Time and Attendance Software Solution

The Vendor is required to provide all labor, materials, software, hardware and travel required to provide a comprehensive time and attendance solution with integrated biometrics to fulfill the time accounting, reporting and controlling needs of the city.
- Provider must work with the city information technology staff on each networked installation to ensure that all networked services are installed and functioning properly.
- Provider shall provide a Solution that meets the following specifications:
•    Integrates with the city current financial accounting system MUNIS
•    Supports proximity detection and allows for punches to be generated by telephone, computer, and/or biometric clock (to allow for mobility work such as field workers).
•    Solution that is cloud-based (SaaS) housed and secured within the country.
•    Built-in import/export functionality for schedules, punches, reports and financial data both in real-time and on a scheduled basis, as defined by the city.
•    Feeds specific information to the city financial system each pay period for each employee, including but not limited to time, attendance and budget distribution.
•    Communicates, each pay period, back to the city financial system all approved time and attendance records which have been approved by both departmental supervisor and the accounting/finance department.
•    Provides a detailed audit trail whereby payroll staff may track attendance records and changes related to individual records.
•    Allows for multiple levels of supervisory approval via workflow which supports groups and subgroups from the city.
•    Allows authorized employees to roam punch (be able to punch in or out at more than one clock location).
•    Enables employees and supervisors to enter multiple pay or job codes during the work day. 
•    The pay or job codes must have a relation to the same or similar job codes in the city financial system. 
•    The city prefers a system which can do so without remapping or cross referencing codes.
•    Allows for the scheduling of employees who have multiple shifts and support multiple shift codes including straight and overtime pay, workers compensation, and paid time off. 
•    Must be able to manage the complexities of the police and fire departments time and attendance schedules.
•    Allows for different rates of pay for each employee based on pay and job code.
•    Comprehensive maintenance agreement covering system, end-user, and software support.
•    Maintenance agreement must cover the city for all future software upgrades so that it is not required to re-buy the product or pay an upcharge for a new version.
•    Complies with city policies related to time and attendance, including the fair labor Standards act (FLSA), and all applicable state and federal laws.
•    Must provide specifications for the clock timekeeping devices and ensure on and off-line data collection.
•    Perform full-service support for all hardware and application software listed in the response during business hours (Monday through Friday, 7 a.m. To 6 p.m.) Within the pricing proposed.
•    Provide telephone support for city staff questions. 
•    This phone access must be available to the city at no additional charge for as long as the provider is maintaining the hardware and software.
•    Perform all preventative maintenance services on all hardware and application software, including upgrades, firmware updates, and security patches.
•    Provide a four-hour service response time, two-hour call-back response time, and four- hour onsite response time, when requested by the city or a response time as mutually agreed upon by both parties. 

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: August 28, 2025