City of Oxford
101 East High St.
Oxford, Ohio 45056
REQUEST FOR PROPOSAL
TIME CLOCK SOLUTION
BIDS ARE DUE
2:00 p.m. Friday, June 2, 2017
at the City of Oxford Municipal Building
Name of the bidder:
______
Address:
______
City and State:
______
Note to Bidders:
1)One completed copy of this Request for Proposal package is to be returned.
2)Please include an e-mail address for ease of correspondence. Any questions that we receive will be distributed to all bidders with our response as a courtesy.
LEGAL NOTICE
Sealed proposals will be received by the City of Oxford, at the City Municipal Building, 101 East High Street, until 2:00 P.M. local time on Friday, June 2, 2017, at which time such proposals will be publicly opened for the following:
TIME CLOCK SOLUTION
Copies of the request for proposal may be requested by a call to the undersigned at the City’s Finance office (513-524-5228) or maybe downloaded from the City of Oxford’s website The City reserves the right to reject any and all proposals, to award a contract based on all, part or none of the alternatives described in the specifications, or to accept any proposal which may be deemed to be in the best interest of the City of Oxford.
Joseph G. Newlin
Finance Director
Journal News: May19and 26, 2017
REQUEST FOR PROPOSAL
FOR
TIME CLOCK SOLUTION
FROM
THE CITY OF OXFORD, OHIO
This Request for Proposal (“RFP”) is official notification of the need for professional services to the City of Oxford, Ohio (“City”). This RFP is being issued to solicit proposals from firms qualified to provide, implement and train the City of Oxfordemployees, an affordable and functioning Time Clock Solution.
BACKGROUND INFORMATION:
Oxford is located southwest of Dayton and north of Cincinnati in a primarily rural area in the Miami Valley Region of Southwestern Ohio. The City lies approximately 6 miles east of the Indiana state line in the northwest corner of Butler County. The City has a population of approximately 22,104 (2016estimate) and covers an area of approximately 7.5 square miles. Oxford was organized as a municipality in 1830 as a direct result of the growing prominence of Miami University, which was founded in 1809 as a state university and plays a significant role in the community. Oxford possesses a college-town environment in a beautiful rural setting. The University, with a student population of approximately 19,367, is both a direct and indirect source of many jobs in the City. The University also contributes substantially to the social and cultural environment enhancing Oxford’s unique living experience.
The City of Oxford’s finance department currently uses an integrated BS&A financial package – General Ledger, Accounts Payable, Cash Receipting, Miscellaneous, Payroll, Purchase Order, TimesheetsandUtilities Billing.
The City of Oxford’s finance department is looking to upgrade its current time clock processing.
Currently the City uses mechanical time clock which record punchedin and out times. The cards are then computed manually and entered in the BS&A time sheet module; a very time consuming process. We are looking to implement a solution that will be able to be imported into our time sheet module. We currently have six time clocks in buildings that have the ability to hook into our network. Three clocks have no access to our network but do have telephone lines available. All locations in the buildings have Wi-Fi connections and the outlying sites can have Wi-Fi connection installed if necessary. We currently have approximately 50 fulltime users and peek to approximately 100 users during the summer months.
The basic core requirements are as follows:
Provide an integrated time clock solution that provides data for our BS&A time sheet and payroll systems. The City is not looking for a full blown payroll solution.
Prefer a Wi-Fi solution.
Time clocks: card swipe, pin number, biometrics etc.
Reporting function to insure accurate information is being passed onto our BS&A software systems.
When responding please provide the following information (at a minimum):
- History of the Company.
- Description, licensing and integration with otherpayroll modules.
- Pricing for the individual components separately – software, hardware, annual support, updates, licensing, implementation and training etc. If you have a cloud computing solution please provide pricing for such.
- Description of the typical implementation process as well as a time line for implementation.
- Copy of contract to be reviewed by the City’s Law Director.
- If the City of Oxford was a customer of yours in 2002 and still a current customer how much would we have spent of software updates major or otherwise, hardware upgrades major or otherwise, annual support and any other fees that may have been assessed by your company. ROI is a crucial element in the selection process.
The review process will initially be conducted by the Finance Director and Assistant Finance Director. Your proposals will be reviewed to insure the City of Oxford receives a product that meets our needs at a reasonable price. A high end product overview will be requested for selected companies as well as reference checks being performed. The three top companies will be thoroughly reviewed by our department’sstaff at which time an in depth review of the selected modules will be scheduled. Based on these reviews and another round of reference checks being performed, a decision will be made as to what company’s solution fits the City of Oxford’s needs the best.
Good luck with your proposals.
PROPOSER’S CERTIFICATION
ALL PROPOSERS SHOULD COMPLETE THE FOLLOWING INFORMATION ON THIS AND THE NEXT FOUR PAGES AND RETURN THEM WITH THEIR PROPOSALS.
We have read the City’s request for Time Clock Solution and professional services required and fully understand its intent. We certify that we have adequate personnel, equipment, and facilities to fulfill your requirements, and that information proposed by us in this document shall be performed by our firm shall we be chosen by the city for its Time Clock Solution provider. It is also understood that all the information contained herein or attached to this proposal shall become public record upon delivery to you.
SUBMITTED BY:
______
Firms NameDate
______
Proposers NameSignature
NON-COLLUSION AFFIDAVIT
STATE OF OHIO
)SS.
COUNTY OF BUTLER)
, being first and duly sworn, deposes and says that he is of (sole owner, partner, president, secretary, etc.)
, the party making all foregoing proposal or bid; that such bid is genuine and not collusive or sham; that said bidder has not colluded, conspired, connived, or agreed, directly or indirectly, with any bidder or person, to put in a sham bid, or that such other persons shall refrain from bidding, and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication or conference, with any person, to fix the bid price of affiant or any other bidder, or to fix any overhead, profit or cost element of said bid price, or of that of any other bidder, or to secure any advantage against the CityofOxford or any person or persons interested in the proposed contract; and that all statements contained in said proposal or bid are true; and further, that such bidder has not, directly or indirectly, submitted this bid, or the contents thereof, or divulged information or data relative thereto to any association or to any member or agent thereof.
THIS FORM IS REQUIRED TO BE NOTARIZED
EQUAL OPPORTUNITY CLAUSE
(A)The Contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Contractor will take affirmative action to insure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex or national origin. Such action shall include, but not be limited to, the following: Employment, upgrading, demotion or termination; rates of pay or other forms of compensation; and selection for training. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices summarizing the provisions of this Equal Opportunity Clause.
(B)The Contractor will in all solicitations or advertisements for employees place by or on behalf of the Contractor, state that the Contractor is an equal opportunity employer.
(C)It is the policy of the City of Oxford that business concerns owned and operated by minority and female persons shall have the maximum practicable opportunity to participate in the performance of contracts awarded by the City.
(D)The Contractor shall permit access to any relevant and pertinent reports and documents by the Contract Compliance Administrator for the sole purpose of verifying compliance with this article and with the regulations of the Contract Compliance Office. All such materials provided to the Contractor Compliance Administrator by the Contractor shall be considered confidential.
(E)The Contractor will not obstruct or hinder the Contract Compliance Administrator or his deputies and assistants in the fulfillment of the duties and responsibilities imposed by this article.
(F)The Contractor and each subcontractor will include a summary of this Equal Opportunity Clause in every subcontract. The Contractor will take such action with respect to any subcontract as is necessary as a means of enforcing the provisions of the Equal Opportunity Clause.
(G)The Contractor agrees to refrain from subcontracting any part of this contract or contract modification thereto to a contractor not holding a valid certification of compliance as provided for in this article
(H)Failure or refusal of a contractor or subcontractor to comply with the provisions of this article may result in cancellation of the contract.
The vendor or supplier will comply with all requirements the Equal Opportunity Clause above:
By: ______Name of Company Signature Date
AFFIDAVIT FOR BIDDER OF NON-DELINQUENCY
OF PERSONAL PROPERTY TAXES
O.R.C. 5719.042
STATE OF OHIO:
County of Butler
SS:
TO:The City of Oxford, Ohio 45056
The undersigned, being first duly sworn, having been awarded a contract by you for bank depository services, hereby states that we are not charged at the time the bid was awarded with any delinquent personal property taxes on the general tax list of personal property of any county in which you as a taxing district have territory and that we were not charged with delinquent personal property taxes on any such tax list.
In consideration of the awarded of the above contract, the above statement is incorporated in said contract as a covenant of the undersigned.
By: ______Name of Provider Signature Date
THIS FORM IS REQUIRED TO BE NOTARIZED