Aiden and Glover Limited

Transcription

1 Request for Proposal for a Biometric Employee Time and Attendance Management System Submittal Deadline: July 7 th, 2017 Aiden and Glover Limited invites qualified vendors to submit responses to its Request for Proposal (RFP) to furnish an Employee Time and Attendance System. Proposals are to include: 1) Pricing for a one time purchase of a turnkey software package and hardware package; OR 2) Pricing for a one time purchase of a turnkey software package and a renewable maintenance, support and upgrade contract. In addition, provide unit cost pricing for power and Ethernet connections. This Request for Proposals (RFP) is part of a procurement process that helps us serve our clients best interests. It provides a formal and unrestrictive opportunity for the our client to consider the services of responding vendors. The process being used in this case should not be confused with the process of competitive sealed bidding. The latter process is usually used where the goods and services being procured can be precisely described and price is generally the determining factor. Questions about this process or the requirements must be in writing to info@aidenandglover.com This RFP is broken into specific sections, which set out various requirements and itemized needs to be addressed by the vendor in its proposal. The specific sections are: I. Preface II. Background Information III. Formal Submission Instructions IV. Format of the Submitted Proposal V. Requirements VI. Evaluation Criteria 1

2 Background Our client currently employs 50,420 staff members distributed over 1434 locations with a manual method of recording hours worked. A register is signed daily in each department and the supervising officer s rule a line to indicate cut-off time at 8:15 a.m. Signing out at end of workday is not strictly adhered to as most departments do not enforce it. This makes it impossible to accurately determine the number of hours worked daily for the entire civil service staff. Implementation of an effective Time and Attendance System with Biometric capture front-end is therefore necessary to ensure proper management of accurate attendance related information Formal Submission Instructions Proposals shall be submitted (one original, two copies and one soft copy) by Friday, July 7 th, 2017 at 11:00 A.M. Central Standard Time to: Managing Director Aiden and Glover Limited Left Wing, Ground floor, Plot 859, Bishop Aboyade Close, Victoria Island Lagos Envelopes must be clearly marked on the outside as Biometric Time and Attendance System Proposal. The proposal shall address your proposed technical approach to furnishing a Biometric Employee Time and Attendance system to our client and shall address all informational, functional and general requirements of the RFP document. The proposal shall also include an itemized cost proposal for the scope of the services and deliverables required by this RFP. At a minimum, the cost proposal shall include itemized cost data for employee biometric time and attendance software licensing, hardware costs, installing, training and maintenance. Any cost not accounted for in these categories that would be part of your solution shall be included in your cost proposal. Payment terms will be negotiated and be based on deliverables and milestones of the project. Under no condition will payments be made prior to delivery of any services or products to be furnished. Prices proposed must be valid until 12/27/2017. The proposal must be signed and dated by an individual authorized to enter into a binding agreement in the name of the vendor. Late proposals will not be accepted. 2

3 The proposal shall be presented in a format that can easily be incorporated into a contract between the Proposer and Aiden and Glover Limited encompassing the guidelines detailed in the RFP and required by our client. Aiden and Glover Limited reserves the right to reject any and all proposals and to waive any informalities in the proposals received. IV. Format of the Submitted Proposal Please respond by following the numbering scheme used in this RFP A. The Technical Proposal 1. The Firm a. Name and address of firm. b. The name of the contact person that Aiden and Glover Limited should contact for questions and clarifications concerning your company s proposal, please include phone number and address. c. Organizational structure of the firm including subsidiaries, partnerships, or parent firm. d. An explanation of your approach to problem resolution and how your firm will deal with problems that may arise in the operational use of your software and/or time capturing devices. (e.g. is a third party responsible for supporting the devices or does your firm do it?) 2. References and Clients a. A representative listing of references that Aiden and Glover Limited may contact. Please include references where the firm has performed and completed engagements similar to this RFP, preferably from the public sector, and a brief (one or two sentences) description of the application provided. Include the length of the relationship you have had with each client you use as a reference. Please include contact information for each reference. b. List all clients who are governmental agencies. 3. The Technical Proposal a. Please provide a specific and affirmative response to each of the requirements set out in section V of this RFP. Failure to respond to any of the items may eliminate your proposal from any further consideration. b. Specify the minimum, recommended, and optimal server and storage hardware required to support the system, assuming current employment of about 53,000 employees. 3

4 c. Include a formalized list of information, space, equipment, staff, or other resources needed by the vendor to complete this project to the extent the vendor expects Aiden and Glover Limited to provide such resources. d. Include any other information that would assist Aiden and Glover Limited in evaluating your company s experience and ability to furnish the requirements of this RFP. e. A signature and title of an officer or other individual of your firm authorized to enter into contracts on the firm s behalf. B. The Cost Proposal All costs must be included in your response. Our client shall not entertain any claims for extra costs not specifically stated in the proposal and agreed to in the contract. 1. A description of the services offered by the firm and the billing rates for these services in accordance with the requested services as described in the RFP. a. The cost of the software itself. b. The cost of installation and implementation of the system c. A description of the training expenses. d. State the cost of any specialized equipment called for in the proposal and the length of time of any warranty on the equipment. Separately state the cost per year of extending the original warranty. Assume 1,500 Time capturing devices. Pricing for optional time capturing devices may be included provided the options are clearly marked. e. Please include the names and addresses of any subcontractors and the portion of your proposal to be assigned to them as part of your cost proposal. (e.g. Training will be performed by xxxx. Time clocks will be acquired through yyyy.) f. A description of any licensing, maintenance, and support fees associated with any software employed in the proposed applications. These fees should be listed as follows: i. Total fees for the first year. ii. Total fees for a 3 year-period. iii. Total fees for a 5-year period. V. Requirements The system shall be capable of all the functions listed in this section. Failure to respond positively to any of the items will eliminate your proposal from any further consideration. Capturing device Time capturing devices shall be capable of holding 144 hours of employee data. The capturing devices must be rugged and easily movable with a minimum of 1 year warranty with hardware replacement The capturing devices shall be capable of network connectivity via Ethernet/Wi-Fi/USB for interconnectivity with Workstations/Server. 4

5 The capturing devices must be capable of support real-time communication with central system and offline operations for subsequent synchronization with central system Time capturing devices shall not require polling It is mandatory that time capturing devices be capable of using Biometrics (Fingerprint) as primary source of employee input Describe entire process of how an employee would clock in/out if they were in a remote location, with time capturing device but no network The system shall support multiple schedules and shifts based on Ministries, Departments or Agencies and job function, as setup in the central system The time capturing device or the system shall allow restriction to use the terminal to certain employees at certain times of the day The system shall be synchronized for all time capturing devices based on central server time Time capturing devices shall indicate a successful or unsuccessful punch Time capturing communication protocol and connectivity shall not be proprietary but rather industry standard to allow for expansion/replacement Give a description of the biometric data collection devices supported by the system including the manufacturer and configuration For magnetic card swipe devices, what information is required to be encoded on the card? Which track is used? Can the data collection devices be installed in any physical environment? What communication protocol is utilized by the system? Describe how the device communicates with the data collection devices. What is the maximum clock memory? Are your time capturing devices proprietary How are the capture devices programmed? (Locally, remotely, etc.) Do the clocks have the ability to store captured punches in the event of a power failure? How long and how much capacity? Is it possible for employees to clock using different collection devices? Describe the site preparation/infrastructure requirements for the data collection devices. Describe how hardware maintenance is handled for the data collection devices during and subsequent to warranty period. (mail in, on-site, exchange/swap, etc.) Describe the warranty period and process for the time collection devices. Under the hardware maintenance contract, are replacement time collection devices provided for and maintained at the customer site? What is the timeframe for receiving replacement equipment? System Be able to easily support the following over existing LAN/WAN: 1700 (minimum) concurrent application users (i.e. Supervisors, Administrative Assistants, System Administrators, capture devices etc.) 5

6 53,000 (minimum) clocking employees per day The system will be scalable to handle the addition of new locations. The system should accommodate multiple concurrent users. The system should be highly configurable based upon client-defined rules. The system must be able to accrue and track multiple types of leave including vacation, sick, Personal, professional, docked time/suspension etc. The system must support employees working in multiple jobs or departments during the course of a pay cycle The supplier must provide a test environment. What is the availability of the environment to and what is the process to migrate to production? Is your application web-enabled or web-based? Do any application components require JavaTM applets, ActiveX controls, or other plug-ins? Identify software that must be installed on the desktop. Identify minimum hardware and software requirements. Please list all supported browsers and browser versions. Please provide a brief description of your overall software architecture. Include information about how scalability is achieved with your architecture model. The entire system should be able to run on multiple server platforms for maximum scalability and redundancy. Please list all supported platforms. The system must run on an industry standard relational database management system, preferably MySQL. Please list supported. The system should use standard HTTP APIs. Integration The system should be configured to interface with our Biometrics collection and Payroll system. The system will perform a client-defined extract of time and attendance data and convert the data into appropriate formats for export to payroll or other 3rd party systems. The system will interface with and transfer time entry information to our MySQL based payroll system for the pay period. The system must integrate easily with 3rd party applications. Please describe the mechanism by which this is achieved. What types of data can be imported or exported? With what third party applications can the system exchange data? How are data exchanges scheduled or are they executed manually on demand? How does the data exchange execution affect system operation? In other words, must the data exchange be completed before the user can perform other tasks? How does the system support incremental data exchange? 6

7 Reporting How can data be manipulated or transformed during import or export? The system should be capable of integration with other applications such as MySQL based Payroll system, InnovatricsWebAFIS Biometric system (MySQL) and SAP We are interested in synchronizing employee data from MySQL to the system. The system should allow us to specify which fields and values to transfer from MySQL. Explain how the system shall produce the following pre-defined reports using accurate, up-to-the-minute data: Individual employee time sheet, Daily hours by time by Schedule/employee/Ministry/department/Agency, Biweekly hours by Schedule/employee/Ministry/department/Agency, Monthly hours by Schedule/employee/Ministry/department/Agency, Exception report by employee/ministry/department/agency, Absentee report by employee/ministry/department/agency, Punch detail, Weekly time card by employee/ministry/department/agency, Employee schedules, History/archival reports, Punch edits history. Reports shall be available containing history (weekly, biweekly, monthly, annual, etc.) of various data including late punches, absenteeism, etc. Full data model and detailed database table descriptions. All Reports shall be available in user selected format: HTML, PDF, TXT and Excel spreadsheet No time entered report: Can the system shows employees with no time entered by certain status. Access report: Displays employees, timekeepers, managers, etc. that have access to system. Error report for transfer of data from time and attendance system to the payroll system. The system should allow query and ad hoc report definitions to be saved and used again. The system should have the ability to print any screen without leaving the active screen. The system should have the ability to send report output to screen, printer, or file. The system should have the ability to export the query result to other standard format applications such as Access, Word, or Excel. The system should have the ability to cancel a report while it is in process of printing. 7

8 The system should allow report selection criteria such as date range or employee group. The system should have a built-in ad-hoc report generator. Security The system must support role based security. Please describe how the role based security works. Who defines the roles? Is there a limit to the number of roles that may be held by one person? The system must have a means by which a security administrator can limit users' access to screens, reports, and data. Explain the means by which the security administrator can limit users' access (e.g. by person, by role, by other measures, and how accomplished?) The system must support multiple authentication methods. The system must be able to communicate over SSL. The system must provide options to control password security, and must include a method to reset user passwords. Please describe them. The system must provide options to control password security, including encryption, complexity, and change password intervals. Describe your password capabilities. The system must have options to control the period when passwords expire. The system must not allow the reuse of prior passwords. The system must restrict access to a specific employee's data to only those users authorized to view that employee's data. Describe how the solution restricts access to employee data. The system should allow only client-defined users to view sensitive information. The system should allow administrators the ability to override system policies. The system should provide application-level User ID's and passwords for stand-alone operation. The system should provide a full audit trail of all system modifications and database changes. The audit trailshould be printable and viewable online. The system should provide data validation abilities for all non-free form data fields. The system should provide the ability to create and expire user passwords, and group users under one grouptype, but with individual user passwords. The system should provide data locking in a multi-user environment. How does the system security function restrict entry to the database, so unauthorized entry is not possiblethrough a third party application? How does the system include data recovery and data restore within the application? How does the system include database backup within the application? The system should support free form fields. Describe any size limitations. 8

9 Do the system data fields use basic word processing features such as spell check, word-wrap, cut, copy andpaste? Please describe your archival process to get records out of the active database. Please describe your purge process to remove records from the system. The system should use SSL to encrypt data for secure access over the Internet. Please explain in detail thesecurity architecture around any technical file transfer options. Please describe in some detail how you will be protecting the information that will be used by the system. The system must support database encryption. Describe in some detail how you will protect the information inthe data base, including database encryption support and impact on performance. The system must support session time-outs, and time-out periods should be definable by the administrator. The system must support the ability to view vs. update or edit data for users by role or profile. The system must provide for logs of user activity in the solution. The system must clearly record the user associated with an entry, including date/time stamp. What physical security measures will be put in place to protect capturing devices from vandalization, theft and natural disasters? In locations without power supply or irregular power supply, what alternative power supply will your company provide Business Considerations Describe the medium and long-term development strategy for the system. Describe the medium and long-term development strategy for your company. The software licensing model must be based on the number of active employees only. Licenses based on managers, concurrent users, or other models will not be considered. Will you provide source code for the system application? How many versions of the system does the vendor support under the maintenance agreement? How are patches and upgrades deployed to customers? Does the system provide an automatic link to the vendor's web site? How many upgrades does the vendor release per year? How much time does the vendor allow the client for upgrading the system to the newer release? What type of professional assistance does the vendor provide for upgrades? 9

10 The selected vendor shall provide professional software application training for the system. Training must include hands-on practice along with helpful training materials. The system should include a comprehensive users' manual documenting all functions and operations of the system. EVALUATION CRITERIA: Points will be given in each criteria and a total score will be determined. The maximum points available for each criterion are identified below: Company Viability: experience, customer service, organizational maturity, market share and flexibility. Technical Architecture Profile: programming management and methodology, application and hardware, technical architecture, technical support abilities, integration capabilities, customer needs assessment, implementation and roll-out methodology. Product Feature Profile: current features and capabilities and their ability to meet our business processes, proven scalability, stability, extensibility, interoperability, flexibility, ease of use, maturity and future direction. Cost Proposal by Option: the total system and other costs related to implementation, training, resource requirements, software and hardware maintenance, complexity and licensing costs, ongoing maintenance costs. 10