, simultaneously with and as a condition to each payment if the payments are in installments, all documentation necessary to evidence transfer to The Town of full and unencumbered title to the item for which payment is being made. The Vendor will send its applications for payment to:

Lexington Public Schools Attn: Finance Department

146 Maple Street Lexington, Massachusetts 02420

The granting of any payments by the Town shall not constitute in any sense acceptance of the work or of any portion thereof, and shall in no way lessen the liability of the Vendor to replace work or material which does not conform to the contract documents, though the character of such work or material may not have been apparent or detected at the time such payment was made. Materials, components or workmanship which do not conform to the instructions or their contract requirements and specifications, or are not equal to the samples submitted to and approved by the Town, will be rejected and shall be replaced by the Vendor without delay. Taxes No charge by the Vendor shall be made for federal or state excise taxes. The Town, as a municipal corporation of the Commonwealth of Massachusetts, is exempt from federal and state excise tax and such taxes shall not be included in proposal prices. The Town agrees to furnish Vendor, upon acceptance of articles supplied under this order, with an exemption certificate. The Vendor agrees to pay all sales and use tax for which the Town is not exempt, if any. Insurance Vendor shall effect and maintain insurance at its own cost and expense to protect itself from claims under Workers’ Compensation Acts; from claims for damages because of bodily injury including sickness, disease or death of any of its employees; and for damage or destruction of the Products prior to acceptance by the Town.


March 14, 2014

40

Equal Employment Opportunity In connection with the execution of this contract, the Vendor shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, age, sexual orientation, national origin, sexual orientation or presence of any sensory, mental or physical handicap as provided by M.G.L. c. 151 B. The Vendor shall take affirmative action to ensure that applicants are employed, and that employees are treated during their employment without regard to their race, religion, color, sex, age, sexual orientation, national origin or presence of any sensory, mental or physical handicap. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. Vendor further agrees to insert a similar provision in all subcontracts, except subcontracts for standard commercial supplies or raw materials. Hazardous Materials Any materials required by this order that are deemed hazardous will be packaged, marked and shipped by the Vendor to comply with all present and future federal, state and local regulations and will further comply with any special company requirements. This may be noted on the face of the purchase order. Compliance With Laws The Vendor warrants that all goods supplied hereunder will have been produced in compliance with and the Vendor agrees to be bound by all applicable federal, state and local laws, orders, rules and regulations. Special Tooling If all of the costs of any special tooling used in the performance of this order have been charged to this order or to other orders placed by the Vendor, title to such special tooling shall vest in the Town at the option of the Town. Such tooling is to be used only in performance of this purchase order unless otherwise provided by the Town. Delegation And Assignment Neither party to this contract may delegate the performance of this contract to a third party unless mutually agreed in writing. This contract cannot be assigned without the written consent of the other party.


March 14, 2014

41

Notices Any notice or other communication required or permitted hereunder shall be in writing and shall be delivered personally, telegraphed, telexed, sent by facsimile transmission or sent by certified, registered or express mail, postage prepaid. Any such notice shall be deemed given when so delivered personally, telegraphed, telexed or sent by facsimile transmission or, if mailed, two days after the date of deposit in the United States mails, as follows: (A) if to the School Department, to:

Superintendent of Schools Lexington Public Schools Town of Lexington 146 Maple Street Lexington, MA 02420

(B) if to the Vendor: to:

{Contact Name} {Department} {Company Name} {Address} {City}, {State} {Zip Code}

Limitation Of The Town Of Lexington’s Liability In no event shall he Town be liable for anticipated profits or for incidental or consequential damages. The Town’s liability on any claim of any kind for any loss or damage arising out of or connected with or resulting from this agreement or from the performance or breach thereof shall, in no case exceed the price allocable to the goods or services or unit thereof which gives rise to the claim. The Town shall not be liable for penalties of any description. Title And Security Interests If full or partial payment is made to the Vendor prior to the delivery of all goods or the performance of all services hereunder, title to all goods identified to this order at the time of such payment or thereafter shall pass to the Town, and the Vendor shall be deemed a bailee of all goods remaining in its possession, but in no event shall the risk of loss pass to the Town until the goods are delivered to the destination specified herein and accepted. The Vendor agrees to maintain insurance coverage in types and amount satisfactory to the Town for all goods that are or become so identified at any time to this order. Additionally, the Vendor grants to the Town a security interest in all goods that are or may become so identified, which security interest shall be in addition to all other rights of the Town under this order or applicable laws, and the Vendor agrees to execute financing statements or such other documents as the Town may reasonably require to perfect and protect that interest. Merger This Agreement constitutes the entire agreement of the parties. There are no other Agreements, oral or written, which modify or affect this Agreement. This Agreement supersedes any and all provisions on the face and reverse side of any purchase order or any attachment thereto inconsistent with or in addition to the provisions hereof, and this provision constitutes notice by the Town of its objection to any such inconsistent or additional provision. The Agreement may not be amended except in writing signed by both parties to the Agreement.


March 14, 2014

42

Jurisdiction Laws – Venue This Agreement shall be governed by the laws of the Commonwealth of Massachusetts and any action to enforce the Agreement shall be brought in Middlesex County, Massachusetts. The Vendor agrees that if a lawsuit is instituted by the Town for any default on the part of the Vendor, and the Vendor is adjudged to be in default, the Vendor shall pay to the Town all costs and expenses, expended or incurred by the Town in connection therewith, and reasonable attorney’s fees. Warranty Final payment by the Town shall constitute notification to the Vendor of the commencement of the warranty period. In addition to any implied warranties, the Vendor hereby warrants that the Products shall be fit for the intended use and shall be free from defects in and malfunctions arising from workmanship, material and design and shall conform to the requirements of this contract. Inspection, test, acceptance or use of the goods furnished hereunder shall not affect the Vendor’s obligation under this warranty, and such warranties shall survive inspection, test, acceptance and use. If the Town shall give the Vendor notice of any defect, deficiency or non-conformance within twelve (12) months from the date of final payment by the Town, Vendor shall, at no cost to the Town and within a reasonable time, repair or replace all such defective, deficient or non-conforming items. In the event of failure by the Vendor to correct defects in or replace non-conforming goods or services within a reasonable time, The Town may make such corrections or replace such goods and services and charge the Vendor for the cost incurred by The Town thereby. Representations And Certifications Of The Vendor The Vendor hereby represents and certifies under the penalties of perjury:

A. Non-Collusion: The Vendor certifies under penalties of perjury that this proposal has been made and submitted in good faith and without collusion or fraud with any other person. 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.

B. Tax and Contributions Compliance: The Vendor is in full compliance with all laws of

the Commonwealth of Massachusetts relating to taxes and to contributions and payments in lieu of contributions. The Vendor’s social security/tax identification number is .

C. Conflict of Interest: The Vendor certifies that no official or employee of the Town has a financial interest in this bid or in the Contract with the Vendor offers to execute or in the expected profits to arise therefrom, unless there has been compliance with the provisions of M.G.L. c 268A. The vendor certifies that they will require employees to adhere to Conflict of Interest Law as it pertains to public employees and students in this financial arrangement.

D. Licenses and Permits: The Vendor shall obtain all required licenses and permits pertaining to work under this Agreement. The Vendor shall submit copies of such licenses and/or permits upon request.


March 14, 2014

43

E. Debarment or Suspension: The Vendor certifies that it has not been debarred or suspended under M.G.L. c. 29, Section 29F, nor will the Vendor contract for supplies from a debarred or suspended subcontractor on any public contract.

IN WITNESS WHEREOF, This Agreement has been executed in duplicate as of the day and

year written below. Date: _______________________ Approved as to the availability of Executed by: Town of Lexington funds: _____________________________________ _____________________________ Mary Ellen Dunn, Assistant Superintendent Mary Ellen Dunn For Finance & Business Operations Chief Procurement Officer Executed by Vendor: _____________________________________ Authorized Vendor Signature Title _______________________________________________________________________ _____ Vendor Address City/Town Contact Name Contact Phone # _____ Contact Email Address

AUTOMATED TIME CLOCK SYSTEM REQUEST FOR...

Documents

Transcript of AUTOMATED TIME CLOCK SYSTEM REQUEST FOR...