Carlsbad Municipal Schools Sealed Solicitation
Title: RFP 2022-2023-14 Electronic Timekeeping System
Deadline: 7/21/2023 2:00 PM (UTC-07:00) Mountain Time (US & Canada)
Status: Deadline Expired
Solicitation Number: RFP 2022-2023-14
Description: The Carlsbad Municipal Schools is accepting proposals for the 2023-2024 school year for an electronic timekeeping
system that eliminates duplication of time entry, reduces the need for multiple reviews, and decreases the amount of
time payroll personnel spends during a payroll cycle without sacrificing the high level of accuracy and timeliness.
The district pays approximately 1,000+ employees per pay period.
Documents:
| Documents as of 6/12/2023 |
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Question 1
Posted: 6/13/2023
Question: How many employees should we quote, who will use the system to report their time, leave or both?
Response: Approximately 1,050
Question 2
Posted: 6/13/2023
Question: Is there a need to allow employees to use the time and attendance system for time off requests and the viewing of their leave balances?
Response: We would like for it to track work time, but it must interface with Frontline for absence information.
Question 3
Posted: 6/13/2023
Question: What self-service tools would be important to have available for employees from the physical time clocks, mobile apps, or WebClock? i.e. viewing of hours, requesting time off, viewing leave balances, selecting comp time versus overtime, adding notes for managers, etc..
Response: Multiple options are needed for clocking in and out through phone app, personal device, or scanning systems at different locations. We do not want it to be our primary source for requesting time off or viewing leave balances. Will will only track time for overtime purposes. We want the capability of adding notes for supervisors.
Question 4
Posted: 6/13/2023
Question: Are there any employees who work multiple positions and could possibly receive a blended or weighted overtime based on their different rates of pay?
Response: We have employees who work multiple positions at various locations. They will possibly receive blended or weighted overtime rates. All time entered is routed to the supervisor for review and approval. Employee base schedule should be pre-programmed in the system. Capability for pre-approval of work time past the work schedule.
Question 5
Posted: 6/13/2023
Question: Would it be helpful to the District to track additional duties of other employees such as teachers who provide afterschool tutoring, or collect tickets at a sporting event? If so, are they included in your employee count?
Response: Yes, this is needed. It would be beneficial to be able to track the rates for the additional duties.
Question 6
Posted: 6/13/2023
Question: Would it be helpful to the District to track time spent on grants for such areas as Title 1, etc.? If so, are these employees included in your employee count?
Response: Yes, we need to track hours by grant area.
Question 7
Posted: 6/13/2023
Question: How does the district want employees to clock in/out? Via physical time clock that is wall mounted, via WebClock, or mobile app with Geo-Fencing?
Response: Multiple options are needed for clocking in and out through phone app, personal device, or scanning systems at different locations. We do not want it to be our primary source for requesting time off or viewing leave balances. Will will only track time for overtime purposes. We want the capability of adding notes for supervisors.
Question 8
Posted: 6/13/2023
Question: What type of time clock devices would be desired to quote? ID number, Bar Code Swipe, Magnetic Swipe, RFID/Proximity, or Biometric Finger?
Response: All proposed systems will be considered.
Question 9
Posted: 6/13/2023
Question: How many physical time clock devices are desired for the quote in the RFI?
Response: We have multiple school sites with multiple buildings. We would like a per unit quote as opposed to a set number of units.
Question 10
Posted: 6/13/2023
Question: Are there any other systems in the Districts technology footprint beyond Infinite Visions and Frontline that the time and attendance system should be able to communicate with such as a transportation system like Zonar, etc..?
Response: No
Question 11
Posted: 6/13/2023
Question: For 9 and 10 month employees, are they on stretch or annualized pay? If so, are you just reporting the exception of their hours into Infinite Visions?
Response: Yes. We are reporting the exception.
Question 12
Posted: 6/13/2023
Question: Are there any instances where the District would use comp time instead of overtime? And vice versa? If so, is that an employee choice?
Response: No. Comp time is not recognized.
Question 13
Posted: 6/13/2023
Question: What is your current process for tracking and reporting employee’s hours, and what challenges are you facing with it?
Response: We are currently using a paper timesheet tracking mechanism that is extremely cumbersome and unreliable.
Question 14
Posted: 6/15/2023
Question: 4.1 Scope of Work: Specifications: it states "Must interface with Frontline Education software." Question: Is this specifically meaning Aesop?
Response: Yes, the district utilizes Frontline/AESOP.
Question 15
Posted: 6/15/2023
Question: Will district be purchasing time clocks? If yes, are you wanting Biometrics, Facial Recognition, Bar Code Smart Card, Proximity Badges?
Response: All equipment necessary to implement the selected system will be purchased. All proposed time clock systems will be considered.
Question 16
Posted: 6/15/2023
Question: Is there a price sheet format that you are wanting to follow?
Response: No, a specific price sheet format is not included in the RFP. Please include itemized pricing in your proposal.
Question 17
Posted: 6/15/2023
Question: Is there a TCO that we need to follow to make sure that the district is comparing apples to apples?
Response: No
Question 18
Posted: 6/15/2023
Question: For onsite training support: What does that look like? How many days onsite? How many people per session? Any scope around this so that we can price appropriately.
Response: The training plan will be dependent on the system selected and the implementation requirements specific to that system. Training Sessions will be scheduled by employee groups to address specific department needs. Training will also include specific pay options for various employee groups, such as upgrades, overtime, call outs, increments, etc.
Question 19
Posted: 6/15/2023
Question: Does the district have budget allocated for this RFP?
Response: Yes, a budget is allocated for this RFP.
Question 20
Posted: 6/15/2023
Question: Can you please verify timeline for this RFP, when is your anticipated go live?
Response: The district would prefer to move forward with this project on a fast track and implement it as quickly as possible.
Question 21
Posted: 6/15/2023
Question: For employee count, does the 1000+ employee number include substitutes?
Response: Yes
Question 22
Posted: 6/15/2023
Question: Will the district be utilizing Federal funds?
Response: No
Question 23
Posted: 6/15/2023
Question: Is the district looking to track grant funding to employees time?
Response: Yes
Question 24
Posted: 6/16/2023
Question: Does the District desire a cloud based (Vendor Hosted) solution? Or an on premise (Customer Hosted) solution?
Response: We would like to see pricing for both cloud based (Vendor Hosted) and premise (Customer Hosted) solution.
Question 25
Posted: 6/16/2023
Question: How many total employees need to be tracked on the system? (please consider your busiest month of the year when answering)
Response: Approximately 1,050.
Question 26
Posted: 6/16/2023
Question: How many supervisors, managers, administrators will need access to the system to make approvals, edits or run reports?
Response: Approximately (50) employees, with option for additional employees if needed.
Question 27
Posted: 6/16/2023
Question: How many time clocks should we include in our proposal?
Response: We have multiple school sites with multiple buildings. We would like a per unit quote as opposed to a set number of units.
Question 28
Posted: 6/16/2023
Question: Is it desired for the time clocks to be Biometric Finger, Biometric Facial Recognition, or HID proximity (Card Swipe)? If proximity is preferred will the new Vendor provide the HID cards? or will we be asked to work with the Districts existing HID cards?
Response: All equipment necessary to implement the selected system will be purchased. All proposed time clock systems will be considered.
Question 29
Posted: 6/16/2023
Question: Will a flat file import/export be acceptable for the interface to Munis?
Response: N/A The District does not use Munis.
Question 30
Posted: 6/16/2023
Question: Will Advanced scheduling be included in this scope of work? (Advanced scheduling is defined as employees who need to do Shift swaps, vacation bidding, or having scheduling rules in the system which automatically assign the correct employees to open shifts)
Response: Yes
Question 31
Posted: 6/16/2023
Question: If Advanced scheduling is needed.. how many employees will need to be licensed for it?
Response: Approximately (20) employees.
Question 32
Posted: 6/16/2023
Question: Is FMLA Case Management required? Defined as the new time & attendance system automating the process of requesting FMLA leave, allowing employees to fill out required forms directly in the new Time & Attendance system, and tracking the open case, automatically alerting employees/managers when an employee is due back or running out of FMLA time
Response: No, FMLA case management is not required.
Question 33
Posted: 6/16/2023
Question: Is it desired for employees to punch in/out from a computer or smart phone?
Response: A variety of options for employee use are desired.
Question 34
Posted: 6/16/2023
Question: Will any employees be allowed to either fill out their timesheets online, or have their timesheets auto populate based on their schedules?
Response: Both options will be considered provided the auto populate option allows for a simplified amendment option.
Question 35
Posted: 6/16/2023
Question: Is it desired for employees to request time off electronically at a computer or smart phone?
Response: The Frontline system will be used to track absences.
Question 36
Posted: 6/16/2023
Question: Do employees need to be able to view timesheets, view schedules, or request time off from the time clock? or will the ability to do these functions at a computer /smartphone suffice?
Response: It would be beneficial for employees to be able to view timesheets and schedules. We would like for it to track work time, but it must interface with Frontline for absence information. All proposed systems will be considered.
Question 37
Posted: 6/16/2023
Question: Our Standard Contract Term is 5 years. Is the District open to a 5 year contract term for the best possible pricing?
Response: Please refer to 1.2 in the RFP
Question 38
Posted: 6/16/2023
Question: Has the District viewed any demonstrations of timekeeping systems prior to the release of this RFP? If so Which Vendors provided a demonstration?
Response: No demonstrations for a timekeeping system for district-wide use have been viewed. The last demonstrations viewed were over 4 years ago.
Posted: 6/13/2023
Question: How many employees should we quote, who will use the system to report their time, leave or both?
Response: Approximately 1,050
Posted: 6/13/2023
Question: Is there a need to allow employees to use the time and attendance system for time off requests and the viewing of their leave balances?
Response: We would like for it to track work time, but it must interface with Frontline for absence information.
Posted: 6/13/2023
Question: What self-service tools would be important to have available for employees from the physical time clocks, mobile apps, or WebClock? i.e. viewing of hours, requesting time off, viewing leave balances, selecting comp time versus overtime, adding notes for managers, etc..
Response: Multiple options are needed for clocking in and out through phone app, personal device, or scanning systems at different locations. We do not want it to be our primary source for requesting time off or viewing leave balances. Will will only track time for overtime purposes. We want the capability of adding notes for supervisors.
Posted: 6/13/2023
Question: Are there any employees who work multiple positions and could possibly receive a blended or weighted overtime based on their different rates of pay?
Response: We have employees who work multiple positions at various locations. They will possibly receive blended or weighted overtime rates. All time entered is routed to the supervisor for review and approval. Employee base schedule should be pre-programmed in the system. Capability for pre-approval of work time past the work schedule.
Posted: 6/13/2023
Question: Would it be helpful to the District to track additional duties of other employees such as teachers who provide afterschool tutoring, or collect tickets at a sporting event? If so, are they included in your employee count?
Response: Yes, this is needed. It would be beneficial to be able to track the rates for the additional duties.
Posted: 6/13/2023
Question: Would it be helpful to the District to track time spent on grants for such areas as Title 1, etc.? If so, are these employees included in your employee count?
Response: Yes, we need to track hours by grant area.
Posted: 6/13/2023
Question: How does the district want employees to clock in/out? Via physical time clock that is wall mounted, via WebClock, or mobile app with Geo-Fencing?
Response: Multiple options are needed for clocking in and out through phone app, personal device, or scanning systems at different locations. We do not want it to be our primary source for requesting time off or viewing leave balances. Will will only track time for overtime purposes. We want the capability of adding notes for supervisors.
Posted: 6/13/2023
Question: What type of time clock devices would be desired to quote? ID number, Bar Code Swipe, Magnetic Swipe, RFID/Proximity, or Biometric Finger?
Response: All proposed systems will be considered.
Posted: 6/13/2023
Question: How many physical time clock devices are desired for the quote in the RFI?
Response: We have multiple school sites with multiple buildings. We would like a per unit quote as opposed to a set number of units.
Posted: 6/13/2023
Question: Are there any other systems in the Districts technology footprint beyond Infinite Visions and Frontline that the time and attendance system should be able to communicate with such as a transportation system like Zonar, etc..?
Response: No
Posted: 6/13/2023
Question: For 9 and 10 month employees, are they on stretch or annualized pay? If so, are you just reporting the exception of their hours into Infinite Visions?
Response: Yes. We are reporting the exception.
Posted: 6/13/2023
Question: Are there any instances where the District would use comp time instead of overtime? And vice versa? If so, is that an employee choice?
Response: No. Comp time is not recognized.
Posted: 6/13/2023
Question: What is your current process for tracking and reporting employee’s hours, and what challenges are you facing with it?
Response: We are currently using a paper timesheet tracking mechanism that is extremely cumbersome and unreliable.
Posted: 6/15/2023
Question: 4.1 Scope of Work: Specifications: it states "Must interface with Frontline Education software." Question: Is this specifically meaning Aesop?
Response: Yes, the district utilizes Frontline/AESOP.
Posted: 6/15/2023
Question: Will district be purchasing time clocks? If yes, are you wanting Biometrics, Facial Recognition, Bar Code Smart Card, Proximity Badges?
Response: All equipment necessary to implement the selected system will be purchased. All proposed time clock systems will be considered.
Posted: 6/15/2023
Question: Is there a price sheet format that you are wanting to follow?
Response: No, a specific price sheet format is not included in the RFP. Please include itemized pricing in your proposal.
Posted: 6/15/2023
Question: Is there a TCO that we need to follow to make sure that the district is comparing apples to apples?
Response: No
Posted: 6/15/2023
Question: For onsite training support: What does that look like? How many days onsite? How many people per session? Any scope around this so that we can price appropriately.
Response: The training plan will be dependent on the system selected and the implementation requirements specific to that system. Training Sessions will be scheduled by employee groups to address specific department needs. Training will also include specific pay options for various employee groups, such as upgrades, overtime, call outs, increments, etc.
Posted: 6/15/2023
Question: Does the district have budget allocated for this RFP?
Response: Yes, a budget is allocated for this RFP.
Posted: 6/15/2023
Question: Can you please verify timeline for this RFP, when is your anticipated go live?
Response: The district would prefer to move forward with this project on a fast track and implement it as quickly as possible.
Posted: 6/15/2023
Question: For employee count, does the 1000+ employee number include substitutes?
Response: Yes
Posted: 6/15/2023
Question: Will the district be utilizing Federal funds?
Response: No
Posted: 6/15/2023
Question: Is the district looking to track grant funding to employees time?
Response: Yes
Posted: 6/16/2023
Question: Does the District desire a cloud based (Vendor Hosted) solution? Or an on premise (Customer Hosted) solution?
Response: We would like to see pricing for both cloud based (Vendor Hosted) and premise (Customer Hosted) solution.
Posted: 6/16/2023
Question: How many total employees need to be tracked on the system? (please consider your busiest month of the year when answering)
Response: Approximately 1,050.
Posted: 6/16/2023
Question: How many supervisors, managers, administrators will need access to the system to make approvals, edits or run reports?
Response: Approximately (50) employees, with option for additional employees if needed.
Posted: 6/16/2023
Question: How many time clocks should we include in our proposal?
Response: We have multiple school sites with multiple buildings. We would like a per unit quote as opposed to a set number of units.
Posted: 6/16/2023
Question: Is it desired for the time clocks to be Biometric Finger, Biometric Facial Recognition, or HID proximity (Card Swipe)? If proximity is preferred will the new Vendor provide the HID cards? or will we be asked to work with the Districts existing HID cards?
Response: All equipment necessary to implement the selected system will be purchased. All proposed time clock systems will be considered.
Posted: 6/16/2023
Question: Will a flat file import/export be acceptable for the interface to Munis?
Response: N/A The District does not use Munis.
Posted: 6/16/2023
Question: Will Advanced scheduling be included in this scope of work? (Advanced scheduling is defined as employees who need to do Shift swaps, vacation bidding, or having scheduling rules in the system which automatically assign the correct employees to open shifts)
Response: Yes
Posted: 6/16/2023
Question: If Advanced scheduling is needed.. how many employees will need to be licensed for it?
Response: Approximately (20) employees.
Posted: 6/16/2023
Question: Is FMLA Case Management required? Defined as the new time & attendance system automating the process of requesting FMLA leave, allowing employees to fill out required forms directly in the new Time & Attendance system, and tracking the open case, automatically alerting employees/managers when an employee is due back or running out of FMLA time
Response: No, FMLA case management is not required.
Posted: 6/16/2023
Question: Is it desired for employees to punch in/out from a computer or smart phone?
Response: A variety of options for employee use are desired.
Posted: 6/16/2023
Question: Will any employees be allowed to either fill out their timesheets online, or have their timesheets auto populate based on their schedules?
Response: Both options will be considered provided the auto populate option allows for a simplified amendment option.
Posted: 6/16/2023
Question: Is it desired for employees to request time off electronically at a computer or smart phone?
Response: The Frontline system will be used to track absences.
Posted: 6/16/2023
Question: Do employees need to be able to view timesheets, view schedules, or request time off from the time clock? or will the ability to do these functions at a computer /smartphone suffice?
Response: It would be beneficial for employees to be able to view timesheets and schedules. We would like for it to track work time, but it must interface with Frontline for absence information. All proposed systems will be considered.
Posted: 6/16/2023
Question: Our Standard Contract Term is 5 years. Is the District open to a 5 year contract term for the best possible pricing?
Response: Please refer to 1.2 in the RFP
Posted: 6/16/2023
Question: Has the District viewed any demonstrations of timekeeping systems prior to the release of this RFP? If so Which Vendors provided a demonstration?
Response: No demonstrations for a timekeeping system for district-wide use have been viewed. The last demonstrations viewed were over 4 years ago.