1. Whether companies from Outside USA can apply for this? Response: The City welcomes competitions from all interested offerors.

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1 (804) Fax (804) ADDENDUM #1 DATE: May 11, 2017 REQUEST FOR PROPOSAL: TITLE: Establishment of Electronic, Time, Attendance and Leave Management System DATED: May 02, 2017 DUE DATE: Monday, May 22, 2:30 p.m., EST OPENING DATE: Monday, May 22, 2:30 p.m., EST SUBJECT: Questions and Responses This Addendum supplements, modifies, deletes from or adds to the original Request for Proposal noted above in response to a question(s) received to date, and is made a part of the RFP and resulting contract documents. The City has received over 30 questions in regards to this solicitation and thought it would be prudent to issue this addendum to allow offerors the opportunity to begin preparing responses. We will issue a second addendum responding to any questions received which does not have a response at this time and is received prior to the deadline for question submissions. The second addendum will be issued on or before May 16, A. Questions and Responses 1. Whether companies from Outside USA can apply for this? Response: The City welcomes competitions from all interested offerors. 2. Whether we need to come over there for meetings. Response: The City may require on site meetings with interested offerors, during the negotiation process and after the award of the contract. 3. Can we perform the task related to the RFP outside the USA? Response: Offerors are encouraged to submit the best solution to the needs described in the solicitation documents. Offerors should describe in detail on how they would perform the task as described in the RFP. 4. Can we submit the proposal via ? Purchasing Office City Hall Annex, 103 W. Tabb St. Petersburg, Virginia Response: Please refer to the Section entitled Proposal Preparation and Submission Instructions on Page 8 of the solicitation. 5. How many employees will require 24 x 7 advanced shift scheduling functionality, for licensing purposes? 1

2 Response: 24/7 advanced shift scheduling may be needed for approximately 230 employees. 6. Item f on page 4 of the RFP mentions a need to support other data collection devices, such as timeclocks. Would the City like us to provide a quote on a specific number of timeclocks, or only provide line item pricing? Response: Yes, the City would like offerors to submit a quote with line item pricing with their proposal response. 7. What type of ID method is desired (biometric, proximity reader, mag stripe reader)? Response: The City is interested in Biometric devices. 8. Do employees need to be able to change jobs, add project cost information, etc. directly at the clocking station? Response: Yes, employees many need to change jobs and add project cost information. 9. Does the City prefer that the solution be vendor hosted or hosted on site? Response: They City would like offerors to propose a cloud based vendor hosted solution. 10. I would like to submit a proposal as we have an active Time Management System that covers almost all of the criteria mentioned in the RFP published yesterday. However, with regards to integration with an alternative reader such as Swipe Cards, I would like to know if the City is currently using any such technology, in which case it would be worthwhile for us (since we are a IT solution that can easily be integrated with an additional service) to enquire with your current Swipe Card Service provider as to whether we can integrate their service into our Web Based solution (thereby extending our data input through Swipe Cards), and also, that will help us provide a cost comparison between having such integration done with multiple Swipe Card Technology companies and/or defer such integration for a later code drop as well, as seems more relevant to the project. Response: The City does not have a swipe card technology that s used for timekeeping purposes. 11. Is it desired for the system to be installed on your servers (Customer Hosted)? Or is it desired to have a cloud based solution installed on our servers (Vendor Hosted)? Response: Please refer to the response provided in question # 9 of this addendum. 12. Please confirm 657 is the total number of employees that will be tracked on the system. Does this include all full time part time and seasonal staff? Will the City ever exceed 700 employees throughout the year? Response: It is possible that the City will exceed 700 employees especially during the summer months which is when we offer a summer recreation program which would include seasonal staff. 2

3 13. How many supervisors, managers, administrators will need access to the system to make approvals, edits or run reports? Response: At this time the City does not have a definitive amount of supervisors, managers and administrators. However, we would prefer the that the solution offered is not limited. Supervisors and Managers should have the ability to approve subordinate staff time, attendance and leave in the system. 14. Please confirm the City is interested in interfacing the new time & attendance system with the existing BAI payroll system? Response: Yes, the City is interested in interfacing the new time & attendance system with the existing BAI payroll system. However, it does not need to be real time, it could be systematic uploads. 15. Is it desired for the time clocks to be HID proximity? Or Biometric? Response: Please refer to the response provided in question # 7 of this addendum 16. If proximity is preferred are the current HID cards Indala, iclass, or standard Proximity? Response: N/A 17. How many time clocks should we include in our proposal? Response: Please refer to the response provided in question # 6 of this addendum. 18. Will Advanced Scheduling be part of this scope of work? Advanced Scheduling is defined as employees performing shift swaps, or the system suggesting to managers who is the most qualified/available staff to fill a shift when a shift opens up. Response: Yes, Advanced Scheduling is needed as a part of the scope this is already is currently being performed manually and will need to continue in the proposed electronic solution. 19. How many employees will need to be licensed for Advanced Scheduling? Response: Please refer to the response provided in question # 5 of this addendum. 20. Is it desired for employees to request FMLA leave electronically and then the Time & Attendance system tracks the FMLA case notifying employees and managers when FMLA hours are running out, or that the employee is due back? Response: FML requires medical documentation to be submitted and a formal (written) approval/disapproval given to the employee. The system should track the FML but the FML notation should be made by the Timekeeper/Supervisor. FML is simultaneously granted with sick and vacation leave so the employee can receive pay for the days absent. So, there may be a double tracking/notation for this type of leave. 21. Is it desired for employees to punch in/out form a computer or smart phone? 3

4 Response: Yes, but only from certain physical locations. Possibly network defined. 22. Is it desired for employees to request time off electronically at a computer or smart phone? Response: Yes, the solution proposed should allow employees to request time off electronically at a computer or smart phone. 23. We see the City is interested in a 3 year contract with 2 optional year renewals. For the best possible pricing, would the City be interested in a 5 year contract instead? Response: The City will consider the term of the contract during the negotiation process. 24. Does the City of Petersburg prefer an on premise solution or a cloud based solution? Response: Please refer to the response provided in question # 9 of this addendum 25. If an on premise solution, do you prefer vendor hosted or Petersburg hosted? Response: Please refer to the response provided in question # 9 of this addendum 26. Does the City of Petersburg want personnel skills and certifications data to be available with the Electronic Time, Attendance, Leave Management System? Response: The City does not have a response to this question at this time. 27. Page 4 Item III.1.b. states: The system must have the ability to support an exceptionbased timesheet entry process, which only requires the employee to make adjustments to information that is in the timesheet template. Exception based reporting is used for exempt (salaried) employees. Can you provide a further explanation of exceptionbased and provide examples of exceptions? Response: The City does not have a response to this question at this time. 28. Page 4 Item III.1.f. states: The system must have the ability to support a variety of data collection methods and devices, including (but not limited to) terminals/pc entry, timeclocks, biometric scans, swipe cards, web (electronic timesheet), and manual. i. Is the City of Petersburg asking that time collection devices be quoted as part of this RFP response? Response: Please refer to the response provided in question # 6 of this addendum. ii. If so, what types of devices are preferred? Response: Please refer to the response provided in question # 7 of this addendum. iii. How many devices are needed? 4

5 Response: The City has not determined how many devices are needed at this time. Offerors shall provide with their proposal response a cost per device and the specifications on each device proposed. iv. If no time collection device quote is required, what types of time collection devices does the city already have? Response: The City does not have time collection devices. v. What number of each type of device will be feeding the Electronic Time Attendance Leave Management system? Response: N/A 29. Page 6 Item III.2.s. states: The system must have the ability to process a mass absence. What would constitute a mass absence, i.e. a wide spread flu outbreak with multiple people on sick leave? Response: If the City has to shut down for any reason the system must have the ability to process a mass absence. 30. Page 8 Item III.5.g. states: The system must have the ability to natively integrate with the City s Payroll services. i. Is the City of Petersburg requesting an interface with the city s AS 400/BAI Municipal Software and a corresponding quote for such services as part of this RFP response? Response: YES, the City is interested in interfacing the new time & attendance system with the existing BAI payroll system and a corresponding quote for such services should be included in the proposal response. However, it does not need to be real time, it could be systematic uploads. ii. Or is the City of Petersburg simply requesting that the ability to interface be present if desired in the future? Response: No iii. If requested as part of this RFP, does the City of Petersburg want the interface to be one way or two way? Response: The City requires the interface to be one way but prefers a twoway interface. iv. What data does the City of Petersburg want exchanged as part of a one way or two way interface, i.e. what data should the time/attendance system send/receive, what data should the payroll system send/receive? Response: The City does not have a response to this question at this time. 5

6 31. Page 8 Item V.A.1 states: One (1) original, marked Original, six (6) copies, and one copy on CD of their proposal must be submitted to the Purchasing Office. Will the City of Petersburg accept a flash drive instead of a CD? Response: Yes, the City will accept a flash drive instead of a CD. 32. Page 11 Item V.B.8.f. states: Copies of any State Corporation Commission registrations or local business license. Will the single page State Certification document that names our business fulfill this requirement, or does the City of Petersburg require the full document will all Articles of Incorporation listed? Response: The single page State Certification document is sufficient. 33. Page 12 Item V.B.8.i. states: Please describe three (3) examples of similar programs where your firm was awarded a contract for similar scope and submit three (3) references including contact names, address, e mail address and telephone numbers. References may be involved in the finance industry and relate to services like those requested in the RFP. And Page 29 Exhibit B.4. states: Indicate below a listing of at least five (5) current or recent contracts (at least 6 months), either commercial or governmental, that your firm is servicing, has serviced, or has provided similar service. Include the length of service and the name, address, telephone number of the point of contact, and value. i. Please clarify the total number of references you would like for similar contracts we have undertaken (3) three (as stated on page 12) or (5) five (as stated on page 29)? Response: The City has requested 3 references as well as the offeror data sheet completion in its entirety. ii. Would you also like additional non contract references, i.e. from financial partners? Response: Please refer Exhibit B, item # 4 for a response to this question. iii. In Exhibit B., please clarify value. Would you like the price the product was originally sold for or another value representation? Response: The Value on Exhibit B should be defined as the value of the contract. The offeror must take due notice and be governed accordingly. This Addendum must be acknowledged or your proposal may not be considered. Tangela U. Innis Tangela U. Innis, CPPB, MBA, VCCO, VCO, VCA Operations and Purchasing Manager 6